Timesheets

This screen allows you to make Timesheet entries against Assembly Orders, Job Orders, or non-charge.  The entries can be by Employee, Assembly Order, Job Order, or non-charge code and times can either be in elapsed time or Start/Finish times

 

The process for Entering Timesheets includes the following Steps

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Create a Timesheet Batch

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‘Save’ the Batch Header and go to the ‘Lines’ tab

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Add Lines to the Timesheet Batch - separate line to cover each Item

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Go back to the Batch Header

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Post the Batch - Ostendo generates the Time Bookings against the relevant Orders and non-charge codes.

 

Note: Until a Batch is ‘Posted’ the times will not be recorded against the specified orders or non-charge codes.

 

 

List Tab

 

Display fields

 

Timesheet Batch No: This is the Timesheet Batch Number as generated by Ostendo and provides a unique reference to the Timesheet Batch

 

Reference: The Reference attached to this Timesheet Batch as entered into the Details screen,

 

Status: The status of this Timesheet Batch.  There are two statuses (In Progress and Updated), which are maintained by the program.

 

Batch Date: The date held against the Timesheet Batch. 

 

Data Display Options

 

Field Position - On the List screen you can move the field position by dragging the column heading left or right to the position where you want it to appear.

 

Filtering and Sorting - If you ‘check’ the checkbox then the displayed data is available for filtering and sorting:

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To sort the data in a selected column simply click on the column heading.  Clicking against will sort in descending order.

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Click on the black ‘down arrow’ to the right of your selected column heading and you can either select a specific entry to display all records containing that entry, or you can select (Custom…) to enter detailed selection criteria.

 

Include Updated Status - By default the display will only show Batches that have not been updated.   If you wish to see all batches including those that have been updated then ‘check’ this checkbox.

 

Searching - If you enter some text into the ‘Search’ field and click on the ‘binoculars’ Icon then all records will be interrogated and those records that contain the entered text will be displayed.  To revert back to displaying all records click on the ‘Eraser’ Icon

 

Buttons

 

Close: This will close the Timesheet screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will bring up the ‘Detail’ tab for entry of a new Timesheet Batch.

 

Save: Not applicable to the List panel

 

Cancel: Not applicable to the List panel

 

Delete: This only becomes ‘active’ when linked to a Timesheet Batch with status ‘In Progress’.  In this instance it enables you to delete the selected Batch.

 

Related: This will bring up a list of functions that are related to Timesheets.  You may open and maintain information in those screens whilst still remaining in the Timesheet screen.

 

Reports: This will bring up a list of Reports that are related to Timesheets.  You can immediately run the report whilst still remaining in the Timesheet screen.

 

 

Detail Tab

 

This tab enables you to create and maintain a Timesheet Batch Header.   After creation of a Batch Header it must be saved (click on the ‘Save’ Button) before Lines can be added

 

Entry and Display fields

 

Timesheet Batch No:  This is a unique number automatically allocated by the program.  It cannot be amended.

 

Status: This is the status of the Timesheet Batch and is maintained by the program.  The displayed variants are:

In Progress - The Timesheet Batch is still being worked on

Updated - The Timesheet Batch has been ‘Posted’ and Assembly Order Lines updated

 

Reference: Open format entry field for any Reference you may wish to attach to this Timesheet,

 

 

Batch Settings

 

Entries By: From the drop-down list select whether you will be making entries by:

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Employee

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Assembly Order

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Job Order

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Non-Charge Code

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Any

 

(Entries By): Dependant upon your selection in the last field this will provide a drop-down list showing Employees, Assembly Orders, Job Orders, or Non-Charge Codes.  Select the specific entry from this list.  This field will be disabled if the selection is ‘Any’

 

Use Start and End Times to Calculate Hours: If this checkbox is ‘checked’ then the entries must quote a Start Time and End Time; the program then evaluates the duration.   If this checkbox is not ‘checked’ then entries are the duration of the time booking

 

 

Payroll Information

 

This is display-only information which will appear if and when Ostendo is integrated with third party payroll applications.The integration process can use these fields to indicate the posting status of the timesheet data.

 

Posting Status: Display field showing whether the timesheet hal;s been posted to the third-party payroll application. l

 

Date Posted: Display field showing the date the timesheet was posted.

 

Posting Style: Select either  " All Lines are Costed" or "All Lines are Non-Charge with No Costs".

 

 

Batch Updating

 

Batch Creation Date: This is prefilled with the system date.  It can be amended at any time up to Posting the Batch by entering the date or by clicking on the drop-down menu and selecting the date.

 

Total Hours for Batch: Display only field showing the total hours currently entered against this batch.

 

Interpret Timesheet Button: Click on this button if timesheet data is to be "interpreted" based on the rules defined in Rate Scale Matrix for this employee.

 

Interpreted Hours: Result displayed after Interpret Timesheet button is pressed.

 

Break Hours: Result displayed after Interpret Timesheet button is pressed.

 

 

Approval Process

 

Approval Status: This is only visible if you are authorised to carry out approvals (User Setup option).  When visible you have the option to take the Timesheet Batch through the following steps:

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Waiting Approval

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Approved

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Approval on Hold

Until a batch is ‘Approved’ it cannot be ‘posted’

 

Date Approved: This is only visible if you are authorised to carry out approvals (User Setup option).  When visible it shows the system date when this batch was ‘Approved’

 

 

Post All Timesheet Entries: If this button is selected then all the entries contained in the ‘Lines’ panel will be actioned and the referenced Lines updated.  The status of this Batch will then be amended to ‘Updated’

 

Notes: Extended Notes for your own information can be attached to this Timesheet Batch.   Whenever you click on this field an icon will appear in the top-right.   By clicking on this Icon you can bring up the Frequently Used Text table.   Select the text to be copied and either press the OK Button in that screen or double-click the selected record.

 

Buttons

 

Close: This will close the Timesheet screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will bring up a blank ‘Detail’ screen for entry of a new Timesheet Batch.

 

Save: This will save the current data without exiting the screen

 

Cancel: Any changes made to the current Timesheet Batch Header record or the last time the ‘Save’ Button was pressed will be lost.

 

Delete: Not applicable to the Detail panel

 

Related: This will bring up a list of functions that are related to the Timesheet.  You may open and maintain information in those screens whilst still remaining in the Timesheet screen.

 

Reports: This will bring up a list of Reports that are related to the Timesheet.  You can immediately run the report whilst still remaining in the Timesheet screen.

 

 

Lines Tab

 

This tab enables you to add and maintain Timesheet lines.  The Timesheet Batch Number and status will be displayed at the top of the panel.

 

Entry and Display fields

 

Two Formats of data entry are displayed; Employee based or Order/non-charge code based - and reflects the selection made in the ‘Details’ tab

 

Date: In the first instance this is prefilled with Batch Header Date or another Line date whichever is the later date.  You can change this date by entering the date or clicking on the drop-down menu and selecting the date.

 

Type: If the entry option is by ‘Employee’ then this column will display.  You should select Job, Assembly, or Non-Charge from the drop-down

 

Reference: If the entry option is by ‘Employee’ then this column will display the list as defined by the ‘Type’ field selection.   If the entry option is by Non-Charge, Assembly, or Job then this column will display ‘Employee’ in which case you should select the Employee from the drop-down list

 

Rate Scale: From the drop-down list select the Rate Scale that will be applied to this booking.

 

Start Time: This field is only visible if the ‘Use Start and End Times to calculate hours’ checkbox in the Detail panel is ‘checked’.  Enter the Start Time - to the format HH.MM - when the task started

 

End Time: This field is only visible if the ‘Use Start and End Times to calculate hours’ checkbox in the Detail panel is ‘checked’.  Enter the End Time - to the format HH.MM - when the task ended

 

Hours: If the ‘Use Start and End Times to calculate hours’ checkbox in the Detail panel is ‘checked’ then you cannot access this field as the duration is calculated from the Start and End times.  If the checkbox is not ‘checked’ then enter the Time in HH.DD format

 

Task or Step: From the drop-down list select the Step Name within the Assembly or Job Order where this booking applies

 

Labour Code: This is prefilled with the default Labour Code linked to the Employee record.   It may be amended to another Labour Code by selecting from the drop-down list

 

Charge Style: From the drop-down list select the charge style.  The options are:

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Chargeable -This is the default and denotes that this is a chargeable line

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Warranty - Denotes that this is covered by Warranty

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Contract - Denotes that this is included in a Contracted price

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Non-Charge - Denotes that this is a non-chargeable activity

 

Charge Code: From the drop-down list select the charge code.  The contents of the drop-down list reflect the choice made in the previous field.  I.e.

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Chargeable - No entry required

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Warranty - Displays Warranty records

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Contract - Displays Recurring Invoice Contracts

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Non-Charge - Displays non-charge codes

 

Reference Description: Display-only field showing the description of the Reference field.

 

Interpreted: This CheckBox indicates whether the line is interpreted.

 

Break Hours: Display-only field showing the number of Break hours

 

Linked Assets: Select the Asset to be linked to this timesheet line.

 

Copy to Job History Notes: This is displayed if the ‘Type’ is Jobs.    If this is ‘checked’ then the notes will be copied to the Job History Notes.

 

Copy to Assembly History Notes: This is displayed if the ‘Type’ is Assembly.    If this is ‘checked’ then the notes will be copied to the Assembly Order History Notes.

 

Copy to Job Line Instructions: This is displayed if the ‘Type’ is Jobs.    If this is ‘checked’ then the notes will be copied to the Job Lines.

 

Copy to Assembly Line Instructions: This is displayed if the ‘Type’ is Assembly.    If this is ‘checked’ then the notes will be copied to the Assembly Order Lines.

 

Copy to Invoice Line Instructions: This is displayed if the ‘Type’ is Jobs.    If this is ‘checked’ then the notes will be copied to the Job’s Invoice Lines.

 

Recorded Notes: Extended Notes for your own information can be attached to this Timesheet Line. 

 

Additional Fields Tab

 

If you have defined Additional Fields against the Timesheet Lines (created via System Configuration>Additional Fields) then an addition tab will be presented which, when selected, will display the available fields.  Enter information in line with the available field formats:

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Text: Any data format can be entered in a Text field

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Decimal: Allows entry of numbers and decimals

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Integer: Allows entry of whole numbers only

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Currency: Shows Currency symbol and decimals as defined in Regional Settings

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Yes/No: Shows a checkbox which can be checked/unchecked

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Date: Contains a drop-down calendar for selection of a date

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Time: Displays format HH:MM:SS for entry of a time of day

 

Buttons

 

Close: This will close the Timesheet screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will send the cursor to a new line for creation of a new Timesheet record.

 

Save: This will save the current line’s data without exiting the screen

 

Cancel: Any changes made to the current line record or the last time the ‘Save’ Button was pressed will be lost.

 

Delete: This will delete the selected Timesheet Line

 

Related: This will bring up a list of functions that are related to the Timesheet.  You may open and maintain information in those screens whilst still remaining in the Timesheet screen.

 

Reports: This will bring up a list of Reports that are related to the Timesheet.  You can immediately run the report whilst still remaining in the Timesheet screen.