Confirm Timesheets - Screen Guide

Confirm Timesheets Screen

This screen is used to edit, manage, and confirm timesheet data against jobs and cost codes before final confirmation.
It allows users to track hours worked, correct any mistakes, and prepare data for payroll and accounting integration.
This screen is the final chance to correct any mistakes before confirming locks in the times/coding. After a timesheet has been confirmed it can no longer be unsubmitted. You'd need to find the time costing record that gets created and edit it from there.

Timesheet Header Fields

Client Accounting System – The accounting system the timesheets are assigned to (based on job AS)
Confirm All – Confirm all timesheets
Confirm Selected – Confirm selected timesheets, tick box on left side to select a timesheet

Toolbar Actions

Timesheet Weekly Starts On – The starting day of the week you want to confirm times for
Edit – Use this to edit a timesheet that is not yet confirmed or check internal details of a timesheet
Export– Export timesheet data to:
- PDF
- DOCX
- RTF
- XLSX
Search - Search existing list for any data
Show Confirmed Timesheets - Check to show timesheets that are already confirmed
Other functions - Use this menu if you need to unlink any timesheets that you have already sent to the accounting system if you want to re-send

Timesheet Grid – Field Definitions

Each row represents a timesheet entry for a specific job and activity. Split by day one record can have one or many jobs.

Date - Date the timesheet entry represents
User Name - User name of the timesheet user - links directly to the user card
Line Type – Type of work (e.g. Normal, personal, RDO, etc )
Job – Job/s the time is being allocated to
Trade – Trade or discipline of the work
Cost Code – Cost category for job costing
Reference Code – Additional classification for reporting
Hours – Time worked for the entry
Note – Description or details of work performed
TC Number - This is the time costing record that gets created on confirmation, thee can be found in the time costing module if edits need to be made after confirmation.
Start/End Time - Start and end time of the daily times entered on submission by the user
Submitted - Submitted indicates a time submitted by a timesheet user, these can be edited by Buildlogic users with the correct access by hitting the edit button and changing any necessary details
Approved - If approval process is set up for times this will get ticked when the timesheet is approved, otherwise this will be ticked automatically when times get confirmed.
Sent to AS at - The time that the timesheets get sent to the accounting system, AS link can be removed from the other functions menu.
Groups - When using groups this field will be populated
Confirmed by - user who confirmed the timesheet
Warnings - Generally used to notify when a timesheet user may not have charge rates set, if a user has no charge rates or no linked contact when the TC records get created they will be made with no charge rates.
Linked to contact - Other side of the user, this is the linked contact for the selected user, this is where charge rates and timesheet type and other settings are pulled from, make sure the contact is set up properly and set as the linked contact in the user card.

Tips

Make sure all changes are entered before confirming as confirmed sheets can't be edited
Edit the time costing record if you need to make changes after confirmation (don't forget AS side too if you've already sent)
Some fields can be edited from the list without having to edit the timesheet
Enter time daily to ensure accuracy
Use correct job and cost codes for reporting
Review changes before saving