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Options relating to the timesheet configuration are stored under the Time Ledger, Time Entry Options. To view or change these settings:
Log into the Time Ledger
From the menu select Options
Click on Time Ledger
Click on the Time Entry tab
Note: To make changes on this screen you will have to log in as MASTER.
Timesheet Length
Timesheets are used to make time and expense postings to client accounts and non-charge activities which relate to members of staff. Timesheets require the option Use Timesheets under the General Time Ledger Options to be ticked.
The Timesheet Length will usually be decided by the level of detail with which time is to be recorded. For example if you record the number of hours worked for a client on a monthly basis, you would only require monthly timesheets, if you record time in more detail a weekly timesheet would be more suitable.
Note: The Timesheet Length cannot be greater than that of the Time Period, see General Time Ledger Options to view/change this setting.
i The recommended setting for Timesheet Length is Week.
Carry Forward Whilst Posting
When posting timesheets, certain information can be retained in the timesheet for the next postings. For example, if you make a number of postings to the same client in succession you may wish to keep the client identifier between postings to save typing it in each time, you can do this by placing a tick in Client identifier, likewise Job identifier and Work type, if they are enabled.
i It is not recommended that Carry Forward Whilst Posting Client Identifier, Job Identifier or Work Type are ticked
Timesheet Entry
This option determines the level of detail client and non-charge posting into timesheets are made:
Per Day
The date the work was done must be entered, a total hours worked per day will be provided in the timesheet. However, you can make all postings to a single date or dates. This is the only option where you will be requested for a posting date in the timesheet.
Week Totals
All postings will automatically be given the date of the last day of the week the timesheet covers.
Timesheet Totals
All postings will automatically be given the date of the last day the timesheet covers (should be used if Timesheet Length is greater than a week and time is not recorded Per Day).
i The recommended setting for Timesheet Entry is Per Day.
Timesheet Split
If your timesheets do not coincide with the your time periods it is likely some (or all) will cross a period end. This options determines which period the postings will be made to when this situation arises.
For example, Timesheet Length is set to Week (running Sunday to Saturday). The time period 2002/07 and ends on the Tuesday and time period 2002/08 starts on the Wednesday. Time Entry is set to Per Day and time is recorded for the five working days (Monday - Friday). For each option the following would happen:
All to later period
The entire timesheet will be posted to period 2002/08 (the time period in which the timesheet ends).
All to earlier period
The entire timesheet will be posted to period 2002/07 (the time period in which the timesheet begins).
Choose best period
The entire timesheet will be posted to period 2002/08 (the majority of the days (4/7) within the timesheet fall into this period).
Split accurately
The first 3 days of the timesheet will be posted to period 2002/07, the remainder to period 2002/08. This is based on the date of the timesheet entry.
Note: To use the Split accurately option, Timesheet Entry must be set to Per Day.
i The recommended setting for Timesheet Split is Split accurately.
Standard Week
The standard hours staff members who work a regular week should be entered for each day. Any timesheets created for these staff will require the Total number of hours. To be posted before the timesheet can be completed. This total can however be overridden from within the timesheet if necessary.
Part time staff or those who work irregular hours can have the hours they are expected to post entered individually under the staff details.
Standard Time Unit (Minutes)
If you record time in units, the number of minutes in a single unit should be entered here. Time Format (Input/Display) are set under General Time Ledger Options.
i The recommended setting for Standard Time Unit (Minutes) is 6 minutes.
Control Who Can Post Time Other Than Their Own Time
The figures and information used when postings timesheets is sensitive in nature. Therefore it may be desirable to limit staff so only their own timesheet (the user they log into IRIS PTP as) is available for viewing or posting. To do so, tick Control Who Can Post Time Other Than Their Own Time, any staff that need to see the timesheets of other staff members can then be enabled on the Allowances tab under staff details.
i It is recommended that Control Who Can Post Time Other Than Their Own Time is ticked.
Timesheet start Day
The timesheet start is used to nominate the normal day that timesheets will start on.
If your timesheet length is weekly, two weekly or four weekly the effect of this option is as follows:
Staff set up as regular or part-time the next timesheet always starts immediately after the previous one, and the timesheet start day option has no effect.
For a new staff member the first timesheet starts on the nominated day immediately prior (or equal to) the stated start date. If this start day is earlier than the expected start date then the timesheet's expected totals are adjusted accordingly.
For any case where you can enter the start date for a timesheet (typically for casual staff) you get a warning if the entered date is not the normal start day of the timesheet.
For all other timesheet lengths the option has no effect.
Use 'Grid Timesheet Screens
Place a tick next to this option to enable grid timesheets for all staff members within the practice. Leave the option empty to use the timesheet posting screen.
f you make changes on this screen, click on the OK button to save and close the screen. Cancel will close the screen, abandoning any changes you may have made.
Click here for the Help Topic on setting up the Unabsorbed Options.