Generate Timesheets Screen
If you are a supervisor or administrator, use the Generate Timesheets screen to generate timesheets for employees for the current timesheet period, the previous period, or the upcoming period.
This screen is commonly used to facilitate timesheet entry for employees who consistently enter time against the same charge codes. You can generate timesheets with charge codes only or with both charge codes and default hours. You can also save sets of employee selection criteria and reuse them when you generate timesheets in the future.
Location
To display the Generate Timesheets screen, complete the following step:
- Click .
Contents
Screen Buttons
Identification
Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.
You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options are also included in the saved parameter ID if there are any. You can change any of the associated selection defaults as necessary.
| Field | Description |
|---|---|
| Parameter ID |
Enter, or click
When you save your record, all the selections made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query. |
| You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display in the screen, you can override the defaults. | |
| Description |
Enter, or click
|
| Public |
Select this check box to make the query public. |
to select, a parameter ID of up to 15 alphanumeric characters. Choose characters or your parameter ID that help identify the type of selections you made in the screen.
Selection Range
Use fields in this section to select employees and generate timesheets.
| Field | Description |
|---|---|
| Timesheet Schedule |
In Timesheet Schedule, enter the timesheet schedule assigned to the employees for whom you are generating timesheets. |
| Period Ending |
In Period Ending, select the payroll period for which you want to generate timesheets for the employees. Your choices are: The current period for the timesheet schedule, based on the current date The previous period for the timesheet schedule The next period for the timesheet schedule When you select a saved parameter set, Time & Expense sets the default period based on the saved period (Previous, Current, or Next) and the current date. |
Options
| Field | Description |
|---|---|
| Generate As |
The status you want to assign to the generated timesheets: Open, Signed, or Approved. |
| Generate with Hours |
Check Generate with Hours if you want to generate timesheets with both charges and default hours for those charges. After you generate timesheets, you have the option to print them for review or distribution. Leave the box unchecked if you want timesheets that show charges but no hours. After you generate timesheets, you have the option to print them (so you can distribute them to employees so they can record their hours by hand, for example). If you check Generate with Hours, you can only generate timesheets for employees assigned to timesheet classes for which the Generate Exception-Based Timesheets check box is checked in the Manage Timesheet Classes screen. |
Sort By
| Field | Description |
|---|---|
| Sort By |
In Sort By, indicate whether you want the employees listed under Results by employee ID or employee name. |
Group
In the Group table, select the employee groups to which the employees belong for whom you want to generate timesheets. You can select one group, all groups, or any combination of them.
| Field | Description |
|---|---|
| Selected | A check mark indicates a row is selected and will be included when generating report results. Click the check box to select or clear a row. |
| Group | This column displays the group associated with the functional role. |
| Function | This column displays the functional role of the supervisor. |
| Select All | Click Select All to select all displayed groups. |
| Deselect All | Click Deselect All to deselect all classes. |
Class
In the Class table, select the employee classes to which the employees belong for whom you want to generate timesheets. You can select one group, all groups, or any combination of them.
| Field | Description |
|---|---|
| Selected | A check mark indicates a row is selected and will be included when generating report results. Click the check box to select or clear a row. |
| Class Description |
The Generate with Hours check box controls which classes are displayed for selection:
|
| Select All | Click Select All to select all displayed groups. |
| Deselect All | Click Deselect All to deselect all classes. |
Results
After you click the Execute button on the Generate Timesheets screen, the employees selected based on your entries in screen fields are listed under Results.
| Field | Description |
|---|---|
| Selected |
A check mark indicates a row is selected and will be included when generating timesheets. Click the check box to select or clear a row. |
| Employee Name |
This column displays the employee name. |
| Select All | Click Select All to select all displayed groups. |
| Deselect All | Click Deselect All to deselect all classes. |