FastTrack360 Version 12 Online Help
Editing a Bulk Timesheet
- Fiona Sims
If you are a timesheet approver, and you have the relevant user permissions, you can edit timesheet items on bulk timesheets directly via the Timesheet Entry screen without the need to open individual timesheets in a separate Timesheet Entry screen.
Depending on your user permissions, you can do the following directly on the Bulk Timesheets screen:
edit existing timesheet items
add new timesheet items
delete existing timesheet items.
Timesheet items can only be edited directly via the Bulk Timesheets screen if you filter the results of a bulk timesheet search by the Item View. To do this, select the Item View option in the List Display field in the search header of the Bulk Timesheets screen when searching for bulk timesheets.
When editing bulk timesheets, be aware that user permissions may restrict how you can edit items on such timesheets. For example:
Your user permissions may prevent you from adding new items to bulk timesheets. If this is the case, you will also be unable to change the item dates of existing timesheet items because changing the item date effectively creates a new timesheet item on a new date.
Your user permissions may prevent you from adding timesheet items on dates on which a shift does not exist in the job schedule of the corresponding job order. If this is the case, you will also be restricted in the dates that you can select when changing the item dates of existing timesheet items as the new items dates can only fall on dates on which a shift exists in the job schedule.
Your user permissions may prevent you from deleting existing timesheet items if they fall on a date on which a shift exists in the job schedule on the corresponding job order. If this is the case, you will also be unable to change the item dates of existing timesheet items if they fall on a date on which a shift is scheduled as doing so effectively removes the existing item and creates a new item on the new date.
How to Edit a Bulk Timesheet Directly via the Bulk Timesheets Screen
1. | Using the Bulk Timesheets screen, search for the relevant bulk timesheet. Make sure to select the Item View option in the List Display search field in the header of the screen. Bulk timesheets meeting your search criteria are listed on the Bulk Timesheets screen and are displayed in the Item View display mode, thereby allowing you to see the timesheet items on each listed timesheet. |
2. | In the list of timesheets on the Bulk Timesheets screen, locate the specific timesheet that you want to edit. |
3. | Edit any existing timesheet items if necessary. For more information, see How to Edit an Existing Bulk Timesheet Item below. |
4. | Add new timesheet items if necessary. For more information, see How to Add a Timesheet Item to a Bulk Timesheet below. Note: You must have user permissions to allow you to add items to a bulk timesheet. If you do have permissions to add items to bulk timesheets, you may be restricted to adding items only on those dates on which a shift exists on the job schedule of the corresponding job order. |
5. | Delete any existing timesheet items if necessary. For more information, see How to Delete a Bulk Timesheet Item below. Note: You must have user permissions to allow you to delete timesheet items that fall on a date on which a shift exists on the job schedule of the corresponding job order. |
6. | Click Save next to the timesheet you have edited. The system checks if all mandatory information has been selected/keyed in against all timesheet items on the bulk timesheet. If all mandatory information has been specified, your changes are saved. If any mandatory information is missing, an information icon is displayed against the row(s) that correspond to timesheet items that have missing mandatory information and the entire row(s) are highlighted in red. You must select/key in the relevant mandatory information before you will be able to save the timesheet. |
When editing an existing timesheet item directly via the Bulk Timesheets screen, you can edit different item attributes depending on which of the following item types you are editing. For example, depending on your user permissions, you can edit the start and/or the end time of an attendance or absence item. However, manual items and reimbursements do not have a start time and end time.
Attributes of each timesheet item that can be edited are highlighted in green for ease of identification.
How to Add a Timesheet Item to a Bulk Timesheet
You can add a new timesheet item to a bulk timesheet from scratch or, where the new timesheet item is to be similar to an existing item on the same timesheet, you can copy the existing item and then edit the new item accordingly.
Depending on your user permissions, you may not be able to add new timesheet items to a Bulk Timesheet or you may be prevented from adding timesheet items on dates on which a shift does not exist in the job schedule on the corresponding job order.
To add a timesheet item to a bulk timesheet from, follow the procedure below.
1 | Next to where the relevant timesheet is listed on the Bulk Timesheet screen, click the plus button. A new row is added under the corresponding timesheet to allow you to specify the item details. |
2 | Click the Item Type column of the new row and select the item type you want to add to the corresponding timesheet. For example, if you want to add an attendance item, select Attendance. Columns of the new row are highlighted in green to indicate the columns in which you must select an option or key in a value to define the attributes of the new item. |
3 | In each column of the new row that is highlighted in green, select the relevant option or key in the relevant value according to the required attributes of the new timesheet item. |
To add a timesheet item to a Bulk Timesheet by copying an existing item, follow the procedure below.
1 | Next to where the relevant timesheet item is listed on the Bulk Timesheet screen, click the plus button A new item is added directly beneath the existing item that you copied and is an exact duplicate of the item you copied. |
2 | Edit any attributes of the new item as required. Note that each column that can be edited, depending on the type of item you have added, is highlighted in green. |
How to Delete a Timesheet Item from a Bulk Timesheet
To delete a timesheet item from a bulk timesheet, click the delete button (icon) next to the relevant timesheet item that is listed on the Bulk Timesheet screen. The row representing that timesheet item will be removed.
Depending on your user permissions, you may not be able to delete timesheet items that fall on days on which a shift exists on the job schedule of the job order to which the bulk timesheet belongs. If you attempt to delete such an item and you do not have the relevant user permission, an informative error message will be displayed.
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