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User Manual
October 2011
eTimesheets Version 1.3.4.9 - Table of Contents
How to use this manual ............................................................................... 3
Overview .................................................................................................... 3
Introduction to eTimesheets ....................................................................... 4
Overview .................................................................................................... 4
Navigation ................................................................................................... 5
How to access and exit eTimesheets .............................................................. 6
How to change the eTimesheets password ...................................................... 9
eTimesheets Layout .................................................................................. 10
Overview ...................................................................................................10
Main Menu .................................................................................................11
Timesheets Sub-Menu .................................................................................13
Timesheet Detail Sub-Menu .........................................................................14
Expense Sub-Menu .....................................................................................20
Expense Detail Sub-Menu ............................................................................21
Approvals Sub-Menu ...................................................................................25
eTimesheets Functions .............................................................................. 28
Overview ...................................................................................................28
Timesheet .................................................................................................29 New ............................................................................................................................................... 29 Change ......................................................................................................................................... 31 Copy .............................................................................................................................................. 32 Delete ........................................................................................................................................... 34 Submit.......................................................................................................................................... 35
Timesheet line ...........................................................................................36 New ............................................................................................................................................... 36 Change ......................................................................................................................................... 46 Copy .............................................................................................................................................. 47 Repeat .......................................................................................................................................... 48 Delete ........................................................................................................................................... 50 View Timesheet Detail ............................................................................................................ 51 View Timesheet Weekly Summary ..................................................................................... 53
Favourites .................................................................................................54 Add Job to Favourites ............................................................................................................. 54 Remove Job from Favourites ................................................................................................ 55 Maintain Preferences ............................................................................................................... 56
Expense Sheet ...........................................................................................58 New ............................................................................................................................................... 58 Change ......................................................................................................................................... 60 Delete ........................................................................................................................................... 61 Submit.......................................................................................................................................... 62 View .............................................................................................................................................. 63
Expense line ..............................................................................................64 New ............................................................................................................................................... 64 Change ......................................................................................................................................... 68 Copy .............................................................................................................................................. 69 Repeat .......................................................................................................................................... 70 Delete ........................................................................................................................................... 72 Per Diem ...................................................................................................................................... 73
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 2
Change Banking .........................................................................................75 Change eExpense Supplier Account No ............................................................................ 75
Approvals ..................................................................................................76 Timesheet Approvals ............................................................................................................... 76 Expense Approvals ................................................................................................................... 79 Advise Rejections ..................................................................................................................... 81 View Missing Timesheets ....................................................................................................... 82 Bulk Approve Timesheets ...................................................................................................... 85 Bulk Create Timesheets ......................................................................................................... 86 Delegates .................................................................................................................................... 88
Attachments ..............................................................................................90 Timesheet & Expense attachments .................................................................................... 90
Appendix 1 ................................................................................................ 92
eTimesheets calculations .............................................................................92 Timesheet hours ....................................................................................................................... 92 Charge ratio calculation ......................................................................................................... 93
Glossary .................................................................................................... 95
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 3
How to use this manual
Overview
Introduction This manual has been written to assist in using the eTimesheets
system.
Access aids There are various access aids to help you to find the information
required.
Table of Contents – The listing of this manual’s content,
which is located at the front of the manual.
Topic titles – The major headings on each page, for
example, the heading “How to use this manual” located on this page.
Block labels – The minor headings on each page for
example, the heading “Access aids” located on this page.
Requirement The user must ensure they have Adobe Acrobat Viewer Version 4 or above installed on their computer in order to display this PDF user
manual correctly.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 4
Introduction to eTimesheets
Overview
eTimesheets is a web-based connection to the Greentree Job Cost
system used for capturing timesheet entries electronically.
Timesheet is the finished combination of a Timesheet header and a number of Timesheet lines that have been entered by the user in
order to document the work that they have performed within that
period.
Timesheet line is one line within a Timesheet that captures one
portion of work: assigned to a particular job, activity & work centre
(if applicable).
Weekly Summary displays all Timesheet lines within the selected
Timesheet header grouped by job code and displays the total
number of hours for each day and for the week.
Expense is the finished combination of an Expense header and a number of Expense lines that have been entered by the user in
order to document the Expenses that they have incurred within
that period.
Expense line allows the user to enter Expense lines into the
Expense and define each Expense line as a job costing or non-stock
Expense.
Approvals allow the user to view, edit, reject or approve
Timesheets and Expenses that have been submitted via
eTimesheets. Once approved, Timesheets generate job cost
Timesheet entries within the central invoicing system. Expenses
generate Accounts Payable invoices.
Attachments allow the user to add, open and save relevant
documentation to Timesheets and Expenses.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 5
Navigation
Introduction eTimesheets provides a variety of navigational tools that will assist
the user in moving around the system quickly and easily, including:
Mouse and keyboard Data entry
Common buttons
Mouse and keyboard – the user can use the keyboard to perform
the same actions as the mouse. Some important keyboard actions
are described below:
Keys Description
Links A link is an underlined word that can be selected
using the mouse or enter key. Once actioned, a
pop up list / window opens. Example: 15 February 2006 - will display the
details for the Timesheet or Expense.
! Display the online help for the Explorer program.
Alt-tab Toggles between eTimesheets and other open
Windows applications.
Data entry – data can be entered into the field on a screen by
three different ways; by direct entry, from a drop down list or pop
up list.
Direct entry – to enter text into a field place the cursor inside the field and type in the data.
Drop down list – this is a drop down list button. When
selected, it displays a list of values. Select a value and it
will display into the selected field.
Pop up list – when a binoculars icon is clicked on a search pop up list box is shown. Enter search criteria, select the
‘Go’ button and a list of options is displayed. The user
selects an option by using their mouse and once selected
the option will appear in the relevant field. Please note: The call number, transaction type (payroll code), job code, activity
code for Expenses and Timesheets, work centre, non-stock code
and weekend date lists can be set to automatically lookup all
records within the Greentree eTimesheets Module Control.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 6
How to access and exit eTimesheets
Introduction There are two ways you can access the eTimesheets. These access
methods are:
local LAN
Internet
Conditions The user must be set up in the Greentree eTimesheets Employee
Configuration and the following: Microsoft Internet Explorer version 5 or later
Procedure How to log on:
1. From Microsoft Internet Explorer screen.
2. Select the File menu, select Open.
3. Enter the applicable eTimesheets location based on how access
has been set up;
Access from the Local LAN - type the computer name
eg. http://servername/eTimesheets
Access over the Internet - type the fully qualified domain name (FQDN)
eg. http://www.mycompany.com/eTimesheets
4. Select OK.
If the.…
eTimesheets Log in screen appears
Then….
you have accessed the eTimesheets site.
Continued on the next page
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5. Enter the User Code or Email address, Password, Company and
select Log In.
If the.… eTimesheets Main
screen appears
Then…. you have accessed
eTimesheets.
Please note: The User Code is the eTimesheets Employee Code or Email.
The password is setup within the eTimesheets Employee
Configuration, accessed via the System > eTimesheets > Employee
Configuration menu. The password is NOT the password from the User Preference screen in Greentree. Employees marked as
inactive within the System > Job Cost > Employee Maintenance
menu cannot login.
Company defaults to the Default Company set in the eTimesheets
eGreentree.ini file. The Company drop-down lists only the
Companies licensed to use eTimesheets. If you leave Company
<blank> the system tries to find a matching User code / Email in
all the authorised Greentree Companies. Access to eTimesheets is allowed if a unique User code / Email is found.
The Company field can also be hidden through the eTimesheets
eGreentree.ini file setting ‘Show Company’. In this case the Default
Company code in the eTimesheets eGreentree.ini file is used.
If either one of the ‘Create Payroll GL Lines’ or ‘Create Payroll JC
Lines’ options is ticked in Greentree eTimesheets Employee
Configuration for the Employee attempting the Login, the system checks that the JC Employee is linked to an HR Employee. If not
linked, a message is displayed and the user cannot log into
eTimesheets.
Result: You have accessed eTimesheets.
Continued on the next page
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 8
Procedure How to exit:
1. From any eTimesheets screen menu bar select the Logout link.
If the.…
eTimesheets Logout
screen appears
Then….
you have logged out of
eTimesheets.
Please note: If any changes are pending, the system will not save before
exiting. The user needs to save any changes prior to logging out otherwise changes will be lost.
Result: You have logged out of eTimesheets.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 9
How to change the eTimesheets password
Introduction This section explains how a user changes the eTimesheets login
password.
Conditions You need to be logged into eTimesheets.
Procedure How to change the password:
From the Main screen:
1. Select the Change Password link.
2. Enter the old password, press t to move between fields as
required.
3. Enter the new password.
4. Re-enter the new password to confirm.
5. Press the Change Password button.
Result: The user password has been changed.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 10
eTimesheets Layout
Overview
eTimesheets consists of a number of Menus: A Main menu and a
number of sub-menus. The Menus consist of a number of Icons,
each representing an eTimesheets Function. You can customise the availability of the icons through the Web Menu Configuration
feature in Greentree, located in System > eTimesheets > Web
Menu Configuration. The Web Menu Configuration screen allows
you to select the applicable sub-menu, then the menu option (icon) and to turn the visibility of the option on and off. You can also
update the Caption of the Icon.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 11
Main Menu
Introduction The key functions and buttons are explained in the following
diagram.
Please Note: The Timesheets, Expenses and approvals are available when the user is setup in the Greentree eTimesheets Employee Configuration
to allow use of these functions. Setup ‘eExpense Approval’ in the
Greentree eTimesheets Module Control to use the Expense
approvals function and a supplier with the same home currency must be assigned to the employee within the eTimesheets
Employee Configuration screen in Greentree.
Main Menu Icons Current date Summary Header Menu Bar
Menu Bar The menu bar contains the generic menu items, which needs to be
available from all menus in eTimesheets.
Continued on the next page
Change Password – Allows the user to change their login user password. Your password is maintained through entry
of the old (current) password, as well as the new password
you wish to use. You have to re-enter the new password
for confirmation.
Main Menu – Give access to the eTimesheets Main Menu.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 12
Main Menu Icons Enables access to the eTimesheets functions and sub-menus.
Current Date Displays the current system date.
Header The Header contains ‘what’ the Summary is for, for example:
‘Details for Timesheet’
Summary Lists detail of the records within each function and enables a direct
link to the relevant records. The following is an example of how
the Summary is updated based on the menu item selected:
Timesheets
Timesheets – Displays the eTimesheets User’s list of Timesheets.
The Timesheets are displayed for the Status selected.
Expenses – Displays the eTimesheets User’s list of Expenses. The Expenses are displayed for the Status selected.
Approvals – Displays the sub-menu icons for Timesheets and Expenses waiting approval and advise rejections.
Help – Gives access to this eTimesheets User manual.
Log Out – Closes the user’s current eTimesheets session and returns to the Login screen.
Favourites – This item allows you to create / maintain your list of
Favourite Jobs. Favourite Jobs can be used to limit the number of
Jobs in the Job Search and / or to add by default to a new timesheet.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 13
Timesheets Sub-Menu
Introduction The Timesheets Sub-menu is accessed through the ‘Timesheets’
icon on the Main Menu. The key functions and buttons of the
Timesheets Sub-menu are explained in the following diagram.
Sub Menu Icons Header Grid detail
Sub Menu Icons Enables access to the sub-menu functions.
Header Displays the detail of the person who the Timesheets are for.
Grid Detail Contains the summary of Timesheets for the User as displayed in
‘Header’.
Status Lists the available status selections. The list of Timesheets is filtered based on Status selected.
My Timesheets – Displays a summary of the eTimesheets User’s
Timesheets, based on the Status selected. Access to the detail of the Timesheet is available through drill-down on Week Ending Date.
Add Timesheet – Allows the user to create a new Timesheet or Expense week for a selected employee or supplier.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 14
Timesheet Detail Sub-Menu
Introduction The Timesheet Detail Sub-menu is accessed through drill-down on
the Timesheet Week Ending Date. The key functions and buttons
are explained in the following diagram.
Sub Menu Icons Header details Grid details Timesheet hours details
Sub Menu Icons Enables access to the sub-menu functions.
Continued on the next page
View Timesheet – Allows the user to view the Timesheet details screen.
Change Timesheet – Allows the user to change details within a Timesheet header.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 15
Header detail Displays Timesheet employee details when viewing, adding or changing selected lines.
Grid details Displays Timesheet line detail that makes up the Timesheet.
Timesheet hours detail Displays the day, start, finish, breaks, calculated,
recorded and locked hours summary and charge ratio percentage
details.
Continued on the next page
Delete Timesheet – Deletes the selected Timesheet lines and Timesheet when no lines are recorded.
Add Line – Allows the user to add a new line into the existing
Timesheet.
Submit Timesheet – Allows the user to submit a Timesheet to be approved.
Weekly Summary – Allows the user to view the Timesheet lines for
the week grouped by job code and displays the total number of hours for each day and for the week.
Timesheet Menu – Allows the user to return directly to the
Timesheet Sub-menu.
Reject Timesheet – Allows you to reject a submitted Timesheet.
The Employee can be notified through the Advise Rejections menu
item on the Approval Sub-menu.
Save – Saves the Timesheet for the selected date.
Save – Saves the Timesheet lines.
Copy Timesheet – Allows the user to copy a selected
Timesheet for the current week ending date with the option to clear Timesheet line times.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 16
Timesheet Fields Details that the Timesheet screen displays are:
The Timesheet status and branch.
Summary Format checkbox when ticked enables entry of Timesheet lines by job with a column for each day of the week.
Please Note: Summary format is available in eTimesheets when the Greentree
eTimesheets Module Control and eTimesheets Employee
Configuration has the allow summary lines option ticked and can be changed when the allow changing input format option is ticked.
Once a Timesheet header has been created using one format it
cannot be changed to enter Timesheet lines using another format.
Employee surname, first name and code. The Week Ending date.
The Posting date.
The Narration. The start, finish and breaks time on each day within the period. The total calculated and recorded hours by the user on each day
within the period.
The locked checkbox defines hours recorded that cannot be edited.
The charge ratio percentage achieved by the user. (For a
description on how eTimesheets calculates the charge ratio
percentage - See Appendix 1.)
The target charge ratio percentage for this user for the period,
which is configured within the job cost employee maintenance. An hour’s calculation summary showing totals for chargeable,
non-chargeable and non-chargeable productive hours worked;
leave and total hours. (For a description on how eTimesheets calculates the Chargeable hours - See Appendix 1.)
Continued on the next page
Repeat line – Allows the user to repeat a selected Timesheet
line.
Copy – Allows the user to copy a selected line.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 17
Detailed view of actual Timesheet lines entered, including:
o The date field confirms the actual date of the year that this
Timesheet line applies to. A user is only able to save a Timesheet line for a date that is within the period that this
Timesheet relates. The default for each new Timesheet line will
be the date that was entered into the previous Timesheet line –
the user can however manually enter another valid date for this Timesheet line at this time.
o The job code and description field is used to apply this
Timesheet line to a particular job. Greentree uses this field to apply this Timesheet line to the correct job when job cost
Timesheet entries are created. It cannot be left blank for any
Timesheet line.
o The payroll code and description field is used to apply this Timesheet line to a particular payroll code. Greentree uses this
field to apply this Timesheet line to the correct payroll code
when hours are transferred to payroll.
Please Note: The payroll code and description will be applicable when the
Greentree eTimesheets Module Control and Employee Configuration
has setup ‘Allow Payroll Transaction Types’. Payroll codes can be
compulsory based on the Greentree eTimesheets Module Control setting ‘Transaction Types are compulsory’.
o The activity code and description field is used to apply this
Timesheet line to a particular activity that is part of the job. Greentree uses this field to apply this Timesheet line to the
correct job activity when job cost Timesheet entries are created.
o The all activity codes checkbox when selected allows the user to
view and select from all activity codes within the activity code field.
Please note: An Activity Code can be specified against the Call / Service Request
and marked as compulsory. If specified, then the Call / Service Request’s Activity Code defaults. If ticked as mandatory on the Call
/ Service Request, then the Activity field is display only.
o The work centre and description field is used to apply this Timesheet line to a particular work centre that is part of a
specified job. Greentree uses this field to apply this Timesheet
line to the correct job work centre when job cost Timesheet
entries are created.
o The call or S/R no and summary field is used to apply this
Timesheet line to a particular call or service request the work
was for. Greentree uses this field to apply this Timesheet line to
the correct call or service request when job cost Timesheet entries are created.
Continued on the next page
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 18
Please note: The Job has options that control the availability of the Call / Service
Request fields on the Timesheet line. These options are: Allow Calls
and Allow Service Requests, which can be set to Optional,
Compulsory and Not Allowed. If set to ‘Not Allowed’, then the Call / Service Request field is not displayed in eTimesheets.
The eTimesheets Employee Configuration hosts a field ‘Restrict
Calls and S/R’s to assigned Employee’. If this is ticked, then only
the Calls / Service Requests that have been assigned to the Employee are available through the binoculars.
o The update status field allows the user to update the calls or
service requests status, which is updated in Greentree on approval of the job cost Timesheet entry.
Please Note: The Call or S/R no, summary and update status fields will be
available when setup in the Greentree eTimesheets Module Control
to ‘Use Call Number’.
o The start and finish time fields define the start and end times for
this Timesheet line. eTimesheets uses these fields to calculate
the total hours of the Timesheet line. These fields can be left blank and the user would then need to manually enter the total
hours of time that applies to the Timesheet line in the total
hours field.
o The total hours for each day of the week fields in a summary
format Timesheet define the total hours worked for the job on
each day of the week.
Please Note: eTimesheets will calculate the total hours by using the start and finish times entered. The user can however manually enter a
different duration to deduct a lunch break for example that should
not be included in the total hours. eTimesheets will also allow a
Timesheet line to be saved with the duration field left blank. A warning or errors on submit and approval of daily minimum and
maximum hours can be setup in the Greentree eTimesheets
Employee Configuration.
o The no charge checkbox when selected allows the user to write
off the job cost time in Greentree for the job cost Timesheet
entry. eTimesheets Module Control determines if the No charge
option is available. The specific Module control settings are ‘Allow No Charge’.
o The Notes field allows the user to enter unlimited lines of free
form text as required. The text typed into this field appears in
the job cost Timesheet entry narration within Greentree.
Continued on the next page
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 19
Please note: Timesheet lines can be copied or repeated within a Timesheet for a
defined number of days. This facility copies all details from every field of the selected Timesheet line and duplicates those records
onto Timesheet lines for subsequent days within the Timesheet
period up to the number of days selected in the repeat lines screen.
The system will not repeat the record past the last day within the Timesheet week ending date that is set in the Timesheet header
when the Timesheet was created. JC Timesheet lines entered in
Greentree can be shown in eTimesheets when the ‘Show JC Lines
not originating from eTimesheets’ option in Greentree eTimesheets
Module Control is ticked, are read only and recognised by the audit number beginning with ‘JC’.
All Timesheet lines appear on the Timesheet in chronological date
order from top to bottom of the Timesheet line screen by default. A user is able to left click on a Timesheet line audit number to view
or change the line details. Please note: Timesheet lines that are within a day with the locked checkbox
ticked can only be viewed not changed. File name, size and summary for attachments added to the
Timesheet. A user is able to left click on an attachment line to
open or save the attachment.
Please note: Timesheets are available in eTimesheets when the employee has
the ‘Allow Timesheets’ option ticked on the Greentree eTimesheets
Employee Configuration screen. Timesheets once created with eTimesheets create within Greentree a JC Time Sheet Entry (either
on approval or by Payroll processing of eTimesheets). JC
Timesheet lines entered in Greentree can be shown in eTimesheets
when the ‘Show JC Lines not originating from eTimesheets’ option
in Greentree eTimesheets Module Control is ticked, are read only and recognised by the audit number beginning with ‘JC’. Warn or
error on submit and approval of daily and or weekly minimum and
maximum hours is setup in the Greentree eTimesheets Employee
Configuration.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 20
Expense Sub-Menu
Introduction The Expense Sub-menu is accessed through the Expense item on
the Main Menu. The key functions and buttons are explained in the
following diagram.
Sub Menu Icons Header Grid detail
Sub Menu Icons Enables access to the sub-menu functions.
Header Displays details of the eTimesheets user so that it is clear whom
the Expense detail is displayed for.
Grid details Displays Expense sheet details.
My Expense Sheets – Displays the eTimesheet User’s list of Expense sheets, based on Status selected.
Add Expense Sheet – Gives you the ability to create a new Expense sheet.
Change Banking Details – Gives you the ability to maintain the
Account number of the eExpense Supplier that the eTimesheet
Employee is linked to in Greentree eTimesheet Employee setup.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 21
Expense Detail Sub-Menu
Introduction The Expense Detail Sub-menu is accessed through the Document
Date on the Expense Sub-menu. The key functions and buttons are
explained in the following diagram.
Sub Menu Icons
Sub Menu Icons Enables access to the sub-menu functions.
Continued on the next page
View Expense Sheet – The detail of the selected Expense sheet is
displayed. You can view the detail of each Expense line through drill-down on the Line number.
Change Expense Sheet – Allows you to update the detail on the
Expense sheet. The Expense line is maintained through drill-down
on the line number.
Add Line – Allows you to create a new Expense line for an existing Expense sheet.
Delete Expense Sheet – Allows you to delete Expense lines. Once
all Expense lines have been deleted you have the ability to delete
the Expense sheet.
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Fields Details that the Expense screen displays are:
The Expense supplier code and branch.
Expense sheet invoice number.
Document and posting date.
The status and narration.
The total amount and outstanding amount.
Detailed view of actual Expense lines entered, including the
following fields:
o The line and tax type fields allow the user to select the relevant
type from the drop down list to indicate what type of item was
purchased.
o The tax code field allows the user to select the relevant tax from
the drop down list to indicate the tax applied to the item
purchased. The selected tax code rate is displayed within the
tax % and is used to calculate the tax field amount.
Continued on the next page
Expense Menu – Allows the user to return to the Expense Sub-menu.
Submit Expense Sheet – Allows you to submit an entered Expense
sheet. The status of the Expense sheet is updated to ‘Waiting for
Approval’. The ‘Submit Expense Sheet’ menu item is replaced with
the ‘Approve Expense Sheet’ menu item.
Approve Expense Sheet - Allows the eTimesheets user to approve submitted Expenses.
Reject Expense Sheet – You have the ability to reject submitted
Expense sheets. If rejected, the applicable employee can be
advised through the ‘Advise Rejections’ menu item on the
Approvals Sub-menu.
Save – Saves the Expense sheet for the selected
date.
Copy – Allows the user to copy a selected line.
Save Line – Saves the Expense lines.
Repeat line – Allows the user to repeat a selected
Expense sheet line.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 23
o The job code and description field is used to apply this Expense
line to a particular job. Greentree uses this field to apply this
Expense line to the correct job when invoices and reports are created. It cannot be left blank for any Expense line.
o The activity code and description field is used to apply this
Expense line to a particular activity that is part of the job. Greentree uses this field to apply this Expense line to the correct
job activity when invoices are created.
o The work centre and description field is used to apply this Expense line to a particular work centre that is part of a
specified job. Greentree uses this field to apply this Expense
line to the correct job work centre when invoices and reports are
created.
o The GL account and description field is read only and displays
the general ledger account and description allocated to the job
cost activity.
o The foreign amount field allows the user to enter the foreign
amount paid for the individual Expense, including tax if
applicable. The foreign amount is multiplied or divided by the
exchange rate, multiplied by the quantity and displayed within the line price field.
o The currency drop down list allows the user to select the
currency code for the foreign amount.
o The exchange rate and conversion display the foreign currency
rate of exchange and the manner in which the system will
calculate the conversion of the foreign amount to the unit price. o The quantity field allows the user to enter the quantity of the
Expense items purchased, defaults to 1 when left blank. o The no charge checkbox when selected allows the user to write
off the job cost purchase in Greentree for the job cost Expense
entry. eTimesheets Module Control determines if the No charge
option is available. The specific Module control settings is ‘Allow No Charge’.
o The price field displays the amount paid for the individual
Expense in the supplier currency, including tax if applicable.
The price is a calculation of the foreign amount multiplied or
divided by the exchange rate, multiplied by the quantity and displayed within the line total field, including tax if applicable.
Please Note: When the price is entered the exchange rate will be recalculated on
selecting the ‘Save Line and Update Total’ button. Foreign amount,
currency and exchange rate fields are available in eTimesheets
when the employee is setup in the Greentree eTimesheets Employee Configuration with the ‘Allow foreign currency Expenses’
option ticked.
Continued on the next page
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o The Notes field allows the user to enter unlimited lines of free
form text as required. The text typed into this field appears in
the AP invoice entry narration within Greentree.
All Expense lines appear on the Expense sheet in line number order from top to bottom of the Expense line screen by default. A user is
able to left click on an Expense line number to view or change the
line details.
File name, size and summary for attachments added to the
Expense sheet. A user is able to left click on an attachment line to open or save the attachment.
Please note: Expenses are available in eTimesheets when the employee is setup
in the Greentree eTimesheets Employee Configuration with an
Expense supplier that is not a foreign currency supplier and the ‘Allow Expense sheets’ option is ticked. Expenses once created
with eTimesheets create within Greentree an AP Invoice Entry.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 25
Approvals Sub-Menu
Introduction The Approvals Sub-menu is accessed through the Approvals icon on
the Main menu. The key functions and buttons are explained in the
following diagram.
Sub Menu Icons
Sub Menu Icons Enables access to the sub-menu functions.
Continued on the next page
Timesheets Waiting Approval – All submitted Timesheets are
displayed by default. You can select another status, if required. You can view the detail of the Timesheet through drill-down on the Week Ending Date.
Expenses Waiting Approval - All ‘Waiting for Approval’ Expense
Sheets are displayed by default. You can select another status, if
required. You can view the detail of the Expense Sheet through
drill-down on the Document Date.
Advise Rejections – The number of rejected Timesheets and
Expense sheets are listed together with the applicable Employee’s detail. You can send an email to the Employee from this screen.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 26
Fields The Approvals screen displays the following fields:
Status.
Employee surname and first name.
Week Ending date.
Posted Date.
Employee number, surname and first name for the
Timesheet / Expense to be approved.
Summary narration, status and total hours for the Timesheet / Expense to be approved.
Please note: Timesheet approvals are available in eTimesheets when the
employee is setup in the Greentree eTimesheets Employee Configuration with the ‘Allow Approvals’ option ticked and
Timesheet approval details or has Timesheet approval authority
delegated to them. (Note: Only one level of Delegation is
supported by eTimesheets. Example: If eTimesheet Employee 1001
delegates to 1002 and then 1002 delegates to 1003, only 1002 can see the timesheet, not 1003.) The approval of a Timesheet within
eTimesheets creates a Job Cost Time Sheet Entry within Greentree
and updates the line audit number to include ‘JC’. Hours are
transferred to payroll when the ‘Allow Payroll transaction Types’ option is set in the Greentree eModule Control is setup. Warn or
error on approval of daily and or weekly minimum and maximum
hours is setup in the Greentree eTimesheets Employee
Configuration.
Continued on the next page
Missing Timesheets – The Employees whom have not submitted
their timesheets for the current week, is listed. You have the
ability to email the Employees directly from this screen or to print
the list of Employees. The screen also hosts additional search criteria, including ‘From’ and ‘To’ Date fields so that you can retrieve the list of missing timesheets for any week.
Bulk Approve Timesheets – This item allows you to perform a
search on all Timesheets waiting for Approval. You have the ability to select multiple Timesheets and approve them simultaneously.
Delegates – This item allows you to maintain your list of delegates
i.e. people that are authorised to approve timesheets and
expenses on your behalf.
Bulk Create Timesheets – This item allows you to create multiple timesheets simultaneously, for example: compulsory leave period.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 27
Please note: Expense approvals are available in eTimesheets when the
Greentree eTimesheets Module Control ‘eExpenses Approval’ option is set to single- or multi-level. The employee also needs to be
setup in the Greentree eTimesheets Employee Configuration with
the ‘Allow Approvals’ option ticked and Expense approval details or
has Expense approval authority delegated to them.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 28
eTimesheets Functions
Overview
Introduction This section explains how to create, change and delete each of the
different procedural functions within eTimesheets.
In this section This section is divided into the following topics:
Timesheet
Create New
Change
Copy Delete
Submit
Approve
Timesheet line Create New
Change
Copy
Repeat
Delete View Detail
Print Timesheet
Print Weekly Summary
View Weekly Summary Favourites
Create New
Remove
Expense sheet Create New
Change
Delete
Submit Approve
View
Print Expense Claim
Expense line
Create New Change
Copy
Repeat
Delete Approvals
Timesheet
Expense
Advise Rejections View Missing Timesheets
Bulk Approve Timesheets
Bulk Create Timesheets
Delegates
Attachments
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 29
Timesheet
New
Introduction This section explains how a user creates a new Timesheet header.
Conditions A Timesheet header created in summary format cannot be changed to allow entry of time in day start/finish format and vice versa.
Procedure How to create a new Timesheet header.
From the Main screen:
1. Select the Timesheets icon.
2. Select the Add Timesheet icon, an adding new Time Sheet
screen will appear.
3. Select the relevant branch code from the branch drop
down list.
4. Maintain the Entry Format checkbox (if applicable), to
enter time in summary or detailed format. If Summary,
then a single Start and Finish time is entered per Week Day. If Detailed, then multiple Start and Finish time
entries can be per Week Day.
Continued on the next page
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 30
Please Note: Greentree eTimesheets Module Control contains an Input Style
(Entry Format) Default setting which defaults the Input Style per
Employee. It also contains another setting ‘Allow changing input format’ which determines if the Employee can maintain the Input
Style. If ticked, the Employee can set their default input style in
eTimesheets Employee Configuration. The ‘Allow changing input
format’ on the eTimesheets Employee Configuration determines if the Employee is allowed to maintain the Entry Format during
eTimesheets entry.
5. Enter the relevant week ending date, accept the default or select from the week ending search.
Please Note: JC Module Control hosts a setting ‘Use Split Weeks’. If this option is
ticked, your W/E Date may fall within a week. Therefore multiple timesheet Headers can be created for a specific week. Note:
eTimesheets will only allow you to enter Timesheet lines for days
prior to W/E Date and W/E Date itself. This check is currently only
performed on Timesheets with Format = Detailed.
6. Enter a narration.
7. Enter the start, finish and break times for each day of the
week (if applicable).
Please note: The default start, finish and breaks are set within Greentree
eTimesheets Employee Configuration and break time can be set to display in minutes or hours.
8. Tick the ‘Create lines for favourite jobs’ option if you wish
to auto create a timesheet line for each Job on your Favourites list.
Please note: ‘Create lines for favourite jobs’ is only available in Summary Entry
Format.
This option defaults based on the Employee preferences set in Greentree eTimesheets Employee Configuration.
9. Press the Save Timesheet button.
Result: A new Timesheet header has been created.
Please note: This process sets the Timesheet status as entered and a Timesheet record is created within Greentree Job Cost once approved.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 31
Change
Introduction This section explains how to change a Timesheet header.
Conditions The branch, summary format, employee surname, first name,
code, week ending date, posting date and locked days of an
existing Timesheet header cannot be changed from within the Timesheet entry screen. If these details are incorrect the
Timesheet needs to be deleted and a new Timesheet created with
the correct information. For information on how to delete a
Timesheet refer to the Timesheet, Delete page section within this
manual.
Procedure How to change a Timesheet header.
From the Main screen:
1. Select the Timesheets icon.
2. Select the status from the drop down list as entered,
submitted, rejected, or accept the default entered and
rejected to filter the Timesheets listed.
3. Select the Week Ending Date link to open the Timesheet
to be changed.
4. Select the Change Timesheet icon.
Please note: eTimesheets can be set to automatically open in change Timesheet
mode when the employee is setup in the Greentree eTimesheets
Employee Configuration with the start in change Timesheet mode option ticked.
5. Change the Timesheet narration as required.
6. Change the day start, finish and breaks times for each day of the week as required.
7. Maintain the Trees and User Defined fields as required on
the Custom tab.
8. Press the Save Timesheets button.
Result: Changes have been made to the Timesheet header.
Please note: Changes made to submitted or rejected Timesheets resets the
status back to ‘entered’, to be re-submitted for approval.
Days with the locked checkbox ticked cannot be changed.
The Modified By Timestamp is updated to represent the user that made the change.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 32
Copy
Introduction This section explains how to copy a Timesheet header and
Timesheet lines within the header.
Conditions The header details are copied and the branch, summary format,
employee surname, first name, code, week ending date, posting date and locked days of an existing Timesheet header cannot be
changed from within the Timesheet entry screen. If these details
are incorrect the Timesheet needs to be deleted and a new
Timesheet copied with the correct information.
The timesheet is only copied if the job against the original is Open.
If not, a message is displayed.
Procedure How to copy a Timesheet header and lines.
From the Main screen:
1. Select the Timesheets icon.
2. Select the Add Timesheet icon.
3. Enter the relevant week ending date, accept the default or
select from the week ending search.
4. Press the Copy Timesheet button, a copy Timesheet screen will appear.
5. Enter the relevant week ending date, accept the default or
select from the drop down list the Timesheet week ending to be copied.
Continued on the next page
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 33
6. Tick the Clear Times checkbox (if applicable). The Clear
Times option clears the time-based fields: Start, Finish, Breaks, Calculated, Recorded, APP (pre-approved
additional hours fields) and ACT (actual additional hours).
7. Press OK.
Result: The Timesheet and all Timesheet lines within the selected
Timesheet header are copied to the new week ending date. Please note: The Timesheet summary format is defaulted from the original
Timesheet copied regardless of the format selected prior to
selecting the copy Timesheet button. Example: If summary format
checkbox is not ticked and a summary format Timesheet is copied,
then the new Timesheet will be created using the summary format.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 34
Delete
Introduction This section explains how to delete a Timesheet header and
Timesheet lines within the header.
Conditions When a Timesheet is deleted all Timesheet lines within the selected
Timesheet header are to be deleted first. Approved Timesheet lines, locked days time cannot be deleted and the Timesheet
header/lines are not deleted when the Web browser session times
out.
Procedure How to delete a Timesheet header and lines.
From the Main screen:
1. Select the Timesheets icon. 2. Select the status from the drop down list as entered,
submitted, rejected, or accept the default entered and
rejected to filter the Timesheets listed.
3. Select the Week Ending Date link to open the Timesheet to be deleted.
4. Select the Delete Timesheet icon.
5. Select the checkboxes for the line items to be deleted as
required, (the checkbox in the line labels row when ticked
will tick all line items).
6. Press the Delete Line Items button and OK to confirm delete.
7. Press the Delete Timesheet button and OK to confirm
delete.
Result: The Timesheet and all Timesheet lines within the selected
Timesheet header are deleted.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 35
Submit
Introduction This section explains how to submit a Timesheet header and lines
within the header for approval.
Conditions A Timesheet has a significant impact on eTimesheets, and careful
consideration has to be taken into account when Timesheet details are submitted.
Submitted Timesheets can be changed and re-submitted. A
warning or error on submit of daily or weekly minimum and
maximum hours can be setup in the Greentree eTimesheets Employee Configuration. Note: If ‘Use Split Weeks’ is ticked on JC
Module Control and the Timesheet Weekend Date falls within the
week, then the Minimum and Maximum Weekly hours Action
Settings are not taken into account. This check is only performed if the last Timesheet for the Week is submitted i.e. Weekend Date
falls on the end of the Week.
Procedure How to submit a Timesheet header and lines.
From the Main screen:
1. Select the Timesheets icon. 2. Select the status from the drop down list as entered,
rejected, or accept the default entered and rejected to
filter the Timesheets listed. 3. Select the Week Ending Date link to open the Timesheet
to be submitted.
4. Select the Submit Timesheet icon.
5. Press the Confirm button.
Result: The Timesheet and all Timesheet lines within the selected
Timesheet header are submitted.
Please note: This process sets the Timesheet status from entered to ‘submitted’.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 36
Timesheet line
New
Introduction This section explains how to enter a new Timesheet line into an
existing day start/finish or summary Timesheet format.
Condition Take note that a number of Action Settings are set in Greentree on
the eTimesheets Employee Configuration. These action settings
determine which action to take if the timesheet entry is:
More or less than the Daily / Weekly minimum and maximum If the recorded time does not equal calculated time
If the additional time is more than the pre-approved time
If the input time is more than the allocated time on the Service
Request
The following actions can be selected: No action
Warn
Error
eTimesheets Module control contains a setting that controls the availability of Work Breakdown Structures in eTimesheets. Work
Breakdown structures allow the user to link Work Centres to Jobs.
This is used in eTimesheets to restrict the Work Centres available
during entry of a new Timesheet line, to only the Work Centres linked to the selected Job. Also note the following:
eTimesheets Module control setting ‘Default Work Centre from
WBS in eTimesheet’ determine if the WBS in eTimesheets
default based on the Job selected. The Work Breakdown Structure definition created in Greentree
through System > Job Cost > eTimesheets > Setup contains a
setting which enables you to allow / disallow posting against a
specific Work Centre. If posting is disallowed, then the Work
Centre is not available in eTimesheets.
Procedure How to Open an existing Timesheet.
From the Main screen:
1. Select the Timesheets icon.
2. Select the status from the drop down list as entered,
submitted, rejected, or accept the default entered and
rejected to filter the Timesheets listed.
Continued on the next page
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 37
3. Select the Week Ending Date link to open the existing
Timesheet you wish to enter a Timesheet line to.
Result: The Timesheet required will appear on the screen.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 38
Procedure How to enter a new Timesheet line to an existing / new detailed
Timesheet format.
1. From the Timesheets details screen:
2. Select the Add Line icon, an adding new Line Item screen
will appear.
3. Enter the date required for this Timesheet line, press tab to
move between fields as required.
Please note: - A Timesheet line cannot be added to locked days.
- JC Module Control hosts a setting ‘Use Split Weeks’. If this option
is ticked, your Timesheet Header W/E Date may fall within a week.
Therefore multiple timesheet Headers can be created for a specific week. eTimesheets will only allow you to enter Timesheet lines for
days prior to W/E Date and W/E Date itself.
4. Enter the job code required for this Timesheet line or select
the binoculars link to search jobs using the job code and
name as your selection criteria.
Please note: The Job search field defaults to the Jobs based on the eTimesheets
Module control setting ‘Restrict Jobs By’. This setting allows you to
restrict the list of Jobs to, for example: A selected Profit Centre
Group, All Profit Centres, your list of Favourite Jobs. If this setting is ’None’, then the Job search field gives access to all active Jobs in
the company.
Continued on the next page
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 39
The Job search screen contains a ‘Show Favourites Only’ setting
which gives access to your list of Favourite Jobs, as created and maintained in eTimesheets > Favourites or in Greentree
eTimesheets Employee Configuration Favourites tab. eTimesheets
Employee Configuration also contains a Preferences tab which
allows you to set the ‘Show Favourites’ option to ticked, by default.
If "Show favourite jobs by default" is True:
If the entered Job code is in the favourites list, the Job is accepted.
If the entered string matches more than one favourite job, the
matching items in the favourites list are displayed.
If the Job code is not in the favourites list, and it is included in the
"Restrict jobs by" list, it is accepted. If more than one Job has a
code that matches the entered code, the matching items in the list are displayed.
Example 1: The employee’s “Restrict jobs by” is set to ‘None’. Enter
‘5004’. It does not belong to the list of favourites, so look in the other active jobs that match. Jobs 5004, 5004.1, 5004,2 and
SERV5004 are listed.
Example 2: The employee’s “Restrict job by” is set to ‘Employee’s
Profit Centre’ which is 0303. Enter ‘5004’. It does not belong to the list of favourites, so look in the active jobs that belong to Profit
Centre 0303. Job SERV5004 is the only one that includes ‘5004’
that belongs to 0303, so this is populated into the Job field.
If "Show favourite jobs by default" is False:
The job search does not look in the favourites list. If the entered
Job code is included in the "Restrict jobs by" list, it is accepted. If
more than one Job has the code that matches the entered code, the matching items in the list are displayed.
Example 1: The employee’s “Restrict jobs by” is set to ‘None’. Enter
‘5004’. Look for it in the active jobs in the company. Jobs 5004, 5004.1, 5004,2 and SERV5004 are listed.
Example 2: The employee’s “Restrict jobs by” is set to ‘Employee’s
Profit Centre’ which is 0303. Enter ‘5004’. Look in the active jobs
that belong to Profit Centre 0303. jobs that matches, finds SERV5004 only, so this is populated into the Job field.
The Job Search respects the Greentree JC Module control ‘Use
Projects’ setting. If projects are in use and the selected Job is a Project, then the Project is displayed in the Job field and the Search
Job Codes are reloaded to give access to all the Jobs that belong to
the Project. The Project Job itself is also available in the Job list, so
that you can select either the Project Job or Jobs belonging to the Project. Note: If you need to select a non-project related job, then
you can click the ‘Search All Jobs’ option.
Continued on the next page
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 40
5. Enter the payroll code required for this Timesheet line or
select the binoculars link to search payroll codes using the payroll code or description as selection criteria. Payroll
codes are Pay Transaction Types that have been authorised
for use by eTimesheets.
Please note: The search will include all payroll codes setup as ‘Allowed to use’ or
‘Available for use’ (when the ‘Allow all Payroll Codes’ option is on)
in the Greentree eTimesheets Employee Configuration.
If a Payroll Transaction Type is not entered and Payroll Job
Mapping is defined, then the system attempts to determine the Transaction type as follows: If the Job and Activity combination
exist, then the Payroll Transaction Code defaults from the mapping.
If it does not exist, then the mapping is done on Job only. If found,
the Transaction Type is filled. If not found, the mapping is performed based on Activity only. If found, the Transaction Type is
filled. If not found, the Default Payroll Transaction Type from
eTimesheets Module control > Payroll tab is used. If a default has
not been selected and Transaction Type is compulsory, then an error message is displayed.
6. If Pay Classification is not entered, then it defaults from the
Payroll Job Mapping, if defined.
7. Enter the activity code required for this Timesheet line or
select the binoculars link to search activities using the
activity code or description as your selection criteria.
Please note: The search will include all activities setup as type ‘Time’ that are
included in the JC Activity Code group for the relevant employee
when a job code has been selected.
eTimesheets Module Control contains a setting ‘Allow disbursement
activities in timesheets’ which if ticked, allows the eTimesheet user
to also select an Activity of type ‘Disbursement’ on the Timesheet.
An Activity Code can be specified against the Call / Service Request and marked as compulsory. If specified, then the Call / Service
Request’s Activity Code defaults. If ticked as mandatory on the Call
/ Service Request, then the Activity field is display only. If the
Service Request / Call Activity do not exist or Call / Service
Request is not turned on for eTimesheets, then the Payroll Transaction Type Activity defaults. If no Payroll Transaction Activity
exists, then the Default Activity on the Employee is used.
8. Select the Work Breakdown Structure code through the use of the Search field.
Please note: The WBS code is only available if ‘Use WBS’ is set in Greentree
eTimesheets Module Control.
Continued on the next page
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 41
9. Enter the work centre required for this Timesheet line or
select the binoculars link to search work centre using the
code and description as your selection criteria.
Please note: If ‘Use Work Breakdown Structure’ is ticked in eTimesheets Module
Control, then the Work Centre search field lists only the allocated
Work Centres for the Job you selected. If ‘Default Work Centre from WBS in eTimesheets’ is ticked and the selected Job is linked
to only one Work Centre, then the Work Centre defaults based on
the Job selected.
If WBS is not in use, then the Work Centre defaults to the Default
Work Centre set in Greentree eTimesheets Employee Configuration. If a Default Work Centre is not defined for the Employee, then the
Work Centre defaults to the Work Centre for the selected Activity.
10. Enter the Call or S/R No required for this Timesheet line or select the binoculars link to search call or service request
number using the number and summary as your selection
criteria.
Please note: The Job has options that control the availability of the Call / Service
Request fields on the Timesheet line entry screen. These options
are: Allow Calls and Allow Service Requests, which can be set to
Optional, Compulsory and Not Allowed. If ‘Not Allowed’, then the
Call / Service Request field is not displayed in eTimesheets. The eTimesheets Employee Configuration hosts a field ‘Restrict
Calls and S/R’s to assigned Employee’. If this is ticked, then only
the Calls / Service Requests that have been assigned to the
Employee are available through the binoculars.
11. Select the applicable Status from the drop down list and
ensure that the ‘Update Status’ option is ticked. The status
of the Call or Service Request in Greentree will be updated.
Please note: Greentree eTimesheets Employee Configuration hosts a setting
‘Allow update of status of Call / Service Request’ which determines
if you are allowed to update the status of a Call / Service request from eTimesheets.
12. Enter the effort required to complete the Call / Service
request.
13. Enter the % Complete for the Call / Service request.
14. Using the numeric keys on your keyboard enter the start
time required for this Timesheet line.
15. Enter the finish time required for this line in the same
manner as was explained above for the start time.
16. The total hours is automatically calculated based on the
duration from start to finish time.
Please note: A rounding interval can be specified in eTimesheets Module Control.
If entered, fractions of an hour are rounded to the interval
specified.
Continued on the next page
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 42
You can maintain the total hours as required. Greentree
eTimesheets Employee Configuration determines the action taken if the total hours do not match the duration from start to finish.
If ‘Allow negative Timesheet lines’ is ticked in Greentree
eTimesheets Module control, then you are able to enter a negative number into the Hrs/Qty field to cater for ‘time in lieu’.
17. Select the no charge checkbox (if applicable).
18. Enter the Payroll Classification code, if applicable.
Please note: The Payroll Classification is only available in Detailed Timesheet
entry format, located in the Timesheet line table. The following
options need to be set in Greentree in order to turn the Payroll Classification field on for eTimesheets:
eTimesheets Module Control > Allow Payroll transactions is
ticked on the eTimesheets > General tab
Display Payroll Classification is ticked on the eTimesheets Module Control > eTimesheets > Payroll tab.
If ‘Payroll Classification is compulsory’ is ticked on the
eTimesheets Module control Payroll tab, then the entry of the
Payroll Classification on an eTimesheets line is mandatory.
These settings are also available on the eTimesheet Employee Configuration > Payroll tab. The ‘Use payroll settings from
Module control’ option on the Employee Configuration > Main
tab determines if these payroll settings default from module
control and cannot be maintained for the individual Employee. If this option is not ticked these options can be set on the
Payroll tab of the Employee Configuration screen for each
individual eTimesheet Employee. Ensure that these options are
turned on for the eTimesheet user.
19. Select the Payroll Transaction Type.
Please note: The Payroll Transaction Type may be hidden based on the eTimesheets Module Control > eTimesheets > Payroll > ‘Display
Transaction type’ setting.
Payroll Transaction Type only gives access to the Pay Transaction
Types marked as ‘Allowed in eTimesheets’.
The Transaction Type can be set in eTimesheets Module control > eTimesheets > Payroll to auto fill. If set, eTimesheets make use of
the Greentree eTimesheets > Setup > Payroll Job Mapping feature
to determine which Transaction Type to use.
If this field is not set to auto fill, set to compulsory in Module Control and left <blank>, then the Default Transaction Type from
eTimesheets Module Control > eTimesheets > Payroll is used.
20. Enter text as required into the Narration field. The Narration field is only available if the ‘Allow Notes on Timesheet lines’
option in Greentree eTimesheet Module Control is ticked.
21. Select the Save Line button.
Result: The Timesheet line has been entered and saved in an
existing day start/finish Timesheet format.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 43
Procedure How to enter a new Timesheet line to an existing summary Timesheet format.
From the Timesheets details screen:
22. Select the Add Line icon, an adding new Line Item screen
will appear.
23. Enter the job code required for this Timesheet line or select
the binoculars link to search jobs using the job code and name as your selection criteria.
Please note: The Job search field defaults to the Jobs based on the eTimesheets Module control setting ‘Restrict Jobs By’. This setting allows you to
restrict the list of Jobs to, for example: A selected Profit Centre
Group, All Profit Centres, your list of Favourite Jobs. If this setting
is ’None’, then the Job search field gives access to all active Jobs in the company.
The Job search screen contains a ‘Show Favourites Only’ setting
which gives access to your list of Favourite Jobs, as created and maintained in eTimesheets > Favourites or in Greentree
eTimesheets Employee Configuration Favourites tab. eTimesheets
Employee Configuration also contains a Preferences tab which
allows you to set the ‘Show Favourites’ option to ticked, by default.
Continued on the next page
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 44
If "Show favourite jobs by default" is True:
If the entered Job code is in the favourites list, the Job is accepted. If the entered string matches more than one favourite job, the
matching items in the favourites list are displayed.
If the Job code is not in the favourites list, and it is included in the "Restrict jobs by" list, it is accepted. If more than one Job has a
code that matches the entered code, the matching items in the list
are displayed.
Example 1: The employee’s “Restrict jobs by” is set to ‘None’. Enter ‘5004’. It does not belong to the list of favourites, so look in the
other active jobs that match. Jobs 5004, 5004.1, 5004,2 and
SERV5004 are listed.
Example 2: The employee’s “Restrict job by” is set to ‘Employee’s
Profit Centre’ which is 0303. Enter ‘5004’. It does not belong to
the list of favourites, so look in the active jobs that belong to Profit
Centre 0303. Job SERV5004 is the only one that includes ‘5004’ that belongs to 0303, so this is populated into the Job field.
If "Show favourite jobs by default" is False:
The job search does not look in the favourites list. If the entered
Job code is included in the "Restrict jobs by" list, it is accepted. If more than one Job has the code that matches the entered code,
the matching items in the list are displayed.
Example 1: The employee’s “Restrict jobs by” is set to ‘None’. Enter ‘5004’. Look for it in the active jobs in the company. Jobs 5004,
5004.1, 5004,2 and SERV5004 are listed.
Example 2: The employee’s “Restrict jobs by” is set to ‘Employee’s Profit Centre’ which is 0303. Enter ‘5004’. Look in the active jobs
that belong to Profit Centre 0303. jobs that matches, finds
SERV5004 only, so this is populated into the Job field.
If projects are in use and the selected Job is a Project, then the
Project is displayed in the Job field and the Search Job Codes are
reloaded to give access to all the Jobs that belong to the Project.
The Project Job itself is also available in the Job list, so that you
can select either the Project Job or Jobs belonging to the Project. Note: If you need to select a non-project related job, then you can
click the ‘Search All Jobs’ option.
24. Press tab to move between fields as required.
Continued on the next page
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 45
25. Enter the activity code required for this Timesheet line or
select the binoculars link to search activities using the
activity code and description as your selection criteria.
Please note: The search will include all activities setup as type ‘Time’ that are
included in the JC Activity Code group for the relevant employee
when a job code has been selected. Activity defaults as follows: From the Payroll Transaction Type. If no Payroll Transaction
Activity exists, then the Default Activity on the Employee is used.
26. Select the Work Breakdown Structure code through the use
of the Search field.
Please note: The WBS code is only available if ‘Use WBS’ is set in Greentree
eTimesheets Module Control.
27. Enter the work centre required for this Timesheet line or
select the binoculars link to search work centre using the
code and description as your selection criteria.
Please note: If ‘Use Work Breakdown Structure’ is ticked in eTimesheets Module
Control, then the Work Centre search field lists only the allocated
Work Centres for the Job you selected. If ‘Default Work Centre
from WBS in eTimesheets’ is ticked, then the Work Centre defaults
based on the Job selected. If WBS is not in use, then the Work Centre defaults to the Default
Work Centre set in Greentree eTimesheets Employee Configuration.
If a Default Work Centre is not defined for the Employee, then the
Work Centre defaults to the Work Centre for the selected Activity.
28. Using the numeric keys on your keyboard enter the total
hours for each day of the week relevant to the job selected.
Please note: Hours cannot be added to locked days.
If ‘Create lines for favourite jobs’ were ticked on the timesheet
header, then a new line exist per Job on the eTimesheet user’s
Favourites list.
29. Select the Save Line button.
Result: The Timesheet line has been entered and saved in an
existing summary Timesheet format.
Please note: The Payroll Transaction Type field is hidden from
Summary view. However, if this field is set to compulsory and the
Default Transaction Type is not set in eTimesheets Module Control > eTimesheets > Payroll, then an error message will be displayed,
requesting that you set the Default Transaction Type to be used.
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Change
Introduction This section explains how to maintain or view a Timesheet line.
Condition An approved Timesheet line or Timesheet line entered in Greentree
(recognised by the audit number beginning with ‘JC’) and time
within locked days cannot be changed. eTimesheets Module control contains a setting ‘Use WBS’ that
controls the availability of the WBS Code field in eTimesheets.
Please refer to Adding a new Timesheet line (above) for more
detail on the WBS.
Procedure How to change or view a Timesheet line.
From the Main screen:
1. Select the Timesheets icon.
2. Select the status from the drop down list as entered, submitted, rejected, or accept the default entered and
rejected to filter the Timesheets listed.
3. Select the Week Ending Date link to open the existing Timesheet, which contains the line that you wish to
change or view.
4. Select the Audit No link to open the existing Timesheet
line that you wish to change or view.
5. Make changes into any or all fields, or view details as
required.
6. Press the Save Line button to save changes or the ok
button to close the line item detail screen.
Result: Changes saved, or information within Timesheet line viewed.
Please note: Changes made to submitted or rejected Timesheets resets the
status back to ‘Entered’ to be re-submitted for approval.
The Modified By timestamp is updated to the user that made changes to the timestamp.
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Copy
Introduction This section explains how to copy a Timesheet line within the
Timesheet.
Conditions A Timesheet line entered in Greentree cannot be copied and is
recognised by the audit number beginning with ‘JC’. A Timesheet line entered in a summary Timesheet format cannot be copied.
Procedure How to copy a Timesheet line.
From the Main screen:
1. Select the Timesheets icon.
2. Select the status from the drop down list as entered,
submitted, rejected, or accept the default entered and
rejected to filter the Timesheets listed.
3. Select the Week Ending Date link to open the existing
Timesheet, which contains the line that you wish to copy.
4. Select the Audit No link to open the existing Timesheet line that you wish to copy.
5. Press the Copy Line button.
Result: The Timesheet line within the selected Timesheet header
has been copied.
Please note: Changes made to submitted or rejected Timesheets resets the
status back to entered, to be re-submitted for approval.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 48
Repeat
Introduction This section explains how to repeat a Timesheet line for a defined
number of days within the Timesheet.
Condition A Timesheet line entered in Greentree cannot be repeated and is
recognised by the audit number beginning with ‘JC’. A Timesheet line entered in a summary Timesheet format cannot be repeated.
Procedure How to repeat a Timesheet line.
From the Main screen:
1. Select the Timesheets icon.
2. Select the status from the drop down list as entered,
submitted, rejected, or accept the default entered and
rejected to filter the Timesheets listed.
3. Select the Week Ending Date link to open the existing
Timesheet, which contains the line that you wish to
repeat.
4. Select the Audit No link to open the existing Timesheet
line that you wish to repeat.
5. Select the Repeat Line button, a Repeat Lines screen will
appear.
Continued on the next page
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 49
6. Select the number of days to repeat the current record for
from the drop down list and select the OK button.
Please note: The maximum number of days to repeat the current record is 6
days and the selected Timesheet line will not be repeated beyond
the last day of the Timesheet week ending date.
Result: The Timesheet line has been repeated for the selected
number of days or up to the last day of the Timesheet week ending
date.
Please note: Changes made to submitted or rejected Timesheets resets the
status back to entered to be re-submitted for approval.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 50
Delete
Introduction This section explains how to delete a Timesheet line from a
Timesheet.
Condition A Timesheet line within a locked day cannot be deleted, an
approved Timesheet line or Timesheet line entered in Greentree (recognised by the audit number beginning with ‘JC’) cannot be
deleted and lines are not deleted when the Web browser session
times out.
Procedure How to delete a Timesheet line.
From the Main screen:
1. Select the Timesheets icon.
2. Select the status from the drop down list as entered,
submitted, rejected, or accept the default entered and rejected to filter the Timesheets listed.
3. Select the Week Ending Date link to open the existing
Timesheet, which contains the line that you wish to delete.
4. Select the Audit No link to open the existing Timesheet
line that you wish to delete.
5. Select the checkboxes for the line items to be deleted as
required, (the checkbox in the line labels row when ticked
will tick all line items).
6. Select the Delete Line Items button.
7. Select the OK button to confirm delete.
Result: The Timesheet line is deleted from the Timesheet.
Please note: Changes made to submitted or rejected Timesheets resets the
status back to entered to be re-submitted for approval.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 51
View Timesheet Detail
Introduction This section explains how to view the detail of an eTimesheet.
Condition Note: eTimesheets Module Control contains a number of Display
settings that control the detail displayed on the Timesheet detail
screen, for example: Start Time, Finish Time, Break Time and Calculated Time.
Procedure How to view Timesheet detail.
From the Main screen:
1. Select the Timesheets icon.
2. Select the applicable status from the drop down to filter
the Timesheets listed.
3. Select the Week Ending Date link to open the Timesheet you wish to view.
4. The Details for Timesheet screen is displayed.
Result: The Timesheet detail is displayed.
Continued on the next page
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Note:
1. View below for the definition of a number of the columns included in the display:
Calc: Calculated Hours = (Finish Time - Start Time) - Breaks
Rec: Recorded Hours = Actual Time entered on the Timesheet line. Actual
Time is auto calculated through Actual Finish Time - Actual Start Time or the Total Actual Hours can also be entered on the Timesheet line.
App: Pre-approved Hours = the minimum and maximum daily and weekly
hours that the Employee is allowed to work, as entered and maintained in
Greentree > eTimesheets Employee Configuration > Other tab.
Act: Actual Overtime Hours = the actual overtime hours worked, measured against the minimum and maximum hours as maintained in Greentree >
eTimesheets Employee Configuration > Other tab. Note: A flyover hint is
available on the ACT caption. Position the mouse pointer over the ACT text to
view the flyover hint. The flyover hint displays the Actual Time caption as set in eTimesheets module control, for example: Actual Overtime can be named
Actual Additional Time.
2. The following buttons are located on this window:
Print Timesheet: Select this button to view and print the timesheet. This print-
out lists all the timesheet entries, start and finish time, total recorded,
calculated hours, WBS code and timesheet line notes. The print-out has a
section for the Employee to Sign and Date, and to capture the authorisation detail.
Print Weekly Summary: Select this button to view and print the timesheet
weekly summary. This print-out lists the hours per week day, as well as the total
recorded and calculated hours. The print-out has a section for the Employee to Sign and Date, and to capture the authorisation detail.
Note: The ‘Print for Job’ drop-down includes an ‘On separate pages’ option. If
selected, the print feature opens an Internet Explorer window for each job.
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View Timesheet Weekly Summary
Introduction This section explains how to view an eTimesheets weekly
summary.
Condition None
Procedure How to view a weekly summary.
From the Main screen:
1. Select the Timesheets icon.
2. Select the applicable status from the drop down list to
filter the Timesheets listed.
3. Select the Week Ending Date link to open the existing
Timesheet you wish to view the weekly summary for.
4. Select the Weekly Summary Icon.
Result: The selected timesheet’s weekly summary is displayed.
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Favourites
Add Job to Favourites
Introduction This section explains how a user adds a job to Favourites.
Conditions None.
Procedure How to add a job to Favourites.
From the Main screen:
1. Select the Favourites icon.
2. A Manage Favourites screen is displayed.
3. Select the Job Code. The selected Job’s Description is displayed.
4. Press the Add button.
Result: The selected Job is added to your list of Favourites.
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Remove Job from Favourites
Introduction This section explains how to remove a job or all jobs from your list
of Favourites.
Conditions None.
Procedure How to remove Jobs from your list of Favourites.
From the Main screen:
1. Select the Favourites icon.
2. A Manage Favourites screen is displayed.
3. Select the individual Jobs that you wish to remove from
your list of Favourites, through clicking on the Select
option located to the left of the Job Code, in the Remove
job from Favourites portion of the screen.
Please note: You can remove all Jobs from your Favourites through clicking in
the Select Header field, located to the left of the Job Code column
header.
4. Select the Remove button.
Result: The selected Jobs are removed from your list of
Favourites.
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Maintain Preferences
Introduction This section explains how to maintain the Employee’s eTimesheets
Preferences.
Conditions This section gives access to the Preferences as set in Greentree
eTimesheets > Employee Configuration > Preferences tab. This tab
hosts a setting ‘Cannot change Favourites’ and if ticked, you are unable to create or maintain Favourites through eTimesheets.
Procedure How to maintain your eTimesheets Preferences.
From the Main screen:
1. Select the Favourites icon.
2. A Manage Favourites screen is displayed.
3. Tick or untick the Preferences options as required.
Show Favourite jobs by default: This determines the setting
on the “Show Favourites Only” checkbox on the Job Search
screen. If it is selected, the employee’s list of favourite jobs
is searched first for one that matches the entered code.
Continued on the next page
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Add Favourite jobs by default on new timesheet: Tick this
option if you wish to make use of the following when a
"Summary" Timesheet header is created: A "Create lines for favourite jobs" option is displayed and checked by default.
When the Header is saved, the system iterates through the
list of favourite jobs and automatically create timesheet lines
using the default activity code for the Employee. If the default activity is not set then the system does not auto
create the lines. If this option is not ticked, then the 'Create
lines for favourite jobs' option is still available on the
Summary Header but defaults to not ticked.
4. Select the Update button.
Result: Your eTimesheet Preferences have been maintained.
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Expense Sheet
New
Introduction This section explains how a user creates a new Expense sheet
header.
Conditions The user must be setup within Greentree eTimesheets Employee
Configuration with an Expenses supplier that is not a foreign
currency supplier.
Procedure How to create a new Expense sheet.
From the Main screen:
5. Select the Expenses icon.
6. Select the Add Expense Sheet icon, an adding new Expense Sheet screen will appear.
Continued on the next page
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 59
7. Select the relevant branch code from the branch drop
down list.
8. Enter the relevant document date or accept the default.
9. Enter a narration.
10. Press the Save Expense Sheet button.
Result: A new Expense sheet header has been created.
Please note: This process sets the Expense sheet status as eTimesheet Input,
creates an AP Invoice Entry within Greentree for the Expense
supplier allocated to the user in the eTimesheets Employee Configuration and allocates an invoice number to the record.
eExpenses status for open, approval, rejection and reimbursement
are setup in the Greentree eTimesheets Module Control.
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Change
Introduction This section explains how to change an Expense sheet header.
Conditions The branch, employee surname, first name, code, week ending
date and posting data of an existing Timesheet header can not be
changed from within the Expense entry screen. If these details are incorrect the Expense needs to be deleted and a new Expense
created with the correct information. For information on how to
delete an Expense refer to the Expense, Delete page within this
manual.
Procedure How to change an Expense sheet header.
From the Main screen:
1. Select the Expenses icon.
2. Select the status from the drop down list as eTimesheets input, waiting approval, rejected, or accept the default
eTimesheets input and rejected to filter the Expenses
listed.
3. Select the Document Date link to open the Expense sheet
to be changed.
4. Select the Change Expense Sheet icon.
5. Change the Expense sheet document date as required.
6. Change the Expense sheet narration as required.
7. Press the Save Expense Sheet button.
Result: Changes have been made to the Expense sheet header.
Please note: Changes made to waiting approval or rejected Expense sheets
resets the status back to eTimesheet Input to be re-submitted for
approval.
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Delete
Introduction This section explains how to delete an Expense sheet header and
Expense lines within the header.
Conditions When an Expense sheet is deleted all Expense lines within the
selected Expense sheet header are to be deleted first. Approved Expense sheet lines cannot be deleted and the Expense sheet
header/lines are not deleted when the Web browser session times
out.
Procedure How to delete an Expense sheet header and lines.
From the Main screen:
1. Select the Expenses icon. 2. Select the status from the drop down list as eTimesheets
input, waiting approval, rejected, or accept the default
eTimesheets input and rejected to filter the Expenses listed.
3. Select the Document Date link to open the Expense sheet
to be deleted.
4. Select the Delete Expense Sheet icon.
5. Select the checkboxes for the line items to be deleted as
required, (the checkbox in the line labels row when ticked will tick all line items).
6. Press the Delete Line Items button and OK to confirm
delete.
7. Press the Delete Expense Sheet button and OK to confirm
delete.
Result: The Expense sheet and all Expense sheet lines within the
selected Expense sheet header are deleted.
Please note: Changes made to waiting approval or rejected Timesheets resets
the status back to eTimesheet Input to be re-submitted for
approval.
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Submit
Introduction This section explains how to submit an Expense sheet header and
lines within the header for approval.
Conditions Submitted Expense sheets can be changed and re-submitted.
Procedure How to submit an Expense sheet header and lines.
From the Main screen:
1. Select the Expenses icon.
2. Select the status from the drop down list as eTimesheets
input, rejected, or accept the default eTimesheets input
and rejected to filter the Expenses listed.
3. Select the Document Date link to open the Expense sheet
to be submitted.
4. Select the Submit Expense Sheet icon.
5. Press the Confirm button.
Result: The Expense sheet and all Expense sheet lines within the
selected Expense sheet header are submitted.
Please note: This process sets the Expense sheet status from eTimesheet Input to ‘Submitted’.
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View
Introduction This section explains how to view the detail of an eTimesheets
Expense sheet.
Condition None
Procedure How to view an expense sheet.
From the Main screen:
1. Select the Expenses icon.
2. Select the status for the Expense sheet you wish to view
from the drop down list to filter the number of Expense sheets listed.
3. Select the Document Date link to open the existing
Expense sheet you wish to view.
4. The Details for Expense sheet screen is displayed.
Result: The expense sheet detail is displayed.
Note: The following button is located on this screen:
Print Expense Sheet: Select this button to view and print the Expense Claim
Form.
Note: The ‘Print for Job’ drop-down includes an ‘On separate pages’ option. If selected, the print feature opens an Internet Explorer window for each job.
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Expense line
New
Introduction This section explains how to enter a new Expense line into an
existing Expense sheet.
Condition None
Procedure How to open an existing Expense sheet.
From the Main screen:
1. Select the Expenses icon.
2. Select the status from the drop down list as eTimesheets
input, waiting approval, rejected, or accept the default
eTimesheets input and rejected to filter the Expenses
listed.
3. Select the Document Date link to open the existing
Expense sheet you wish to enter an Expense line to.
Result: The Expense sheet required will appear on the screen.
Continued on the next page
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Procedure How to enter a new Expense sheet line.
From the Main screen, Expense Sheet details screen:
1. Select the Add Line icon. An add new line for Expense
Sheet screen will appear.
2. Accept the default line type or select from the drop down list job costing or non-stock code line type, press t to
move between fields as required.
3. Accept the default tax type or select from the drop down
list Exclusive or Inclusive tax type.
4. Accept the default tax code or select from the drop down
list the applicable tax code. Note: If the Tax Code is setup
in Greentree to allow Tax rate / Amount change, then the
Tax % field and rate can be maintained.
Continued on the next page
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5. Enter the job code required for this job costing Expense
sheet line or select the binoculars link to search jobs using the job code and name as your selection criteria.
Please note: The Job search field gives access to all Active Jobs linked to the
Profit Centre that the JC Employee (linked to the eTSH employee) is linked to.
The Job search screen contains a ‘Show Favourites’ setting which
gives access to your list of Favourite Jobs, as created and
maintained in eTimesheets > Favourites or in Greentree eTimesheets Employee Configuration. eTimesheets Employee
Configuration also contains a Preferences tab which allows you to
set the ‘Show Favourites’ option to ticked, by default.
The Job Search respects the Greentree JC Module control ‘Use Projects’ setting. If projects are in use and the selected Job is a
Project, then the Project is displayed in the Job field and the Search
Job Codes are reloaded to give access to all the Jobs that belong to
the Project. The Project Job itself is also available in the Job list, so
that you can select either the Project Job or Jobs belonging to the Project. Note: If you need to select a non-project related job, then
you can click the ‘Search All Jobs’ option.
6. Enter the activity code required for this job costing Expense sheet line or select the binoculars link to search
activity codes using the activity code and description as
your selection criteria.
Please note: If a Cost Rate is setup for the ‘Purchase’ Type Activity, then the
Cost defaults to the ‘Price’ field and is disabled for maintenance.
7. Enter the work centre required for this job costing
Expense sheet line or select the binoculars link to search work centre using the code and description as your
selection criteria.
8. Enter the Expense code required for this non-stock code Expense sheet line or select the binoculars link to search
Expense codes using the code and description as your
selection criteria.
9. Enter the sub-code required for this non-stock code
Expense sheet line.
10. Enter the Date the Cost was incurred. This field is optional. If entered, the Date Incurred is displayed on
approval of the expense sheet.
11. Manually type in the foreign amount as required for this
Expense sheet line.
12. Select from the drop down list the currency for this
Expense sheet line.
Continued on the next page
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13. Manually type in the quantity as required for this Expense sheet line.
14. If a cost exists for the ‘Purchase’ Type Activity, then the
Price defaults from JC Activity Code Maintenance and cannot be maintained. If a cost has not been defined or
another activity type has been selected, then you can
accept the calculated price or manually type in the price to
recalculate the exchange rate as required for this Expense sheet line.
15. Type free form text as required into the Narration field.
16. Select the Save Line and Update Total button.
Result: The Expense line has been entered and saved.
Note: If the ‘Allow changing exchange rate’ option is ticked for an Employee in Greentree’s eTimesheets Employee Configuration,
then the Employee is able to maintain the Exchange Rate and Price
when creating a new line for an expense sheet.
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Change
Introduction This section explains how to maintain or view an Expense sheet
line.
Condition An approved Expense line cannot be changed.
Procedure How to change or view an Expense sheet line.
From the Main screen:
1. Select the Expenses icon.
2. Select the status from the drop down list as eTimesheets
input, waiting approval, rejected, or accept the default eTimesheets input and rejected to filter the Expenses
listed.
3. Select the Document Date link to open the existing Expense sheet, which contains the line that you wish to
change or view.
4. Select the Line No link to open the existing Expense sheet line that you wish to change or view
5. Make changes into any or all fields, or view details as
required.
6. Press the Save Line and Update Total button to save
changes or the ok button to close the line item detail
screen.
Result: Changes saved, or information within Expense sheet line
viewed.
Please note: Changes made to waiting approval or rejected Expense sheets resets the status back to eTimesheet Input to be re-submitted for
approval.
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Copy
Introduction This section explains how to copy an Expense sheet line within the
Expense sheet.
Condition None
Procedure How to copy an Expense sheet line.
From the Main screen:
1. Select the Expenses icon.
2. Select the status from the drop down list as eTimesheets
input, waiting approval, rejected, or accept the default
eTimesheets input and rejected to filter the Expenses listed.
3. Select the Document Date link to open the existing
Expense sheet, which contains the line that you wish to copy.
4. Select the Line No link to open the existing Expense sheet
line that you wish to copy.
5. Press the Copy Line button.
Result: The Expense sheet line within the selected Expense sheet
has been copied.
Please note: Changes made to waiting approval or rejected Expense sheets
resets the status back to eTimesheet Input to be re-submitted for
approval.
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Repeat
Introduction This section explains how to repeat an Expense sheet line for a
defined number of times within the Expense sheet.
Procedure How to repeat an Expense sheet line.
From the Main screen:
1. Select the Expenses icon.
2. Select the status from the drop down list as Input, Awaiting Approval, Rejected; or accept the default Input
and Rejected to filter the Expense sheets listed.
3. Select the Document Date link to open the existing Expense sheet, which contains the line that you wish to
repeat.
4. Select the Audit No link to open the existing Expense sheet line that you wish to repeat.
5. Select the Repeat Line button, a Repeat Lines screen will
appear.
6. Select the number of times to repeat the current record for from the drop down list.
7. Select whether to advance the date incurred for each line.
If selected, this will increment the original line’s incurred date by a day for each repetition of the line.
8. Select the OK button.
Continued on the next page
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Please note: The maximum number of times to repeat the current record is 10 and the selected Expense sheet line may be repeated beyond the
posting date of the Expense sheet, as it is a narration only.
Result: The Expense sheet line has been repeated for the selected number of times.
Please note: Changes made to submitted or rejected Expense sheets resets the
status back to entered to be re-submitted for approval.
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Delete
Introduction This section explains how to delete an Expense sheet line from an
Expense.
Condition An approved Expense sheet line cannot be deleted and lines are
not deleted when the Web browser session times out.
Procedure How to delete an Expense line.
From the Main screen:
1. Select the Expenses icon.
2. Select the status from the drop down list as eTimesheets input, waiting approval, rejected, or accept the default
eTimesheets input and rejected to filter the Expenses
listed.
3. Select the Document Date link to open the existing
Expense sheet, which contains the line that you wish to
delete.
4. Select the Line No link to open the existing Expense sheet
line that you wish to delete.
5. Press the Delete Line Items button.
6. Select the OK button to confirm delete.
Result: The Expense sheet line is deleted from the Expense sheet.
Please note: Changes made to waiting approval or rejected Expense sheets
resets the status back to eTimesheet Input to be re-submitted for
approval.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 73
Per Diem
Introduction This section explains how to enter a new Per Diem Expense line
into an existing Expense sheet.
Condition The following needs to be set in Greentree:
Per Diem needs to be turned on in eTimesheets Module
control > Per Diem A Remuneration Level needs to be specified for the
eTimesheets Employee in eTimesheets Employee
Configuration.
Procedure How to open an existing Expense sheet.
From the Main screen:
1. Select the Expenses icon.
2. Select the status from the drop down list as eTimesheets
input, waiting approval, rejected, or accept the default eTimesheets input and rejected to filter the Expenses
listed.
3. Select the Document Date link to open the existing Expense sheet you wish to enter an Expense line to.
Procedure How to enter a new Expense sheet line.
From the Main screen, Expense Sheet details screen:
4. Select the Add Line icon. An add new line for Expense
Sheet screen will appear.
5. Click the Per Diem button located in the Data frame.
6. The Per Diem screen is displayed.
Continued on the next page
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7. Select the Job Code through the use of the search field.
The Activity Code and Work Centre will default based on
the Job Code selected, if defaults are defined in Greentree > eTimesheets Module Control > Per Diem. You can
maintain these fields as required. Job Code, Activity Code
and Work Centre are compulsory fields.
8. Select the Destination from the drop-down list.
9. Enter or select the Date of Travel through the use of the
Calendar button.
10. Click the Search button. The applicable Rate is retrieved
and displayed in the Select Expenses Frame.
11. Tick the Expense options for the Daily Travel Allowance items you wish to claim. If any of the fields are disabled
then the Rate does not allow you to claim that Type of
Expense.
12. Enter free-form text into the Narration to capture detail
regarding the Expense.
13. Click the OK button to save the Per Diem Expense line.
Result: The Per Diem Expense line has been entered and saved.
Note: You can use the Expense line copy feature to create similar
expense lines for other dates of travel. Refer to the Expense Line – Copy section of this document for help.
eTimesheets V1.3.4.9 - Powered by Greentree eTimesheets Module 75
Change Banking
Change eExpense Supplier Account No
Introduction This section explains how to maintain the Account Number of the
eExpense Supplier that the eTimesheet Employee is linked to.
Condition The following needs to be set for the eTimesheets Employee in the
Greentree eTimesheets Employee Configuration screen:
The eTimesheets Employee must be allowed to enter Expense Sheets i.e. the ‘Allow Expense sheets’ option needs
to be ticked.
The ‘Allow changing bank details’ option needs to be ticked.
The eTimesheets Employee needs to be linked to an Expense
Supplier. The Expense Supplier’s Cash / Banking detail needs to be
‘Direct Credit’.
Procedure How to change the eExpense Supplier’s Banking detail.
From the Main screen:
1. Select the Expenses icon.
2. Select the Change Banking icon.
3. The ‘Update Banking Details’ screen is displayed.
4. Maintain the Account Number as required.
5. Select the ‘Save’ button.
Result: The Account number of the eExpense Supplier, which is
linked to the eTimesheet Employee, has been updated.
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Approvals
Timesheet Approvals
Introduction This section explains how to approve or reject a submitted
Timesheet Header and lines within the header.
Condition You must be setup in Greentree eTimesheets Employee
Configuration with Timesheet approval details or have Timesheet
approval authority delegated to you. If you attempt to approve a timesheet and no approver is set, then
for:
Single-level approval an error message is displayed.
Multi-level approval the timesheet is rejected. (This is also
the case if an approval rule is not defined.)
Procedure How to approve a Timesheet Header and Lines.
From the Main screen:
1. Select the Approvals icon.
2. Select the Timesheets Waiting Approval icon.
3. The ‘Employee Timesheets Waiting for Approval’ screen is
displayed with the Timesheets waiting for approval listed.
Continued on the next page
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Please note: The Status of the timesheet is coloured RED if in the case of multi-
level sequential approval if it is not the Approver’s turn to approve. The Status of the timesheet is BLACK if the Approver can approve
the timesheet i.e. single level approval or multi-level sequential
approval and the Approver is next in line to approve the timesheet
or multi-level sequential approval and the Approver can pre- approve or if any one of the approval group approvers can
approve.
4. Select the Week Ending Date link to open the Timesheet
to be approved.
5. Select the Employee for whom you wish to approve
Timesheets through either the use of the Employee
Surname or Employee Code Search fields. These search fields only gives access to the Employees that you are
authorised to perform approval if the ‘Limit Approval
employee list by Employee setup’ on eTimesheets Module
control is ticked. If not ticked, the search fields gives access to all Employees.
6. Select the Approval View from the drop down list as all,
mine or delegate to filter the submitted Timesheets listed.
7. Select the ‘Search Now’ button. The Timesheets for the
selected criteria is displayed.
8. Select the approve Timesheet or reject Timesheet icon as required.
9. Press the Approve Timesheet button or enter a rejection
reason and press the Reject Timesheet button.
Result: The submitted Timesheet has been approved or rejected.
Please note: If multi-level Approval is set and the Approval Rule states that the timesheet is processed ‘Only on Final approval’, then the timesheet
needs to be approved by all parties stated in the Approval Code
before the Timesheet is approved.
Continued on the next page
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The table contains an Approver column. If single level Approval is
in use, then the following is displayed:
None, if no Approver has been set. Take note that this timesheet cannot be submitted as single level approval is
turned on.
Name of Approver, if only one Approver exist. You can drill-
down on this field to view Approver detail. Multiple, if more than one approver exist. You can drill-down
on this field to view the list of Approvers.
N/A, if Approval is not required i.e. Greentree eTimesheet
Employee configuration has the option ‘Don’t require
timesheet approval’ ticked. This setting applies to the Timesheet Owner, not the logged in eTimesheet user.
If multi level Approval is in use, then the following is displayed:
N/A, if timesheet is unsubmitted or not entered.
View Detail, if timesheet is submitted. You can drill-down on this field to view the Approver detail.
The Approval Rule needs have the following set: If Approved –
Process eTimesheet in order for the processing to occur.
Timesheets once approved creates within Greentree Job Cost a
Timesheet Entry, updates the line audit number to include ‘JC’ and
cannot be changed within eTimesheets. When ‘Allow Payroll
Transaction Types’ is ticked, payroll GL lines or payroll JC lines can be created, as specified in the Greentree eTimesheets Module
Control. A warning or error on approval of daily or weekly minimum
and maximum hours can be setup in the Greentree eTimesheets
Employee Configuration.
If ‘Allow editing timesheets in Approval’ option is ticked in
eTimesheets Employee Configuration, for the eTimesheets
Employee approving the timesheet, then the Approver is able to maintain the timesheet line, if required. Note: If changes are made
to a Timesheet that has been submitted for approval, then the
Timesheet needs to be re-submitted for approval.
The Modified By Timestamp is updated to represent the User that
approved the Timesheet.
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Expense Approvals
Introduction This section explains how to approve or reject a submitted Expense
Header and Lines with the Header.
Condition You must be setup in Greentree eTimesheets Employee
Configuration with Expense approval details or have Expense
approval authority delegated to you.
Procedure How to approve a submitted Expense.
From the Main screen:
1. Select the ‘Approvals’ icon.
2. Select the ‘Expenses Waiting Approval’ icon.
3. The ‘Employee Expense Sheets Waiting for Approval’
screen is displayed, listing the Expenses sheets awaiting approval.
Please note: The Status of the Expense is coloured RED if in the case of multi-level sequential approval it is not the Approvers turn to approve.
The Status of the Expense is BLACK if the Approver can approve
the Expense sheet i.e. single level approval or multi-level
sequential approval and the Approver is next in line to approve the Expense or multi-level sequential approval and the Approver can
pre-approve or if any one of the approval group approvers can
approve.
Continued on the next page
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4. Select the Approval View from the drop down list as all,
mine or delegate to filter the submitted Expenses listed.
5. Select the Document Date link to open the Expense to be
approved.
6. Select the approve Expense sheet or reject Expense sheet
icon as required.
7. Press the Approve Expense Sheet button or enter a
rejection reason into the narration and press the Reject Expense Sheet button.
Result: The submitted Expense sheet has been approved or
rejected.
Please note: If multi-level Approval is set and the Approval Rule states that the
Expense sheet is processed ‘Only on Final approval’, then the
Expense needs to be approved by all parties stated in the Approval Code before the Expense sheet is approved.
The Approval Rule needs have the following set: If Approved –
Process eExpense sheet in order for the processing to occur.
Expenses once approved sets the Greentree AP Invoice Entry
status from ‘Waiting Approval’ to ‘Reimbursement Status’ as
defined in eTimesheets Module control and cannot be changed from
within eTimesheets.
If ‘Allow editing expenses in Approval’ option is ticked in
eTimesheets Employee Configuration, for the eTimesheets
Employee approving the expense, then the Approver is able to maintain the Expense line, if required. Note: If changes are made
to an Expense that has been submitted for approval, then the
Expense needs to be re-submitted for approval.
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Advise Rejections
Introduction This section explains how to advise employees of rejected
Timesheets and or Expenses.
Condition You must be setup in Greentree eTimesheets Employee
Configuration with Timesheet and Expense approval details or have
Timesheet and Expense approval authority delegated to you.
Procedure How to advise rejected Timesheets and or Expenses.
From the Main screen:
1. Select the Approvals icon.
2. Select the Advise Rejections icon.
3. Select the checkboxes for the employees to send e-mail
as required, (the checkbox in the line labels row when ticked will tick all line items).
4. Select the Send Email button.
Result: An e-mail is generated advising employees of rejected Timesheets and or Expense sheets. The ‘To Address’ defaults to the
currently logged in user. The ‘BCC Address’ lists all the selected
employees on the Advise Rejections screen.
Please note: The e-mail address is setup within the Greentree eTimesheets
Employee Configuration.
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View Missing Timesheets
Introduction This section explains how to view the list of missing timesheets.
Condition You must be setup in Greentree eTimesheets Employee
Configuration with Timesheet and Expense approval details or have
Timesheet and Expense approval authority delegated to you.
Only Active Employees for the reporting period are included on the
missing timesheets report.
eTimesheets Employee Configuration hosts a setting ‘Exclude from
missing timesheets list’. If ticked against an Employee, the Employee is not taken into account when the Missing Timesheets
report is run.
Procedure How to create a list of missing timesheets.
From the Main screen:
1. Select the Approvals icon.
2. Select the Missing Timesheets icon.
3. The Send Emails to Advise Missing Timesheets screen is displayed, listing the missing timesheets for the current
week.
Continued on the next page
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4. If you wish to view the list of missing timesheets for
another timeframe, enter the From Date and To Date,
then select the Search Now button. Note: If ‘Use Split
Weeks’ is ticked in Greentree Job Cost Module Control, then the Split Week Date criteria field is displayed. You
can enter the Split Week Date which you wish to base the
missing timesheets search on. If entered, the search
compares the Split Week Date against the Date entered in Greentree as opposed to the weekend date used when
split weeks are not in use.
5. You can maintain the additional search criteria as required:
Only employees on my approval list: The resulting list
contains only the missing timesheets for employees
included on the eTimesheets User’s Approval list. Include employees who have started input: The resulting
list includes employees that have started entering their
timesheets, but not submitted them.
Include employees with rejected timesheets: The resulting list includes employees that have entered and submitted
their timesheets, but the timesheet was rejected. These
employees need to amend their timesheets and re-
submit. Include employees who are waiting for approval: The
resulting list includes employees that have entered and
submitted their timesheets, but still waiting for approval.
Result: The list of missing timesheets for the search criteria entered is displayed.
Please note: The table includes the Email address of the Employee. You can
clearly see which Employees do not have an email address. The ‘select’ option for these employees is disabled as you cannot send
emails to these employees. For the Employees with an email
address, you can notify them via email that their timesheet is
missing. Select the Employee, followed by selecting the Send Email button. The ‘To Address’ defaults to the currently logged in user.
The ‘BCC Address’ lists all the selected employees on the missing
timesheets screen. You can also print the list of missing timesheets
through selecting the Print List button.
Continued on the next page
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The table also contains an Approver column. If single level
Approval is in use, then the following is displayed:
None, if no Approver has been set. Take note that this timesheet cannot be submitted as single level approval is
turned on.
Name of Approver, if only one Approver exist. You can drill-
down on this field to view Approver detail. Multiple, if more than one approver exist. You can drill-down
on this field to view the list of Approvers.
N/A, if Approval is not required i.e. Greentree eTimesheet
Employee configuration has the option ‘Don’t require
timesheet approval’ ticked. This setting applies to the Timesheet owner, not the eTimesheet user.
If multi level Approval is in use, then the following is displayed:
N/A, if timesheet is unsubmitted or not entered.
View Detail, if timesheet is submitted. You can drill-down on this field to view the Approver detail.
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Bulk Approve Timesheets
Introduction This section explains how to view approve multiple timesheets
simultaneously.
Condition You must be setup in Greentree eTimesheets Employee
Configuration with Timesheet and Expense approval details or have
Timesheet and Expense approval authority delegated to you.
Procedure How to approve timesheets in bulk.
From the Main screen:
1. Select the Approvals icon.
2. Select the Bulk Approve Timesheets icon.
3. The Timesheets Waiting for Approval screen is displayed.
4. Enter the Weekend Date for the timesheets you wish to retrieve or leave Weekend Date <blank> to retrieve all
timesheets waiting to be approved by the eTimesheets
User. Note: If ‘Use Split Weeks’ is ticked in Greentree Job
Cost Module Control, then the weekend date is matched
against the entered week end date in Greentree, as opposed to the set week end date when split weeks are
not allowed.
5. Select the Search Now button.
6. The Timesheets awaiting approval are listed.
7. Tick the timesheets you wish to approve or tick the Select
column header to select all the timesheets in the list.
8. Select the Approve all selected timesheets button.
Result: The selected timesheets are approved.
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Bulk Create Timesheets
Introduction This section explains how to create multiple timesheets
simultaneously.
Condition You must be setup in Greentree eTimesheets Employee
Configuration with the right to Bulk Create eTimesheets.
Procedure How to create timesheets in bulk.
From the Main screen:
1. Select the Approvals icon.
2. Select the Bulk Create Timesheets icon.
3. The Bulk Create Timesheets screen is displayed.
4. Enter the From and To Date for the timesheets you wish
to create or leave the default entry to create timesheets for the current week.
5. The ‘Only Employees on my approval list’ option is ticked
by default. This setting controls if the search is performed
on only the Employees included on your eTimesheets Employee Configuration > Timesheet Approval list OR on
all Employees.
6. The ‘Create new timesheets ready for approver to input time’ option is only available if Single level Approval is
set. If ticked, the timesheets are created with the Status
‘Submitted’. If not ticked, the timesheets are created with
the Status ‘Entered’ and the individual Employees need to submit the timesheets themselves. A Warning message is
also displayed in red underneath this setting.
7. Select the Search Now button.
8. The search returns a list of timesheets based on the
search criteria you selected. A timesheet is only included
in the list if no timesheet exist for an Employee for that
Weekend Date.
Continued on the next page
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9. Tick the timesheets you wish to create or tick the Select column header to select all the timesheets in the list.
10. Select the Bulk Create Timesheets button.
Result: The selected timesheets are created with a status based
on the ‘Create new timesheets ready for approver to input time’
option.
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Delegates
Introduction This section explains how to maintain your list of Delegates i.e.
Employees that are authorised to approve Timesheets and
Expenses on your behalf.
Condition None.
Please Note Only one level of Delegation is supported by eTimesheets
Approvals. For example: If eTimesheet Employee 1001 delegates to
1002 and then 1002 delegates to 1003, only 1002 can see the
timesheet, not 1003.)
Procedure How to maintain your list of Delegates.
From the Main screen:
1. Select the Approvals icon.
2. Select the Delegates icon.
3. The Manage Delegates screen is displayed.
4. The ‘Select Employees to Remove’ portion of the screen
allows you to remove Employees from your list of
Delegates.
Continued on the next page
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5. Select the Employees that you wish to remove from the
list. You can select all Employees through selecting the
Select column.
6. Select the Remove button to remove the selected
Employees from your list of Delegates.
7. The ‘Add Employee to Delegates’ portion of the screen allows you to add Delegates to your list.
8. Select the new Delegate through the use of the Employee
Code search button.
9. The selected Employee’s Surname and First Name are
displayed.
10. Select the Add button to add the selected Employee to your list of Delegates.
Result: Your list of Delegates has been maintained.
Please Note The Login Page displays a summary of eTimesheets activity. This
summary includes Delegated Approvals. This item shows the
number of delegated approvals i.e. timesheets and expense sheets
delegated to you for approval.
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Attachments
Timesheet & Expense attachments
Introduction This section explains how to add, open and save attachments for
Timesheets and Expenses.
Condition An attached document can only be deleted if the timesheet /
expense sheet can be maintained. Once approved, the timesheet /
expense sheet is locked and attachments cannot be removed.
Procedure How to add an attachment.
From the Main screen:
1. Select the Timesheets or Expenses icon.
2. Select the status from the drop down list, as applicable, to filter the Timesheets or Expenses listed.
3. Select the Week Ending Date link to open the Timesheet
or the Document Date link to open the Expense to add the attachment to.
4. Enter the add attachment path and file name or select the
browse button to choose the file.
5. Select the add button.
Result: The file / document has been added to the selected
Timesheet or Expense sheet.
Continued on the next page
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Procedure How to open an attachment.
From the Main screen:
1. Select the Timesheets or Expenses icon.
2. Select the status from the drop down list, as applicable, to filter the Timesheets or Expenses listed.
3. Select the Week Ending Date link to open the Timesheet
or the Document Date link to open the Expense the attachment is attached to.
4. Select the name, file name, size or summary link of the
attachment required to be opened.
5. Select the open button.
Result: The file / document attached to the selected Timesheet or
Expense sheet has been opened and viewed.
Procedure How to save an attachment.
From the Main screen:
1. Select the Timesheets or Expenses icon.
2. Select the status from the drop down list, as applicable, to filter the Timesheets or Expenses listed.
3. Select the Week Ending Date link to open the Timesheet
or the Document Date link to open the Expense the attachment is attached to.
4. Select the name, file name, size or summary link of the
attachment required to be opened.
5. Select the save button.
6. Set the save in location, file name, save as type and
select the save button.
Result: The file / document attached to the selected Timesheet or
Expense sheet has been saved to the specified location and name.
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Appendix 1
eTimesheets calculations
Timesheet hours
Introduction This section explains the way that eTimesheets determines the
hours details that are displayed for each Timesheet.
Conditions Chargeable time is the combined hours of all lines within a
Timesheet where the lines are assigned to an activity maintained
as a sub type of ‘Chargeable’.
Non-Chargeable time is the combined hours of all lines within a
Timesheet where the lines are assigned to an activity maintained
as a sub type of ‘Non Chargeable’ or ‘Admin’.
Non Chargeable Productive time is the combined hours of all lines
within a Timesheet where the lines are assigned to an Activity
maintained as a sub type of ‘Other’.
Worked time is the combined hours of all the lines within a Timesheet where the lines are assigned to an activity maintained
as a sub type of ‘Chargeable’, ‘Non Chargeable’, ‘Admin’ and
‘Other’.
Leave time is the combined hours of all lines within a Timesheet
where the lines are assigned to an activity maintained as a sub
type of ‘Leave’.
Total time is the combined hours of all lines within a Timesheet
where the lines are assigned to an activity maintained as a sub
type of ‘Chargeable’, ‘Non Chargeable’, ‘Admin’, ‘Other’ and ‘Leave’.
Please note: There must be an entry in the week hours and week chrg hrs fields
to calculate target percentage.
Example: Week hours = 37.5 and week chrg hrs = 30.00 = 30.00 / 37.5 =
80%
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Charge ratio calculation
Introduction This section explains the way that eTimesheets performs the
charge ratio calculation that appears on each Timesheet.
Conditions There must be an entry in the Day Hours field within the Greentree
Job Cost Employee maintenance to calculate the charge ratio. The charge ratio is calculated based on standard hours when the
Greentree eModule Control and eTimesheets Employee
Configuration have the use standard hours checkbox ticked.
eTimesheets also assumes the number of days worked by the day of the last Timesheet line that exists on the Timesheet compared to
the week ending date.
Example: If the week ending date is set to Sunday within the parameters, and the Timesheet in question has entries for Monday, Tuesday and
Wednesday only the calculation will be based on 3 days being
worked rather than four because Wednesday is the third day since
Sunday.
Example: If the Days Hours as set within the Greentree Job Cost
Employee maintenance = 7.5
Then the charge ratio calculation is carried out as follow:
Days hours that are expected to be worked each day (as defined in
the Employee maintenance) X the number of days worked (Do not include any leave days) = (A)
Then
The Chargeable Hours * / (A) = (B) displayed as a percentage.
Continued on next page
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Therefore:
The charge ratio percentage is calculated as follows:
7.5 X 3 days (Less one day of leave) = 7.5 x 2 days = 15
Then 13. / 15 = 0.866666 displayed as a percentage = 87%
Please note: The Greentree eTimesheets Module Control allows the user to
include the ‘Non Chargeable Productive’ time as chargeable time when calculating the charge ratio.
Example: 14.5 / 15 = 0.966666 displayed as a percentage = 97%
Please note: The Greentree eTimesheets Employee Configuration allows the user to calculate the charge ratio using standard hours (calculated as
above when use standard hours checkbox ticked) or by actual
hours worked as follows:
Example: excluding non-chargeable production 13 / 17.5 = 0.742857 displayed as a percentage
= 74%
Example: including non-chargeable production
14.5 / 17.5 = 0.828571 displayed as a percentage = 83%
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Glossary
Admin Hours – the number of hours entered on a Timesheet that
are within Timesheet lines where the activity has a sub type of
‘Admin’.
Chargeable – the combined hours of all lines within a Timesheet
where the lines are assigned to an activity maintained as a sub
type of ‘Chargeable’.
Database – a file composed of records each containing fields, with
a set of operations for searching, sorting, combining and other
functions.
Database Administrator – an individual responsible for the
design and management of the database. The administrator
determines the content, internal structure and accesses strategy
for the database, defines security and integrity of the data
structure.
Expense Line – captures a cost that has been incurred by a user,
whilst carrying out their work on any particular day. Expense lines
facilitate reimbursement of funds to the employee or on costing of the Expense as a disbursement to the relevant job.
Leave Hours – the number of hours entered on a Timesheet that
are within Timesheet lines where the activity has a sub type of ‘Leave.’
Non-Chargeable – the combined hours of all lines within a
Timesheet where the lines are assigned to an activity maintained
as a sub type of ‘Non Chargeable’. (Please Note: the terms ‘Non Chargeable’ and ‘Non Productive’ can be interchanged.)
Non Productive – the combined hours of all lines within a
Timesheet where the lines are assigned to an activity maintained as a sub type of ‘Non Chargeable’ (Please Note: the terms ‘Non
Productive’ and ‘Non Chargeable’ can be interchanged.)
Parameters – various selection criteria set within Greentree eTimesheets module in order to define the way that eTimesheets
performs certain functions.
Period – the length of time between a start date and end date inclusively. eTimesheets has a default period of a week.
Continued on the next page
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Timesheet – the completed header and line information details on a Timesheet.
Timesheet Header – the completed header information fields on a
Timesheet. eTimesheets Timesheet Header information fields are status, branch, surname, first name, code, week ending date,
posting date and narration.
Timesheet Line – the completed line details field information
fields on a Timesheet. eTimesheets Timesheet line details fields include date; job code; activity code’ work centre; start time; end
time; total hours and narration.
Worked Hours – the total number of hours worked and entered into a Timesheet regardless of whether they are charged or not
charged.