Timesheet entry settings

Use the Timesheets tab to choose your timesheet entry options, and control how cost, charge and pay rates are displayed and selected.

To specify your timesheet entry and rates options

Open: Project Accounting > Utilities > System Setup > Timesheet and Expense Claims Settings | Timesheets.

To allow resources to enter timesheets in Project Accounting, enable Allow timesheet entry.

Select from the following settings:

Timesheet entry options

These options control how data can be entered on timesheets.

Allow weekend working

Select this if you want to record time worked at the weekend (Saturday and Sunday).

If you never work at weekends, clearing this option prevents time being entered for the weekends in error.

Week starts on day

Set the day on which your working week begins from the Week starts on day list.

Validate time against expected time for resource

If you select this, then when timesheets are entered, the total number of hours entered for a week (as calculated using the Week starts on day) is compared to the standard hours entered on a resource's record. A warning is given if this is exceeded.

Select this if you want to warn users if they enter more hours than expected for any week. This does not prevent extra hours being entered.

Time entry format

Set the Time entry format.

Select your preferred entry method.

For example, an entry of two hours and thirty minutes would be entered in hours and minutes (HH:MM) as 2:30, or entered in Decimal as 2.5.

Retain timesheet tasks for

Select this to set how long previously recorded timesheet activities will automatically be displayed when entering a new weekly timesheet.

Setting this option to an optimum number of weeks a task remains visible is useful as it means that you do not to have to find and select every task each time you enter timesheets, and if tasks are no longer needed they do not appear continually on timesheet entry forms.

For example, if you enter 4, the activities that are automatically displayed in new weekly timesheets will be removed if you do not record any time against them for 4 consecutive weeks (or submissions). If you enter a value of 0, no activities will automatically be displayed when you enter a new weekly timesheet.

Authorise timesheets

Select this if you want to use timesheet authorisation to approve submitted timesheets.

this means that timesheets have to be checked and validated before being posted.

Next timesheet no

Select this to set the reference number to be used for the next timesheet.

For example, you may have imported timesheets up to a specific number, and so want the system to start numbering new ones from a higher number. You cannot change this to a number lower than timesheets already entered.

Cost, charge and pay rate options

These settings control what users are able to change when they enter timesheets. You can control what is defaulted by the system and cannot be changed, and what can be changed on each timesheet independently.

Cost rates	Select this to display cost rates when entering timesheets. Select cost rate type: Select this to allow all resources to select the cost rate to apply. Display cost rate value: Select this to display the cost rate value and allow it to be changed.
Pay rates	Select this to display charge rates when entering timesheets. Select charge rate type: Select this to allow all resources to select the charge rate to apply. Display charge rate value: Select this to display the charge rate value and allow it to be changed.
Pay rates	This option is only visible if you have integrated with Sage Payroll. Select this to display pay rates when entering timesheets. Select pay rate type: Select this to allow all resources to select the pay rate to apply. If you clear this, you must make sure that all resources have default pay rates set up otherwise they will not be able to save a timesheet. Display pay rate value: Select this to display the pay rate value. Note: This cannot be changed on a timesheet. The value can only be changed in Payroll. Use pay rates as cost rates: Select this to set cost rates to be pay rates. The pay rate will override the cost rate selected for the timesheet and be used as the cost rate.
Restore defaults	Select this to reset all these options to the standard settings.