When you choose to add time to a submitted timesheet, an input screen appears:
Enter or search for the resource logging the time..
If amending an entry, only a single date appears whereas, when adding, default dates apply. In either case, you can change the dates.
You can input a range of dates when adding so that the time you input is recorded for several dates.
Days to Include
When adding data, you will specify the days of the week to which the input applies. By default, this is set to the normal working week of Monday to Friday. Click on the appropriate check boxes to set and unset the days and check ‘Exclude Non-Working Days’ to prevent time being recorded against holidays or similar days that are identified on the calendar.
By using the ‘From/To Date’ and ‘Days to Include’ in combination, you can record several time entries with a single input. You may have done the same job on three consecutive days of the week.
These entries only appear if specified through your login profile. If so, they may show the default settings for the selected resource. You may be able to enter or select different codes for which work was carried out.
Each resource has a default project, activity and role. You can select others from the drop-down lists. These lists only show the projects that your login allows you to access and the activities and roles that apply to your resource and project.
You can only select a different role if change is allowed through your login profile. If not, your default role will always be used and is only shown if you are allowed to view it.
If the required project or activity is not listed, click Add Projects or Add Activities to find and select others that the resource has available.
This entry is only selected if you chose to record work against tasks or assignments for the project. You will have set them up for the project or downloaded them from a linked Microsoft project plan. In this case, you can enter or select a valid task or assignment so that you can then record work against it for this project. Depending on settings, input may be mandatory and you can choose to include assignments that are marked as complete.
In the case of tasks, you may be able to select all those for the project or only the ones to which the resource is assigned. This depends on the ‘Record work against’ settings (determined through Projects maintenance).
Depending on system settings, enter the new time as hours and minutes, hours and decimals or as a percentage of the original activity so that the time to record can be calculated.
Hours may be negative if permitted through your Login Profile).
Set this check box on if the time is to have cost and charge values calculated at the overtime rates set for the resource. You can only do this if allowed through your login profile, otherwise the entry will not appear.
Cost and Charge Details
Depending on your login profile you may:
•see no cost or charge information at all
•view costs but not charges, or visa versa
•see only the code or the amount also, but be unable to change either
•change the code and possibly the amount as well.
These settings therefore determine if the next entries appear and if you can alter them.
To specify a particular cost to be used, select the code of the rate from the list of those available for the resource. If you want to override the cost rate for the code, enter the required hourly rate.
The box is initially set to reflect the normal charging status of the selected project and activity combination. Thus:
•a chargeable activity is applied to a chargeable project
•a non-chargeable activity is never charged, even if the project is chargeable
•an activity that is normally chargeable is not charged to a non-chargeable project.
You can override the setting by:
•checking the box if you specifically want to raise a charge. This will force a charge for a non-chargeable activity or project.
•unchecking the box if the time is not to be charged when otherwise it might be.
You can select a charge code from the list of those available for the resource. If you want to enter a special rate to be charged, input the hourly rate.
You will only see this item if the input of notes is specified on your login profile, which will also specify if input is mandatory. If so, enter multiple lines of text to provide any relevant comments, reminder or description for the entry. These notes can be included in reports.
Keep Entry screen open after save
Set this check box on if you are adding, but not amending, a series of entries with similar details. In this case, after saving, the hours are cleared and a further entry prompted with all other details remaining the same. However, you can change any of this information if, for example, the hours cover a different activity for the same project.
Using this feature allows faster input of data. You only need to exit the screen on completion of input or to select a different resource or other setting.
When you complete your entries, choose Save to store the data. Any errors are shown and you must correct them before you can save the input. An associated contract line, based on the routing type set for the project, will be saved with the timesheet if specified through Billing Settings and if marked as ‘trackable’.
You can then enter or amend other timesheets or exit the view.