The default Time Entry Screen for each installation of Timesheet is shown below. This section of the manual will refer to items as they are seen on this screen. Again, if your Time Entry Screen looks different, do not worry. It should behave exactly as described here, even if the names have been changed or certain columns are not visible.
The body of each Time Entry Screen in Timesheet 5.5 is where the real work of time entry gets done. This section of the Time Entry Screens is the most highly customizable and is therefore the most likely to be different from the version discussed in this manual. However, the basic functionality of all Time Entry Screens in Timesheet 5.5 is the same. Therefore, if your Time Entry Screen is missing a particular column, or has a greater number of days displayed, or any other essentially cosmetic difference from the one outlined here, do not worry. This section will still address the process of entering time into Timesheet.
The standard Time Entry Screen in Timesheet 5.5 is a grid of dates (across the top) and actual time records (along the left side). A Time record is a combination of items used to identify the nature of the work performed and the hours that were actually spent on that combination of items. Timesheet 5.5 provides the ability to specify up to 5 discreet items for a time record. The items that may be used are:
These items are selected from dropdown boxes on a Time Entry Screen to form a row that hours are entered in. Once the hours have been entered and saved, an actual time record is created for each day. In any given time period, each time record continues to be displayed on screen so that the hours may be modified or so that a new time record can be created using the same combination of items on a different day. Please Note: Timesheet 5.5 allows your organization to customize the names of the dropdown menu items. Therefore, the options on your Time Entry Screens may not have the same names. They function in exactly the same manner, though.
Once you have selected the appropriate items and entered your hours for that combination, click the button at the bottom of the time entry grid. Timesheet will refresh the Time Entry Screen and your entry will now appear in the Current Entries category on your Time Entry Screen. You may add hours to this entry either in the same day or in another day in the time period that is currently displayed.
You may, of course, create more than one time record at a time. Simply create the actual time entries for different days and/or different combinations of items and then click the Save Changes button at the bottom of the time entry grid. Timesheet will refresh the Time Entry Screen and your entries will now appear in the Current Entries category on your Time Entry Screen.
The bottom of the time entry grid may also be home to up to two other buttons, the button and the button. Each of these buttons is discussed below.
Time Entry Screens that use the Project Tree Popup method will display the complete list of Projects alphabetically in the Project drop down menu. The Project Tree Popup window should be used to navigate to and select the desired Project for each record to be entered.
Finally, Timesheet provides the ability for each User to configure the Projects available for logging through the use of the My Project List link, which is located at the bottom of the Time Entry Screen, in the Navigation & Controls section. This functionality is discussed below.
If you, as a User, have configured a Project List of your own, only those Projects you have included in the list will be available in the Project drop down menu.
Timesheet allows Users to create Diary Notes for each of their time records. Diary Notes provide a way for Users to record complex comments and information for a Project over the course of a time period, much the way one might keep a diary of significant events or information in relation to a Project.
Users can create a Diary Note entry for a specific Time Record by clicking the Diary Note icon () located immediately to the right of a saved Time Record on their Time Entry Screen. Timesheet will display the Diary Notes popup window, which can be used to create, edit or delete Diary Notes.
A complete discussion of the Diary Notes feature can be found in the Diary Notes portion of this documentation.
Diary Notes functionality is directly associated with the Journals feature of Timesheet, though it is not necessary for Users to access Journals directly to work with Diary Notes. For a more detailed discussion of Diary Notes and the Journals feature of Timesheet, please see the Journals portion of this documentation.
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For more information on the Approvals process in Timesheet 5.5 please see the Approvals section of this manual.
When this screen is displayed after clicking the icon, a green text message will appear at the top of the screen indicating that a new Memorized Time Entry has been created - this is the entry whose icon was used to access the Manage User Memorized Time Entries Screen. Please Note: When you return to the Time Entry screen, this Memorized Time Entry will not be displayed for the current time period because it already exists in the form of a current time entry. This entry will, however, appear in any other time period (past or future) that you access from this point on.
This screen also allows the User to create new Memorized Time Entries as well as the ability to modify or delete an existing Memorized Time Entry. To create a new Memorized Time Entry, the User should select the Project, Task, Pay Type and Bill Type that should comprise the Memorized Time Entry. Additionally, the user may enter a default Comment for the Memorized Time Entry. Additionally, the user must select his name from the list of users located at the right-hand side of this screen. Once these options have been selected, the User should click the Button at the bottom of the New Memorized Time Entries section of this screen. The Manage User Memorized Time Entries Screen will refresh, displaying a green text message confirming the creation of the new Memorized Time Entries.
Please Note: Users should not select a Group when creating a Memorized Time Entry despite the presence of that option on this screen. Further, the Manage User Memorized Time Entries Screen does not currently obey Group limitations with respect to Project, Task, Pay Type and Bill Type. Also, this screen may display columns that a User would not normally see if that user's TIme Entry Screen has been configured to hide certain columns. Finally, this screen is currently unable to process Project Dependency limitations. All of these issues are known and will be addressed in a future release of Journyx Timesheet. Therefore, please exercise caution when using this screen to create Memorized Time Entries other than those created by clicking the icon as these issues may enable a User to create a Memorized Time Entry that conflicts with your organization's basic rules for Timesheet.
To modify an existing Memorized Time Entry, the User should simply make any changes that are needed to the existing Memorized Time Entries located at the top of this page and click the Button located below the section that contains the existing Memorized Time Entries. The Manage User Memorized Time Entries Screen will refresh, displaying a green text message confirming the modification of the Memorized Time Entries in question.
To delete one or more existing Memorized Time Entries, the user should click the checkbox to the left of the Memorized TIme Entries to be deleted and click the Button located below this section. Timesheet will display a popup window asking the User to confirm that he does in fact wish to delete these memorized Time Entries. If the User does want to delete the Memorized Time Entries in question, he should click the button in this popup window. The Manage User Memorized Time Entries Screen will refresh, displaying a green text message confirming the deletion of the Memorized Time Entries in question.
Timesheet 5.5 allows users to navigate their way through the treacherous waters of Time Periods in two different ways: direction arrows that allow the User to move forward or backward one Time Period at a time and a date box/calendar that allows the user to select a specific date and then jump to the time period that contains that date directly.
Timesheet 5.5 includes a date box and calendar feature to facilitate navigation between widely separated time periods. There are two ways to use this interface.
The Timesheet Administrator for your organization may also set a predefined number of displayed days that cause the status popup window to appear automatically. If this setting has been enabled in Timesheet's Global Preferences, any Time Entry Screens that display this minimum number of days will begin with the Status Popup Window enabled by default. In any case, you can activate or deactivate the Status Popup Window by checking or unchecking the Use Status Popup checkbox to meet your time entry needs.
Timesheet includes the ability for individual Users to configure their own Project List, which limits the Projects that are available for logging entries against to only those selected by the User. This functionality can greatly improve the record entry experience by allowing Users to avoid navigating large Project hierarchies each time they enter a record simply to get to the one or two Projects they care about.
The My Project List link, located in the Navigation & Controls section at the bottom of the Time Entry Screen is the gateway to the Project list feature. Clicking this link will cause Timesheet to open a popup window that can be used to add and remove Projects from the Project list.
You may add Projects from the Project List by selecting the desired Project(s) in the Master Project List column located in the left side of this window and then clicking the Button. Your additions will be displayed onscreen and those added Projects will appear in the My Project List column located in the right side of this window.
You may remove Projects from your Project List by selecting the desired Project(s) in the My Project List column located in the right side of this window and then clicking the Button. Your changes will be displayed onscreen and those removed Projects will disappear from the My Project List column.
You may delete your Project list by clicking the Button. Deleting all Projects from your Project list will return your Project selection method to the method defined by your organization's Timesheet administrator for your Time Entry Screen. These methods are discussed above.
Once you have completed adding and removing Projects from your Project List, click the Button. Timesheet will close the My Project List Configuration Window and your Project List will be made active. Now when you click on the Project drop down menu to select a Project for record entry, the Projects displayed will be limited to only those that you have added to your Project List.
Users whose role includes the Corrections role ability, including the installing Admin, may make changes to records contained in a timesheet that has already been approved via either a Period or Project Approvals process. Once a timesheet has been approved, the Button appears on the Time Entry Screen for that timesheet. When this button is present, corrective entries can be made and then submitted for approval.
To make corrective entries for a prior period, a User who has the Corrections role ability should navigate to the timesheet in question and enter corrective entries as needed. Corrective time entry includes the concept of negative entry, i.e., because the existing records are approved and committed they cannot be directly edited - therefore negative records must be entered against the same Project, Task, Pay Type and Bill Type to reduce the actual hours logged to the proper number.
Buck submitted his timesheet with 6 hours logged to Project A and 2 hours logged to Project B on Tuesday. After the timesheet was approved, Buck realized that he actually only worked 4 hours on Project A and also worked 2 hours on Project C on Tuesday. Buck opens his timesheet for the time period in question and prepares to make corrective entries.
Buck prepares a subtractive correction entry the same way he would prepare a normal entry, by selecting the Project, Task, Pay Type and Bill Type to be logged. In the case of correcting his hour overage on Project A, Buck carefully chooses the exact combination of these factors, including duplicating the comment field exactly, that comprised the original record. Buck then enters -2 (minus 2) hours for Project A on Tuesday.
Buck creates an additive correction entry the same way he would prepare a normal entry, by selecting the Project, Task, Pay Type and Bill Type to be logged. To add the missing two hours for Project C, Buck creates the record "from scratch" as though he were entering time normally and enters 2 hours for Project C on Tuesday.
Buck's timesheet now contains the following records for Tuesday:
If Buck has any other corrections to make, he should make them now. Once Buck has added and subtracted hours as needed from his timesheet, Buck should click the Button located at the bottom of his screen. Timesheet will refresh the Time Entry Screen and display a green text message confirming the corrective entries. Furthermore, the corrected timesheet is submitted for approval as soon as the Button is clicked. The corrected timesheet will now flow through the approvals processes that a normal "new" timesheet would follow.
If further corrections are required, the timesheet will either be rejected through the approvals process and returned for direct editing of the corrective entries or the timesheet will need to be accessed for a new round of corrective entries after it has been completely approved.
Timesheet allows Users to view historical time, expense and mileagesheets grouped by the status of those sheets. The status options available are:
Additionally, Users may view "All" historical sheets.
When a User clicks one of these links at the bottom of an entry screen, the sheets whose status match the link chosen will be listed by Timesheet. Individual sheets may be accessed for viewing and, if the sheets are still open, editing from this list.