eTimesheets User Manual - CPT Globaltimesheet.cptglobal.com/eTimesheets_User_Manual.pdf · eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 3 How to use this manual

User Manual

October 2011

eTimesheets Version 1.3.4.9 - Table of Contents

How to use this manual ............................................................................... 3

Overview .................................................................................................... 3

Introduction to eTimesheets ....................................................................... 4

Overview .................................................................................................... 4

Navigation ................................................................................................... 5

How to access and exit eTimesheets .............................................................. 6

How to change the eTimesheets password ...................................................... 9

eTimesheets Layout .................................................................................. 10

Overview ...................................................................................................10

Main Menu .................................................................................................11

Timesheets Sub-Menu .................................................................................13

Timesheet Detail Sub-Menu .........................................................................14

Expense Sub-Menu .....................................................................................20

Expense Detail Sub-Menu ............................................................................21

Approvals Sub-Menu ...................................................................................25

eTimesheets Functions .............................................................................. 28

Overview ...................................................................................................28

Timesheet .................................................................................................29 New ............................................................................................................................................... 29 Change ......................................................................................................................................... 31 Copy .............................................................................................................................................. 32 Delete ........................................................................................................................................... 34 Submit.......................................................................................................................................... 35

Timesheet line ...........................................................................................36 New ............................................................................................................................................... 36 Change ......................................................................................................................................... 46 Copy .............................................................................................................................................. 47 Repeat .......................................................................................................................................... 48 Delete ........................................................................................................................................... 50 View Timesheet Detail ............................................................................................................ 51 View Timesheet Weekly Summary ..................................................................................... 53

Favourites .................................................................................................54 Add Job to Favourites ............................................................................................................. 54 Remove Job from Favourites ................................................................................................ 55 Maintain Preferences ............................................................................................................... 56

Expense Sheet ...........................................................................................58 New ............................................................................................................................................... 58 Change ......................................................................................................................................... 60 Delete ........................................................................................................................................... 61 Submit.......................................................................................................................................... 62 View .............................................................................................................................................. 63

Expense line ..............................................................................................64 New ............................................................................................................................................... 64 Change ......................................................................................................................................... 68 Copy .............................................................................................................................................. 69 Repeat .......................................................................................................................................... 70 Delete ........................................................................................................................................... 72 Per Diem ...................................................................................................................................... 73

eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 2

Change Banking .........................................................................................75 Change eExpense Supplier Account No ............................................................................ 75

Approvals ..................................................................................................76 Timesheet Approvals ............................................................................................................... 76 Expense Approvals ................................................................................................................... 79 Advise Rejections ..................................................................................................................... 81 View Missing Timesheets ....................................................................................................... 82 Bulk Approve Timesheets ...................................................................................................... 85 Bulk Create Timesheets ......................................................................................................... 86 Delegates .................................................................................................................................... 88

Attachments ..............................................................................................90 Timesheet & Expense attachments .................................................................................... 90

Appendix 1 ................................................................................................ 92

eTimesheets calculations .............................................................................92 Timesheet hours ....................................................................................................................... 92 Charge ratio calculation ......................................................................................................... 93

Glossary .................................................................................................... 95


How to use this manual

Overview

Introduction This manual has been written to assist in using the eTimesheets

system.

Access aids There are various access aids to help you to find the information

required.

Table of Contents – The listing of this manual’s content,

which is located at the front of the manual.

Topic titles – The major headings on each page, for

example, the heading “How to use this manual” located on this page.

Block labels – The minor headings on each page for

example, the heading “Access aids” located on this page.

Requirement The user must ensure they have Adobe Acrobat Viewer Version 4 or above installed on their computer in order to display this PDF user

manual correctly.


Introduction to eTimesheets

Overview

eTimesheets is a web-based connection to the Greentree Job Cost

system used for capturing timesheet entries electronically.

Timesheet is the finished combination of a Timesheet header and a number of Timesheet lines that have been entered by the user in

order to document the work that they have performed within that

period.

Timesheet line is one line within a Timesheet that captures one

portion of work: assigned to a particular job, activity & work centre

(if applicable).

Weekly Summary displays all Timesheet lines within the selected

Timesheet header grouped by job code and displays the total

number of hours for each day and for the week.

Expense is the finished combination of an Expense header and a number of Expense lines that have been entered by the user in

order to document the Expenses that they have incurred within

that period.

Expense line allows the user to enter Expense lines into the

Expense and define each Expense line as a job costing or non-stock

Expense.

Approvals allow the user to view, edit, reject or approve

Timesheets and Expenses that have been submitted via

eTimesheets. Once approved, Timesheets generate job cost

Timesheet entries within the central invoicing system. Expenses

generate Accounts Payable invoices.

Attachments allow the user to add, open and save relevant

documentation to Timesheets and Expenses.


Navigation

Introduction eTimesheets provides a variety of navigational tools that will assist

the user in moving around the system quickly and easily, including:

Mouse and keyboard Data entry

Common buttons

Mouse and keyboard – the user can use the keyboard to perform

the same actions as the mouse. Some important keyboard actions

are described below:

Keys Description

Links A link is an underlined word that can be selected

using the mouse or enter key. Once actioned, a

pop up list / window opens. Example: 15 February 2006 - will display the

details for the Timesheet or Expense.

! Display the online help for the Explorer program.

Alt-tab Toggles between eTimesheets and other open

Windows applications.

Data entry – data can be entered into the field on a screen by

three different ways; by direct entry, from a drop down list or pop

up list.

Direct entry – to enter text into a field place the cursor inside the field and type in the data.

Drop down list – this is a drop down list button. When

selected, it displays a list of values. Select a value and it

will display into the selected field.

Pop up list – when a binoculars icon is clicked on a search pop up list box is shown. Enter search criteria, select the

‘Go’ button and a list of options is displayed. The user

selects an option by using their mouse and once selected

the option will appear in the relevant field. Please note: The call number, transaction type (payroll code), job code, activity

code for Expenses and Timesheets, work centre, non-stock code

and weekend date lists can be set to automatically lookup all

records within the Greentree eTimesheets Module Control.


How to access and exit eTimesheets

Introduction There are two ways you can access the eTimesheets. These access

methods are:

local LAN

Internet

Conditions The user must be set up in the Greentree eTimesheets Employee

Configuration and the following: Microsoft Internet Explorer version 5 or later

Procedure How to log on:

1. From Microsoft Internet Explorer screen.

2. Select the File menu, select Open.

3. Enter the applicable eTimesheets location based on how access

has been set up;

Access from the Local LAN - type the computer name

eg. http://servername/eTimesheets

Access over the Internet - type the fully qualified domain name (FQDN)

eg. http://www.mycompany.com/eTimesheets

4. Select OK.

If the.…

eTimesheets Log in screen appears

Then….

you have accessed the eTimesheets site.

Continued on the next page


5. Enter the User Code or Email address, Password, Company and

select Log In.

If the.… eTimesheets Main

screen appears

Then…. you have accessed

eTimesheets.

Please note: The User Code is the eTimesheets Employee Code or Email.

The password is setup within the eTimesheets Employee

Configuration, accessed via the System > eTimesheets > Employee

Configuration menu. The password is NOT the password from the User Preference screen in Greentree. Employees marked as

inactive within the System > Job Cost > Employee Maintenance

menu cannot login.

Company defaults to the Default Company set in the eTimesheets

eGreentree.ini file. The Company drop-down lists only the

Companies licensed to use eTimesheets. If you leave Company

<blank> the system tries to find a matching User code / Email in

all the authorised Greentree Companies. Access to eTimesheets is allowed if a unique User code / Email is found.

The Company field can also be hidden through the eTimesheets

eGreentree.ini file setting ‘Show Company’. In this case the Default

Company code in the eTimesheets eGreentree.ini file is used.

If either one of the ‘Create Payroll GL Lines’ or ‘Create Payroll JC

Lines’ options is ticked in Greentree eTimesheets Employee

Configuration for the Employee attempting the Login, the system checks that the JC Employee is linked to an HR Employee. If not

linked, a message is displayed and the user cannot log into

eTimesheets.

Result: You have accessed eTimesheets.



Procedure How to exit:

1. From any eTimesheets screen menu bar select the Logout link.

If the.…

eTimesheets Logout

screen appears

Then….

you have logged out of

eTimesheets.

Please note: If any changes are pending, the system will not save before

exiting. The user needs to save any changes prior to logging out otherwise changes will be lost.

Result: You have logged out of eTimesheets.


How to change the eTimesheets password

Introduction This section explains how a user changes the eTimesheets login

password.

Conditions You need to be logged into eTimesheets.

Procedure How to change the password:

From the Main screen:

1. Select the Change Password link.

2. Enter the old password, press t to move between fields as

required.

3. Enter the new password.

4. Re-enter the new password to confirm.

5. Press the Change Password button.

Result: The user password has been changed.


eTimesheets Layout

Overview

eTimesheets consists of a number of Menus: A Main menu and a

number of sub-menus. The Menus consist of a number of Icons,

each representing an eTimesheets Function. You can customise the availability of the icons through the Web Menu Configuration

feature in Greentree, located in System > eTimesheets > Web

Menu Configuration. The Web Menu Configuration screen allows

you to select the applicable sub-menu, then the menu option (icon) and to turn the visibility of the option on and off. You can also

update the Caption of the Icon.


Main Menu

Introduction The key functions and buttons are explained in the following

diagram.

Please Note: The Timesheets, Expenses and approvals are available when the user is setup in the Greentree eTimesheets Employee Configuration

to allow use of these functions. Setup ‘eExpense Approval’ in the

Greentree eTimesheets Module Control to use the Expense

approvals function and a supplier with the same home currency must be assigned to the employee within the eTimesheets

Employee Configuration screen in Greentree.

Main Menu Icons Current date Summary Header Menu Bar

Menu Bar The menu bar contains the generic menu items, which needs to be

available from all menus in eTimesheets.


Change Password – Allows the user to change their login user password. Your password is maintained through entry

of the old (current) password, as well as the new password

you wish to use. You have to re-enter the new password

for confirmation.

Main Menu – Give access to the eTimesheets Main Menu.


Main Menu Icons Enables access to the eTimesheets functions and sub-menus.

Current Date Displays the current system date.

Header The Header contains ‘what’ the Summary is for, for example:

‘Details for Timesheet’

Summary Lists detail of the records within each function and enables a direct

link to the relevant records. The following is an example of how

the Summary is updated based on the menu item selected:

Timesheets

Timesheets – Displays the eTimesheets User’s list of Timesheets.

The Timesheets are displayed for the Status selected.

Expenses – Displays the eTimesheets User’s list of Expenses. The Expenses are displayed for the Status selected.

Approvals – Displays the sub-menu icons for Timesheets and Expenses waiting approval and advise rejections.

Help – Gives access to this eTimesheets User manual.

Log Out – Closes the user’s current eTimesheets session and returns to the Login screen.

Favourites – This item allows you to create / maintain your list of

Favourite Jobs. Favourite Jobs can be used to limit the number of

Jobs in the Job Search and / or to add by default to a new timesheet.


Timesheets Sub-Menu

Introduction The Timesheets Sub-menu is accessed through the ‘Timesheets’

icon on the Main Menu. The key functions and buttons of the

Timesheets Sub-menu are explained in the following diagram.

Sub Menu Icons Header Grid detail

Sub Menu Icons Enables access to the sub-menu functions.

Header Displays the detail of the person who the Timesheets are for.

Grid Detail Contains the summary of Timesheets for the User as displayed in

‘Header’.

Status Lists the available status selections. The list of Timesheets is filtered based on Status selected.

My Timesheets – Displays a summary of the eTimesheets User’s

Timesheets, based on the Status selected. Access to the detail of the Timesheet is available through drill-down on Week Ending Date.

Add Timesheet – Allows the user to create a new Timesheet or Expense week for a selected employee or supplier.


Timesheet Detail Sub-Menu

Introduction The Timesheet Detail Sub-menu is accessed through drill-down on

the Timesheet Week Ending Date. The key functions and buttons

are explained in the following diagram.

Sub Menu Icons Header details Grid details Timesheet hours details



View Timesheet – Allows the user to view the Timesheet details screen.

Change Timesheet – Allows the user to change details within a Timesheet header.


Header detail Displays Timesheet employee details when viewing, adding or changing selected lines.

Grid details Displays Timesheet line detail that makes up the Timesheet.

Timesheet hours detail Displays the day, start, finish, breaks, calculated,

recorded and locked hours summary and charge ratio percentage

details.


Delete Timesheet – Deletes the selected Timesheet lines and Timesheet when no lines are recorded.

Add Line – Allows the user to add a new line into the existing

Timesheet.

Submit Timesheet – Allows the user to submit a Timesheet to be approved.

Weekly Summary – Allows the user to view the Timesheet lines for

the week grouped by job code and displays the total number of hours for each day and for the week.

Timesheet Menu – Allows the user to return directly to the

Timesheet Sub-menu.

Reject Timesheet – Allows you to reject a submitted Timesheet.

The Employee can be notified through the Advise Rejections menu

item on the Approval Sub-menu.

Save – Saves the Timesheet for the selected date.

Save – Saves the Timesheet lines.

Copy Timesheet – Allows the user to copy a selected

Timesheet for the current week ending date with the option to clear Timesheet line times.


Timesheet Fields Details that the Timesheet screen displays are:

The Timesheet status and branch.

Summary Format checkbox when ticked enables entry of Timesheet lines by job with a column for each day of the week.

Please Note: Summary format is available in eTimesheets when the Greentree

eTimesheets Module Control and eTimesheets Employee

Configuration has the allow summary lines option ticked and can be changed when the allow changing input format option is ticked.

Once a Timesheet header has been created using one format it

cannot be changed to enter Timesheet lines using another format.

Employee surname, first name and code. The Week Ending date.

The Posting date.

The Narration. The start, finish and breaks time on each day within the period. The total calculated and recorded hours by the user on each day

within the period.

The locked checkbox defines hours recorded that cannot be edited.

The charge ratio percentage achieved by the user. (For a

description on how eTimesheets calculates the charge ratio

percentage - See Appendix 1.)

The target charge ratio percentage for this user for the period,

which is configured within the job cost employee maintenance. An hour’s calculation summary showing totals for chargeable,

non-chargeable and non-chargeable productive hours worked;

leave and total hours. (For a description on how eTimesheets calculates the Chargeable hours - See Appendix 1.)


Repeat line – Allows the user to repeat a selected Timesheet

line.

Copy – Allows the user to copy a selected line.


Detailed view of actual Timesheet lines entered, including:

o The date field confirms the actual date of the year that this

Timesheet line applies to. A user is only able to save a Timesheet line for a date that is within the period that this

Timesheet relates. The default for each new Timesheet line will

be the date that was entered into the previous Timesheet line –

the user can however manually enter another valid date for this Timesheet line at this time.

o The job code and description field is used to apply this

Timesheet line to a particular job. Greentree uses this field to apply this Timesheet line to the correct job when job cost

Timesheet entries are created. It cannot be left blank for any

Timesheet line.

o The payroll code and description field is used to apply this Timesheet line to a particular payroll code. Greentree uses this

field to apply this Timesheet line to the correct payroll code

when hours are transferred to payroll.

Please Note: The payroll code and description will be applicable when the

Greentree eTimesheets Module Control and Employee Configuration

has setup ‘Allow Payroll Transaction Types’. Payroll codes can be

compulsory based on the Greentree eTimesheets Module Control setting ‘Transaction Types are compulsory’.

o The activity code and description field is used to apply this

Timesheet line to a particular activity that is part of the job. Greentree uses this field to apply this Timesheet line to the

correct job activity when job cost Timesheet entries are created.

o The all activity codes checkbox when selected allows the user to

view and select from all activity codes within the activity code field.

Please note: An Activity Code can be specified against the Call / Service Request

and marked as compulsory. If specified, then the Call / Service Request’s Activity Code defaults. If ticked as mandatory on the Call

/ Service Request, then the Activity field is display only.

o The work centre and description field is used to apply this Timesheet line to a particular work centre that is part of a

specified job. Greentree uses this field to apply this Timesheet

line to the correct job work centre when job cost Timesheet

entries are created.

o The call or S/R no and summary field is used to apply this

Timesheet line to a particular call or service request the work

was for. Greentree uses this field to apply this Timesheet line to

the correct call or service request when job cost Timesheet entries are created.



Please note: The Job has options that control the availability of the Call / Service

Request fields on the Timesheet line. These options are: Allow Calls

and Allow Service Requests, which can be set to Optional,

Compulsory and Not Allowed. If set to ‘Not Allowed’, then the Call / Service Request field is not displayed in eTimesheets.

The eTimesheets Employee Configuration hosts a field ‘Restrict

Calls and S/R’s to assigned Employee’. If this is ticked, then only

the Calls / Service Requests that have been assigned to the Employee are available through the binoculars.

o The update status field allows the user to update the calls or

service requests status, which is updated in Greentree on approval of the job cost Timesheet entry.

Please Note: The Call or S/R no, summary and update status fields will be

available when setup in the Greentree eTimesheets Module Control

to ‘Use Call Number’.

o The start and finish time fields define the start and end times for

this Timesheet line. eTimesheets uses these fields to calculate

the total hours of the Timesheet line. These fields can be left blank and the user would then need to manually enter the total

hours of time that applies to the Timesheet line in the total

hours field.

o The total hours for each day of the week fields in a summary

format Timesheet define the total hours worked for the job on

each day of the week.

Please Note: eTimesheets will calculate the total hours by using the start and finish times entered. The user can however manually enter a

different duration to deduct a lunch break for example that should

not be included in the total hours. eTimesheets will also allow a

Timesheet line to be saved with the duration field left blank. A warning or errors on submit and approval of daily minimum and

maximum hours can be setup in the Greentree eTimesheets

Employee Configuration.

o The no charge checkbox when selected allows the user to write

off the job cost time in Greentree for the job cost Timesheet

entry. eTimesheets Module Control determines if the No charge

option is available. The specific Module control settings are ‘Allow No Charge’.

o The Notes field allows the user to enter unlimited lines of free

form text as required. The text typed into this field appears in

the job cost Timesheet entry narration within Greentree.



Please note: Timesheet lines can be copied or repeated within a Timesheet for a

defined number of days. This facility copies all details from every field of the selected Timesheet line and duplicates those records

onto Timesheet lines for subsequent days within the Timesheet

period up to the number of days selected in the repeat lines screen.

The system will not repeat the record past the last day within the Timesheet week ending date that is set in the Timesheet header

when the Timesheet was created. JC Timesheet lines entered in

Greentree can be shown in eTimesheets when the ‘Show JC Lines

not originating from eTimesheets’ option in Greentree eTimesheets

Module Control is ticked, are read only and recognised by the audit number beginning with ‘JC’.

All Timesheet lines appear on the Timesheet in chronological date

order from top to bottom of the Timesheet line screen by default. A user is able to left click on a Timesheet line audit number to view

or change the line details. Please note: Timesheet lines that are within a day with the locked checkbox

ticked can only be viewed not changed. File name, size and summary for attachments added to the

Timesheet. A user is able to left click on an attachment line to

open or save the attachment.

Please note: Timesheets are available in eTimesheets when the employee has

the ‘Allow Timesheets’ option ticked on the Greentree eTimesheets

Employee Configuration screen. Timesheets once created with eTimesheets create within Greentree a JC Time Sheet Entry (either

on approval or by Payroll processing of eTimesheets). JC

Timesheet lines entered in Greentree can be shown in eTimesheets

when the ‘Show JC Lines not originating from eTimesheets’ option

in Greentree eTimesheets Module Control is ticked, are read only and recognised by the audit number beginning with ‘JC’. Warn or

error on submit and approval of daily and or weekly minimum and

maximum hours is setup in the Greentree eTimesheets Employee

Configuration.


Expense Sub-Menu

Introduction The Expense Sub-menu is accessed through the Expense item on

the Main Menu. The key functions and buttons are explained in the

following diagram.

Sub Menu Icons Header Grid detail


Header Displays details of the eTimesheets user so that it is clear whom

the Expense detail is displayed for.

Grid details Displays Expense sheet details.

My Expense Sheets – Displays the eTimesheet User’s list of Expense sheets, based on Status selected.

Add Expense Sheet – Gives you the ability to create a new Expense sheet.

Change Banking Details – Gives you the ability to maintain the

Account number of the eExpense Supplier that the eTimesheet

Employee is linked to in Greentree eTimesheet Employee setup.


Expense Detail Sub-Menu

Introduction The Expense Detail Sub-menu is accessed through the Document

Date on the Expense Sub-menu. The key functions and buttons are

explained in the following diagram.

Sub Menu Icons



View Expense Sheet – The detail of the selected Expense sheet is

displayed. You can view the detail of each Expense line through drill-down on the Line number.

Change Expense Sheet – Allows you to update the detail on the

Expense sheet. The Expense line is maintained through drill-down

on the line number.

Add Line – Allows you to create a new Expense line for an existing Expense sheet.

Delete Expense Sheet – Allows you to delete Expense lines. Once

all Expense lines have been deleted you have the ability to delete

the Expense sheet.


Fields Details that the Expense screen displays are:

The Expense supplier code and branch.

Expense sheet invoice number.

Document and posting date.

The status and narration.

The total amount and outstanding amount.

Detailed view of actual Expense lines entered, including the

following fields:

o The line and tax type fields allow the user to select the relevant

type from the drop down list to indicate what type of item was

purchased.

o The tax code field allows the user to select the relevant tax from

the drop down list to indicate the tax applied to the item

purchased. The selected tax code rate is displayed within the

tax % and is used to calculate the tax field amount.


Expense Menu – Allows the user to return to the Expense Sub-menu.

Submit Expense Sheet – Allows you to submit an entered Expense

sheet. The status of the Expense sheet is updated to ‘Waiting for

Approval’. The ‘Submit Expense Sheet’ menu item is replaced with

the ‘Approve Expense Sheet’ menu item.

Approve Expense Sheet - Allows the eTimesheets user to approve submitted Expenses.

Reject Expense Sheet – You have the ability to reject submitted

Expense sheets. If rejected, the applicable employee can be

advised through the ‘Advise Rejections’ menu item on the

Approvals Sub-menu.

Save – Saves the Expense sheet for the selected

date.

Copy – Allows the user to copy a selected line.

Save Line – Saves the Expense lines.

Repeat line – Allows the user to repeat a selected

Expense sheet line.


o The job code and description field is used to apply this Expense

line to a particular job. Greentree uses this field to apply this

Expense line to the correct job when invoices and reports are created. It cannot be left blank for any Expense line.

o The activity code and description field is used to apply this

Expense line to a particular activity that is part of the job. Greentree uses this field to apply this Expense line to the correct

job activity when invoices are created.

o The work centre and description field is used to apply this Expense line to a particular work centre that is part of a

specified job. Greentree uses this field to apply this Expense

line to the correct job work centre when invoices and reports are

created.

o The GL account and description field is read only and displays

the general ledger account and description allocated to the job

cost activity.

o The foreign amount field allows the user to enter the foreign

amount paid for the individual Expense, including tax if

applicable. The foreign amount is multiplied or divided by the

exchange rate, multiplied by the quantity and displayed within the line price field.

o The currency drop down list allows the user to select the

currency code for the foreign amount.

o The exchange rate and conversion display the foreign currency

rate of exchange and the manner in which the system will

calculate the conversion of the foreign amount to the unit price. o The quantity field allows the user to enter the quantity of the

Expense items purchased, defaults to 1 when left blank. o The no charge checkbox when selected allows the user to write

off the job cost purchase in Greentree for the job cost Expense

entry. eTimesheets Module Control determines if the No charge

option is available. The specific Module control settings is ‘Allow No Charge’.

o The price field displays the amount paid for the individual

Expense in the supplier currency, including tax if applicable.

The price is a calculation of the foreign amount multiplied or

divided by the exchange rate, multiplied by the quantity and displayed within the line total field, including tax if applicable.

Please Note: When the price is entered the exchange rate will be recalculated on

selecting the ‘Save Line and Update Total’ button. Foreign amount,

currency and exchange rate fields are available in eTimesheets

when the employee is setup in the Greentree eTimesheets Employee Configuration with the ‘Allow foreign currency Expenses’

option ticked.



o The Notes field allows the user to enter unlimited lines of free

form text as required. The text typed into this field appears in

the AP invoice entry narration within Greentree.

All Expense lines appear on the Expense sheet in line number order from top to bottom of the Expense line screen by default. A user is

able to left click on an Expense line number to view or change the

line details.

File name, size and summary for attachments added to the

Expense sheet. A user is able to left click on an attachment line to open or save the attachment.

Please note: Expenses are available in eTimesheets when the employee is setup

in the Greentree eTimesheets Employee Configuration with an

Expense supplier that is not a foreign currency supplier and the ‘Allow Expense sheets’ option is ticked. Expenses once created

with eTimesheets create within Greentree an AP Invoice Entry.


Approvals Sub-Menu

Introduction The Approvals Sub-menu is accessed through the Approvals icon on

the Main menu. The key functions and buttons are explained in the

following diagram.

Sub Menu Icons



Timesheets Waiting Approval – All submitted Timesheets are

displayed by default. You can select another status, if required. You can view the detail of the Timesheet through drill-down on the Week Ending Date.

Expenses Waiting Approval - All ‘Waiting for Approval’ Expense

Sheets are displayed by default. You can select another status, if

required. You can view the detail of the Expense Sheet through

drill-down on the Document Date.

Advise Rejections – The number of rejected Timesheets and

Expense sheets are listed together with the applicable Employee’s detail. You can send an email to the Employee from this screen.


Fields The Approvals screen displays the following fields:

Status.

Employee surname and first name.

Week Ending date.

Posted Date.

Employee number, surname and first name for the

Timesheet / Expense to be approved.

Summary narration, status and total hours for the Timesheet / Expense to be approved.

Please note: Timesheet approvals are available in eTimesheets when the

employee is setup in the Greentree eTimesheets Employee Configuration with the ‘Allow Approvals’ option ticked and

Timesheet approval details or has Timesheet approval authority

delegated to them. (Note: Only one level of Delegation is

supported by eTimesheets. Example: If eTimesheet Employee 1001

delegates to 1002 and then 1002 delegates to 1003, only 1002 can see the timesheet, not 1003.) The approval of a Timesheet within

eTimesheets creates a Job Cost Time Sheet Entry within Greentree

and updates the line audit number to include ‘JC’. Hours are

transferred to payroll when the ‘Allow Payroll transaction Types’ option is set in the Greentree eModule Control is setup. Warn or

error on approval of daily and or weekly minimum and maximum

hours is setup in the Greentree eTimesheets Employee

Configuration.


Missing Timesheets – The Employees whom have not submitted

their timesheets for the current week, is listed. You have the

ability to email the Employees directly from this screen or to print

the list of Employees. The screen also hosts additional search criteria, including ‘From’ and ‘To’ Date fields so that you can retrieve the list of missing timesheets for any week.

Bulk Approve Timesheets – This item allows you to perform a

search on all Timesheets waiting for Approval. You have the ability to select multiple Timesheets and approve them simultaneously.

Delegates – This item allows you to maintain your list of delegates

i.e. people that are authorised to approve timesheets and

expenses on your behalf.

Bulk Create Timesheets – This item allows you to create multiple timesheets simultaneously, for example: compulsory leave period.


Please note: Expense approvals are available in eTimesheets when the

Greentree eTimesheets Module Control ‘eExpenses Approval’ option is set to single- or multi-level. The employee also needs to be

setup in the Greentree eTimesheets Employee Configuration with

the ‘Allow Approvals’ option ticked and Expense approval details or

has Expense approval authority delegated to them.


eTimesheets Functions

Overview

Introduction This section explains how to create, change and delete each of the

different procedural functions within eTimesheets.

In this section This section is divided into the following topics:

Timesheet

Create New

Change

Copy Delete

Submit

Approve

Timesheet line Create New

Change

Copy

Repeat

Delete View Detail

Print Timesheet

Print Weekly Summary

View Weekly Summary Favourites

Create New

Remove

Expense sheet Create New

Change

Delete

Submit Approve

View

Print Expense Claim

Expense line

Create New Change

Copy

Repeat

Delete Approvals

Timesheet

Expense

Advise Rejections View Missing Timesheets

Bulk Approve Timesheets

Bulk Create Timesheets

Delegates

Attachments


Timesheet

New

Introduction This section explains how a user creates a new Timesheet header.

Conditions A Timesheet header created in summary format cannot be changed to allow entry of time in day start/finish format and vice versa.

Procedure How to create a new Timesheet header.


1. Select the Timesheets icon.

2. Select the Add Timesheet icon, an adding new Time Sheet

screen will appear.

3. Select the relevant branch code from the branch drop

down list.

4. Maintain the Entry Format checkbox (if applicable), to

enter time in summary or detailed format. If Summary,

then a single Start and Finish time is entered per Week Day. If Detailed, then multiple Start and Finish time

entries can be per Week Day.



Please Note: Greentree eTimesheets Module Control contains an Input Style

(Entry Format) Default setting which defaults the Input Style per

Employee. It also contains another setting ‘Allow changing input format’ which determines if the Employee can maintain the Input

Style. If ticked, the Employee can set their default input style in

eTimesheets Employee Configuration. The ‘Allow changing input

format’ on the eTimesheets Employee Configuration determines if the Employee is allowed to maintain the Entry Format during

eTimesheets entry.

5. Enter the relevant week ending date, accept the default or select from the week ending search.

Please Note: JC Module Control hosts a setting ‘Use Split Weeks’. If this option is

ticked, your W/E Date may fall within a week. Therefore multiple timesheet Headers can be created for a specific week. Note:

eTimesheets will only allow you to enter Timesheet lines for days

prior to W/E Date and W/E Date itself. This check is currently only

performed on Timesheets with Format = Detailed.

6. Enter a narration.

7. Enter the start, finish and break times for each day of the

week (if applicable).

Please note: The default start, finish and breaks are set within Greentree

eTimesheets Employee Configuration and break time can be set to display in minutes or hours.

8. Tick the ‘Create lines for favourite jobs’ option if you wish

to auto create a timesheet line for each Job on your Favourites list.

Please note: ‘Create lines for favourite jobs’ is only available in Summary Entry

Format.

This option defaults based on the Employee preferences set in Greentree eTimesheets Employee Configuration.

9. Press the Save Timesheet button.

Result: A new Timesheet header has been created.

Please note: This process sets the Timesheet status as entered and a Timesheet record is created within Greentree Job Cost once approved.


Change

Introduction This section explains how to change a Timesheet header.

Conditions The branch, summary format, employee surname, first name,

code, week ending date, posting date and locked days of an

existing Timesheet header cannot be changed from within the Timesheet entry screen. If these details are incorrect the

Timesheet needs to be deleted and a new Timesheet created with

the correct information. For information on how to delete a

Timesheet refer to the Timesheet, Delete page section within this

manual.

Procedure How to change a Timesheet header.



2. Select the status from the drop down list as entered,

submitted, rejected, or accept the default entered and

rejected to filter the Timesheets listed.

3. Select the Week Ending Date link to open the Timesheet

to be changed.

4. Select the Change Timesheet icon.

Please note: eTimesheets can be set to automatically open in change Timesheet

mode when the employee is setup in the Greentree eTimesheets

Employee Configuration with the start in change Timesheet mode option ticked.

5. Change the Timesheet narration as required.

6. Change the day start, finish and breaks times for each day of the week as required.

7. Maintain the Trees and User Defined fields as required on

the Custom tab.

8. Press the Save Timesheets button.

Result: Changes have been made to the Timesheet header.

Please note: Changes made to submitted or rejected Timesheets resets the

status back to ‘entered’, to be re-submitted for approval.

Days with the locked checkbox ticked cannot be changed.

The Modified By Timestamp is updated to represent the user that made the change.


Copy

Introduction This section explains how to copy a Timesheet header and

Timesheet lines within the header.

Conditions The header details are copied and the branch, summary format,

employee surname, first name, code, week ending date, posting date and locked days of an existing Timesheet header cannot be

changed from within the Timesheet entry screen. If these details

are incorrect the Timesheet needs to be deleted and a new

Timesheet copied with the correct information.

The timesheet is only copied if the job against the original is Open.

If not, a message is displayed.

Procedure How to copy a Timesheet header and lines.



2. Select the Add Timesheet icon.

3. Enter the relevant week ending date, accept the default or

select from the week ending search.

4. Press the Copy Timesheet button, a copy Timesheet screen will appear.

5. Enter the relevant week ending date, accept the default or

select from the drop down list the Timesheet week ending to be copied.



6. Tick the Clear Times checkbox (if applicable). The Clear

Times option clears the time-based fields: Start, Finish, Breaks, Calculated, Recorded, APP (pre-approved

additional hours fields) and ACT (actual additional hours).

7. Press OK.

Result: The Timesheet and all Timesheet lines within the selected

Timesheet header are copied to the new week ending date. Please note: The Timesheet summary format is defaulted from the original

Timesheet copied regardless of the format selected prior to

selecting the copy Timesheet button. Example: If summary format

checkbox is not ticked and a summary format Timesheet is copied,

then the new Timesheet will be created using the summary format.


Delete

Introduction This section explains how to delete a Timesheet header and

Timesheet lines within the header.

Conditions When a Timesheet is deleted all Timesheet lines within the selected

Timesheet header are to be deleted first. Approved Timesheet lines, locked days time cannot be deleted and the Timesheet

header/lines are not deleted when the Web browser session times

out.

Procedure How to delete a Timesheet header and lines.


1. Select the Timesheets icon. 2. Select the status from the drop down list as entered,



3. Select the Week Ending Date link to open the Timesheet to be deleted.

4. Select the Delete Timesheet icon.

5. Select the checkboxes for the line items to be deleted as

required, (the checkbox in the line labels row when ticked

will tick all line items).

6. Press the Delete Line Items button and OK to confirm delete.

7. Press the Delete Timesheet button and OK to confirm

delete.


Timesheet header are deleted.


Submit

Introduction This section explains how to submit a Timesheet header and lines

within the header for approval.

Conditions A Timesheet has a significant impact on eTimesheets, and careful

consideration has to be taken into account when Timesheet details are submitted.

Submitted Timesheets can be changed and re-submitted. A

warning or error on submit of daily or weekly minimum and

maximum hours can be setup in the Greentree eTimesheets Employee Configuration. Note: If ‘Use Split Weeks’ is ticked on JC

Module Control and the Timesheet Weekend Date falls within the

week, then the Minimum and Maximum Weekly hours Action

Settings are not taken into account. This check is only performed if the last Timesheet for the Week is submitted i.e. Weekend Date

falls on the end of the Week.

Procedure How to submit a Timesheet header and lines.


1. Select the Timesheets icon. 2. Select the status from the drop down list as entered,

rejected, or accept the default entered and rejected to

filter the Timesheets listed. 3. Select the Week Ending Date link to open the Timesheet

to be submitted.

4. Select the Submit Timesheet icon.

5. Press the Confirm button.


Timesheet header are submitted.

Please note: This process sets the Timesheet status from entered to ‘submitted’.


Timesheet line

New

Introduction This section explains how to enter a new Timesheet line into an

existing day start/finish or summary Timesheet format.

Condition Take note that a number of Action Settings are set in Greentree on

the eTimesheets Employee Configuration. These action settings

determine which action to take if the timesheet entry is:

More or less than the Daily / Weekly minimum and maximum If the recorded time does not equal calculated time

If the additional time is more than the pre-approved time

If the input time is more than the allocated time on the Service

Request

The following actions can be selected: No action

Warn

Error

eTimesheets Module control contains a setting that controls the availability of Work Breakdown Structures in eTimesheets. Work

Breakdown structures allow the user to link Work Centres to Jobs.

This is used in eTimesheets to restrict the Work Centres available

during entry of a new Timesheet line, to only the Work Centres linked to the selected Job. Also note the following:

eTimesheets Module control setting ‘Default Work Centre from

WBS in eTimesheet’ determine if the WBS in eTimesheets

default based on the Job selected. The Work Breakdown Structure definition created in Greentree

through System > Job Cost > eTimesheets > Setup contains a

setting which enables you to allow / disallow posting against a

specific Work Centre. If posting is disallowed, then the Work

Centre is not available in eTimesheets.

Procedure How to Open an existing Timesheet.








3. Select the Week Ending Date link to open the existing

Timesheet you wish to enter a Timesheet line to.

Result: The Timesheet required will appear on the screen.


Procedure How to enter a new Timesheet line to an existing / new detailed

Timesheet format.

1. From the Timesheets details screen:

2. Select the Add Line icon, an adding new Line Item screen

will appear.

3. Enter the date required for this Timesheet line, press tab to

move between fields as required.

Please note: - A Timesheet line cannot be added to locked days.

- JC Module Control hosts a setting ‘Use Split Weeks’. If this option

is ticked, your Timesheet Header W/E Date may fall within a week.

Therefore multiple timesheet Headers can be created for a specific week. eTimesheets will only allow you to enter Timesheet lines for

days prior to W/E Date and W/E Date itself.

4. Enter the job code required for this Timesheet line or select

the binoculars link to search jobs using the job code and

name as your selection criteria.

Please note: The Job search field defaults to the Jobs based on the eTimesheets

Module control setting ‘Restrict Jobs By’. This setting allows you to

restrict the list of Jobs to, for example: A selected Profit Centre

Group, All Profit Centres, your list of Favourite Jobs. If this setting is ’None’, then the Job search field gives access to all active Jobs in

the company.



The Job search screen contains a ‘Show Favourites Only’ setting

which gives access to your list of Favourite Jobs, as created and maintained in eTimesheets > Favourites or in Greentree

eTimesheets Employee Configuration Favourites tab. eTimesheets

Employee Configuration also contains a Preferences tab which

allows you to set the ‘Show Favourites’ option to ticked, by default.

If "Show favourite jobs by default" is True:

If the entered Job code is in the favourites list, the Job is accepted.

If the entered string matches more than one favourite job, the

matching items in the favourites list are displayed.

If the Job code is not in the favourites list, and it is included in the

"Restrict jobs by" list, it is accepted. If more than one Job has a

code that matches the entered code, the matching items in the list are displayed.

Example 1: The employee’s “Restrict jobs by” is set to ‘None’. Enter

‘5004’. It does not belong to the list of favourites, so look in the other active jobs that match. Jobs 5004, 5004.1, 5004,2 and

SERV5004 are listed.

Example 2: The employee’s “Restrict job by” is set to ‘Employee’s

Profit Centre’ which is 0303. Enter ‘5004’. It does not belong to the list of favourites, so look in the active jobs that belong to Profit

Centre 0303. Job SERV5004 is the only one that includes ‘5004’

that belongs to 0303, so this is populated into the Job field.

If "Show favourite jobs by default" is False:

The job search does not look in the favourites list. If the entered

Job code is included in the "Restrict jobs by" list, it is accepted. If

more than one Job has the code that matches the entered code, the matching items in the list are displayed.

Example 1: The employee’s “Restrict jobs by” is set to ‘None’. Enter

‘5004’. Look for it in the active jobs in the company. Jobs 5004, 5004.1, 5004,2 and SERV5004 are listed.

Example 2: The employee’s “Restrict jobs by” is set to ‘Employee’s

Profit Centre’ which is 0303. Enter ‘5004’. Look in the active jobs

that belong to Profit Centre 0303. jobs that matches, finds SERV5004 only, so this is populated into the Job field.

The Job Search respects the Greentree JC Module control ‘Use

Projects’ setting. If projects are in use and the selected Job is a Project, then the Project is displayed in the Job field and the Search

Job Codes are reloaded to give access to all the Jobs that belong to

the Project. The Project Job itself is also available in the Job list, so

that you can select either the Project Job or Jobs belonging to the Project. Note: If you need to select a non-project related job, then

you can click the ‘Search All Jobs’ option.



5. Enter the payroll code required for this Timesheet line or

select the binoculars link to search payroll codes using the payroll code or description as selection criteria. Payroll

codes are Pay Transaction Types that have been authorised

for use by eTimesheets.

Please note: The search will include all payroll codes setup as ‘Allowed to use’ or

‘Available for use’ (when the ‘Allow all Payroll Codes’ option is on)

in the Greentree eTimesheets Employee Configuration.

If a Payroll Transaction Type is not entered and Payroll Job

Mapping is defined, then the system attempts to determine the Transaction type as follows: If the Job and Activity combination

exist, then the Payroll Transaction Code defaults from the mapping.

If it does not exist, then the mapping is done on Job only. If found,

the Transaction Type is filled. If not found, the mapping is performed based on Activity only. If found, the Transaction Type is

filled. If not found, the Default Payroll Transaction Type from

eTimesheets Module control > Payroll tab is used. If a default has

not been selected and Transaction Type is compulsory, then an error message is displayed.

6. If Pay Classification is not entered, then it defaults from the

Payroll Job Mapping, if defined.

7. Enter the activity code required for this Timesheet line or

select the binoculars link to search activities using the

activity code or description as your selection criteria.

Please note: The search will include all activities setup as type ‘Time’ that are

included in the JC Activity Code group for the relevant employee

when a job code has been selected.

eTimesheets Module Control contains a setting ‘Allow disbursement

activities in timesheets’ which if ticked, allows the eTimesheet user

to also select an Activity of type ‘Disbursement’ on the Timesheet.

An Activity Code can be specified against the Call / Service Request and marked as compulsory. If specified, then the Call / Service

Request’s Activity Code defaults. If ticked as mandatory on the Call

/ Service Request, then the Activity field is display only. If the

Service Request / Call Activity do not exist or Call / Service

Request is not turned on for eTimesheets, then the Payroll Transaction Type Activity defaults. If no Payroll Transaction Activity

exists, then the Default Activity on the Employee is used.

8. Select the Work Breakdown Structure code through the use of the Search field.

Please note: The WBS code is only available if ‘Use WBS’ is set in Greentree

eTimesheets Module Control.



9. Enter the work centre required for this Timesheet line or

select the binoculars link to search work centre using the

code and description as your selection criteria.

Please note: If ‘Use Work Breakdown Structure’ is ticked in eTimesheets Module

Control, then the Work Centre search field lists only the allocated

Work Centres for the Job you selected. If ‘Default Work Centre from WBS in eTimesheets’ is ticked and the selected Job is linked

to only one Work Centre, then the Work Centre defaults based on

the Job selected.

If WBS is not in use, then the Work Centre defaults to the Default

Work Centre set in Greentree eTimesheets Employee Configuration. If a Default Work Centre is not defined for the Employee, then the

Work Centre defaults to the Work Centre for the selected Activity.

10. Enter the Call or S/R No required for this Timesheet line or select the binoculars link to search call or service request

number using the number and summary as your selection

criteria.

Please note: The Job has options that control the availability of the Call / Service

Request fields on the Timesheet line entry screen. These options

are: Allow Calls and Allow Service Requests, which can be set to

Optional, Compulsory and Not Allowed. If ‘Not Allowed’, then the

Call / Service Request field is not displayed in eTimesheets. The eTimesheets Employee Configuration hosts a field ‘Restrict

Calls and S/R’s to assigned Employee’. If this is ticked, then only

the Calls / Service Requests that have been assigned to the

Employee are available through the binoculars.

11. Select the applicable Status from the drop down list and

ensure that the ‘Update Status’ option is ticked. The status

of the Call or Service Request in Greentree will be updated.

Please note: Greentree eTimesheets Employee Configuration hosts a setting

‘Allow update of status of Call / Service Request’ which determines

if you are allowed to update the status of a Call / Service request from eTimesheets.

12. Enter the effort required to complete the Call / Service

request.

13. Enter the % Complete for the Call / Service request.

14. Using the numeric keys on your keyboard enter the start

time required for this Timesheet line.

15. Enter the finish time required for this line in the same

manner as was explained above for the start time.

16. The total hours is automatically calculated based on the

duration from start to finish time.

Please note: A rounding interval can be specified in eTimesheets Module Control.

If entered, fractions of an hour are rounded to the interval

specified.



You can maintain the total hours as required. Greentree

eTimesheets Employee Configuration determines the action taken if the total hours do not match the duration from start to finish.

If ‘Allow negative Timesheet lines’ is ticked in Greentree

eTimesheets Module control, then you are able to enter a negative number into the Hrs/Qty field to cater for ‘time in lieu’.

17. Select the no charge checkbox (if applicable).

18. Enter the Payroll Classification code, if applicable.

Please note: The Payroll Classification is only available in Detailed Timesheet

entry format, located in the Timesheet line table. The following

options need to be set in Greentree in order to turn the Payroll Classification field on for eTimesheets:

eTimesheets Module Control > Allow Payroll transactions is

ticked on the eTimesheets > General tab

Display Payroll Classification is ticked on the eTimesheets Module Control > eTimesheets > Payroll tab.

If ‘Payroll Classification is compulsory’ is ticked on the

eTimesheets Module control Payroll tab, then the entry of the

Payroll Classification on an eTimesheets line is mandatory.

These settings are also available on the eTimesheet Employee Configuration > Payroll tab. The ‘Use payroll settings from

Module control’ option on the Employee Configuration > Main

tab determines if these payroll settings default from module

control and cannot be maintained for the individual Employee. If this option is not ticked these options can be set on the

Payroll tab of the Employee Configuration screen for each

individual eTimesheet Employee. Ensure that these options are

turned on for the eTimesheet user.

19. Select the Payroll Transaction Type.

Please note: The Payroll Transaction Type may be hidden based on the eTimesheets Module Control > eTimesheets > Payroll > ‘Display

Transaction type’ setting.

Payroll Transaction Type only gives access to the Pay Transaction

Types marked as ‘Allowed in eTimesheets’.

The Transaction Type can be set in eTimesheets Module control > eTimesheets > Payroll to auto fill. If set, eTimesheets make use of

the Greentree eTimesheets > Setup > Payroll Job Mapping feature

to determine which Transaction Type to use.

If this field is not set to auto fill, set to compulsory in Module Control and left <blank>, then the Default Transaction Type from

eTimesheets Module Control > eTimesheets > Payroll is used.

20. Enter text as required into the Narration field. The Narration field is only available if the ‘Allow Notes on Timesheet lines’

option in Greentree eTimesheet Module Control is ticked.

21. Select the Save Line button.

Result: The Timesheet line has been entered and saved in an

existing day start/finish Timesheet format.


Procedure How to enter a new Timesheet line to an existing summary Timesheet format.

From the Timesheets details screen:

22. Select the Add Line icon, an adding new Line Item screen

will appear.

23. Enter the job code required for this Timesheet line or select

the binoculars link to search jobs using the job code and name as your selection criteria.

Please note: The Job search field defaults to the Jobs based on the eTimesheets Module control setting ‘Restrict Jobs By’. This setting allows you to

restrict the list of Jobs to, for example: A selected Profit Centre

Group, All Profit Centres, your list of Favourite Jobs. If this setting

is ’None’, then the Job search field gives access to all active Jobs in the company.

The Job search screen contains a ‘Show Favourites Only’ setting

which gives access to your list of Favourite Jobs, as created and maintained in eTimesheets > Favourites or in Greentree

eTimesheets Employee Configuration Favourites tab. eTimesheets

Employee Configuration also contains a Preferences tab which

allows you to set the ‘Show Favourites’ option to ticked, by default.



If "Show favourite jobs by default" is True:

If the entered Job code is in the favourites list, the Job is accepted. If the entered string matches more than one favourite job, the

matching items in the favourites list are displayed.

If the Job code is not in the favourites list, and it is included in the "Restrict jobs by" list, it is accepted. If more than one Job has a

code that matches the entered code, the matching items in the list

are displayed.

Example 1: The employee’s “Restrict jobs by” is set to ‘None’. Enter ‘5004’. It does not belong to the list of favourites, so look in the

other active jobs that match. Jobs 5004, 5004.1, 5004,2 and

SERV5004 are listed.

Example 2: The employee’s “Restrict job by” is set to ‘Employee’s

Profit Centre’ which is 0303. Enter ‘5004’. It does not belong to

the list of favourites, so look in the active jobs that belong to Profit

Centre 0303. Job SERV5004 is the only one that includes ‘5004’ that belongs to 0303, so this is populated into the Job field.

If "Show favourite jobs by default" is False:

The job search does not look in the favourites list. If the entered

Job code is included in the "Restrict jobs by" list, it is accepted. If more than one Job has the code that matches the entered code,

the matching items in the list are displayed.

Example 1: The employee’s “Restrict jobs by” is set to ‘None’. Enter ‘5004’. Look for it in the active jobs in the company. Jobs 5004,

5004.1, 5004,2 and SERV5004 are listed.

Example 2: The employee’s “Restrict jobs by” is set to ‘Employee’s Profit Centre’ which is 0303. Enter ‘5004’. Look in the active jobs

that belong to Profit Centre 0303. jobs that matches, finds

SERV5004 only, so this is populated into the Job field.

If projects are in use and the selected Job is a Project, then the

Project is displayed in the Job field and the Search Job Codes are

reloaded to give access to all the Jobs that belong to the Project.

The Project Job itself is also available in the Job list, so that you

can select either the Project Job or Jobs belonging to the Project. Note: If you need to select a non-project related job, then you can

click the ‘Search All Jobs’ option.

24. Press tab to move between fields as required.



25. Enter the activity code required for this Timesheet line or

select the binoculars link to search activities using the

activity code and description as your selection criteria.

Please note: The search will include all activities setup as type ‘Time’ that are

included in the JC Activity Code group for the relevant employee

when a job code has been selected. Activity defaults as follows: From the Payroll Transaction Type. If no Payroll Transaction

Activity exists, then the Default Activity on the Employee is used.

26. Select the Work Breakdown Structure code through the use

of the Search field.

Please note: The WBS code is only available if ‘Use WBS’ is set in Greentree

eTimesheets Module Control.

27. Enter the work centre required for this Timesheet line or

select the binoculars link to search work centre using the

code and description as your selection criteria.

Please note: If ‘Use Work Breakdown Structure’ is ticked in eTimesheets Module

Control, then the Work Centre search field lists only the allocated

Work Centres for the Job you selected. If ‘Default Work Centre

from WBS in eTimesheets’ is ticked, then the Work Centre defaults

based on the Job selected. If WBS is not in use, then the Work Centre defaults to the Default

Work Centre set in Greentree eTimesheets Employee Configuration.

If a Default Work Centre is not defined for the Employee, then the

Work Centre defaults to the Work Centre for the selected Activity.

28. Using the numeric keys on your keyboard enter the total

hours for each day of the week relevant to the job selected.

Please note: Hours cannot be added to locked days.

If ‘Create lines for favourite jobs’ were ticked on the timesheet

header, then a new line exist per Job on the eTimesheet user’s

Favourites list.

29. Select the Save Line button.

Result: The Timesheet line has been entered and saved in an

existing summary Timesheet format.

Please note: The Payroll Transaction Type field is hidden from

Summary view. However, if this field is set to compulsory and the

Default Transaction Type is not set in eTimesheets Module Control > eTimesheets > Payroll, then an error message will be displayed,

requesting that you set the Default Transaction Type to be used.


Change

Introduction This section explains how to maintain or view a Timesheet line.

Condition An approved Timesheet line or Timesheet line entered in Greentree

(recognised by the audit number beginning with ‘JC’) and time

within locked days cannot be changed. eTimesheets Module control contains a setting ‘Use WBS’ that

controls the availability of the WBS Code field in eTimesheets.

Please refer to Adding a new Timesheet line (above) for more

detail on the WBS.

Procedure How to change or view a Timesheet line.



2. Select the status from the drop down list as entered, submitted, rejected, or accept the default entered and


3. Select the Week Ending Date link to open the existing Timesheet, which contains the line that you wish to

change or view.

4. Select the Audit No link to open the existing Timesheet

line that you wish to change or view.

5. Make changes into any or all fields, or view details as

required.

6. Press the Save Line button to save changes or the ok

button to close the line item detail screen.

Result: Changes saved, or information within Timesheet line viewed.


status back to ‘Entered’ to be re-submitted for approval.

The Modified By timestamp is updated to the user that made changes to the timestamp.


Copy

Introduction This section explains how to copy a Timesheet line within the

Timesheet.

Conditions A Timesheet line entered in Greentree cannot be copied and is

recognised by the audit number beginning with ‘JC’. A Timesheet line entered in a summary Timesheet format cannot be copied.

Procedure How to copy a Timesheet line.







Timesheet, which contains the line that you wish to copy.

4. Select the Audit No link to open the existing Timesheet line that you wish to copy.

5. Press the Copy Line button.

Result: The Timesheet line within the selected Timesheet header

has been copied.


status back to entered, to be re-submitted for approval.


Repeat

Introduction This section explains how to repeat a Timesheet line for a defined

number of days within the Timesheet.

Condition A Timesheet line entered in Greentree cannot be repeated and is

recognised by the audit number beginning with ‘JC’. A Timesheet line entered in a summary Timesheet format cannot be repeated.

Procedure How to repeat a Timesheet line.







Timesheet, which contains the line that you wish to

repeat.


line that you wish to repeat.

5. Select the Repeat Line button, a Repeat Lines screen will

appear.



6. Select the number of days to repeat the current record for

from the drop down list and select the OK button.

Please note: The maximum number of days to repeat the current record is 6

days and the selected Timesheet line will not be repeated beyond

the last day of the Timesheet week ending date.

Result: The Timesheet line has been repeated for the selected

number of days or up to the last day of the Timesheet week ending

date.


status back to entered to be re-submitted for approval.


Delete

Introduction This section explains how to delete a Timesheet line from a

Timesheet.

Condition A Timesheet line within a locked day cannot be deleted, an

approved Timesheet line or Timesheet line entered in Greentree (recognised by the audit number beginning with ‘JC’) cannot be

deleted and lines are not deleted when the Web browser session

times out.

Procedure How to delete a Timesheet line.




submitted, rejected, or accept the default entered and rejected to filter the Timesheets listed.


Timesheet, which contains the line that you wish to delete.


line that you wish to delete.


required, (the checkbox in the line labels row when ticked

will tick all line items).

6. Select the Delete Line Items button.

7. Select the OK button to confirm delete.

Result: The Timesheet line is deleted from the Timesheet.




View Timesheet Detail

Introduction This section explains how to view the detail of an eTimesheet.

Condition Note: eTimesheets Module Control contains a number of Display

settings that control the detail displayed on the Timesheet detail

screen, for example: Start Time, Finish Time, Break Time and Calculated Time.

Procedure How to view Timesheet detail.



2. Select the applicable status from the drop down to filter

the Timesheets listed.

3. Select the Week Ending Date link to open the Timesheet you wish to view.

4. The Details for Timesheet screen is displayed.

Result: The Timesheet detail is displayed.



Note:

1. View below for the definition of a number of the columns included in the display:

Calc: Calculated Hours = (Finish Time - Start Time) - Breaks

Rec: Recorded Hours = Actual Time entered on the Timesheet line. Actual

Time is auto calculated through Actual Finish Time - Actual Start Time or the Total Actual Hours can also be entered on the Timesheet line.

App: Pre-approved Hours = the minimum and maximum daily and weekly

hours that the Employee is allowed to work, as entered and maintained in

Greentree > eTimesheets Employee Configuration > Other tab.

Act: Actual Overtime Hours = the actual overtime hours worked, measured against the minimum and maximum hours as maintained in Greentree >

eTimesheets Employee Configuration > Other tab. Note: A flyover hint is

available on the ACT caption. Position the mouse pointer over the ACT text to

view the flyover hint. The flyover hint displays the Actual Time caption as set in eTimesheets module control, for example: Actual Overtime can be named

Actual Additional Time.

2. The following buttons are located on this window:

Print Timesheet: Select this button to view and print the timesheet. This print-

out lists all the timesheet entries, start and finish time, total recorded,

calculated hours, WBS code and timesheet line notes. The print-out has a

section for the Employee to Sign and Date, and to capture the authorisation detail.

Print Weekly Summary: Select this button to view and print the timesheet

weekly summary. This print-out lists the hours per week day, as well as the total

recorded and calculated hours. The print-out has a section for the Employee to Sign and Date, and to capture the authorisation detail.

Note: The ‘Print for Job’ drop-down includes an ‘On separate pages’ option. If

selected, the print feature opens an Internet Explorer window for each job.


View Timesheet Weekly Summary

Introduction This section explains how to view an eTimesheets weekly

summary.

Condition None

Procedure How to view a weekly summary.



2. Select the applicable status from the drop down list to

filter the Timesheets listed.


Timesheet you wish to view the weekly summary for.

4. Select the Weekly Summary Icon.

Result: The selected timesheet’s weekly summary is displayed.


Favourites

Add Job to Favourites

Introduction This section explains how a user adds a job to Favourites.

Conditions None.

Procedure How to add a job to Favourites.


1. Select the Favourites icon.

2. A Manage Favourites screen is displayed.

3. Select the Job Code. The selected Job’s Description is displayed.

4. Press the Add button.

Result: The selected Job is added to your list of Favourites.


Remove Job from Favourites

Introduction This section explains how to remove a job or all jobs from your list

of Favourites.

Conditions None.

Procedure How to remove Jobs from your list of Favourites.




3. Select the individual Jobs that you wish to remove from

your list of Favourites, through clicking on the Select

option located to the left of the Job Code, in the Remove

job from Favourites portion of the screen.

Please note: You can remove all Jobs from your Favourites through clicking in

the Select Header field, located to the left of the Job Code column

header.

4. Select the Remove button.

Result: The selected Jobs are removed from your list of

Favourites.


Maintain Preferences

Introduction This section explains how to maintain the Employee’s eTimesheets

Preferences.

Conditions This section gives access to the Preferences as set in Greentree

eTimesheets > Employee Configuration > Preferences tab. This tab

hosts a setting ‘Cannot change Favourites’ and if ticked, you are unable to create or maintain Favourites through eTimesheets.

Procedure How to maintain your eTimesheets Preferences.




3. Tick or untick the Preferences options as required.

Show Favourite jobs by default: This determines the setting

on the “Show Favourites Only” checkbox on the Job Search

screen. If it is selected, the employee’s list of favourite jobs

is searched first for one that matches the entered code.



Add Favourite jobs by default on new timesheet: Tick this

option if you wish to make use of the following when a

"Summary" Timesheet header is created: A "Create lines for favourite jobs" option is displayed and checked by default.

When the Header is saved, the system iterates through the

list of favourite jobs and automatically create timesheet lines

using the default activity code for the Employee. If the default activity is not set then the system does not auto

create the lines. If this option is not ticked, then the 'Create

lines for favourite jobs' option is still available on the

Summary Header but defaults to not ticked.

4. Select the Update button.

Result: Your eTimesheet Preferences have been maintained.


Expense Sheet

New

Introduction This section explains how a user creates a new Expense sheet

header.

Conditions The user must be setup within Greentree eTimesheets Employee

Configuration with an Expenses supplier that is not a foreign

currency supplier.

Procedure How to create a new Expense sheet.


5. Select the Expenses icon.

6. Select the Add Expense Sheet icon, an adding new Expense Sheet screen will appear.



7. Select the relevant branch code from the branch drop

down list.

8. Enter the relevant document date or accept the default.

9. Enter a narration.

10. Press the Save Expense Sheet button.

Result: A new Expense sheet header has been created.

Please note: This process sets the Expense sheet status as eTimesheet Input,

creates an AP Invoice Entry within Greentree for the Expense

supplier allocated to the user in the eTimesheets Employee Configuration and allocates an invoice number to the record.

eExpenses status for open, approval, rejection and reimbursement

are setup in the Greentree eTimesheets Module Control.


Change

Introduction This section explains how to change an Expense sheet header.

Conditions The branch, employee surname, first name, code, week ending

date and posting data of an existing Timesheet header can not be

changed from within the Expense entry screen. If these details are incorrect the Expense needs to be deleted and a new Expense

created with the correct information. For information on how to

delete an Expense refer to the Expense, Delete page within this

manual.

Procedure How to change an Expense sheet header.



2. Select the status from the drop down list as eTimesheets input, waiting approval, rejected, or accept the default

eTimesheets input and rejected to filter the Expenses

listed.

3. Select the Document Date link to open the Expense sheet

to be changed.

4. Select the Change Expense Sheet icon.

5. Change the Expense sheet document date as required.

6. Change the Expense sheet narration as required.

7. Press the Save Expense Sheet button.

Result: Changes have been made to the Expense sheet header.

Please note: Changes made to waiting approval or rejected Expense sheets

resets the status back to eTimesheet Input to be re-submitted for

approval.


Delete

Introduction This section explains how to delete an Expense sheet header and

Expense lines within the header.

Conditions When an Expense sheet is deleted all Expense lines within the

selected Expense sheet header are to be deleted first. Approved Expense sheet lines cannot be deleted and the Expense sheet

header/lines are not deleted when the Web browser session times

out.

Procedure How to delete an Expense sheet header and lines.


1. Select the Expenses icon. 2. Select the status from the drop down list as eTimesheets

input, waiting approval, rejected, or accept the default

eTimesheets input and rejected to filter the Expenses listed.


to be deleted.

4. Select the Delete Expense Sheet icon.


required, (the checkbox in the line labels row when ticked will tick all line items).

6. Press the Delete Line Items button and OK to confirm

delete.

7. Press the Delete Expense Sheet button and OK to confirm

delete.

Result: The Expense sheet and all Expense sheet lines within the

selected Expense sheet header are deleted.

Please note: Changes made to waiting approval or rejected Timesheets resets

the status back to eTimesheet Input to be re-submitted for

approval.


Submit

Introduction This section explains how to submit an Expense sheet header and

lines within the header for approval.

Conditions Submitted Expense sheets can be changed and re-submitted.

Procedure How to submit an Expense sheet header and lines.



2. Select the status from the drop down list as eTimesheets

input, rejected, or accept the default eTimesheets input

and rejected to filter the Expenses listed.


to be submitted.

4. Select the Submit Expense Sheet icon.

5. Press the Confirm button.

Result: The Expense sheet and all Expense sheet lines within the

selected Expense sheet header are submitted.

Please note: This process sets the Expense sheet status from eTimesheet Input to ‘Submitted’.


View

Introduction This section explains how to view the detail of an eTimesheets

Expense sheet.

Condition None

Procedure How to view an expense sheet.



2. Select the status for the Expense sheet you wish to view

from the drop down list to filter the number of Expense sheets listed.

3. Select the Document Date link to open the existing

Expense sheet you wish to view.

4. The Details for Expense sheet screen is displayed.

Result: The expense sheet detail is displayed.

Note: The following button is located on this screen:

Print Expense Sheet: Select this button to view and print the Expense Claim

Form.

Note: The ‘Print for Job’ drop-down includes an ‘On separate pages’ option. If selected, the print feature opens an Internet Explorer window for each job.


Expense line

New

Introduction This section explains how to enter a new Expense line into an

existing Expense sheet.

Condition None

Procedure How to open an existing Expense sheet.






listed.


Expense sheet you wish to enter an Expense line to.

Result: The Expense sheet required will appear on the screen.



Procedure How to enter a new Expense sheet line.

From the Main screen, Expense Sheet details screen:

1. Select the Add Line icon. An add new line for Expense

Sheet screen will appear.

2. Accept the default line type or select from the drop down list job costing or non-stock code line type, press t to

move between fields as required.

3. Accept the default tax type or select from the drop down

list Exclusive or Inclusive tax type.

4. Accept the default tax code or select from the drop down

list the applicable tax code. Note: If the Tax Code is setup

in Greentree to allow Tax rate / Amount change, then the

Tax % field and rate can be maintained.



5. Enter the job code required for this job costing Expense

sheet line or select the binoculars link to search jobs using the job code and name as your selection criteria.

Please note: The Job search field gives access to all Active Jobs linked to the

Profit Centre that the JC Employee (linked to the eTSH employee) is linked to.

The Job search screen contains a ‘Show Favourites’ setting which

gives access to your list of Favourite Jobs, as created and

maintained in eTimesheets > Favourites or in Greentree eTimesheets Employee Configuration. eTimesheets Employee

Configuration also contains a Preferences tab which allows you to

set the ‘Show Favourites’ option to ticked, by default.

The Job Search respects the Greentree JC Module control ‘Use Projects’ setting. If projects are in use and the selected Job is a

Project, then the Project is displayed in the Job field and the Search

Job Codes are reloaded to give access to all the Jobs that belong to

the Project. The Project Job itself is also available in the Job list, so

that you can select either the Project Job or Jobs belonging to the Project. Note: If you need to select a non-project related job, then

you can click the ‘Search All Jobs’ option.

6. Enter the activity code required for this job costing Expense sheet line or select the binoculars link to search

activity codes using the activity code and description as

your selection criteria.

Please note: If a Cost Rate is setup for the ‘Purchase’ Type Activity, then the

Cost defaults to the ‘Price’ field and is disabled for maintenance.

7. Enter the work centre required for this job costing

Expense sheet line or select the binoculars link to search work centre using the code and description as your

selection criteria.

8. Enter the Expense code required for this non-stock code Expense sheet line or select the binoculars link to search

Expense codes using the code and description as your

selection criteria.

9. Enter the sub-code required for this non-stock code

Expense sheet line.

10. Enter the Date the Cost was incurred. This field is optional. If entered, the Date Incurred is displayed on

approval of the expense sheet.

11. Manually type in the foreign amount as required for this

Expense sheet line.

12. Select from the drop down list the currency for this

Expense sheet line.



13. Manually type in the quantity as required for this Expense sheet line.

14. If a cost exists for the ‘Purchase’ Type Activity, then the

Price defaults from JC Activity Code Maintenance and cannot be maintained. If a cost has not been defined or

another activity type has been selected, then you can

accept the calculated price or manually type in the price to

recalculate the exchange rate as required for this Expense sheet line.

15. Type free form text as required into the Narration field.

16. Select the Save Line and Update Total button.

Result: The Expense line has been entered and saved.

Note: If the ‘Allow changing exchange rate’ option is ticked for an Employee in Greentree’s eTimesheets Employee Configuration,

then the Employee is able to maintain the Exchange Rate and Price

when creating a new line for an expense sheet.


Change

Introduction This section explains how to maintain or view an Expense sheet

line.

Condition An approved Expense line cannot be changed.

Procedure How to change or view an Expense sheet line.




input, waiting approval, rejected, or accept the default eTimesheets input and rejected to filter the Expenses

listed.

3. Select the Document Date link to open the existing Expense sheet, which contains the line that you wish to

change or view.

4. Select the Line No link to open the existing Expense sheet line that you wish to change or view

5. Make changes into any or all fields, or view details as

required.

6. Press the Save Line and Update Total button to save

changes or the ok button to close the line item detail

screen.

Result: Changes saved, or information within Expense sheet line

viewed.

Please note: Changes made to waiting approval or rejected Expense sheets resets the status back to eTimesheet Input to be re-submitted for

approval.


Copy

Introduction This section explains how to copy an Expense sheet line within the

Expense sheet.

Condition None

Procedure How to copy an Expense sheet line.





eTimesheets input and rejected to filter the Expenses listed.


Expense sheet, which contains the line that you wish to copy.

4. Select the Line No link to open the existing Expense sheet

line that you wish to copy.

5. Press the Copy Line button.

Result: The Expense sheet line within the selected Expense sheet

has been copied.



approval.


Repeat

Introduction This section explains how to repeat an Expense sheet line for a

defined number of times within the Expense sheet.

Procedure How to repeat an Expense sheet line.



2. Select the status from the drop down list as Input, Awaiting Approval, Rejected; or accept the default Input

and Rejected to filter the Expense sheets listed.

3. Select the Document Date link to open the existing Expense sheet, which contains the line that you wish to

repeat.

4. Select the Audit No link to open the existing Expense sheet line that you wish to repeat.

5. Select the Repeat Line button, a Repeat Lines screen will

appear.

6. Select the number of times to repeat the current record for from the drop down list.

7. Select whether to advance the date incurred for each line.

If selected, this will increment the original line’s incurred date by a day for each repetition of the line.

8. Select the OK button.



Please note: The maximum number of times to repeat the current record is 10 and the selected Expense sheet line may be repeated beyond the

posting date of the Expense sheet, as it is a narration only.

Result: The Expense sheet line has been repeated for the selected number of times.

Please note: Changes made to submitted or rejected Expense sheets resets the



Delete

Introduction This section explains how to delete an Expense sheet line from an

Expense.

Condition An approved Expense sheet line cannot be deleted and lines are

not deleted when the Web browser session times out.

Procedure How to delete an Expense line.



2. Select the status from the drop down list as eTimesheets input, waiting approval, rejected, or accept the default


listed.


Expense sheet, which contains the line that you wish to

delete.

4. Select the Line No link to open the existing Expense sheet

line that you wish to delete.

5. Press the Delete Line Items button.

6. Select the OK button to confirm delete.

Result: The Expense sheet line is deleted from the Expense sheet.



approval.


Per Diem

Introduction This section explains how to enter a new Per Diem Expense line

into an existing Expense sheet.

Condition The following needs to be set in Greentree:

Per Diem needs to be turned on in eTimesheets Module

control > Per Diem A Remuneration Level needs to be specified for the

eTimesheets Employee in eTimesheets Employee

Configuration.

Procedure How to open an existing Expense sheet.




input, waiting approval, rejected, or accept the default eTimesheets input and rejected to filter the Expenses

listed.

3. Select the Document Date link to open the existing Expense sheet you wish to enter an Expense line to.

Procedure How to enter a new Expense sheet line.

From the Main screen, Expense Sheet details screen:

4. Select the Add Line icon. An add new line for Expense

Sheet screen will appear.

5. Click the Per Diem button located in the Data frame.

6. The Per Diem screen is displayed.



7. Select the Job Code through the use of the search field.

The Activity Code and Work Centre will default based on

the Job Code selected, if defaults are defined in Greentree > eTimesheets Module Control > Per Diem. You can

maintain these fields as required. Job Code, Activity Code

and Work Centre are compulsory fields.

8. Select the Destination from the drop-down list.

9. Enter or select the Date of Travel through the use of the

Calendar button.

10. Click the Search button. The applicable Rate is retrieved

and displayed in the Select Expenses Frame.

11. Tick the Expense options for the Daily Travel Allowance items you wish to claim. If any of the fields are disabled

then the Rate does not allow you to claim that Type of

Expense.

12. Enter free-form text into the Narration to capture detail

regarding the Expense.

13. Click the OK button to save the Per Diem Expense line.

Result: The Per Diem Expense line has been entered and saved.

Note: You can use the Expense line copy feature to create similar

expense lines for other dates of travel. Refer to the Expense Line – Copy section of this document for help.


Change Banking

Change eExpense Supplier Account No

Introduction This section explains how to maintain the Account Number of the

eExpense Supplier that the eTimesheet Employee is linked to.

Condition The following needs to be set for the eTimesheets Employee in the

Greentree eTimesheets Employee Configuration screen:

The eTimesheets Employee must be allowed to enter Expense Sheets i.e. the ‘Allow Expense sheets’ option needs

to be ticked.

The ‘Allow changing bank details’ option needs to be ticked.

The eTimesheets Employee needs to be linked to an Expense

Supplier. The Expense Supplier’s Cash / Banking detail needs to be

‘Direct Credit’.

Procedure How to change the eExpense Supplier’s Banking detail.



2. Select the Change Banking icon.

3. The ‘Update Banking Details’ screen is displayed.

4. Maintain the Account Number as required.

5. Select the ‘Save’ button.

Result: The Account number of the eExpense Supplier, which is

linked to the eTimesheet Employee, has been updated.


Approvals

Timesheet Approvals

Introduction This section explains how to approve or reject a submitted

Timesheet Header and lines within the header.

Condition You must be setup in Greentree eTimesheets Employee

Configuration with Timesheet approval details or have Timesheet

approval authority delegated to you. If you attempt to approve a timesheet and no approver is set, then

for:

Single-level approval an error message is displayed.

Multi-level approval the timesheet is rejected. (This is also

the case if an approval rule is not defined.)

Procedure How to approve a Timesheet Header and Lines.


1. Select the Approvals icon.

2. Select the Timesheets Waiting Approval icon.

3. The ‘Employee Timesheets Waiting for Approval’ screen is

displayed with the Timesheets waiting for approval listed.



Please note: The Status of the timesheet is coloured RED if in the case of multi-

level sequential approval if it is not the Approver’s turn to approve. The Status of the timesheet is BLACK if the Approver can approve

the timesheet i.e. single level approval or multi-level sequential

approval and the Approver is next in line to approve the timesheet

or multi-level sequential approval and the Approver can pre- approve or if any one of the approval group approvers can

approve.


to be approved.

5. Select the Employee for whom you wish to approve

Timesheets through either the use of the Employee

Surname or Employee Code Search fields. These search fields only gives access to the Employees that you are

authorised to perform approval if the ‘Limit Approval

employee list by Employee setup’ on eTimesheets Module

control is ticked. If not ticked, the search fields gives access to all Employees.

6. Select the Approval View from the drop down list as all,

mine or delegate to filter the submitted Timesheets listed.

7. Select the ‘Search Now’ button. The Timesheets for the

selected criteria is displayed.

8. Select the approve Timesheet or reject Timesheet icon as required.

9. Press the Approve Timesheet button or enter a rejection

reason and press the Reject Timesheet button.

Result: The submitted Timesheet has been approved or rejected.

Please note: If multi-level Approval is set and the Approval Rule states that the timesheet is processed ‘Only on Final approval’, then the timesheet

needs to be approved by all parties stated in the Approval Code

before the Timesheet is approved.



The table contains an Approver column. If single level Approval is

in use, then the following is displayed:

None, if no Approver has been set. Take note that this timesheet cannot be submitted as single level approval is

turned on.

Name of Approver, if only one Approver exist. You can drill-

down on this field to view Approver detail. Multiple, if more than one approver exist. You can drill-down

on this field to view the list of Approvers.

N/A, if Approval is not required i.e. Greentree eTimesheet

Employee configuration has the option ‘Don’t require

timesheet approval’ ticked. This setting applies to the Timesheet Owner, not the logged in eTimesheet user.

If multi level Approval is in use, then the following is displayed:

N/A, if timesheet is unsubmitted or not entered.

View Detail, if timesheet is submitted. You can drill-down on this field to view the Approver detail.

The Approval Rule needs have the following set: If Approved –

Process eTimesheet in order for the processing to occur.

Timesheets once approved creates within Greentree Job Cost a

Timesheet Entry, updates the line audit number to include ‘JC’ and

cannot be changed within eTimesheets. When ‘Allow Payroll

Transaction Types’ is ticked, payroll GL lines or payroll JC lines can be created, as specified in the Greentree eTimesheets Module

Control. A warning or error on approval of daily or weekly minimum

and maximum hours can be setup in the Greentree eTimesheets


If ‘Allow editing timesheets in Approval’ option is ticked in

eTimesheets Employee Configuration, for the eTimesheets

Employee approving the timesheet, then the Approver is able to maintain the timesheet line, if required. Note: If changes are made

to a Timesheet that has been submitted for approval, then the

Timesheet needs to be re-submitted for approval.

The Modified By Timestamp is updated to represent the User that

approved the Timesheet.


Expense Approvals

Introduction This section explains how to approve or reject a submitted Expense

Header and Lines with the Header.


Configuration with Expense approval details or have Expense

approval authority delegated to you.

Procedure How to approve a submitted Expense.


1. Select the ‘Approvals’ icon.

2. Select the ‘Expenses Waiting Approval’ icon.

3. The ‘Employee Expense Sheets Waiting for Approval’

screen is displayed, listing the Expenses sheets awaiting approval.

Please note: The Status of the Expense is coloured RED if in the case of multi-level sequential approval it is not the Approvers turn to approve.

The Status of the Expense is BLACK if the Approver can approve

the Expense sheet i.e. single level approval or multi-level

sequential approval and the Approver is next in line to approve the Expense or multi-level sequential approval and the Approver can

pre-approve or if any one of the approval group approvers can

approve.



4. Select the Approval View from the drop down list as all,

mine or delegate to filter the submitted Expenses listed.

5. Select the Document Date link to open the Expense to be

approved.

6. Select the approve Expense sheet or reject Expense sheet

icon as required.

7. Press the Approve Expense Sheet button or enter a

rejection reason into the narration and press the Reject Expense Sheet button.

Result: The submitted Expense sheet has been approved or

rejected.

Please note: If multi-level Approval is set and the Approval Rule states that the

Expense sheet is processed ‘Only on Final approval’, then the

Expense needs to be approved by all parties stated in the Approval Code before the Expense sheet is approved.

The Approval Rule needs have the following set: If Approved –

Process eExpense sheet in order for the processing to occur.

Expenses once approved sets the Greentree AP Invoice Entry

status from ‘Waiting Approval’ to ‘Reimbursement Status’ as

defined in eTimesheets Module control and cannot be changed from

within eTimesheets.

If ‘Allow editing expenses in Approval’ option is ticked in

eTimesheets Employee Configuration, for the eTimesheets

Employee approving the expense, then the Approver is able to maintain the Expense line, if required. Note: If changes are made

to an Expense that has been submitted for approval, then the

Expense needs to be re-submitted for approval.


Advise Rejections

Introduction This section explains how to advise employees of rejected

Timesheets and or Expenses.


Configuration with Timesheet and Expense approval details or have

Timesheet and Expense approval authority delegated to you.

Procedure How to advise rejected Timesheets and or Expenses.



2. Select the Advise Rejections icon.

3. Select the checkboxes for the employees to send e-mail

as required, (the checkbox in the line labels row when ticked will tick all line items).

4. Select the Send Email button.

Result: An e-mail is generated advising employees of rejected Timesheets and or Expense sheets. The ‘To Address’ defaults to the

currently logged in user. The ‘BCC Address’ lists all the selected

employees on the Advise Rejections screen.

Please note: The e-mail address is setup within the Greentree eTimesheets



View Missing Timesheets

Introduction This section explains how to view the list of missing timesheets.




Only Active Employees for the reporting period are included on the

missing timesheets report.

eTimesheets Employee Configuration hosts a setting ‘Exclude from

missing timesheets list’. If ticked against an Employee, the Employee is not taken into account when the Missing Timesheets

report is run.

Procedure How to create a list of missing timesheets.



2. Select the Missing Timesheets icon.

3. The Send Emails to Advise Missing Timesheets screen is displayed, listing the missing timesheets for the current

week.



4. If you wish to view the list of missing timesheets for

another timeframe, enter the From Date and To Date,

then select the Search Now button. Note: If ‘Use Split

Weeks’ is ticked in Greentree Job Cost Module Control, then the Split Week Date criteria field is displayed. You

can enter the Split Week Date which you wish to base the

missing timesheets search on. If entered, the search

compares the Split Week Date against the Date entered in Greentree as opposed to the weekend date used when

split weeks are not in use.

5. You can maintain the additional search criteria as required:

Only employees on my approval list: The resulting list

contains only the missing timesheets for employees

included on the eTimesheets User’s Approval list. Include employees who have started input: The resulting

list includes employees that have started entering their

timesheets, but not submitted them.

Include employees with rejected timesheets: The resulting list includes employees that have entered and submitted

their timesheets, but the timesheet was rejected. These

employees need to amend their timesheets and re-

submit. Include employees who are waiting for approval: The

resulting list includes employees that have entered and

submitted their timesheets, but still waiting for approval.

Result: The list of missing timesheets for the search criteria entered is displayed.

Please note: The table includes the Email address of the Employee. You can

clearly see which Employees do not have an email address. The ‘select’ option for these employees is disabled as you cannot send

emails to these employees. For the Employees with an email

address, you can notify them via email that their timesheet is

missing. Select the Employee, followed by selecting the Send Email button. The ‘To Address’ defaults to the currently logged in user.

The ‘BCC Address’ lists all the selected employees on the missing

timesheets screen. You can also print the list of missing timesheets

through selecting the Print List button.



The table also contains an Approver column. If single level

Approval is in use, then the following is displayed:

None, if no Approver has been set. Take note that this timesheet cannot be submitted as single level approval is

turned on.

Name of Approver, if only one Approver exist. You can drill-

down on this field to view Approver detail. Multiple, if more than one approver exist. You can drill-down

on this field to view the list of Approvers.

N/A, if Approval is not required i.e. Greentree eTimesheet

Employee configuration has the option ‘Don’t require

timesheet approval’ ticked. This setting applies to the Timesheet owner, not the eTimesheet user.

If multi level Approval is in use, then the following is displayed:

N/A, if timesheet is unsubmitted or not entered.

View Detail, if timesheet is submitted. You can drill-down on this field to view the Approver detail.


Bulk Approve Timesheets

Introduction This section explains how to view approve multiple timesheets

simultaneously.




Procedure How to approve timesheets in bulk.



2. Select the Bulk Approve Timesheets icon.

3. The Timesheets Waiting for Approval screen is displayed.

4. Enter the Weekend Date for the timesheets you wish to retrieve or leave Weekend Date <blank> to retrieve all

timesheets waiting to be approved by the eTimesheets

User. Note: If ‘Use Split Weeks’ is ticked in Greentree Job

Cost Module Control, then the weekend date is matched

against the entered week end date in Greentree, as opposed to the set week end date when split weeks are

not allowed.

5. Select the Search Now button.

6. The Timesheets awaiting approval are listed.

7. Tick the timesheets you wish to approve or tick the Select

column header to select all the timesheets in the list.

8. Select the Approve all selected timesheets button.

Result: The selected timesheets are approved.


Bulk Create Timesheets

Introduction This section explains how to create multiple timesheets

simultaneously.


Configuration with the right to Bulk Create eTimesheets.

Procedure How to create timesheets in bulk.



2. Select the Bulk Create Timesheets icon.

3. The Bulk Create Timesheets screen is displayed.

4. Enter the From and To Date for the timesheets you wish

to create or leave the default entry to create timesheets for the current week.

5. The ‘Only Employees on my approval list’ option is ticked

by default. This setting controls if the search is performed

on only the Employees included on your eTimesheets Employee Configuration > Timesheet Approval list OR on

all Employees.

6. The ‘Create new timesheets ready for approver to input time’ option is only available if Single level Approval is

set. If ticked, the timesheets are created with the Status

‘Submitted’. If not ticked, the timesheets are created with

the Status ‘Entered’ and the individual Employees need to submit the timesheets themselves. A Warning message is

also displayed in red underneath this setting.

7. Select the Search Now button.

8. The search returns a list of timesheets based on the

search criteria you selected. A timesheet is only included

in the list if no timesheet exist for an Employee for that

Weekend Date.



9. Tick the timesheets you wish to create or tick the Select column header to select all the timesheets in the list.

10. Select the Bulk Create Timesheets button.

Result: The selected timesheets are created with a status based

on the ‘Create new timesheets ready for approver to input time’

option.


Delegates

Introduction This section explains how to maintain your list of Delegates i.e.

Employees that are authorised to approve Timesheets and

Expenses on your behalf.

Condition None.

Please Note Only one level of Delegation is supported by eTimesheets

Approvals. For example: If eTimesheet Employee 1001 delegates to

1002 and then 1002 delegates to 1003, only 1002 can see the

timesheet, not 1003.)

Procedure How to maintain your list of Delegates.



2. Select the Delegates icon.

3. The Manage Delegates screen is displayed.

4. The ‘Select Employees to Remove’ portion of the screen

allows you to remove Employees from your list of

Delegates.



5. Select the Employees that you wish to remove from the

list. You can select all Employees through selecting the

Select column.

6. Select the Remove button to remove the selected

Employees from your list of Delegates.

7. The ‘Add Employee to Delegates’ portion of the screen allows you to add Delegates to your list.

8. Select the new Delegate through the use of the Employee

Code search button.

9. The selected Employee’s Surname and First Name are

displayed.

10. Select the Add button to add the selected Employee to your list of Delegates.

Result: Your list of Delegates has been maintained.

Please Note The Login Page displays a summary of eTimesheets activity. This

summary includes Delegated Approvals. This item shows the

number of delegated approvals i.e. timesheets and expense sheets

delegated to you for approval.


Attachments

Timesheet & Expense attachments

Introduction This section explains how to add, open and save attachments for

Timesheets and Expenses.

Condition An attached document can only be deleted if the timesheet /

expense sheet can be maintained. Once approved, the timesheet /

expense sheet is locked and attachments cannot be removed.

Procedure How to add an attachment.


1. Select the Timesheets or Expenses icon.

2. Select the status from the drop down list, as applicable, to filter the Timesheets or Expenses listed.


or the Document Date link to open the Expense to add the attachment to.

4. Enter the add attachment path and file name or select the

browse button to choose the file.

5. Select the add button.

Result: The file / document has been added to the selected

Timesheet or Expense sheet.



Procedure How to open an attachment.





or the Document Date link to open the Expense the attachment is attached to.

4. Select the name, file name, size or summary link of the

attachment required to be opened.

5. Select the open button.

Result: The file / document attached to the selected Timesheet or

Expense sheet has been opened and viewed.

Procedure How to save an attachment.





or the Document Date link to open the Expense the attachment is attached to.

4. Select the name, file name, size or summary link of the

attachment required to be opened.

5. Select the save button.

6. Set the save in location, file name, save as type and

select the save button.

Result: The file / document attached to the selected Timesheet or

Expense sheet has been saved to the specified location and name.


Appendix 1

eTimesheets calculations

Timesheet hours

Introduction This section explains the way that eTimesheets determines the

hours details that are displayed for each Timesheet.

Conditions Chargeable time is the combined hours of all lines within a

Timesheet where the lines are assigned to an activity maintained

as a sub type of ‘Chargeable’.

Non-Chargeable time is the combined hours of all lines within a


as a sub type of ‘Non Chargeable’ or ‘Admin’.

Non Chargeable Productive time is the combined hours of all lines

within a Timesheet where the lines are assigned to an Activity

maintained as a sub type of ‘Other’.

Worked time is the combined hours of all the lines within a Timesheet where the lines are assigned to an activity maintained

as a sub type of ‘Chargeable’, ‘Non Chargeable’, ‘Admin’ and

‘Other’.

Leave time is the combined hours of all lines within a Timesheet

where the lines are assigned to an activity maintained as a sub

type of ‘Leave’.

Total time is the combined hours of all lines within a Timesheet


type of ‘Chargeable’, ‘Non Chargeable’, ‘Admin’, ‘Other’ and ‘Leave’.

Please note: There must be an entry in the week hours and week chrg hrs fields

to calculate target percentage.

Example: Week hours = 37.5 and week chrg hrs = 30.00 = 30.00 / 37.5 =

80%


Charge ratio calculation

Introduction This section explains the way that eTimesheets performs the

charge ratio calculation that appears on each Timesheet.

Conditions There must be an entry in the Day Hours field within the Greentree

Job Cost Employee maintenance to calculate the charge ratio. The charge ratio is calculated based on standard hours when the

Greentree eModule Control and eTimesheets Employee

Configuration have the use standard hours checkbox ticked.

eTimesheets also assumes the number of days worked by the day of the last Timesheet line that exists on the Timesheet compared to

the week ending date.

Example: If the week ending date is set to Sunday within the parameters, and the Timesheet in question has entries for Monday, Tuesday and

Wednesday only the calculation will be based on 3 days being

worked rather than four because Wednesday is the third day since

Sunday.

Example: If the Days Hours as set within the Greentree Job Cost

Employee maintenance = 7.5

Then the charge ratio calculation is carried out as follow:

Days hours that are expected to be worked each day (as defined in

the Employee maintenance) X the number of days worked (Do not include any leave days) = (A)

Then

The Chargeable Hours * / (A) = (B) displayed as a percentage.

Continued on next page


Therefore:

The charge ratio percentage is calculated as follows:

7.5 X 3 days (Less one day of leave) = 7.5 x 2 days = 15

Then 13. / 15 = 0.866666 displayed as a percentage = 87%

Please note: The Greentree eTimesheets Module Control allows the user to

include the ‘Non Chargeable Productive’ time as chargeable time when calculating the charge ratio.

Example: 14.5 / 15 = 0.966666 displayed as a percentage = 97%

Please note: The Greentree eTimesheets Employee Configuration allows the user to calculate the charge ratio using standard hours (calculated as

above when use standard hours checkbox ticked) or by actual

hours worked as follows:

Example: excluding non-chargeable production 13 / 17.5 = 0.742857 displayed as a percentage

= 74%

Example: including non-chargeable production

14.5 / 17.5 = 0.828571 displayed as a percentage = 83%


Glossary

Admin Hours – the number of hours entered on a Timesheet that

are within Timesheet lines where the activity has a sub type of

‘Admin’.

Chargeable – the combined hours of all lines within a Timesheet


type of ‘Chargeable’.

Database – a file composed of records each containing fields, with

a set of operations for searching, sorting, combining and other

functions.

Database Administrator – an individual responsible for the

design and management of the database. The administrator

determines the content, internal structure and accesses strategy

for the database, defines security and integrity of the data

structure.

Expense Line – captures a cost that has been incurred by a user,

whilst carrying out their work on any particular day. Expense lines

facilitate reimbursement of funds to the employee or on costing of the Expense as a disbursement to the relevant job.

Leave Hours – the number of hours entered on a Timesheet that

are within Timesheet lines where the activity has a sub type of ‘Leave.’

Non-Chargeable – the combined hours of all lines within a


as a sub type of ‘Non Chargeable’. (Please Note: the terms ‘Non Chargeable’ and ‘Non Productive’ can be interchanged.)

Non Productive – the combined hours of all lines within a

Timesheet where the lines are assigned to an activity maintained as a sub type of ‘Non Chargeable’ (Please Note: the terms ‘Non

Productive’ and ‘Non Chargeable’ can be interchanged.)

Parameters – various selection criteria set within Greentree eTimesheets module in order to define the way that eTimesheets

performs certain functions.

Period – the length of time between a start date and end date inclusively. eTimesheets has a default period of a week.



Timesheet – the completed header and line information details on a Timesheet.

Timesheet Header – the completed header information fields on a

Timesheet. eTimesheets Timesheet Header information fields are status, branch, surname, first name, code, week ending date,

posting date and narration.

Timesheet Line – the completed line details field information

fields on a Timesheet. eTimesheets Timesheet line details fields include date; job code; activity code’ work centre; start time; end

time; total hours and narration.

Worked Hours – the total number of hours worked and entered into a Timesheet regardless of whether they are charged or not

charged.

Documents

eTimesheets User Manual - CPT Globaltimesheet.cptglobal.com/eTimesheets_User_Manual.pdf · eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 3 How to use this manual