Track timesheet status

If you manage employees or projects, or simply want to know the status of your own timesheets, the Timesheet inquiry page gives you the insight you need. You can filter the view to show only those timesheets between a range of dates (limited to 31 days prior to the Through date). By default, the Through field contains the current date.

Visual icons show the dates on which employee timesheets are missing, entered, submitted for approval, and approved.

You can filter to show just the employees you're interested in, drill down to get more information, and even email reminders.

Go to Time > All > Timesheets > Timesheet inquiry.

Find timesheets

Use filters to find timesheets based on different criteria. Key filters include:

• You can filter the view to show only those timesheets between a range of dates (limited to 31 days prior to the Through date). By default, the Through field contains the current date. To find timesheets for a specific period, limit the period using the View timesheets from as a start date.
• Manager: Preset to your own name, but you can filter to show any manager that reports to you. If you have permission to View All, you can leave the Manager field blank to filter for all employees.
• Status: Optionally, filter by timesheet status, for example, showing employees with at least one missing timesheet.
• Project or project group: If you (or the selected manager) are a project manager, you can find timesheets entered for a project or a group of related projects.
• Dimension: Filter by dimension or dimension group to find timesheets. For example, you can find employees who work in a certain group of departments, or within a certain location.
• Include hierarchy: By default, timesheets are displayed only for direct reports. To include all employees that are below you (or the selected manager) in the organizational hierarchy, select Include hierarchy.

To review timesheets in the list

The Timesheet status table displays rows for all employees that meet the filter criteria, sorted by manager. There's a separate row for each employee, showing the employee's timesheet status for a 4-week period.

Email employees and managers

When you send an email to employees, you can copy yourself or their manager. You can also blind copy another employee, for example, their department manager.

To email employees:

1.  Specify which employees that you want to email.
   • To email specific employees, select the checkboxes to the left of their names in the Timesheet status table.
   • You can also email employees whose timesheets are missing or not submitted as of a certain date. For example, you could email all employees who have not submitted one or more timesheets for dates before the previous month's end.
2. Enter the Subject and Message of the email. The Subject field has a default message that you can customize by selecting on the field and entering in a new message.
   This page will remember the last email subject and message you entered in, and will be the default for the next email.
3. Select whether you want a copy of the email to be sent to yourself, or the manager of each employee. Managers are copied only on emails sent to their own employees.
4. Select Send email.

Timesheet status

Here are a few things that you can do with the Timesheet status table:

• Use the visual icons to see, at-a-glance, which dates have timesheets that are missing, entered (but not submitted), submitted for approval (but not approved), or approved.
  • If a timesheet is marked as Submitted for approval, one or more timesheet entries on that date have not been approved or were rejected.
  • If a timesheet is marked as Approved, that means that all timesheet entries for the date have been submitted and approved.

• For a particular employee, select the icon for a specific date to drill down to the details. For instance, were some entries rejected or are the entries waiting for approval?
  • If a timesheet was entered, you'll also see the hours, project, task, and specific status for all timesheet entries on that date.
  • For example, selecting a date marked as Submitted for approval shows all the timesheet entries for that date and which ones (if any) have been approved or rejected.
• If you're using resource scheduling in Projects, you can select the calendar icon next to an employee's name to see a list of their assigned tasks by date.

Timesheet status information

Status icon	Status	Description
	Draft	Timesheets filled out and saved as a draft, but not yet submitted (listed on Time> All > Timesheets > My timesheets or Staff timesheets). Learn how to save a timesheet as a draft.
	Missing	Employee hasn't submitted a timesheet for this date.
	Entered	Employee saved a timesheet for this date, but didn't submit it.
	Submitted for approval	Employee submitted a timesheet for this date, but one or more entries are still waiting for approval or have been declined. Select the status icon to view details.
	Approved	Submitted and approved timesheet entries. Partially approved/ declined timesheets contain a mixture of approved and declined time entries, as well as entries not yet approved or declined. The state depends on the last action taken by an approver. You can approve or decline an entire time sheet, or only portions of it (that is, individual days). You can make the following corrections to approved or partially-approved timesheets: Change task (if available). Add extra hours. Subtract hours. In adherence with standard accounting principles, you can only approve timesheet entries for transactions that occur in open periods.
blank	Weekend or n/a	If there is no icon for a date, it is either: A weekend day. Before or after the employment dates for that employee, as determined by the Start date and End date in the Employee record. Any employees who were not employed during at least one day in the date range will not appear in the table.

View timesheet status for all employees

Business users and Project Manager users can be given permission to view the timesheet status for all employees.

With View All permission to Timesheet inquiry, you can view the status for all timesheets, without being restricted based on whether you’re the manager (direct or indirect) of the employees or the project manager for a particular project. Users with this permission can leave the Manager field blank to view data for all employees, or filter based on manager or other criteria.

To give a user "View All" permissions:

1. From the Company application, edit the user's permissions to the Time application. (For role based companies, edit a particular role.)
2. Scroll down to the permissions to Timesheet inquiry, and select the View All permission.

Field descriptions

The following tables describe each field on the Timesheet inquiry page:

• Send email
• Filters
• Timesheet status table

Send email

Option	Description
Send to selected resources	Send an email to the employees selected in the Timesheet status table.
Send to resources with timesheets not submitted as of	Send an email to all employees who have not submitted timesheets for any dates before the date you specify.
Send to resources with timesheets missing as of	Send an email to all employees who have not entered timesheets for any dates before the date you specify.
Subject	You can change the default subject of "Issue with your timesheet submission" by selecting the cell and entering a customized subject.
Message	Enter the text of the email (up to 200 characters) you want to send. About the email: One email is sent to each selected employee. The email does not automatically include your name. For this reason, consider entering your name in the email text. The email is sent from noreply@intacct.com. However, if the employee replies, the reply will be sent to the email address associated with your username.
cc me cc the manager of the resources Also bcc	For each employee who is emailed, you can send a copy (cc) of the email to yourself and to the employee's manager. You can also blind copy (bcc) another employee (such as a department manager).

Filters

Use the filters to look for timesheet data that meets your criteria. For example, before sending out billing statements, you might want to look for timesheets that are not approved as of the prior month's end.

Filter	Description
View timesheets from Through	Optionally, enter the start date of the range of dates that you want to filter for in the Timesheet status section. If left blank, the date range defaults to 31 days before the Through date. You can filter the view to show only those timesheets between a range of dates (limited to 31 days prior to the Through date). By default, the Through field contains the current date.
Manager	Filters the Timesheet status table for direct employees of the selected manager. If you also select the Include hierarchy option, you'll see indirect reports of this manager as well. Business users and Project Manager users who have been given View All permissions can select any manager or leave the Manager field blank to view all data.
Include hierarchy	Expands the list of employees in the Timesheet status table to include any indirect reports. For example, if you manage other employees, you'll see the employees of those managers and any people they manage, as many levels deep as required.
Status	Filters the Timesheet status table for employees that have one or more timesheets with the selected status. For example, select Missing Day to display only employees who didn't enter time for one or more dates, or Missing Timesheet to display employees who didn't create a timesheet during the selected date range.
Employee type Location or location group Department or department group Project or project group Task	Filters the Timesheet status table for only employees of the selected type (such as full-time employees), location, department, or project. If you selected a project, you can also filter for only employees assigned to a specific task.

Timesheet status table

Column	Description
Resource	Name of employee.
Manager	Employee's manager.
Schedule icon	If you're using resource scheduling in Projects, select the Schedule icon to see a list of the employee's assigned tasks by date.
Date fields	Status of the employee's timesheets by date.