Resolution:
The Time sheet is a central part of WorkBook and a powerful tool to register your time on the correct job and tasks. This knowledge base will highlight some functions and troubleshooting.
Capacity Profiles: A basic capacity profile consists of four things:
- Ideal booking time
- Basic time
- Flex time
- Max. booking
With System variable 917 on: The Time sheet will require a time entry equal to or higher than the basic time in the capacity profile to be approved.
Employee access to client: Before even beginning to create time entries the job access should be checked. There are two ways of making sure an employee has access to the client.
- Via Resources, click in the client that holds the job, click on Client settings and then Employee access. Locate the employee and make sure the Access checkbox is ticked.
- In the initials field in the bottom right corner type in the initials of the employee you wish to change client access for. Go to Settings > Login settings > Client access settings.
Time sheet views: There is a weekly, daily and suggested view within the Time Sheet module to provide the user with options. When adding a job and task to a Time sheet, the following criteria must be met:
- Job status must be one of the following:
- Quotation
- In process
- On hold
- Ready for invoicing
- Employee must have access to Time entry on that job in the company
- Customer type must be one of the following:
- Client
- Prospects
- Internal PR/Marketing
- Internal Administration
- The job may not be a template
- The job end date must only be exceeded by the number of days stated in Time entry rules in the Company basic settings (Settings > Company settings > Basic settings)
- The job must not be journaziled
- There must be an open accounting period for the date the employee tries to enter time (check Settings > Accounting periods)
If the above criteria is met you can add the job - task to your time sheet in order to register time. From here, a window will prompt for job and task selection to add to your list. You can then add time entries to each day, week respectively. Once added you can then approve the time entry. When approving you can choose to approve:
- A record (single cell)
- A day
- A week
You can approve in three ways:
- From the context menu in the upper left corner on both daily and weekly view
- Via the daily view clicking the checkbox approves the entire day.
- Via the “Approve” button in the toolbar found on both the daily and weekly view.
You may notice how the hours lock after approving the record/day/week. This is to indicate that no changes can be made to the time entries – unless you revoke the approval.
- Revoke time entry
- Should you need edit already approved hours you can revoke the approval. Like approving time entries revoking already approved time entries are done by the:
- Record
- Day
- Week
- and can be done in the same context menu (and the Approve button)
- Remove time entry
- Simply use the keyboard delete button to removed previously registered time. Should the time entry be locked, you need to revoke the approval before you can delete time entry.
- For approval:
- Like many things in WorkBook time entries can be set up to have an approval flow. This means that whenever an employee approves a record, day or week it will be sent to whomever is set up as approver.
- Once the record/day/week is sent for approval the record/day/week will lock as shown by the lock and the time entry is for approval indicated by the blue question mark icon.
- Approved:
- Once the time entry approver (as set up under Settings, Time entry approval) has approved the time entry (or if no approver has been set up) the icon shifts to a green check icon.
- Rejected time entry:
- Should your time entry be rejected it will become very clear – indicated by both a red color and a red icon. If you hover your mouse over the rejected time entry additional information will render.
- You may also notice how the locks are gone, as you will need to re-do your time entries for this day.
- The lock:
- The locks simply mean that the records with the little lock inside are locked and can't be edited – because they have been approved. If you with to edit them, you must revoke your approval.
- Time spent indication:
- The Time sheet has an indication of the hours spent on a task versus the hours you have been booked.
- The green line on the task indicated that you have spent fewer hours on a task than you have been booked.
- The red line on the task indicated that you have spent more hours on a task than you have been booked.
- Change activity:
- The system will usually use the default activity type added to your user profile. If you would like to choose another activity click on the wrench on the Activity column to change to another activity. This can have an effect on the hourly rate on the time entry.
- System variable 177 defines whether or not it’s allowed to change activity.
- Pin jobs (including task and activity):
- If you know that you are going to work on the same job week after week you can pin it and the task including activity to your Time sheet.
- Note: the jobs will be copied over by the system every Sunday evening.
- Copy Time sheet from a previous week:
- The Time sheet changes every week depending on the tasks and jobs you work on. If you know that you will be working on the same jobs as a previous week you may copy these to the current week.
- Click the context menu and find the Copy Time sheet from a previous … button and from the popup select a date with week you wish to copy from.
- Incomplete time entry:
- Should you wish it a follow-up can be turned on called “Incomplete time entry”. Turn it on from Settings, Conversation & notification setup, Incomplete time entry.
- It’s purpose it to remind employees about incomplete time entries. From here you can approve entries not previously approved.
- If your time entries are less than the required (the capacity profile basic time) you will need to fill in a description.
Troubleshooting:
- Time entry on a job can be blocked for quite a few reasons, these are the possible causes:
- Time entry is not allowed on the specified task
- The task is not active (task is done or on hold)
- The schedule is not active
- The job is closed
- The job is cancelled
- The job is a template job
- The job is blocked for time entry
- The job has been journalised
- Job end date is exceeded
- This user does not have access to this job. Cross-company job access can only be changed by WorkBook administrators.
- This user is not allowed to do time entry in the company. Cross-company job access can only be changed by WorkBook administrators.
- Financial period is closed for time registration
- The job is an absence job
- This user does not have access to the client
- Only team members can register at current job
- Time entry is closed for the chosen week
- Employee default activity is disabled
System variables to consider:
- 169: Control if description is required on time entries
- 177: Ability to change the Activity associated with a time entry in the Time sheet
- 179: Weekly Time sheet approval also locks the Time sheet
- 183: Set rounding up on time entries
- 478: Remove blank Time sheet entry lines when Time sheet is approved
- 601: Show hourly rates on Time sheet
- 638: Limit time entries to jobs with tasks and active schedules
- 725: Enable Billable check box on time entries done via Quick Add menu
- 794: This variable determines how many days to check in the past if the Incomplete time entry follow-up is enabled
- 802: Always use employee standard activity when a time entry is created
- 807: Automatically sends time entries for approval once daily (if the approval flow is enabled)
- 857: Only allow system admins to change the activity on a time entry
- 871: If a user enters less than their basic time, this system variable defines the allowed deviance before the user will have to enter a comment on why they entered less time
- 889: Automatically add new time entries to existing entries on same day/job/task
- 917: Block approval of Time sheet if entered time is less than basic time