NetSuite Time Management QRG PDF

Time Management Quick Reference Guide Navigating the Quick Reference Guide There are several ways to navigate this Quick Reference Guide (QRG): 1) Click a link in the Table of Contents. 2) Use the Microsoft Word Navigation Pane: a. Activate by navigating to View and check...

Time Management Quick Reference Guide Navigating the Quick Reference Guide There are several ways to navigate this Quick Reference Guide (QRG): 1) Click a link in the Table of Contents. 2) Use the Microsoft Word Navigation Pane: a. Activate by navigating to View and check Navigation Pane. b. Click the area of interest. Process Diagram This document contains proprietary information and is protected by copyright and other intellectual property laws. This document may be reproduced, modified, and/or distributed within the Customer’s organization solely for the Customer’s internal training purposes in connection with its authorized use of the applicable Service; provided that the Customer acknowledges and agrees that Oracle NetSuite is not responsible for any aspect of modifications made by the Customer in accordance with the preceding sentence. Please be advised that any other reproduction, modification, and/or distribution of all or any part of this document is strictly prohibited without Oracle NetSuite’s prior written consent. Copyright © 2022, Oracle and/or its affiliates. NetSuite Version 2022.1 Table of Contents Quick Reference Guide......................................................................................................................................1 Navigating the Quick Reference Guide......................................................................................................................... 1 Process Diagram............................................................................................................................................................ 1 Table of Contents..............................................................................................................................................2 Time Entry..................................................................................................................................................................... 3 Enter Time Manually............................................................................................................................................... 3 Track Daily Time using the Timer............................................................................................................................ 4 Record Daily Time using the Calculator.................................................................................................................. 4 View/Edit a Time Entry........................................................................................................................................... 5 Delete a Time Entry................................................................................................................................................. 5 Enter a Weekly Timesheet...................................................................................................................................... 6 Copy a Weekly Timesheet....................................................................................................................................... 7 View/Edit Weekly Timesheets................................................................................................................................ 7 Delete a Time Entry from a Weekly Timesheet...................................................................................................... 8 Resubmit a Rejected Time Entry............................................................................................................................. 9 Planned Time............................................................................................................................................................... 10 Submit a Planned Time Entry................................................................................................................................ 10 Import Planned Time on Weekly Timesheet........................................................................................................ 10 Retract Time................................................................................................................................................................ 12 Retract a Time Entry............................................................................................................................................. 12 Retract a Weekly Timesheet................................................................................................................................. 12 Submit Time for a Project Resource............................................................................................................................ 14 Entry a Time Entry for a Project Resource............................................................................................................ 14 Time Approval............................................................................................................................................................. 16 Approve Time........................................................................................................................................................ 16 Reject Time........................................................................................................................................................... 16 Key Reports.................................................................................................................................................................. 18 Review Standard Reports...................................................................................................................................... 18 Quick Reference Guide 2 Time Entry NetSuite offers two methods of entering time: Time Tracking allows you to capture time worked for a specific task on a specific day. Weekly Timesheets allows you to simultaneously capture time worked for multiple project tasks over multiple days of a work week. Once you submit time entries, your approver receives Dashboard and Email notifications. The approver will approve or reject the time entries. If approved, the time entry status changes to Approved. If rejected, you will receive a notification via your NetSuite login email with feedback to review and resubmit, starting the process again until a successful submission and approval. Enter Time Manually Steps 1) On the Employee Center role, navigate to the Home Links portlet. 2) Expand the Time Tracking link, then click Track Time. Notes: Third party project resources use the Vendor Center to track time. Similar to the Employee Center, the Track Time link is located within the Vendor Center - Home Links portlet. 3) In the Primary Information section, enter the Date. 4) Select the Customer or Project. 5) Select the Case/Task/Event. 6) Confirm the Service Item. 7) Enter a Memo. 8) Enter a Duration or hours spent on this task. 9) Option A: Click [Save] to keep your changes. Option B: Click [Submit] to send the entry for approval. Quick Reference Guide 3 Track Daily Time using the Timer Steps 1) On the Time Tracking page, populate the following fields: Date Customer or Project Task Service Item Memo 2) Click the Timer icon next to the Duration. a. In the Timer pop-up window, click [Start] when you are ready to start your work. Notes: If you take any breaks, click [Pause]. To start the timer again, click [Start]. b. Click [Stop] when the task is complete. c. Click [Submit] to record the time. Notes: The Duration Field displays the total elapsed time. Depending on your company’s setup, the duration may round up to the closest time increment. 3) Option A: Click [Save]. Option B: Click [Submit] for approval. Record Daily Time using the Calculator Steps 1) On the Time Tracking page, populate the following fields: Date Customer or Project Task Quick Reference Guide 4  Service Item Memo 2) Click the Timer icon next to the Duration. a. In the Calculate Time pop-up window, enter the Start and End Time. Note: Times can be entered in decimal or time format. b. Enter the Break time if applicable. c. Click [Save]. 3) Option A: Click [Save] to keep your changes and complete your time tracking later. Option B: Click [Submit] to send the Time Entry for approval. View/Edit a Time Entry Steps to View a Time Entry 1) On the Employee Center role, navigate to the Home Links portlet. 2) Expand the Time Tracking link, then hover over Track Time and select List. 3) On the Time Entries page, click View next to the time entry. 4) Confirm the time entries in the Time Details subtab. Steps to Edit a Time Entry 1) Click to edit a time entry. Note: You can only edit time entries with an open or rejected status. 2) Click a time entry and make any changes. 3) Option A: Click [Save] to keep the changes. Option B: Click [Submit] to send the entry for approval. Delete a Time Entry Steps 1) On the Time Tracking page, locate the open or rejected time entry. 2) Click. Quick Reference Guide 5  3) Hover over the Actions and select Delete. 4) A warning message displays. Click [OK]. Enter a Weekly Timesheet The weekly timesheet can be saved and revisited, adding and adjusting time, as needed. Time is reviewed by the approver only when the Timesheet is submitted, not saved. Submitted timesheets can be edited as long as the timesheet has not been approved. Note: Administrators and Project Managers with the Bulk Time Entry Modification permission can edit a timesheet once it has been approved. Steps 1) On the Employee Center, navigate to the Home Links portlet. 2) Expand the Time Tracking link, then click Weekly Timesheet. 3) In the Primary Information section, select the Week Of this timesheet. Note: The timesheet may look different when the New Weekly Timesheet Interface feature is disabled. 4) Navigate to the Enter Time subtab. 5) Select the Customer or Project. Note: The dates update to the selected week. 6) Select the Case/Task/Event. Notes: If the selected task involves Services, such as Consulting or Training, select the applicable Service Item. The Billing Class automatically populates depending on how the Project Record has been set up. 7) Enter the time spent for each day you worked on the task. 8) To enter a Memo for a time entry, click the field. 9) Repeat these steps for each additional project and task you worked on for the week. 10) Option A: Click [Save] to keep your changes and continue working with the timesheet later. Quick Reference Guide 6  Option B: Click [Submit] to send the timesheet for approval. Copy a Weekly Timesheet Copy a previous timesheet if you are working on long-term projects and performing most of the same tasks every week. Once a timesheet is copied, you can edit the exact time spent on each project or customer or add and remove projects and customers as needed. Note: The Copy feature is only available with Weekly Timesheets. Steps 1) Go to the employee’s Weekly Timesheet. 2) In the Primary Information section, select the Week Of the new timesheet. 3) Navigate to the Enter Time subtab. 4) Click [Copy from Week]. a. Select a date within the week range that you would like to copy. b. Click [Copy]. Notes: A green confirmation appears at the top-right of the screen. The page reloads with the copied time entries. 5) Option A: Click [Save] to keep your changes and submit later. Option B: Click [Submit] to send the timesheet for approval. View/Edit Weekly Timesheets You can edit time entries if the status is either Open or Rejected. If you need to make edits after you submit a timesheet, retract the time entries on the timesheet, or your supervisor or time approver can reject the timesheet to send it back to you. Steps to View a Weekly Timesheet 1) On the Employee Center role, navigate to the Home Links portlet. 2) Expand the Time Tracking link, then hover over Weekly Timesheet and select List. Quick Reference Guide 7  3) Select the following Filters to sort the list: Employee Timesheet Date From To Style Note: If you are a supervisor, the list also displays the timesheets of your direct reports. Steps to Edit a Weekly Timesheet 1) On the Employee Center role, navigate to the Home Links portlet. 2) Expand the Time Tracking link, then hover over Weekly Timesheet and select List. 3) Apply Filters to sort the list. 4) Click Edit next to the timesheet you want to edit. 5) Make changes as needed. Note: If the Weekly Timesheets Interface feature is disabled, your weekly timesheet may look different. 6) Option A: Click [Save] to keep changes. Option B: Click [Submit] to send the timesheet for approval. Delete a Time Entry from a Weekly Timesheet Steps 1) Locate a Weekly Timesheet and click. 2) Navigate to the Enter Time sublist. 3) Click [Delete] to delete a time entry on a row. 4) To delete a row of time entries, click the row to view edit options. 5) Click [Remove]. Note: You can only delete Open or Rejected time entries on a weekly timesheet. 6) Repeat for each time entry or line as needed. Quick Reference Guide 8  7) Option A: Click [Save] to keep changes. Option B: Click [Submit] to send the timesheet for approval. Resubmit a Rejected Time Entry If a time record is rejected, NetSuite will ask the approver for a Rejection Reason. You will receive an automated email notification with a link to the relevant time record, including the reason for the rejection. You can also use the Time Records Rejected Reminder on your dashboard to review rejected timesheets. Notes: The reason for the rejection is recorded directly on the Time record. After reviewing the rejected time record, and making the necessary adjustments, you can delete the time entry or resubmit it for approval. Steps 1) On the Employee Center, navigate to the Reminders portlet. 2) Select Time Records Rejected. 3) Click Edit to open the time entry. 4) Confirm the Rejection Note. Make the necessary edits. Notes: The exact form depends on whether the rejected entry was a daily time entry or a weekly timesheet. If there is no Rejection Note, refer to the automated email message sent to your NetSuite login email. 5) Option A: Click [Save] to keep changes. Option B: Click [Submit] to send the timesheet for approval. Quick Reference Guide 9 Planned Time Submit a Planned Time Entry Steps 1) Locate the Employee Center-Home Links Portlet on the Home Dashboard and click Track Time. 2) On the Time Tracking page, confirm or select the Date. 3) Navigate to the Time Details subtab. 4) Click the desired planned time link. 5) On the Time Tracking form, information is automatically populated from the Project record, such as the customer, task, service item, and other relevant information. 6) Enter the Duration if you worked more or fewer hours than the planned time. 7) Confirm the time entry Type. 8) Click [Save]. Enter Planned Time Manually on Weekly Timesheet Steps 1) Locate the employee’s weekly timesheet. 2) Confirm or select the Week Of the timesheet. 3) Navigate to the Planned Time subtab. 4) Click the desired planned time link. 5) Click. 6) Enter the Duration if you worked more or fewer hours than the planned time. 7) Click [Submit]. Note: When NetSuite displays a confirmation box when the Actual Time is the same as the Planned Time, click [OK]. Import Planned Time on Weekly Timesheet Steps 1) Locate the employee’s weekly timesheet. 2) Confirm or select the Week Of the timesheet. Quick Reference Guide 10 3) Navigate to the Enter Time subtab. 4) Click [Import Planned Time]. Notes: NetSuite imports time records and notifies a successful import. Time entries are automatically populated within the Enter Time subtab. Make time adjustments, as needed. 5) Click [Submit]. Quick Reference Guide 11 Retract Time The NetSuite Retract Time feature lets employees update submitted time entries before a time approver approves the entries. NetSuite changes the status of all Pending time entries to Open. You can then edit and resubmit the time, or you can delete the re-opened time entries, as needed. Retract a Time Entry You can only retract time entries in the Pending Approval status. Retract time works with the standard time approval process and is not available when you use custom approval routing. Steps 1) Locate the time entry from the Time Entries list. 2) Click View next to the timesheet to retract. 3) On the Time Tracking page, click [Retract]. 4) Edit the time entry as needed. 5) Click [Submit]. 6) On the Time Tracking form, updated Time Entry returns to Pending Approval status. The time approver is notified. Retract a Weekly Timesheet When you retract time from a weekly timesheet, note that the Approval Status displays the lowest approval status of all time entries in the worksheet. Steps 1) Locate the time entry from the Time Entries list. 2) Click View next to the timesheet to retract. 3) Click on the Time Entry to retract. 4) To edit the duration, click [Retract]. 5) To edit additional information other than the duration, click the Time Detail link to open the Time Tracking form. 6) Click [Save] to save the change. Quick Reference Guide 12  OR Click [Submit] to submit the entry for approval. Steps to Retract Multiple Time Entries 1) Open the weekly timesheet. 2) Navigate to the Enter Time subtab. 3) Click the Time Details link to open the Time Tracking page. Note: When you retract the entire weekly timesheet, you cannot edit the time durations on the form. 4) On the Time Tracking page, click. 5) Make the necessary changes. 6) Click [Submit]. 7) On the Time Tracking form, navigate to the Time Details subtab. 8) Confirm that the time entry is updated. Quick Reference Guide 13 Submit Time for a Project Resource Entry a Time Entry for a Project Resource Steps 1) Perform a Global Search to locate the Track Time page. OR Perform a Global Search to locate the Weekly Timesheet page. OR Perform a Global Search to search for the Customer record. a. Navigate to the Financial subtab. OR Perform a Global Search to search for the Project record. b. Navigate to the Related Records subtab. 2) On the Time Tracking page, select whether to enter a time entry or weekly timesheet. Option A: Click [New Time] to open the Time Tracking form. a. Select a project resource from the Employee dropdown menu. Note: This can be an employee or vendor. b. Confirm or select the Date the task was performed. c. Confirm or select the Duration. d. Select the customer project or an internal project in the Customer field. Default project preferences automatically populates. e. Select the project Case/Task/Event. Service Item populates from the project task record. f. (Optional ) Enter a Memo. g. If you are the employee’s time approver or if you have time approval permissions, select an Approval Status. h. Click [Save]. Option B: Click [New Weekly Time] to open the Weekly Timesheet. a. Select a project resource from the Employee dropdown menu. Note: This can be an employee or vendor. b. Confirm or select the Week Of associated with this time entry. Quick Reference Guide 14 c. On the Enter Time subtab, enter the Project, Case/Task/Event, Service Item, and duration worked on for each day of the week. d. Click [Add Row]. e. If the resource worked on multiple tasks during the week, add an additional row for each task. f. Click [Submit]. g. If you are the employee’s time approver or if you have time approval permissions, click [Approve All Pending]. Quick Reference Guide 15 Time Approval Time approval in NetSuite is typically performed by Project Managers, but the approver can vary if custom approval routing is configured for your account. Timesheets can be approved or rejected by different roles from the Employee Center, as long as the role has access to Time records. Approvers can use Dashboard Reminders to review Time records that are pending approval. NetSuite will also generate an automated email notification with a link to the relevant timesheet. Approve Time Steps 1) Locate the Reminders Portlet on the Home dashboard. Click Time Records to Approve. 1) Filter the list of time entries pending approval: Employee Date From To View 2) Click [Switch to Timesheet View] to approve time using the Weekly Timesheet Date. 3) Option A: Approve Time Entries in Bulk a. Select the desired periods to approve. b. Click [Approve]. Option B: Approve Individual Time Entries a. Click the Date link next to the time entry you want to review. b. On the Time Entry page, review the information. c. Click [Approve]. Reject Time Steps 1) Locate the Reminders Portlet on the Home dashboard. Click Time Records to Approve. Quick Reference Guide 16 2) Filter the list of time entries pending approval: Employee Date From To View 3) Option A: Reject Time Entries in Bulk a. Select the desired periods to reject. b. Click [Reject]. Option B: Reject Individual Time Entries a. Click the Date link next to the time entry you want to review. b. On the Time Entry page, review the information. c. Click [Reject with Note]. d. On the Rejection Note form, enter the reason for the rejection. e. Click [Save]. Quick Reference Guide 17 Key Reports Review Standard Reports The Time Management reports enable you to: View all time entries you and other employees have entered over a specific date range. Better understand how many hours you or an employee has reported, versus the number of hours that should be recorded within a given date range. Navigate to the Time Management reports and review the following available reports: Time by Employee Report Time Entry Exceptions Report Steps 1) Navigate to Reports > Time & Billables. 2) Select an available report from the list above. 3) Select any footer options. 4) If you modified any filter options in the footer, click [Refresh]. 5) Click View Detail to review the detailed report. Note: Only some reports are available in more detail. Quick Reference Guide 18