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Scheduling Timesheets

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Vicky Lila
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The Job Scheduling utility provides the ability to generate draft timesheets in Eralis Job based on
the time that has been scheduled. The timesheets are created as drafts to allow for review of
the transaction prior to posting through to the Job.

The creation of the timesheets is a process that has to be run; it is not a function that automatically happens as user intervention is required to determine the date up until which the timesheets need to be created and the manner in which the batches are generated.

The timesheet generation process is run from the Data menu on the Scheduling Pane.

The timesheet generation screen uses the same filters that have been applied in the Filter Pane of the scheduler. The form is split into two sections:

  1. The Subjobs sections outlines the Subjobs that are to be included in the process.
  2. The Summary section displays either a preview or the results of the timesheet generation.

Generation Process

The process of generating timesheets requires three item of information:

  1. Which Subjob must be processed. The system uses the filters applied in the Filter Pane to determine which Subjobs are listed; however, Subjobs can be removed in the Timesheet Generation screen.
  2. The date up until which the timesheets must be processed. This option is discussed further in the Transaction End Date section below.
  3. How the transaction batches need to be generated. This option is discussed further in the Timesheet Batching section below.

Once these three items of information have been provided, the user can then choose to preview what the results of the timesheets will be, or directly generate the draft batch of timesheets.

Transaction End Date

The Transaction End Date is used to determine which task bars are included in generating the timesheets. The system will review each task bar included in the selection criteria to determine if they have been included in a timesheet generation batch previously, and if so, up until which date.

If a single task bar covers multiple days, and the transaction end date is before the end date of the task bar, the system will post timesheets related to the task bar up until the transaction end date. The system will start at either the start date of the task bar, or if it has been used in a timesheet batch previously, the date up until which it has last been processed. This allows a task bar to be included in a timesheet generation process multiple times, but not have the same time period processed multiple time.

Once a task bar has been included in a timesheet generation process, it cannot be deleted or moved in the Scheduling Pane. The user can increase the length of the task bar, or reduce the length up until the last date that it was included in a timesheet batch.

Timesheet Batching

The system allows the user to choose the way in which the draft batches will be created. The
available options are:

  1. All
  2. Job
  3. Subjob
  4. Branch
  5. Job Type
  6. Job Category

A new draft batch of staff and resource timesheets will be created for each unique option that is identified when analyzing the task bars. A preview function is available in the Timesheet Generation screen, allowing the user to see the outcome before the batches are created.

Timesheet Entry Properties

When a timesheet entry is created, the system will apply the following attributes:

Field Value
Subjob ID Based on the Subjob linked to the scheduling task bar.
Staff / Resource Based on the staff / resource linked to the task bar.
Item No. Default Item Code from the Employee Master Data / Job Resource Setup. The exception to this is when the timesheet entry is based on non-productive work. In this scenario the system will use the item code defined in the setup of the non-productive category.
Date

The date relevant to the transaction. The system will break the task bar down into individual days and post a timesheet entry for each of the days.

For example, if a task bar covers 5 days from the 1st of a month through to the 5th of a month, and the user generates scheduling timesheets with a transaction end date of the 3rd of the month, the system will create 3 separate timesheet entries for the 1st, 2nd and 3rd of the month.
Time Type

Dependant on the time of the scheduled task and the configuration of the work schedule for the company or the individual resource.
Analysis 1 & 2

Based on the default values of the item code.
Activity

If activities are being created, the activity linked to the task bar.
Qty

The work hours for the specific day.
Unit Price & Cost

Based on the standard Eralis Job rules for price and cost determination.
Non-chargeable

Based on the Subjob Type definition or the Item Code default.

Best practice would have Subjobs assigned to the non-productive categories allocated to a non-chargeable job type.
Note

The system will bring through the notes entered in the extended task bar information.

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