Skip to main content

Timesheets Weekly

Getting Started

Completing a Timesheet​

Timesheet Details​

Before completing anything else in the timesheet, the highlighted yellow columns must first be completed. Contract Number, Site and contract type will determine the position selection available for the personnel details.

  • Week Ending:
  • Shut:
  • Site:
  • Contract No.:
  • Contract Type:

Missing this information will result in errors in the PQ when using the data for payroll/invoicing

Personnel Details​

Fill out the required details on the timesheet:

  • First Name
  • Surname
  • Position
  • Rule - Dayshift/Nightshift/Etc
  • Location - FIFO or LOCAL

Check that a SAP or Internal ID is found to ensure that the name spelling is correct.

If “**” appears in the ID column, this indicates that there are two employees with the same name. This will be cleaned up by admin using the PQ.

If no ID is found and the spelling is correct, contact your administration team to update the personnel details in the timesheet.

Updating the personnel details is required periodically to ensure that all SAP and employee ID’s are current and accurate.

Cost Codes​

This timesheet can accommodate multiple variations of service order and cost codes.

Cost codes can be updated on the saturday group of columns.

Each column is noted by three rows:

  • JobNo.Type.Code.WorkOrder
  • ServiceOrder
  • LineNumber

Fill out the details of each cost code required in the timesheet. Sunday to Friday will automatically populate as per Saturday’s data entered.

Hours​

Assign hours to an individual by entering values into the columns, assigning hours to cost codes and days.

Assets​

Enter the asset details in the assets table:

  • Asset ID
  • Asset Description
  • Rate
  • Weekly Comments

When assigning assets to cost codes and days, they must be assigned with a value of 1.0 or 0.0. Each Unique asset must be assigned on an individual row in the assets table.

Third Party Equipment​

The weekly timesheet contains a third party equipment table. This is usually hidden by default and can be turned on and off in the settings.

The third party equipment table does not push any data to the PQ or to TRACK. This data exists in this excel file only.

Advanced Functions (Buttons)​

Settings​

The settings button will open up the settings dialogue box to modify the timesheet appearance or functionality.

Settings can be modified by changing the value to “True” or “False”, or entering a number up to the “MAX” shown in the timesheet.

Settings that can be modified are:

Number of Cost Codes - MAX 20

Number of Rows Timesheet - MAX 200

Number of Rows Assets - MAX 50

Show CostCode Header - hides or shows cost code headers

Show Total Hours Sum - Hides or shows the total hours tally for each day of the week

Show Daily Comments - Hides or shows the daily comments box

Show Third Party Equipment - Hides or shows the third party equipment section

If a number larger than the max is required, please contact your administration team as the timesheet and PQ will need to be modified to accommodate this. Do not insert rows manually in excel. This will lead to missed data in payroll/invoicing.

Reset Table Order​

The reset table order button will refresh any table filters that are applied. Useful to check if there’s any data hidden in the timesheet or if any rows have been manually hidden.

Auto-Save​

The autosave button will save the excel file with an auto-naming convention of:

TS_Site_Work Order 1_WEWeek Ending Date.xlsx

Auto-PDF​

The auto-pdf button will compile the excel timesheet as a pdf with a naming convention of: TS_[Site]_[Work Order 1]_WE[Week Ending Date].pdf

Auto-Email​

The auto-email button will compile the excel timesheet in an email with a naming convention of:

TS_Site_Work Order 1_WE_Week Ending Date.xlsm

Date Picker​

The date picker buttons will simply move the 'Week Ending' field 7 days ahead or 7 days backward from the current date.

The header button will hide/show the timesheet details module to allow for more information to fit on smaller screens or laptops.

Clear Data​

The clear data button will remove all hours assigned in the timesheet.

This allows a user to maintain their crews assigned in the timesheet, change the date to the following week, and continue to use the document.

View & View Pickers​

For easy use on smaller screens, or for printing, the timesheet views can be changed.

There are 8 main views in the timesheet.

  • Weekly: Views the entire 7 day week on one page
  • Day View Sat,Sun,Mon,Tue,Wed,Thur,Fri: Views each individual day on one page.

To use the View Picker, either: click the arrows to alternate between these 8 views

  • click the arrows to alternate between these 8 views
  • Click the view required from the dropdown menu and click the View Button to update.