Common Project Time Entry Troubleshooting

Time entry is important for many different businesses, particularly project based businesses.  For instance, service companies charge their clients by the hour.  Therefore, tracking and billing the correct number of hours by project determines the profitability of a company.  Ultimately, it helps companies track costs or billable time is the source of their revenue.   

NetSuite Timesheet Management Benefits 

Flexible, Mobile Time Entry: Submit timesheets from anywhere, at any time, using any device. No internet? Use the offline client and submit when you’re back online. 

Allocating Time to Projects: Track hours worked, and allocate time directly to projects or tasks to expedite project management and improve project accounting. 

Improved Visibility and Control: Self-service timesheet tracking and approvals — including for leave and holiday or vacation time — provide convenience, control and visibility for users.

Troubleshooting Tips 

In working with NetSuite timesheet management tools, here are some tips and tricks:  

• Why does timesheet automatically approve even when I have Time Approval Workflow turned on? There are 2 possible reasons:
  • • The employee record does not have a supervisor assigned.  The basic timesheet approval workflow uses the supervisor on the employee’s record as the primary approver. If there is no supervisor assigned, then the system automatically approves the timesheet once it’s submitted.  
    • The project preference named Time Approval is set to Approve Time Automatically. 
      

• Why can’t I find project on my timesheet? There could be several reasons for this: 
  • • Project preferences could be set so that time entry is blocked. Here are the key timesheet related preferences 
      1. 1. Allow time Entry.  This box allows resources to enter time worked for this project.  This project is available in the Customer/Project dropdown on time transactions for resources assigned to this project. This preference is enabled by default.  Clear to restrict the entry of time against this project 
         2. Limit Time and Expense to Resources. This box allows only assigned resources to enter in time and expenses on this project and it’s project tasks.  This preference is enabled by default.  Clear this box to allow any project resource to enter time and expense against this project and individual project tasks.  
    • User is not assigned to the project. 
    • Workflows that filter what projects are available to show up on timesheets. For example, there is workflow or script that only allows projects in a certain status to have time entered against it.  
      

• I am supervisor for employee but can’t see his timesheet for approval.  
  • • The first place I look is the project preference for Time Approval and then the employee record for who the Default Approver is and the Supervisor.   
    • The project preference has a field called Time Approval that dictates who can approve the project’s timesheets.  Depending on the selection, the time sheet will be directed to that person for approval.  Here are the options: 
      • 1. Approve Time Automatically. Once time is entered and submitted, it is automatically approved.  
        2. Default Time Approver.  Project time can only be approved by the supervisor on the employee record.  
        3. Project Time Approver.  Project time can be approved only by project resources with project time approval permission defined on the project resource role.  
        4. Project Time Approver and Default Time Approver.  
    • On the employee record, I check to make sure the supervisor is filled in.  
    • I also check the roles of the resources to see which role has the ability to approve time, if any. 
      

If you have any questions or need guidance on setting up timesheet and projects, please contact Concentrus.  Our consultants would be happy to guide you through the process. 

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