Create a Timesheet (v10.xx)

Create a Timesheet (v10.xx)

Timesheets can be automatically created by the server at the beginning of each week. In this case, the timesheet will be automatically populated with a resource’s assignments for the upcoming week. Automatic generation of timesheets can only be enabled by the application Administrator.

To create a new timesheet:

  1. Select "My timesheets" from the contextual navigation menu.
  2. Click "New timesheet".
  3. A new blank timesheet will be created.

Alternatively: 
  1. Navigate to the [Timesheets] tab, "Timesheets" view.
  2. Click "Create" and select either "Blank timesheet" or "Calculated timesheet".
    1. "Blank timesheet": Creates a new blank timesheet.
    2. "Calculated timesheet": Opens a dialogue box to define:
      1. Date: Specify the week this new timesheet is for.
      2. Name: Specify the resource this timesheet is for (time can be entered on behalf of another resource whose name would be entered here).
      3. Type: Choose one of the following options:
        1. Calculated: Cerri Project looks for late tasks or tasks to be started during the current week.
        2. From previous ones: Retrieves tasks not completed from recent past weeks and marked to carry over to following weeks, and adds them to the new timesheet. To create a timesheet from an older week see below the option of copying a timesheet.
        3. Combination: Combines the two options above.
      4. Select "By default" for the system to remember this option.




Automatic generation of timesheets


The Admin can enable the "Automatic generation of timesheets", which creates timesheets for all users for the current week (e.g., Monday early morning).


If a user does not receive a timesheet, verify the following:
  1. The resource is not published in the Timesheets database.
  2. The resource is not a member of any active projects.
  3. The resource is a member of active projects but is not assigned to any task.
If the user is a member of an administrative project and the project has "open tasks" (tasks unassigned but "in progress"), the member can report time.


Note: If the user creates a timesheet with at least one line in it (even for [Not assigned] tasks "In progress"), a timesheet should be generated for the following week.

Timesheet header





Resource name

The resource for whom the timesheet is created. By default, this is the document author. Editable at creation if the resource has the role "CreateForOther". No longer editable after the document is saved.


From ... to…

First and last day of the effective week. Automatically adjusted to the first day of the week if entered incorrectly. Editable until time is entered.

Week

The week number according to ISO 8601 European norm. Computed.


Status

The timesheet’s current status:

  1. "Editable": While time is being entered.
  2. "To be approved": Once the timesheet is submitted for approval.
  3. "Denied": If the designated approver rejects the timesheet.
  4. "Completed": Once the approver approves the timesheet (no further modifications allowed).


Posting time in the timesheet


Time is entered into the timesheet in a grid-like structure, with one line per task. Multiple lines can be used for the same task if different types of charges are required within the same week (e.g., billable vs. non-billable hours).




Grid buttons


Add New task

Adds lines to the grid for time entry. Opens a dialogue box to select tasks to add to the timesheet.

Garbage

Removes a selected line from the grid.


Click in cell

Edits the active line. Allows replacing a task without losing previously entered time or details.




Filter by:





Project

Note: Users can add an unlimited amount of lines to the grid. To easily find a line, the view can be filtered to only display lines by project, task or a combination of both:

When selecting a specific project, only lines associated to that project will be displayed.

Task

When selecting a specific task, only lines with time entered for that task will be displayed.













Grid


Icon

Indicates if the task is specifically assigned to the resource or a group which includes the resource.

Project

Name of the project the task belongs to.

Task

Task name (active link to the task document).



Mon to Sun

Daily time entry for time spent on each task (numerical values, negative numbers allowed).


The column header is the abbreviation of the day of the week followed by the date.

Each filled field creates a Timesheet detail document.

Total

Total hours computed for the line.


Indicates if the task is marked as "Completed". Time can be entered until the task is marked as complete.




Opens a dialog box for entering daily comments for the task.








Requests an adjustment to the amount of time assigned to the task (e.g., Entering 3 means the resource is requesting 3 additional hours for a task).

Remaining

Shows the remaining workload for the task.





Type

Selects a unique rate type. Organizations have the ability to apply different user rates based on unique work circumstances (e.g., overtime, travel time, working on holidays, etc.). This field is used to select whether a unique rate type should be applied to the line.

The list of unique rate types is defined in the "General" setup document. If left empty, the standard rate is applied. Otherwise the rate used to calculate the resource cost (for the corresponding assignment) is multiplied by the percentage applied to the selected type in the "General" setup document (e.g., 150% the normal rate for working overtime).



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