Save

Click save.gif to save the changes made to your timesheet.  The Save option will be disabled until there are changes to be saved.  Depending on the configuration set up by the System Administrator in the Basic Information tab of the Timesheet Classes screen for the Revision Explanation field, changes to previously saved entries may require an explanation. This is discussed later in this section.

Before the save process starts, the system checks to make sure the timesheet is marked available and has not been changed by someone else. If the timesheet is not available, the system will display the following error message:  "The timesheet cannot be saved because it is currently being exported or archived. Please close timesheet and try again later."

If another user updates the timesheet, the following error message will display:  "The timesheet cannot be saved because it was updated by another user.  Please close timesheet and try again."

If your company has a transactional license for entering timesheets and you exceed the license count on the initial save of your timesheet you will receive the following error message: "Deltek Time transactional licenses exceeded license count."

You will not be able to save your timesheet.

If your system is configured to calculate rates (determined by the Use checkboxes in the User-Defined Rates group box in the Miscellaneous tab of the Time Configuration screen), the program will perform the rate calculations before the save. Please review Special Topic: Labor Costing for more information.

Many validations are performed during the save process.  Depending on the configuration settings, some of these validations can produce the same message, either as warnings or errors. If warnings or errors are found during the save process, the Save Timesheet dialog will appear.

You will still be able to save your timesheet if you receive a warning(s).

If you receive an error message(s), you will not be able to save your timesheet until you correct the error(s).

It is possible to make changes without modifying the information stored in the database.  For example, someone changes a timesheet cell from 10 to 8, and then changes it back to 10. A change has been made, but the value in the database remains the same. In such a case, the system displays the following message: "No changes to the database have occurred.  The timesheet status and any signatures will remain as is."    

Continue

If you have errors, this pushbutton will not display.  If you have only warnings, select this pushbutton to continue with saving the timesheet.

When you save, the Workflow function will take the appropriate action, depending on your system configuration.  

Cancel/Close

If you have errors, this pushbutton will be labeled as Close.  Select this pushbutton to close the Save Timesheet dialog.

If you have only warnings, this pushbutton will be labeled Cancel.  Select it to cancel the save process and close the Save Timesheet dialog.

Validations Performed

Start/End Date

Cell dates on the timesheet are validated against the UDT01 and UDT02 starting and ending dates depending on the type of linkage that is configured.  If a cell date does not fall between the appropriate starting and ending dates, the system will display a warning or error, depending on the setting provided by the System Administrator in the Date Edit drop-down box in the Basic Information tab of the UDT01 and/or UDT02 screen. The line number and cell date are provided in the message.

Example using UDT02:

The following charge(s) are before the UDT02 start date of Sep 25, 2003:

Line 2 - Sep 21, 2003

The following charge(s) are after the UDT02 end date of Nov 8, 2003:

Line1 - Nov 9, 2003

Comment Required

The System Administrator can require comments for UDT10 charges by selecting the Comment Required checkbox in the UDT10 screen. The Disable Cell Comments must not be selected in the Miscellaneous tab of the Time Configuration screen. If you charge to a UDT10 that requires comments and you do not provide one, the system will display an error message. The line number and cell date are provided in the message.

Example:

The following charge(s) require comments:

Line 1 - Nov 7, 2003

Line 1 - Nov 8, 2003

Future Hours

The System Administrator can set up an UDT01 type to not allow future charging by leaving the Future checkbox unchecked in the UDT01 Types screen.  If you try to charge hours in advance against an UDT01 type that does not allow future charges, the system will display an error message. The line number and cell date are provided in the message.

Example:

The following charge(s) cannot be charged in the future:

Line 1 - Sep 23, 2003

Inactive Charge

The charges for new or changed cell hours on the timesheet are validated against the UDT01 and UDT02 active flags based on the type of linkage that is configured.  If a charge is inactive, as determined by whether the System Administrator selects the Active checkbox in the Basic Information tab of the appropriate UDT01 and/or UDT02 screen, the system will display an error. The line number and cell date are provided in the message.

Example using UDT02:

The UDT02 is inactive for the following charges:

Line 2 - Sep 23, 2003

An UDT01 and/or UDT02 can be inactive with an Inactive Date later than the new or changed cell hours date.  In this case, the error message will not display.

Leave Balance

The System Administrator can set up leave balance warning and error thresholds in the Leave tab of the Timesheet Classes screen. Warnings and/or errors will display if the thresholds are exceeded.  

Example:

Exceeded minimum leave balance for the following leave:

Vacation - Available Balance - 16.0000

Exceeded maximum leave balance for the following leave:

Vacation - Current Balance - 150.0000

You can configure the system for "As Of" and/or "Cumulative" edits.  For the "As Of" edit, the system looks at the leave activity and balance "As of" the end of the timesheet period and checks the available balance. For "Cumulative," the system checks all activity regardless of date when it checks available balance.

If leave hours are changed for a date prior to the date that the current beginning balance was established for that type of leave, a warning is displayed when you save (for example, if someone changes hours in a timesheet for the previous year). Leave balances are not updated in this situation. You also have the option to set up an event using the "Prior Beginning Balance Leave" action and have Time & Expense with ESS send notifications when this type of leave change occurs.

Revision Explanation

If revision explanations are required and an auditable change has occurred on the timesheet, a Revision Explanation dialog will display.

Revision

This non-editable field displays the revision number that will be used for this revision when you select the OK pushbutton and save the revision explanation.  

The revision number is a sequential number assigned to a group of changes made to a timesheet during a save. Timesheets start off at revision 1, and the revision number is increased by one every time you save auditable changes.  

Line No

This non-editable field displays the line number of the line involved in the revision.

Hours Date

This non-editable field displays the date of the cell that is involved in the revision.

UDT02

If UDT02 and UDT01 are linked, this column will display the non-editable UDT02 ID for the line involved in the revision. If the UDT02 checkbox is selected in the UDT Options tab of the General Configuration screen, the abbreviation will display.

UDT01

This non-editable field displays the UDT01 ID for the line involved in the revision. If the UDT01 checkbox is selected in the UDT Options tab of the General Configuration screen, the abbreviation will display.

Charge Description

This non-editable field displays the charge description for the line involved in the revision.

Revision Audit Detail

This non-editable field displays the details of the revision for the line. Following are examples of the possible descriptions for the Revision Audit Detail column.

Following are examples of the possible descriptions for the Revision Audit Detail when a supervisor performs an addition or change to an employee's timesheet.

Explanation

Enter up to 254 positions for the revision explanation.  

OK

Select the OK pushbutton to save the revision explanation.  If your timesheet class has a value of "Required" in the Revision Explanation field, as set by the System Administrator in the Basic Information tab of the Timesheet Classes screen, and you do not provide an explanation, the system will display the following error message: "Explanation is required."

Cancel

Select the Cancel pushbutton to close the revision explanation dialog.  The timesheet will remain displayed without the save being performed.

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