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# Timesheets

Timesheets enable employees to log in their daily activity and to spread out their calendars depending on their different tasks and different projects. When employees enter their time, they indicate they have spent a certain number of hours or days on a specific project.

Timesheets can be used to check the time that have actually been spent by an employee, to analyze the workload depending on the desired criteria (by customer, by project, and so on) or even to follow the time spent on each project.

Quick entries can be used to add time quickly and easily. A quick entry is a template created from a time block so that it has the same information. Then, employees only have to change the values that are different to create their new time blocks, instead of having to fill in the same information over and over again.

Employees can modify their timesheets at any time, as long as they have not completed them yet. The action of completing a timesheet locks the time blocks so that they can no longer be modified by the employee and transfers the timesheet to the manager for validation.

Timesheets can be managed from two menus in the Employee module:

- the Timesheets & schedules menu, which displays time blocks in a calendar;
- the Activity overview menu, which displays time lines as a detailed table.

The timesheets are managed in the same way than the schedules. However, time blocks represent blocks of working time that the employee has actually done whereas schedules are used to plan the work days of an employee in advance.

Creating timesheets

Timesheets can be created:

- From an empty time block ;
- From a quick entry, to automatically retrieve all the fields specified in a time block and only modify the desired values;
- By duplicating existing time entries.

From an empty time block

| 1 | From the Times & schedules or Activity overview menus, display the desired day:

- Click on Today to display today's date directly, or on the arrows to navigate to the desired day.
- Select the Month, Week or Day display. For the month display in the calendar, time blocks cannot be created directly for a specific day because the icon is not displayed.

| 2 | Click on in the calendar to find the desired day or click on New in the Actions section of the right panel.

The time window opens.

| 3 | In the time window, make sure the Time tab is selected, then fill in the following fields for the work done:

Field | Description
--- | ---
| The date is determined by default depending on the method used: If you clicked on for a specific day, this day will be filled in. If you clicked on New, the day filled in will be the first day of the month, of the week or even the relevant day, depending on the selected display (Month, Week or Day). If needed, click on the field to display a calendar and modify the date specified.
| Fill in the first letters of the desired customer. The help list is displayed automatically with the relevant customers. Select the desired customer from the help list.
| Select the project from the help list. If the selected customer only has one project, it is filled in automatically. If the DMFs 190110 to 190118 are active, click on to define the filter to be applied on projects. When a filter is applied, the icon becomes .
Phase | Select the phase from the help list. If the selected project only has one phase, it is filled in automatically.
Sub-phase | Select the sub-phase from the help list. If the selected phase only has one sub-phase, it is filled in automatically.
Task | Select the task from the help list. If the selected phase only has one task, it is filled in automatically. Click on to open a window that includes the following information for the selected task, phase, sub-phase and project: Cost: read on the item Timesheet: sum of all the time spent on the item Scheduled: sum of all the schedules on the item Difference = Cost - Timesheet - Scheduled
and | Select the actions 1 and 2 from the help list. Depending on the setup, the action 2 can be optional and therefore not displayed.
| To fill in the duration, enter a value in the field or click on the wheel to select the desired duration.
| Fill in the location.
| Enter a comment to give more details about the work done.

| 4 | Click on Validate.

A blue-colored block is created in the calendar for the date specified. This block is the time specified. The time is also displayed as a line in the Activity overview menu.

From a quick entry

Note

This process explains how to create time blocks using quick entries. For details about creating quick entries, refer to Managing quick entries.

| 1 | From the Times & schedules or Activity overview menus, display the desired day:

- Click on Today to display today's date directly, or on the arrows to navigate to the desired day.
- Select the Month, Week or Day display.

| 2 | From the right panel, display the Quick entries section.

| 3 | Click on the desired quick entry, then drag and drop it on the desired day.

A blue-colored block is created in the calendar for the desired day. This block is the time created using the quick entry. If needed, modify this time block to adapt the values that were automatically filled in. The time is also displayed as a line in the Activity overview menu.

By duplicating existing time entries

#### Time block

An existing time block can be duplicated to quickly create a new block.

There are two ways to duplicate a time block from the Timesheets & schedules menu:

- Select a time block while pressing the CTRL key, then move the block to the desired day.
- Click on the block to open the Timesheet toolbar then click on . Modify the desired information in the time window then click Validate to create the new time block.

From the Activity overview menu, click on in the Actions column for the line to be duplicated, then click on . Modify the desired information in the time window then click Validate to create the new time line.

#### Entire week

It is also possible to duplicate the timesheet of an entire week. Leave days are not taken into account during the duplication. When duplicating a timesheet for an entire week, the time blocks that were already added to the targeted week will be replaced.

| 1 | From the Timesheets & schedules or Activity overview menus, display the week to be duplicated (Week display).

| 2 | From the Actions section of the right panel, click Duplicate week's timesheet.

| 3 | Fill in the number of weeks concerned by the duplication. For example, if you fill in 3 weeks, the reference week will be duplicated for the next three weeks.

| 4 | Click on Validate.

The timesheet of the reference week is duplicated for the specified number of following weeks.

Modifying timesheets
From the Timesheets & schedules menu

To modify a time block, click on it to open the Timesheet toolbar then click on .

To add or remove 15 minutes to the duration of the time block, click on the block to open the Timesheet toolbar, then click on - 15 or + 15.

If you want to quickly modify the duration of a block, select the upper or lower border of the block, then move the cursor towards the top or the bottom. The duration is directly modified.

If you want to move a block from one day to another, drag and drop the block to the desired day.

To cancel the validation of a block, click on it to open the Timesheet toolbar then click on .

From the Activity overview menu

To modify a time line, click on for the desired line.

To cancel the validation of a line, click on in the Actions column for the line, then click on .

Publishing timesheets

To publish timesheets, you must previously set up report templates for timesheets.

| 1 | From the Timesheets & schedules or Activity overview menus, open the right panel.

| 2 | Click on Publish timesheet in the Actions section.

| 3 | Depending on the setup, the Publishing setup window can open. Fill in the fields then click Download.

The timesheet is published and saved on your computer.

Managing quick entries

To create a quick entry:

| 1 | From the Timesheets & schedules or Activity overview menus, locate the desired time block for creating the quick entry.

| 2 | Open the Quick entries section in the right panel.

| 3 | Drag and drop the desired block to the Drag and drop new quick entry here frame, in the Quick entries section.

Important

Before dropping the block, make sure the frame's border is displayed as a dotted line. Otherwise, the quick entry will not be created.

The New quick entry window opens. The information specified in the selected block is automatically retrieved for the window's fields.

| 4 | Fill in the label for the quick entry. This description can no longer be modified once the quick entry is created. To modify the label of an existing quick entry, you must delete it and then create a new quick entry with the correct label.

| 5 | Modify the necessary fields. The values filled in will be retrieved automatically and identically when using this quick entry to create new time blocks.

| 6 | Click on Validate.

The quick entry is created and is available in the Quick entries section of the right panel.

To delete a quick entry:

| 1 | From the Timesheets & schedules or Activity overview menus, locate the desired quick entry in the Quick entries section of the right panel.

| 2 | Hover over the quick entry, then click on .

| 3 | Confirm the deletion.

The quick entry is deleted.

Reference

For more information about creating time blocks using quick entries, refer to From a quick entry.

Completing timesheets

Once employees have finished entering their time for the week or the month, they must complete their timesheet so it is transferred to the relevant manager for validation.

Completing a timesheet can be done weekly or monthly depending on the processes set up by your company. Before completing your timesheet, make sure it is finished and it complies with the rules provided by your company. Timesheets are checked before they are completed. If some time entries are incomplete or incorrect, it will be impossible to complete the timesheet.

If you need to modify completed time entries, ask your manager to cancel the completion of the timesheet. Once the changes are made, you will have to complete this timesheet again.

| 1 | From the Timesheets & schedules or Activity overview menus, open the Actions section in the right panel.

| 2 | Click Complete week or Complete month.

| 3 | Click Validate to confirm the completion.

The timesheet is completed and can no longer be modified. Completed time entries are displayed with a lock icon.

Note

If the SEMAINE_MOIS value is specified in the TPS_TERMINAISON management rule, for the last week of the month the employee can complete both the week's and the month's timesheet.

Showing the list of time entries

The Activity overview menu displays timesheets and schedules as a detailed table. This menu enables employees to quickly see the timesheets and schedules added for the month, the week or the day, mainly if an employee has a lot of different lines.

The features available from the Timesheets & schedules menu can also be found in the Activity overview menu. The following features are also available using the three icons available at the bottom of the Activity overview screen:

- : Export the table of time and schedule lines in Excel format. The export matches the date displayed on the screen and the selected Month / Week / Day display.
- : Manage the columns displayed in the table and how they are ordered.
- : Update the table.

Deleting timesheets

Important

Deleting timesheets cannot be reversed.

Note

Completed or validated timesheets cannot be deleted.

From the Timesheets & schedules menu, click on the block to open the Timesheet toolbar, then click on and confirm the deletion.

From the Activity overview menu, click on in the Actions column for the time line, then click on and confirm the deletion.