Use the Timesheet Audit tab to configure Vision to create an audit trail when changes are made to employee timesheets.
Contents
You can track timesheet changes in an audit trail that is triggered whenever employees, approvers, or timesheet administrators update, delete, or submit timesheet records. You can also alert employees when changes are made to the timesheet through the billing process.
The Timesheet Audit feature tracks the following information:
- Date and time of change
- Employee or Approver name of the person responsible for the change
- Action that was taken (update, submit, approve)
- Day on the timesheet to which the change applies
- Fields that were updated, with their original and new values
- Revision explanations, if revision explanations are enabled
When auditing is enabled, the Timesheet Audit Detail report in
provides timesheet audit trail data.
| Field | Description |
|---|
| Enable timesheet revision audit
|
Select this option to enable the timesheet revision audit functions. This feature tracks changes that are made to a timesheet by employees, approvers, or timesheet administrators, and allows you to generate the Timesheet Audit Detail report, which lists these changes.
There are two methods for tracking revisions. You can start to track revisions when you submit the timesheet the first time or after you save the timesheet the first time. You must select one of these options after you select
Enable timesheet revision audit.
|
| Audit all updates starting with initial submit
|
Select this option to track all changes made to the timesheet after it is submitted the first time. The first revision consists of the employee name and the date and time on which the timesheet was submitted. Vision will continue tracking changes while the timesheet is in progress. This option is selected by default.
|
| Audit all updates after initial save
|
Select this option to track all changes made to the timesheet after it is saved for the first time. If a timesheet is updated and saved frequently, each update will be reflected in the Timesheet Audit Detail report. In addition, if a timesheet is entered daily, a revision will be created each day that the time is entered and saved.
|
| Enable revision explanation
|
This option is only enabled when you select the
Enable timesheet revision audit option. Select this option to enable timesheet revision explanations, so that employees and timesheet administrators can provide the reason for a timesheet change. They can select from a global list of reasons or use the Vision Text Editor to enter a reason.
When revisions are used, they are included in the timesheet but are not listed on the Timesheet Audit Detail report.
|
| Require after initial submit
|
Select this option to require that employees and timesheet administrators enter an explanation for their revisions each time that they change the timesheet after it is submitted for the first time. This option is enabled when you select both
Audit all revisions after initial save and
Enable revision explanation.
|
| Require for updates prior to current day
|
Select this option to require that, after saving a timesheet for the first time, employees and timesheet administrators enter an explanation each time that they make revisions to a timesheet for a date that is earlier than the current date. (Changes to time entered for the current date do not require explanations.) This option is enabled when you select both
Audit all revisions after initial save and
Enable revision explanation.
|
Global Revision Explanations Grid
Use the Global Revision Explanations grid to add, copy, delete, edit, or review global reasons for timesheet revisions for the active company. The reasons entered on this grid are available to all Timesheet users in the company and can help identify or classify revisions on individual timesheets.
| Field | Description |
|---|
| Global Revision Explanations Drop-down
|
Click the drop-down arrow on a grid header to complete any of the following actions:
- To print grid data, click
Print. On the Print Preview form, click
to send the grid data to your default printer.
- To export grid data to an Excel spreadsheet, click
Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the grid data, or to save the spreadsheet file locally.
- To turn on grouping for a grid, click
Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into the field, in the sequence that you want them to display.
Not all options are available on all grids.
|
 Insert
|
Click this option to add a reason to the Global Revision Explanations grid.
|
 Copy
|
Click this option to copy a reason on the Global Revision Explanations grid to a new row on the grid.
|
 Delete
|
Click this option to delete a reason from the Global Revision Explanations grid.
|
| Enable Billing Transfer Audit
|
You must have access to Vision Billing for this option to display. Select this option to allow a labor transfer to occur in Interactive Billing or Interactive Approvals. This will also allow you to send a timesheet alert to the affected user after the transfer is processed. The user can then view the time that was transferred within the timesheet start and end dates on the Labor Billing Transfer Audit dialog box.
|
Global Transfer Reasons Grid
Use the Global Transfer Reasons grid to add, copy, delete, edit, or review global reasons for labor transfers for the active company. The reasons entered on this grid are available to all Timesheet users in the company and can help identify or classify specific revisions for a labor transfer.
| Field | Description |
|---|
| Global Transfer Reasons Drop-down
|
Click the drop-down arrow on a grid header to complete any of the following actions:
- To print grid data, click
Print. On the Print Preview form, click
to send the grid data to your default printer.
- To export grid data to an Excel spreadsheet, click
Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the grid data, or to save the spreadsheet file locally.
- To turn on grouping for a grid, click
Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into the field, in the sequence that you want them to display.
Not all options are available on all grids.
|
| Insert
|
Click this option to add a reason to the Global Transfer Reasons grid.
|
|
Copy
|
Click this option to copy a reason on the Global Transfer Reasons grid to a new row on the grid.
|
| Delete
|
Click this option to delete a reason from the Global Transfer Reasons grid.
|
