If your organisation is set up to use timesheet posting within WealthWorks+, this video tutorial will show you how to manage your timesheet postings. It includes how to:
- Add new WIP entry to your timesheet
- Create WIP templates, for activities carried out on a regular basis
- Delete WIP templates no longer required
- Edit WIP entries, including drag and drop to adjust start times of WIP entry
- Create a Weekly WIP Template
- Submit a timesheet for approval
In the event you have the authority to approve users timesheet postings, and need further assistance with how to do this, please see our Managing Timesheet Approvals tutorial here.
Tutorial Transcript
To manage your timesheets go to Time, Fees & Billing and then Timesheet Posting. If your timesheet is incomplete for a week the Hours Required notification will be highlighted in red. All the postings are colour-coded and include a symbol for the rate type. If you hover the mouse over the WIP Key in the top right of the portlet you can see all the definitions.
(00:32) To edit a timesheet, select the Active Timesheet Period and click Open Timesheet. This will open the timesheet posting options and allow you to add WIP to your calendar. New WIP displays as the three rate types: Chargeable, Non-Chargeable and Office Time. To add new WIP to your timesheet simply drag and drop the required rate type from the Add New WIP portlet onto the date and time in the calendar you want to post it to. When a rate is dropped onto the calendar it will create a WIP post for only one unit of time which will not be assigned to an entity (but will default to the first activity alphabetically). To assign the WIP, double click on the entry to open the Edit screen. From here you change the Rate Type from the drop-down list, allocate the time to an entity and sub-fund or project. Start typing the name and then select the entity from the suggested list. Chargeable and non-chargeable WIP must be assigned to an entity. Any timesheets with unassigned entries cannot be submitted for approval. You can change the Start Time, the number of Time units, or Duration (Minutes). You can change the activity type and add any additional details. Once the details are completed appropriately, click Save.
(01:43) You can also create WIP templates for activities that you carry out on a regular basis. To create a template, double click on the relevant posting to open up the Edit screen, tick the Save WIP as Template check box, give the template a descriptive name and click Save. Templates are displayed in blue beneath the standard WIP rate types and you can drag and drop these into your timesheet calendar without the need for additional editing.
(02:08) Once a template has been created it cannot be edited. You need to delete the template and create a new one. To delete a template, click on the x on the right of the template and then Delete.
(02:21) To quickly change the date or start time of a WIP posting, simply drag and drop the entry onto the new time in the calendar. You can also quickly edit the duration of a posting by hovering the mouse over the end of the activity box until a double vertical arrow appears then click and drag the box to the desired end time on your calendar.
(02:42) To remove an activity click on the x at the top right of the box and then Delete.
(02:46) Activities can also be viewed and added using the list view option. Click on the Calendar View switch box to access the List View. You can add new activities from here by clicking the Add Item icon. You can edit or delete existing activities by finding the relevant entry and selecting the appropriate option from the Actions button.
(03:06) There is also a quick link to add new WIP from the Actions button in the top bar menu. Select Add Timesheet WIP and then choose the rate type to bring up the Add Timesheet Event screen. The top menu bar Actions button also gives you the option to create Weekly WIP Templates so you can quickly post a whole week of WIP in one go. To create a new template, select Weekly WIP Templates and then Add. Give the new template a descriptive name and select a previously posted week from the drop-down list to create the template with, then click Save.
(03:39) To apply a weekly template, open your timesheet for the relevant week. Click on the Actions button in the top menu bar, select Weekly WIP Templates and then Load. Choose the template you want to use from the drop-down list and then click Load again. You can then edit the timesheet as usual.
(03:57) If you want to delete a weekly template, click on the Actions button in the top menu bar, select Weekly WIP Templates and then Delete. Find the relevant template from the drop-down list and click Delete again.
(04:09) If you have added activities but are not yet ready to submit the timesheet remember to click the Close Timesheet button to prevent it being locked to your timesheet approver.
(04:18) Once you have added enough activities to cover your working hours, the Hours Required notification will turn green. You can keep a track of the number of hours you have posted in the Active Timesheet Period portlet. When you are happy with your hours you can post your timesheet for approval, by clicking the Submit for Approval button. Once submitted no further edits can be made to the timesheet and the postings will change from blue to orange. If your approver rejects your timesheet, the postings will be displayed in red. Any feedback they have provided will be in the comments box. To make changes, click Open Timesheet and then Edit Timesheet. You can add a comment of your own and then click Edit again. You can then edit your timesheets as normal. Once you have made the relevant changes, make sure you click Submit for Approval again. If your timesheet is accepted, the postings will turn green and no further action is required.
This tutorial is confirmed to be applicable from WealthWorks+ release 4.6.