for Resource ID or for Resource Name. If you know the resource information, you may enter the ID or name into the respective fields.Use Weekly Timesheet to enter time worked on various projects/tasks during the same week. You may keep a weekly timesheet open (pending) until it is finished. Team Leader/Project Manager roles are set up to approve the timesheets after they are submitted. When the timesheet is approved, the hours worked are charged to a project.
When Time Approval Type is set to Standard on the Time tab of Project Policies, timesheets require one level of approval to be considered approved and eligible for billing purposes. For example, this option should be used when a supervisor/team leader will approve all time. The approval will set the status of the weekly timesheet to Approved, as well as each timesheet detail line, and then they are eligible for billing purposes.
See also About Timesheet Approval Permissions.
When Time Approval Type is set to Advanced on the Time tab of Project Policies, the Weekly Timesheet screen is view-only. Only Beyond Mobile can be used for timesheet entry and approval when Time Approval Type is set to Advanced.
Using Weekly Timesheet
Select Projects | Weekly Timesheets.
By default, the current week is selected in the screen.
Specify a resource for the timesheet by clicking Lookup for Resource ID or for Resource Name. If you know the resource information, you may enter the ID or name into the respective fields.
A resource is anyone who is responsible for tracking time.
In Week of, select the date from the calendar based on which week time is performed. This date determines the seven days that show in the grid area. You can enter a specific date or select a date from the calendar.
You can click Previous to move to a week prior to the week that is displayed or click Next to move to a week after the week that is displayed.
Starting a Timesheet
New weekly timesheets can be started from scratch or by copying a previous timesheet using Save As.
Select the Week to use as a starting point.
Click Save As.
Select a date for the New Timesheet Date. You can enter a specific date or select a date from the calendar. This date determines the seven days that show in the grid area.
Select the Clear Comments? check box to prevent any comments from the original timesheet from coming over to the new timesheet.
Click OK.
Note: A new timesheet is created with all the projects from the previous timesheet and no hours/comments are carried forward. Clicking Cancel will clear the data and return you to the original timesheet to copy from.
Entering Time in the Detail Section
In Project ID, specify the project ID for the line. Click Lookup to select the project ID from Project. Or, click the down arrow 
to select the project ID from the list of recently used project IDs.
The Project Description will default from Project. To change the default Project Description, change the description in Project.
In Task, select the task ID for which you want to record time. Click the down arrow to select the task from a list.
The Task Description will default from Task Definitions. To change the default, change the description of the task on the Task tab in Project.
The Customer will default from Project. To change the default, change the customer name in the Billing Information tab in Project.
Directly enter the time in the Day/Date fields.
Note: If the Require Reason for Time Entry Change check box is selected in the Time tab of Project Policies, and the date of the time entry is prior to the current date, the user will be prompted to select a Reason code explaining why the entry is late. If the Allow Other Reasons check box is selected, the user may enter their own reason. A manually entered Reason must be a minimum of 24 characters long.
The Project Account will automatically populate based on default values already established. This can be changed by using the dropdown.
The Labor Category will automatically populate based on default values already established. This can be changed by using the dropdown.
The Pay Category will automatically populate based on default values already established. This can be changed if desired using the dropdown.
Enter information in Comment to describe how the time was spent, such as detail on the work performed, who the work was done for, special steps taken/completed, etc. Keep in mind the information entered in Comment is usually what appears on the invoice in Project Invoice.
Click the Task Complete check box when a task is complete. This will set the task status to complete in the Task tab of Project.
Click Save to save the timesheet.
Note: To delete a line item in the time entry grid, click on the Remove check box for the row and it will be deleted when the timesheet is saved.
Also note: Columns can be moved and reordered by clicking and holding the column and moving it to where you want it.
When completed for the reporting period, click Send on the toolbar and send to your team leader/manager to let them know your timesheet is ready for review and approval.
You can click the Approve All button to approve all timesheet detail shown in the screen.
Click Reverse Timesheet to create a similar timesheet with all the hours reversed. For example, if the original timesheet displayed 4.00 hours for a project, the new timesheet will display -4.00 hours for that same project. This feature can be used whenever you need to reverse time entered and the project transactions that were generated when a timesheet was approved.
A: The following are procedures for moving time from one project to another, at an individual detail line level. Since Beyond Software provides an audit trail, the steps will be to reverse the original time and enter the time on the correct project.
Note: These steps are based on the time having already been approved. If the time is still pending, simply change the project ID on the line item that needs to change.
Select Projects | Weekly Timesheets.
Select the resource you want to move time for by clicking the Lookup icon.
Select the week you need to transfer time from/to.
In the Timesheets section, create a new line for the time that was originally input and now must be changed. This line should be a replica of the original line except you need to enter a negative amount for the original time entered to be subtracted from that project.
Create a new detail line for the time that will be entered for the correct project. Enter the new time as positive.
Note: If the same amount of time is being transferred from one project to another, the net effect of the change will be zero.
Save.
A: Follow these steps to take the time out of the incorrect week and ‘move’ it to the correct week:
Select Projects | Timesheets.
Click Find to locate the timesheet that was entered for the wrong week.
Click Save As to create a copy of the timesheet.
Make all existing hours negative to back out the time. For example, if 5 displays in Hours, set the value to -5. This will produce a new timesheet with hours the net to zero with the original timesheet.
Save and approve the timesheet.
Use Find to locate the original timesheet again.
Click Save As to create another copy of the timesheet.
Set the dates to the correct dates.
Save and approve the timesheet.
Note: You will end up with three timesheets: 1) the original timesheet, 2) the reversed timesheet, and 3) the timesheet for the correct week. The original and the reversed timesheets will net to zero.
A: Follow these steps:
Take a print screen of the original timesheet(s) that need to be corrected. (This will be used for re-entering the time as it will be zeroed out in steps 2 – 4.)
Leave the Apply Rate To setting for the applicable billing rate set to Amounts. (If you have already changed it to Units, go ahead and change it back to Amounts temporarily.)
Select Projects | Weekly Timesheets and find the timesheet where the time was originally entered and click Save As.
Enter negative time for the hours. For example, if 5 appears for the hours, make it -5.
Approve the timesheet. You now have the original timesheet and a reversed timesheet which net to zero.
Select Projects | Consoles | Project Transaction Console and confirm that the original transactions now have corresponding negative transactions and that they net to zero.
Once confirmed, go to Projects | Setup | Billing Rates.
Find the Billing Rate structure used in the original timesheet.
Change the Apply Rate To setting from Amounts to Units.
Go back to Projects | Weekly Timesheets and re-enter the time, into a new timesheet, as it was originally entered (using the print screen from above).
Approve the timesheet.
Go back to Projects | Consoles | Project Transaction Console and confirm that the new transactions have been correctly calculated with Units times the Rate.
A: Follow these steps:
Take a print screen of the original timesheet(s) that need to be corrected. (This will be used for re-entering the time as it will be zeroed out in steps 2 – 7.)
Select Projects | Setup | Billing Rates and find the billing rate used in the projects from the original timesheet.
Ensure the billing rate is set to the original rate used when original timesheet was approved.
Leave the Apply Rate To setting for the applicable billing rate set to Units.
Ensure that the effective date is set to a prior date before the timesheet entry.
Go to the same weekly timesheet where the time was originally entered and enter equal amounts of negative time.
Review the Project Transaction Pending and Billed Console and confirm that the original transactions now have corresponding negative transactions (that each timesheet entry has a negative time and billable amount corresponding to it). This “zeros out” the original timesheet transactions.
Once confirmed, approve the timesheet.
Go to the Billing Rate screen and change the billing rate back to what it should be (the correct amount).
Go to the same weekly timesheet and re-enter the time as it was originally entered (using the print screen from above).
Go to the Project Transaction Pending and Billed Console and confirm that the correct amounts have been correctly calculated using the correct rate.
Approve the timesheet.