Approving a timesheet

After a timesheet is approved, supervisors or accounting managers can no longer change it, unless they first unapprove it.

You can also choose to have project managers approve time for a project.

Learning Resource: Time Entry Functional Guide

To approve a timesheet

From the > Manage menu, click Time & Expense.
Click the Timesheets by Employee tab.
In the table, you can choose to:

View the sort order or appearance of columns differently.
Add optional columns to see additional information. Click (Customize), select the columns you want to add, and click OK.

Column	Description
Company	Multi-company only. The company the employee works for
First name	First name of the employee
Middle name	Middle name of the employee
Last name	Last name of the employee
Submitted	Indicates if the timesheet was submitted.
Time rejected	Indicates if any time on the timesheet was rejected.
Supervisor approved	Indicates if the supervisor approved the timesheet.
Project manager approved	Indicates if the project manager approved the timesheet.
Accounting approved	Indicates if the accounting manager approved the timesheet.
Target billable %	Lists the targeted billable percent, as set up on the General tab of the Employee window.
Actual billable %	Lists the actual percent billable.
Paid	Indicates if payroll has been processed for the employee.

Change which timesheets appear in the table. Click (Change View) and enter information as follows:

Column	Description
For a certain period	In the Date Range field, click the date or time period you want to view timesheets for. To choose a range of dates, click Select Dates and then enter the beginning and ending dates in the fields that appear to the right.
Company	Multi-company only. Select to view timesheets only for the selected company.
Show only my employees	This option only appears if you are set up as an accounting manager, who by default sees all employees. Select the Show only my employees check box to see only your own direct reports instead of a list of all employees.
Show multilevel employees	This option only appears if you are set up as a supervisor, not as an accounting manager, and your company preferences are set up to allow multilevel timesheet approval ( > Setup > Company > Preferences > Time & Expense Entry tab ). Select the Show multilevel employees check box to see employees who report directly to you and those employees who report to supervisors who report to you.
For a specific employee	In the Employee field, enter the name.
If submitted	In the Submitted field, make a selection. You can choose to see only timesheets that were submitted, not submitted, or all timesheets.
If supervisor approved	In the Supervisor Approved field, make a selection. You can choose to see only timesheets that were approved by the supervisor, not approved, or all timesheets.
If accounting approved	In the Accounting Approved field, make a selection. You can choose to see only timesheets that were approved by accounting, not approved, or all timesheets.

Click the timesheet you want to approve. If you want to approve it without looking at it, click Approve. Otherwise, click Edit and follow the remainder of these instructions.

If needed, add optional columns to see

additional information.

Click (Customize), select the columns you want to add, and click OK.

Column	Description
Direct time table at top of window
P (Project manager approved)	Indicates if a project manager approved the time. The column on the window is titled P for Project Manager Approved.
Employee type	View the employee type.
Hours Detail table
Manager notes	View or change manager notes.
Rejected by	View who rejected the timesheet.
Rejected date/time	View the date and time the timesheet was rejected.
Project manager approved by	View the project manager who approved the timesheet.
Project manager approved date/time	View the date and time that the project manager approved the timesheet.
Start/stop time	View the starting and ending time for time counted with the timer.
Billed	View if the time has been billed.

If you do not want to approve certain hours on the timesheet, do one of the following:

Change the hours for your employee, if allowed through your company preference settings.
Reject the time, as follows, so the employee can review and change the timesheet.

To reject time for	Do this
A row	Click the first cell on the left of the row, and then right-click and click Reject Row.
A cell	Click the cell, and then right-click and click Reject.

The hours for rejected time appear in bold type to indicate that you rejected them. When you reject time, Ajera enters it on the client invoice with a status of Hold.

If you reject time for a row or cell by mistake, simply right-click and click the Reject option again.

Note:

If you reject any hours on a timesheet, you cannot approve the timesheet. It is automatically unapproved and unsubmitted.

The time can be corrected in one of the following ways:

To correct time as

Do this

The employee

Delete the rejected hours, click Save, make changes as needed and re-enter the hours, and submit the timesheet again.

The supervisor/ accounting manager

If your company preferences for time and expense entry are set up to permit it, make changes as needed.

You can always submit or unsubmit a timesheet by right-clicking a timesheet on the Timesheet List window and clicking Submit.

To enter any manager notes or comments for a cell, do the following:

If the Manager Notes column does not appear in the Hours Detail table, click (Customize), select the Manager notes check box, and click OK.
Click the cell in the table at the top or middle of the window that you want to enter notes for.
In the Manager Notes cell in the Hours Detail table, enter your notes.

Do one of the following:

To	Do this
Approve as a supervisor	Select the Supervisor Approved check box, and click Close.
Approve as an accounting manager	Select the Accounting Approved check box, and click Close.
Not approve the timesheet	Click Close.