Rave's Timesheets has three Timesheet summary screens: My Timesheets and Branch Timesheets (if you cannot see this one, please ask your Branch Owner for access), all of which are available via the Timesheet button. The third option is the Project Timesheets view, found in the Project via the Timesheets subtab.
The Project's Timesheets sub-tab where many of Rave's Advanced Timesheets functionalities come into play, including creating a labour budget, selecting labour budget tasks in your timesheet entries, and labour budget reporting. This is also where you convert your timesheet entries into a labour bill.
The Project's Timesheets / Summary sub-tab
The project's timesheets/summary sub-tab provides a top-level view of timesheet entries for a given date range period - displaying all users with any entries for that period, their total hours logged in, any payroll entry types (ordinary time, annual leave, sick leave etc) their total break time, and their net total time - less breaks.
The Project's Timesheets / Details sub-tab
The project's timesheets/details sub-tab provides much more information. You can search/filter by a selected date range, user group (i.e. timesheet users and/or site staff vs other roles), user, task (or tags), payroll entry type, and the approval status of the timesheet entries.
This page will list each entry sorted by date for the filters selected. Each entry will display the date and day, user, any associated task or tag, the payroll entry type, the start and finish time, total time logged, any break duration, the total net time excluding breaks, and the ability to read any timesheet notes.
If the 'Enable timesheets approval' option is turned on in your branch settings under 'Timesheet', and with the add/edit timesheet entry permissions, an orange 'Pending - click to approve' or green 'Approved - click to
un-approve' tick icon will also display - allowing you to approve (lockdown) a pending timesheet entry.
Note: When an approved entry is locked down, it can NOT be edited - it must be changed back to a pending/un-approved state for editing.
Exporting to Payroll
To the top of the Details Page you will find an EXPORT to Button
When you have enabled your payroll system in your Timesheet Branch Settings you will see the payroll system of your choice on this export list.
Simply select your system in this case "Crystal Payroll" select the dates you want to export payroll information for and press export. A CSV will download for you to then upload to your payroll system.
Note: Its helpful to have each timesheet user have their Payroll ID added to their profile so this can import to your pay system easier. If your export is not working you will need to contact Customer Support as some Pay systems have customised set ups
Note: When viewing the Total column on the Project Timesheets Details page we will either display the total with the break included (if you have chosen to slide the project setting ON to include breaks when converting a timesheet to a bill) or Excluded (if you have chosen to slide the project setting OFF). This can also be controlled for ALL projects via the branch timesheets settings page
When a timesheet entry is approved or moved back to pending, the person whose timesheet entry it is may receive a notification email letting them know the updated status, if this notification is turned on.
To the left of each entry is a tick box allowing you to approve or convert the selected timesheet entry(s) to a bill. Alternatively, you can click the 'A' icon to auto-select all entries that have not yet been approved, allowing you to bulk approve them.
Note: As timesheet bills are always generated at a project level, the convert to bill option is only available via the project's timesheets/details page.
Anyone with permission to add/edit entries can edit or delete an unapproved entry (via the 3-dot action dropdown to the right) or add an entry via the 'Add an entry' section to the left of the page.
Note: Anyone with timesheet approval permissions within the business will receive a daily email at 6pm with all new timesheet entries to be approved.
To go back to the overview for ALL Timesheets Advanced features, click here
Are you ready to use Rave's Advanced Timesheets?
If you would like to add the Advanced Timesheets module to your Rave set-up, please contact us via help@ravebuild.co.nz