Edition: Professional, Business, Enterprise*
User-level: All users
Note: Some features are only available on Enterprise.
Timesheets are used to record how many hours you have spent working on a Project (internal or external), as well as recording any cash or travel expenses you've incurred.
Once time has been recorded against a Project, it becomes a Transaction that can then be added to an invoice. Once the transaction has been added to an invoice, that timesheet entry can no longer be modified.
There are several methods of adding time to your timesheet, and System Admins, Assistant Admins, and Reporting Managers can also add time on behalf of their direct reports.
All Users: Methods of Adding Time
Manually
Organisation drop-down menu > Timesheets
Select a Project
Select a Stage
Select a Task
Select or Confirm your Rate (in most cases your Primary Rate will be default)
Enter the time (hours) worked against this task under the day of the week.
It may be a requirement to include a note in the text box under time - you will see a message about this, otherwise it's optional.
Repeat for other Projects/Stages/Tasks and then Save.
If You're Using Timers
If you're using the Timers feature to track your time on jobs, you will be able to automatically add that time to your timesheet.
Including the Project on your Timer will automatically populate the Project when added to your timesheet.
Including a description in "What are you working on" will automatically create a Note for that time.
From the bottom of the Timesheet screen, expand "Timers"
Click the + button next to the entry you want to add.
Add the remaining details, such as Stage and Task.
Save.
If You Have Resourced Hours
Resourced Hours is an Enterprise only option which can be enabled/disabled via the Organisation Configuration page.
If you've been resourced on a Project, you can add the Project and Stage you've been working on from the "Resourced" section on the Timesheet screen.
Expand "Resourced Hours" from the bottom of the timesheet screen.
Click the + button next to entry you want to add.
Select the Task.
Enter the hours.
If required, enter a note.
Repeat for other Projects, then click Save.
Hover your mouse over the "Hours remaining" circle to see your Total Resourced Hours, Used Hours, and Remaining Hours.
When you add time from project stages you've been assigned to, you will see the "hours remaining" will decrease.
Enabling Resourced Hours
As a Director & Above, you can enable and disable Resourcing options in Timesheets within your Configuration page.
Go to the Organisation drop-down menu.
Click Settings > Organisation > Configuration.
Scroll to "Resourcing in Timesheets"
Check or Uncheck Enabled Resourced Hours, and/or Show Remaining Resourced Hours.
Scroll to the top and save.
Enable Resourced Hours in Timesheets - will enable/disable the "Resourced Hours" section on the Timesheet screen.
Show Remaining Resourced Hours in Timesheets - will show you a circle on the Time entry section that displays the remaining hours you have been assigned.
Copy Timesheet
If you've worked on the same Project, Stage and Task either within the last 3 months, or last week, you can save time by using the "Copy timesheet" feature to pre-fill your Timesheet.
Note: This will only copy the timesheet to your *current week*, you can't copy a a week to any other week. Using "Copy timesheet" on a week from any time in the last 3 months will copy that week, to this week.
Copying last week's Timesheet:
Click the ellipsis at the top right, near Save.
Select either "Copy last week with hours", or "Copy last week without hours"
"Copy last week with hours" will include hours, project, stage, rate, and task details.
"Copy week last week without hours" will only copy project, stage, rate, and task details. When this option is selected, hours must be entered before the timesheet can be saved.
Your timesheet will be populated with the Timesheet information from Last week.
Fill in any required notes, cash, and travel expenses you may need, to finalise your timesheet.
Save.
Copying a prior week's Timesheet:
Go to the Timesheets screen.
Navigate to a week within 3 months of Today.
Click the ellipsis at the top right (next to Save).
Select either "Copy week with hours", or "Copy week without hours"
"Copy week with hours" will include hours, project, stage, rate, and task details.
"Copy week without hours" will only copy project, stage, rate, and task details.
You'll be taken to the current week, with the copied timesheet entries.
Fill in any required notes, cash and travel expenses you may need, to finalise your timesheet.
Save.
Enabling Copy Timesheets
As a Director & Above, you can enable Copy timesheets within your Configuration page.
Go to the Organisation drop-down menu.
Click Settings > Organisation > Configuration.
Scroll to the bottom of the page and tick "Copy Timesheets".
Scroll to the top and save.
Using History
The history rows at the bottom of the timesheet screen allow you to quickly enter a new timesheet line for a Project you've previously entered time for in the last week. This is useful if you work on different tasks within the same Project.
Open History at the bottom of the timesheet screen.
Click the + button next to the entry you want to add.
Select a Task.
Confirm the Rate.
Add the time worked against this task under the day of the week.
Save.
Adding Time for Another Staff Member
The default rules that apply to this option:
Reporting Manager: Can add time for anyone that reports to them.
Assistant and System Admins: Can add time for anyone in the organisation.
Enterprise users can modify this permission in the Security Matrix under Timesheets (project).
From the Timesheet screen:
Click on the profile icon to display the drop down menu of staff members.
Select the member of staff for whom you are adding the timesheet.
Enter time for the selected staff member.
Remember to click 'Save' at the top right hand corner of the timesheet.
Editing Timesheets
You can edit timesheet entries as long as they (Transactions) have not been added to an invoice, or written off(billable projects), and a Transaction lock date has not been set.
Hover over the timesheet line and click the more options button [...]
Click "Edit details"
This will allow you to now update the timesheet line:
Project
Stage
Task
Rate
Hours.
Save your changes.
Deleting Timesheets
You can delete timesheet entries as long as they (Transactions) have not been added to an invoice, or written off(billable projects), and a Transaction lock date has not been set.
Hover over the timesheet lines and click the more options button [...]
Click "Clear".
Save your timesheet.
Any timesheet entry with 0 hours added, will be removed from your timesheet.
Errors
Timesheets could not be approved because rates are not assigned to staff.
This means that you no longer have the rate used in this timesheet line assigned to you.
In order to save this timesheet, we would recommend either;
A) Ask a System Admin to re-add the Rate to your Staff file.
Go to Organisation menu > Staff.
Click into your staff profile.
Select the Employee menu > Financials > Rates.
Re-assign this rate to you by checking the check box under Selected rates.
Once updated, you can save your timesheet.
B) Change the rate used
If this rate is not applicable to this timesheet, you can change the rate used.
Hover over the timesheet line and select edit details.
Select the rate and change from the dropdown menu as seen in the pop-out screen below:
Once done, select close and save the timesheet in the top right-hand corner.
Internal project timesheets
When entering timesheets for the Internal project, the rate used will default to the staff members primary rate. You cannot select another rate.
Add Stages/Tasks from Timesheet
Quickly add stages or tasks to the project as you are submitting your weekly timesheets.
Select the project from the dropdown
For stages and tasks scroll to the bottom of the list of existing items and select Add or CTRL+A
Type the name of the new stage or task.
Click Save.
Tips!
New stages are added with the fee type 'hourly rate' assigned. This can be changed later in the project work breakdown tab if needed.
Reporting on Timesheets
Synergy offers a number of default reports that allow you to report on timesheets, these are outlined below.
Timesheet report:
Shows hours totalled by staff member / Project / Stage / Task / day of week for the nominated periodTimesheet - weekly view:
Shows hours totalled by staff member / Project / Stage / Task / day of week for the nominated periodTimesheet - Payroll - leave hours:
Shows total leave hours by staff name by leave typeTimesheet - Payroll - total hours:
Shows total hours by staff name by week in nominated period