Time sheet and time entry

Introduction

The Time sheet is a central part of WorkBook and a powerful tool to register your time on the correct job and tasks.

This article will walk you through it’s features.

Should you encounter trouble registering your time or adding a job see the job requirements or notes on System variables.

Capacity profile and Time sheet

Before actually looking at and walking you through the Time sheet we need to establish an understanding of the link between the employee capacity profile and the Time sheet.

A basic capacity profile consists of four things:

  • Ideal booking time
  • Basic time
  • Flex time
  • Max. booking

 

With System variable 917 on: The Time sheet will require a time entry equal to or higher than the basic time in the capacity profile to be approved.

If that makes no sense, read on and get wiser!

Employee access to client

Please read this guide, if you have a setup with multiple companies in you WorkBook, and employees must enter time on jobs in other companies than their own.

Before event beginning to create time entries the job access should be checked. There are two ways of making sure an employee has access to the client.

  1. Via “Resources”, click in the client that holds the job, click on “Client settings” and then “Employee access”. Locate the employee and make sure the “Access” checkbox is ticked.
  2. In the initials field in the bottom right corner type in the initials of the employee you wish to change client access for. Go to ‘Settings – Login settings – Client access settings’.

Time sheet weekly view

This is the Weekly view. It provides a view of the current and previous weeks and the jobs you registered time on.

Vertically you’ll see a list of the jobs and horizontally each day of the week.

 

Time sheet daily view

This is the Daily view. From here you can go back to certain days to view times entries, enter time for specific days.

 

Suggestions view

Now this is quite a new vire for filling out missing time entries. The system will automatically suggest tasks and jobs that you have worked or made changes to including a work description describing the changes you made.

From here you can quickly add hours to your time sheet.

 

Adding a job and task to a Time sheet

Requirements

To be able to add the job a make sure it follows following criteria:

  1. Job status must be one of the following:
    • Quotation
    • In process
    • On hold
    • Ready for invoicing
  2. Employee must have access to Time entry on that job in the company
  3. Customer type must be one of the following:
    • Client
    • Prospects
    • Internal PR/Marketing
    • Internal Administration
  4. The job may not be a template
  5. The job end date must only be exceeded by the number of days stated in Time entry rules in the Company basic settings (Settings, Company settings, Basic settings)
  6. The job must not be journaziled
  7. There must be an open accounting period for the date the employee tries to enter time (check Settings, Accounting periods)

Find the job and task

To register time you will have to add the job – if not already on your list – you wish to register time on. The way to add a job is simple and it functions the same way on both the week view and the daily view.

 

From here a pop-up will show where you can search for the correct job and task. Click OK to add the job to your list.

 

Add time entry

Once the job is on list, you may enter hours on the day or days you need to register time for. In this case I’ve registered 5 hours on today’s date (marked by the green colour).

 

Approve time entry

When approving you can choose to approve:

  • A record (single cell)
  • A day
  • A week

You can approve in three ways:

  1. From the hamburger menu in the upper left corner on both daily and weekly view

  2. Via the daily view clicking the checkbox approves  the entire day.
  3. Via the “Approve” button in the toolbar found on both the daily and weekly view.

You may notice how the hours lock after approving the record/day/week. This is to indicate that no changes can be made to the time entries – unless you revoke the approval.

Revoke time entry

Should you need edit already approved hours you can revoke the approval.

Like approving time entries revoking already approved time enstries are done by the:

  • Record
  • Day
  • Week

and can be done in the same hamburger menu (and the “Approve” button):

 

Remove time entry

Simply use the keyboard delete button to removed previously registered time. Should the time entry be locked, you need to revoke the approval before you can delete time entry.

Icon legend & colors

You might have noticed that there are quite a few icons in the Time sheet. This next paragraph will walk you through the different icons and colors so you have an idea of what we are looking at.

For approval

Like many things in WorkBook time entries can be set up to have an approval flow. This means that whenever an employee approves a record, day or week it will be sent to whomever is set up as approver. Take a look at this article regarding time entry approval flows.

Once the record/day/week is sent for approval the record/day/week will lock as shown by the lock and the time entry is for approval indicated by the blue question mark icon.

 

Approved

Once the time entry approver (as set up under Settings, Time entry approval) has approved the time entry (or if no approver has been set up) the icon shifts to a green “check” icon. See example below.

 

Rejected time entry

Should your time entry be rejected it will become very clear – indicated by both a red color and a red icon. If you hover your mouse over the rejected time entry additional information will render.

You may also notice how the locks are gone, as you will need to re-do your time entries for this day.

 

The lock

The locks simply mean that the records with the little lock inside are locked and can’t be edited – because they have been approved. If you with to edit them, you must revoke your approval.

 

Time spent indication

The Time sheet has an indication of the hours spent on a task versus the hours you have been booked.

The green line on the taks indicated that you have spent fewer hours on a task than you have been booked.

The red line on the taks indicated that you have spent more hours on a task than you have been booked.

 

To billable or not to billable

WorkBook will indicate if the time entry is billable or not with a red arrow pointing down when hovering a time entry. It looks like this:

 

To understand what time entries are billable and what are not we have to look at three factors:

  • Client
  • Task
  • Activity

In this order WorkBook will determine if the time entry is billable:

  • If the client is not billable (i.e. not a client or prospect) neither will the time entry be
  • If the client is billable the task billable status controls whether the time entry is billable or not
  • If there is no taks on the time entry the activity controls whether the time entry is billable or not

It’s important to note that the billable/non-billable status if a time entry has nothing to do with what happens in Finance and administration.

In Finance and administration it is the job billable status that has an effect on whether to bill or not to bill a time registration.

The exception to the billable rules

In Version 9 you can add a time entry via the Quick Add menu and you will get a pop-up with a billable check box. The check box triumphs the task and activity billable status.

This mean that you can do non-billable time entries on otherwise billable clients, tasks and activities and billable time entries on non-billable tasks and activities (but not clients).

System variable 725 defines whether or not this check box is available on the time entry dialog.

 

Additional options

Change activity

The system will usually use the default activity type added to your user profile. If you would like to choose another activity click on the wrench on the Activity column to change to another activity. This can have an effect on the hourly rate on the time entry.

System variable 177 defines whether or not it’s allowed to change activity.

Pin jobs (including task and activity)

If you know that you are going to work on the same job week after week you can pin it and the task including activity to your Time sheet.

Note: the jobs will be copied over by the system every Sunday evening.

If it is no longer possible to do time entry on the job or task the line will automatically be removed. See Troubleshooting as to what reasons there is for not being able to register time on a job or task.

This can be done in both the daily and weekly view:

  • Weekly
  • Daily

Copy Time sheet from a previous week

The Time sheet changes every week depending on the tasks and jobs you work on. If you know that you will be working on the same jobs as a previous week you may copy these to the current week.

Click the hamburger menu and find the “Copy Time sheet from a previous …” button and from the popup select a date with week you wish to copy from.

Add absence entry

Shortcut to adding an absence entry.

 

Add material entry

Shortcut to adding a material entry.

 

Add mileage entry

Shortcut to adding a mileage entry.

 

Add expense entry

Shortcut to adding an expense entry.

 

Other ways to add time entries

You can add time to you Time sheet a few other ways than shown above:

  • Via Tasks, right click a task and add a time entry (or start a timer)
  • Via the Quick Add menu in the right side and then Quick time entry

Incomplete time entry

Should you wish it a follow-up can be turned on called “Incomplete time entry”. Turn it on from Settings, Conversation & notification setup, Incomplete time entry.

It’s purpose it to remind employees about incomplete time entries. From here you can approve entries not previously approved.

If your time entries are less than the required (the capacity profile basic time) you will need to fill in a description.

 

Day approval comments

If you have entered hours under the working norm hours, you are prompted to give a reason therefore.

Should you feel the urge too see these comments you have to choose an employee from the ressource book and then choose ‘Settings’ and then ‘Capacity Profile’ from the menu on the right side.

Here you will have to click on the drop-down menu and select the ‘Overview’ from the menu.

 

Now you can scroll to the right and find the “Day approval comment” column.

 

Here the comments will appear, when the norm hours haven not been met.

Troubleshooting

Time entry on a job can be blocked for quite a few reasons, these are the possible causes:

  1. Time entry is not allowed on the specified task
  2. The task is not active (task is done or on hold)
  3. The schedule is not active
  4. The job is closed
  5. The job is cancelled
  6. The job is a template job
  7. The job is blocked for time entry
  8. The job has been journalised
  9. Job end date is exceeded
  10. This user does not have access to this job. Cross-company job access can only be changed by WorkBook administrators.
  11. This user is not allowed to do time entry in the company. Cross-company job access can only be changed by WorkBook administrators.
  12. Financial period is closed for time registration
  13. The job is an absence job
  14. This user does not have access to the client
  15. Only team members can register at current job
  16. Time entry is closed for the chosen week
  17. Employee default activity is disabled

System variables that affect Time sheet

System variables that affect the Time sheet:

  • 169: Control if description is required on time entries
  • 177: Ability to change the Activity associated with a time entry in the Time sheet
  • 179: Weekly Time sheet approval also locks the Time sheet
  • 183: Set rounding up on time entries
  • 478: Remove blank Time sheet entry lines when Time sheet is approved
  • 601: Show hourly rates on Time sheet
  • 638: Limit time entries to jobs with tasks and active schedules
  • 725: Enable “Billable” check box on time entries done via Quick Add menu
  • 794: This variable determines how many days to check in the past if the “Incomplete time entry” follow-up is enabled
  • 802: Alway use employee standard activity when a time entry is created
  • 807: Automatically sends time entries for approval once daily (if the approval flow is enabled)
  • 857: Only allow system admins to change the activity on a time entry
  • 871: If a user enters less than their basic time, this system variable defines the allowed deviance before the user will have to enter a comment on why they entered less time
  • 889: Automatically add new time entries to existing entries on same day/job/task
  • 917: Block approval of Time sheet if entered time is less than basic time
Was this article helpful? Useful Useless 4/5 found this article helpful.