Timesheet Recording

Overview

You can use the Timesheet Recording sub module of General Ledger to capture time from resources and apply rates to the times captured for posting and allocation in General Ledger.

The system uses resources and activities against which time is captured and rates applied to derive a costing to be posted to one or more accounts. Resources can be grouped by type and allocated to one or more business units for the creation of timesheets.

You can apply a simple authorisation routine to Timesheets so that a check can be enforced before any postings to General Ledger are committed.

Company controls for Timesheets allow you to define key controls for the system. This includes the time unit of measure that will represent a day as well as the default frequency to generate timesheets. A calendar must also be provided to define the days on which time can be recorded for the system.

Controls for unit of measure and timesheet definition will default to Business Unit level where they can be overridden for specific business units. Where a different Unit of Measure is used, then you will need to ensure that it has a relationship with the Company controls Unit of Measure for Day.

Setting Up Timesheets

If you wish to collect time only on a weekly basis, then set events on a  single day per week (e.g. Friday), and timesheets will be generated with a single input 'bucket' for each week.

If you wish to collect time for each working day of the week, then set an event on the calendar for each of the days Monday through Friday.

Note that the week end day of the calendar will be used to determine the timesheet end date when the first timesheets are generated for weekly timesheets. Monthly timesheets always use the last day of the month.

An example of use may be as follows:

Where the user wants to be presented with Daily input buckets:

Where the users wants to be presented with a single input bucket for each week:

The frequency of collection combined with the calendar definition will determine how many timesheets you generate and the number of 'buckets' on each sheet. Using a frequency of weekly will generate one timesheet for every calendar week; monthly will generate a timesheet for every month.

In the above examples, a frequency of Monthly will create a timesheet with 20 input buckets for example (A) and 4 for example (B). Note that the exact number of buckets for a monthly timesheet will depend on the number of days in the month and is not the same for every month. Resources and Business Units

You must define your company as one or more business units. Each business unit defines a set of controls that determine how and when timesheets are to be created and the units of time that will be captured. You must provide a cost control account for each business unit and can optionally define an override account to be applied later against activities used by resource of the business unit.

You can define a number of Resource Types and sub types to the system, which can be used to group your resources together. A special type of resource 'e5 User' is provided for which the resource itself must already exist as an e5 user.

Sharing Resources

Resources can be singular or shared. When you elect to share a resource, it can be allocated to more than one Business Unit in your organisation and will be allowed to record time for each business unit with which it is shared.

When you choose to share a resource, you need to specify which Business Unit is the Default, and also a date range over which the resource will be shared with other business units. In addition, you must also specify how many days per timesheet can be allocated to each business unit. The system will check to ensure that the total time allocated to all business units does not exceed the time that the resource can work.

Using Overlay Accounts

You can choose to use an overlay account on a business unit to mask the account code presented on each activity recorded against. This will allow you to provide some flexibility over the actual detail account postings for different business units using the same activity.

Account Overlays only overlay blank code segments and respect segment values populated by Activity codes. For example:

The full account derived will then be subject to GL account validation and additional code parts may need to be supplied by the user entering the timesheet.

See also

Timesheet Recording Home Page