Timesheets

About the Timesheets app

The responsive Unit4 ERPx Timesheets app enables you, with any mobile device, to record working time and allocate it to projects.

Getting started

To use this app, you need to:

• be a registered Unit4 ERPx user
• be linked to an employee in ERPx
• have access to the following reporting objects:
  • Additional cost/income elements
  • Assignments (if you want to enable Your planned time)
  • Connection per activity
  • Connection per project
  • Connection per work order
  • Customers
  • Outstanding timesheets
  • Periods
  • Personal work schedule
  • Projects
  • Resources
  • System parameters
  • Time codes
  • Timesheets
  • Users
  • Workflow tasks
• have access to the following Public API: Timesheets

Additionally, the Timesheet module needs to be correctly configured in ERPx, and your work schedule for the current period needs to have been generated.

If you encounter any issue, ask your administrator to review your permissions in the windows Object access (XAG002) and Public API access (XAG005).

Note: The starting day of the week and date format depends on the Timesheet Web App user's language settings. They can be modified in the ERPx's User master file (TAG064) window.

How to use Timesheets

Add a new time entry

1. To add a time entry for today, click or tap the '+' button in the top-right corner of the screen.
2. Add a description if necessary.
3. Click or tap the Time details field. You will be redirected to the Time details screen.
4. In the Time details screen, fill in the fields. Options available in each field may be narrowed down by your selection in the remaining fields. This will depend on your ERPx setup.
5. Click or tap the Save time details button to exit the Time details screen.
6. Back in the New entry screen, add the number of hours for this entry and click or tap the Save time entry button.

Submit a timesheet

1. When you add at least one time entry to your timesheet, the Submit button appears in the top-right corner of the screen.
2. Once you are happy with the time details you have reported, you can use the Submit button to send your timesheet for approval.
3. The status of the timesheet will change from Draft to Submitted. You can still make changes in it, until its status is changed to Approved.

Work with pending and rejected timesheets

1. To see the list of overdue timesheets that require your attention, click or tap the 'clock' icon in the top-right corner of the screen. You will be redirected to the Action required screen.
2. In the Action required screen, you can see the following timesheets:
   • Rejected - submitted, but rejected by your Manager
   • Missing - overdue timesheets with no time details reported
   • Not submitted - overdue timesheets which were not submitted
3. Click or tap any of the timesheets in the list to be redirected to this timesheet.
4. Now you can edit the time details and Submit this timesheet.

Your planned time

1. If your manager planned time for you in ERPx, you can see the proposed time entries when you enter your timesheet. The proposed time entries have a different colour from standard time entries.
2. At the top of the screen, you can see a notification that contains two buttons: Accept and Reject.
   • To save the proposed time entries, click or tap the Accept button.
   • To remove the proposed time entries, click or tap the Reject button.
3. After you save at least one time entry in your timesheet, you will no longer see the suggested time entries.

Note: To enable you to use Your planned time functionality, your organization needs to provide a default Time code within ERPx.

How to use Timesheets with new interface

Add a new time entry

1. To add a time entry for today, click or tap the '+' button in the top-right corner of the screen. Alternatively, use the 'Add new entry' panel.
2. Follow the steps:
   • Select Project & Work Order combination

     Note: Projects, that have reached the date specified in the Timesheet completion date field will not be available on the list.

   • Select Activity
   • Enter the time details, such as Weekdays, Time code, Duration and ACE
3. Once you click 'Add new entry', the entries will be added to your timesheet

Copy timesheet

1. To copy timesheet details from previous periods, click or tap the Copy timesheet panel in the middle of the screen.
2. To copy the last timesheet leave the default option.
3. To copy a different timesheet, select the From other timesheets option and pick the relevant period from the list.
4. If you want also to copy comments from the existing timesheet, turn on the With comments switch at the window's bottom.
5. Click or tap Add entries.

Delete or edit a time entry

1. To delete or edit an existing time entry, use the kebab menu on the right of the relevant time entry.
2. Once you select Delete, the time entry will be deleted.
3. Once you select Edit, you will see the Edit entry window. You can edit the following details of the time entry:
   • Project & Work order
   • Activity
   • Duration
   • ACE

Note: It is not possible at the moment to change the weekday in an existing time entry.

Submit a timesheet

1. When you add at least one time entry to your timesheet, the Submit button in the top-right corner of the screen is activated.
2. Once you are happy with the time details you have reported, you can use the Submit button to send your timesheet for approval.
3. The status of the timesheet will change from Draft to Submitted. You can still make changes in it, until its status is changed to Approved.

Note: Once you submit timesheet, the entries with ACEs are going to be moved to Sunday.

Work with pending and rejected timesheets

1. To see the list of overdue timesheets that require your attention, click or tap the 'clock' icon in the top-right corner of the screen. You will be redirected to the Action required screen.
2. In the Action required screen, you can see the following timesheets:
   • Rejected - submitted, but rejected by your Manager
   • Missing - overdue timesheets with no time details reported
   • Not submitted - overdue timesheets which were not submitted
3. Click or tap any of the timesheets in the list to be redirected to this timesheet.
4. Now you can edit the time details and Submit this timesheet.

Your planned time

1. If your manager planned time for you in ERPx, you can see the proposed time entries when you enter your timesheet. The proposed time entries have a different color from standard time entries.
2. At the top of the screen, you can see a notification that contains two buttons: Add schedule and Not now.
   • To save the proposed time entries, click or tap the Add schedule button.
   • To remove the proposed time entries, click or tap the Not now button.
3. After you save at least one time entry in your timesheet, you will no longer see the suggested time entries.

Note: To enable you to use Your planned time functionality, your organization needs to provide a default Time code within ERPx.

Errors

1. If there are any errors when you try to add new, edit existing time entries or submit your timesheet for approval, to see the error details use the Edit option from the kebab menu next to the affected time entry.