E-Time - Timesheet Approvals

NOTE: As of Patch 20, JSP E-Time Approval will no longer be supported and will be removed from our standard menu.

PYETMAPR – E-Time Approval > E-Time > E-Timesheet > Timesheet Approval

This screen can be used to manually approve submitted timesheets. Timesheets can be created and submitted through the Timesheet Entry screen.

If the system is set to approve timesheets automatically then this screen is not required.

E-Time Approval Buttons

[Exception Rules] - Button

Exception rules are used to determine whether timesheets can be approved in bulk. This button works in conjunction with the [Select Timesheets] button to select all employees whose timesheets adhere to the rules.

This button launches a window in which the maximum number of hours for normal, overtime, double overtime, other, job cost, nonbillable, and total hours can be entered. Once the exception rules have been defined, press the [Select Timesheet] button to select the relevant timesheets for approval.

Exception rules may be changed at any time and are unique to the session so approvers may apply their own sets of rules.

[Select Timesheet] - Button

Pressing this button marks all employee timesheets for the period for approval, provided they adhere to the exception rules defined earlier.

Although this process marks the employee record as available to approve, it does not actually approve the selected record. The approver may remove or add other employees before committing the approval.

[Approve] - Button

Press this button to set the status to “Approved” on all timesheets related to the selected employees.

[Unapprove] - Button

Press this button to set the status to “Unapproved” on all timesheets related to the selected employees.

If a timesheet is marked as “Unapproved”, it becomes available in the Timesheet Entry screen where the employee can make the required changes and re-submit the record. If an e-mail address has been entered in the Unapproval Email field of the Access Code screen, the employee will receive an e-mail notifying them that a timesheet of theirs has been unapproved and needs to be re-entered and submitted.

[Close Period] - Button

Press this button to close the period for the selected employee.

[Open Period] - Button

Press this button to open a closed period for the employee selected.

[Show Query] - Button

Pressing this button reveals two other buttons: [Clear Query] and [Execute Query]. Press the former to clear the query information entered and press the latter to return the results of that query.

Approver

Company

Enter/select the company code.

Timesheet Code

Enter/select the timesheet code to be approved.

Year

Enter/select the year of the timesheets to be approved.

From Period, To Period

Enter the range of periods of the timesheets to be approved.

Entered By Access Code

Enter/select the access code that entered the timesheet.

Work Company Code

Enter the job company. Only timesheets entered against this job company are displayed.

Type

Select whether to view and approve job, overhead, or both types of timesheets.

Job Code

Enter the job code. Only timesheets entered against this job are displayed.

Department

Enter/select the department.

Access Code, Password

Enter the user access code and password.

From Priority, To Priority

Enter the range of priorities of timesheets to be approved. If a default priority range has been set-up in System Options, then that defaults here. If the approver’s priority level falls within the specified range, then their employees’ timesheets are displayed. If these fields are empty, then all timesheets for that company, year, and period are displayed regardless of priorities.

Once the Approver section has been completed, the system returns all submitted timesheets selected by the entered information and displays them in the Select Employees section. If the setup is such that a specified user is the approver for an employee that is, in turn, the approver to other employees, the first approver will be able to see submitted timesheets for those other employees.

This screen shows all timesheets by default. To view unsubmitted, pending, approved, unapproved, or resubmitted timesheets, click the relevant radio button.

There are three different methods of applying approvals:

  • Manually approve every timesheet.

  • Approve each employee, one at a time.

  • Mass approve all timesheets for employees where the timesheets entered do not violate exception rule limits.