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

Review your timesheet

When you open your timesheet in a web browser, it opens in Grid view by default. Grid view displays your timesheet as a weekly grid, which helps you review your time entries across the full week. In Grid view, time entries are grouped by project. To switch to List view, click the List view button on the right below the time bar.

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:
3. Select a Project and Work order combination.

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

4. Select an Activity.
5. Enter the time details, such as Weekdays, Time code, Duration and ACE.
6. When you change a value from 0 hours to a value greater than 0, a time entry is created.
7. Once you click Add new entry, the entries are 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 bottom of the window.
5. Click or tap Add entries.

Edit or delete time entries

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

In Grid view, you can edit multiple time entries at the same time and delete multiple time entries at once.

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 reported time details, click Submit to send your timesheet for approval.
3. The status of the timesheet changes from Draft to Submitted. You can still make changes in it, until its status changes 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.
2. You are redirected to the Action required screen which shows:
   • Rejected - submitted timesheets, 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 a timesheet to open it, update the time details, and submit it.

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

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.