| Field | Description |
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| Job No.
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In this field, you enter the number of the job the work is for.
When a time sheet is approved and then reopened, you cannot change the job number on existing lines.
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| Act. No.
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In this field, you enter the number of the activity on which the work was performed. When a time sheet is approved and then reopened, you can no longer change the activity number on existing lines. If the system parameter “Disallow reg. on amount act. in time sheets” has been selected, registration on amount activities cannot be performed in this window.
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| Task
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In this field, you enter the task related to the specified hours.
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| Monday – Sunday
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These fields show registered time in hours or days, depending on the Time Unit of the time sheet. In these fields you enter the time used every day of the week on the specific job, dimension, task, and activity. You cannot register more hours in one day than the maximum number of hours entered for the employee in the employee revision applying to the date in question. Moreover, if a value has been entered in the field “Time Sheets” in the island Registration Limits in the window Activities for the activity for which you wish to register hours or amounts, you cannot enter a larger quantity for the activity than specified in that field. If there are several time sheet lines for a given employee with the activity in question, the sum of the registrations on these lines cannot exceed the daily registration limit specified for the activity in question.
It is possible to enter a negative number of hours. If the field “Minimum Hours” has been marked on the employee revision applying on the date in question, Maconomy will check whether the employee has registered the minimum number of hours that the employee in question is supposed to register. If the number of hours registered is lower than this number, the time sheet cannot be submitted. It can be temporarily submitted, however. See the description of the window Employees in the Set-Up module for further information.
If time sheet lines are automatically created from the detailed resource planning, these fields will automatically be filled in with the quantity of hours planned for the employee on the task specified on the current line. In this way, you only need to enter hours in these fields if you need to make any changes to the pre-filled quantity of hours. However, the fields are only pre-filled on time sheet lines referring to jobs for which the job parameter attribute “Pre-fill Time Sheet Lines” has the value “By Day.”
You cannot enter hours for days that are before the open posting period for the job specified on the current line. For further information, please see the description of the island Job Cost in the window Company Information in the G/L module. If you enter hours for a date that comes after the open posting period, Maconomy will issue a warning. In addition, it will only be possible to submit such time sheets, but not to perform any actions that will result in a posting. Whether it is the submission, release, or approval that determines when a time sheet is transferred for posting depends on the approval principle of each job. For further information about approval principles, please see the description of the island Approval in the window Jobs.
By changing the MDL layout of this window, you can insert variable day names in the sub-tab. This way, the column which was previously called “Monday” can, for example, be changed to “Mon. <date>.” For more information, please see the description of the Window Layouts window in the Set-Up module.
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| Total
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This is the total number of hours or days, depending on the Time Unit of the time sheet, entered for the given combination of job, dimension, task, and activity during the week in question.
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| Planned
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This field shows the number of hours planned for the current task in the period covered by the time sheet. This field is only filled in for time sheet lines created automatically from the detailed resource planning and only if the job parameter attribute “Pre-Fill Time Sheet Lines” of the job on the current line has the value “By Period” or “By Day.”
Note: For time sheets with a Time Unit set to Day, this field is zero ( 0 ).
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| Est. Time to Compl.
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In this field, you can enter estimated time to completion in hours or days, depending on the Time Unit of the time sheet. So if the unit of the time sheet is Day, evaluation of progress on the given job will take the given estimate in days, and convert it to the unit of the job.
If you enter an estimate to completion, the number of hours is automatically converted into a number of days which is inserted in the field “Est. Time to Compl., Days.” The number of days is calculated by multiplying the time by the value in the field “Hours per Man Day” in the window Jobs.
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| Est. Time to Compl. Days
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The functionality of this field is similar to that of the field “Est. Time to Comp.” However, in this field you enter the estimate to completion as a number of days instead of a number of hours. If you enter a number of days, it is automatically converted into a number of hours which is inserted in the field “Est. Time to Compl.” The number of hours is calculated by multiplying the number of days by the value in the field “Hours per Man Day” in the window Jobs.
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| Completed
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If you mark this field, you indicate that you are of the opinion that your part of the work represented by the task on the current line has been completed. You can only mark this field on time sheet lines for which time activities have been specified on jobs for which the job parameter attribute “Specify Required Time to Completion” has the value “Optional” or “Mandatory.”
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| Estimate Date
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In this field, you can specify the date as of which the values of the fields “Est. Time to Compl.” and “Completed” apply. The date must be within the period covered by the current time sheet. For monthly time sheets, the date must be within the dates covered by the part of the month currently displayed, and for weekly time sheets the date should be within the (split) week in question. The default value of this field is the last date covered by the time sheet.
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| Proposed Time
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This field shows the proposed time for the week in hours or days, depending on the time unit on the time sheet.
The number of hours suggested for invoicing in the Invoice Selection and Itemize Invoice Selection windows is based on the number of proposed hours, pending final approval by the invoicing department.
Please note that if the system parameters “Keep quantity at write-ups” or “Keep quantity at write-downs” are enabled, the amount of time in the field “Proposed Time” cannot be written up or down, respectively.
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| Job Name
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This is the name of the job for which you are registering entries.
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| Billing Price, Currency
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This field shows the billing price in job currency per hour or day, depending on the Time Unit on the time sheet.
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| Billing Price Total, Currency
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This field shows the total billing price of the time sheet line in the currency of the job.
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| Billing Price Total, Base
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This field shows the billing price in base currency per hour or day, depending on the Time Unit on the time sheet.
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| Billing Price Total, Enterprise
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This field shows the billing price in enterprise currency per hour or day, depending on the Time Unit on the time sheet.
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| Proposed Billing Price, Unit
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This field shows the proposed billing price in job currency per hour or day, depending on the Time Unit on the time sheet. Note that this field cannot be changed in the time sheet but may be changed by the project manager.
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| Description
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In this field, you can enter or change a description of the current entry. When you create a line, Maconomy will suggest a text in this field, depending on how the current activity is set up. The activity can be set up to derive the description of the activity or the description of the currently selected task, or to leave the field blank. For more information, please see the description of the window Activities.
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| Company No.
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This field shows the name of the company responsible for the job on which the work was performed. The number cannot be changed here. See the section “Multiple Companies” in the chapter “Introduction to the G/L Module” for a further description of companies.
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| Favorite
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In this field you can select a favorite. If you are using the Maconomy Client for Java™, the field is a drop-down list showing the favorites available in the current context. The favorites derive from the window Favorites. You can create and edit your own personal favorites, or other people—for instance a project manager, your department manager, or the finance departmentcan create favorites and distribute them to a selection of employees from the window Job Employees.
See the description of the window SpeedSheet for more information about favorites.
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| Note
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In this field, you can enter a brief description of what you have been working on. This will serve as a reminder in case you cannot remember (or you do not want to spend time finding) the correct registration combination just now, and Maconomy permits incomplete registrations (see the introduction).
If the current time sheet line was created as a result of the transfer of a detailed plan or due to an event, this field contains the job name or number and description of the planning line or event number and event flow description, respectively.
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| Keep Line
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In this field, you can mark time sheet lines as “permanent.” Lines marked in this way will be copied automatically from the previous period at the creation of time sheets. New lines created will inherit this status, which means that they will automatically be copied to all new time sheets until you remove the mark from this field on the lines in question.
However, if the field “Duplicate Lines on Time Sheets” in the window System Information has not been marked, Maconomy will only copy the time sheet lines that do not already exist on the new time sheet. This may be the case if the system is set up to automatically create time sheet lines on the basis of resource planning in the job parameter type “Planning” for the job in question. If a new time sheet contains a line created on the basis of resource planning which is identical to a line marked as permanent in a previous time sheet, Maconomy will copy this status to the new time sheet line.
However, you should note that if the field “Duplicate Lines on Time Sheets” has been marked, and you create two duplicate time sheet lines on a time sheet, both with a mark in the field “Keep Line,” only one of the two identical lines will be copied to a new time sheet when copying the time sheet manually. This is to prevent too many lines on a time sheet.
If you use the functionality of split weeks and you mark this field on a line on the “A” part of a split-week time sheet, a corresponding line is created on the “B” part of the split-week time sheet with a mark in the field “Keep Line.” If a corresponding line already exists on the “B” part of the time sheet, this field is automatically marked on the line of the “B” part time sheet upon marking of the field on the “A” part of the time sheet.
Moreover, you should also note that Maconomy does not copy time sheet lines marked as “permanent” from a previous time sheet to a new time sheet if the new time sheet has been created automatically. If, for example, you have marked the field “Keep Line” on lines in a weekly time sheet for week 1 and then create a daily time sheet for a day in week 2, Maconomy automatically creates a corresponding weekly time sheet for week 2, but will not copy the permanent lines from the weekly time sheet for week 1 to the weekly time sheet for week 2.
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| Employee Category No.
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This field shows the employee category number that comes from job budget lines or that you add manually in this window.
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| Location
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In this field, you can enter a value for the dimension Location. If you do not enter a value manually, Maconomy will attempt to derive a value, using the order of priority set up in the window Dimension Derivation in the G/L module. If no value can be derived, the standard value is transferred from the window System Parameters in the Set-Up module. See the chapter “Introduction to the G/L Module” and the window Dimension Derivation for a further description of dimension derivation.
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| Entity
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The functionality of this field is similar to that of the field “Location” above.
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| Project
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The functionality of this field is similar to that of the field “Location” above.
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| Purpose
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The functionality of this field is similar to that of the field “Location” above.
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| Spec. 1-3
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The functionality of these fields is similar to that of the field “Location” above.
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| Local Spec. 1-3
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The functionality of these fields is similar to that of the field “Location” above.
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| Approval, Project Manager
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In this field, Maconomy shows the status which the project manager of the job on the current line has assigned to the line in the window Approve Time Sheet Lines. When the time sheet has been submitted, the project manager can use the window Approve Time Sheet Lines to approve, reject, or release each line if the approval principle of the job indicates that approval of time registrations by the project manager is mandatory or optional. For more information, please see the description of the window Approve Time Sheet Lines. Time sheet lines can be approved in the window Approval Time Sheets also.
If the status of the line is “Approved” or “Released,” and the line is changed, the status changes to blank. If the line has the status “Rejected,” and the line is changed, the status of rejected is maintained.
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| Approved by
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This field shows the name of the project manager who assigned the current approval status (shown in the field “Approval, Project Manager”) to the line.
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| Approval Date
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This field shows the date on which the project manager who assigned the current approval status (shown in the field “Approval, Project Manager”) assigned the approval status to the line.
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| Comment
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This field shows any comments entered by the project manager in connection with the approval, release, or rejection of the line.
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| Activity Type
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In this field, you can see whether the activity is a time or amount activity.
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| Time Activity 1-3
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In these fields, you can specify time registration for activities as set up in Time Sheet References. This field is in hours or days, depending on the Time Unit on the time sheet.
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| Amount Activity 1-4
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In these fields, you can enter a quantity of hours for the amount activities specified in the window Time Sheet References. Amount activities can for instance be used to register transport costs, meals, and so on.
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| Internal
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This field is marked automatically if the current job, which is specified in the field “Job No.,” has been created as an internal job in the window Jobs. If the field is not marked, the job is external. This field cannot be changed in this window.
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| Invoiceable
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This field shows whether or not the line is invoiceable.
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| Remarks
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In this field, you can enter remarks relating to the current time sheet line.
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| Job Description
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This field shows a description of the job specified in the field “Job No.” If it is an internal job, the description will contain the job name, whereas the description of an external job will contain the name of the customer to whom the job has been assigned.
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| Quantity 1
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In this field, you can enter a quantity used on the current activity. The information can be used in reporting and statistics.
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| Quantity 2
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The functionality of this field is similar to that of the field “Quantity” above.
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| Activity Name
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This field displays the text defined for the current activity. The text is suggested by Maconomy as entry text when a line is created in this window. The entry text can be changed, and this is then displayed in the field “Description” in the sub-tab.
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| Task Description
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This field displays the description defined for the current task.
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| Task Path
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This field shows any task path of the task (see the description of hierarchical tables in the section “Task Path” in the chapter “Getting Started with the Java™ Client”).
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| Customer No.
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This field shows the number of the bill-to customer assigned to the job on the current line.
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| Customer Name
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This field shows the name of the bill-to customer assigned to the job on the current line.
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| Language
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This field shows the language specified for the customer assigned to the job on the current line.
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| Overtime Spec.
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In this pop-up field, you can select an overtime specification for the current line. Overtime specifications are defined in the window Popup Fields in the Set-Up module.
When entering time, you can specify that the work was performed using overtime by selecting one of the values in this field. For instance, if you have been working over the weekend, you can specify this by selecting the pop-up value “Weekend” in this field (provided that the value has been defined in your system). The price list assigned to the job for which you entered overtime registrations may add an additional charge for overtime entries, which will be reflected in the subsequent processing of the time sheet, for example, when creating invoices for the job.
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| Description, Monday – Sunday
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In these fields, you can enter a daily description of the task specified on the current line. If daily descriptions are required for the task in question, Maconomy will ensure that you enter a description for the task for the day in question before you can submit the time sheet. Example: You register hours on Monday and Thursday on a task called “Client Meetings.” In the job-specific task list, that task has a mark in the field “Use Daily Descriptions.” Therefore, you must complete the fields “Description, Monday” and “Description, Thursday” with additional information about the nature of the client meetings held.
If the current line was created from an event or as a result of the transfer of a plan, daily descriptions will not be required (even if the task requires them).
You can enter descriptions even if the task in question does not require you to do so.
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| Details
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This field contains a status message for the current line.
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| Transaction Type
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This is the entry's transaction type. Transaction types are set up in the Transaction Types window.
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| Expense Amount, Base
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This field shows the expense amount in base currency.
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| Mileage Amount, Base
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This field shows the mileage amount in base currency.
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| Mileage Quantity
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This field shows the mileage quantity that has been registered in connection to the hours registered on this time sheet line.
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| Purchase Order Number
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In this field, you can specify a purchase order number.
This field is not displayed by default. Only subcontractors logged in as employees can view and edit this field in their time/expense/mileage sheets. All other users can display this field but cannot edit the value.
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| Purchase Order Line Number
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In this field, you can specify a purchase order line number.
This field is not displayed by default. Only subcontractors logged in as employees can view this field in their time/expense/mileage sheets. All other users can display this field but cannot edit the value.
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