Helpful Tips
October 2003
UPDATE How do I return a previously approved timesheet to the user to finish an incomplete time period?
Please Note: This tip addresses Timesheet versions 5.5 and later. For previous versions of Timesheet, please see the prior tip on this subject.
In Timesheet 5.5, security has been added to the ensure the integrity of approvals. This added security protects timesheets that have been signed by the employee via a workflow approval process. There are two options for modifying records that have already been approved depending upon the type of modifications you are trying to make.
- Correcting Timesheets That Have Already Been Approved
If the timesheet you wish to modify has already been completely approved as part of an approval process, you can make corrections to individual records by using the Prior Period Corrections feature. Prior period corrections are accessible via Timekeeping as an Administrator. You can also give employees the ability to make their own prior period corrections if you have purchased the add-on module Journyx Role Manager. Prior period corrections allow you to make new entries in a period that has already been approved. These entries can be corrective (i.e., negative entry to reduce the hours against an approved record) or entirely new records. Prior period corrections are subject to the same approval process as the original records (unless the employee's approvers have been changed) and are automatically submitted for approval when the corrections are saved. Like records that have been modified as part a rejection process, records that were originally submitted for approval will always be maintained for auditing purposes and approval process integrity. Corrections are stored as correction levels and the approval processes are distinct from the original submission. - Re-opening Timesheets That Have Already Been Approved
If the timesheet you wish to modify is in any state during the approval process (submitted for approval or completely approved), you can make corrections to the record by using the sheet "Open" feature. You can access this feature as an approver if you are designated as the approver for the record in question. You can also access this feature as an Administrator either through the Approvals area or via Timekeeping. The Open button appears below the submitted/approved sheet. When a sheet is re-opened, the approval process gets completely reset. Once a sheet is re-opened, anyone who has the ability to enter time for the employee (the employee, timekeepers) will be able to modify the records just as if the sheet had never been submitted for approval. This includes the ability to modify the records in Record Modification. The sheet re-open process does not maintain the original records that were submitted or approved via an approval process, and the modifications must be submitted for approval again. This option is only recommended when the correction requires that the original record be completely removed from the database (i.e., the employee's comments reveal confidential information, employee entered and submitted time for the wrong period or the employee submitted an incomplete timesheet for the period).
How can I share time and billing data between Journyx Timesheet and Intuit's QuickBooks 2002/2003?
Journyx offers a standard integration package for QuickBooks and Timesheet called Journyx Accountlink(tm). Accountlink makes use of the XML application programming interfaces included in both programs to connect them directly for data sharing. Accountlink allows you to populate Timesheet with QuickBooks items such as Customer Jobs, Employees and Service Items. It also provides you with a mapping tool to match up data in QuickBooks with existing data in Timesheet.
All the data you need to automate invoicing, track expense accounts and pay vendors/reimburse employees in QuickBooks can be transferred from Timesheet - where your employees can enter their information in real-time. Accountlink is available for Journyx Timesheet version 5.5 and up. It is only supported for QuickBooks Pro/Premier/Enterprise 2002 & 2003 (QuickBooks 2003 only for Canadian versions).
