Time Booking Authorization – A Summary of the Activity
Through this activity, you can authorize or reject the time entries booked by the employees’ or subordinates for a project. At the outset, you must select the project for which you require to authorize the time entries booked by the employees/subordinates. The system retrieves the time sheet entries of the employees/subordinates. You can enter/edit the following details, if required.
4 Hours Spent. The hours spent on completing the specific task.
4 Billable. Select either one of the following options
(i) “Yes” indicates that the timesheet booked entry is billable
(ii) “No” indicates that the timesheet booked entry is not billable
4 Site. Select any one of the following options.
(i) “Onsite” indicates that the employee worked Onsite on the date entered
(ii) “Offshore” indicates that the employee worked Offshore on the date entered
(iii) “Onshore” indicates that the employee worked onshore on the date entered
4 Authorizer Remarks. Key in any remarks or feedback, if any.
You are allowed to either authorize or reject the time booking entries of the employees.
While authorizing, if the user has booked for Leave entries, the system checks whether the employee has booked any other time entries on the date specified. The system does not allow authorization for these time entries.
Getting familiar with the pages inside
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Go to page… |
To carry out the task… |
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Time Booking Authorization |
Selecting ‘Time Booking Authorization’ activity to authorize the time entries booked by the employee. |
Time Booking Authorization
ØSelect the “Time Booking Authorization” activity under “Time sheet Booking”.
The “Time Booking Authorization” page appears.
ØEnter the following field details in the header:
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Organization Unit |
From the drop-down list box, select the required option. The combo is defaulted with the login OU for you to choose. Mandatory. |
ØThe system displays the following in the header:
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Date Format |
The date format that is applicable to the login user. Note: All dates must be entered in the format displayed. |
To authorize/reject/unauthorized the time entries for projects
ØEnter the following in the header:
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Project |
From the drop-down list box, select the required project for which you require to book time entries. The system loads only the projects which are of “Open” status and mapped to the logged in user/manager. Mandatory. Note: The unique project name is assigned for booking time for the leave taken. |
ØThe system displays the following in the multiline:
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Employee |
The code identifying the employee. |
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Employee Name |
The name of the employee. |
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Date |
The date for which the employee booked the time entries. |
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Project |
The name of the project. |
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Activity/Process/Transaction |
The name of the activity/process/transaction. |
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Task |
The task for which the employee booked the time entries. |
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Task Description |
The description of the task. |
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Hours Spent |
The hours spent on completing the specific task. Mandatory. |
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Units |
The number of hours booked against the project. |
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UOM |
The unit of measurement of booked units. |
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Work Item |
The work item for which the time entries are booked. |
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Analysis Code |
The classification of the work item for which the time entries are booked. |
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Remarks |
The remarks pertaining to the time entries booked. |
The system displays the following in the “Search Results” group box:
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Hours Booked |
The hours booked in the time sheet of selected project for the logged in OU by all the subordinate employees. |
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Units Booked |
The total number of units booked against the project. |
To default billable value
Enter the following field detail under Default Options group box:
ØFrom the “Default for Billable” drop-down list box, select either “Yes” or “No”.
ØClick on the “Default” pushbutton.
The system defaults the “Billable” field of all the employees with the value “Yes” or “No”.
ØEnter/Edit the following in the multiline, if required.
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Hours Spent |
The hours spent on completing the specific task. Mandatory. |
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Units |
The units booked against the project. |
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Billable |
From the drop-down list box, select either one of the following options: 4 “Yes” indicates that the timesheet booked entry is billable 4 “No” indicates that the timesheet booked entry is not billable The system loads the drop-down list box with the values defined in Quick Code. Mandatory. |
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Site |
From the drop-down list box, select the required option. The combo is loaded with the values “Onsite”, “Offshore” and “Onshore” for you to choose. 4 “Onsite” indicates that the employee worked onsite on the date entered. 4 “Offshore” indicates that the employee worked offshore on the date entered. 4 “Onshore” indicates that the employee worked onshore on the date entered. Note: The system loads the drop-down list box with the values defined in Additional Masters. |
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Authorizer Remarks |
The remarks of the authorizer. This field is mandatory if the time sheet entry booked by the employee is rejected. |
To authorize time booking
ØClick “Authorize” pushbutton to authorize the time booking entries.
The system displays the status in the multiline as “Authorized”.
To reject time booking
ØClick “Reject” pushbutton to reject the time booking entries.
The system displays the status in the multiline as “Rejected”.
To unauthorize time booking
ØClick on the “Unauthorize” pushbutton to unauthorize the authorized time sheet entries.
On unauthorize, the document status is changed to “Draft”.
Note: The selected timesheet entry must be in authorized status else the system throws an error message. The unauthorization is allowed until billing consolidation process is initiated.
To retrieve/edit the time booking entry details
ØEnter the following search criteria.
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Employee Code |
To view all the employee codes containing specific characters, type in the starting character or characters of the employee code in any combination with wild cards”%” or “*”. |
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Employee Name |
To view all the employee names containing specific characters, type in the starting character or characters of the employee names in any combination with wild cards”%” or “*”. |
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Activity/Process/Transaction |
From the drop-down list box select the activity/process/transaction for which you require to view the time booking entry details of the logged in employee. |
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Site |
From the drop-down list box, select the required site (Onsite/Offshore/Onshore) for which you require to view the time booking entry details of the logged in employee. |
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From |
The start date from which you require to view the time booking entry details of the logged in employee. |
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To |
The end date until which you require to view the time booking entry details of the logged in employee. |
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Status |
From the drop-down list box, select any one of the following statuses to retrieve the time booking entry details of a specific status. 4 Pending for Authorization 4 Authorized 4 Rejected |
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Billable |
From the drop-down list box, select either one of the following options: 4 “Yes” indicates that you can retrieve the timesheet booked entry that is billable 4 “No” indicates that you can retrieve the timesheet booked entry that is not billable |
ØClick “Search” pushbutton.
The system displays the following details in the multiline based on the search criteria:
Employee, Date, Project, Activity/Process/Transaction, Task, Task Description, Hours Spent, Units, UOM, Billable, Site, Authorizer Remarks, Work Item, Analysis Code, Remarks and Status.
ØEdit the following fields, if required.
Hours Spent, Billable, Site and Authorizer Remarks
Note: You are allowed to edit the records of the status “Pending for Authorization”.
ØClick “Authorize” pushbutton to authorize the time sheet entries, OR
ØClick “Reject” pushbutton to reject the time sheet entries.
Ø Click “Unauthorize” pushbutton to unauthorize the authorized time sheet entries.
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