Use the Setup tab to select processing options for Timesheet users in a company, set standard timesheet displays, and select a timesheet validation setting.
Contents
Timesheet Administrator Options
| Field | Description |
|---|
| Require timesheets to be approved before posting
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Select this option to require that submitted timesheets be approved before they can be posted to your Vision database.
Note that only users with
Group,
Company, or
System access to the Timesheet application can approve timesheets. You establish user access and approval rights for the Timesheet application on the Time tab of the Employee Info Center.
If you want your principals, project managers, or supervisors to approve individual timesheet line entries before you post timesheets, use the Timesheet Line Item Approval feature. These two approval options function independently of each another.
You can require:
- Timesheet approval only
- Line item approval only
- Timesheet and line item approval
- No approval
If you do not require either level of approval, you can post timesheets with a status of
Submitted.
After you select this option, you can set up a Timesheet Approval alert to notify administrators when timesheets need approving.
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| Treat inactive projects/plans as dormant
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Select this option to prevent users from entering Inactive projects on their timesheets.
Normally, Vision warns users when they enter a project with a status of
Inactive, but still processes the transaction. When you select this option, Vision does not allow users to enter
Inactive projects on timesheets. This setting does not affect the use of inactive projects with other types of transactions (such as Billing or Accounts Receivable).
If your firm uses the Vision Resource Planning application, you can also use this option to prevent users from "autopopulating" their timesheets with data from
Inactive
plans. Only data from active plans is available for timesheet entry.
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| Autopopulate timesheet with resource planning assignments
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If your firm uses the Vision Resource Planning application, select this option if you want to automatically populate employees' timesheets with data from your project plans. Each time an employee opens a new or in-progress timesheet, Vision automatically updates the timesheet with data from the Resource Planning application.
Vision updates timesheets with project planning data (project, phase, task, labor code) if the following conditions exist:
-
Include in Utilization and Project Planning is selected for the plan on the General tab of Project Planning and the plan's
Status is set to
Active or
Inactive.
- The
Approved for use in accounting applications option is selected for the project on the General tab of Project Info Center and the project's
Status is set to
Active or
Inactive.
- The employee has planned hours that fall within the timesheet period. For example, if an employee has planned hours on Project B from 8/1/15 through 8/15/15, and the timesheet periods are weekly, then Vision would populate timesheets with Project B data for 7/31/15 - 8/6/15, 8/7/15 - 8/13/15, and 8/14/15 - 8/20/15.
Keep these points in mind:
- If you select
Treat inactive projects/plans as dormant on this tab, Vision only pulls data from active projects/plans.
- If an employee, who is charging time to a project, is removed from that project, then Vision does
not automatically reverse the entry from the timesheet.
- Timesheets are autopopulated with Resource Planning data only when an employee opens his/her own timesheet. Timesheets are not autopopulated when an administrator opens an employee's timesheet.
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| Enable unit quantities feature
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Select this option to allow users to charge units when completing their timesheets.
Selecting this option does not automatically enable all users to enter unit quantities. You must also select
Allow Employee to Charge Units in Timesheet on the Time tab of the Employee Info Center. When both options are selected, a Unit Quantities tab displays on the Timesheet form.
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| Post units as they are generated (do not create a transaction file)
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Select this option if you want unit transactions entered by employees on their timesheets to be posted when you post related timesheets.
If this option is not selected, you must post the batch entry file for unit transactions as a separate step, which means you can also review the file before posting it. In this case, timesheet posting creates a Unit Transaction entry with a batch name in the form of TKUN-period-postseq (for example, TKUN-200610-234) for units entered on timesheets.
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Timesheet User Options
| Field | Description |
|---|
| Allow staff users to resubmit timesheets
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Select this option to allow staff users to change submitted timesheets and resubmit them for processing.
If you do not select this option, staff users cannot modify their timesheets after they submit them for processing.
This option is available only to users whose Administration level is set to
Staff. Group and/or System level users can resubmit their own timesheets if the appropriate options are specified on the Time tab of the Employee Info Center.
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| Allow users to enter overtime
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Select this option to enable the timesheet overtime fields (Ovt and
Ovt-2). These fields allow users to enter standard and secondary overtime hours.
If you do not select this option,
Ovt and
Ovt-2 do not display on timesheets and users cannot enter overtime hours.
To enable
Ovt-2, you must select this option and select
Enable secondary overtime on the General tab of Accounting System Settings Configuration.
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| Require electronic signature when submitting timesheets
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Select this option to require users to enter a password when they submit their timesheets.
If you select this option, establish passwords in Security Configuration.
Use the Miscellaneous tab of Company Timesheet Configuration to enter a message that displays after employees submit their timesheets.
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| Require comments when hours are entered
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Select this option to require users to enter comments for all labor charges they enter on their timesheets.
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| Limit timesheet entry to (tenth, quarter, half, whole) hour increment
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Select this option to limit timesheet entries to either tenth, quarter, half, or whole hour increments. Select the desired increment from the drop-down menu.
When this option is selected, the
Enable start/end time feature option becomes available.
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| Enable start/end time feature
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Select this option to have Vision use the employee's start/end times to calculate the actual number of hours worked and then round that amount to the nearest tenth, quarter, half or whole hour increment.
- This option is available only if you first select
Limit timesheet entry to (tenth, quarter, half, whole) hour increment.
- To enable this feature for a specific user, you must also select
Require Employee to Enter Start and End times on the Time tab of the Employee Info Center.
- When you select the
Enable start/end time feature option, the
Allow Employees to Enter Meals and Breaks option becomes available on the Time tab of the Employee Info Center.
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| Hide Reverse Menu Option
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Select this option to hide the
Reverse grid option on the Timesheet Hours tab in the Timesheet application. You reverse a timesheet line item to correct the hours that are entered for a project, phase, task, or labor code timesheet entry after it was submitted. Reversing a timesheet line item creates a negative entry for the initial hours. Selecting
Hide Reverse Menu Option ensures that users do not have the ability to reverse an entry and instead must zero out the hours on timesheet line items. This means that positive and negative hours do not display on reports and invoices.
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Show Timesheet Left Grid Options
| Field | Description |
|---|
| Project
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Use the drop-down list in this field to determine how project data is entered and displayed on the Timesheet form.
- Select
Number to display the
Project field. This field accepts and displays project numbers only.
- Select
Name to display the
Project Name field. This field accepts and displays project names only.
- Select
Both to display both the
Project and the
Project Name fields. The
Project Name field displays as a read-only field. Users must enter a project number in the
Project field; Vision automatically enters the project name in the
Project Name field.
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| Phase
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Use the drop-down list in this field to determine how phase data is entered and displayed on the Timesheet form.
- Select
Number to display the
Phase field. This field accepts and displays phase numbers only.
- Select
Name to display the
Phase Name. This field accepts and displays phase names only.
- Select
Both to display both the
Phase and the
Phase Name fields. When you select this option, the
Phase Name field displays as a read-only field. Users must enter a phase number
Phase; Vision automatically enters the phase name in the
Phase Name field.
If you are using only one WBS level, this option does not display on the Setup tab.
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| Task
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Use the drop-down list in this field to determine how task data is entered and displayed on the Timesheet form.
- Select
Number to display the
Task field. This field accepts and displays task numbers only.
- Select
Name to display the
Task Name field. This field accepts and displays task names only.
- Select
Both to display both the
Task and the
Task Name. When you select this option, the
Task Name field displays as a read-only field. Users must enter a task number in
Task; Vision automatically enters the task name in the
Task Name field.
If you are using only one or two WBS levels, this option does not display on the Setup tab.
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| Labor Code
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Use the drop-down list in this field to determine how labor code data is entered and displayed on the Timesheet form.
- Select
Number to display the
Labor Code field. This field accepts and displays labor codes using both numbers and letters.
- Select
None if you do not want to display the
Labor Code field. When you select this option, users are not required to enter labor codes when charging time to projects. The default labor code that is entered for an employee on the Time tab of the Employees Info Center is always used for timesheet entries.
If you are not using labor codes, this option does not display on the Setup tab.
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| Labor Category
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Use the drop-down list in this field to determine if labor category data is entered and displayed on users' timesheets.
- Select
Name to display the
Labor Category field. The
Labor Category field displays the name of the labor category assigned to the user on the Accounting tab of his or her Employee Info Center record. If you select this option, the user is able to select a different labor category when charging time to projects.
- Select
None if you do not want to display the
Labor Category field. If you select this option, Vision applies the user's default labor category (from the Accounting tab of Employee Info Center) to all labor charges. The user is not able to enter a different labor category on his or her timesheet.
This option displays on the Setup tab only if you are using Vision Accounting, Vision Billing, or Vision Resource Planning.
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| Client
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Use the drop-down list in this field to determine how client data is displayed on the Timesheet form.
- Select
Name to display the
Client Name field. This is a read-only field that displays the name of the client associated with the project entered in the
Project Name field and/or
Project Number field.
- Select
None if you do not want to display the
Client Name field.
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| Left grid width (0=default)
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Use this field to set the size of the left grid on the Timesheet form. This grid contains the
Project,
Project Name, Phase,
Phase Name,
Task,
Task Name,
Labor Code, and
Labor Category fields (based on the settings you select in this section).
For proper display, enter a value greater than 215 (or leave the field blank).
The size of the grid determines how much data is visible when users open the Timesheet form. If all of the fields are not visible, users can scroll through the grid to view additional fields.
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Check Timesheet Hours Options
| Field | Description |
|---|
| Check hours entered against the expected
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This feature enables Vision to compare the total hours users submit on their timesheets against the total hours they are expected to submit for the labor period. Vision only checks regular hours, not overtime hours.
Vision performs the check when users submit their timesheets. Vision calculates a user's expected regular hours by multiplying the number of days in the labor period by the expected hours entered in
Hours/Day field on the Personal tab of Employee Info Center.
Vision can either warn users about discrepancies, or it can give them an error message:
- A warning alerts the user to the discrepancy, but allows the user to submit the timesheet without changes.
- An error alerts the user to the discrepancy, and prevents the user from submitting the timesheet if the hours entered are greater than expected. They can, however, submit the timesheet if the hours entered are fewer than expected.
Select one of the following options:
-
None — Vision does not check entered hours against expected hours.
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Warning if Over — Vision displays a warning message if the hours submitted are greater than expected.
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Warning if Under — Vision displays a warning message if the hours submitted are fewer than expected.
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Warning if Either Over or Under — Vision displays a warning message if the hours submitted are greater or fewer than expected.
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Error if Over — Vision displays an error message if the hours submitted are greater than expected. The user must correct hours to submit the timesheet.
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Error if Under — Vision displays an error message if the hours submitted are fewer than expected.
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Error if Either Over or Under — Vision displays an error message if the hours submitted are either greater than or fewer than expected. The user must correct the timesheet if the hours are greater than expected.
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Detailed Timesheet Report Options
| Field | Description |
|---|
| Include client name
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Select this option to display client names (for each project) on the user's Detailed Timesheet report. This report presents timesheet entries for a single employee and labor period. The report includes all information entered on the employee's timesheet.
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| Include comments
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Select this option to display comments (for each labor charge) on the user's Detailed Timesheet reports.
The expanded text content will display when this option is selected.
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| HTML Formatting
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If you select the
Include comments option, this option will be enabled, and it is selected by default. While selected, the timesheet comments will be HTML formatted on the Detailed Timesheet report if the user applied formatting to their timesheet comments.
Disable this option if you want the timesheet comments to be displayed without HTML formatting on the Detailed Timesheet report.
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