If you need to create a new manual timesheet, you can access it via the menu "Create Manual Timesheet".
(or) go to User Timesheet List, and press the CREATE MANUAL TIMESHEET button in the top right.
Contractor: Mandatory - Select the Contractor for whom the timesheet is being raised.
Assignment: Mandatory - Select the relevant assignment for the timesheet, if there is no assignment to select, one will need to be created.
Month: Mandatory – select the month that the timesheet is for
Period: Mandatory – select the period that the timesheet is for
Image Upload: Optional – if there is a receipt, or a singed paper timesheet that is required to be uploaded and attached to the timesheet entry, select Choose File and follow the prompts to upload the image.
Compliance Indicator: There is an indicator with regards to the Contractor’s compliance status
Rate Type: Mandatory – select the rate type applicable to the timesheet
If the rate required is not in this option, the assignment for the Contractor should be edited if it is a rate that will commonly occur. The rates that are available in the assignment will be displayed here.
If the rate required is not something that will typically occur, an ad-hoc entry can be made.
Units: Mandatory – enter the amount of units to be paid for this rate type
Override: ticking this box allows for the Pay and Charge rates to be edited
Pay Rate: this is the amount that the Contractor will be paid, this information is coming from the assignment that has been selected, to change the rate as a one-off, tick the override box, to change ongoing this should be edited within the Assignment
Charge Rate: this is the amount that the Client will be billed, this information is coming from the assignment that has been selected, to change the rate as a one-off, tick the override box, to change ongoing this should be edited within the Assignment
Expense: if the line entry you are making is for an expense, tick this box
VAT Override: The VAT amount is maintained within Organisation and Client records, ticking this box will allow VAT to be edited from the recorded amounts
Add: To add additional lines to the timesheet entry, click the +Add Button in the Actions, you will then be able to enter any further lines, or put in an ad hoc entry
Notes: It is possible to add notes to the timesheet if required – press the NOTES button, type the note, and press SAVE
Draft: If some details are still required, or further approval required, the timesheet can be saved as a draft. Press the DRAFT button at the top of the screen.
To find the draft timesheet – navigate to the User Timesheet screen, and click the Manual Timesheet – the timesheet will be displayed with the status ‘Draft’ You are able to sort the timesheets by status, or search and filter to be able to view. Click on the edit actions to open the timesheet, finalise any changes, and be ready to submit.
Submit: If the timesheet is OK to be submitted, click the SUBMIT button at the top of the screen.
Once a Manual Timesheet has been submitted by an Organisation User, it will automatically be classified as an Approved Timesheet.
Expense Flow:
The user can draft the timesheet (or) submit the timesheet along with the expense on manual timesheet screen. When creating manual timesheet, user will be seeing the new option called "Expense" in the top along with Draft and Submit.
Draft with expenses:
If the user wants to draft the timesheet by adding the expenses, they can use this option.
On clicking "Draft with Expense", the slider will be opened for the user to select the expense type, expense amount, upload attachments if necessary, select VAT if applicable, and then Draft/Submit.
If the user clicks "Draft", they have to go into the Expenses screen to submit them manually. If the user clicks "Submit", the expenses will be "Approved". But the timesheet will still be in "Draft" status. In order to run this expense through Batching process, user has to submit the timesheet, then the approved expenses for that timesheet will also be available in the batching process.
Submit with expenses:
If the user wants to submit the timesheet by adding the expenses, they can use this option.
On clicking "Submit with Expense", the slider will be opened for the user as same as the other option to select the expense type, expense amount, upload attachments if necessary, select VAT if applicable, and then Draft/Submit.
If the user clicks "Draft", they have to go into the Expenses screen to submit them manually. If the user clicks "Submit", the expenses will be "Approved". In this option, both expenses and timesheets have been approved, and so this will be available for the batching process right away.