Understanding TimeSheets

Timesheets get posted to Billings in the following ways:

• Creation of a daily plan that is set to Approved

• Creation of a weekly time sheet

• Manual creation of a time sheet directly in Billings

• Submission of a timesheet from the Billings Timesheet mobile app

• External system that publishes billing related records directly into Billings via APIM feed

• Time sheet import, where a user manually uploads a time sheet into Billings

Billings supports the following types of time sheets:

• Single Day, Single Project

• Multi Day, Single Project

• Multi Day, Multi Project

To view the time sheets tab and all time sheets that exist in the system, go to time sheets > time sheets.

The available columns on the time sheets tab are as follows:

• Timesheet #

• Work Date

• Timesheet ID

• Job #

• Root Project

• Name

• Region

• Company

• Days

• Status

• Type

• Approval Status

• Close

• Created By

• Created Date

• Timesheet Total

• Modify By

• Modify Date

• Park

Time Sheet Status Rules

Timesheet Status	Timesheet and Approval Status Rules
Open	All items contained on the time sheet can be modified or deleted, and new items will be added if you have the applicable security permissions.
Locked	The time sheet contains items that have been invoiced or exported. Exported or invoiced time sheet line items cannot be modified or deleted but new lines/items can be added or modified by an Administrator or Power User until they too are invoiced or exported.
Closed	Time sheet cannot be modified
Pending Approval	All items contained on the Time sheet can be modified or deleted and new items will be added, providing the user has security permission.
User Defined (optional)	All items contained on the Time sheet can be modified or deleted and new items can be added, providing the user has security permission.
Un-invoiced	Time sheet cannot be modified. Un-invoiced Time sheet items will be eligible for invoicing. Time sheet status must be changed to Pending approval or user defined status to make any modifications.
Parked	Time sheet is temporarily unavailable for exporting and invoicing until Parked status is removed. When Parked status is removed, time sheet returns to the status it had prior to being parked.

Creating a Single Day, Single Project time sheet

Personnel Tab

There will be several columns listed in the Personnel tab, as well as some columns hidden. However, to speed up the process of data entry, it is beneficial to remove or add only the necessary columns.

If a column from the Personnel tab is needed on the Time sheet layout, you must add it before data can be entered into it. Right click any column header, and then select Column Chooser to view this list. You can then drag and drop any of the additional fields into the Timesheet view or remove any fields that are not required.

You can control where the new column will be displayed on the page by dragging and dropping the column headers in the desired location, as identified with the black line.

After a layout has been created or modified with the columns relevant for data entry, save the layout by expanding the Layout drop-down menu and then selecting Save As. A window opens, to allow you to name the layout. This layout is specific only to you. It is not available to other users unless you or an Administrator share it. After the layout has been saved, you can click Set Default, which makes it the default view when you enter the Timesheet page in the future.

When creating a timesheet layout, keep in mind that multiple layouts can be created and saved. It can be beneficial for the user to create a layout for when they are entering data and another layout for when they are auditing the data entered.

After the layout has been modified, go into the Personnel field on the page and either begin typing the last name or use the drop-down menu to pull up a list of personnel.

The Bill As, Cost As, and Shift fields automatically populate with the default values specified for the person selected. However, if the person whose time is being entered is to be billed out or cost as another classification, the Bill As or the Cost As field(s) can be changed to the appropriate personnel classification to ensure the time sheet is invoiced and cost coded appropriately. For example, if a Journeyman is promoted for a day, since it is a temporary change to the classification, the Bill As field can be changed as needed on a single timesheet line/item without changing the person’s default classification.

Cost Code Field

Press the Tab key to go to the Cost Code field. Click the drop-down to display a list of cost codes defined for the selected project node (and any child WBS items). How the project is set up determines how the cost code list is shown.

The list of cost codes is embedded in a project path. This path is created by following the folder levels of the WBS structure so that the costs are allocated to the proper area. For example, if the path is 1/EXT/PIP/11.01, this means that the costs are going to Plant 1, Extraction Area, Piping, and Cost Code 11.01.

The next set of fields determines the billing type for the units. Dependent on the project contract, Personnel can be billed out for ST, OT, DT, DTH, TT, Day, and LOA.

If multiple personnel are being used for the job, click on the Add Row icon located on the ribbon bar to add a row, or use the Tab key to move all the way to the right of the page and press Tab again to generate a row.

Billings automatically copies most of the information from the previous row to a new row. To remove a row, click the Delete Row(s) icon located on the ribbon menu.

Equipment and Material Tabs

Perform similar steps to enter equipment on the Equipment tab, and materials on the Material tab. Both Equipment and Materials that appear from the drop-down list will be filtered if the project that the time sheet is being charged against has been set up to filter the Equipment or Material lists.

Line Items Tab

When there is data that needs to be entered, but it does not fall within the predefined units of measure on the Personnel, Equipment, or Materials tabs, you can enter it on the Line Items tab.

The Line Items tab offers the flexibility to enter any other items that are related to the time sheet that do not neatly fall into the predefined categories of Personnel, Equipment or Materials. This can include expenses, premiums and allowances, surcharges, rental fees, or other additional fees that are related to the time sheet. If required, a line item can be assigned to a person (e.g., small tools allowance, equipment rentals, other premium, etc.), a piece of equipment (such as., repairs, additional charges), material (such as, a hauling charge), or entered as an Other line item.

The Line-Item tab lets you:

• Allot a Custom Description to the item

• Charge it to a cost code (required)

• Attach it to an applicable PO #

• Assign a unit of measure

• Track the quantity

• Key the rate instantaneously

Details Tab

The Details tab lets you capture any field notes associated with the time sheet and also enter data into any custom time sheet fields set up by the application administrator.

Additional time sheet details can be captured in the Diary tab.

When you're done entering data into the time sheet, click on Apply or OK.

To view the Time sheets tab and all time sheets that have been created, select Timesheets > Timesheets.

The available columns on the time sheets tab are:

• Time sheet #

• Work Date

• Time sheet ID

• Job #

• Root Project

• Name

• Region

• Company

• Days

• Status

• Type

• Approval Status

• Close

• Created By

• Created Date

• Time sheet Total

• Modify By

• Modify Date

• Park

Creating a timesheet layout