How to: Use Time Sheets for Jobs

You use the Create Time Sheets batch job to set up time sheets for a specified number of time periods or weeks. You must have permissions to be able to create time sheets.

You can copy and use your job planning lines in a time sheet. In that way, you must only enter the information in one place and the line information is always correct.

After you have approved time sheet entries for a job, you can post them to the relevant job journal or resource journal.

Before you can use time sheets, you must set up general information and specify an administrator and one or more approvers of time sheets. For more information, see How to: Set Up Time Sheets.

Note

This functionality requires that your experience is set to Suite. For more information, see Customizing Your Financials Experience.

To create a time sheet

You can use the Create Time Sheets batch job to set up time sheets for a specified number of time periods or weeks. Then, the time sheet owner can open it and record time that has been spent on a task.

  1. Choose the Search for Page or Report icon, enter Time Sheets, and then choose the related link.
  2. In the Time Sheet List window, choose the Create Time Sheets action.
  3. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.
Note

The Use Time Sheet and Time Sheet Owner User ID fields must be filled in on the card for the resource of the time sheet.

  1. Choose the OK button.

You can view the time sheets that you have created in the Time Sheet list window.

To copy job planning lines to a time sheet

The following procedure describes how to quickly add job planning lines to a time sheet.

  1. Choose the Search for Page or Report icon, enter Time Sheets, and then choose the related link.
  2. In the Time Sheet List window, select a time sheet for the relevant time period, and then choose the Edit Time Sheet action.
  3. Choose the Create lines from job planning action. Any job planning lines in the time sheet time period are copied to the time sheet for the person or machine in the Resource No. field on the time sheet.

To define work types and add one to a time sheet

You can define the work type for all time sheet lines for jobs. In this way, you can add information that you need to bill the customer for different types of work.

  1. Choose the Search for Page or Report icon, enter Time Sheets, and then choose the related link.
  2. Open the relevant time sheet.
  3. Choose the Description field.
  4. In the Time Sheet Line Job Detail window, choose the Work Type Code field, and select a work type from the list, such as Miles.
  5. If no work types exist, chose the New action.
  6. In the Work Types window, fill in the fields as necessary.
  7. Repeat step 4 to assign the new work type to the time sheet.

To reuse time sheet lines in other time sheets

If your time sheet information remains the same from time period to time period, you can save time by copying the lines from the previous time period. Then, you just enter your time usage for the new period.

  1. Choose the Search for Page or Report icon, enter Time Sheets, and then choose the related link.
  2. Open the time sheet for a period later than the period for an existing time sheet with lines.
  3. Choose the Copy Lines from Previous Time Sheet action.

The lines are copied, including details such as type and description. For example, if the line is related to a job, the Job No. is copied. All copied lines have the status Open. You can now modify the lines as needed.

To fill in a time sheet lines and submit for approval

Time sheet registration is tracked in hours, the standard base unit of measure for resources. By default, a time sheet shows the common work days of Monday through Friday.

  1. Choose the Search for Page or Report icon, enter Time Sheets, and then choose the related link.
  2. Select a time sheet for the relevant time period, and then choose the Edit Time Sheet action.
  3. Fill in the fields on a line as necessary. Enter the number of hours used by the resource on each day of the week.

    Tip

    You can review the sum of time sheet hours that you have entered in the Actual/Budgeted Summary FactBox.

  4. Repeat step 3 for other work types that the resource performs.
  5. Choose the Submit action, and then choose the All open lines action to submit all lines or the Selected lines only action to submit only the lines that are selected in the Time Sheet window.

    Note

    You can only submit time sheet lines for which you have entered time.

  6. To modify information on a line that has been set to Submitted, select the line, and then choose the Reopen action.

    Note

    A manager may reject a time sheet line that is submitted for approval. If a line has a status of Rejected, you can make changes to the line, and then choose Submit again.

  7. Choose the OK button.

To approve or reject a time sheet

A time sheet must be submitted for approval before it can be used. You can approve and reject individual lines on a time sheet or send them back to the submitter for additional action. A time sheet can be approved in two ways:

  • A time sheet administrator can approve any time sheet.
  • The person who is specified in the Time Sheet Approver User ID field on a resource card can approve that resource's time sheets. For more information, see How to: Set Up Time Sheets.
  1. Choose the Search for Page or Report icon, enter Manager Time Sheets, and then choose the related link.
  2. Select a time sheet from the list.
  3. In the Time Sheet window, choose the Approve action, and then choose the All submitted lines action to approve all lines or the Selected lines only action to approve only the lines that are selected in the Time Sheet window.
  4. Choose the OK button.
  5. Alternatively, choose the Reject action and follow steps 4 through 5.
Tip

Use the Time Sheet Status and Actual/Budgeted Summary FactBoxes to get an overview of time sheet information.

After you have approved or rejected a time sheet, it cannot be modified unless it is first reopened. The following procedure explains how to reopen an approved or rejected time sheet.

To reopen a time sheet

  1. Choose the Search for Page or Report icon, enter Manager Time Sheets or Time Sheets, and then choose the related link.
  2. Open a time sheet from the list.

    Note

    You can only reopen lines that have the status Approved. You cannot reopen lines that have the status Rejected. You cannot reopen a time sheet if it has been posted.

  3. In the Time Sheet window, choose the Reopen action, and then choose the All submitted lines action to reopen all lines or the Selected lines only action to reopen only the lines that are selected in the Time Sheet window.
  4. Choose the OK button. The status of the time sheets line or lines is changes to Submitted.

To post time sheet lines in a resource journal

After you have approved time sheet entries for a resource, you can post them to the relevant resource journal.

  1. Choose the Search for Page or Report icon, enter Resource Journal, and then choose the related link.
  2. Choose the Suggest Lines from Time Sheets action.
  3. Fill in the fields as necessary.
  4. Choose the OK button. Entries for usage are created in the resource journal, where you can modify the information as needed.
  5. Choose the Post action.
  6. To verify the posting, choose the Ledger Entries action. The Resource Ledger Entries window opens showing the result of posting the resource journal.

To post time sheet lines in a job journal

After you have approved time sheet entries for a job, you can post them to the relevant job journal.

  1. Choose the Search for Page or Report icon, enter Job Journal, and then choose the related link.
  2. Choose the Suggest Lines from Time Sheets action.
  3. Fill in the fields as necessary.
  4. Choose the OK button. Entries for usage are created in the job journal, where you can modify the information as needed.

    Note

    Information about work type and whether the work is chargeable is copied from the time sheet line. If needed, you can reduce the quantity of hours and do a partial posting. If you reduce the quantity, then the next time that you choose the Suggest Lines From Time Sheets action, the line that is created will contain the remaining quantity of hours.

  5. Choose the Post action.
  6. To verify the posting, choose the Ledger Entries action. The Job Ledger Entries window opens showing the result of posting the resource journal.

To archive time sheets

After you have posted time sheets, you can archive them for future reference. All time sheets lines must be posted before a time sheet can be archived.

Note

When you archive a time sheet, it is removed from the lists in both the Time Sheets window and the Manager Time Sheets window.

  1. Choose the Search for Page or Report icon, enter Move Time Sheets to Archive, and then choose the related link.
  2. Fill in the fields as necessary, and then choose the OK button.
  3. To review archived time sheets, choose the Search for Page or Report icon, enter Time Sheet Archives or Manager Time Sheet Archives, and then choose the related link.

See Also

Project Management
Setting Up Project Management
Finance
Purchasing
Sales
Working with Financials