An administrator can alter a timesheet period ending date in situations where an employee has incorrectly entered a timesheet period ending date and entered time for it.
An employee may inadvertently choose the incorrect timesheet period ending date when creating a new timesheet and keep entering time in the wrong timesheet.
Such issues are typically found by using Listing of Incomplete Timesheets report.
The missing time can also be picked up when the timesheet is in crosstab view and it appears as no time has been entered for the period (switching to linear view will show the timesheet lines).
Use Bulk Edit Timesheet Report to Update Period Ends
Timesheet Period Ending Date can be updated from the reports menu.
Go to Reports >> Performance Reports >> choose All >> then search and click on Bulk Edit Timesheets. Choose the date range and the employee name(s) on the right.
Then click on the Report Options button and select either of the options to preview the report.
This will take you to the ‘Timesheet Maintenance’ page showing all the data that you selected.
Here you can edit the timesheet entries.
This Bulk Edit Timesheet screen is typically available to users based on their User Group Report Privileges.
Viewing and Updating Periods in the Timesheet Maintenance Screen
From timesheet maintenance you can view timesheet lines and the timesheet period with which they are associated.
Showing the Period Ending Date Column
If you cannot see an option for the ‘Period Ending Date’ in this grid, this column can be enabled by assigning a width to the field name from User Control Settings.
From Administration >> Settings >> User Control Settings >> select Bulk Edit Timesheets >> assign a width to the field name ‘Period Ending Date’ and save.
You can update a period ending date
- regardless of whether a timesheet has been committed or not committed
- if the relevant timesheet has not been invoiced
- if the new selected period ending date matches a timesheet for the employee in their timesheets
You cannot update a period ending date here if
- the relevant timesheet line has been invoiced
- a timesheet with that period ending date does not exist in the employee’s timesheets
How to Alter a Timesheet Period Ending Date
Select the required timesheet period ending date from the dropdown near the date under the field name ‘Period Ending Date’. Click save.
As mentioned above, you can amend what you’ve got, but can’t create a new timesheet period ending from here.
If the period ending date you need isn’t available in the drop down list as shown below, you’ll need to first create that timesheet period ending date for the employee from Time & Disbursements > Employee Time & Disbursements > Add New Timesheet.
How to Prevent Timesheet Lines Outside of a Timesheet Period
Limit Date to Timesheet Period
From Administration >> Settings >> System Settings >> Timesheets tab >> put a tick in the box for ‘Limit Date To Timesheet Period?’
If this box has been ticked, when updating lines from timesheet maintenance, a warning sign ‘Date out of range’ will show up in the timesheet date under the ‘Date’ field on the left.
You’ll also need to change this timesheet line date to within the new timesheet period ending date so the timesheet entry is accurate.
For timesheet users, once ‘Limit Date To Timesheet Period’ is enabled, they are unable to enter timesheet lines outside of the period ending date. Other dates will be disabled as shown below.
Limit New Timesheet to End of Period Day
From Administration >> Settings >> System Settings >> Timesheets tab >> put a tick in the box for ‘Limit New Timesheet to End of Period Day?’
This will ensure that the period ending date of a new timesheet created will be limited to the ‘End of Period Day’ selected in the System Settings.
For example in this case, the ‘End of Period Day’ is Friday and hence you can select only a date that falls on Friday as a timesheet period ending date. And if you attempt to create and save a new timesheet with a different end of period day, the following message will pop up.
Change timesheet periods within a timesheet
For the Abtrac non admin/everyday user, switch to linear grid or crosstab grid timesheet view and from here you can choose the change week ending date option. This option is not available in form views.
Click on the ‘Change Week Ending Date’ button and select the required timesheet period from the dropdown in the ‘Change Timesheet Period End’ box.
Now click ok to change period ending date. You many need to adjust manually any timesheet line entry dates as required.
Abtrac KB# 2181