Timesheets
From aeonscope
Timesheets are used to record the time spent on various jobs and tasks throughout the day. Time periods can be allocated to specific tasks, this can be very useful when tracking the productivity of your team of Employees, or the progress of a Job. Timesheets can be used to invoice a client for chargeable hours or to check hours worked against a quoted price.
Contents |
Timesheets Icons
Add/Plus
Delete/Remove
Edit/Modify
Complete/Close/Save & Exit
Edit a Timesheet and default the current time for the finish time
To clear all fields in a window
Complete Job task
Change Employee logon
Export data - only available from the Production Analysis report
Timesheets Terminology
- Contacts - a "white pages directory" of all contacts your business deals with including customers, suppliers, associates and employees
- Department - a separate part of a company. Departments are predefined by your company
- Orders - the orders you receive from other Companies or People - your clients/debtors. An order can have many orders lines. The order line refers to the different item or type of work your client requires
- Job - is created from an Order. When an Order is entered it creates order lines. These orders lines become your job numbers
- Process - is a predefined action within the company
- Site - a physical location formed by the entry of Lot/Street Number, Street, Suburb, State and Postcode. Once a Site is created you can use it in Orders
- Timesheet Times - pre set increments
- View - in view mode you are unable to make any modifications to the transaction.
- Work Centre - a predefined area within the company
Working with Timesheets
To access your Timesheets, launch aeonscope from the 
icon in the system tray. Select Timesheets.
By default a new timesheet will open up under the name of the individual you are logged in as. If you have Administrative access priviledges it is possible to edit other employee timesheets, (Please see the section Editing Timesheets) most commonly the only Timesheets available to be viewed or edited by an Employee are their own.
Timesheet Preferences
Setting your Timesheet Preferences can aid in the completion of your Timesheets by looking for Jobs and Tasks that match the type of work you usually do. To set your Timesheet Preferences click on the 
button in the Timesheets window. This will open the Preferences Entry window.
Change the Process and Work Centre fields to match the type of work you do, and where you do that work most often. To see a list of the possible Processes or Work Centres click on the Search/Lookup 
button next to the relevant field.
New Timesheet
For each day of work every employee will create a new Timesheet to document the projects (Jobs) worked on for that day. This helps to provide accurate quoting and billing for your companies clients (Debtors) and also keep track of differing rates of pay for different types of work.
By default, clicking on Timesheets in the aeonscope menu in the Taskbar will open a new blank timesheet with the employees name at the top.
Clicking on will allow you to enter in the information for your first task. A new window titled Timesheet Sessions <INSERT> will open. This insert window can be viewed in either concise format:
or exploded format:
To switch between the two formats use the keyboard command Alt + M
Enter the Start and Finish time for the task. Clicking on the 
will insert the current time in the corresponding field.
If any travel was required enter the number of Kms (only visible in exploded view).
Enter the Job Number, if known, or click on to search.
Enter Process or press to search
Enter Work Centre or Press to search
Enter Job Task or press to search
Check the Chargeable box if you intend to charge a client for the work carried out
Click OK to Save. This will return you to the Timesheet for that day. To enter a new job/task repeat the process above.
Note: You can start your timesheet, work on that job/process, and then return to the timesheet when the task has been completed to enter the finish time.
Times
To enter start time Tab or Press Alt + S to get to the Start Check Box.
Enter Start Time or Press to default the time to the current time
To enter finish time Tab or Press Alt + F to get to the Finish Check Box
Enter Finish Time or Press to default the time to the current time.
The total hours for the session will appear in the Total Box.
Note: The times are pre-set to increments depending on the Company's preference. For example 5 or even 6 minute intervals. Therefore when you select a default time it goes to the nearest increment.
Job Number
The Job is the Order Line number you are working on
Tab or Press Alt + J to get to the Job field. Enter the Job Number or Click to search.
Note:An order can have many Order Lines. These Order Lines become the Job number. Ensure you enter the correct job number for the work done. If the wrong job number is entered then Costing Reports will have incorrect information for an order.
Process
A Process is a predefined action within the company. It describes the activity you were performing while at work, eg: typing, consulting, lab. Note:The list of Processes is created by an employee in your company with the User Role PSSETUP.
Tab or Press Alt + P to get to the Process field. Enter the Process or Click to search.
Work Centre
A Work Centre is a name given to a predefined area within the company. It may be a physical location, or a division of your company.
Tab or Press Alt + W to get to the Work Centre field.
Enter Work Centre or Click to search.
Job Task
A Job Task is a predefined item required to be completed as part of a job. Job Tasks are elements of the aeonscope workflow known as Items.
Tab or Press Alt + T to get to the Job Task field.
Enter Job Task or click to search.
Chargeable
Chargeable hours are used for the purpose of reporting. When chargeable is checked then those hours will appear as "chargeable" on costing reports. The charegeable field is often linked to different kinds of Work Process - if the Work Process you have completed is flagged as chargeable by your company then the charegeable box will be ticked automatically.
If you prefer to use the keyboard rather then the mouse, Tab or Press Alt + C to get to "Chargeable" the check box will then check/uncheck.
Editing Timesheets
To Edit a timesheet open Timesheets from the aeonscope menu in the taskbar.
If you wish to change the employee click the icon at the top of the window. (Note: Only people with the User Role TIMESHEETADMIN privilege may edit other employees timesheets)
To change the date use the date drop-down menu at the top of the window. This will open the calendar. Browse to the date of the timesheet you wish to edit.
Highlight the line you wish to edit by clicking on it once with the mouse, or using the Tab and arrow keys on the keyboard.
Click or double click the line.
Modify the entry as required, then click OK to save.
Completing Sessions
If you start a timesheet session and then come back to it, you are able to click a button to default the finish time to the present time.
Highlight the session in the timesheet you wish to finish.
Click or Alt + D to default the current time for the finish time.
Click OK, Click Yes to save.
Note: This assumes that you have completed all the details in the session.
Copying a Session
Copying a session may be helpful if you are working on the same job in a day, but it is at different times.
- Highlight the line you wish to copy
- Click Copy Session
to copy
- Enter start/finish time/s to suit the new session
- Click OK
- Click Yes to save
Deleting
To Delete a timesheet session:
Highlight the line you wish to delete.
Click to delete the line.
Click Yes to confirm deletion.
Copying a Day
If your timesheet will contain similar entries to a timesheet you have completed previously, using the Copy Day function can save you time.
In a new, blank timesheet select Timesheet → Copy Day from the nemu at the top of the window.
A window will open asking you wich day you wish to copy. Select the date of the timesheet to copy.
The contends of that days timesheet will be copied into the new day. You may edit any of the entries in the timesheet by double clicking on the line, or using the button.
Submitting & Closing
Each day your Timesheet must be Submitted in order for the contents to be used to create Reports. Your company may also expect your Timesheets to be Submitted before you will be paid for the hours worked.
You should only Submit your timesheet when you are certain that no changes will need to be made, as once a Timesheet has been Submitted you will need to contact an aeonscope Administrator (probably someone in your Human Resources department) to make the changes for you.
Once your timesheet is completed and accurate click on the Submit 
button located under the date.
Click 
to save and close the Timesheet.
Timesheet Analysis
aeonscope has a reporting function to provide detailed reports on what areas of your business are using most of your businesses time resources, and how much time has been spent on any given Job in any given time period. For furter information on these reports please refer to Timesheet Analysis in the Productivity pages.
