Enter timesheets using the Self Service web app

If you are a web user Allows someone to access data and reports via the Self Service web app. Make sure the user has 'Is Web User option' selected on their 'User properties' in System Administration., you can enter timesheets via a browser using the Self Service web app. You enter a separate timesheet per week, for each project item you have worked on.

After you have entered a timesheet, you save a draft or submit it to be processed. If your Sage 200 system is set up to use authorisation, submitted timesheets must be authorised before they are processed.

Select WTE > Timesheets from the drop-down list.

The Summary section shows the total hours entered for your timesheets by status. Select a status and timesheets with that status are displayed in the lower section.

  • This Week: Your timesheets for the current week. You can also browse your timesheets week-by-week, and enter a weekly timesheet.
  • Recently Added: The most recent timesheets in date order.
  • Saved: Timesheets that you have saved as drafts, but have not yet submitted.
  • Submitted: Timesheets that you have submitted, but have not yet been authorised.
  • Being Processed: Timesheets that have been authorised, but have not yet been fully processed (posted) in Sage 200.
  • Rejected: Timesheets that have been rejected by an authoriser.

  • Processed: Timesheets with a posted status that have been processed in Sage 200.

    Note: You cannot edit timesheets with a posted status.

How to

Enter a new timesheet

  1. In the Summary area, select This Week.

    The Timesheets for week beginning area shows the timesheets for the selected week.

  2. To select the week, click on the date or calendar icon () to display a calendar, or click the arrow buttons ( ).

    To display the current week, click This Week.

  3. To add a new timesheet for the displayed week, click Add New Timesheet.

    Tip: If you regularly enter timesheets for the same items, the list will include some empty timesheets for items that you have used in previous weeks; to fill one in, click Create.

  4. Use the search box to find the required project and project item.

    You can type in any words from the project or project item names, or their description.

    • You can enter any words or numbers that are contained in the project item, e.g.:
      • A project code; e.g. enter 17 to find project 0000017.
      • Words in the project name.
      • Words in the project item title or description; e.g. enter fit to find fitting, or exh to find exhibition.
    • You don't need to enter the full word, just the first few letters will be enough.
    • If you enter more than one word, only items containing all of the words in the order entered, will be displayed.
    • If you have used the search before, previously selected items will be displayed at the top of the list as Recent items (above Other items).
    • Don't use quotes or an asterisk (*), unless you are searching for one.

  5. Enter the number of hours for each day of the week.

    The time format depends on your system settings; enter the time as:

    • Hours and minutes, if hh:mm is displayed.
    • A decimal value, if decimal is displayed; e.g. 1.5 is 1 hour 30 minutes.

  6. Select the Charge rate, Cost rate and Pay rate, if applicable.

    Note: Depending on your system settings, you may not be able to view or change these rates.

  7. If required, add any comments in the Narrative box. These comments are visible to the person authorising the timesheet.
  8. If the timesheet has been rejected, the Reject Reason shows the comment entered by the authoriser.
  9. Save or submit the timesheet.
    • If you have not finished entering the timesheet and want to come back to it later, click Save Draft.
    • If you have finished the timesheet, click Submit.

Edit a timesheet

Note: You cannot edit timesheets with a status of Posted.

  • To find timesheets by status, select the required status from the Summary section.

  • To find timesheets by date, select This week from the summary section.

    • To select the week, click on the date or calendar icon () to display a calendar, or click the arrow buttons ( ).
    • To display the current week, click This Week.

  1. To edit a timesheet, click Edit next to the weekly timesheet.

    Note: You cannot edit timesheets with a status of Posted.

  2. Use the search box to find the required project and project item.

    You can type in any words from the project or project item names, or their description.

    • You can enter any words or numbers that are contained in the project item, e.g.:
      • A project code; e.g. enter 17 to find project 0000017.
      • Words in the project name.
      • Words in the project item title or description; e.g. enter fit to find fitting, or exh to find exhibition.
    • You don't need to enter the full word, just the first few letters will be enough.
    • If you enter more than one word, only items containing all of the words in the order entered, will be displayed.
    • If you have used the search before, previously selected items will be displayed at the top of the list as Recent items (above Other items).
    • Don't use quotes or an asterisk (*), unless you are searching for one.

  3. Enter the number of hours for each day of the week.

    The time format depends on your system settings; enter the time as:

    • Hours and minutes, if hh:mm is displayed.
    • A decimal value, if decimal is displayed; e.g. 1.5 is 1 hour 30 minutes.

  4. Select the Charge rate, Cost rate and Pay rate, if applicable.

    Note: Depending on your system settings, you may not be able to view or change these rates.

  5. If required, add any comments in the Narrative box. These comments are visible to the person authorising the timesheet.
  6. If the timesheet has been rejected, the Reject Reason shows the comment entered by the authoriser.
  7. Save or submit the timesheet.
    • If you have not finished entering the timesheet and want to come back to it later, click Save Draft.
    • If you have finished the timesheet, click Submit.

Delete a timesheet

You can delete a timesheet if it has a status of Saved, Submitted or Authorised; but you cannot delete a timesheet with a status of Posted.

  1. Select the appropriate summary category to find your timesheet, e.g. Saved will show saved timesheet entries.

    Note: You cannot delete timesheets from the This Week summary.

  2. Use the check box to select the timesheets to delete.

  3. Click Delete.

    A confirmation page will appear, listing the timesheets that will be deleted.

    After you have deleted the timesheets, you cannot recover them.

  4. Click Delete to confirm deleting the timesheets.

Submit a timesheet

Timesheets can be submitted when they are entered or edited, or you can submit your saved timesheets.

  1. To submit saved timesheets, select the Saved or Recently Added categories from the Summary section.
  2. Use the check boxes to select the required timesheets and click Submit.

The timesheets will have the status of Submitted, and can then be authorised or posted.

If your Sage 200 system is set up to use authorisation, your submitted timesheets must be authorised before they can be processed. If there is a mistake or a problem with a timesheet, it can be rejected by the authoriser.

You can check the status of a timesheet:

  • Saved: The timesheet has been saved but not yet submitted. The timesheet can be edited again before it is submitted.
  • Submitted: The timesheet has been submitted, but has not yet been authorised.
  • Authorised: The submitted timesheet has been approved by an authoriser, and is ready to be processed (posted) in Sage 200.
  • Rejected: The submitted timesheet has been rejected by an authoriser.
  • Posted: The timesheet has been authorised and posted in Sage 200. You cannot edit the timesheet after it has been processed.

Note: You can only submit timesheets with a status of Saved or Rejected.

Print a timesheet

  • Select the appropriate Summary category to find the timesheets.

  • Use the checkboxes to select the required timesheets, then click Print.

    The timesheets will be displayed in your browser, ready for you to print or save.

    Note: Your browser must be able to display PDF files to view the document.

Note: If you cannot print the report, it might be because this report has not been enabled for your role. In System Administration, check that the features for your role include the appropriate reports in Project Accounting > Reporting > Reports.

See also

Authorise timesheets in the Self Service web app

Questions: Self Service web app timesheets and expense claims

Enter expense claims using the Self Service web app

Authorise expense claims using the Self Service web app