Timesheets

Timesheets allow you to keep track of what your employees have been up to, and to then bill clients for that work.

To access Timesheets you need to activate the Time module within your book. For help on modifying the book and activating the Time module, go to  IPA Books+ Customer Portal help. Timesheet is also available if your book has the sunsetted version of Time and Expense module.


Setup

Employee/staff setup

Staff that will be using the timesheet function need to be setup as Users (Staff) on your Portal account with access to your book (see  Adding users) and added as employees to your Book (see  Adding employees) with the appropriate Role (see  Adding Roles).

If your staff are already added as employees, you need still need to set them up as Portal users then link their Username to their employee contact.

To do this, go to Payroll > Employees > General tab and select the employee's email address from the drop down box under Employee Username.

Timesheet settings

To access timesheet setting from the Administration menu, click on Settings.

Click on Time in the Day to day settings section.

Click to expand Timesheets section to display the timesheet settings.

Approval process: This option allows you to enable or disable timesheet approval process.

First day of week: Select which day the timesheet work week start from.

Time options: Choose how billable time will be displayed on the invoice. When transferring the timesheet information to an invoice, you can choose how this information will be displayed on the invoice.**

** IPA Books+ Invoice module is required

Timesheet permission

An update set of permission for Timesheet has been added to Administrator, Payroll administrator and Superuser roles. These permissions govern what type of action a user can perform on Timesheets.

View: Allows view only access to timesheets.

Create and edit: Allows user to view, create new timesheets, modify existing timesheets and submit timesheets for approval.

Delete: Allows user to view, create new timesheets, modify existing timesheets and delete timesheets.

Approve: Allow user to approve submitted status timesheets.

Manage: Allow user to view all employees timesheets.

Print: Allow user to print timesheets.

Assign pay item: Allow user to select which pay item to use on timesheet entry.*

All: All permission above. All is enabled for Administrator, Payroll administrator and Superuser roles.

*IPA Books+ Payroll Medium module is required

Creating Timesheets

Before you start using Timesheets ensure that Accounts, Customers, Items and Projects required are set up in the book. Items must be set up as Service items to be used in timesheets. You can also create account, contact, items and projects as you create the timesheet.

The Project drop down is available when the Project module has been activated. For help on modifying the book and activating the Project module, go to  IPA Books+ Customer Portal help.

From the vertical side navigation menu, expand Day to Day menu and in the Business section select Timesheets. Alternatively you can create a new Timesheet from Quick add menu on the banner.

The Timesheets list screen will display. For the purpose of this help article, we have timesheet approval enabled, have Payroll medium module activated on the book and log in with the Administrator role.

Timesheets "Manage" permission is required in order to view all employees timesheets. User who signed in with the employee username can only view and create timesheet for themselves.

Click Add to create a new Timesheet.

Week view

When you add a timesheet, it will default to the Week view. The first day of week can be change from the Time settings.

First choose the employee from the drop down box then select Week beginning date. Click Add in Week view to enter the time.

Enter the hours worked in each date field. The maximum number of hours allow in each day field is 24 hours. If no work was done on a particular day, leave the day field as 0.00.

Click on Add to add another row so you can add time for different customer in the same week beginning period.

When you have finished, click Save & close. All saved timesheet entries will be in Draft status when timesheet approval process is enabled.

To delete a row, tick the box to the left of the the row, then click Delete.

Day view

If you prefer to create your timesheet from the day view, you can change the view by clicking in the ‘Day view’ link at the top left. 

First choose the employee from the drop down box then the Week beginning. Then to add time in Week view, click Add.

Complete the required information / fields. The maximum number of hours allow in each day is 24 hours. If this time is to be billable to the customer tick the Billable box.

To delete a row, click on the 'X' to the right of the row.

When you have finished, click Save & close. All saved timesheet entries will be in Draft status when timesheet approval process is enabled,

Timesheets approval

Timesheet approval process allows the manager to review the employee submitted timesheets before approving it. Only approved status timesheet data can be use to create a pay run. The approval process needs to be enabled to use timesheet data to create a pay run and is available on the medium level of the Time module.

If you disable timesheets approval process, any draft, submitted or approved timesheets wil be now categorised as either non-billable or billable.

*IPA Books+ Payroll Medium module is required.
Submitting daily timesheet

When you have complete and ready to submit a timesheet from the day view, click on the Submit button. Once the timesheet is in Submitted status, you will not be able to modify it. You will need to make it back to draft to edit the timesheet data.

Submitting weekly timesheet

To submit a timesheet from the week view, select the checkbox on the row then click on Submit button on the footer. Once the timesheet is in Submitted status, you will not be able to modify it. You will need to make it back to draft to edit the timesheet data.

Declining timesheets

You can decline a timesheet when it is submitted. Users with Timesheet 'Approve' permission enabled can decline a submitted timesheet. You can add a decline reason so the employee knows why it is decline and correct their timesheet then submit it for approval again. Decline reason will be visible on day view.

User with Timesheet 'Create and edit' permission can make declined status timesheet back to draft to edit. Timesheet 'Create and edit' permission is enable on Employee book role by default.

You can select multiple timesheet of the same status to submit, decline or approve from the weekly view
Approving timesheets

After the employee timesheet is submittied, reviewed and ready to be approve, select the checkbox on the row then click on Approve button on the footer. From the submitted timesheet day view, click on Approve button to approve the timesheet. You can also approve from the day view.

Once the timesheet is approved, it is ready to be use to create a pay run. Click here to learn how to create timesheet pay run.

Adding timesheets to invoice

IPA Books+ Invoice module is required.

Now that the Timesheets are done, you can add the information into an invoice. On the vertical side navigation menu, expand Day to Day menu and in the Money in section select Invoices.

Click Add to create a new invoice. For more detail on adding invoices, see  Invoices.

When you select the customer, a pop up window will display asking if you want to add the billable time to this invoice. Click Yes.

You then select which billable time you want added and click Add.

The time will then be added to the invoice. You can add further invoice lines if required.

Note: The invoice screen will have an Add time button when the customer has billable charges. This acts as an reminder that there are outstanding charges linked to the customer. Click on Add time button to bring up when Add time and expense list.

Once you have completed the Invoice, click Save.

Timesheets report

Access to Timesheets report is govern by the Timesheet report permission. Administrator, Payroll Administrator, Limited and Superuser roles will have timesheets report permission enabled by default.

To view the timesheets report, go to Reports centre and select Timesheets category.

The reports shows all time entries created and can be group by the following report options.

  • None
  •  Employee
  •  Project
  •  Customer
  •  Service item
  •  Billable status
  •  Timesheet status
  •  Weekly period

Weekly period is based on the ‘First day of week’ settings on the book time settings. For example if ‘First day of week’ is Wednesday, the weekly period for June 2020 will be `Wed 3 June to Tue 9 June`. Week 2 will be `10 June to 16 June`.

How did we do?

Items

Expense Claims

Related Articles

Powered by HelpDocs (opens in a new tab)