Timesheets

The system supports time and expenses recording, approval and billing, all fully integrated within the order flow so that the full traceability exists and order/customer profitability can be easily measured.

The following specific business features are supported for timesheets & expenses:

• Timesheet weekly period start date is configurable by division.
• Timesheets can be submitted daily or weekly to support early cut-off at mid-week month ends.
• Task add can be done from the fully customer/project list or from favourites, any task/sub-task can be acquired as a favourite.
• Tasks can be rolled forward to the next week.
• Tasks can be booked to as billable or non-billable. Where the time is mixed within a week, the task is automatically replicated.
• Each daily booking can have a comment and external reference added, the latter to support problem ticket analysis.
• Submitted time can be un-submitted until approved. After approval, the employee’s manager will need to un-submit the time for correction.
• As projects can be either external, customer driven, or internal overhead based, the same interface is used to create and manage both types of work. This allows internal budget management and actual cost analysis (for instance, of help-desk time) without the need for parallel processes.
• Standard timesheet features such as weekly reminders, minimum time validation, start and end date management are supported.
• Timesheet approval is driven by the employee’s manager relationship, which is date based (see Employee Features). Managers can view a summary approval view or drill into the employee’s timesheet for approval. The summary view shows total billable and non-billable time by approval week for rapid and group approval. Against each employee, it also shows the value of un-submitted time to date as a quick visual indicator of completeness. Managers can approve, reject or edit time bookings. If the timesheet is edited the system sends an email to the employee notifying them of the change.
• Expenses can be recorded against projects and overhead codes. Project expenses can be claimed as billable or non-billable.
• Expenses work in three logical currencies, the currency of the expense, the division base currency for reimbursement and the customer’s billing currency. Exchange rates for expense to base currency are entered by the employee when making the claim, the conversion to billing currency is done at time of invoicing based on the system FX rates.
• Expenses are approved line by line. Overhead related expenses are routed to the line manager, project-related expenses are routed to the project manager.
• Scanned documents can be uploaded against each line and comments added justifying the claim. Each line has expense type classification (divisional configuration listing) for reporting purposes.
• Payment control is provided for finance to record the fact that the expenses have been paid to the employee. Employees can see all the expenses they have claimed, together with approval and payment status, online.
• Approved billable expenses are forwarded directly to invoice action lists for adding to invoices or quick-invoicing.