As an Administrator, you are able to search for timesheets in the system by accessing the Timesheet Search function.
To access the Timesheet Query screen:
- Expand Utilities.
- Click Timesheet Search.
- Filter your search results with the following criteria to the right in Advanced Search. If you do not wish to filter against certain criteria, leave it blank. You must make at least one selection.
Field | Description |
|---|---|
Reporting Type | Filter results by Reporting Type |
Employee ID | Retrieve only the timesheets of the selected employee |
Employee First Name | Filter results by First Names |
Employee Last Name | Filter results by Last Names |
Start Date | Filter results so only timesheets with ending dates after the selected date are retrieved |
End Date | Filter results so only timesheets with ending dates before the selected date are retrieved |
Employee Type | Filter results so only timsheets of employees of the selected employee type are retrieved |
Status | Retrieve only timesheets with a particular status |
Previous Status | Retrieve only timesheets with a particular previous status |
Company | Filter results by Company |
Department | Retrieve timesheets of employees in the selected operating unit/department combination |
Location | Retrieve timesheets of employees in the selected location |
Process Status | Retrieve only timesheets that have/have not been extracted |
My Group | Retrieve reports for your selected group |
Posted To | Retrieve only timesheets extracted to the selected Accounting/Billing system |
Not Posted To | Retrieve only timesheets not extracted to the selected Accounting/Billing system |
Exception | Retrieve only timesheets with certain exceptions |
Reporting Type | Retrieves only timesheets with selected reporting type |
Level1 Code | Retrieves only timesheets with selected level 1 |
Level2 Code | Retrieves only timesheets with selected level 2 |
Approver | Retrieves only timesheets where the selected approver approved or approves for |
Batch No | Retrieve only timesheets from the selected batch (Available in version 5.5 and up) |
| Time Attendance | Retrieves timesheets that entries in the Attendance Log |
| Employee Attribute | Allows search for employee timesheets by an attribute assigned to an employee through Additional Fields |
| Attribute Value | Allows search for employee timesheets with a specific attribute vaue |
- Click the Apply button.
From this window, you may print timesheets, delete timesheets, change the status, send an e-mail to the owner of the timesheet, route timesheets to another approver.
View/Print a Timesheet
You may view/print timesheets that you have access to in the database.
- Select the timesheet to be printed (you may only view/print one report at a time).
- Click on the Report button to view the different reports.
- Click on the kind you want.
- A pop up will appear with the selected report.
- You can choose to print or save the pdf.
Deleting a Timesheet
You may delete a timesheet in the database, as long as it has not been approved or posted. If a timesheet is deleted, it will be replaced with a new timesheet.
- Select the timesheet(s) you wish to delete.
- Click on the Action button.
- Click on the Delete button.
- Confirm the selection by clicking the OK button.
Sending E-Mails
You may e-mail the owner of a timesheet to make an inquiry about it.
- Select the timesheet owned by the user you wish to e-mail
- Click on the E-Mail button.
- Enter the e-mail message in the pop up box.
- Click the Send button.
Validating Timesheets
Validating a timesheet allows you to view any errors or warnings attached to a timesheet.
- Select the timesheet(s) to validate
- Click on the Validate button.
- Click on the link in the Validation Status column to view any messages.
Change Status
You may change the status of a report that you have access to. This can be useful for force approving timesheets, changing the status from opened so an approver can access the timesheet or re-releasing a timesheet. Under certain circumstances, the application will prevent you from changing the status of a timesheet. These include timesheets with validation warnings/errors, incomplete timesheets, or timesheets that are currently being accessed.
- Select the timesheet(s) you wish to change the status for
- Click on the Change Status button.
- Select the new Status
- Click the Apply button
- View the Change Status Report to see if the status was changed for the timesheet(s). If the status was not changed, the report will inform you why.
Routing Timesheets
Timesheets can be routed to another approver to be viewed and approved. Only timesheets that are Released, Rejected or approved may be routed.
- Select the timesheet(s) to route.
- Click the Route button
- Route to: Enter the ID of the approver to route to
- Rights: Select the approval rights
- Modify and Approve: allows the approver to make modifications to the timesheet as well as approve.
- Approve Only: allows the approver to only approve the timesheet and not make any modifications.
- Review Only: Only allow the approver to view the timesheet.
- Replace Original Approvers: If selected, the entire approval structure will be replaced and the approver being routed to will have the final approval
- Send e-mail: Choose whether or not to e-mail the new approver.
- Subject: Enter the subject of the e-mail
- Message: Enter the body of the e-mail
- Click the Route button.
Refresh Approval Structure
Refresh Approval Structure is used when timesheet(s) are already in the approval process and a change is made to the approval structure. By refreshing the approval structure of timesheet(s) the approver(s) will be added/removed without resetting the current approval queue.
Example:
Approval structure: Released timesheets go to Manager A > then Manger B
Step 1: A user submits a timsheet and Manager A is now ready for approval
Step 2: Manager A approvers timesheet
Step 3: Manager B is ready for approval.
Step 4: Administration wants to add Manager C to the approval structure. To add Manage C without resetting the Manager A's approval the "Refresh Approval Structure" would be used.
- Select the timesheet(s) that need a refresh of approval structure.
- Select Action
- Select Refresh Approval Structure
Summary Report
To view a summary report of all returned timesheets, click on the Print button.