Authorise timesheets in the desktop

You can use authorisation to check the time entries recorded by resources (timesheet users) before they are posted. When a resource submits a timesheet, a timesheet authoriser must accept it before it can be posted. If there is a mistake or a problem with a timesheet it can be rejected by the authoriser, who can also enter a comment for the resource.

You can authorise timesheets in the desktop or in Self Service if you are a web userThe user can access the Self Service application via a web browser. The user must have the 'Is Web User option' selected on their User properties in Sage 200 System Administration..

Set up authorisation

Timesheets and Expense Claims Settings.
Open: Project Accounting > Utilities > System Setup > Timesheet and Expense Claims Settings | Timesheets.
1. Select Authorise Timesheets.
Set up authorisers.
Select the authorisers that will have permission to authorise timesheets in the resource records.

Open: Project Accounting > Project Maintenance > Manage Resource Authorisation.
1. To manage authorisation for employee, use the All resources section of the window.
  - To allow an employee to authorise timesheet and expense claims, select the Can authorise? check box for the employee in the All resources list.
  - To stop an employee from authorising timesheet and expense claims, clear the Can Authorise? check box for the employee.
2. To manage the resources for the employee, select the employee in the All resources list and use the Configure authorisation section.
  
  You can drag and drop resources between the lists, or select resources from the lists with the mouse and click Add or Remove.
  
  Tip: To select more than one item using the mouse, hold down the Ctrl key to pick individual items, or hold down the Shift key to select a block of items.
  - To allow the employee to authorise timesheet and expense claims for a resource, select the resource in the Resources not in authorisation list of the authoriser list and click Add.
    
    The resource is listed in the Resources in authorisation list of the authoriser.
  - To stop the employee authorising timesheet and expense claims for a resource, select the resource in the Resources in authorisation list of the authoriser list and click Remove.
    
    The resource is listed in the Resources not in authorisation list of the authoriser.

Authorise timesheets by resource

Note: You can print a report showing the timesheets entered by an individual (see Reports > Timesheets & Expense Claims > Timesheet Transactions (by Resource).

Open: Project Accounting > Adjust Transactions > Authorise Timesheets By Resource.

The timesheets you can authorise are displayed.
How to sort and filter the timesheets
- To display timesheets for a particular individual, select Show timesheets for resource and select the resource from the list.
- To display timesheets from all resources, select Show timesheets for all resources.
- To display timesheets by date, select Range of timesheets and the week to display, then click Display.
- To display timesheets by status, select Range of timesheets and select the Status from submitted or rejected. To update the list, click Display.
- To display the reason for rejecting the timesheet (if one was entered), hover the mouse pointer over the Rejected text in the status column.
- You can sort the timesheet entries in the list by clicking on the column headings, e.g. clicking on Week number will sort the list in ascending or descending week number.
To view details for a timesheet, select it from the list and click Details.

The Timesheet Entry (Batch) window appears. You can amend and resubmit the timesheet if required.
Select the timesheets to authorise (or reject).

Tip: To select more than one item using the mouse, hold down the Ctrl key to pick individual items, or hold down the Shift key to select a block of items.
Authorise or reject the timesheets.
- To authorise the selected timesheets, click Authorise.
  The timesheet status will be marked as Authorised and can then be posted.
- To reject the selected timesheets, click Reject.
  Type in a reason for rejecting the timesheet. This description can be viewed by the resource.
  The timesheet entries will be marked as Rejected. They will not be removed from the system, and can be amended and resubmitted by the resource (if appropriate).

Authorise timesheets by project

Open: Project Accounting > Adjust Transactions > Authorise Timesheets By Project.

The timesheets you can authorise are displayed.
How to sort and filter the timesheets
- To display timesheets for a particular individual, select Show timesheets for resource and select the resource from the list.
  
  To display timesheets from all resources, select Show timesheets for all resources.
- To display timesheets by date, select Range of timesheets and the week to display, then click Display.
- To display timesheets by status, select Range of timesheets and select the Status from submitted or rejected. To update the list, click Display.
- To display timesheets for a particular project, select Show timesheets for project and select the project.
  
  To display timesheets from all projects, select Show timesheets for all projects.
- To display the reason for rejecting the timesheet (if one was entered), hover the mouse pointer over the Rejected text in the status column.
- You can also sort the timesheet entries in the list by clicking on the column headings, e.g. clicking on Date will sort the list in ascending or descending date order.
To view details for a timesheet, select it from the list and click Details.

The Timesheet Entry (Batch) window appears. You can amend and resubmit the timesheet if required.
Select the timesheets to authorise (or reject).

Tip: To select more than one item using the mouse, hold down the Ctrl key to pick individual items, or hold down the Shift key to select a block of items.
Authorise or reject the timesheets.
- To authorise the selected timesheets, click Authorise.
  The timesheet status will be marked as Authorised and can then be posted.
- To reject the selected timesheets, click Reject.
  Type in a reason for rejecting the timesheet. This description can be viewed by the resource.
  The timesheet entries will be marked as Rejected. They will not be removed from the system, and can be amended and resubmitted by the resource (if appropriate).