Edition: Professional, Business, Enterprise
User-level: All access levels
Use "Copy timesheet" to copy timesheet entries from any period within the last 3 months to the current week, making it easier to keep your timesheets updated.
How copy timesheets works
Timesheet entries can be copied with details of the projects, stages, tasks, rates, and hours (optional). Timesheet notes are not copied and need to be re-entered on the copied entries.
Timesheets entered during the previous three months can be copied to the current week.
If project, stage, or rate changes have been made that prevent them from being copied, error messages are displayed with details explaining why the copied timesheets can't be saved.
The "Copy Timesheets" feature needs to be enabled in your organisation by a System Administrator before it can be used.
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.
How to copy Timesheets
Copy timesheets using the following steps:
Copying last week's Timesheet:
Go to the Timesheets screen.
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.
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.
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.
Errors: reasons & their solutions:
Error messages are displayed on Save when entries don't meet the following criteria:
Stage is *Status* (Pending Invoice/Hold/Complete/Unsuccessful):
The original timesheet was entered against a project or stage that now has a status of Pending Invoice, Hold, Complete or Unsuccessful.
These entries must be cleared before clicking Save.
Rate Required:
The copied timesheet entry contains a blank rate as the stage has "Restrict to specific rates" enabled.A rate must be selected manually before clicking Save.
Check that your daily notes are written up against stages with the fee type: *Fee Type* (Percent of contract/Hourly rates/Non billable/Capped rates/ Fixed Fee/Internal project).
The copied timesheet entry is for a stage that requires a timesheet note to be entered.A note must be entered before clicking Save.
Transaction lock date
Entries from a previous week can still be copied if that week has been locked using the transaction lock date setting.
Timesheet Approvals
Timesheets can be copied when Timesheet approvals are turned on, however before you're able to "Submit", you must first Save your timesheet.
Important Notes
If you have blank rates on the new week:
If the rate is blank on the week you've copied to, it means the stage has Restricted to specific rates enabled. This is to prevent errors if your rate is no longer a rate that can be selected on this stage. You will need to manually select your rate again on the new week for stages that have this enabled.
Copying a week with Complete/Unsuccessful Projects:
If the selected week has projects with a status category of complete or unsuccessful, the entries will still be copied over. These will need to be deleted from your timesheets before selecting Save
Timesheet Mandatory Notes:
Notes are not copied. If Mandatory timesheet notes are enabled in your organisation, you will need to re-enter any notes before you can save your copied timesheet.
Default Permissions
Enterprise users have the option of preventing access levels from copying timesheets, as well as allowing or preventing access levels from copying timesheet weeks on behalf of others.
Found in Security Matrix under "Timesheets (project)".
Function | User | Assistant Project Manager | Project Manager | Director | Assistant Admin | Admin |
Copy Timesheets | X | X | X | X | X | X |
Manage and Approve timesheets for others |
|
|
|
| X | X |