Current timesheet

SECURITY  All users who do not have the User is not required to submit Timesheets check box on the Resource Management > Security Tab checked

NAVIGATION  My > Timesheets > Current Timesheet

NAVIGATION   > Timesheets > My... > Current Timesheet

About the timesheet

The current timesheet covers the work period that includes today. Depending on how your Autotask instance was set up, it may cover a period of one week, two weeks, or half a month.

  • Time you enter on the Task and Ticket pages will automatically appear on your timesheet
  • You can add task time entries directly on the timesheet, in both Project and Start Stop Time formats
  • Ticket time entries can only be added on the timesheet if another time entry for the same ticket already appears there. The first time entry must be made on the ticket itself.
  • Regular time can be both added and edited on the timesheet.

The Timesheet has two views with distinct features: List View and Report View. A button at the top of the page lets you toggle between the two views.

The list view

The list view opens by default. Here, you can create and manage time entries, and internal resources can submit their timesheet.

Which buttons are visible on the timesheet depends on the timesheet status and the type of resource or user.

Button Description

Save (unsubmitted timesheets only)

Time entries on incomplete tasks can be edited right in the timesheet table. You can also add hours on additional days right in the table.

  • When you click on a cell that allows time entry on the table, you will see a gray box and a blinking cursor.
  • Edit or add the number of hours in decimal time.
  • Click Save to save changes to the task time entry.

New (unsubmitted timesheets only)

Click the dropdown control and select a time entry type and method.

  • Regular Time:
    Regular time is used to track activities not related to customer tasks and tickets as well as all types of paid time off. It is recorded for payroll purposes only, and is always non-billable. Typical activities tracked using regular time are meetings, administrative work and resource training. Resources in your organization who do not work on customer issues should track their time using regular time only. Refer to Entering Regular Time.
  • Project Time:
    Project Time is used to record time worked on a project task in decimal time format (2.25 hours). Refer to Adding and editing time on a task. If the contract associated with the project, or a system setting, requires that you use Start Stop Time, this option may be grayed out.
  • Start Stop Time:
    Start Stop Time is used to record time worked on a project task. It requires you to enter when you started and ended work, and calculates the number of hours worked. Refer to Adding and editing time on a task.

You cannot select a ticket to enter time on. Refer to Entering time on a ticket.

Get Previous Tasks (unsubmitted timesheets only)

If you track regular time using the same regular time codes every period, or if you continue to work on tasks or tickets that appear on previous timesheets, you can copy these items into your current timesheet using Get Previous Tasks.

Refer to Copying timesheet line items from previous timesheets.

Delete (unsubmitted timesheets only)

To delete a time entry, do the following:

  1. Select the check box to the left of the time entries to be deleted.
  2. Click Delete.
  3. Click OK to confirm.

For the permissions required, refer to Permissions required for editing and deleting time entries.

Submit (unsubmitted timesheets of internal resources only)

Click Submit to electronically submit your timesheet to your timesheet approvers. The submit date/time then appears at the top of the timesheet. Refer to Submitting your timesheet.

NOTE  Once the timesheet is submitted, it is locked and can no longer be edited. If you need to make changes after submitting your timesheet, ask your timesheet approver to reject your timesheet to unlock it.

Recall (Un-submit) (submitted timesheets of internal resources only)

If you submit a timesheet prematurely or you discover an error after you submitted it, you can recall or un-submit it. If it has not yet been approved by a timesheet approver, a Recall (Un-submit) button will appear on your timesheet.

Recall is also supported for proxy time entry. If you mistakenly submitted a timesheet on another user's behalf, you are able to recall it in the same way as your own timesheets.

To recall a timesheet:

  1. Click Recall (Un-submit).
  2. Click OK on the confirmation message.
  3. The timesheet will revert to its un-submitted state, and the timesheet approvers will receive a notification that the timesheet was recalled.

Refresh

Updates the timesheet to reflect changes to the ticket or task status, or the approval status of a time off request, or the timesheet.


List View/Report View toggle button

Click to toggle between the list view and the report view of the timesheet.


Period navigator

To navigate to an earlier or later timesheet period, click the forward or back arrow. All timesheets can be viewed, but only unsubmitted timesheets can be edited.

The numbers on the screen capture correspond to the explanation in the table rows.

Number Description
1 The column header row is determined by the color theme you selected in your profile.
2 A light gray column header indicates a weekend or holiday as defined in the holiday set. Refer to Managing holidays and holiday sets for details.
3 A white background indicates either a regular time entry, or a task or ticket not yet complete.
4 Summary rows appear light gray. If there are multiple time entries for a task or ticket, you will see a summary row item for the entry with a gray background and bold text. To view all associated time entries, click the plus sign in the left column. Click the minus sign to collapse the entries.
5 If a line item appears in a darker gray, the task or ticket status is complete. When all cells are gray, the timesheet has been submitted and can no longer be edited. If a time entry must be edited, the timesheet must be rejected by an approver first.
6

Light green time entries have already been approved and posted and can no longer be edited or deleted. If they must be changed, the labor must first be un-posted. Refer to Searching posted billing items and un-posting transactions for details.
7

The Total Hours and Total Billable Hours progress bars are white if no progress has been made, red if less than 50% of the goal has been achieved, yellow between 50 and 99% of goal, and green when 100% of the goal has been reached.

NOTE  Co-managing users will only see the summary of Total Hours.

The Totals area at the bottom of your timesheet displays timesheet metrics. If you have not reached your goals for Total Hours, Billable Hours, or % Billable Hours, the number of hours (or percentage) will appear in red.

Timesheet Totals Description
Total Hours The sum of all hours worked for the timesheet period and for each individual date. This field is equipped with a color-coded progress bar and, for internal resources, a tool-tip that displays the Total Hours goal and percent of progress towards that goal.
Non-Billable Hours (not available to co-managing users) The sum of all non-billable hours worked for the timesheet period and for each individual date. Non-billable hours are determined based on work type. Regular time entries are always considered non-billable.
Billable Hours (not available to co-managing users) The sum of all billable hours worked for the timesheet period and for each individual date.  Billable hours are determined based on work type. Hours worked with no work type will be deemed billable. This field is equipped with a color-coded progress bar and a tool-tip that displays the Total Billable Hours goal and percent of progress towards that goal.
% Billable Hours (not available to co-managing users) Billable Hours Worked vs. Total Hours Worked, to date. If you're not certain what your Billable Hours goal is, hover over the total for the day and the tool-tip will display your goal.

You cannot enter time on a ticket from the timesheet, unless another time entry for the ticket appears already on the timesheet. If there is an existing time entry, do the following:

  1. On the ticket time entry row, click into a cell.
  2. The New Ticket Time Entry page opens. Refer to Adding a ticket time entry.

All users:

All users can edit or delete their own time entries, as long as the following conditions are met:

  • The entry appears on an unsubmitted timesheet or a timesheet that has been rejected by a timesheet approver
  • The time entry you want to edit or delete has not been posted for invoicing. Posted time entries are displayed in a light green cell.
  • The time entry is not a time off request subject to pre-approval. Pre-approved time off requests that pull from a bank of hours must be canceled and re-submitted instead. This will prevent users from changing the number of hours that were approved without the Time Approver's explicit consent. You manage them on the My Time Off Requests page. Refer to My Time Off Requests.

Administrators and timesheet approvers:

By default, users can add, edit, and delete only their own time entries. Your Autotask administrator can enable timesheet approvers, or both timesheet approvers and administrators, to enter time and submit time off requests on other users' behalf. For users who have proxy time entry permission, the Proxy Time Entry section and the Resource selector field will appear on all time entry pages, so they can create a time entry for another user. They can also view users' unsubmitted timesheets.

Proxy time entry is enabled through a system setting. Refer to Proxy time entry.

IMPORTANT  To enter time, approvers must have permission to view the tasks and tickets in question.

To enter time on behalf of a different user or view their timesheet, click the Resource drop-down selector and select the user's name.

Administrators and approvers can:

  • Edit and delete time entries they added on someone's behalf
  • Edit time entries the user created, as long as the timesheet has not been submitted
  • Delete time entries they themselves created on a user's behalf.

They cannot:

  • Delete time entries created by a user
  • Edit time entries created by a user and submitted on a timesheet

To edit time entries on the timesheet, do the following:

  1. To open the page, use the path(s) in the Security and navigation section above.
  2. If you are using the Proxy Time Entry feature and would like to access another resource's timesheet, select the resource from the Resource drop-down list.
  3. Click on the icon in the Edit column.


    The Edit Regular Time Entry, Edit Task Time Entry, or Edit Ticket Time Entry page will open.
  4. The original time entry page will appear.
  5. Make changes as necessary.
  6. Click Save & Close.

If summary notes are not required, regular time, and project task and issue time may be edited directly in the table. Refer to the system settings Require user to enter summary notes when entering regular time and Require user to enter summary notes when entering project task time.

  1. Click in the appropriate cell and make your changes. Multiple cells may be modified in this manner.

  2. Click Save when you finish editing.

If the timesheet with the time entry you want to edit has already been submitted to, or approved by, your timesheet approver (the entire time table has a gray background), the timesheet approver must reject your timesheet. This can be done at any time, even after it has been approved. This will make it available for editing again.

  • If the labor you want to edit has already been posted, as indicated by a light green background in the cell, it must be unposted by a user with Administrator security level.
  • If the labor was applied to the wrong project task, you can change the task by clicking on the icon in the edit column. Refer to Changing the task the time entry is associated with.
  • If the labor was applied to the wrong ticket, the labor entry must be deleted and re-created for the correct ticket. There is no way to transfer labor from one ticket to another.

The report view

On the report view, you can use different sorts and filters to present timesheet data, display additional billing-related fields, and print your timesheet.

NOTE  You cannot edit time entries in report view.

Button Description

Report Type

Refer to Selecting a report type.


Print

To print the currently selected report type, click the print icon. You can then sign it and submit a paper version.

Refresh

Updates the timesheet to reflect changes to the ticket or task status, or the approval status of a time off request, or the timesheet.


List View/Report View toggle button

Click to toggle between the list view and the report view of the timesheet.

Show Billing Data (not available to co-managing users)

To display the Contract, Work Type, Role, and Total Hours Worked (on the task/ticket) columns, click Show Billing Data.

The report view defaults to the Timesheet report type.

The following report types can be selected from the drop-down menu:

Report Type Description
Timesheet This report type is very similar to the list view, with two additional features:
• The Show Billing Data check box appears above the table. When this box is checked, the Contract, Work Type, Role, Status, and Total Hours Worked columns for the labor entry will be displayed between the Title and Time columns. Only the Timesheet report type will show billing data.
• Below the table, signature lines for the resource's and approver's signatures will be displayed. The signature lines appear on all report types.
Organization
This report type allows you to filter the timesheet for time entries associated with a specific organization.

Co-managing users can only select from organizations they are associated with.
All Organizations This report contains all time entries, sorted and grouped by organization name.
All Projects (not available to co-managing users) This report contains all time entries, sorted and grouped by project. Ticket and regular time entries appear in a No Project grouping.
All Days (not available to co-managing users) The default sort order for the timesheet puts regular time entries first, with remaining time entries sorted by project title (if there is project task or ticket work), account ID, task ID, then work record ID.
This report type sorts time entries by date and time.
All Tickets (not available to co-managing users) This report type allows you to filter the timesheet for ticket time entries. Regular and project time is not displayed, and an additional Client Signature line is added.