Journyx Timesheet uses three additional items to further categorize any specific time entry: tasks, pay types, and bill types. Each of these items may be renamed to meet your organization's needs, as discussed below in the Global Preferences section. However, for this portion of this manual the default names will be used.
Tasks
The Task field is used for describing the type of activity on which an employee has spent time. Sales, Development, Support, Consulting, and Management are common examples of Tasks. Timesheet comes standard with several default Tasks. More Tasks can be added and the defaults can be removed.
Tasks can be created, modified and deleted from the Global Task Entry and Modification Screen which is available from the main admin screen via the Task link.
Creating Tasks
To create a new Task, please follow the guidelines below:
Enter the name for the new task
Please Note: At this time, Timesheet does not support renaming Tasks. Therefore, please choose Task names carefully.
Enter a text description for the new Task
Indicate which existing groups should have access to the new Task
To indicate these groups, highlight them in the list of groups by clicking them (or CTRL-clicking for multiple groups)
Indicate whether this new task should be made available to all newly created groups automatically
If you select yes for this option, this Task will be added to every new group that is created in Timesheet. You should only select yes for this option if you are unlikely to have more than a small number of groups that should not have access to this Task. Otherwise, you will have to remove this Task manually from each group that is not supposed to have access to it.
Click the Create New Task(s) button
The Global Task Entry and Modification Screen will refresh, displaying a green text message confirming that the task(s) were created
Modifying Tasks
To modify and existing task, please follow the guidelines below:
Select the Task(s) to modify from the Global Task Entry and Modification Screen
Click the Modify button
The Global Task Modification Screen will be displayed
The following parameters may be modified for the selected Task(s):
Description
The text description for the Task in question
Status:
Loggable and Reportable: This status indicates that the Task is fully-active, i.e., users can log time using this Task and all time logged to with this Task can be reported on
Reportable Only: This status indicates that the Task can no longer have time logged using it, but that any historical time already logged will be displayed in reports
Hidden: A Task with this status can neither be used for logging time nor can it be reported upon
Group affiliation
This field allows you to change which groups have access to the Task in question.
To add a Task to a group, highlight that group in the list of available groups by clicking on it (CTRL-click to choose multiple groups).
To Remove the Task from a group, highlight that group in the list of available groups by clicking on it (CTRL-click to choose multiple groups).
Automatically Added to New Groups?
As discussed above under Task creation, this field determines whether this Task will be made accessible to any newly created groups. Again, this field should typically be set to "no."
Click the Perform Modifications button
The Global Task Entry and Modification Screen will be displayed with a green text message confirming that the task(s) were modified
Deleting Tasks
There may be situation that require the deletion of a Task. Before you delete a Task, please note that it will be forever removed from the system and this may create orphaned records in the database that could cause errors to occur. If you still need to delete a Task, please follow the guidelines below:
Select the Task(s) to delete from the Global Task Entry and Modification Screen
Click the Delete button
A pop-up window will appear to confirm that you truly wish to delete this Task, if you do, click yes
If you receive an error that states:
Error: Cannot delete this object due to time records which use it.
You will not be able to delete this Task. You will need to hide it instead. Hiding items in Timesheet is discussed below in the Removing and Hiding Items section of this document.
If there are no complications with deleting this Task, the Global Task Entry and Modification Screen will refresh, displaying a displaying a green text message confirming that the task(s) were deleted
Pay Types
The Pay Type field is used for describing the type of activity on which an employee has spent time in relation to how they should be paid. Pay Types often affect and are affected by Accruals. Vacation, Sick Time, Holidays, and Regular or Standard are common examples of Pay Types. Timesheet comes standard with several default Pay Types. More Pay Types can be added and the defaults can be removed. Pay Types can be created, modified and deleted from the Global Pay Types Entry and Modification Screen which is available from the main admin screen via the Pay Types link.
Creating Pay Types
To create a new Pay Types, please follow the guidelines below:
Enter the name for the new Pay Types
Please Note: At this time, Timesheet does not support renaming Pay Types. Therefore, please choose Pay Type names carefully.
Enter a text description for the new Pay Type
Indicate which existing groups should have access to the new Pay Type
To indicate these groups, highlight them in the list of groups by clicking them (or CTRL-clicking for multiple groups)
Indicate whether this new task should be made available to all newly created groups automatically
If you select yes for this option, this Pay Type will be added to every new group that is created in Timesheet. You should only select yes for this option if you are unlikely to have more than a small number of groups that should not have access to this Pay Type. Otherwise, you will have to remove this Pay Type manually from each group that is not supposed to have access to it.
Click the Create Pay Type(s) button
The Global Pay Type Entry and Modification Screen will refresh, displaying a green text message confirming that the Pay Type(s) were created
Modifying Pay Type
To modify and existing Pay Type, please follow the guidelines below:
Select the Pay Type(s) to modify from the Global Pay Type Entry and Modification Screen
Click the Modify button
The Global Pay Type Modification Screen will be displayed
The following parameters may be modified for the selected Pay Type(s):
Description
The text description for the Pay Type in question
Status:
Loggable and Reportable: This status indicates that the Pay Type is fully-active, i.e., users can log time using this Pay Type and all time logged to with this Pay Type can be reported on
Reportable Only: This status indicates that the Pay Type can no longer have time logged using it, but that any historical time already logged will be displayed in reports
Hidden: A Pay Type with this status can neither be used for logging time nor can it be reported upon
Group affiliation
This field allows you to change which groups have access to the Pay Type in question.
To add a Pay Type to a group, highlight that group in the list of available groups by clicking on it (CTRL-click to choose multiple groups).
To Remove the Pay Type from a group, highlight that group in the list of available groups by clicking on it (CTRL-click to choose multiple groups).
Automatically Added to New Groups?
As discussed above under Pay Type creation, this field determines whether this Pay Type will be made accessible to any newly created groups. Again, this field should typically be set to "no."
Click the Perform Modifications button
The Global Pay Type Entry and Modification Screen will be displayed with a green text message confirming that the Pay Type(s) were modified
Deleting Pay Type
There may be situation that require the deletion of a Pay Type. Before you delete a Pay Type, please note that it will be forever removed from the system and this may create orphaned records in the database that could cause errors to occur. If you still need to delete a Pay Type, please follow the guidelines below:
Select the Pay Type(s) to delete from the Global Pay Type Entry and Modification Screen
Click the Delete button
A pop-up window will appear to confirm that you truly wish to delete this Pay Type, if you do, click yes
If you receive an error that states:
Error: Cannot delete this object due to time records which use it.
You will not be able to delete this Pay Type. You will need to hide it instead. Hiding items in Timesheet is discussed below in the Removing and Hiding Items section of this document.
If there are no complications with deleting this Pay Type, the Global Pay Type Entry and Modification Screen will refresh, displaying a displaying a green text message confirming that the Pay Type(s) were deleted
Bill Types
The Bill Type field is used for describing the type of activity on which an employee has spent time in relation to how that time can be billed. Billable and Non-Billable are common examples of Bill Types. Timesheet comes standard with several default Bill Types. More Bill Types can be added and the defaults can be removed. Bill Types can be created, modified and deleted from the Global Bill Types Entry and Modification Screen which is available from the main admin screen via the Bill Types link.
Creating Bill Types
To create a new Bill Types, please follow the guidelines below:
Enter the name for the new Bill Types
Please Note: At this time, Timesheet does not support renaming Bill Types. Therefore, please choose Bill Type names carefully.
Enter a text description for the new Bill Type
Indicate which existing groups should have access to the new Bill Type
To indicate these groups, highlight them in the list of groups by clicking them (or CTRL-clicking for multiple groups)
Indicate whether this new task should be made available to all newly created groups automatically
If you select yes for this option, this Bill Type will be added to every new group that is created in Timesheet. You should only select yes for this option if you are unlikely to have more than a small number of groups that should not have access to this Bill Type. Otherwise, you will have to remove this Bill Type manually from each group that is not supposed to have access to it.
Click the Create Bill Type(s) button
The Global Bill Type Entry and Modification Screen will refresh, displaying a green text message confirming that the Bill Type(s) were created
Modifying Bill Type
To modify and existing Bill Type, please follow the guidelines below:
Select the Bill Type(s) to modify from the Global Bill Type Entry and Modification Screen
Click the Modify button
The Global Bill Type Modification Screen will be displayed
The following parameters may be modified for the selected Bill Type(s):
Description
The text description for the Bill Type in question
Status:
Loggable and Reportable: This status indicates that the Bill Type is fully-active, i.e., users can log time using this Bill Type and all time logged to with this Bill Type can be reported on
Reportable Only: This status indicates that the Bill Type can no longer have time logged using it, but that any historical time already logged will be displayed in reports
Hidden: A Bill Type with this status can neither be used for logging time nor can it be reported upon
Group affiliation
This field allows you to change which groups have access to the Bill Type in question.
To add a Bill Type to a group, highlight that group in the list of available groups by clicking on it (CTRL-click to choose multiple groups).
To Remove the Bill Type from a group, highlight that group in the list of available groups by clicking on it (CTRL-click to choose multiple groups).
Automatically Added to New Groups?
As discussed above under Bill Type creation, this field determines whether this Bill Type will be made accessible to any newly created groups. Again, this field should typically be set to "no."
Click the Perform Modifications button
The Global Bill Type Entry and Modification Screen will be displayed with a green text message confirming that the Bill Type(s) were modified
Deleting Bill Type
There may be situation that require the deletion of a Bill Type. Before you delete a Bill Type, please note that it will be forever removed from the system and this may create orphaned records in the database that could cause errors to occur. If you still need to delete a Bill Type, please follow the guidelines below:
Select the Bill Type(s) to delete from the Global Bill Type Entry and Modification Screen
Click the Delete button
A pop-up window will appear to confirm that you truly wish to delete this Bill Type, if you do, click yes
If you receive an error that states:
Error: Cannot delete this object due to time records which use it.
You will not be able to delete this Bill Type. You will need to hide it instead. Hiding items in Timesheet is discussed below in the Removing and Hiding Items section of this document.
If there are no complications with deleting this Bill Type, the Global Bill Type Entry and Modification Screen will refresh, displaying a displaying a green text message confirming that the Bill Type(s) were deleted