Use Wiise timesheets

Why do I need to use Wiise timesheets?

Knowing how to use timesheets is important. It means employees can submit their hours easily and accurately. You can record their information in Wiise with confidence. And most importantly, you can pay your people without any errors.  

What are the different types of access in Wiise timesheets?

There are two roles, or access levels, that you can set up in Wiise timesheets – the timesheet approver and the timesheet user (this is an employee or team member). You can set up these roles so they can do a range of tasks. 

For timesheet approvers: 

  • Create individual timesheets or a batch of timesheets (more than one)  
  • Approve and reject timesheets 
  • Re-open timesheets 
  • Post timesheets to a job journal (add the timesheets to a journal in Wiise) 
  • Archive timesheets 

For timesheet users (employees): 

  • Complete timesheets using either the desktop or mobile experience 
  • Copy previous job planning tasks 
  • Copy previous timesheet lines 
  • Complete and submit timesheets 

How to create timesheets (for timesheet approvers)

You can set up single or batch timesheets for an employee for a chosen time period. 

  1. From the Wiise role centre, select Payroll, and then Timesheets from the navigation menu. 
    Note: search at the top right-hand corner of the page and then select Timesheets. You’ll see a list of timesheets. 
  2. From the timesheets list, select Create Wiise Timesheets
  3. In the screen that opens, go to the Options section and select a Start Date for the timesheet, or batch of timesheets.  
  4.  You can only create one timesheet per week. So, from the start date you select, enter the number of weeks or number of timesheets you’d like to create ahead of time (maybe you’d like to create four timesheets for the coming month). 
  5. In the Resource section, use the filter fields to select the employee you want to create a timesheet for. For example: 
    • In the Where field, select No., and in the is field, select an employee ID (name)
    • In the And field, select Type, and in the is field, select Person. This will create timesheets for this employee or resource
      Note: You’ll need to fill in the Wiise User ID field in the resource card for the filter to work correctly. 
  6. Select ON or OFF in Create Lines from Job Planning. If you select ON, it will pre-fill the tasks that the employee is already assigned to. If you select OFF, you’ll need to add the tasks manually. You’ll find more information about job planning lines, in the How to copy job planning lines to a timesheet section below
  7. Select OK. Wiise will create a new timesheet and then take you back to the Wiise Timesheet page. You’ll see your new timesheets in the list. 

How to view employee timesheets (for timesheet approvers)

1. From the Wiise landing page, select Payroll > Manager Timesheets. You’ll see a list of all the employee timesheets. Simply select the timesheet you want to see. 

How to edit a timesheet (for timesheet approvers)

1. From the Wiise landing page, select Payroll > Manager Timesheets. Highlight the timesheet line (also called a job line) you want to make changes to and then select Edit Timesheet from the ribbon.  

2. You can now edit start and end times, and hours worked.

How do you enter start times and end times in the timesheet? 

  1. Select the dropdown menu on each job line to enter the job details. 
  2. You can also see these details by selecting the link in the Description data field. A popup window will show you the timesheet line details and start and end times. 
  3. Fill in the Start Time and End Time fields: 
    • Type 9A for 9.00AM 
    • Type 5P for 5.00PM 
  4. To add comments, select Comment > Header or Comment > Lines  
  5. To add work description fill in the Work Description field.
  6. Select Attachments in the ribbon if you’d like to add an attachment. 

Note: You won’t be able to add an end time that’s after midnight. Please use a new timesheet line to enter hours in the next day. 

How do you enter hours worked each day in the timesheet? 

  1. From the dropdown menu on each job line, enter the job details. 
  2. You can also see these details when you select the link in the Description data field. A popup window will show you all the job details and start and end times. 
  3. For each day in the week, enter the number of hours worked. Use a maximum of two decimal places, like this:  
    • 7 hours 30 minutes should be entered as 7.5  
    • 6 hours 15 minutes should be entered as 6.25  
    • 4 hours 45 minutes should be entered as 4.75 

How to view a single timesheet (for timesheet approvers)

  1. Search for and select the Manager Timesheets list, then select a timesheet NO. to view a single timesheet. 

View a summary of the timesheet (the Timesheet Summary FactBox)

  1. Select the information icon (i) to the right of the navigation menu. 
  2. You’ll see an information box that shows you the: 
    • Timesheet Status 
    • Actual/Schedules – this is a summary of the hours entered 
    • Activity Details – this displays information related to the highlighted job line 

Understand your timesheet status

The list below shows you the different timesheet statuses. These are shown as columns on the timesheet. 

The status tells you where the timesheet is in the process, from when it’s first opened, through to when it’s sent to Payroll.  

  • Open: The timesheet has been created and allocated, or matched, to an employee 
  • Submitted: An employee has submitted their timesheet to their manager for approval 
  • Rejected: The timesheet approver or payroll administrator has rejected the timesheet. This can be sent back to the employee for action 
  • Approved: The timesheet approver or payroll administrator has approved the timesheet. The timesheet will be visible in Wiise Payroll. 
  • Posted: The timesheet has been added to the job journal 
  • Sent to Wiise Payroll 

You can find out who the timesheet approver is in the employee resource card, in the Timesheet Approver User ID field.

How to action timesheet job lines (for timesheet approvers)

Before you can action (approve, reject or reopen) a job line, make sure the timesheet has been submitted. Then:

  1. Search for and select the Manager Timesheets list. Then, select the relevant timesheet.
  2. Next to the first timesheet job line, select the ellipses (...) and choose Select more. Then select all the lines you’d like to action, by ticking the box at the start of each line.
  3. Select Process from the navigation menu, and select the action you want to take for each job line/s from the options shown.

This is what the actions do:

  • Approve: This approves the selected job lines but doesn’t post them.
  • Approve and Post Job Jnl.: This approves the selected job lines and posts them to the job journal. (You’ll have already created a default job journal when you set up Wiise Payroll — this registers the timesheet against a project.)
  • Once you’ve selected either Approve or Approve and Post Job Jnl, the timesheet (job lines) will be sent to Wiise Payroll. And the SENT TO WIISE checkbox will be ticked for each job line. 
    • The timesheet lines will be checked against the existing timesheets in Wiise Payroll within the period. Such as those generated from approved leave requests.  A message will show the dates when there could be duplication.  You can then choose whether to go ahead with submitting the timesheets or not.

Note: If an employee is set up with Use timesheets for exceptions only (e.g.: overtime) as the TIMESHEET TYPE, only the job lines using a WORK TYPE CODE, where the PAY CATEGORY is different from the employee’s PRIMARY PAY CATEGORY, will be sent to Wiise Payroll.

  • Reject: This rejects the selected job lines and allows you to send the timesheet back to the employee to make changes.
  • Reopen: Reopening a timesheet changes the timesheet from Approved to Submitted. However, you can’t reopen a posted timesheet. To update an approved or rejected timesheet, you'll need to reopen it first.
  • Attachments: You can attach documents relevant to the timesheet entry here.

Once you’ve selected an action, you’ll see a popup confirmation:

  • Select All submitted lines to approve and post all the job lines (the whole timesheet), or
  • Select Selected lines only to action certain job lines.

Note: To see an overview of timesheet information, you can select the Timesheet Status and Actual/Budgeted Summary fact boxes.

How to reopen timesheets (for timesheet approvers)

If it hasn’t already been rejected or posted, you can reopen an approved timesheet to make changes. When you reopen a timesheet, its status changes from Approved to Open.  

  1. From the Wiise role centre, select Payroll > Manager Timesheets
  2. Select a timesheet from the list. 
  3. On the Timesheet page, select Process > Reopen. 
  4. Next, in the popup box, select All approved lines, to reopen all lines. Or choose to reopen Selected lines only. 
  5. Finally, select OK. The timesheets line status will change to Submitted

How to post timesheet lines (for timesheet approvers)

After you’ve approved an employee’s timesheet entries, you can post them to the relevant journal. 

  1. From the Wiise role centre, search for and select either the Job Journal or the Resource Journal. You would select the Resource Journal if the timesheet isn’t going to be matched to a job (project), which might be the case for casual employees for example. 
  2. Select Process from the navigation menu, then select Suggest Lines from Timesheets. 
  3. In the pop-up window, choose which job lines you’d like to post by filling in Starting and Ending Date. And fill in Resource information if you’d like to filter by resource. 
  4. Now select OK. This will create entries in the journal, which you can change if you need to. 
  5. The Work Description will be copied to Description 2 field.
  6. From the navigation bar, select Post/Print, then Post. 
  7. Now you can confirm the posting. From the Wiise role centre, search for and select Job Ledger Entries or Resource Ledger Entries. The Job/Resource Ledger Entries page will show the lines that you’ve posted to the journal in Wiise. 

How to archive timesheets (for timesheet approvers)

After you’ve posted timesheets to the journal (see the How to post timesheet lines section), you can store them in the system for future reference.  

  1. From the Wiise role centre, select Payroll > Timesheets. And then select Move timesheets to archive. 
  2. In the popup form, fill in the Where and And details to choose the timesheets you want to archive — Wiise will archive timesheets that match your selection. For example, Where: is No. and is: is a timesheet number. And: is a Resource No. and is: is the employee’s name. 
  3. When you’re finished, select OK
  4. Whenever you want to review your archived timesheets, search for and select Time Sheet Archives or Manager Time Sheet Archives. 

Note: Once you’ve archived a timesheet, you won’t be able to see it in the Timesheets and Manager Timesheets lists anymore. 

How to complete and submit timesheets for approval (timesheet users)

  1. From the Wiise role centre, search for and select Timesheets. Or select Payroll, then Timesheets from the navigation menu. 
  2. Highlight the timesheet (with the right start and end dates) you want to complete, and then select Edit Timesheet. 
  3. For each job (timesheet) line, select the DESCRIPTION entry. 
  4. In the popup window, enter the start and end times, adding if it’s AM or PM. You can also enter break times. Wiise will calculate the total hours.  
  5. Make sure the job line dates are within the Start Date and End Date noted at the top of the timesheet. 
  6. To add work description fill in the Work Description field.
  7. You can add a document by selecting Attachments in the ribbon if you need to. 
  8. You can add more than one job line on a timesheet — so add as many as you need. 

Tip: If you want to view a summary of daily hours, select the information icon (i) to see the Summary Fact Box 

  1. Next, select the ellipses (...) on a job line and then choose Select More. And tick the checkbox at the start of each job line you’d like to submit (or send) for approval. 
  2. When you’re ready to submit the timesheet, select Process, then Submit from the navigation menu. 
  3. Then in the confirmation box that opens, select All open lines or Selected lines only

The important bits! 

  • You can only submit a timesheet if you’ve entered times in the job lines. 
  • Timesheet lines you're submitting will be checked against the existing timesheets in Wiise Payroll within the period. Such as those generated from approved leave requests.  A message will show the dates when there could be duplication.  You can then choose whether to go ahead with submitting the timesheets or not.
  • You can change information on a submitted line — select the line, and then select Reopen. 
  • If a manager has rejected a line that you’ve submitted for approval, it will show as Rejected. But don’t worry— you can make changes to the line, and then select Submit again. 

How to copy timesheet job planning lines (for timesheet users)

To save time when you complete a timesheet you can add job planning lines. This fills in the job and job task fields automatically. 

  1. Go to the Wiise role centre. Then search for and select Timesheets.
  2. From the Timesheet list, highlight a timesheet, then select Edit Timesheet.
  3. Select Lines, then Create lines from job planning.  

Wiise will copy job planning lines according to the information in the Resource No. field.

How to copy timesheet lines (for timesheet users)

If your timesheet information is always the same, why not save time by copying lines from your last timesheet? Then, all you have to do is to fill in the start and end times for the new period. 

  1. Search on the top right-hand corner of the page and select Timesheets. 
  2. Open a new timesheet for the next time period by selecting Create Wiise Timesheet. 
  3. Fill in the Options and Resource information and select OK. 
  4. From your new timesheet, select Lines, then Copy from last timesheet
  5. This copies lines from the last timesheet across to the new timesheet, including details such as type and description. If a line is related to a job (such as a project), the Job No. is copied across. All copied lines will be Open, so you can change the lines if you need to. 

Ready to do the pay run?

When you're ready to prepare, complete and import a pay run, you can find step by step details here.

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