Use Timesheets for Projects

Before you can use Timesheets, you must set up general information and decide if Timesheets will require approvals by a Project Managers/Personal Responsible for the Project, Line Manager/Line Manager 2 for the Resource, and/or Project Executives.

A Time Configuration Code is created to designate if approvals for Timesheets. For more information see: Use Timesheet Configuration List.

Use Create Timesheets Periods to set up Timesheets for a specified number of time periods for either one Resource or multiple Resources. You must have permissions to be able to create Timesheets. For more information, see: Create Time Periods.

In Project Setup, an option is available to post time entries automatically to the relevant Project Ledger when approving Timesheets. To enable this option:

  1. Navigate to the Role Center > Actions > +Setup > Project Setup > Project Setup.

  2. In the Time and Expense Registry FastTab, enable the option Post when Approving Time

Project and Task Permissions

There are Project-specific Permissions for Time and Expense Entry that affect a user’s experience when entering a Timesheet. Navigate to the Project Card > Permission FastTab. For more information, see: Project Permissions FastTab

How Resource Groups affect Timesheet entry and billable rates

Resources are normally linked to a Resource Group. Use Resource Groups to facilitate the following:

  • Ability to group lines together on an invoice to the Customer
  • Identify costs by group rather than individual employee.
  • Identify sales prices by group rather than individual employee.
  • Budgeting at a Resource Group level when specific Resources have not been identified. This budget can be used to produce a quote to a Customer.
  • Review Statistics by Resource Group.
  • With the ability to change the Resource Group during Timesheet Entry enabled on the Project, the user can change either the price or cost billed to the Customer based on the Resource Group selected.

Use Timesheet Configuration List

Prior to using Timesheets, configuration setups must be done. The Timesheet Configuration list can have multiple selections depending on the Employee Type (for example, hourly, salary, paid bi-weekly, paid monthly). The Timesheet Configuration Cards have general settings such as starting day for the work week, time validation and Timesheet settings for length of time and approvals. Timesheet Configuration Codes have options as to whether Timesheet approvers are required for the code, and if so, which role is required to approve a Timesheet (i.e., a Project Manager/Person Responsible for the Project, Line Manager/Line Manager 2 for the Resource and/or a Project Executive).

For more information on setting up Timesheet Configuration Codes, see: Resources - Timesheet Configuration List

Norm Time Codes

Each Resource has a Time/Expense Sheet Configuration Code, which contains a Norm Time Code, on the Resource Card > Timesheet FastTab, which defines the expected time entry setup. For more information on Timesheet Configuration Setup. See: Resources - Norm Time Setup

Norm Time is the basis for creating capacity for the Resource. The Update Capacity feature generates maximum availability for a Resource based on their normal working schedule (Norm Time).

Norm Time is generally related to the time period for the Resource. If the Resource has a time period of 40 hours weekly, over 5 days, then the Norm Time Code used could be 40-5 and Update Capacity will assign normal working hours of 8 hours each day for the Resource. For more information on setting up Timesheet Configuration Codes, see: Resources - Timesheet Configuration. For more information on setting up capacity for a Resource, see: How to set capacity for a Resource.

Create Norm Time Codes

  1. Navigate to the Role Center > Setup > Resource Setup > Norm Time.
Field Description
Code Specifies a code for the Norm Time period. Examples: MO, WK, SMO, BI WK
Description Specifies user-defined text information about the Norm Time period. Examples: Monthly, Weekly, Semi-monthly, Bi-weekly.

Periods List

  1. The Periods List page can be accessed in different ways:

    • From the Resource Card, select Actions > Time > Timesheet Entry.
    • From the Resource List highlight a Resource, select Actions > Time > Timesheet Entry.
    • From the Role Center click on the Open Timesheets tile to get a Period List of the Open and Not Used Yet Timesheets for the current user (Resource).

  2. Select Home > Delete Timesheet to delete a highlighted Timesheet with no time entries.

    Tip

    To delete more than one Timesheet, navigate to a highlighted Timesheet and click on the vertical ellipsis, then Select More and check each circle to select Timesheets to be deleted. Another option is to filter the list by status and then use the Select More and select all by clicking the circle at the top of the list.

  3. Select Home > Reopen Timesheet to reopen Timesheets where the Status is either in the process of being approved (Status = Waiting...) or has been posted (Status = Posted).

  4. Select Navigate > Show Time Entries to view time entries for the selected Timesheet.

  5. Select Navigate > Show Timesheet to view the selected Timesheet.

  6. Select Timesheet > Attachments to add or view attachments for the selected Timesheet.

Periods List fields

Field Name Description
Start Date Specifies the first date of the Timesheet Period for the selected Timesheet.
Description Specifies the Period Number and the End Date for the Timesheet Period.
Open Specifies, if checked, that the Status of the Timesheet is Open or Not Used Yet
Resource Specifies the number of the Resource associated with the Timesheet
Resource Name Specifies the name of the Resource associated with the Timesheet
Type Specifies the length of the period for the Timesheet (e.g., Month, Day, etc).
End Date Specifies the last date of the Timesheet Period for the selected Timesheet.
Detail Level Waiting PE Approval, Waiting Posting, Not Used Yet, Posted

Enter time using Timesheet Entry

Navigate to the Role Center and click the tile for either:

  • Current Timesheet - Use the Current Timesheet tile in the Activities pane to open your current Timesheet.

    Tip

    Another option exists for entering Timesheets called Modern Timesheets. Note that to use this option, you must first enable it in Project Setup > Time and Expense Registry FastTab > Use Modern Timesheets. For more information on using this option, see: Modern Timesheet.

  • Open Timesheets: Use the Open Timesheets tile in the Activities pane to view a list of Timesheets that are open, not yet used or not yet submitted for approval. Select a displayed Timesheet to edit it.

Filter

Field Name Description
Resource Code Specifies the number of the Resource whose Timesheet is being entered.
Resource Name Specifies the Resource name for the Resource Code.
NOTE: The following field (Global Dimension 1) is only displayed if Progressus Multi-Company is activated. For more information, see: MEM and Progressus Multi-Company Integration Documentation
Global Dimension 1 Specifies the code for Global Dimension 1.
Period Specifies the Type (i.e. week, month) of Timesheet, the instance of that Type and the Ending Date i.e. week 2 - 01/13/19.
Show Column Name Specifies, if yes/true, that the day of the week/week number will be displayed. If no/false, instead shows the date.
Time Entry Status Specifies the current state of the Timesheet i.e., Open, Not Used Yet, etc.

Timesheet Lines

Field Name Description
Project No. Enter the Project Number to which the Resource time is being entered.
NOTE: The following two fields (Global Dimension 1, and Global Dimension 2) are only displayed ifProgressus Multi-Company is activated. For more information, see: MEM and Progressus Multi-Company Integration Documentation
Global Dimension 1 Specifies the code for Global Dimension 1 for the Timesheet Line.
Global Dimension 2 Specifies the code for Global Dimension 2 for the Timesheet Line.
Task Code Specifies the Task No. from the list of tasks for this Project to which the Resource time is being entered.
Work Type Code Specifies a Work Type Code from the list of available work types or leave blank. For more information, see: Setting up Work Types
Hour Bank No. Specifies the Hour Bank No.. for the Project or leave blank. For more information, see: [Hour Bank Billing](Projects-how-invoice-projects.md#hour-bank-billing).
Resource Group No. Specifies the Resource Group for the Resource.
Unit of Measure Code Specifies the Unit of Measure for the Resource.
Timesheet Currency Code Specifies a Timesheet Currency Code when non LCY (local currency) is being used.
Cost Type Specifies the Cost Type of the Resource. For more information, see: Setting up Cost Types
Time Entry Status Specifies the status of the Timesheet Line, i.e., Open, Not Used Yet, etc.
Comments Specifies, if yes/true, that the Timesheet has comments for the time entries. For more information, see: How to enter invoice comments on a Timesheet
Row Total Specifies, line totals, that the Timesheet has the time entries.

  1. Scroll to the right and enter the number of Resource hours in the appropriate date field.

  2. To see more detail on each date with a time entry, click the ellipsis next to the time entered to open the Edit - Time Entries page. Changes can be made to the Time Pay Type (i.e., change from regular to overtime), or view the project description, value to invoice, chargeable, price and status.

  3. Complete entries for the time period. Add additional lines for other Projects and Task Codes as needed.

  4. Add invoice comments for each day as needed, see: How to enter invoice comments on a Timesheet

    Note

    On the Task Card > General FastTab, there is a setting Require Comments. If this is enabled, you must enter at least one comment on the Timesheet to submit it for approval.

  5. When completed, click Submit Timesheet > Submit Timesheet.

How to enter Invoice Comments on a Timesheet

There are three ways to add comments to Timesheets.

  1. Standard Timesheet or Modern Timesheet – Lines View: Complete the necessary fields on a Timesheet line, select No. in the Comments field. Click New and then add the date and a new comment for the line. Once the Timesheet line comment entry is complete, click the Back arrow to return to the Timesheet line and the Comment field now displays Yes to indicate there is a comment entered on that line.

  2. Standard Timesheet or Modern Timesheet – Matrix View: Complete the necessary fields on a Timesheet line.

    • Matrix: Click the ellipsis immediately to the right of the number of hours.
    • Standard: Click the first ellipsis, to open Edit - Time Entries page. Click Invoice Comments > Invoice Comments. The Date will default. Enter the comment and close. Click Close to return to the Timesheet Entry page.

  3. Standard Timesheet: Complete the necessary fields on a Timesheet line, then click the second ellipsis to the right of the number of hours to open the Edit - Time Entry Comments page. Click Invoice Comments > Invoice Comments. The Date will default. Enter the comment and close. Click Close to return to the Timesheet Entry page.

How to Enter Overtime in Regular or Modern Timesheets

Video: Creating Overtime Entries in Regular and Modern Timesheets

After completing the necessary fields on a Timesheet line, click on the ellipsis to the far right of the number of hours to drill down on the line and add the Overtime Hours.

The Edit - Time Entries page will open. Click on the blank line. The information on the first line will default to complete the fields. In the Time Pay Type field, select the code for the correct type: Overtime or Overtime 2. Complete the Quantity field. If both Overtime types are being submitted, go to the next line, and repeat the process. Close the page. The number of hours for the Date will now include Overtime.

Salary Calculations in Progressus for Cost and Overtime

The following is information on how Progressus calculates unit cost and overtime when entering time in a manual Journal Entry or in Timesheets only for an exempt salary Resource or a non-exempt salary Resource.

Manual Journal Entry

The Resource Cost List > Unit Cost for Salary Exempt or Salary Non-Exempt is only used for manual journal entries. When entering time in a manual journal entry, the "hourly" rate is calculated by the Resource's salary, divided by the number of hours for the pay period.

The Resource Price and Cost are set up in the Resource Card > Actions > Costs and Prices. For example:

Pay Periods
Time Description/Hours
Weekly 40 hours
Bi-Weekly 80 hours
Semi-Monthly 86 hours
Monthly 173 hours
Quarterly 520 hours
Semi-Annually 1,040 hours
Annually 2,080 hours

For more information on this see:

Exempt Salary Resource example

Exempt Salary Resource

  • Resource: Salary Exempt Weekly, no Overtime Paid
  • Salary: $2,000.00
  • Pay Period: Weekly
  • Hourly Rate: $50.00, OT Factor 0.00
Non-Exempt Salary Resource example

Non-Exempt Salary Resource

  • Resource: Salary Non-Exempt
  • Salary: $1,925.00
  • Pay Period: Weekly
  • Hourly Rate for 40 Hours: $48.13, OT Factor 1.00

Timesheets

Timesheet hourly rates are calculated as salary divided by total number of hours on the Timesheet. The actual hourly cost varies based on the number of hours. The hours worked, in excess of normal (Norm Time), for the pay period type are paid at the hourly rate (Unit Cost) which is equal to the salary divided by the number of hours in the pay period, times the OT/OT2 Factor. The Overtime Factors are determined by company policy. Total hours for Exempt will include OT and OT2 type. \Total hours for Non-Exempt do not include OT and OT2 type.

Note

Overtime as defined here is the standard accepted process used by Progressus. Factors can be edited to reflect local laws or company policy.

Exempt Salary Resources get paid full salary for any number of hours worked. No Overtime is calculated for cost or paid to the Resource.

Timesheet Calculation Examples:

  • Resource: Salary Exempt Weekly, no Overtime Paid

  • Salary = 2,000.00

  • Pay Period = Weekly/40 Hours

  • Resource works 40 hours

  • 2,000 salary / 40 hours = 50.00 per hour

  • Resource works 32 hours

    • 2,000 salary/ 32 hours = 62.50 per hour

  • Resource works 50 hours

    • 2,000 salary / 50 hours = 40.00 per hour

Non-Exempt Salary Resources get paid full salary for any number of hours worked up to Norm Time for their pay period. Overtime is calculated for cost and paid to the Resource at the hourly rate times the OT Factor.

Timesheet Calculation Examples:

  • Resource: Salary, Non-Exempt Weekly, Overtime Paid

  • Salary = 2,000.00

  • Pay Period = Weekly/40 Hours

  • Resource works 40 hours

    • $2,000 salary / 40 hours = 50.00 per hour

  • Resource works 30 hours

    • $2,000 salary / 32 hours = 62.50 per hour

  • Resource works 50 hours

    • $2,000 salary / 40 hours = 50.00 per hour

      • OT Factor = 1, Rate = 50.00 * 1
      • 10 hours* 50.00 = 500.00
Note

Individual Company Policies and Calculations may vary.

How to Enter Time for Another User

The Alternates FastTab of the Resource Card has Impersonator Setup. If an impersonator has been set up for the Resource, the indicator will be solid – true. An Alternate can be selected to either enter a Timesheet on behalf of someone else (an Impersonator) or have someone enter on their behalf (Impersonates). To set up an Impersonator on a Resource who can enter Timesheets on behalf of the Resource:

  1. Navigate to the Resource Card.

  2. Click on Actions > Alternates.

  3. Select Impersonator.

  4. From the Impersonator Code field lookup to the Resource List, select a No..

  5. Note that under Alternates FastTab, the indicator for Impersonator Setup is now enabled.

  6. To set the Resource to impersonate another Resource to enter Timesheets on their behalf:

    • Navigate to the Resource Card.

    • Click on Actions > Alternates.

    • Select Impersonates.

    • From the Resource Code field lookup to the Resource List, select a No..

    • Note that the Alternates FastTab, the indicator is not enabled. It is used only for an Impersonator.

How Work Type affects Timesheets

Setting up Work Types allows you to set different rates for costs and billing for Resources based on Work Types. For more information on Work Types, see: Setting up Work Types

How to use Hour Bank feature

The Hour Bank FastTab in Project Setup allows you to set up a Number Series and an Account Number to allow pre-payment of a block of time against a Project for future use. An example would be a Project where a Customer pre-pays for a block of support time or dollars, to be used as needed over a specific period of time. As Project usage occurs, it is posted against the Hour Bank. This relieves the prepaid hours and books the revenue.

Set up the Hour Bank feature

  1. Navigate to the Role Center > Actions > Setup > Project Setup > Project Setup.

  2. Expand Hour Bank FastTab.

  3. Hour Bank Nos: Select the numbering sequence to use for Hour Banks.

  4. Hour Bank Prepaid Account No.: Select the account to which Hour Bank entries are posted after running the Hour Bank Post GL process.

How to Create an Hour Bank for Specific Customer Projects

  1. Use the Light bulb that opens the Tell Me feature icon to navigate to the Hour Bank List.

  2. Description and Description 2: Complete as desired.

  3. Hour Bank Type: Select whether the banked value should be banked in hours or an amount.

Hour Bank Posting FastTab

  1. Enter a Customer Number to associate with this Hour Bank.

  2. Select Related Information > Valid Projects. You are not limited to using the hours on just one project, as the hours banked can be used on multiple Projects.

  3. Project No.: Click the ellipsis to view a list of all Projects for the specified Customer and select the Projects that can charge time or dollars to the Hour Bank.

How to add hours to a specific Hour Bank

  1. Navigate to the Role Center and select Invoicing > Sales Invoices.

  2. Click New to create a new Sales Invoice.

  3. Enter the Customer Number that is associated to this Hour Bank from the No. list.

  4. In the Lines FastTab, change Type to Resource

  5. Select the Resource assigned to this Hour Bank from the No. list.

  6. Navigate to the Hour Bank No. field and select the desired Hour Bank from the list.

    • If the Hour Bank Type is set to hours, click into the Quantity field, and add the number of hours to add to the Hour Bank.

    • If the Hour Bank Type is set to Amount, click into the Amount field, and add the dollar amount to add to the Hour Bank.

  7. Post the invoice.

View the update to the Hour Bank from the posted Sales Invoice

  1. Navigate to Hour Bank list, select the Hour Bank used in the Sales Invoice. The General FastTab displays remaining quantity and balances. The Hour Bank FactBox also displays original hours banked, and remaining hour (or amount) bank balance.

Hour Bank Post G/L

  1. From the Role Center, select Actions > Billing > Hour Bank Post GL.

  2. Select the appropriate hour Hour Bank from Hour Bank No. list.

  3. Optionally select a Posting Date.

  4.  Select OK to complete processing sales revenue for the Hour Bank. This posts the entries to the prepaid account, moving them out of revenue.

How to use hours from an Hour Bank

  1. Navigate to Timesheet Entry in the Role Center.

  2. Create a Timesheet and in the line item, select the Hour Bank ID for the Customer and valid Projects listed on the Hour Bank you wish to use.

  3. Enter either a quantity or amount to deduct from the Hour Bank, depending on how you set up the Hour Bank Type on the Hour Bank

  4. Post the Timesheet.

  5. Once the Timesheet has been posted, the final step is to run the Hour Bank Post G/L process. To do this:

    • From the Role Center, select Actions > Processing > Billing > Hour Bank Post GL

    • Select the appropriate Hour Bank from Hour Bank No.

    • Optionally select a Posting Date

    • Select OK to complete processing time consumption against the Hour Bank and move the hour or dollar amount out of the prepaid account to the revenue account.

    Note

    When you set up an Hour Bank, you can set it up so that time entries always auto-populate on a Timesheet line when a Customer Number has an available Hour Bank, or you can set it up so you have to select the Hour Bank from a list of available Hour Banks each time when doing Timesheet Entry for that Customer. To edit this option, open the Hour Bank, select Related Information > Valid Projects. To set an Hour Bank to auto-default during Timesheet Entry, select the Use Hour Bank No. Default option on the desired Project.

  6. To view the update to the Hour Bank from this Timesheet, navigate to Hour Bank list, select the Hour Bank used in the Timesheet. The General FastTab displays remaining quantity and balances. The Hour Bank FactBox also displays original hours banked, and remaining hour (or amount) bank balance.

How to Reuse Timesheet Lines in Other Timesheets

If your Timesheet information remains the same from Time Period to Time Period, you can save time by copying the lines from a previous Time Period. Review the time entries, make necessary changes, and submit.

Note

You can only submit Timesheet lines for which you have entered time. The timesheet you select must be open or not used yet. The timesheet you are copying from can have any status: Not Used Yet, Open, Waiting XX Approval, Rejected, or Posted. You can copy more than one timesheet to the new timesheet.

To do this, from the Timesheet Entry page:

  1. Select a Timesheet where the Status = 'Not Used Yet' or 'Open'.
  2. Click Actions > Copy Timesheet.
  3. The Copy Timesheet page opens.
  4. Specify the values in the Options fields:
Field Name Description
Copy Timesheet With Hours Specifies, if selected/true, that the Timesheet will be copied with hours from the selected source Timesheet.
Copy Timesheet Specifies the source Timesheet to be copied.
Resource Specifies the name of the Resource associated with the Timesheet .

  1. Click OK.

  2. Standard Timesheet: Click Yes to the message "Do you want to copy old Timesheet". Modern Timesheet does not have the message.

    Tip

    Review the sum of Timesheet hours in the Time Entries FactBox. To access this, click the Information Icon.

  3. To modify information on a line that has been set to Submitted, select the line, and then select the Reopen action.

  4. Make necessary changes, enter Comments, and submit the Timesheet.

Timesheet Approvers

Timesheet Approvers are set up based on options found in both the Resource Card and the associated Timesheet Configuration used for that Resource. Timesheets can be approved by Project Managers/ Person Responsible for the Project, Line Manager/Line Manager 2 for the Resource, and/or Project Executives.

  1. Navigate to the Resource Card > Timesheet FastTab, Time Configuration Code.

  2. Open the lookup and click Select from full list to navigate to the Timesheet Configuration List.

  3. Select the ellipsis next to +New then Manage > Edit to open the Timesheet Configuration Card for the Time Configuration Code.

  4. Under the Timesheet FastTab, note the following options for 3 levels of Timesheet approvals:

    • Project Manager must approve time
    • Line Manager must approve time
    • Project Executive must approve time

For more information on these options, see: Use Timesheet Configuration List.

Notification of Timesheet or Expense Sheet Approvals or Rejections

Enable SMTP Email

  1. Select the search Light bulb that opens the Tell Me feature icon, enter SMTP, and then select Email Accounts.

  2. Add an email account, fill in fields to enable SMTP Email. For more information, see: Setup Email in Advanced Projects by Progressus

Add Timesheet Mail Notifications

  1. Navigate to Role Center >Setup > Resource Setup > Resources Setup, Mail Notifications FastTab, Timesheet column and enter parameters to pull in the appropriate data.

Following is a list of parameters to use for the Subject and Body of the email messages.

Timesheet Mail Notifications

  1. Mail Body for Open Timesheet: Specifies the text for the body of the email that is sent when the timecard is not closed. Example: Resource %1 - %2 has open Timesheet %3.

    Variable Text
    %%1 Resource No. (Number) of the Resource who submitted the Timesheet
    %2 Resource Name of the Resource who submitted the Timesheet
    %3 Timesheet Description

  2. Mail Subject for Open Timesheet: Specifies the text for the subject of the email that is sent when the timecard is not closed. Example: Resource %1 - %2 has open or not used Timesheet for %3.

    Variable Text
    %1 Resource No. of the Resource who submitted the Timesheet.
    %2 Resource Name of the Resource who submitted the Timesheet.
    %3 Timesheet Description

  3. Mail Body for Submitted Timesheet: Specifies the text for the body of the email that is sent when the time period has been submitted. Example: Resource %1 - %2 has submitted Timesheet %3 Date %4 for Approver %5 - %6.

    Variable Text
    %1 Resource No. of the Resource who submitted the Timesheet
    %2 Resource Name of the Resource who submitted the Timesheet
    %3 Timesheet Description
    %4 Timesheet Period Date
    %5 Resource No. of the Approver of the Timesheet
    %6 Resource Name of the Approver of the Timesheet

  4. Mail Subject for Submitted Timesheet: Specifies the text for the subject of the email that is sent when the time period has been submitted. Example: You are the approver for the Timesheet submitted by Resource %1 - %2 for Timesheet %3 Date %4.

    Variable Text
    %1 Resource No. of the Resource who submitted the Timesheet
    %2 Resource Name of the Resource who submitted the Timesheet
    %3 Timesheet Description
    %4 Timesheet Period Date
    %5 Resource No. of the Approver of the Timesheet
    %6 Resource Name of the Approver of the Timesheet

  5. Mail Body for Rejected Timesheet: Specifies email notification, check this box to send an email alert to a Resource when Timesheet is rejected with the content of mail body defined here. Example: Timesheet %3 Date %4 was rejected by %5 - %6 for Resource %1 - %2. Reason: %7.

    Variable Text
    %3 Timesheet Description
    %4 Timesheet Period Date
    %5 Resource No. of the Approver who rejected the Timesheet
    %6 Resource Name of the Approver who rejected the Timesheet
    %1 Resource No. of the Resource who submitted the Timesheet
    %2 Resource Name of the Resource who submitted the Timesheet
    %7 Rejection Comment

  6. Mail Subject for Rejected Timesheet: Specifies email notification, check this box to send an email alert to a Resource when Timesheet is rejected with the subject defined here. Example: Timesheet for %3 Date %4 was rejected by %5 - %6 for Resource %1 - %2. Please make the necessary corrections and re-submit.

    Variable Text
    %3 Timesheet Description
    %4 Timesheet Period Date
    %5 Resource No. of the Approver who rejected the Timesheet
    %6 Resource Name of the Approver who rejected the Timesheet
    %1 Resource No. of the Resource who submitted the Timesheet
    %2 Resource Name of the Resource who submitted the Timesheet
    %7 Rejection Comment

  7. Mail Body for Approved Timesheet: Specifies email notification, define text in this box to send an email alert to a Resource when Timesheet is approved with the content of mail body defined here. Example: Timesheet %3 Date %4 was approved by %5 - %6 for Resource %1 - %2.

    Variable Text
    %3 Timesheet Description
    %4 Timesheet Period Date
    %5 Resource No. of the Approver who approved the Timesheet
    %6 Resource Name of the Approver who approved the Timesheet
    %1 Resource No. of the Resource who submitted the Timesheet
    %2 Resource Name of the Resource who submitted the Timesheet

  8. Mail Subject for Approved Timesheet: Specifies email notification, define text in this box to send an email alert to a Resource when Timesheet is approved with the content of mail subject defined here. Example: Timesheet %3 Date %4 was approved by %5 - %6 for Resource %1 - %2.

    Variable Text
    %3 Timesheet Description
    %4 Timesheet Period Date
    %5 Resource No. of the Approver who approved the Timesheet
    %6 Resource Name of the Approver who approved the Timesheet
    %1 Resource No. of the Resource who submitted the Timesheet
    %2 Resource Name of the Resource who submitted the Timesheet

Expense Sheet Mail Notifications

  1. Mail Body for Open Expense Sheet: Specifies the text for the body of the email that is sent when the Expense Sheet is not closed. Example: Resource %1 - %2 has open Expense Sheet %3.

    Variable Text
    %1 Resource No. of Resource who submitted the Expense Sheet
    %2 Resource Name of Resource who submitted the Expense Sheet
    %3 Expense Sheet Description

  2. Mail Subject for Open Expense Sheet: Specifies the text for the subject of the email that is sent when the Expense Sheet is not closed. Example: Resource %1 - %2 has open Expense Sheet %3.

    Variable Text
    %1 Resource No. of Resource who submitted the Expense Sheet
    %2 Resource Name of Resource who submitted the Expense Sheet
    %3 Expense Sheet Description

  3. Mail Body for Submitted Expense Sheet: Specifies the text for the body of the email that is sent when the Expense Sheet has been submitted. Example: You are the approver for the Expense Sheet submitted by Resource %1 - %2 for Expense Sheet %3 Date %4.

    Variable Text
    %1 Resource No. of Resource who submitted the Expense Sheet
    %2 Resource Name of Resource who submitted the Expense Sheet
    %3 Expense Sheet No.
    %4 Expense Sheet Date

  4. Mail Subject for Submitted Expense Sheet: Specifies the text for the subject of the email that is sent when the Expense Sheet has been submitted. Example: Resource %1 - %2 has submitted Expense Sheet %3 Date %4 for Approver %5 - %6.

    Variable Text
    %1 Resource No. of Resource who submitted the Expense Sheet
    %2 Resource Name of Resource who submitted the Expense Sheet
    %3 Expense Sheet No.
    %4 Expense Sheet Date
    %5 Resource No. of the Resource who is to approve the Expense Sheet
    %6 Resource Name of the Resource who is to approve the Expense Sheet

  5. Mail Body for Rejected Expense Sheet: Specifies Email notification, check this box to send an Email Alert to a Resource when an Expense is Rejected with the content of Mail Body defined here. Example: Expense Sheet %3 Date %4 was rejected by %5 - %6 for Resource %1 - %2. Reason: %7. Please make the necessary corrections and re-submit.

    Variable Text
    %3 Expense Sheet No.
    %4 Expense Sheet Date
    %5 Resource No. of the Resource who is rejected the Expense Sheet
    %6 Resource Name of the Resource who is rejected the Expense Sheet
    %1 Resource No. of Resource who submitted the Expense Sheet
    %2 Resource Name of Resource who submitted the Expense Sheet
    %7 Rejection Comment

  6. Mail Subject for Rejected Expense Sheet: Specifies Email notification, check this box to send an Email Alert to a Resource when an Expense is Rejected with the Subject defined here. Example: Expense Sheet %3 Date %4 was rejected by %5 - %6 for Resource %1 - %2.

    Variable Text
    %3 Expense Sheet No.
    %4 Expense Sheet Date
    %5 Resource No. of the Resource who is rejected the Expense Sheet
    %6 Resource Name of the Resource who is rejected the Expense Sheet
    %1 Resource No. of Resource who submitted the Expense Sheet
    %2 Resource Name of Resource who submitted the Expense Sheet

  7. Mail Body for Approved Expense Sheet: Specifies Email notification, define text in this box to send an Email Alert to a Resource when an Expense is Approved with the content of Mail Body defined here. Example: Expense Sheet %3 Date %4 was approved by %5 - %6 for Resource %1 - %2.

    Variable Text
    %3 Expense Sheet No.
    %4 Expense Sheet Date
    %5 Resource No. of the Resource who is rejected the Expense Sheet
    %6 Resource Name of the Resource who is rejected the Expense Sheet
    %1 Resource No. of Resource who submitted the Expense Sheet
    %2 Resource Name of Resource who submitted the Expense Sheet

  8. Mail Subject for Approved Expense Sheet: Specifies Email notification, define text in this box to send an Email Alert to a Resource when an Expense is Approved with the content of Mail Subject defined here. Example: Expense Sheet %3 Date %4 was approved by %5 - %6 for Resource %1 - %2.

    Variable Text
    %3 Expense Sheet No.
    %4 Expense Sheet Date
    %5 Resource No. of the Resource who is rejected the Expense Sheet
    %6 Resource Name of the Resource who is rejected the Expense Sheet
    %1 Resource No. of Resource who submitted the Expense Sheet
    %2 Resource Name of Resource who submitted the Expense Sheet

For more information see:

Parameters for Resource Alerts

Mail Notification

To verify a Resource includes an email address on their Resource Card:

  1. Navigate to the Role Center > Resources > Resources. The Resource List is displayed.

  2. Select the Resource. The Resource Card will open.

  3. Navigate to Personal Data FastTab > E-Mail. Ensure a valid email address is entered in this field.

Timesheet Approval Overview

A Timesheet must be submitted for approval in order to record the cost of the Resource and invoice the client for the time used on their Project. A Resource is assigned to approve individual lines on a Timesheet or reject lines and send them back to the submitter for additional action. A time entry can be approved or rejected at any level of approval: Project Manager/Person Responsible, Line Manager, or Project Executive.

Tip

Current functionality in Timesheet Approval page displays a limit of 10 lines for approval. However, a new feature provides the ability to display more than 10 lines of data for Timesheet Approval. This feature will be required in a future release. To use the feature at this time, it must be enabled in Progressus Feature Management. For more information, see: Progressus Feature Management

Approve a Timesheet

  1. Navigate to the Role Center, under the Approvals & Activities section, and select the link for Time Approval.

  2. Use Approval filters to select the Timesheet date range.

  3. Determine to view by Project or Resource.

  4. Open Timesheet to review.

  5. Approve or Reject time entry lines.

Timesheet Approval - PGS Project Executive Role Center

  1. In the Activities > Approval & Activities pane, section, Click on Time Approval tile to review Timesheets.
  2. The Timesheet Approval page opens.
  3. Timesheet Approval Filters: select filters to narrow the results of the Timesheets to display for approval. Required filters that are populated by the system and can be changed by the user are: View by, View As and Group By.
Field Name Description
View By Specifies the period type. Populates the Start and End Dates as follows:
Day: Results will be for the first day with an entry on a Timesheet
Week: Results will be for one week starting with the first day of a week in which there is a time entry.
Month: Results will be for one month starting with the first day of a month in which there is a time entry.
Quarter: Results will be for one quarter starting with the first day of a quarter in which there is a time entry.
Year: Results will be for one year starting with the first day of a year in which there is a time entry.
Accounting Period Results will be for a company-defined period of time for financial accounting.
Period Start Date Specifies the Start Date to filter time periods to view in the approval lines. System populated based on View by selection. Can be manually entered.
Period End Date Specifies the End Date to filter time periods to view in the approval lines. System populated based on View by selection. Can be manually entered.
View As Specifies the approval level to display:
1st Layer: Default totals Group by Project can be changed to Resource. Results based on Resource Timesheet Configuration.
2nd Layer: Default totals Group by Resource can be changed to Project. Results based on Resource Timesheet Configuration.
3rd Layer: Default totals Group by Project can be changed to Resource. Results based on Resource Timesheet Configuration.
View As Description Specifies which approval layer will be active for this session. Options:
First Layer: Is either the Project Manager or Person Responsible or based on Project Permissions
Second Layer: Is the Resource Line Manager or Line Manager 2.
Third Layer: Is a Project Executive.
Group By Specify how the grouping and totaling works in the list. Options:
Project: Displays all Timesheets for all Projects or if Project No. field has a value, the results will be for that Project only.
Resource: Displays all Timesheets for all Resources or if Resource Filter has a value, the results will be for that Resource only.
Project No. Specify a Project Number for filtering or leave blank for all.
Resource Filter Specifies a Resource Number for filtering or leave blank for all.
Resource Group No. Specify a Resource Group Number for filtering or leave blank for all.
Work Type Filter Specify a Work Type Code for filtering or leave blank for all.
Project Manager Specify a Project Manager Number for filtering or leave blank for all.
Line Manager Specify a Line Manager Number for filtering or leave blank for all.
Line Manager 2 Specify a Line Manager 2 Number for filtering or leave blank for all.
Global Dimension 1 Filter Specifies the filter for Global Dimension 1 information as set in your system.
Global Dimension 2 Filter Specifies the filter for Global Dimension 2 information as set in your system.

Timesheet Approval Header

Field Name Description
Approve One or more lines selected will be approved.
Approve All All lines will be approved.
Timesheet Report Timesheet Report Request opens for specifying filters for Time Periods, and Time Entry. The Report displays the Timesheet based on selected filters.
Timesheet Approval Report Time Entry Approval Report Request opens for specifying filters for Time Entry. The report includes Resource, Pay Type, Project, Task, Qty, Unit Cost, and Status.
Previous Set Changes the data displayed to the previous period based on the View by.
Next Set Changes the data displayed to the next period based on the View by.
Approve – Approve All

  1. To approve a specific time entry, at the bottom of the Timesheet Approval page, highlight a line and select Approve.

  2. To approve more than one, click on the ellipsis on any line and choose Select More. Click on the circle for each line to be included in the approval and select Approve.

  3. To approve all lines, no selection is needed. Click on Approve All. All entries will be approved and moved to the next level of Approval if additional layers of Approval are required.

  4. To view and approve individual time entry lines, click on the link in the Time Registry or Regular Hours field on the line.

    • The Edit - Time Entries page opens. Select one line or click on the ellipsis on any line and choose Select More. Click on the circle for each line to be included in the approval and select Approve/Reject > Post Approval to approve the selected lines.

    • The approved entries will advance to the next level of approval, if more than one layer of approval is required based on Time Configuration. If the current level is the only one necessary, the entries will be posted to the Time Journal, or the Project Ledger based on the settings in the Project Setup > Time and Expense Registry FastTab > Post When Approving Time or Post Entries to GL.

Reject

  1. To review and reject individual time entry lines, click on the link in the Time Registry or Regular Hours field on the line.

    • The Edit - Time Entries page opens.

      • To reject a specific line, highlight the line and choose Approve/Reject > Reject.
        • To reject more than one line at a time, click on the ellipsis on any line and choose Select More. Click on the circle each line to be included in the rejection or select the top circle - next to Status to choose all.
        • Select Approve/Reject > Reject to reject the selected lines. Optional: If no lines are selected, select Approve/Reject > Reject All to reject all time entry lines.

    • If rejecting a time entry, click Yes to the message "Do you want to reject time entry no. xx created by Resource code YYYY?" The Rejected Remarks page opens. Remarks are required for all Rejected entries. Add a comment and Close.

  2. Select Close to return to the Timesheet Approval page. The rejected entries will be returned to the Resource Periods List with a Time Entry Status of 'Rejected'.

  3. The Resource should review, make the necessary changes and Submit the Timesheet. Review entries in Time Journal after Approval. Post.

    Important

    After you have approved a Timesheet, it cannot be modified unless it is first reopened. See How to reopen a Timesheet which explains how to reopen an approved Timesheet.

    Tip

    Use the Timesheet Status and Actual/Budgeted Summary FactBoxes to get an overview of Timesheet information.

How to Review and Resubmit a Rejected Timesheet

  1. Navigate to the Role Center > Time & Expense > Timesheet Periods.

  2. Locate the rejected Timesheet by filtering on the Time Entry Status column where the value = Rejected and select it.

  3. For any rejected lines, scroll to the date field and select the ellipsis next to the hours entered.

  4. From the top menu, select Approve/Reject > Rejected Remarks to view the approver’s rejected comments.

  5. To resubmit the Timesheet after making edits, click Submit Timesheet in Timesheet Entry.

How to Reopen a Timesheet

  1. Navigate to the Role Center > Resources > Resources > highlight the Resource you want > Actions > Time > Timesheet Entry and select the Timesheet from the Periods List.

  2. Highlight a Timesheet from the list.

  3. Select Process > Reopen Timesheet action, and then select Yes to the question "Reopen Timesheet 'xxxxxxx'?

  4. Select Yes to the second question: “Timesheet has been posted and is in the Project Ledger, do you want to reverse?"

  5. The status of the Timesheet is changed to Open.

    Important

    It is important to note the following changes occur when a Timesheet is reopened:

    • Any Project Ledger Entry lines not associated to an invoice will be closed at the time the reopen is completed successfully.
    • Any Project Ledger Entry lines that have been associated to an invoice will have an Open Status for the new Project Ledger Entry that is created.
      • These lines will need to be closed using the Close Lines feature in Project Ledger Entries or in Invoice Suggestions or closed via the invoice process. For more information on using Close Line, see: Close Line
    • When the corrected Timesheet is posted, all newly created chargeable Project Ledger Entry lines will have an Open Status.

    For more information, review the following video:Timesheet Corrections

How to post Timesheet lines in the Time Journal

In Project Setup, you can enable an option to post automatically when approving Timesheets. To enable this option:

  1. Navigate to the Role Center > Actions > +Setup > Project Setup > Project Setup.
  2. In the Time and Expense Registry FastTab, enable the option Post when Approving Time

When the option in Project Setup > Post When Approving Time is disabled, after approval the Timesheets must be manually posted to the relevant Project Journal.

If the option in Project Setup > Post When Approving Time is disabled, after you have approved Timesheet entries for a Project, you can manually post them to the relevant Project Journal.

  1. Navigate to the Role Center > Journals > Time Journal

  2. Select the Post action to post the journal.

  3. To verify the posting, go to the Projects List, highlight the Project, select Project >select Project Ledger Entries. The Project Ledger Entries page opens showing the result of posting the journal.

Create imported Timesheet entries in Time Journal

For information on how to manually create entries in the Time Journal, or import time entries into the Time Journal, see: Time Journal

View Archived Timesheets

Use Archived Timesheets to view submitted Timesheets. To do this:

  1. Navigate in Role Center to Posted Documents > Timesheet Archive

  2. You drill down into displayed Timesheets to view details.

Timesheet Entry FactBoxes

For information on Timesheet Entry FactBoxes, see: Timesheet Entry FactBoxes