Guide for Time and Expense Entry
3.2.2 - Entering a New Timesheet

When first opened, your timesheet screen provides you with a blank timesheet in which you can enter your information:

empty timesheet

You will see your name and employee number listed at the top of your screen, along with the week ending date of the current week. The timesheet record shown after clicking the main menu "Timesheet" button will always be the record for the current week of your office. If you would like to review past timesheets, you can find those records through your timesheet listing screen.

When your timesheet screen is empty, the only available data entry options are the project, activity and task selection fields in your time sheet's first row:

first row time tracking selectors

As described in the previous section, you can make your billing code selection for that timesheet row by clicking one of the project, activity or task selector fields to open your selector dialog. As the project field for that selector is still empty, you will be brought to your project list regardless of the field you have clicked:

project selector on an empty timesheet

Once you have selected the project, activity and task combination for your time sheet row, the hours fields for that row will be enabled to allow your time entry, as with this example of selecting the "Administration" / "Vacation" project and activity:

timesheet administration vacation selection

Your screen will also automatically select the current day of the week for you. For example, if 'today' was Monday, November 18th, the time entry field for Monday would be automatically selected, as shown above.

As this particular work (Vacation) will not be billable, we will also click the Bill. checkbox to "N", indicating that the row contains non-billable hours:

non-billable time sheet hours

The billing code selector on the next line will also be enabled to allow your continued entry of time. For this second row, we'll select the Design activity and Database Design task for the Widget Co. Project:

second row of timesheet added

As this tracked time is to be considered billable, we will leave the Bill checkbox set at "Y", and enter "7" in the hours field to indicate the time spent on that work:

time entered on second line

Note that the selector fields of the active row are shaded a light blue colour, with the heading day of the week for the selected time entry field also highlighted with a blue line. This row and column highlighting provides a visual reference to help you quickly identify the area of your time sheet which has focus.

The row and column totals are also automatically updated to take into account any added time entries. These totals provide a guide to help confirm the correct amount of time has been entered for your day, week or tracking row. When your timesheet is saved, any numbers which have not been provided with a decimal value (such as the '7' just entered) will be automatically set to a '.0' to correspond with any fractional hours (such as '3.5' or '2.25') which may be entered.

To clear a row of time sheet data, select the "[ NONE ]" option for your project billing code in the row to be cleared. Using the example just entered, selecting the "[ NONE ]" option from the project selector would produce this result:

timesheet emptied second line

With the row of data now cleared and the Total row and column updated to reflect the change.

If you reach the bottom of your timesheet lines, as shown in this example:

timesheet at bottom row

After selecting a billing code in the last row of your time sheet grid, a new entry row will be automatically added to the bottom of your list to provide space to record your work, with the scrollbar on your screen enabling to allow you to move the scroll area focus up or down:

timesheet bottom row added

As billing codes are added for each record row, additional rows will be added to your screen in order to provide as much space as you require for your time tracking:

timesheet scrolling