The Timesheet Form

The Timesheet form displays when you open the Timesheet application. Use this form to enter the information that is required to process your labor charges for individual labor periods. This includes project, phase, task, labor code, and labor category values for each labor charge on your timesheet. It also may include time using special categories with pre-defined project, phase, task, labor code, labor category, and payroll tax locale values.

The timesheet form displays fields and a grid. The fields list the general timesheet data, including period, number of hours, status information, totals, and related comments, while the grid displays specific labor charge and time details.

The timesheet grid itself is divided into three panels:

• Left: Displays the projects, phases, tasks, labor codes, and labor categories to which you are charging time.
• Middle: Displays time for each day/date and project, phase, task, labor code, and labor category combination. It also indicates, by color, the designated working, non-working, and holidays on the timesheet.
• Right: If the Totals option is set to On, the right side of the grid displays the totals for each grid row.

Resize Grid

You can change the view of the left and middle sections of the grid. When you mouse over the vertical grid line that displays between the two sections, an arrow displays. Click this arrow and drag the gray vertical grid line to resize the two sections and change the view.

Enter Data in a Timesheet

Prerequisites: Open a timesheet

To enter data on the Timesheet form, complete the following steps:

1. On the timesheet, click on a row to enter your hours for the respective category or charge that is displayed. When you select a row, a displays to indicate that the row is active.
2. To access blank lines and record additional charge information, complete one of the following actions:
   • Click in the last row on the Timesheet grid.
   • Click Insert on the Timesheet grid to insert a blank row beneath the currently selected row.
   • Click Submit to save recent edits, complete validations, and submit the timesheet.
   Make sure that the row indicator displays on the row where you want to add charges.
3. Use the lookups and quick finds to enter all other labor charges.
4. Enter the associated hours for each labor charge.
5. Click Save. Navigator confirms that all required fields are complete. If so, the timesheet data is saved but is not submitted. You must click Submit after you save to submit the timesheet data for approval.

   If the required fields are not complete, an error message displays with the focus placed on the field that is missing a value.

After you edit and save a timesheet, you can submit it.

Contents-The Timesheet Form

Contents

Field	Description
Period Ending	This field displays the end date of the timesheet labor period. This is the last day for which you can charge time to this timesheet.
Period Status	Each timesheet labor period has a status value. Labor periods are either: Open: The labor period is open for processing. You can open a timesheet, enter and edit data, and submit. Closed: The labor period is closed for processing. You can open and copy a timesheet, but you cannot enter or edit timesheet data, or submit.
Timesheet Status	The status of the timesheet displays on the Timesheet, the Open dialog box, and the Copy dialog box. This status is important because it reflects the current processing stage of the timesheet and determines what access rights are available. Your system administrator can change the status of a timesheet at any time prior to posting the timesheet. Status options are: Missing: No timesheet is created for this time period. You can select the labor period and create a new timesheet for the period. The status value automatically changes to In Progress. Note that Missing displays as <Blank> on the Timesheet Period Selection dialog box. In Progress: This timesheet is in the process of being completed and has not been submitted. You can enter timesheet data and edit timesheet data. Submitted: The timesheet is submitted for processing, but has not been approved. You can open the timesheet, but you cannot enter or edit timesheet data unless your security access allows you to resubmit timesheets. Posted: The timesheet has been posted. You can open the timesheet, but you cannot enter or edit timesheet data, submit, or approve the timesheet. Approved: The timesheet has been approved and is ready to be posted. You can open the timesheet, but you cannot enter or edit timesheet data unless your Timekeeper Administrator allows you to resubmit timesheets.
Totals	Slide the Totals button to the ON position to turn the timesheet totals on. The default for this option is ON. If overtime hours can be assigned, the timesheet Regular, Overtime, Overtime-2, and Total hours display. If overtime hours are not assigned, the Total column and row display. If overtime hours cannot be assigned, the Regular, and Total column and row display.

Field

Description

Project

Use this field to select the project to which you are charging time. The records that are available to choose from depend on the following Vision settings: Apply Project access to: If this option is selected in Configuration » Security » Roles » Record Access tab, the list of available projects is filtered by your role's project record level access. Treat inactive projects/plans as dormant: If this option is selected in Configuration » Time & Expense » Company Timesheet, you can only view and select active projects. You can never select dormant records. To select a project record, complete one of the following: Enter a project number. As you enter data, Navigator uses the Quick Find feature to populate the Lookup list with potential matching records. Click to use the Project Lookup. If the Automatically retrieve records when opening lookups option is selected on the General tab of User Options in Vision, and the Allow users to automatically retrieve records in lookups option is selected on the Lookups tab in Configuration » General » System Settings, the Project lookups opens with projects displayed in the Project column. You can also use the Sort drop-down to first sort the project list by Name or Number.

Field	Description
Project Name	The name of the project displays. The settings in the Show Timesheet Left Grid Options group box on the Configuration » Time & Expense » Company Timesheet, to determine whether the project name is shown.
Client Name	The name of the client who is associated with the project displays. The settings in the Show Timesheet Left Grid Options group box on the Configuration » Time & Expense » Company Timesheet, to determine whether the client name is shown.
Phase	This field is available if the project you selected has associated phases. Use this field to select the phase to which you are charging time. The records that are available to choose from depend on the project that was selected and the following Vision setting: Treat inactive projects/plans as dormant: If this option is selected in Configuration » Time & Expense » Company Timesheet, you can only view and select active phases. You can never select dormant records. To select a phase record: Select the project to which you are charging time. If there are associated phases, Navigator displays the Phase column in the Lookup dialog box. Select the respective phase from the lookup and click Finish. The phase information display on the timesheet line. If the Automatically retrieve records when opening lookups option is selected on the General tab of User Options in Vision, and the Allow users to automatically retrieve records in lookups option is selected on the Lookups tab in Configuration » General » System Settings, the Phase lookup opens with phases displayed in the Phase column. You can modify the individual phase selection, if needed. Click the in the respective Phase column on the timesheet line to access the Phase Lookup and change your selection.
Phase Name	The name of the phase displays. The settings in the Show Timesheet Left Grid Options group box on the Configuration » Time & Expense » Company Timesheet, to determine whether the phase name is shown.
Task	This field is available if the phase that you selected has associated tasks. Use this field to select the task to which you are charging time. The records that are available to choose from depend on the project and phase that were selected and the following Vision setting: Treat inactive projects/plans as dormant: If this option is selected in Configuration » Time & Expense » Company Timesheet, you can only view and save active tasks. You can never select dormant records. To select a phase and/or task record: Select the project to which you are charging time. If there are associated phases and/or tasks, Navigator displays the Phase and Task columns in the Lookup dialog box. Select the respective phase and task from the lookup and click Finish. The phase and/or task information display on the timesheet line. If the Automatically retrieve records when opening lookups option is selected on the General tab of User Options in Vision, and the Allow users to automatically retrieve records in lookups option is selected on the Lookups tab in Configuration » General » System Settings, the Task lookup opens with phases displayed in the Phase column. You can modify the individual phase and/or task selection, if needed. Click the in the respective Phase and/or Task column on the timesheet line to access the Phase/Task Lookup and change your selection. Note that Navigator automatically updates the lookup columns that display to Phase and Task if you select to update a phase, or just Task if you select to update a task.
Task Name	The name of the Task displays. The settings in the Show Timesheet Left Grid Options group box on the Configuration » Time & Expense » Company Timesheet, to determine whether the task name is shown.
Labor Code	This field displays the Labor Code Number if Number is selected in the Labor Code field on the Setup tab in Vision » Configuration » Time & Expense » Company Timesheet. To view the Labor Code Name, open the Labor Code lookup. Your system administrator can set up default labor codes for individual Timesheet users. If one is defined for you, it automatically displays in the Labor Code field on your timesheet, and your ability to change it depends on the settings on the Time tab in the Vision » Info Center » Employees. If there is no pre-defined labor code, you can enter one directly in this field, or use the Quick Find or the Labor Code lookup features to select a code from the database. Note: If your system administrator or project manager defines budgeted labor codes for individual projects and you select a non-budgeted code, you might receive a warning or error message when you submit your timesheet.
Labor Category	Your system administrator can set up default labor categories for individual Timesheet users. If one is defined for you, it automatically displays in the Labor Category field on your timesheet.
	This field displays the Labor Category if Name is selected in the Labor Category field on the Setup tab in Vision » Configuration » Time & Expense » Company Timesheet. If there is no pre-defined labor category, you can enter one directly in this field, or use the Quick Find or the Labor Category lookup features to select a category from the database. Or, the if the Automatically retrieve records when opening lookups option is selected on the General tab of User Options in Vision, the Labor Category Lookup opens with labor categories displayed. Your Vision options are set to Automatically retrieve records when opening lookups, the Labor Category opens with a selection already displayed in the Labor Category column.
Payroll Tax Locale	This field displays the defaulted payroll tax locale's code. You cannot change the locale in Navigator Timesheet. You are using Vision Payroll and the Allow project's tax locale to be overridden on timesheet options is selected on the General tab of Vision Payroll Setup. The employee's Locale Method is set to Follow Project Locale on the Payroll tab in Vision » Info Center » Employees.
Regular	Use this field to view the number of regular hours worked. Click the Day/Date field that corresponds to the day for which you are charging time to a selected labor code, labor category, payroll tax locale combination. You can also select the Regular field in the lower left area of the timesheet and enter your hours for the day. The Limit timesheet entry to ___ hour increment setting in Vision » Configuration » Time & Expense » Company Timesheet controls what rounding and decimal settings apply to the user's entry. For example, if it is set to tenths and I enter 1.25, the system shows 1.3. If it is set to whole and I enter 1.5, the system shows 2. You can enter whole hours (1.00), partial hours (.50), or a combination of whole and partial hours (1.50) but no more than 24 hours in one day.
Overtime	This field displays in the lower left portion of the timesheet if Allow users to enter overtime is selected on the Setup tab in Vision » Configuration » Time & Expense » Company Timesheet. Click the Day/Date field that corresponds to the day for which you are charging time to a selected project, phase, task, payroll tax locale combination. Click the Ovt field and enter your hours. The Limit timesheet entry to ___ hour increment setting in Vision » Configuration » Time & Expense » Company Timesheet controls what rounding and decimal settings apply to the user's entry. For example, if it is set to tenths and I enter 1.25, the system shows 1.3. If it is set to whole and I enter 1.5, the system shows 2. You can enter whole hours (1.00), partial hours (.50), or a combination of whole and partial hours (1.50). Your company can set a standard overtime rate (Overtime) and a secondary overtime rate (Overtime-2). Contact your supervisor if you also see an Overtime-2 field and do not know which field to enter your overtime hours in.
Overtime-2	This field displays in the lower left portion of the timesheet if Secondary Overtime is selected on the Setup tab in Vision » Configuration » Time & Expense » Company Timesheet. Click the Day/Date field that corresponds to the day for which you are charging time to a selected project, phase, task, payroll tax locale combination. Click the Overtime - 2 field and enter your hours. The Limit timesheet entry to ___ hour increment setting in Vision » Configuration » Time & Expense » Company Timesheet controls what rounding and decimal settings apply to the user's entry. For example, if it is set to tenths and I enter 1.25, the system shows 1.3. If it is set to whole and I enter 1.5, the system shows 2. You can enter whole hours (1.00), partial hours (.50), or a combination of whole and partial hours (1.50). Your company can set a standard overtime rate (Overtime) and a secondary overtime rate (Overtime-2).
Total	If the Timesheet Totals button is turned to the ON position, this field displays total number of hours for each category.
Status	When you select the hours field in a timesheet line, this field displays the timesheet line item approval status. This status is determined by the principal, project manager, and/or supervisor that reviews and then approves or rejects individual labor charges for the project.