Product overview

The WAP Timesheet Approval module is designed to allow users of the system to enter and approve Timesheet items.  Being a web based application this can be done via a web browser from any connected location.  Timesheets can be routed for approval in a number of ways; the simplest method is to route the Timesheets by requesting user to one or a number of specific approving users sequentially.  Where Sage 200 Project Accounting or Sicon Job Costing is used, the approval routes can be configured so that time entered against a project or project item, or job or cost header, is routed to a specific set of approving users responsible for that area.  This module also includes some set-up fields and functionality for the touch screen Time & Attendance / Shop Floor Data Capture Terminals.  Help and User guides for this will be added later as it becomes fully integrated with the WAP system.


1. Costing Module Integration

If required, the Timesheet module can be configured to work Sicon Job Costing, Sage 200 Project Accounting, Sage Construct or WAP Projects.

TS HUG Costing Module Integration


1.1. Project Accounting

When integrating with Sage 200 Project Accounting (Sage PA):

  • Enable Sage PA to integrate with Timesheets

2.1 Project Accounting 1

  • If required, enable/disable which Sage PA Project Item Types will be integrated with WAP Timesheets

2.1 Project Accounting 2

  • Enable ‘Allow Timesheets entry’. If the ‘Authorise timesheets’ setting is unticked, timesheets which have been approved within WAP will automatically post to the Project/s. However, if you wish to hold the approved timesheets, enable this setting, and ensure you have the necessary permissions within Sage PA to authorise timesheets and these can then be posted to the Project/s when required (PA – Adjust Transitions – Authorise Timesheets by Resource or Project).

2.1 Project Accounting 3

  • Enable ‘Post timesheets to Project Accounting’ and ‘Post timesheets to Project Accounting automatically’ (once authorised).

2.1 Project Accounting 4

  • One of the Resources within SAGE PA needs to be the Sage200 ‘WAP’ user (check in User list in Sage 200). If preferred, create a new Resource in Sage PA eg. ‘Sicon WAP, link this new resource to Sage 200 user ‘WAP’ and enable all permissions for the new resource.

2.1 Project Accounting 52.1 Project Accounting 6

  • For each user who will be submitting a timesheet in WAP, at least one Cost Rate must exist in Sage PA and a Cost Rate assigned to each Resource within the Hierarchy. Only set up Charge Rates if required.

2.1 Project Accounting 7

  • Each WAP user who will be submitting timesheets needs to then be assigned/linked to a Resource within Sage PA. This link is made in User Setup –Users (edit) – Company Access tab – Time and Attendance tab (alternatively access through User Setup – Company Access).

2.1 Project Accounting 8


1.2. Sicon Job Costing

When integrating with Sicon Job Costing:

  • Each WAP user who will be submitting timesheets will also need to exist as an Employee in Sicon Job Costing

2.2 Sicon Job Costing 1

  • Each WAP timesheet user will then need to be assigned/linked to Job Costing via the Resource field in User Setup –Users (edit) – Company Access tab – Time and Attendance tab (alternatively access through User Setup – Company Access).

2.2 Sicon Job Costing 2


2. Work Patterns

Work Patterns are a key part of the Timesheet module and allow users to log start and end times (Login Activity and Project Entry) with the appropriate rates being applied in accordance with the shift patterns set up. A Work Pattern consists of shifts, defined by start and end times, set at a chosen Rate. A default Timesheet Work Pattern is included at installation but additional patterns will probably need to be created to accommodate all Timesheet users’ standard working/overtime hours. The work patterns can then be allocated accordingly to the specified user/s (see User Setup).

To set up work patterns, select System Setup – Work Pattern & Rates.

3. Work Patterns 1 3. Work Patterns 2

  • Work Pattern Name: Define a name as appropriate
  • Work Pattern Type: Select Timesheet
  • Day Number: Click on the > next to a day to expand and enter the shift details.
  • Add Shift: click to update and create shift.
  • Options: Copy From allows shifts to be copied from one day to another.
  • Advanced: Option to specify whether to Deduct or Round Time when an employee is late (used in conjunction with T&A terminals)

3. Work Patterns 4

Set up a Timesheet work pattern for each scenario within your organisation and then assign the appropriate work pattern to each User (User Setup – Users edit – Time and Attendance Tab).

3. Work Patterns 5


2.1. New Timesheet

To enable/disable functionality it may be necessary to make changes to the timesheet settings (System Setup – System Settings – Timesheets tab).

4. New Timesheet

  • Sage Database: if Users have access to more than one Sage Company, select the appropriate database. This will be defaulted to the User’s default company.
  • Enter Timesheet for: this will default to the User. However, if the User has delegate access, they will be able to submit timesheets on another User’s behalf.

There are three ways to record timesheets depending on the company’s requirement:

  • Record time only – enter Start/End time on Login Activity. Time payable is calculated based on the user’s Work Pattern.
  • Record time against a Project/Job – enter total Hours/Minutes (if no Work Pattern has been set) or Start/End time (if a Work Pattern is being used) on Project Entry.
  • Record Login Activity and time against a Project/Job– enter total Hours/Minutes or Start/End time on Login Activity and Project Entry.

3. Login Activity

This page is to record time based on Start and End time. Time payable is calculated based on the User’s Work Pattern.

Select Add to enter a new line.

4.1 Login Activity 1

Enter Start and End times and select Update to enter the line. The timesheet can then be Saved to be added to later, or Save and Submitted for approval.

4.1 Login Activity 2 4.1 Login Activity 3


3.1. Project Entry

This page is to record time against a Project/Job in relation to the Costing module integration and can be used in conjunction with or without Login Activity. Time can be entered as Hours/Mins or Start/End Time (time payable is calculated based on the User’s Work Pattern) or Decimal time.

Select Add to enter a new line.

4.2 Project Entry 1

Add time and then select Project/Job and Project Item/Cost Header as appropriate. Select Cost Code and Charge Rate (in enabled).

Select Update to enter the line. The timesheet can then be Saved to be completed later, or Save and Submitted for approval.

4.2 Project Entry 2


3.2. Linking Timesheet Cost/Charge/Pay Rate to Sage Project Accounting or Sicon Job Costing

Sage PA or Sicon Job Costing Cost/Charge/Pay rates which are selected per line on the Project Entry page can be linked to work pattern rates set in WAP – the appropriate rate will then be automatically selected when the User enters Start/End times linked to a Work Pattern.

  • Project Entry must be set to Start and End time and Rates hidden (System Setup – System Settings – Timesheets – General – Display)

4.2.1 Linking Timesheets 1

  • The setting ‘Split Timesheet Project Lines by Work Pattern’ should be enabled (System Setup – System Settings – Timesheets – General – Functionality)

 

4.2.1 Linking Timesheets 2

  • Link rates set up in WAP to Sage PA or Sicon Job Costing Cost Rates (and Pay or Charge rates if applicable (User Setup – Work Pattern Rates): Note: If the User’s Work Pattern Rates don’t have the associated costing module rates linked then the User will not be able to submit timesheets.

4.2.1 Linking Timesheets 3

  • The User will only have to enter their Start and End Time on Project Entry and the system will work out the appropriate Sage PA or Sicon Job Costing Rates. The resulting timesheet will then split the time out to separate lines. In the example below, on Thursday the User recorded 9 hours on Project entry and 8 were posted at one rate and 1 hour at a different rate. Once approved, these costs will post accordingly to the appropriate Job at the appropriate rate.

4.2.1 Linking Timesheets 4


3.3. Entry Status

When using both Login Activity and Project Entry, the Entry Status page will check the hours recorded in Login Activity against the User’s work pattern and against the hours recorded in Project Entry.

In the example below:

  • Pay Rates: shows the number of hours recorded within Login Activity on the timesheet that have a rate assigned
  • Time Entry: shows the hours recorded with Project Entry against a Project/Job

The Friday entry needs attention as the Time Entry for that day does not match the Login Activity eg. 8 hours have been recorded within Login Activity but only 7 hours have been recorded within Project Entry against a Project/Job.

4.3 Entry Status 1

It is possible to prevent timesheets being submitted for approval if Entry Status is not all ‘OK’ (System Setup – System Settings – Timesheets – General – Functionality).

4.3 Entry Status 2

 


3.4. Adjustment History

The Adjust Timesheet function allows lines on authorised Timesheets to be adjusted and the changes will then be recorded in the Adjustment History tab. In the following example the original hours entered for Thursday have been adjusted from 9 hours to 8. As a result, the Adjustment History Tab shows the original hours (Line 1), the hours for the week removed (Line 2) and the correct hours shown (Line3).

4.4 Adjustment History 1 4.4 Adjustment History 2


3.5. Pay Rates

On the Pay Rates tab the timesheet will be split down to show the login activity and the applicable pay rates as set in the Users’ work pattern.

4.5 Pay Rates 1


3.6. Notes

WAP Timesheets Help and User guide - Timesheet Options - NOTES TAB


3.7. 4.7. Time Off in Lieu (TOIL)

TOIL calculation for each user will be visable on the Time off in Lieu tab. This information mostly applies for organisations which cap TOIL as it will show the calculations and adjustments (See Calculating Toil Section 9 for additional information). If required the tab can be hidden (System Setup – System Settings – Timesheets Tab – Display).

4.7 Time off in Lieu


3.8. Attachments

Documents can be attached/uploaded as required.

4.8 Attachments


3.9. Approval History

Once a Timesheet has been submitted, the Approval History tab will record its status.

4.9 Approval History


4. User Settings

Users that are required to meet a weekly number of contracted hours will not be allowed to submit a Timesheet until at least the relevant number of hours has been entered for the week. This is set within the User Settings page, within General Section in the Time & Attendance Tab:

WAP Timesheets - User Time Attendence Settings


5. Timesheet Approval Stages


5.1. Timesheets: Header

New: Timesheet has not yet been submitted
Approved: Timesheet has been approved and posted to sage
NotApproved: Timesheet has items awaiting approval
Rejected: One or more items on the Timesheet have been rejected
Completed: Not currently used for timesheets
Failed: The Timesheet failed to post to sage
Archived: Not currently used for timesheets


5.2. Timesheets: Lines

NewLine: Line has not been submitted yet
Authorised: Line has been approved
Rejected: Line has been rejected
NoAuthorisers: There are no more authorisers for the line, either the last person in the route does not have sufficient approval value, or the requestor is also the approver and self-approval is not enabled
Waiting: Line is currently waiting for an approver to authorise
Draft: There should not be anything with this status


6. Existing Timesheets

All Timesheets entered by the User into WAP can be seen by selecting Existing Timesheets in the side menu.

The Quick Link options allow the User see their own timesheets, those submitted by other Users in their Business Unit and any that the User may have approved.

The Search facility is to filter timesheets submitted by the User themselves or those submitted by Users to which they have delegate access.

5. Existing Timesheets


7. Approve Timesheets by User

When approving timesheets, the view will initially default to the Login Activity (if enabled) but to approve, select the Lines Tab. From this screen, and by checking in conjunction with information recoreded on the other tabs eg. Notes, Entry Status, the Approver can approve or reject individual lines/all lines. A Timesheet with rejected lines will be sent back to the User to edit and resubmit.

6. Approve Timesheets 6 6. Approve Timesheets 1


8. Time & Attendance Clock Ins

For organisations which use the Time and Attendance login touch screens, this function will display the login status of all Users.

T&A Clock Ins


9. Locked Weeks

Locking weeks will prevent Timesheets being entered and will +/- TOIL hours when used in conjunction with the TOIL Period End (see below).

Locked Weeks


10. TOIL Period End

TOIL is either calculated on the hours worked based on Login Activity or if Login Activity is not enabled, the hours entered on Project Entry. The TOIL is then the difference between hours worked and contracted hours.

If your organisation needs to cap the amount of TOIL accrued by users, ensure the following settings are completed:

  • either the Admin login or another user eg. a finance/HR member of staff,  has permission to ‘Lock Timesheet Weeks’ and ‘Perform TOIL Period End’ (User Setup – User Types – Timesheets Tab)
  • contracted hours are recorded against each User as appropriate (User Setup – Users – Time and Attendance – General tab)

9. Toil End

  • the maximum/minimum accruable TOIL is recorded against each User as appropriate (User Setup – Users – Time and Attendance – Time in Lieu tab)

9. Toil End 2

The TOIL Period End Routine involves two steps: Lock Timesheet Weeks + Perform TOIL Period End


10.1. Lock Timesheet Weeks

Lock Timesheet Weeks (Side Menu – Timesheets – Locked Weeks). This process, although not obligatory, will improve accuracy and performance. This process could be run at each week/month end when timesheets are complete. The last fully completed week should be locked innitially to give a cut off point to go back to.

9.1 Lock Timesheet Weeks


10.2. Perform TOIL Period End

Cap User’s TOIL in accordance with max/min allowance by running TOIL Period End (Side Menu – Timesheets – TOIL Period End). A prompt will appear if there are unlocked weeks asking if you want to lock them (applying +/- TOIL accumulated for that week to the user account).

NB: the adjustments appear as a preview initially allowing the figures to be checked before selecting the Process button.

9.2 Perform TOIL Period End


11. Reports

The highly configurable report functionality within WAP provides the Timesheets report structures which can be customised to your user’s and organisation’s requirements.  The data can be grouped by dragging column headings to the header bar as well as adding/removing fields by customising the report with the Field Chooser (click the Customise button for the Field Chooser to appear).  If required, the reports can also be exported to Excel.

N.B: as the reports are Cookie based you will need to ensure the browser settings allow Cookies from the WAP website to retain a customised report.

Reports

  • Timesheet, TOIL and Overtime: displays Hours Worked, Contracted hours, TOIL hours, Overtime hours with approval history
  • Login Activity: displays Login Activity, Total Time and Pay Rate
  • Timesheet Projects: displays Project Entry, Hours Worked with approval history
  • Payment Lines: displays Hours Worked with relevant Pay Rate
  • Users with Unsubmitted Timesheets: lists all Users with unsubmitted Timesheets by Week/Week Number

 


12. Settings

Display: Various options to Hide/Display options on Timesheet entry.

11. Settings 1

Functionality General: settings relating to all timesheet functionality.

11. Settings 2

Functionality Time & Attendance: settings relating to the login touch screen Time and Attendance functionality.

Settings


13. Timesheet/Job Costing/Sage Payroll Integration

This section explains the procedure to follow for Timesheets that are entered and subsequently approved in WAP, post  through into Sicon Job Costing within Sage 200 and thereafter are imported into Sage payroll.

  1. Ensure all Timesheets are approved in WAP and nothing relevant is sitting under submitted for timesheets for that period – this will update the Sage database with the timesheet entries. 12. Timesheet Integration 1
  2. Run Job Costing reports within Sage 200 for the appropriate weeks (using the Wages Summary by Employee is quite useful for checking against WAP and can be compared to the Timesheet Toil & overtime report). 
  3. Run and check Wages Extract from within Job Costing – Utilities – Payroll Extract.  This will produce a CSV file of the wages for the relevant weeks/month you are wanting to process.
    12. Timesheet Integration 2
  4. If employees are grouped under one pay rate or a pay rate is missing, this is most likely because the pay rates set-up against the employee are not correct. To check this go to Job Costing – Maintenance – Maintain Employees.  Select the employee and click on the Pay Rates tab. 12. Timesheet Integration 3

Each Pay Rate that is relevant to the employee should have a rate. If the rate is to be exported to payroll it should also have the pay element description completed. NOTE:  This needs to be the same as what is set-up in your Sage Payroll.

Once you have corrected any pay rates you can then re-run the extract:

  1. Import to Payroll
  2. Check Payroll and run any reports
  3. Process Payroll

You can then run your regular payroll reports as you would normally

NB: if you have added a new employee or pay rates have been added or changed you should update the Rates within Job Costing. This setting can be found within Sicon Job Costing – Utilities – Labour Tab. Running this feature will pull through the changes from your Sage Payroll and apply them.


14. Enable Module

Each year your WAP system will require a new enable string to continue working.  When the new one has been issued, select System Settings – Misc – Licencing.

WAP Enable Module

N.B: for your information, the module expiry date is shown along with the modules that have been enabled and the maximum number of users.


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