Expense Tracking In Timesheet 4.5
Journyx Timesheet v4.5 includes powerful tools for expense tracking, approvals and reporting. . Before users begin tracking Expenses, the admin should configure the Currency Conversion Table so that appropriate expense calculations can be made.
Currency Conversion settings, Expenses Entry screens and Expenses Entry Columns Management, Expenses entry and the Expenses Approvals process are all covered in this section.
Currency Conversion Table
Before users begin tracking expenses, the Timesheet administrator should configure the Currency Conversion Table to reflect the actual Currency rates.Currency Conversion Rates
Expense reporting is dependent upon the existence of Currency Rate Conversions. These conversions are used to convert entered expense amounts into expenses that can be included in expense reports by the Timesheet reporting engine. Each of these Currency Each rate conversions consist of:- A 'From' Currency
Timesheet ships with thirteen default currencies:- The US Dollar (US$)
- The Deutsche Mark (DM)
- The Canadian Dollar (CA$)
- The French Franc (F)
- The Australian Dollar (A$)
- The Brazilian Real (R$)
- The Euro (EUR)
- The Peso (MEX$)
- The Japanese Yen (¥)
- The Russian Ruble (R)
- The Spanish Peseta (Ptas)
- The Swiss Franc (SwF)
- The UK Pound (£)
- A 'To' Currency
- A Rate
Currency rates are positive integers that reflect the exchange rate between the two currencies selected. If the US Dollar is worth 117.55 Japanese Yen, the rate for this currency conversion would be 177.55 - An Effective Start Date
This date determines the point at which this Currency conversion becomes effective. Expense entries before this date will use a previous conversion rate. - An Effective End Date
This date determines the point at which this currency conversion ceases to be effective. Expense entries after this date will use a later conversion rate. Please Note: A blank effective end date results in a conversion rate that lasts through the present. This means that the rate will not expire until it is manually closed; however, such a "current" conversion does not extend into the future for recording purposes. To enter records in the future, a currency conversion must be in place that has an Effective End Date at least one day after the records to be created.
The Currency Conversion Maintenance Screen
Currency Conversion Rate configuration is accessed via the Currency Conversion Table link located under the Conversion Tables Maintenance on the main admin screen. Clicking this link will display the Expenses Conversion Maintenance screen, which will be used for the remainder of this process.The Currency Conversion Maintenance screen is used to:
- View current Currency conversion rates
- Close those current rates when changes are needed
- Create new currency conversion rates
- Modify existing currency conversion rates
- Search for previous currency conversion rates
Current Currency Conversion Rates
The top of the Currency Conversion Maintenance screen displays any currently active conversion rates. Each unique combination of 'from' and 'to' currencies can have only one active rate for any time period, i.e., while you can have two concurrent rates for US Dollars if one is for French Francs and on is for Japanese Yen, you cannot have two concurrent rate for US Dollars if both are for the same currency.The controls available in the Current Conversion Rates portion of this screen are:
- The History Link
Located under the Rate History header, this link displays a page that details the history of a particular conversion rate. - The Rate Modification Field
Located under the Rate header, this field allows you to enter a change to the actual rate value for a particular Currency conversion. To enact a change to a rate, simply enter the new rate value and click the Modify Rates button. - The Close Rate Link
Located under the Close Rate header, this link closes a particular Currency conversion rate by setting its Effective End Date to today.
New Currency Conversion Rates
The middle portion of the Currency Conversion Maintenance screen provides access to the tools needed to institute new currency conversion rates. Up to three currency conversion rates may be created at one time. To create a new conversion rate:- Select the 'from' currency for the new conversion rate
The available currencies appear in the drop down menu located under the Convert From Currency column. - Select the 'to' currency for the new conversion rate
The available currencies appear in the drop down menu located under the Convert From Currency column. - Enter the numerical value for this rate
The numerical value for the rate in question must be a positive integer. Remember, this rate will determine the exchange rate from the selected 'from' currency to the selected 'to' currency. - Enter the effective start date for this currency conversion rate
You may enter the effective start date manually, in YYYYMMDD format or you may use the calendar button to select a date from a popup calendar window. If this field is left blank, Timesheet will set today's date as the default effective start date. - Enter the effective end date for this currency conversion rate
You may enter the effective end date manually, in YYYYMMDD format or you may use the calendar button to select a date from a popup calendar window. If this field is left blank, Timesheet will assume the effective end date to be open and this conversion rate will remain in effect until it is manually closed. - Click the Create Rates button
Timesheet will refresh the Currency Conversion Maintenance screen and the newly created rate(s) will be displayed in the list of existing currency conversion rates that is located at the top of this screen.
Past Conversion Rates
The bottom portion of the Currency Conversion Maintenance screen provides an interface that allows you to search for history on previous currency conversion rates. These searches are based upon 'from' and 'to' currencies combinations and will return history on only one particular combination at any given time. To search for previous conversion rates:- Select a 'from' currency for this search
- Select a 'to' currency for this search
- Click the Search button
Expense Entry Screens
Journyx Timesheet v4.5 provides admins with the ability to create, modify and delete Expense Entry Screens that users will access to track their expenses. By default, seven Expense Entry Screens are available within Timesheet; however, there is no limit to the number of screens that may be created. The default Expense Entry Screens are:- Multi-currency
- Project Only CA$
- Project Only Deutsche Mark
- Project Only US$
- Project and Expense CA$
- Project and Expense Deutsche Mark
- Project and Expense US$
The toolset for creation, modification and deletion of Expense Entry Screens is available from the Global Modification/Deletion of Expense Screens screen, which is accessed via the Expense Entry Screens link located under the Users' Entry Interface Management header on the main admin screen. This screen is used for these three functions, each of which is outlined below.
Creating An Expense Entry Screen
To create a new Expense Entry Screen:- Click the Create A New Expense Screen Button
Timesheet will display the Create/Modify Custom Expense Screen, which will be used for the remainder of this process. - Enter a name for the new Expense entry screen
Choose a name that will help you identify this screen. Expense Entry Screen names are limited to 64 characters. - Modify the column names
Timesheet allows you to modify the names of the columns that will be displayed on this Expense Entry Screen. Please Note: Changing the name of a column when creating or modifying a Expense Entry Screen changes the name of that column throughout Timesheet. While this is normally not an important issue, it is critical to note that it is possible to modify the Project column's name in this screen. Modification of the projects column here will have a global impact. Therefore, Journyx recommends that the project column not be renamed via this screen. - Establish the column display order
Timesheet allows you to change the order in which the dropdown menu columns appear on each Expense Entry Screen. Up to five columns can be displayed on each screen. By default, all columns are set to 'unused' when a new screen is created. Select the desired placement for each column you wish to be displayed on this Expense Entry Screen. Columns can be hidden by leaving their display order set to 'unused.' Unused columns must have a default value established. See below for information on setting default column values. Please Note: Each placement (first, second, etc.) should only be used once for each given screen. - Select the default values for any unused columns
Any unused columns must have default values established. Additionally, all users who will be using a Expense Entry Screen with hidden columns must have access (via group membership) to every default value that will be used. Finally, setting default values for non-hidden columns has no effect, i.e., setting the default value for the projects column will not affect the order in which values for that column are listed if that column is displayed. - Click the Modify button
Timesheet will display the Global Modification/Deletion of Expense Screens screen, including a green text message confirming that the Expense Entry Screen in question has been modified.
Modifying Expense Entry Screens
Expense Entry Screens can be modified to account for changes in the way your organization seeks to track expense information. Every option listed above, under Creating An Expense Entry Screen, can be modified as needed. To modify an existing Expense Entry Screen:- Select the Expense Entry Screen to modify
- Click the Modify Button
Timesheet will display the Create/Modify Custom Expense Screen, which will be used for the remainder of this process. - Modify the Attributes of the Expense Entry Screen in question
Again, each of the attributes listed above, under Creating An Expense Entry Screen, can be modified as needed. - Click the Modify To Values Above button
Timesheet will display the Global Modification/Deletion of Expense Screens screen, including a green text message confirming that the Expense Entry Screen in question has been modified.
Deleting A Expense Entry Screen
If you need to remove a Expense Entry Screen from Timesheet, simply select the screen in question and click the delete button on the Global Modification/Deletion of Expense Screens screen. Timesheet will refresh the Global Modification/Deletion of Expense Screens screen, displaying a green text message confirming the deletion of the Expense Entry Screen in question.Expense Entry Screen Columns
Expense Entry Screens in Timesheet v4.5 use three columns that are unique to the Expense entry process:- Expense Code
- Currency
- Source
Expense Code
Expense Codes are used in the Expense Entry Process to indicate what the expense was actually for. The controls needed to create, modify and delete expense codes are contained within the Global Expense Code Entry and Modification screen, which can be accessed via the Expense Code link under the Expense Entry Columns Management header on the main admin screen. This screen will be used for all functions associated with Expense Code management.The default expense codes that ship with Timesheet v4.5 are:
- Airfare/Rail
- Car Rental
- Entertainment
- Lodging/Room
- Meals - Breakfast
- Meals - Dinner
- Meals - Lunch
- Mileage
- Office Supplies
- Parking/Tolls
- Per Diem
- Phone/Fax
- Porter/Laundry
- Postage/Shipping
- Seminar/Conference
- Taxi/Bus/Limo
Creating An Expense Code
Timesheet allows you to create new expense codes for use by your organization. The interface for creating new reasons is found on the bottom half of the Global Expense Code Entry and Modification screen. The process of creating a new expense code is outlined below:- Enter a name for the new expense code
The name for each expense code should be a simple and descriptive term that users will be able to understand easily. This field is limited to 60 characters. - Enter a description for the new expense code
The description for each expense code can be a more in depth explanation of that expense code. This field is limited to 252 characters. - Choose which currently existing Groups should have access to this expense code.
You may select one or more existing groups to assign the new expense code to automatically. Each new expense code must be assigned manually, through group modification, to any groups not selected during expense code creation. - Indicate automatic assignment to new groups
Click the checkbox for this option if the new expense code is one that will be used commonly throughout your organization. This option will cause the new expense code to be included automatically in all newly created groups, thereby eliminating the need to add it to new groups manually. - Click the Create New Expense Code(s) button
Timesheet will refresh the Global Expense Code Entry and Modification screen, displaying a green text message confirming the creation of the new expense code.
Modifying An Expense Code
Timesheet allows you to modify individual existing expense codes to change certain aspects of those expense codes. The modifiable parameters for a reason are:- Description
- Status
- Group Membership
- Auto Add to New Groups
- Select the expense code(s) in question on the Global Expense Code Entry and Modification screen
- Click the Modify button
Timesheet will display the Global Expense Code Modification screen, which will be used for the remainder of this process. - Modify the description, status, group membership and auto add characteristic of the expense code(s) in question
Description, Group Membership and Auto Add are discussed above, under expense code creation. Status is a characteristic that determines how Timesheet handles each expense code. There are three status options:- Loggable and Reportable
Loggable and Reportable status represents full functionality for a given expense code. Each expense code with Loggable and Reportable as its status will be available for users to select during Expense Entry and will also be displayed within reports. - Reportable Only
Reportable Only status represents partial functionality for a given expense code. Each expense code with Reportable Only as its status will not be available for users to select during Expense Entry but will be displayed within reports. This status is best used for expense codes that have been discontinued but that still need to be available for historical reporting purposes. - Hidden
Hidden status represents zero functionality for a given expense code. Each expense code with Hidden as its status will not be available for users to select during Expense Entry, nor will records associated with that expense code be displayed within reports. For this reason, Journyx recommends setting discontinued expense codes to Loggable and Reportable rather than Hidden.
- Loggable and Reportable
- Click the perform modifications button
Timesheet will display the Global Expense Code Entry and Modification screen, displaying a green text message confirming the modification of the expense code(s) in question.
Deleting An Expense Code
Timesheet allows you to delete expense codes if they no longer serve the needs of your organization; however, Journyx strongly recommends modifying these expense codes to have a status of Hidden or Reportable Only rather than deleting. While deleting will not cause database errors, it is non-reversible and may cause unforseen issues in the future. The interface for deleting expense codes is located on the Global Expense Code Entry and Modification screen. The process of deleting expense codes is outlined below:- Select the expense code(s) to be deleted
- Click the Delete button
Timesheet will display a popup window asking you to confirm the deletion of the selected expense codes. If you are certain you wish to delete these expense codes, click OK in this popup window. Timesheet will refresh the Global Expense Code Entry and Modification screen, displaying a green text message confirming the deletion of the expense code(s) in question.
Currency
Currencies are used in the Expenses Entry Process to indicate the actual form of payment used for expenses. The controls needed to create, modify and delete currencies are contained within the Global Currency Entry and Modification screen, which can be accessed via the Currency link under the Expense Entry Columns Management header on the main admin screen. This screen will be used for all functions associated with currency management.Timesheet v4.5 ships with thirteen default currencies:
- The US Dollar (US$)
- The Deutsche Mark (DM)
- The Canadian Dollar (CA$)
- The French Franc (F)
- The Australian Dollar (A$)
- The Brazilian Real (R$)
- The Euro (EUR)
- The Peso (MEX$)
- The Japanese Yen (¥)
- The Russian Ruble (R)
- The Spanish Peseta (Ptas)
- The Swiss Franc (SwF)
- The UK Pound (£)
Creating A Currency
Timesheet allows you to create new currencies for use by your organization. The interface for creating new currencies is found on the bottom half of the Global Currency Entry and Modification screen. The process of creating a new currency is outlined below:- Enter a name for the new currency
The name for each currency should be a simple and descriptive term that users will be able to understand easily. This field is limited to 60 characters. - Enter a description for the new currency
The description for each currency can be a more in depth explanation of that currency. This field is limited to 252 characters. - Choose which currently existing Groups should have access to this currency.
You may select one or more existing groups to assign the new currency to automatically. Each new currency must be assigned manually, through group modification, to any groups not selected during currency creation. - Indicate automatic assignment to new groups
Click the checkbox for this option if the new currency is one that will be used commonly throughout your organization. This option will cause the new currency to be included automatically in all newly created groups, thereby eliminating the need to add it to new groups manually. - Click the Create New Currency(s) button
Timesheet will refresh the Global Currency Entry and Modification screen, displaying a green text message confirming the creation of the new currency.
Modifying A Currency
Timesheet allows you to modify individual existing currencies to change certain aspects of those currencies. The modifiable parameters for a currency are:- Description
- Status
- Group Membership
- Auto Add to New Groups
- Select the currency(s) in question on the Global Currency Entry and Modification screen
- Click the Modify button
Timesheet will display the Global Currency Modification screen, which will be used for the remainder of this process. - Modify the description, status, group membership and auto add characteristic of the Currency(s) in question
Description, Group Membership and Auto Add are discussed above, under currency creation. Status is a characteristic that determines how Timesheet handles each currency. There are three status options:- Loggable and Reportable
Loggable and Reportable status represents full functionality for a given currency. Each currency with Loggable and Reportable as its status will be available for users to select during Expense Entry and will also be displayed within reports. - Reportable Only
Reportable Only status represents partial functionality for a given currency. Each currency with Reportable Only as its status will not be available for users to select during Expense Entry but will be displayed within reports. This status is best used for currencies that have been discontinued but that still need to be avialble for historical reporting purposes. - Hidden
Hidden status represents zero functionality for a given currency. Each currency with Hidden as its status will not be available for users to select during Expense Entry, nor will records associated with that currency be displayed within reports. For this reason, Journyx recommends setting discontinued currencies to Loggable and Reportable rather than Hidden.
- Loggable and Reportable
- Click the perform modifications button
Timesheet will display the Global Currency Entry and Modification screen, displaying a green text message confirming the modification of the currency(s) in question.
Deleting A Currency
Timesheet allows you to delete currencies if they no longer serve the needs of your organization; however, Journyx strongly recommends modifying these currencies to have a status of Hidden or Reportable Only rather than deleting. While deleting will not cause database errors, it is non-reversible and may cause unforseen issues in the future. The interface for deleting currencies is located on the Global Currency Entry and Modification screen. The process of deleting currencies is outlined below:- Select the currency(s) to be deleted
- Click the Delete button
Timesheet will display a popup window asking you to confirm the deletion of the selected currencies. If you are certain you wish to delete these currencies, click OK in this popup window. Timesheet will refresh the Global Currency Entry and Modification screen, displaying a green text message confirming the deletion of the currency(s) in question.
Source
Sources are used in the Expense Entry Process to provide an explanation for the cause of the expense. The controls needed to create, modify and delete sources are contained within the Global Source Entry and Modification screen, which can be accessed via the source link under the Expenses Entry Columns Management header on the main admin screen. This screen will be used for all functions associated with source management.The default sources that ship with Timesheet v4.5 are:
- Company
- Customer
- Employee
Creating A Source
Timesheet allows you to create new sources for use by your organization. The interface for creating new sources is found on the bottom half of the Global Source Entry and Modification screen. The process of creating a new source is outlined below:- Enter a name for the new source
The name for each source should be a simple and descriptive term that users will be able to understand easily. This field is limited to 60 characters. - Enter a description for the new source
The description for each source can be a more in depth explanation of that source. This field is limited to 252 characters. - Choose which currently existing Groups should have access to this source.
You may select one or more existing groups to assign the new source to automatically. Each new source must be assigned manually, through group modification, to any groups not selected during source creation. - Indicate automatic assignment to new groups
Click the checkbox for this option if the new source is one that will be used commonly throughout your organization. This option will cause the new source to be included automatically in all newly created groups, thereby eliminating the need to add it to new groups manually. - Click the Create New source(s) button
Timesheet will refresh the Global Source Entry and Modification screen, displaying a green text message confirming the creation of the new source.
Modifying A source
Timesheet allows you to modify individual existing sources to change certain aspects of those sources. The modifiable parameters for a source are:- Description
- Status
- Group Membership
- Auto Add to New Groups
- Select the source(s) in question on the Global Source Entry and Modification screen
- Click the Modify button
Timesheet will display the Global Source Modification screen, which will be used for the remainder of this process. - Modify the description, status, group membership and auto add characteristic of the source(s) in question
Description, Group Membership and Auto Add are discussed above, under source creation. Status is a characteristic that determines how Timesheet handles each source. There are three status options:- Loggable and Reportable
Loggable and Reportable status represents full functionality for a given source. Each source with Loggable and Reportable as its status will be available for users to select during Expense Entry and will also be displayed within reports. - Reportable Only
Reportable Only status represents partial functionality for a given source. Each source with Reportable Only as its status will not be available for users to select during Expense Entry but will be displayed within reports. This status is best used for sources that have been discontinued but that still need to be avialble for historical reporting purposes. - Hidden
Hidden status represents zero functionality for a given source. Each source with Hidden as its status will not be available for users to select during Expense Entry, nor will records associated with that source be displayed within reports. For this reason, Journyx recommends setting discontinued sources to Loggable and Reportable rather than Hidden.
- Loggable and Reportable
- Click the perform modifications button
Timesheet will display the Global Source Entry and Modification screen, displaying a green text message confirming the modification of the source(s) in question.
Deleting A Source
Timesheet allows you to delete sources if they no longer serve the needs of your organization; however, Journyx strongly recommends modifying these sources to have a status of Hidden or Reportable Only rather than deleting. While deleting will not cause database errors, it is non-reversible and may cause unforseen issues in the future. The interface for deleting sources is located on the Global Source Entry and Modification screen. The process of deleting sources is outlined below:- Select the source(s) to be deleted
- Click the Delete button
Timesheet will display a popup window asking you to confirm the deletion of the selected sources. If you are certain you wish to delete these sources, click OK in this popup window. Timesheet will refresh the Global Source Entry and Modification screen, displaying a green text message confirming the deletion of the source(s) in question.
Entering Expenses in Timesheet
The process of entering expenses into Timesheet is described below. For Expense Entry screens that have certain columns hidden, please disregard references to those hidden columns.- Select the Project for this particular expense from the drop down menu containing Projects
- Select the Expense Code for this particular expense from the drop down menu containing Expense Codes
- Select the Source for this particular expense from the drop down menu containing Sources
- Select the Currency for this particular expense from the drop down menu containing Currencies
- Enter Comments relating to this expense, this is typically an identifer such as "Flight 123" or "Lunch with Joe and Jane"
- Enter the amount of the actual expense.
Please Note: Timesheet currently supports expense amounts of up to 9 digits, including the decimal point. Therefore, Timesheet will allow amounts up to 999,999.99 for any particular line item if two decimal places are required.
Expense Approvals
Journyx Timesheet v4.5 allows you to implement a robust expense approval process to effectively manage expenditures across your organization. This approval process functions in very much the same fashion as the time and mileage approvals processes. Approval templates must be created and then assigned to the employees who will be tracking expenses. Once these templates have been assigned, users will be able to submit their expense entry forms for approval to the appropriate approvers with the click of a button. Additionally, automatic email notifications may be established to ensure proper communication regarding expense approvals. The Expense approvals process is described in detail below.
Expense Approval Templates
Before the expense approvals process can be implemented, expense approval templates must be created and assigned to users. The installing Admin should consider the approval process that will be required by his organization before beginning to establish a User base or implementing Timesheet.Creating New Approver Templates
To create the necessary approver templates to be assigned to users, the admin should first create any users (Managers, Project Managers and Admins) who will serve as approvers for timesheets. Next, the admin should enter the Create Expense Approval Templates Screen from the main admin screen via the Create Expense Approver Templates link which is located under the Expense Approval Process Management header.
Create Expense Approval Templates Screen
This screen provides the admin with all the necessary tools for the creation of new Expense Approver Templates. The admin should name the new template and specify the number of levels of approval that this template specifies. The admin should then choose a primary and a backup approver for each level of approval from the dropdown menus provide at the top of this screen. Finally, this screen allows parameters for email notifications to be set up for the template that is being created. The admin should select any and all email notification parameters that are desired at this time. Below is a list of the possible parameters and information on what they mean.
| Notify users when expensesheet is rejected? | Selecting "yes" for this field will send the submitting user an email to notify him that his expensesheet has been rejected if it has been rejected. |
| Notify users when a expensesheet has completed the approval cycle? | Selecting "yes" for this field will send the submitting user an email notifying him that his expensesheet has successfully completed the approval process once the final approval has been given. |
| Notify approver when a expensesheet has been submitted for their approval? | Selecting "yes" for this field will send an email notification to each level's primary approver that a expensesheet has been submitted for their approval. |
| Notify users X days before a timesheet is due to be submitted. | Selecting "yes" for this field will send an email to notify users that they have X days remaining before expensesheets must be submitted. Additionally, the admin must select a number of days between 0 and 7 that this email notification will go out before the due date. |
| Notify users X days after a timeperiod if the expensesheet is not yet submitted. | Selecting "yes" for this fields will send a reminder email to users X days after the due date for expensesheet submission if they have a expensesheet that has not been submitted for the period in question. Additionally, the admin must select a number of days between 0 and 7 that this email notification will go out after the due date. |
| Notify approver X days after a timeperiod if the expensesheet is not yet submitted. | Selecting "yes" for this field will send an email to the approver for each level X days after the due date for expensesheet submission to inform them that a user has not yet submitted a expensesheet for approval. Additionally, the admin must select a number of days between 0 and 7 that this email notification will go out after the due date. |
| Notify backup approver X days after a timeperiod if the expensesheet is submitted, but is not yet approved. | Selecting "yes" for this field will send an email to the backup approver for each level that they have a expensesheet that may need their attention due to lack of response from the primary approver X days from the submission of a expensesheet. Additionally, the admin must select a number of days between 0 and 7 that this email notification will go out after the due date. |
Once all desired email parameters have been entered, the admin should click the Create button. The screen will refresh and display a green text message confirming that the new approver template has been created. The newly created template will now be available for assignment to new users in the expense approver template dropdown in the User Creation and Modification Screen.
Modifying and Deleting Approver Templates
It may prove necessary at times to make changes to or even delete a specific approver template, such as if an approver leaves the organization or email notification needs to be redefined. To modify approver templates, the admin should enter the Modify/Delete Expense Templates screen via the Modify Expense Approver Templates link which is located under the Expense Approval Process Management header on the main admin screen.
Modify/Delete Expenses Templates Screen
This screen allows an Admin to modify or delete an existing expense approver template.
To delete a template, the Admin should simply select that template from the list of currently existing templates and click the delete button. Please Note: At this time, deleting a template does not change the current approvers for users who were assigned that template. Users who would be affected by this change will need to be modified directly to put this change into effect.
To modify a template, the Admin should select the template that needs changes and click the modify button. The admin will then be taken to the Modify Expense Template screen, which is the same as the Create Expenses Template screen, discussed above. Once the desired changes have been made, the screen will refresh display a green text message confirming that the Expenses approver template in question has been modified. This message will also indicate the number of users who have been affected by this change.
Assigning an Approver Template to a User
Timesheet provides two unique way to assign expense approval templates to users. The preferred method is to choose a template for each user as he is created, as discussed under Creating New Users, above. In the event that templates were not assigned at the time of user creation, or if template reassignment becomes necessary, the Admin can access the Expense Approval Template Reassignment Screen from the main admin screen via the Expense Template Reassignment link which is available under the Expense Approval Process Management header. This link will take the Admin to the Expense Template Reassignment Search Screen, where he can enter the name (or part of a name) of an employee to reassign Expense approval templates to. After the search has completed, the admin will be taken to the actual reassignment page. Here, the admin can select the user(s) to reassign and may then select the Expense template to be used. The Admin should select any users to be reassigned, select the template to be used, and click the use template button. The screen will refresh and display a green text message confirming that the template has been assigned. Optionally, this screen can be used to create a new template if a suitable one does not currently exist. Please Note: If you are using this screen to create a new template, you must also select at least one user for that template to be assigned to or Timesheet will not create the new template. The admin should select the users to be reassigned and then enter the parameters for the new template and then click the create template button. The screen will refresh and display a green text message confirming that the new template has been created and assigned.Expense Approvals
Now that the approvals templates have been created and assigned to users, the Expense Approval process can be used to its full extent. Users will now see a Submit Expensesheet button on their Expense Entry Screens. This button should be clicked once a time period for Expense Entry has been completed or when Expense entry is otherwise complete for that period. Clicking this button begins the approval process by queueing the submitted Expensesheet for approval. Additionally, any automated email settings will now begin in regards to the submitted Expensesheet.
Approving Expensesheets
The Expense approval process depends on approvers to view and approve submitted expense sheets. Timesheet v4.5 supports two different types of approvers: regular approvers, consisting of manager and project manager and super approvers which is a role ability of administrators. These different types of approvers have slightly different methods of approving expenses.Regular approvers have two links available under the Expense Approval Process Management header on their admin screen:
- Expensesheet Approval
This link allows regular approvers to view a list of users who are in groups that the approver himself is in. The user list provides approvers with the ability to view open and submitted expensesheets for each user. Expensesheets that are open (i.e., not submitted for approval) can be viewed but not approved. Expensesheets that have been submitted may be approved via this user list, but the more common approach for regular approvers approving expensesheets is to view Expensesheets Awaiting My Approval. - Expensesheets Awaiting My Approval
This link will only appear active if at least one expensesheet that the approver is responsible for has been submitted for approval. If this link is active, a number in parenthesis to the right of this link will be displayed. This number indicates the number of submitted expensesheets that are awaiting the approval of this approver. Clicking on this link will display the Expensesheet Approval screen, which is discussed below.
Superapprovers use the same general procedures for expense approval as regular approvers; however, their views are not limited by the group structure; therefore, a superapprover can see all users with open expensesheets when they take the Expensesheet Approval process as discussed above. Further, superapprovers will have all submitted expensesheets included in the count of Expensesheets Awaiting My Approval. In short, a superapprover has access to approve all submitted expensesheets regardless of group membership or approvals process design.
The Expensesheet Approval Screen
This screen provides approvers with the ability to approve or reject submitted expensesheets. Each submitted expensesheet that is the responsibility of the approver who is viewing this screen is displayed in a list at the top of this screen.To approve these expensesheets, the approver should click the checkbox to the right of each available expensesheet , or click the Select All checkbox at the bottom of the list, and click the Approve button at the bottom of this screen. Timesheet will the display a screen containing a green text message confirming that the selected expensesheets were confirmed.
To reject any of these expensesheets, the approver should click the checkbox to the right of each available expensesheet , or click the Select All checkbox at the bottom of the list, enter a reason for the rejection and then click the Reject button at the bottom of this screen. Timesheet will the display a screen containing a green text message confirming that the selected expensesheets were rejected. Please Note: A reason for rejection must be supplied. Otherwise, Timesheet will display an error message reminding you to supply a rejection reason and the rejection will not take place.
For more information on using groups in Timesheet, please see the online help documentation.
Mileage Conversion settings, Mileage Entry screens and Mileage Entry Columns Management, Mileage entry and the Mileage Approvals process are all covered in this section.
Mileage records are viewed alongside expense records in Timesheet's expense reports.
The Mileage Conversion Maintenance screen is used to:
The controls available in the Current Conversion Rates portion of this screen are:
The default reasons that ship with Timesheet v4.5 are:
There is only one default vehicle that ships with Timesheet v4.5: Vehicle A.
The default measurements that ship with Timesheet v4.5 are:
Create Approval Templates Screen
Once all desired email parameters have been entered, the admin should click the Create button. The screen will refresh and display a green text message confirming that the new approver template has been created. The newly created template will now be available for assignment to new users in the mileage approver template dropdown in the User Creation and Modification Screen.
Modify/Delete Mileage Templates Screen
Regular approvers have two links available under the Mileage Approval Process Management header on their admin screen:
Superapprovers use the same general procedures for mileage approval as regular approvers; however, their views are not limited by the group structure; therefore, a superapprover can see all users with open mileagesheets when they take the Mileagesheet Approval process as discussed above. Further, superapprovers will have all submitted mileagesheets included in the count of Mileagesheets Awaiting My Approval. In short, a superapprover has access to approve all submitted mileagesheets regardless of group membership or approvals process design.
To approve these mileagesheets, the approver should click the checkbox to the right of each available mileagesheet , or click the Select All checkbox at the bottom of the list, and click the Approve button at the bottom of this screen. Timesheet will the display a screen containing a green text message confirming that the selected mileagesheets were confirmed.
To reject any of these mileagesheets, the approver should click the checkbox to the right of each available mileagesheet , or click the Select All checkbox at the bottom of the list, enter a reason for the rejection and then click the Reject button at the bottom of this screen. Timesheet will the display a screen containing a green text message confirming that the selected mileagesheets were rejected. Please Note: A reason for rejection must be supplied. Otherwise, Timesheet will display an error message reminding you to supply a rejection reason and the rejection will not take place.
Timesheet v4.5 introduces a new and improved set of Project control tools, with a focus on graphical representation of the Project hierarchy. These new tools help everyone in your organization to visualize the project hierarchy structure and make it even easier to create, modify and delete projects as needed.
The Project Management Tree, without Enhanced Management Interface or checkbox modification and deletion enabled.
The most common alterations to the appearance of the Project Management Screen are the Enhanced Management Interface modifications, which apply a small number of appearance changes that help the admin better visualize the layout of the Project Management Tree. Additionally, your organization may elect to enable checkbox-based deletion and modification of projects as well. The use of these optional screen enhancements will replace the scissors and pencil icons seen in the above screen shot with checkboxes (as seen below). This set of screen enhancements enables the admin to modify or delete multiple projects at one time.
The Project Management Tree, using the Enhanced Management Interface and Checkbox Modification and Deletion of Projects enabled.
If the Enhanced Management Interface modifications are used, the Project Management Screen will also display the Project Creation Interface at all times. This interface is normally only displayed when the admin is actually creating projects.
The Project Creation Interface as displayed on the Project Management Screen when Enhanced Management Interface options are enabled.
Finally, your organization may have enabled the Project Management "Icon Legend." If so, this list of the Project Management Screen icons and what they mean will be located at the bottom of the Project Management Screen. The icon legend looks like this:
The Project Management Screen Icon Legend
The Global Project Modification Screen
The Extra Project Fields Modification Screen is the interface for all extra project field modification. This screen is accessed from the Global Project Modification Screen via the Go To Extra Project Fields button.
The process for modifying extra project fields is outlined below.
Projects that are eligible for deletion may be deleted in one of two ways, depending on the options that your organization is using for the Project Management Screen. A project that is not eligible for deletion will have the "not modifiable or deletable" icon
The Project Tree Zoomed To A Different Level
In the above example, the admin has clicked the "focus" icon
This ability to change the focus of the tree view is provided to allow your organization with a better way to navigate the project tree, especially in case that involve a large number of projects.
Groups
Journyx Timesheet makes use of complex group structures to organize data and control user access to specific projects, tasks, pay types, bill types, time entry screens, and many other items within Timesheet. Groups may be thought of as sets that contain one of more users and certain items that those users can access. Each user can belong to one or more groups, and each other item can also be linked to one or more groups. Groups are the ultimate control device in Timesheet and as such require particular attention. In addition to groups that the admin creates to establish the order that his organization requires, Timesheet contains one particular group that is consistent across all installations - the All group, which is discussed below.
The All Group
Every installation of Timesheet contains a group named "All." This group contains every single item created within Timesheet. Every non-user item must exist in this group or it may become unusable. Users may be removed from the All group once they have been place into at least one other group. To facilitate these requirements, modification of the All group has been limited by default - without making a change to the Global Preferences of Timesheet (discussed below), only users may be removed from the All group. It is highly recommended that removing users from the All group be the only changes made to it under any circumstances.
Group Creation, Modification and Deletion
The Timesheet administrator must configure any groups that will be required by his organization to organize and maintain Timesheet to meet that organization's needs. After determining what groups will be needed, the Admin should create those groups in the Group Entry and Modification Screen which is available from the main admin screen via the Group link.
Creating Groups
The process of creating Groups is outlined below:
Please Note: At this time, Timesheet does not support renaming of groups, so please choose you group names carefully
Modifying Groups
Once a group has been created, the Admin must modify that group to add all the users, projects, tasks, et. al., that it will contain. Please Note: A user will have access to any item that is in at least one of the same groups as he is. This rule applies to everything within an installation of Timesheet. The process of modifying groups is outlined below:
This screen is the master control center for determining which items are contained in a particular group. The two columns on this screen serve as a graphical representation of group membership. Items in the left column are "in" this group, while items in the right column are "out" of this group.
Deleting Groups
In the event that you need to delete an existing group in Timesheet, there are several factors that must be considered before proceeding.
After consideration has been given to deleting a specific group, you may proceed with the actual process of deleting, described below:
Remember, if a user has been removed from the All group and does not exist in at least one other group, that user may not be able to use Timesheet. Therefore, if you will be deleting any group, please ensure that the users that are in that group are reassigned to a new group immediately, preferably before you delete the group in question.
Remember, access to any item is controlled through the group structure. If you delete the only group that contains a particular item without first putting that item into another group that your users can access, that item will be inaccessible to everyone who might still need access to it.
Mileage Tracking In Timesheet 4.5
Journyx Timesheet v4.5 includes powerful tools for milage tracking, approvals and reporting. Mileage functions within Timesheet are closely related to the Expense Tracking processes and mileage expenses are reported along with other expenses in the reporting engine. Before users begin tracking mileage, the admin should configure the Mileage Conversion Table so that appropriate expense calculations can be made.
Mileage Conversion Table
Before users begin tracking mileage, the Timesheet administrator should configure the Mileage Conversion Table to reflect the actual mileage rates.
Mileage Conversion Rates
Mileage reporting is dependent upon the existence of Mileage Rate Conversions. These conversions are used to convert entered miles into expenses that can be included in expense reports by the Timesheet reporting engine. Each of these Mileage Each rate conversions consist of:
Timesheet ships with two default units of measure:
If your organization uses a different unit of measure (the pico-lightyear, perhaps?) for travel expenses, you may create new units in the Mileage Entry Column Management portion of Timesheet, which is discussed below.
Timesheet ships with thirteen default currencies:
If your organization uses a different currency for expenses, you may create new currencies in the Expense Entry Columns Management portion of Timesheet, which is discussed under Expenses, later in this manual.
Mileage rates are positive integers that reflect the cost per unit in the currency selected. Therefore, if your organization expenses miles at $1.27 per mile, the rate for that rate conversion would be 1.27
This date determines the point at which this mileage conversion becomes effective. Mileage entries before this date will use a previous conversion rate.
This date determines the point at which this mileage conversion ceases to be effective. Mileage entries after this date will use a later conversion rate. Please Note: A blank effective end date results in a conversion rate that lasts through the present. This means that the rate will not expire until it is manually closed; however, such a "current" conversion does not extend into the future for recording purposes. To enter records in the future, a mileage conversion must be in place that has an Effective End Date at least one day after the records to be created.
The Mileage Conversion Maintenance Screen
Mileage Conversion Rate configuration is accessed via the Mileage Conversion Table link located under the Conversion Tables Maintenance on the main admin screen. Clicking this link will display the Mileage Conversion Maintenance screen, which will be used for the remainder of this process.
Each of these functions is described in detail below.
Current Mileage Conversion Rates
The top of the Mileage Conversion Maintenance screen displays any currently active conversion rates. Each unique combination of measurement and currency can have only one active rate for any time period, i.e., while you can have two concurrent rates for miles if one is for US$ and on is for DM, you cannot have two concurrent rate for miles if both are for the same currency.
Located under the Rate History header, this link displays a page that details the history of a particular conversion rate.
Located under the Rate header, this field allows you to enter a change to the actual rate value for a particular mileage conversion. To enact a change to a rate, simply enter the new rate value and click the Modify Rates button.
Located under the Close Rate header, this link closes a particular mileage conversion rate by setting its Effective End Date to today.
New Mileage Conversion Rates
The middle portion of the Mileage Conversion Maintenance screen provides access to the tools needed to institute new mileage conversion rates. Up to three mileage conversion rates may be created at one time. To create a new conversion rate:
The available units of measurement appear in the drop down menu located under the Measurement column.
The numerical value for the rate in question must be a positive integer. Remember, this rate will determine the amount of the selected currency (see below) that will be charged for each unit of measurement travelled.
The available currencies appear in the drop down menu located under the Currency column.
You may enter the effective start date manually, in YYYYMMDD format or you may use the calendar button to select a date from a popup calendar window. If this field is left blank, Timesheet will set today's date as the default effective start date.
You may enter the effective end date manually, in YYYYMMDD format or you may use the calendar button to select a date from a popup calendar window. If this field is left blank, Timesheet will assume the effective end date to be open and this conversion rate will remain in effect until it is manually closed.
Timesheet will refresh the Mileage Conversion Maintenance screen and the newly created rate(s) will be displayed in the list of existing mileage conversion rates that is located at the top of this screen.
Past Conversion Rates
The bottom portion of the Mileage Conversion Maintenance screen provides an interface that allows you to search for history on previous mileage conversion rates. These searches are based upon measurement and currency combinations and will return history on only one particular combination at any given time. To search for previous conversion rates:
Timesheet will display the Mileage Conversion Maintenance Search Results Screen. This screen will list each previous rate for the measurement/currency combination selected during the search setup. Once you have viewed the desired data, you may click the Return To Mileage Conversion Maintenance Screen link at the bottom of this screen to return to the main mileage conversion functions.
Mileage Entry Screens
Journyx Timesheet v4.5 provides admins with the ability to create, modify and delete Mileage Entry Screens that users will access to track their mileage. By default, only one Mileage Entry Screen is available within Timesheet; however, there is no limit to the number of screens that may be created. The toolset for creation, modification and deletion of Mileage Entry Screens is available from the Global Modification/Deletion of Mileage Screens screen, which is accessed via the Mileage Entry Screens link located under the Users' Entry Interface Management header on the main admin screen. This screen is used for these three functions, each of which is outlined below.
Creating A Mileage Entry Screen
To create a new Mileage Entry Screen:
Timesheet will display the Create/Modify Custom Mileage Screen, which will be used for the remainder of this process.
Choose a name that will help you identify this screen. Mileage Entry Screen names are limited to 64 characters.
Timesheet allows you to modify the names of the columns that will be displayed on this Mileage Entry Screen. Please Note: Changing the name of a column when creating or modifying a Mileage Entry Screen changes the name of that column throughout Timesheet. While this is normally not an important issue, it is critical to note that it is possible to modify the Project column's name in this screen. Modification of the projects column here will have a global impact. Therefore, Journyx recommends that the project column not be renamed via this screen.
Timesheet allows you to change the order in which the dropdown menu columns appear on each Mileage Entry Screen. Up to five columns can be displayed on each screen. By default, all columns are set to 'unused' when a new screen is created. Select the desired placement for each column you wish to be displayed on this Mileage Entry Screen. Columns can be hidden by leaving their display order set to 'unused.' Unused columns must have a default value established. See below for information on setting default column values. Please Note: Each placement (first, second, etc.) should only be used once for each given screen.
Any unused columns must have default values established. Additionally, all users who will be using a Mileage Entry Screen with hidden columns must have access (via group membership) to every default value that will be used. Finally, setting default values for non-hidden columns has no effect, i.e., setting the default value for the projects column will not affect the order in which values for that column are listed if that column is displayed.
Timesheet will display the Global Modification/Deletion of Mileage Screens screen, including a green text message confirming that the Mileage Entry Screen in question has been modified.
Modifying Mileage Entry Screens
Mileage Entry Screens can be modified to account for changes in the way your organization seeks to track mileage information. Every option listed above, under Creating A Mileage Entry Screen, can be modified as needed. To modify an existing Mileage Entry Screen:
Timesheet will display the Create/Modify Custom Mileage Screen, which will be used for the remainder of this process.
Again, each of the attributes listed above, under Creating A Mileage Entry Screen, can be modified as needed.
Timesheet will display the Global Modification/Deletion of Mileage Screens screen, including a green text message confirming that the Mileage Entry Screen in question has been modified.
Deleting A Mileage Entry Screen
If you need to remove a Mileage Entry Screen from Timesheet, simply select the screen in question and click the delete button on the Global Modification/Deletion of Mileage Screens screen. Timesheet will refresh the Global Modification/Deletion of Mileage Screens screen, displaying a green text message confirming the deletion of the Mileage Entry Screen in question.
Mileage Entry Screen Columns
Mileage Entry Screens in Timesheet v4.5 use three columns that are unique to the mileage entry process:
These columns come with certain default values and more can be created to meet your organization's needs. Each of these three columns is discussed in detail below.
Reason
Reasons are used in the Mileage Entry Process to provide an explanation for the distance travelled. The controls needed to create, modify and delete reasons are contained within the Global Reason Entry and Modification screen, which can be accessed via the Reason link under the Mileage Entry Columns Management header on the main admin screen. This screen will be used for all functions associated with Reason management.
Creating A Reason
Timesheet allows you to create new reasons for use by your organization. The interface for creating new reasons is found on the bottom half of the Global Reason Entry and Modification screen. The process of creating a new reason is outlined below:
The name for each reason should be a simple and descriptive term that users will be able to understand easily. This field is limited to 60 characters.
The description for each reason can be a more in depth explanation of that reason. This field is limited to 252 characters.
You may select one or more existing groups to assign the new reason to automatically. Each new reason must be assigned manually, through group modification, to any groups not selected during reason creation.
Click the checkbox for this option if the new reason is one that will be used commonly throughout your organization. This option will cause the new reason to be included automatically in all newly created groups, thereby eliminating the need to add it to new groups manually.
Timesheet will refresh the Global Reason Entry and Modification screen, displaying a green text message confirming the creation of the new reason.
Modifying A Reason
Timesheet allows you to modify individual existing reasons to change certain aspects of those reasons. The modifiable parameters for a reason are:
To modify an existing reason:
Timesheet will display the Global Reason Modification screen, which will be used for the remainder of this process.
Description, Group Membership and Auto Add are discussed above, under reason creation. Status is a characteristic that determines how Timesheet handles each reason. There are three status options:
Loggable and Reportable status represents full functionality for a given reason. Each reason with Loggable and Reportable as its status will be available for users to select during Mileage Entry and will also be displayed within reports.
Reportable Only status represents partial functionality for a given reason. Each reason with Reportable Only as its status will not be available for users to select during Mileage Entry but will be displayed within reports. This status is best used for reasons that have been discontinued but that still need to be avialble for historical reporting purposes.
Hidden status represents zero functionality for a given reason. Each reason with Hidden as its status will not be available for users to select during Mileage Entry, nor will records associated with that reason be displayed within reports. For this reason, Journyx recommends setting discontinued reasons to Loggable and Reportable rather than Hidden.
Timesheet will display the Global Reason Entry and Modification screen, displaying a green text message confirming the modification of the reason(s) in question.
Deleting A Reason
Timesheet allows you to delete reasons if they no longer serve the needs of your organization; however, Journyx strongly recommends modifying these reasons to have a status of Hidden or Reportable Only rather than deleting. While deleting will not cause database errors, it is non-reversible and may cause unforseen issues in the future. The interface for deleting reasons is located on the Global Reason Entry and Modification screen. The process of deleting reasons is outlined below:
Please Note: Records associated with any reasons that have been deleted will still be available for reporting; however, the reason associated with these records will be listed as 'none.'
Timesheet will display a popup window asking you to confirm the deletion of the selected reasons. If you are certain you wish to delete these reasons, click OK in this popup window. Timesheet will refresh the Global Reason Entry and Modification screen, displaying a green text message confirming the deletion of the reason(s) in question.
Vehicle
Vehicles are used in the Mileage Entry Process to indicate the method used for travel. The controls needed to create, modify and delete vehicles are contained within the Global Vehicle Entry and Modification screen, which can be accessed via the Vehicle link under the Mileage Entry Columns Management header on the main admin screen. This screen will be used for all functions associated with vehicle management.
Creating A Vehicle
Timesheet allows you to create new vehicles for use by your organization. The interface for creating new vehicles is found on the bottom half of the Global Vehicle Entry and Modification screen. The process of creating a new vehicle is outlined below:
The name for each vehicle should be a simple and descriptive term that users will be able to understand easily. This field is limited to 60 characters.
The description for each vehicle can be a more in depth explanation of that vehicle. This field is limited to 252 characters.
You may select one or more existing groups to assign the new vehicle to automatically. Each new vehicle must be assigned manually, through group modification, to any groups not selected during vehicle creation.
Click the checkbox for this option if the new vehicle is one that will be used commonly throughout your organization. This option will cause the new vehicle to be included automatically in all newly created groups, thereby eliminating the need to add it to new groups manually.
Timesheet will refresh the Global Vehicle Entry and Modification screen, displaying a green text message confirming the creation of the new vehicle.
Modifying A Vehicle
Timesheet allows you to modify individual existing vehicles to change certain aspects of those vehicles. The modifiable parameters for a vehicle are:
To modify an existing vehicle:
Timesheet will display the Global Vehicle Modification screen, which will be used for the remainder of this process.
Description, Group Membership and Auto Add are discussed above, under vehicle creation. Status is a characteristic that determines how Timesheet handles each vehicle. There are three status options:
Loggable and Reportable status represents full functionality for a given vehicle. Each vehicle with Loggable and Reportable as its status will be available for users to select during Mileage Entry and will also be displayed within reports.
Reportable Only status represents partial functionality for a given vehicle. Each vehicle with Reportable Only as its status will not be available for users to select during Mileage Entry but will be displayed within reports. This status is best used for vehicles that have been discontinued but that still need to be avialble for historical reporting purposes.
Hidden status represents zero functionality for a given vehicle. Each vehicle with Hidden as its status will not be available for users to select during Mileage Entry, nor will records associated with that vehicle be displayed within reports. For this vehicle, Journyx recommends setting discontinued vehicles to Loggable and Reportable rather than Hidden.
Timesheet will display the Global Vehicle Entry and Modification screen, displaying a green text message confirming the modification of the vehicle(s) in question.
Deleting A Vehicle
Timesheet allows you to delete vehicles if they no longer serve the needs of your organization; however, Journyx strongly recommends modifying these vehicles to have a status of Hidden or Reportable Only rather than deleting. While deleting will not cause database errors, it is non-reversible and may cause unforseen issues in the future. The interface for deleting vehicles is located on the Global Vehicle Entry and Modification screen. The process of deleting vehicles is outlined below:
Please Note: Records associated with any vehicles that have been deleted will still be available for reporting; however, the vehicle associated with these records will be listed as 'none.'
Timesheet will display a popup window asking you to confirm the deletion of the selected vehicles. If you are certain you wish to delete these vehicles, click OK in this popup window. Timesheet will refresh the Global Vehicle Entry and Modification screen, displaying a green text message confirming the deletion of the vehicle(s) in question.
Measurement
Measurements are used in the Mileage Entry Process to provide an explanation for the distance travelled. The controls needed to create, modify and delete measurements are contained within the Global Measurement Entry and Modification screen, which can be accessed via the measurement link under the Mileage Entry Columns Management header on the main admin screen. This screen will be used for all functions associated with measurement management.
Creating A Measurement
Timesheet allows you to create new measurements for use by your organization. The interface for creating new measurements is found on the bottom half of the Global Measurement Entry and Modification screen. The process of creating a new measurement is outlined below:
The name for each measurement should be a simple and descriptive term that users will be able to understand easily. This field is limited to 60 characters.
The description for each measurement can be a more in depth explanation of that measurement. This field is limited to 252 characters.
You may select one or more existing groups to assign the new measurement to automatically. Each new measurement must be assigned manually, through group modification, to any groups not selected during measurement creation.
Click the checkbox for this option if the new measurement is one that will be used commonly throughout your organization. This option will cause the new measurement to be included automatically in all newly created groups, thereby eliminating the need to add it to new groups manually.
Timesheet will refresh the Global Measurement Entry and Modification screen, displaying a green text message confirming the creation of the new measurement.
Modifying A measurement
Timesheet allows you to modify individual existing measurements to change certain aspects of those measurements. The modifiable parameters for a measurement are:
To modify an existing measurement:
Timesheet will display the Global Measurement Modification screen, which will be used for the remainder of this process.
Description, Group Membership and Auto Add are discussed above, under measurement creation. Status is a characteristic that determines how Timesheet handles each measurement. There are three status options:
Loggable and Reportable status represents full functionality for a given measurement. Each measurement with Loggable and Reportable as its status will be available for users to select during Mileage Entry and will also be displayed within reports.
Reportable Only status represents partial functionality for a given measurement. Each measurement with Reportable Only as its status will not be available for users to select during Mileage Entry but will be displayed within reports. This status is best used for measurements that have been discontinued but that still need to be avialble for historical reporting purposes.
Hidden status represents zero functionality for a given measurement. Each measurement with Hidden as its status will not be available for users to select during Mileage Entry, nor will records associated with that measurement be displayed within reports. For this measurement, Journyx recommends setting discontinued measurements to Loggable and Reportable rather than Hidden.
Timesheet will display the Global Measurement Entry and Modification screen, displaying a green text message confirming the modification of the measurement(s) in question.
Deleting A measurement
Timesheet allows you to delete measurements if they no longer serve the needs of your organization; however, Journyx strongly recommends modifying these measurements to have a status of Hidden or Reportable Only rather than deleting. While deleting will not cause database errors, it is non-reversible and may cause unforseen issues in the future. The interface for deleting measurements is located on the Global Measurement Entry and Modification screen. The process of deleting measurements is outlined below:
Please Note: Records associated with any measurements that have been deleted will still be available for reporting; however, the measurement associated with these records will be listed as 'none.'
Timesheet will display a popup window asking you to confirm the deletion of the selected measurements. If you are certain you wish to delete these measurements, click OK in this popup window. Timesheet will refresh the Global Measurement Entry and Modification screen, displaying a green text message confirming the deletion of the measurement(s) in question.
Entering Mileage in Timesheet
The process of entering mileage into Timesheet is described below. For Mileage Entry screens that have certain columns hidden, please disregard references to those hidden columns.
Please Note: Timesheet currently supports measurement amounts of up to 5 digits, including the decimal point. Therefore, Timesheet will allow amounts up to 99999 for any particular line item if no decimal places are required.
Mileage Approvals
Journyx Timesheet v4.5 allows you to implement a robust mileage approval process to effectively manage travel expenditures across your organization. This approval process functions in very much the same fashion as the time and expense approvals processes. Approval templates must be created and then assigned to the employees who will be tracking mileage. Once these templates have been assigned, users will be able to submit their mileage entry forms for approval to the appropriate approvers with the click of a button. Additionally, automatic email notifications may be established to ensure proper communication regarding mileage approvals. The mileage approvals process is described in detail below.
Mileage Approval Templates
Before the mileage approvals process can be implemented, mileage approval templates must be created and assigned to users. The installing Admin should consider the approval process that will be required by his organization before beginning to establish a User base or implementing Timesheet.
Creating New Approver Templates
To create the necessary approver templates to be assigned to users, the admin should first create any users (Managers, Project Managers and Admins) who will serve as approvers for timesheets. Next, the admin should enter the Create Mileage Approval Templates Screen from the main admin screen via the Create Mileage Approver Templates link which is located under the Mileage Approval Process Management header.
This screen provides the admin with all the necessary tools for the creation of new Mileage Approver Templates. The admin should name the new template and specify the number of levels of approval that this template specifies. The admin should then choose a primary and a backup approver for each level of approval from the dropdown menus provide at the top of this screen. Finally, this screen allows parameters for email notifications to be set up for the template that is being created. The admin should select any and all email notification parameters that are desired at this time. Below is a list of the possible parameters and information on what they mean.
Notify users when mileagesheet is rejected?
Selecting "yes" for this field will send the submitting user an email to notify him that his mileagesheet has been rejected if it has been rejected.
Notify users when a mileagesheet has completed the approval cycle?
Selecting "yes: for this field will send the submitting user an email notifying him that his mileagesheet has successfully completed the approval process once the final approval has been given.
Notify approver when a mileagesheet has been submitted for their approval?
Selecting "yes" for this field will send an email notification to each level's primary approver that a mileagesheet has been submitted for their approval.
Notify users X days before a time sheet is due to be submitted.
Selecting "yes" for this field will send an email to notify users that they have X days remaining before mileagesheets must be submitted.
Additionally, the admin must select a number of days between 0 and 7 that this email notification will go out before the due date.
Notify users X days after a timeperiod if the mileagesheet is not yet submitted.
Selecting "yes" for this fields will send a reminder email to users X days after the due date for mileagesheet submission if they have a mileagesheet that has not been submitted for the period in question.
Additionally, the admin must select a number of days between 0 and 7 that this email notification will go out after the due date.
Notify approver X days after a timeperiod if the mileagesheet is not yet submitted.
Selecting "yes" for this field will send an email to the approver for each level X days after the due date for mileagesheet submission to inform them that a user has not yet submitted a mileagesheet for approval.
Additionally, the admin must select a number of days between 0 and 7 that this email notification will go out after the due date.
Notify backup approver X days after a timeperiod if the mileagesheet is submitted, but is not yet approved.
Selecting "yes" for this field will send an email to the backup approver for each level that they have a mileagesheet that may need their attention due to lack of response from the primary approver X days from the submission of a mileagesheet.
Additionally, the admin must select a number of days between 0 and 7 that this email notification will go out after the due date.Modifying and Deleting Approver Templates
It may prove necessary at times to make changes to or even delete a specific approver template, such as if an approver leaves the organization or email notification needs to be redefined. To modify approver templates, the admin should enter the Modify/Delete Mileage Templates screen via the Modify Time Approver Templates link which is located under the Modify Time Approver Templates header on the main admin screen.
This screen allows an Admin to modify or delete an existing mileage approver template.
To delete a template, the Admin should simply select that template from the list of currently existing templates and click the delete button. Please Note: At this time, deleting a template does not change the current approvers for users who were assigned that template. Users who would be affected by this change will need to be modified directly to put this change into effect.
To modify a template, the Admin should select the template that needs changes and click the modify button. The admin will then be taken to the Modify Mileage Template screen, which is the same as the Create Mileage Template screen, discussed above. Once the desired changes have been made, the screen will refresh display a green text message confirming that the mileage approver template in question has been modified. This message will also indicate the number of users who have been affected by this change.
Assigning an Approver Template to a User
Timesheet provides two unique way to assign mileage approval templates to users. The preferred method is to choose a template for each user as he is created, as discussed under Creating New Users, above. In the event that templates were not assigned at the time of user creation, or if template reassignment becomes necessary, the Admin can access the Mileage Approval Template Reassignment Screen from the main admin screen via the Mileage Template Reassignment link which is available under the Mileage Approval Process Management header. This link will take the Admin to the Mileage Template Reassignment Search Screen, where he can enter the name (or part of a name) of an employee to reassign mileage approval templates to. After the search has completed, the admin will be taken to the actual reassignment page. Here, the admin can select the user(s) to reassign and may then select the mileage template to be used. The Admin should select any users to be reassigned, select the template to be used, and click the use template button. The screen will refresh and display a green text message confirming that the template has been assigned. Optionally, this screen can be used to create a new template if a suitable one does not currently exist. Please Note: If you are using this screen to create a new template, you must also select at least one user for that template to be assigned to or Timesheet will not create the new template. The admin should select the users to be reassigned and then enter the parameters for the new template and then click the create template button. The screen will refresh and display a green text message confirming that the new template has been created and assigned.
Mileage Approvals
Now that the approvals templates have been created and assigned to users, the Mileage Approval process can be used to its full extent. Users will now see a Submit Mileagesheet button on their Mileage Entry Screens. This button should be clicked once a time period for Mileage Entry has been completed or when mileage entry is otherwise complete for that period. Clicking this button begins the approval process by queueing the submitted mileagesheet for approval. Additionally, any automated email settings will now begin in regards to the submitted mileagesheet.
Approving Mileagesheets
The mileage approval process depends on approvers to view and approve submitted mileage sheets. Timesheet v4.5 supports two different types of approvers: regular approvers, consisting of manager and project manager and super approvers which is a role ability of administrators. These different types of approvers have slightly different methods of approving mileage.
This link allows regular approvers to view a list of users who are in groups that the approver himself is in. The user list provides approvers with the ability to view open and submitted mileagesheets for each user. Mileagesheets that are open (i.e., not submitted for approval) can be viewed but not approved. Mileagesheets that have been submitted may be approved via this user list, but the more common approach for regular approvers approving mileagesheets is to view Mileagesheets Awaiting My Approval.
This link will only appear active if at least one mileagesheet that the approver is responsible for has been submitted for approval. If this link is active, a number in parenthesis to the right of this link will be displayed. This number indicates the number of submitted mileage sheets that are awaiting the approval of this approver. Clicking on this link will display the Mileagesheet Approval screen, which is discussed below.
The Mileagesheet Approval Screen
This screen provides approvers with the ability to approve or reject submitted mileagesheets. Each submitted mileagesheet that is the responsibility of the approver who is viewing this screen is displayed in a list at the top of this screen.
Projects
Journyx Timesheet uses Projects to indicate the object of the multitude of various time, mileage and expense entries created by users. Timesheet allows your organization to create an unlimited number of projects to use for time, expense, and mileage tracking purposes. Timesheet uses a hierarchical project structure, and allows an unlimited number of generations under any specific parent project.
The Project Management Screen
The Project Management Screen, which is accessed from the main admin screen via the Projects link located under the Project Management header, serves as the master control panel for all project creation, modification and deletion. This screen may appear in several different ways, depending upon the options selected in the Project Management portion of the Timesheet Global Preferences. By default, this screen will look like the following:
Creating Projects
One of the first actions that should be performed on any new installation of Timesheet is the creation of the various Project that your organization will be using for time, mileage and expense tracking. There are two main processes for creating new projects in Timesheet v4.5, each of which is outlined below.
Creating New Projects Using The "New Project" Icon
You may always create new projects using the "New Project" Icon 
. To create a new project using the "New Project" icon, simply click on the icon in the New column of the project you intend to be the parent of the new project. This will bring up the New Project screen, which will be used for the remainder of the project creation process, which is described below. By default, up to five new projects may be created at one time. This maximum number of new projects can be modified in the Project Management portion of the Timesheet Global Preferences.
Although Timesheet allows up to 252 characters for each project name, Journyx recommends keeping each project name as short as feasibly possible to keep the project dropdown menus manageable.
Timesheet supports two type os projects: Projects and Subprojects.
In general, even if the subprojects type is available to your organization, the type for nearly all projects created should be project.
Timesheet allows up to 252 characters for the description for each project. The description should be used to provide further details on the nature of a given project.
If you select yes for this option, this project will be added to every new group that is created in Timesheet. You should only select yes for this option if you are unlikely to have more than a small number of groups that should not have access to this project. Otherwise, you will have to remove this project manually from each group that is not supposed to have access to it.
Timesheet allows up to 8 digits for each project's estimated hours.
Multiple groups can be selected by control-clicking each group you wish to select. You can always change which groups have access to any given project later by modifying that particular group or by modifying that specific project.
Timesheet will display the Project Management Screen, along with a green text message confirming the creation of the new project.
Creating A New Project Using The "Create New Project Interface"
If your organization is using the Enhanced Management Interface options for the Project Management Screen and Project Tree, the Create New Project Interface will be displayed at the bottom of the Project Management Screen at all times. This interface is very similar to the interface seen on the Create New Projects screen; the only difference is the presence of the parent dropdown menu, which is used to select a parent for the new project(s). The process of creating a new project using this interface is outlined below.
Although Timesheet allows up to 252 characters for each project name, Journyx recommends keeping each project name as short as feasibly possible to keep the project dropdown menus manageable.
Timesheet supports two type of projects: Projects and Subprojects.
In general, even if the subprojects type is available to your organization, the type for nearly all projects created should be project.
Timesheet allows up to 252 characters for the description for each project. The description should be used to provide further details on the nature of a given project.
Unlike creating projects via the "New Project" icon, which allows the creating user to indicate the parent for a new project based on which level the "New Project" icon is selected from, creating new projects using the Create New Project interface requires the creating user to choose a parent project from the dropdown list named "Parent."
If you select yes for this option, this project will be added to every new group that is created in Timesheet. You should only select yes for this option if you are unlikely to have more than a small number of groups that should not have access to this project. Otherwise, you will have to remove this project manually from each group that is not supposed to have access to it.
Timesheet allows up to 8 digits for each project's estimated hours.
Multiple groups can be selected by control-clicking each group you wish to select. You can always change which groups have access to any given project later by modifying that particular group or by modifying that specific project.
Timesheet will display the Project Management Screen, along with a green text message confirming the creation of the new project.
Modifying Projects
There may be times when it is necessary to modify information regarding a specific project. Depending on the Project Tree display options your organization is using, the Global Project Modification screen will be accessed via either the "Edit Project" Icon 
or by using select boxes and clicking the Modify button. If you use the "Edit Project" icon, you will only be able to modify one project at any given time. Check box modification of projects allows you to modify any number of projects at once. Check box modification of projects is an option that can be enabled in the Project Management portion of Timesheet's Global Preferences.
Primary Project Characteristics Modification
Once you have accessed the Global Project Modification Screen, you will be able to make changes to the primary characteristics for the selected project(s). Changes to the extra project fields are covered below, under Extra Project Fields Modification. The following primary characteristics of any given project may be modified:
This field allows you to change which groups have access to the project in question.
As discussed above under project creation, this field determines whether this project will be made accessible to any newly created groups. Again, this field should typically be set to "no."
This field allows the admin to change the text description for the project in question
This field allows the admin to change the parent project for the project in question
This field allows the admin to change the total estimated hours until completion for this project
This field allows the admin to enter a current percentage of completion for the project in question. This is most often used for project management.
Timesheet supports two type of projects: Projects and Subprojects.
In general, even if the subprojects type is available to your organization, the type for nearly all projects created should be project.
Extra Project Fields Modification
Each project in Journyx Timesheet has certain default extra fields that may be modified after project creation. Additionally, your organization may create more extra project fields as required. Creation of additional extra project fields is covered below. The default extra project fields that ship with Timesheet v4.5 are:
The Extra Project Fields Modification Screen
State is a free-from text field that can hold up to 30 characters.
The four default choices for Priority are:
Budgetis a free-from text field that can hold up to 30 characters.
Bill Rate is used in conjunction with the Rates & Rules expansion module for Timesheet v4.5. If your organization has not purchased this expansion module, this field is essentially disabled. Bill Rate for projects is discussed in the Rates & Rules documentation.
Rate Period Type is used in conjunction with the Rates & Rules expansion module for Timesheet v4.5. If your organization has not purchased this expansion module, this field is essentially disabled. Rate Period Type for projects is discussed in the Rates & Rules documentation.
Pay Rate is used in conjunction with the Rates & Rules expansion module for Timesheet v4.5. If your organization has not purchased this expansion module, this field is essentially disabled. Rate Period Type for projects is discussed in the Rates & Rules documentation.
Pay Rate Type is used in conjunction with the Rates & Rules expansion module for Timesheet v4.5. If your organization has not purchased this expansion module, this field is essentially disabled. Rate Period Type for projects is discussed in the Rates & Rules documentation.
Deleting Projects
Journyx Timesheet v4.5 allows your organization to delete unused or unneeded projects under certain circumstances. A project that has never had any time, expenses or mileage logged against it may be deleted from the Timesheet database and thereby removed from use. However, if a project has ever been used as part of a time, expense or mileage entry, Timesheet will not allow you to delete that project. These projects should be modified to have a status of "hidden" instead of deleted. Status is covered in detail above, in the Modifying Projects section.
in place of either the "Delete Project" icon or the checkbox in the Delete column, depending on which GUI options are in use by your organization. Both methods of deletion are outlined below.
Deleting A Project Using the "Delete Project" Icon
If your organization is not using checkbox project deletion, you may simply click the "Delete Project" Icon 
to the right of the project in question. Timesheet will display a popup window asking you to confirm that you wish to delete the project. 
If you wish to continue with the deletion process, click the OK box in this popup window. Timesheet will then refresh the Project Management screen and display a green text message confirming the deletion of the selected project. Please Note: You will only be able to delete one project at a time when using the "Delete Project" icon.
Deleting A Project Using Checkbox Project Deletion
If your organization is using checkbox project deletion, you will need to click the checkbox(es) of the project(s) you intend to delete. After you have selected projects for deletion, click the Delete button at the bottom of the Project Tree. Timesheet will a popup window asking you to confirm that you wish to delete the project(s). If you wish to continue with the deletion process, click the OK box in this popup window. Timesheet will then refresh the Project Management screen and display a green text message confirming the deletion of the selected project.
Working With Projects
The project tree on the Project Management Screen provides features beyond creating, modifying and deleting projects. These additional actions are covered below.
Reparenting Projects
The "cut" icon 
may be used in conjunction with the "paste" icon 
to reparent projects if GUI reparenting is enabled in the Project Management portion of Timesheet's Global Preferences. To reparent a project graphically:
Timesheet will refresh the Project Management Screen, including a green text message indicating that reparenting a project is in process. 
The "paste" icon will be displayed in place of the "cut" icon for all projects that may serve as the new parent for the "cut" project. Please Note: The "not available" icon will be displayed in place of the "cut" icon for any project that cannot serve as the new parent for the "cut" project. This include the "cut" project itself.
icon for the project that will serve as the new parent for the "cut" project
Timesheet will refresh the Project Management Screen, with the Project Tree focused on the newly specified parent project. Please Note: The "cut" icon will again be displayed for all projects that are available for reparenting.
Reparenting Projects Without Using The GUI
If your organization has chosen to disallow the reparenting of projects via the GUI, you may still reparent projects by changing the parent project via the Global Project Modification screen, as discussed above.
Navigating The Project Tree
Journyx Timesheet v4.5 displays your organization's project hierarchy as a tree structure. By default, Timesheet shows the entire project tree, starting from the root level. The "focus" icon 
is used to change the tree view to start at the level of a specific project.
to the left of the project Roosevelt and Timesheet has displayed the tree focused on that level. The red link to Root at the top of this screen allows you to return the view to the root level of the project tree. Links like this one will appear for each level above the current view.
Project Management Global Preferences
Preferences: Project Management
