Entering and Submitting Timecards

Ensure your organization has correctly configured each projectA collection of activities and related items to be managed over a defined time range, such as timecards, expenses, milestones and budgets., milestoneA fixed target, which when achieved, can be billed to the customer for a fixed fee or by logging time against it., resourceA contact that works on a project., assignmentConnection between a resource and a project., workflow and permission controlDetermines whether a single user has permission to carry out specific tasks in FinancialForce PSA. before submitting your first timecardA mechanism for logging time against a project or an assignment..

By default, timecard rows are ordered by the date on which they were created and their name. Your administrator may have configured PSA to sort timecard lines by certain fields.

To create or edit a timecard:

1. To display the Timecard Entry page, do one of the following:
   • Click the Timecard tab and then click New.
   • Click the Log a Timecard link on the sidebar.
   • Click Log a Timecard in the Timecards related list on a project, assignment or milestone.
   • If you want to log time against project tasks, click the Log a Timecard with Task Time link on the sidebar or the Log a Timecard with Task Time button in the Timecards related list on a project, assignment or milestone.
2. Select the Week Ending Date by clicking the arrow buttons or date entry field.
3. If you are entering time for yourself, the Resource field defaults to your name. If you are entering time for someone else, select the resource. If you are using the enhanced timecard UI use the Resource lookup .
   Note

   

   If you enter a timecard on behalf of someone else, when you change the value in the Resource field, the first day of the week is set to the Week Start Day of that resource.
4. Select the project or assignment using one of these methods depending on the version of PSA timecards that you are using:
   • Select the project assignment.
   • Click Select Project/Assignment or and then search for and select the project or assignment from the Project / Assignment Lookup.
   • Click Add a Project and select the project or assignment from the Project / Assignment Lookup.
5. [Optional] Select or deselect Billable as applicable.
6. You may be required to enter notes. If so, do one of the following depending on the configuration your administrator has chosen:
   • Click the notes icon to begin. Click Done when finished.
   • Double-click the day cell that you want to enter notes for or press the DOWN ARROW key while that cell is selected, complete the fields in the popup that appears and then click Save.
7. Complete the remaining fields as described in "Timecard Entry Fields".
8. Add a line for each project/assignment. Click Add Lines to add more lines.
9. Click Save .

Note

If your administrator has enabled the combine similar timecards feature, timecard lines that contain the same combination of Assignment, Billable, Location, Methodology, Milestone, Phase, Project, Project, Resource, Travel and Week are merged into one timecard line and the notes are combined..

Entering Time Against a Project Task

You can enter the number of hours that you have spent on a particular task if your administrator has enabled this feature and you reached the Time Entry page from the Log a Timecard with Task Time link or button.

Notes

This version of the Time Entry page supports Microsoft Internet Explorer 9 or later. If you have an earlier version of Microsoft Internet Explorer, install the latest version or use a different browser.

If you are required to enter time against project tasks, we recommend that you enter your time on a daily basis.

To enter time against a project task:

1. Create or edit a timecard as described earlier.
2. Click Edit Details.
3. Click Select Tasks or Add Additional Tasks in the Tasks tab.
4. Select the tasks that you want to enter time for in the popup that appears.
   Tips

   

   If the task is part of a task hierarchy, you must expand the hierarchy before you can select the task.

   Tasks that are closed for time entry are not listed.

   You cannot enter time against a summary task.

   To filter the list of tasks so that only those to which you have been assigned are listed, click My Tasks.

   If the "Restrict Task Based On Milestone" custom setting is enabled, select Limit to tasks with matching milestone to filter the list of tasks to those with matching milestones.

   If you cannot see the task to which you want to enter time against and you know the name of it, you can enter the first few characters of the task name in the search box. This filters the list of tasks on the task name that you enter.
5. Click Save.
6. Enter the hours for the tasks in the boxes that appear.
7. [Optional] If additional fields are shown, enter the values for each task.
8. Click Save.

Notes

When you enter time against a project task, the timecard hours change according to the option that your administrator has chosen. See "About Time Against Project Tasks".

Your administrator may have configured additional fields to appear in the Task Entry tab. See "Task Time Field Sets".

Submitting Timecards for Approval

To submit the timecard for approval, click Submit.

Note

If your administrator has configured approval processes on your organization, you can submit timecards for approval. The approver can then approve or reject them depending on the approval process. Depending on the approval process, you might not be able to update a timecard once you have submitted it unless you have administrator permissions.

Depending on the configuration your administrator has set, a warning is displayed if you enter a timecard with zero or negative hours.

To speed up timecard entry, you can:

• Click Copy Selected Schedule to copy timecard templates from the Schedules section.
  Tip

  

  You can also use a URL to achieve this. For instance, this URL copies selected schedule lines of the week ending date of May 4th 2012: https://YourOrgURL/apex/pse__TCEntry?weekEndingDate=04/05/2012&populateFromSchedule=yes
• Click Copy from Previous Week to clone the previous week's timecard.
  Note

  

  If you entered time against project tasks this is not copied. You must enter time against project tasks manually.

   

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