Daily timesheets track what work you completed each day. Enter timesheets for project related billable work, or internal project tasks. Enter the amount of time spent on each task, and use the timesheet notes to describe the work that was completed. Quickly create your timesheets by adding tasks using timers, or use the history for your recently entered timesheets.
- Use timers to track how long a task takes to complete, and easily add this timer to your weekly timesheet.
- Use the timesheet history to create the timesheet row with the same details as a previous week.
Do you have an expense needing reimbursement? Enter these in cash and travel expenses.
- Block time and expenses being entered in a closed financial period by setting the lock date (available for System Administrators).
- You cannot transfer WIP onto a locked timesheet.
What are timesheets?
- Use timesheets to record how many hours you have spent working on project tasks. When the timesheet is entered and linked to a project, a transaction is created. Find transactions in Project > Financials > Transactions.
- Use the Internal project to record time spent on non-billable internal tasks such as general administration or annual leave.
- Use the history rows to quickly enter a new weekly timesheet using projects previously entered in the last week, or create a timesheet entry by adding the tasks using timers.
Why use timesheets?
Use timesheets to record how long you have spent working on each project or non-billable task. Transactions entered for billable tasks in your timesheets are used when creating project invoices.
You can access timesheets from the calendar icon in the header navigation.
- Select the week from the calendar.
- In the timesheet row shown, select a project.
- Select the corresponding stage.
- Select the task to register time on.
- When you click in the cell in the Rate/Overtime column, a dialog box will open. Here you can choose the required rate. The rate defaults to the 'primary rate' from your staff record. The overtime rate defaults to 'standard'. If the timesheet entry is for overtime hours select the overtime rate required. *Overtime rates are available for the Synergy Business or Enterprise products.
- Enter the number of hours spent on the task for each day of the week e.g. 0.5 hours is 1/2 hour, and 2 is 2 hours. In the free-text field, you have the option to type a note to describe the work completed. This field has a maximum limit of 200 characters. The note automatically saves when you click into another day. If zero hours are registered, you are prevented from entering a note.
- Repeat this for each project task completed for each day of the week.
- Click Save to continue.
NB: If you need to type a detailed note, we suggest you use the comments field in the work breakdown which does not have a character limit.
Use the history to quickly enter timesheets for projects that you are continuing to work on from the previous week.
The bottom section of the timesheet page shows the timesheet records for projects, stages and tasks that have been entered in your recent timesheets (e.g. the previous week). The 'timesheet history' section is shown under the current week's timesheet total row. Select the 'load timesheet history' button to view the recently entered timesheets. Use the history to quickly enter timesheets in this week for projects that you are continuing to work on from the previous week.
- Click the addition icon against the history row you want to use. This will move it to the current week's view.
- Follow the instructions in Record a timesheet entry.
Create your timesheets using tasks that you tracked over the week using timers. Learn more about using timers.
- In the timers section, you will see a list of timers created for the selected week.
If a timesheet entry already exists for that project / task combination – click on the plus symbol to add that timesheet line to your weekly timesheet. This will add the timer minutes onto the existing timesheet line. e.g. If Monday already had 2 hours entered, and the timer is for 30 mins, then the timesheet updates to read 2.5 hours.
Click the 'plus symbol’ for each timer you want to include in your weekly timesheet.
If required, edit the timesheet rows created.
The list of projects in the timers section are only shown if at least one timer is currently active but is currently paused.
Remove any timer rows that you don't want to use by selecting the pencil icon and selecting ‘Delete’ from the menu.
Before entering your timesheet, select which week the time needs to be entered against.
- Select the calendar and choose a date from the drop down calendar that opens.
Type a new date into the calendar field or use the arrows in the calendar to scroll one month at a time. You can also click where it shows the month year (February 2019) to select a specific month.
Alternatively, use the arrow keys in the main navigation bar to scroll one month at a time.
You can update a timesheet entry if you have entered incorrect details.
1. In the timesheet entry you want to update, click the row action button and select the 'edit details' option. Hover over the row to see the action button.
- This unlocks all the fields on the timesheet row. Update as required.
- Save the timesheet once all required changes have been made.
Transaction status options that allow edit
|Status option||Edit allowed||Notes|
|WIP||Yes||Transactions default to WIP status when created.|
|Invoiced||No||Transactions linked to a draft or finalized invoice cannot be edited in staff timesheets.|
|Written-off (no billing fee type stages)||Yes||Transactions are automatically written-off when entered for a no-billing fee type stage. Edit is allowed for this type of write-off.|
|Written-off (billable stage fee types)||No||Transactions are written-off by the project manager in the project > transactions tab. This type of write-off does not allow any further edits of the timesheet.|
|Queried||Yes||The transaction has been queried by the project manager, and requires to be updated before it can be included on any project invoices. Edit is allowed.|
|Locked||No||The transaction has been locked by the project manager in the project > transactions tab. Edit is not allowed.|
Timesheets entered across multiple days of the week
When a timesheet is entered across multiple days of the week, what edit options are allowed will vary based on the status for each of the transactions created for that row.
- Edit allowed - all fields on the timesheet row are unlocked and can be edited.
- Edit disabled - then hours can be added to extra days of the week where 'locked' transactions don't already exist. The other fields on the transaction row cannot be changed (e.g. project details, note, and number of hours on invoiced days cannot be changed).
One timesheet row has been entered with 2 hours for Monday and 3 hours for Tuesday.
Synergy creates a separate transaction in the project for each day of the week entered on the timesheet line - one for Monday and another for Tuesday.
The project manager has invoiced the transaction on Monday for 2 hours.
When the staff member tries to amend the timesheet transaction, they can update:
- The number hours on Tuesday.
- Add hours to the other days of the week - Wednesday to Sunday.
Edit is not allowed for the timesheet note, project, stage, task, or rate.
If a timesheet needed to be entered for Wednesday in the above scenario with a different note for example, the user would need to add an extra timesheet row to the list.
If a project is marked as unsuccessful, it also not possible to register hours on it.
When editing a timesheet you can update the hours per day of the week, or edit the details of the line. If you have updated details by mistake and not yet pressed save, then click the undo button in the top right and it will revert to the previously saved details in the timesheet.
To remove a timesheet entry from a day in the week, replace the number of hours with the number 0.
- Locate the timesheet entry you want to delete.
- Click into the cell of the day of the week you want to remove.
- Update the entered hours, so that 0 hours are shown in that field. e.g. if 2 hours was entered, replace the 2 with 0. If a note is entered into a day but you want to delete the hours, for example, the hours may be on the wrong task, you will need to delete the note first before you can reset the day to zero.
- Change the hours to 0 to remove the timesheet entry from that day of the week.
- Clearing the entered hours from every day of the week will delete the entire row for that timesheet entry
*This feature is available with the Synergy Business or Enterprise products.*
Track how many extra hours are worked each day using overtime rates. Enter overtime for extra hours worked on project tasks or internal tasks. The overtime rates can either increase the charge-out value of the work to your client, or increase the cost of you completing the work.
Samples of overtime rates are:
- Double time - used for extra hours on public holidays or extra hours on Sundays. Mostly setup to double the cost (2.0) and double the charge out value (2.0).
- Time and half - used for common overtime hours. Mostly setup for both cost and charge-out value to be x 1.5 the standard value.
- Overtime - salaried - extra hours were worked, but no extra pay will be given for this as the staff member is on salary and not paid overtime. This type of overtime rate would be used for reporting purposes, and have charge out set to 1 to invoice the client at the normal value. The cost in this case would be set to 0, as the staff member completed this work as unpaid overtime (part of their project commitments for a salaried job role).
Using overtime rates
If you work on the same timesheet task for both the 'standard' hours and 'overtime' hours, then you will need to enter this as two timesheet rows.
Jill Lockhart is a salaried staff member who does not get paid for working overtime hours. Any overtime hours are invoiced to the client at the standard rate value (charge out value is 1), but there is no additional cost to the company (cost is 0). Jill has worked 12 hours on a Design task for the Australian Golf Club project, which includes 4 hours of non-paid overtime. This would be entered in Jill's timesheets as:
|Australian Golf Club||Concept Design||Design||Landscape Architect||Standard||8|
|Australian Golf Club||Concept Design||Design||Landscape Architect||Overtime - salaried||4|
The transactions tab for the project shows which overtime rate was selected. This allows you to check in the project, or your transaction reports the details of the overtime rates that you or the team have entered against timesheets.
- Overtime rates are setup in Settings > Financial Settings > Overtime rates.
*This feature is available for the Synergy Business or Enterprise products.
*This feature is available with the Synergy Business or Enterprise products.*
Site inspection rates are a flat rate fee for each site visit or inspection. E.g. charge out rate value for a 1 day is $1000 or 1/2 day site visit at $500. A separate inspection rate is created for each required charge-out value, or type if inspection. Staff enter the exact number of hours they spent at the site visit in their timesheets, but the client is charged the flat fee for each date that the visit is entered in the staff timesheet using the site inspection rate.
Enter a site inspection into your timesheets by:
- Open timesheets.
- Enter the timesheet details for the task you have been working on - Project, Stage, and task.
- Select an inspection rate using the 'rate' column. Inspection rates are only shown in this list if they have been enabled on your staff record by your Synergy System Administrator.
- Enter the number of hours spent on site for each day of the week.
- The charge-out value in the project > transactions tab will be the value of the inspection rate, regardless of how many hours have been entered.
ProjectSelect the project that you have been working on for the timesheet task. This will create a transaction that will be shown in the transaction tab of the project. Transactions are used in the project invoicing process, and can be displayed on the invoice sent to the client. If linked to the Internal project or a non-billable project, then the timesheet transaction is for internal company tasks that are not invoiced, such as meetings, administration, or annual leave.
- StageThe stage your completed the work or timesheet task for.
- TaskSelect the task that you have was completed work for. When entering time for a billable project the default tasks from project timesheet tasks are shown, along with any custom tasks added in the project work breakdown tab. When entering time for the Internal project or a non-billable project, then the default tasks from the office timesheet tasks list are shown, along with any custom tasks added in the non-billable project. If the project stage is setup to 'only use custom tasks' then the default timesheet tasks are not shown, and only the tasks listed in the project work breakdown tab are shown in this list.
- Rate (overtime)The charge out rate which controls the default invoice value for the created timesheet transaction. Rates are setup by your Synergy System Administrator in Settings > Financial Settings > Rates. The rates must be enabled on your staff record before they are shown for timesheet entry.
- OvertimeOvertime rates can only be entered using the Synergy Business or Enterprise products. The default overtime rate is 'Standard' which is used for the normal salaried working hours for each staff member. When adding an extra timesheet row for overtime hours, the other available overtime rate options in the list have been selected by your Synergy System Administrator when they setup your staff record.
- Days of the weekA column is shown for each day of the week. Select a date in the calendar to select which Monday to Sunday week is shown. Enter the number of hours that your worked on the timesheet task for each day of the week e.g. 0.5 is 1/2 hour, or 1 is 1 hour. Leave the day of the week at 0 if you did not work on the task on that day of the week. Change a timesheet entry hours back to 0 to delete the timesheet from that day of the week.
- Daily notesType a note to describe the work that was completed for the timesheet task. The same note is used for each day of this week that you enter time against. If you require a different, then add another line. Timesheet transaction notes can be displayed on project invoices to your client, and can be viewed in the project > transactions tab.
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