Mileage Tracking In Timesheet 5.5

 Help Contents
Journyx Timesheet v5.5 includes powerful tools for milage tracking, approvals and reporting. Mileage functions within Timesheet are closely related to the Expense Tracking processes and mileage expenses are reported along with other expenses in the reporting engine. Before users begin tracking mileage, the admin should configure the Mileage Conversion Table so that appropriate expense calculations can be made.

Mileage Conversion settings, Mileage Entry screens and Mileage Entry Columns Management, Mileage entry and the Mileage Approvals process are all covered in this section.

Mileage records are viewed alongside expense records in Timesheet's expense reports.

Mileage Conversion Table

Before users begin tracking mileage, the Timesheet administrator should configure the Mileage Conversion Table to reflect the actual mileage rates.

Mileage Conversion Rates

Mileage reporting is dependent upon the existence of Mileage Rate Conversions. These conversions are used to convert entered miles into expenses that can be included in expense reports by the Timesheet reporting engine. Each of these Mileage rate conversions consist of:

The Mileage Conversion Maintenance Screen

Mileage Conversion Rate configuration is accessed via the Mileage Conversion Table link located under the Conversion Tables Maintenance on the main admin screen. Clicking this link will display the Mileage Conversion Maintenance screen, which will be used for the remainder of this process.

The Mileage Conversion Maintenance screen is used to:

Each of these functions is described in detail below.

Current Mileage Conversion Rates

The top of the Mileage Conversion Maintenance screen displays any currently active conversion rates. Each unique combination of measurement and currency can have only one active rate for any time period, i.e., while you can have two concurrent rates for miles if one is for US$ and on is for DM, you cannot have two concurrent rate for miles if both are for the same currency.

The controls available in the Current Conversion Rates portion of this screen are:

New Mileage Conversion Rates

The middle portion of the Mileage Conversion Maintenance screen provides access to the tools needed to institute new mileage conversion rates. Up to three mileage conversion rates may be created at one time. To create a new conversion rate:
  1. Select the unit of measurement for the new conversion rate
    The available units of measurement appear in the drop down menu located under the Measurement column.
  2. Enter the numerical value for this rate
    The numerical value for the rate in question must be a positive integer. Remember, this rate will determine the amount of the selected currency (see below) that will be charged for each unit of measurement travelled.
  3. Select the currency to be used by this new conversion rate
    The available currencies appear in the drop down menu located under the Currency column.
  4. Enter the effective start date for this currency conversion rate
    You may enter the effective start date manually, in YYYYMMDD format or you may use the calendar button to select a date from a popup calendar window. If this field is left blank, Timesheet will set today's date as the default effective start date.
  5. Enter the effective end date for this currency conversion rate
    You may enter the effective end date manually, in YYYYMMDD format or you may use the calendar button to select a date from a popup calendar window. If this field is left blank, Timesheet will assume the effective end date to be open and this conversion rate will remain in effect until it is manually closed.
  6. Click the Create Rates button
    Timesheet will refresh the Mileage Conversion Maintenance screen and the newly created rate(s) will be displayed in the list of existing mileage conversion rates that is located at the top of this screen.

Past Conversion Rates

The bottom portion of the Mileage Conversion Maintenance screen provides an interface that allows you to search for history on previous mileage conversion rates. These searches are based upon measurement and currency combinations and will return history on only one particular combination at any given time. To search for previous conversion rates:
  1. Select a measurement for this search
  2. Select a currency for this search
  3. Click the Search button
Timesheet will display the Mileage Conversion Maintenance Search Results Screen. This screen will list each previous rate for the measurement/currency combination selected during the search setup. Once you have viewed the desired data, you may click the Return To Mileage Conversion Maintenance Screen link at the bottom of this screen to return to the main mileage conversion functions.

Mileage Entry Screens

Journyx Timesheet v5.5 provides admins with the ability to create, modify and delete Mileage Entry Screens that users will access to track their mileage. By default, only one Mileage Entry Screen is available within Timesheet; however, there is no limit to the number of screens that may be created. The toolset for creation, modification and deletion of Mileage Entry Screens is available from the Global Modification/Deletion of Mileage Screens screen, which is accessed via the Mileage Entry Screens link located under the Users' Entry Interface Management header on the main admin screen. This screen is used for these three functions, each of which is outlined below.

Creating A Mileage Entry Screen

Timesheet allows you to create any number of new Mileage Entry Screens via the Mileage Entry Screen Modification screen, which is accessed via the User Entry Screens link located under the Application Interface Management header on the main Admin screen. To create a new Mileage Entry Screen, enter a name for the new screen in the text box beneath the list of existing Mileage Entry Screens and click the Button. Timesheet will then display the Mileage Entry Modification Screen for the newly created Mileage Entry Screen. This screen, shown below, is used to define specific settings for Mileage Entry Screens.

Options    
Option Value Results
Should all new groups have access to this entry screen? Yes

 Selecting "Yes" for this setting will cause this Time Entry Screen to be made available by default to any newly created groups. If you are creating a Time Entry Screen that will be used by a majority of your organization, this setting is recommended.
  No Selecting "No" for this setting will create a Time Entry Screen that must be added manually to any group that will be required to access it. If you are creating a Time Entry Screen that will be used by a minority of your organization, this setting is recommended.
     
Should arrows for moving forward and backward in time be displayed? Yes A set of arrows will be displayed that allow users to move between previous and future time periods. Please Note: These arrows move in the same direction that dates are displayed on this screen.
  No Navigation arrows will not be displayed on screen.
     
Should row and column totals be displayed? Both Totals for daily hours worked as well as for each unique combination of Project/Task/Pay Type/Bill Type will be displayed at the bottom and far right of the entry area, respectively.
  Column Totals for daily hours worked will be displayed at the bottom of the entry area
  Row Totals for each unique combination of Project/Task/Pay Type/Bill Type will be displayed at the far right of the entry area
  None Totals will not be displayed
Should project descriptions be shown in dropdowns? Yes The Project dropdown menu will display both the project name as well as its description.
  No The Project dropdown menu will display project names only
     
Should the Project Tree with hierarchy be shown in the Project column Yes - Full Expanding Tree in Popup Timesheet will display a Tree link just above all Project selection boxes on the Time Entry Screen. This link will open a popup window that contains a navigable version of the complete Project hierarchy that can be used for searching for and selecting a Project to use as part of the Time entry.
  Yes - Expanding Tree in Dropdown Timesheet will allow direct navigation of the Project hierarchy within the Project selection boxes on the Time Entry Screen.
  No Your organization's Project hierarchy will not be represented graphically in any way on the Time Entry Screen. Projects will be displayed alphabetically in the Project selection boxes with no regard to parent/child relationships.
     
How many Blank rows should be displayed? User Preference Displays the number of blank rows for time entry that each user has set in his individual preferences
  Number 1 - 20 Displays a set number (from 1 to 20) of blank rows for time entry
     
Should the range of days be displayed back from the present, or forward to the present? Forward Displays the time period for this Time Entry Screen as a range of dates that runs from the start of the period to the end (left to right), i.e., a weekly time period that begins on the 3rd of the month will be displayed as running from the 3rd through the 9th. Please Note: The direction you chose here will affect the behavior of the forward and backward arrows if they are present on this screen.
  Back Displays the time period for this Time Entry Screen as a range of dates that runs from the end of the period to the beginning (left to right), i.e., a weekly time period that begins on the 3rd of the month will be displayed as running from the 9th through the 3rd. Please Note: The direction you chose here will affect the behavior of the forward and backward arrows if they are present on this screen.
     
Enable automatic totaling (total hours as they are entered)? Yes Any totals that were selected to be displayed for this screen will update automatically as hours are entered
  No Any totals that were selected to be displayed for this screen will update only after the Save Changes button has been clicked
     
Use Diary Notes? Yes Timesheet will display the Diary Note icon to the right of existing Time Entries on this screen. The Diary Note icon is used to access the Diary Note interface, which is discussed in the Journals portion of this documentation. This setting effectively enables Diary Notes in Timesheet.
  No Timesheet will not display the Diary Note icon to the right of existing Time Entries on this screen. The Diary Note icon is used to access the Diary Note interface, which is discussed in the Journals portion of this documentation. This setting effectively disables Diary Notes in Timesheet.

Column Options

Timesheet allows the admin to control certain aspects of the Mileage entry columns for any given Mileage Entry Screen. The attributes that may be modified are Priority and Default Value. Additionally, the comments column can be set to have a lower maximum number of characters than the default maximum of 252 characters.

Priority

Each column must be assigned a Priority. This Priority defines the order of columns on the Mileage Entry Screen. A column may be assigned a Priority of zero, which will hide it on the Mileage Entry screen. A column with a Priority of zero must have a default value assigned. Each Priority other than zero can only be assigned to one column.

Default Value

A default value may be assigned for each column. The default value is only important for a column that has a priority of zero. The default value assigned to a hidden column will be associated with every time entry made from this Mileage Entry screen. Please Note: The default value for a column does not appear as the default choice for a column that has a priority other than zero. Column options are displayed in alphabetical order and the default choice for a non-hidden column will always be the first alphabetical choice.

Maximum Characters

By default, Timesheet allows a maximum of 252 characters for the comments column for any particular Mileage Entry Screen. You may choose to specify a lower number of characters as the maximum for any Mileage Entry screen, but you may not specify a higher number, as 252 is the maximum number of characters that the Timesheet database is designed to hold for this field.

Modifying Mileage Entry Screens

Mileage Entry Screens can be modified to account for changes in the way your organization seeks to track mileage information. Every option listed above, under Creating A Mileage Entry Screen, can be modified as needed. To modify an existing Mileage Entry Screen:
  1. Select the Mileage Entry Screen to modify
  2. Click the Modify Button
    Timesheet will display the Create/Modify Custom Mileage Screen, which will be used for the remainder of this process.
  3. Modify the Attributes of the Mileage Entry Screen in question
    Again, each of the attributes listed above, under Creating A Mileage Entry Screen, can be modified as needed.
  4. Click the Modify To Values Above button
    Timesheet will display the Global Modification/Deletion of Mileage Screens screen, including a green text message confirming that the Mileage Entry Screen in question has been modified.

Deleting A Mileage Entry Screen

If you need to remove a Mileage Entry Screen from Timesheet, simply select the screen in question and click the delete button on the Global Modification/Deletion of Mileage Screens screen. Timesheet will refresh the Global Modification/Deletion of Mileage Screens screen, displaying a green text message confirming the deletion of the Mileage Entry Screen in question.

Mileage Entry Screen Columns

Mileage Entry Screens in Timesheet v5.5 use three columns that are unique to the mileage entry process: These columns come with certain default values and more can be created to meet your organization's needs. Each of these three columns is discussed in detail below.

Reason

Reasons are used in the Mileage Entry Process to provide an explanation for the distance travelled. The controls needed to create, modify and delete reasons are contained within the Global Reason Entry and Modification screen, which can be accessed via the Reason link under the Mileage Entry Columns Management header on the main admin screen. This screen will be used for all functions associated with Reason management.

The default reasons that ship with Timesheet v5.5 are:

Creating A Reason
Timesheet allows you to create new reasons for use by your organization. The interface for creating new reasons is found on the bottom half of the Global Reason Entry and Modification screen. The process of creating a new reason is outlined below:
  1. Enter a name for the new reason
    The name for each reason should be a simple and descriptive term that users will be able to understand easily. This field is limited to 60 characters.
  2. Enter a description for the new reason
    The description for each reason can be a more in depth explanation of that reason. This field is limited to 252 characters.
  3. Choose which currently existing Groups should have access to this reason.
    You may select one or more existing groups to assign the new reason to automatically. Each new reason must be assigned manually, through group modification, to any groups not selected during reason creation.
  4. Indicate automatic assignment to new groups
    Click the checkbox for this option if the new reason is one that will be used commonly throughout your organization. This option will cause the new reason to be included automatically in all newly created groups, thereby eliminating the need to add it to new groups manually.
  5. Click the Create New Reason(s) button
    Timesheet will refresh the Global Reason Entry and Modification screen, displaying a green text message confirming the creation of the new reason.
Modifying A Reason
Timesheet allows you to modify individual existing reasons to change certain aspects of those reasons. The modifiable parameters for a reason are: To modify an existing reason:
  1. Select the reason(s) in question on the Global Reason Entry and Modification screen
  2. Click the Modify button
    Timesheet will display the Global Reason Modification screen, which will be used for the remainder of this process.
  3. Modify the description, status, group membership and auto add characteristic of the reason(s) in question
    Description, Group Membership and Auto Add are discussed above, under reason creation. Status is a characteristic that determines how Timesheet handles each reason. There are three status options:
    • Loggable and Reportable
      Loggable and Reportable status represents full functionality for a given reason. Each reason with Loggable and Reportable as its status will be available for users to select during Mileage Entry and will also be displayed within reports.
    • Reportable Only
      Reportable Only status represents partial functionality for a given reason. Each reason with Reportable Only as its status will not be available for users to select during Mileage Entry but will be displayed within reports. This status is best used for reasons that have been discontinued but that still need to be available for historical reporting purposes.
    • Hidden
      Hidden status represents zero functionality for a given reason. Each reason with Hidden as its status will not be available for users to select during Mileage Entry, nor will records associated with that reason be displayed within reports. For this reason, Journyx recommends setting discontinued reasons to Loggable and Reportable rather than Hidden.
  4. Click the perform modifications button
    Timesheet will display the Global Reason Entry and Modification screen, displaying a green text message confirming the modification of the reason(s) in question.
Deleting A Reason
Timesheet allows you to delete reasons if they no longer serve the needs of your organization; however, Journyx strongly recommends modifying these reasons to have a status of Hidden or Reportable Only rather than deleting. While deleting will not cause database errors, it is non-reversible and may cause unforseen issues in the future. The interface for deleting reasons is located on the Global Reason Entry and Modification screen. The process of deleting reasons is outlined below:
  1. Select the reason(s) to be deleted
  2. Click the Delete button
    Timesheet will display a popup window asking you to confirm the deletion of the selected reasons. If you are certain you wish to delete these reasons, click OK in this popup window. Timesheet will refresh the Global Reason Entry and Modification screen, displaying a green text message confirming the deletion of the reason(s) in question.
Please Note: Records associated with any reasons that have been deleted will still be available for reporting; however, the reason associated with these records will be listed as 'none.'

Vehicle

Vehicles are used in the Mileage Entry Process to indicate the method used for travel. The controls needed to create, modify and delete vehicles are contained within the Global Vehicle Entry and Modification screen, which can be accessed via the Vehicle link under the Mileage Entry Columns Management header on the main admin screen. This screen will be used for all functions associated with vehicle management.

There is only one default vehicle that ships with Timesheet v5.5: Vehicle A.

Creating A Vehicle
Timesheet allows you to create new vehicles for use by your organization. The interface for creating new vehicles is found on the bottom half of the Global Vehicle Entry and Modification screen. The process of creating a new vehicle is outlined below:
  1. Enter a name for the new vehicle
    The name for each vehicle should be a simple and descriptive term that users will be able to understand easily. This field is limited to 60 characters.
  2. Enter a description for the new vehicle
    The description for each vehicle can be a more in depth explanation of that vehicle. This field is limited to 252 characters.
  3. Choose which currently existing Groups should have access to this vehicle.
    You may select one or more existing groups to assign the new vehicle to automatically. Each new vehicle must be assigned manually, through group modification, to any groups not selected during vehicle creation.
  4. Indicate automatic assignment to new groups
    Click the checkbox for this option if the new vehicle is one that will be used commonly throughout your organization. This option will cause the new vehicle to be included automatically in all newly created groups, thereby eliminating the need to add it to new groups manually.
  5. Click the Create New Vehicle(s) button
    Timesheet will refresh the Global Vehicle Entry and Modification screen, displaying a green text message confirming the creation of the new vehicle.
Modifying A Vehicle
Timesheet allows you to modify individual existing vehicles to change certain aspects of those vehicles. The modifiable parameters for a vehicle are: To modify an existing vehicle:
  1. Select the vehicle(s) in question on the Global Vehicle Entry and Modification screen
  2. Click the Modify button
    Timesheet will display the Global Vehicle Modification screen, which will be used for the remainder of this process.
  3. Modify the description, status, group membership and auto add characteristic of the Vehicle(s) in question
    Description, Group Membership and Auto Add are discussed above, under vehicle creation. Status is a characteristic that determines how Timesheet handles each vehicle. There are three status options:
    • Loggable and Reportable
      Loggable and Reportable status represents full functionality for a given vehicle. Each vehicle with Loggable and Reportable as its status will be available for users to select during Mileage Entry and will also be displayed within reports.
    • Reportable Only
      Reportable Only status represents partial functionality for a given vehicle. Each vehicle with Reportable Only as its status will not be available for users to select during Mileage Entry but will be displayed within reports. This status is best used for vehicles that have been discontinued but that still need to be available for historical reporting purposes.
    • Hidden
      Hidden status represents zero functionality for a given vehicle. Each vehicle with Hidden as its status will not be available for users to select during Mileage Entry, nor will records associated with that vehicle be displayed within reports. For this vehicle, Journyx recommends setting discontinued vehicles to Loggable and Reportable rather than Hidden.
  4. Click the perform modifications button
    Timesheet will display the Global Vehicle Entry and Modification screen, displaying a green text message confirming the modification of the vehicle(s) in question.
Deleting A Vehicle
Timesheet allows you to delete vehicles if they no longer serve the needs of your organization; however, Journyx strongly recommends modifying these vehicles to have a status of Hidden or Reportable Only rather than deleting. While deleting will not cause database errors, it is non-reversible and may cause unforseen issues in the future. The interface for deleting vehicles is located on the Global Vehicle Entry and Modification screen. The process of deleting vehicles is outlined below:
  1. Select the vehicle(s) to be deleted
  2. Click the Delete button
    Timesheet will display a popup window asking you to confirm the deletion of the selected vehicles. If you are certain you wish to delete these vehicles, click OK in this popup window. Timesheet will refresh the Global Vehicle Entry and Modification screen, displaying a green text message confirming the deletion of the vehicle(s) in question.
Please Note: Records associated with any vehicles that have been deleted will still be available for reporting; however, the vehicle associated with these records will be listed as 'none.'

Measurement

Measurements are used in the Mileage Entry Process to provide an explanation for the distance travelled. The controls needed to create, modify and delete measurements are contained within the Global Measurement Entry and Modification screen, which can be accessed via the Measurement link under the Mileage Entry Columns Management header on the main admin screen. This screen will be used for all functions associated with measurement management.

The default measurements that ship with Timesheet v5.5 are:

Creating A Measurement
Timesheet allows you to create new measurements for use by your organization. The interface for creating new measurements is found on the bottom half of the Global Measurement Entry and Modification screen. The process of creating a new measurement is outlined below:
  1. Enter a name for the new measurement
    The name for each measurement should be a simple and descriptive term that users will be able to understand easily. This field is limited to 60 characters.
  2. Enter a description for the new measurement
    The description for each measurement can be a more in depth explanation of that measurement. This field is limited to 252 characters.
  3. Choose which currently existing Groups should have access to this measurement.
    You may select one or more existing groups to assign the new measurement to automatically. Each new measurement must be assigned manually, through group modification, to any groups not selected during measurement creation.
  4. Indicate automatic assignment to new groups
    Click the checkbox for this option if the new measurement is one that will be used commonly throughout your organization. This option will cause the new measurement to be included automatically in all newly created groups, thereby eliminating the need to add it to new groups manually.
  5. Click the Create New measurement(s) button
    Timesheet will refresh the Global Measurement Entry and Modification screen, displaying a green text message confirming the creation of the new measurement.
Modifying A measurement
Timesheet allows you to modify individual existing measurements to change certain aspects of those measurements. The modifiable parameters for a measurement are: To modify an existing measurement:
  1. Select the measurement(s) in question on the Global Measurement Entry and Modification screen
  2. Click the Modify button
    Timesheet will display the Global Measurement Modification screen, which will be used for the remainder of this process.
  3. Modify the description, status, group membership and auto add characteristic of the measurement(s) in question
    Description, Group Membership and Auto Add are discussed above, under measurement creation. Status is a characteristic that determines how Timesheet handles each measurement. There are three status options:
    • Loggable and Reportable
      Loggable and Reportable status represents full functionality for a given measurement. Each measurement with Loggable and Reportable as its status will be available for users to select during Mileage Entry and will also be displayed within reports.
    • Reportable Only
      Reportable Only status represents partial functionality for a given measurement. Each measurement with Reportable Only as its status will not be available for users to select during Mileage Entry but will be displayed within reports. This status is best used for measurements that have been discontinued but that still need to be available for historical reporting purposes.
    • Hidden
      Hidden status represents zero functionality for a given measurement. Each measurement with Hidden as its status will not be available for users to select during Mileage Entry, nor will records associated with that measurement be displayed within reports. For this measurement, Journyx recommends setting discontinued measurements to Loggable and Reportable rather than Hidden.
  4. Click the perform modifications button
    Timesheet will display the Global Measurement Entry and Modification screen, displaying a green text message confirming the modification of the measurement(s) in question.
Deleting A measurement
Timesheet allows you to delete measurements if they no longer serve the needs of your organization; however, Journyx strongly recommends modifying these measurements to have a status of Hidden or Reportable Only rather than deleting. While deleting will not cause database errors, it is non-reversible and may cause unforseen issues in the future. The interface for deleting measurements is located on the Global Measurement Entry and Modification screen. The process of deleting measurements is outlined below:
  1. Select the measurement(s) to be deleted
  2. Click the Delete button
    Timesheet will display a popup window asking you to confirm the deletion of the selected measurements. If you are certain you wish to delete these measurements, click OK in this popup window. Timesheet will refresh the Global Measurement Entry and Modification screen, displaying a green text message confirming the deletion of the measurement(s) in question.
Please Note: Records associated with any measurements that have been deleted will still be available for reporting; however, the measurement associated with these records will be listed as 'none.'

Entering Mileage in Timesheet

The process of entering mileage into Timesheet is described below. For Mileage Entry screens that have certain columns hidden, please disregard references to those hidden columns.

  1. Select the Project for this particular mileage entry from the drop down menu containing Projects
  2. Enter Comments relating to this mileage entry, this is typically an identifer such as "Meeting in Dallas" or "Pick up Steve at airport"
  3. Select the Vehicle for this particular mileage entry from the drop down menu containing Vehicles
  4. Select the Reason for this particular mileage entry from the drop down menu containing Reasons
  5. Select the Measurement for this particular mileage entry from the drop down menu containing Measurements
  6. Enter the amount of the actual mileage for the appropriate date
    Please Note: Timesheet currently supports measurement amounts of up to 5 digits, including the decimal point. Therefore, Timesheet will allow amounts up to 99999 for any particular line item if no decimal places are required.

Selecting Projects

Timesheet allows for two different approaches to graphically representing the Project Hierarchy Tree on the Mileage Entry Screen. These options are discussed below.

Project Tree Drop Down Menu

When the Tree View has been enabled in the Project dropdown column of a Mileage Entry Screen, Projects that have subprojects beneath them will appear with a plus sign (+) to their left. Selecting this type of Project will shift the focus from the previous level of the Project Tree to this Project. The Project dropdown will now display only this Project and its subprojects. At this point, the newly centered Project will be displayed with a minus sign (-) to its left, indicating that there are levels of the Project Tree above this Project. To return to the next level up, simply click on the "top" Project (the one with the minus sign) at this level. Please Note: If you are using a Macintosh, you will need to select a "blank" item in the dropdown menu to return to the next level up from the current level.

Project Tree Popup Window

When the Tree View popup window has been enabled for Projects on a Mileage Entry Screen, Timesheet will display a Tree link just above all Project selection boxes on the Mileage Entry Screen. This link will open a popup window that contains a navigable version of the complete Project hierarchy that can be used for searching for and selecting a Project to use as part of the Time entry.

Mileage Entry Screens that use the Project Tree Popup method will display the complete list of Projects alphabetically in the Project drop down menu. The Project Tree Popup window should be used to navigate to and select the desired Project for each record to be entered.

My Project List

Finally, Timesheet provides the ability for each User to configure the Projects available for logging through the use of the My Project List link, which is located at the bottom of the Mileage Entry Screen, in the Navigation & Controls section. This functionality is discussed below.

If you, as a User, have configured a Project List of your own, only those Projects you have included in the list will be available in the Project drop down menu.

Diary Notes

Timesheet allows Users to create Diary Notes for each of their mileage records. Diary Notes provide a way for Users to record complex comments and information for a Project over the course of a time period, much the way one might keep a diary of significant events or information in relation to a Project.

Users can create a Diary Note entry for a specific Mileage Record by clicking the Diary Note icon () located immediately to the right of a saved Mileage Record on their Mileage Entry Screen. Timesheet will display the Diary Notes popup window, which can be used to create, edit or delete Diary Notes.

A complete discussion of the Diary Notes feature can be found in the Diary Notes portion of this documentation.

Diary Notes functionality is directly associated with the Journals feature of Timesheet, though it is not necessary for Users to access Journals directly to work with Diary Notes. For a more detailed discussion of Diary Notes and the Journals feature of Timesheet, please see the Journals portion of this documentation.

My Project List

Timesheet includes the ability for individual Users to configure their own Project List, which limits the Projects that are available for logging entries against to only those selected by the User. This functionality can greatly improve the record entry experience by allowing Users to avoid navigating large Project hierarchies each time they enter a record simply to get to the one or two Projects they care about.

The My Project List link, located in the Navigation & Controls section at the bottom of the Mileage Entry Screen is the gateway to the Project list feature. Clicking this link will cause Timesheet to open a popup window that can be used to add and remove Projects from the Project list.

You may add Projects from the Project List by selecting the desired Project(s) in the Master Project List column located in the left side of this window and then clicking the Button. Your additions will be displayed onscreen and those added Projects will appear in the My Project List column located in the right side of this window.

You may remove Projects from your Project List by selecting the desired Project(s) in the My Project List column located in the right side of this window and then clicking the Button. Your changes will be displayed onscreen and those removed Projects will disappear from the My Project List column.

You may delete your Project list by clicking the Button. Deleting all Projects from your Project list will return your Project selection method to the method defined by your organization's Timesheet administrator for your Time Entry Screen. These methods are discussed above.

Once you have completed adding and removing Projects from your Project List, click the Button. Timesheet will close the My Project List Configuration Window and your Project List will be made active. Now when you click on the Project drop down menu to select a Project for record entry, the Projects displayed will be limited to only those that you have added to your Project List.

Memorized Mileage Entries

Timesheet allows users to create Memorized Mileage Entries. These are combinations of Project/Reason/Measurement/Vehicle and Comment that will recur from time period to time period regardless of actual user entry. Memorized Mileage Entries are an ideal way to streamline the process of entering recurring mileage records.

Creating Memorized Mileage Entries From Existing Entries

Individual users may create any number of Memorized Mileage Entries from an existing Mileage Entry displayed on their Mileage Entry Screen using the icon that appears at the far right end of each saved Mileage Entry row. Clicking this icon will take the User to the User Memorized Entries Screen . This screen is used to create, modify and delete Memorized Mileage Entries for that User only.

This screen is also accessible via the Memorized Entries link located in the Records Management section every user's Admin screen.

When this screen is displayed after clicking the icon, a green text message will appear at the top of the screen indicating that a new Memorized Mileage Entry has been created - this is the entry whose icon was used to access the User Memorized Entries Screen. Please Note: When you return to the Mileage Entry screen, this Memorized Mileage Entry will not be displayed for the current time period because it already exists in the form of a current Mileage Entry. This entry will, however, appear in any other time period (past or future) that you access from this point on.

Creating Memorized Mileage Entries From Scratch

This screen also allows the User to create new Memorized Mileage Entries as well as the ability to modify or delete an existing Memorized Mileage Entry. To create a new Memorized Mileage Entry, the User should select the Project, Reason, Measurement and Vehicle that should comprise the Memorized Mileage Entry. Additionally, the user may enter a default Comment for the Memorized Mileage Entry. Once these options have been selected, the User should click the Button at the bottom of the New Memorized Mileage Entries section of this screen. The Manage User Memorized Mileage Entries Screen will refresh, displaying a green text message confirming the creation of the new Memorized Mileage Entries.

Please Note: This screen may display columns that a User would not normally see if that user's Mileage Entry Screen has been configured to hide certain columns.

Modifying Memorized Mileage Entries

To modify an existing Memorized Mileage Entry, the user should click the checkbox to the left of the Memorized Mileage Entries to be modified, make any changes that are needed to the selected entries and then click the Button located below the section that contains the existing Memorized Mileage Entries. The User Memorized Entries Screen will refresh, displaying a green text message confirming the changes.

Deleting Memorized Mileage Entries

To delete one or more existing Memorized Mileage Entries, the user should click the checkbox to the left of the Memorized Mileage Entries to be deleted and click the Button located below this section. Timesheet will display a popup window asking the User to confirm that he does in fact wish to delete these memorized Mileage Entries. If the User does want to delete the Memorized Mileage Entries in question, he should click the Button in this popup window, otherwise the user should click the Button. The Manage User Memorized Mileage Entries Screen will refresh, displaying a green text message confirming the deletion of the Memorized Mileage Entries in question.

Prior Period Corrections

Users whose role includes the Corrections role ability, including the installing Admin, may make changes to records contained in a mileagesheet that has already been approved via either a Period or Project Approvals process. Once a mileagesheet has been approved, the Button appears on the Mileage Entry Screen for that mileagesheet. When this button is present, corrective entries can be made and then submitted for approval.

To make corrective entries for a prior period, a User who has the Corrections role ability should navigate to the mileagesheet in question and enter corrective entries as needed. Corrective mileage entry includes the concept of negative entry, i.e., because the existing records are approved and committed they cannot be directly edited - therefore negative records must be entered against the same Project, Reason, Vehicle and Measurement to reduce the actual value logged to the proper number.

Example Of Corrective Entries

Buck submitted his mileagesheet with 600 miles to Project A and 200 miles logged to Project B on Tuesday. After the mileagesheet was approved, Buck realized that he actually only drove 400 on Project A and also drove 200 on Project C on Tuesday. Buck opens his mileagesheet for the mileage period in question and prepares to make corrective entries.

Buck prepares a subtractive correction entry the same way he would prepare a normal entry, by selecting the Project, Reason, Vehicle and Measurement to be logged. In the case of correcting his overage on Project A, Buck carefully chooses the exact combination of these factors, including duplicating the comment field exactly, that comprised the original record. Buck then enters -200 (minus 200) for Project A on Tuesday.

Buck creates an additive correction entry the same way he would prepare a normal entry, by selecting the Project, Reason, Vehicle and Measurement to be logged. To add the missing mileage for Project C, Buck creates the record "from scratch" as though he were entering mileage normally and enters 200 for Project C on Tuesday.

Buck's mileagesheet now contains the following records for Tuesday:

If Buck has any other corrections to make, he should make them now. Once Buck has added and subtracted values as needed from his mileagesheet, he should click the Button located at the bottom of his screen. mileagesheet will refresh the Mileage Entry Screen and display a green text message confirming the corrective entries. Furthermore, the corrected mileagesheet is submitted for approval as soon as the Button is clicked. The corrected mileagesheet will now flow through the approvals processes that a normal "new" mileagesheet would follow.

If further corrections are required, the mileagesheet will either be rejected through the approvals process and returned for direct editing of the corrective entries or the mileagesheet will need to be accessed for a new round of corrective entries after it has been completely approved.

Mileage Approvals

Journyx Timesheet v5.5 allows you to implement a robust mileage approval process to effectively manage travel expenditures across your organization. This approval process functions in very much the same fashion as the time and expense approvals processes. Approval templates must be created and then assigned to the employees who will be tracking mileage. Once these templates have been assigned, users will be able to submit their mileage entry forms for approval to the appropriate approvers with the click of a button. Additionally, automatic email notifications may be established to ensure proper communication regarding mileage approvals. The mileage approvals process is described in detail below.

Mileage Approval Templates

Before the mileage approvals process can be implemented, mileage approval templates must be created and assigned to users. The installing Admin should consider the approval process that will be required by his organization before beginning to establish a User base or implementing Timesheet.
Creating New Approver Templates
To create the necessary approver templates to be assigned to users, the admin should first create any users (Managers, Project Managers and Admins) who will serve as approvers for timesheets. Next, the admin should enter the Create Mileage Approval Templates Screen from the main admin screen via the Create Mileage Approver Templates link which is located under the Mileage Approval Process Management header.

Create Approval Templates Screen
This screen provides the admin with all the necessary tools for the creation of new Mileage Approver Templates. The admin should name the new template and specify the number of levels of approval that this template specifies. The admin should then choose a primary and a backup approver for each level of approval from the dropdown menus provide at the top of this screen. Finally, this screen allows parameters for email notifications to be set up for the template that is being created. The admin should select any and all email notification parameters that are desired at this time. Below is a list of the possible parameters and information on what they mean.

Notify users when mileagesheet is rejected? Selecting "yes" for this field will send the submitting user an email to notify him that his mileagesheet has been rejected if it has been rejected.
Notify users when a mileagesheet has completed the approval cycle? Selecting "yes: for this field will send the submitting user an email notifying him that his mileagesheet has successfully completed the approval process once the final approval has been given.
Notify approver when a mileagesheet has been submitted for their approval? Selecting "yes" for this field will send an email notification to each level's primary approver that a mileagesheet has been submitted for their approval.
Notify users X days before a time sheet is due to be submitted. Selecting "yes" for this field will send an email to notify users that they have X days remaining before mileagesheets must be submitted.

Additionally, the admin must select a number of days between 0 and 7 that this email notification will go out before the due date.
Notify users X days after a timeperiod if the mileagesheet is not yet submitted. Selecting "yes" for this fields will send a reminder email to users X days after the due date for mileagesheet submission if they have a mileagesheet that has not been submitted for the period in question.

Additionally, the admin must select a number of days between 0 and 7 that this email notification will go out after the due date.
Notify approver X days after a timeperiod if the mileagesheet is not yet submitted. Selecting "yes" for this field will send an email to the approver for each level X days after the due date for mileagesheet submission to inform them that a user has not yet submitted a mileagesheet for approval.

Additionally, the admin must select a number of days between 0 and 7 that this email notification will go out after the due date.
Notify backup approver X days after a timeperiod if the mileagesheet is submitted, but is not yet approved. Selecting "yes" for this field will send an email to the backup approver for each level that they have a mileagesheet that may need their attention due to lack of response from the primary approver X days from the submission of a mileagesheet.

Additionally, the admin must select a number of days between 0 and 7 that this email notification will go out after the due date.

Once all desired email parameters have been entered, the admin should click the Create button. The screen will refresh and display a green text message confirming that the new approver template has been created. The newly created template will now be available for assignment to new users in the mileage approver template dropdown in the User Creation and Modification Screen.

Modifying and Deleting Approver Templates
It may prove necessary at times to make changes to or even delete a specific approver template, such as if an approver leaves the organization or email notification needs to be redefined. To modify approver templates, the admin should enter the Modify/Delete Mileage Templates screen via the Modify Time Approver Templates link which is located under the Modify Time Approver Templates header on the main admin screen.

Modify/Delete Mileage Templates Screen
This screen allows an Admin to modify or delete an existing mileage approver template.
To delete a template, the Admin should simply select that template from the list of currently existing templates and click the delete button. Please Note: At this time, deleting a template does not change the current approvers for users who were assigned that template. Users who would be affected by this change will need to be modified directly to put this change into effect.
To modify a template, the Admin should select the template that needs changes and click the modify button. The admin will then be taken to the Modify Mileage Template screen, which is the same as the Create Mileage Template screen, discussed above. Once the desired changes have been made, the screen will refresh display a green text message confirming that the mileage approver template in question has been modified. This message will also indicate the number of users who have been affected by this change.

Assigning an Approver Template to a User
Timesheet provides two unique way to assign mileage approval templates to users. The preferred method is to choose a template for each user as he is created, as discussed under Creating New Users, above. In the event that templates were not assigned at the time of user creation, or if template reassignment becomes necessary, the Admin can access the Mileage Approval Template Reassignment Screen from the main admin screen via the Mileage Template Reassignment link which is available under the Mileage Approval Process Management header. This link will take the Admin to the Mileage Template Reassignment Search Screen, where he can enter the name (or part of a name) of an employee to reassign mileage approval templates to. After the search has completed, the admin will be taken to the actual reassignment page. Here, the admin can select the user(s) to reassign and may then select the mileage template to be used. The Admin should select any users to be reassigned, select the template to be used, and click the use template button. The screen will refresh and display a green text message confirming that the template has been assigned. Optionally, this screen can be used to create a new template if a suitable one does not currently exist. Please Note: If you are using this screen to create a new template, you must also select at least one user for that template to be assigned to or Timesheet will not create the new template. The admin should select the users to be reassigned and then enter the parameters for the new template and then click the create template button. The screen will refresh and display a green text message confirming that the new template has been created and assigned.

Mileage Approvals

Now that the approvals templates have been created and assigned to users, the Mileage Approval process can be used to its full extent. Users will now see a Submit Mileagesheet button on their Mileage Entry Screens. This button should be clicked once a time period for Mileage Entry has been completed or when mileage entry is otherwise complete for that period. Clicking this button begins the approval process by queueing the submitted mileagesheet for approval. Additionally, any automated email settings will now begin in regards to the submitted mileagesheet.

Approving Mileagesheets
The mileage approval process depends on approvers to view and approve submitted mileage sheets. Timesheet v5.5 supports two different types of approvers: regular approvers, consisting of manager and project manager and super approvers which is a role ability of administrators. These different types of approvers have slightly different methods of approving mileage.

Regular approvers have two links available under the Mileage Approval Process Management header on their admin screen:

  1. Mileagesheet Approval
    This link allows regular approvers to view a list of users who are in groups that the approver himself is in. The user list provides approvers with the ability to view open and submitted mileagesheets for each user. Mileagesheets that are open (i.e., not submitted for approval) can be viewed but not approved. Mileagesheets that have been submitted may be approved via this user list, but the more common approach for regular approvers approving mileagesheets is to view Mileagesheets Awaiting My Approval.
  2. Mileagesheets Awaiting My Approval
    This link will only appear active if at least one mileagesheet that the approver is responsible for has been submitted for approval. If this link is active, a number in parenthesis to the right of this link will be displayed. This number indicates the number of submitted mileage sheets that are awaiting the approval of this approver. Clicking on this link will display the Mileagesheet Approval screen, which is discussed below.

Superapprovers use the same general procedures for mileage approval as regular approvers; however, their views are not limited by the group structure; therefore, a superapprover can see all users with open mileagesheets when they take the Mileagesheet Approval process as discussed above. Further, superapprovers will have all submitted mileagesheets included in the count of Mileagesheets Awaiting My Approval. In short, a superapprover has access to approve all submitted mileagesheets regardless of group membership or approvals process design.

The Mileagesheet Approval Screen
This screen provides approvers with the ability to approve or reject submitted mileagesheets. Each submitted mileagesheet that is the responsibility of the approver who is viewing this screen is displayed in a list at the top of this screen.

To approve these mileagesheets, the approver should click the checkbox to the right of each available mileagesheet , or click the Select All checkbox at the bottom of the list, and click the Approve button at the bottom of this screen. Timesheet will the display a screen containing a green text message confirming that the selected mileagesheets were confirmed.

To reject any of these mileagesheets, the approver should click the checkbox to the right of each available mileagesheet , or click the Select All checkbox at the bottom of the list, enter a reason for the rejection and then click the Reject button at the bottom of this screen. Timesheet will the display a screen containing a green text message confirming that the selected mileagesheets were rejected. Please Note: A reason for rejection must be supplied. Otherwise, Timesheet will display an error message reminding you to supply a rejection reason and the rejection will not take place.