Deltek Financial Management System
™
Deltek Web Suite
User’s Guide
Version 2007.2
Deltek Headquarters:
13880 Dulles Corner Lane
Herndon VA 20171
TEL: 703.734.8606
FAX: 703.734.1146
While every attempt has been made to ensure that the information in this document is accurate and complete, some typographical or technical errors may exist. Deltek, Inc. cannot accept responsibility for any kind of loss resulting from the use of this publication.
This page shows the original publication date. The information contained in this publication is subject to change without notice. Any improvements or changes to either the product or the book will be documented in subsequent updates.
This publication contains proprietary information which is protected by copyright. All rights are reserved. No part of this document may be electronically reproduced or transmitted in any form or by any means, electronic or mechanical, or translated into another language, without the prior written consent of Deltek, Inc.
This edition published September 2007. © Deltek, Inc., 2006-2007.
Unpublished-rights reserved under the copyright laws of the United States.
This software is protected by copyright law and constitutes valuable confidential and proprietary information of Deltek, Inc. and its licensors. This software, and all related documentation, is provided for use only in accordance with the terms of your license agreement. Unauthorized reproduction or distribution of this program or any portion thereof could result in severe civil or criminal penalties.
Notice - This software is 'commercial computer software' as defined in DFARS 252.227-7014 and FAR 12.212 and software documentation is commercial 'technical data' as defined in DFARS 252.227-7015 and FAR 12.211. All use, modification, reproduction, release,
performance, display, or disclosure of this commercial software shall be in strict accordance with the manufacturer's standard commercial license which is attached to and incorporated in the governing Government contract. Manufacturer is Deltek, Inc., 13880 Dulles Corner Lane, Herndon, VA 20171.
If this software and documentation has been licensed to the U.S. Government, it is
unpublished “restricted computer software” as that term is used in FAR Part 27.4, in which Deltek, Inc. has reserved all rights under the copyright laws of the United States.
END USER LICENSE AGREEMENT FOR DELTEK SOFTWARE
IMPORTANT- READ CAREFULLY. This End User License Agreement (“Agreement”) is a legal agreement between you (either an individual or a single entity, hereinafter referred to as “Licensee”) and Deltek, Inc. for certain Deltek software products and any documentation that accompany this Agreement, which includes third party software, associated media and any related services. An amendment or addendum to this Agreement may accompany the Software should other terms and conditions not otherwise stated in this Agreement need to apply. YOU AGREE TO BE BOUND BY THE ALL TERMS OF THIS AGREEMENT BY INSTALLING, COPYING OR USING THE SOFTWARE. IF YOU DO NOT INSTALL, COPY OR USE THE SOFTWARE; YOU MAY RETURN IT TO YOUR PLACE OF PURCHASE FOR A FULL REFUND, IF APPLICABLE.
1. Definitions.
(a) The term "Abnormal Use" means any use of the Software in disregard of (i) any known adverse consequences, (ii) warning messages, and (iii) other written instructions, including without limitation the failure to create appropriate backups.
(b) The term “Affiliate” means any entity that is controlled by Licensee.
(c) The term “Documentation” means the user and systems manuals for the Software, including all replacements, updates, additions and changes to such written materials from time to time made by Deltek and delivered to Licensee pursuant to this Agreement.
(d) The term “License” is defined in Section 2(a).
(e) The term “Named User” means anyone whom Licensee has authorized to use the Software by issuing a pass code. (f) The term “Simultaneous User” means anyone who is logged onto the Software at a particular time.
(g) The term “Software” means (i) the Deltek software products listed in, and licensed to Licensee by Deltek pursuant to, this Agreement, (ii) any Third Party Software, and (iii) all modifications, improvements, replacements, enhancements, additions, corrections, upgrades, customizations and other changes to such software from time to time made by Deltek or its licensors and delivered to Licensee pursuant to this Agreement.
(h) The term “Support Contractor” shall mean a third party with whom Licensee has a written agreement pursuant to which such third party has agreed to install, maintain and operate the Software for and on behalf of Licensee and to comply with the terms and conditions of this Agreement
(i) The term “Third Party Software” means of the third party software, if any, listed in, and sublicensed to Licensee by Deltek pursuant to, this Agreement.
2. License.
(a) Deltek hereby grants Licensee a non-exclusive, non-transferable license ("License") to use the Software, in a machine-readable form, together with the Documentation in accordance with the terms of this Agreement.
(b) Licensee shall not (i) permit any third party, other than a Support Contractor (for whom Licensee has provided the notice required by Section 2(d)), Licensee’s disaster recovery vendor or an Affiliate, to use the Software or the Documentation, (ii) use the Software or the Documentation in the operation of a service bureau for any third party not an Affiliate, (iii) make copies of the Software or Documentation except as otherwise permitted hereby or as necessary to use the Software and Documentation in accordance with this Agreement, (iv) reverse engineer, disassemble or reverse compile the Software, (v) sell, let for hire, sublicense, distribute, give away or otherwise supply to a third party any of the Software or Documentation, (vi) use the Software or Documentation to create any computer software program or user documentation that is substantially similar to the Software or Documentation, (vii) permit the Software to be used for more Licensee employees than the applicable number of employees specified in this Agreement or (viii) permit more users to use the software than the applicable number of Named Users or Simultaneous Users specified in this Agreement.
(c) Except as otherwise provided in Sections 2(d) and 3, Licensee shall install the server portion of the Software only at the location specified in this Agreement. (d) Prior to installing the Software on equipment to be operated by a Support Contractor, Licensee shall notify Deltek in writing of the name of the Support
Contractor and the location where the Software will be installed and, upon request, provide Deltek a copy of the written agreement between Licensee and the Support Contractor.
(e) Licensee shall be responsible for and indemnify Deltek for any damages resulting from any violation of the terms of this Agreement by any Support Contractor, disaster recovery vendor or Affiliate that Licensee permits to use the Software.
(f) Licensee may modify the Documentation to the extent necessary to reflect more closely Licensee’s operations. Deltek shall retain all rights in any such modified Documentation.
(g) Licensee may copy the Software on a mirrored or replicated server for the sole and exclusive purposes of optimizing the performance of the Software over a Local Area Network, Wide Area Network, or Metropolitan Area Network.
3. Relocation. In the event Licensee relocates its operations, Licensee may move the server portion of the Software from the location specified in this Agreement to the new location and may operate the Software concurrently at the old and new locations for a period not to exceed ninety (90) days without having to obtain an additional license, so long as Deltek is provided written notification of the move.
4. Disaster Recovery.
(a) In the event that Licensee notified Deltek in writing that Licensee has a bona fide disaster recovery plan with respect to some or all of the computer software programs used in its operations, Licensee may make one copy of the Software and Documentation for archival purposes and use such copy on a server at a location other than the Licensee location(s) specified in this Agreement, such other location to be owned or controlled by Licensee or Licensee's disaster recovery vendor.
(b) Such copy of the Software or Documentation shall be used only (i) for testing the plan's procedures and effectiveness or (ii) subsequent to the occurrence of an actual disaster during which Licensee cannot operate the Software on the server(s) at the Location(s) specified in this Agreement.
(c) Any copies made of the Software or Documentation pursuant to this Section shall contain Deltek's proprietary and/or copyright notice(s).
5. Term and Termination.
(a) The effective date of this License shall be the date of Licensee's initial use of the Software and its term is perpetual, unless terminated as provided in this Agreement.
(b) Licensee may terminate this License at any time by destroying all copies of the Software and Documentation. Deltek may terminate this License upon thirty (30) days' written notice to Licensee, if Licensee fails to comply with any of the material terms and conditions of this Agreement and if such failure to comply is not corrected within the said thirty (30) day period.
(c) Upon termination of this License for any reason, Licensee shall cease, and shall return or destroy all copies of, the Software and Documentation. Within thirty (30) days after the termination of this License, a corporate officer of Licensee shall execute a statement certifying that Licensee has fully complied with the terms of this section and acknowledging that all rights to use the Software and Documentation have been terminated and that any further use of the Software or Documentation is unauthorized and would be in violation of Deltek's rights therein.
(d) Termination of this License shall not relieve Licensee of its obligations to pay any amounts then due Deltek and shall not entitle Licensee to a refund of any amounts paid under this Agreement.
6. Ownership. Deltek and/or its licensors own all proprietary rights, including patent, copyright, trade secret, trademark and other proprietary rights, in and to the Software and Documentation.
7. Confidentiality. The Software and Documentation are confidential and proprietary information of Deltek and/or its licensors. Licensee agrees to take adequate steps to protect Software from unauthorized use or disclosure.
8. Warranty.
(a) Deltek warrants that the Software will operate in substantial accordance with the applicable Documentation, as it exists at the date of delivery, for a period of ninety (90) days from the date of delivery (“Warranty Period”), when the Software is used in accordance with that Documentation. This warranty does not apply to errors or malfunctions caused by (i) malfunction of Licensee’s equipment, (ii) software not licensed from Deltek, (iii) Abnormal Use or (iv) any other cause not directly attributable to Deltek.
(b) If, during the Warranty Period, the Licensee believes that the Software is not substantially performing in accordance with the Documentation, Licensee will immediately notify Deltek in writing and describe with specificity any such non-performance and will provide a listing of output and such other data as may be required by Deltek to reproduce the operating conditions as existed when the non-performance occurred.
(c) Deltek warrants that no portion of the Software shall contain at the time of delivery any “time bomb,” “Trojan horse,” “worm,” “drop dead device,” “virus” or other routine, device or undisclosed feature designed to (i) disable, damage, or erase the Software or data, or (ii) perform any other similar actions that would preclude full use of the Software by Licensee.
(d) Deltek warrants that the Software, when used in accordance with that Documentation, shall be able to accurately process date data (including, but not limited to, calculating, comparing, and sequencing) from, into, and between the twentieth and twenty-first centuries, including leap year calculations, provided that any other software not licensed from Deltek used in combination with the Software properly exchanges date data with it.
(e) Licensee's exclusive remedy and Deltek's sole liability under this warranty will be for Deltek (i) to use reasonable efforts to correct such defects and supply Licensee with a corrected version of the Software as soon as reasonably practicable after Deltek has been notified of such defects or (ii) if correction or replacement is not reasonably achievable by Deltek, to refund the license fee paid upon return of the Software.
(f) The warranties set forth herein are void if Licensee or any third party modifies or changes the Software in any way beyond the scope of the customization options contained in the Software. In order to receive and maintain this warranty, Licensee must (i) use the Software in accordance with the Documentation; (ii) use the Software on the hardware and with the operating system for which it was designed; and (iii) use only qualified personnel to operate the Software. (g) Deltek will not be required to maintain compatibility between the Deltek Software and any other software (except the Third Party Software), including, but not
limited to, versions of Third Party Software other than those specified in this Agreement.
(h) Deltek does not warrant that the functions contained in the Software will meet Licensee’s requirements or that the operation of the Software will be uninterrupted or error-free.
9. Disclaimer of Warranties. EXCEPT AS SET FORTH IN SECTION 8 ABOVE, ALL EXPRESS OR IMPLIED CONDITIONS, REPRESENTATIONS AND WARRANTIES INCLUDING, BUT NOT LIMITED TO, THE WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, ARE HEREBY EXCLUDED TO THE EXTENT PERMITTED BY LAW.
10. Infringement.
(a) Deltek agrees to defend, indemnify and hold harmless Licensee from and against any action based on a claim alleging that the Software infringes a patent, copyright or trade secret of any third party, and Deltek shall indemnify Licensee against all costs, expenses and damages arising from any such action; provided, however, that (i) Licensee shall have given Deltek prompt written notice of such action, (ii) Licensee shall cooperate with Deltek in the defense and settlement thereof and (iii) Deltek shall have control of the defense of such action and any settlement or compromise thereof.
(b) If a temporary or a final injunction is obtained against Licensee's use of the Software by reason of an infringement of a patent, copyright or trade secret, Deltek will, at its option and expense, either (i) procure for Licensee the right to continue using the Software; (ii) replace or modify the Software so that it no longer infringes such patent, copyright or trade secret, so long as the utility or performance of the Software is not adversely affected by such replacement or modification; or (iii) terminate this Agreement and all licenses granted hereunder and return the amount paid by Licensee for the Software.
(c) Deltek shall have no liability to Licensee for any infringement action or claim that is based upon or arises out of the modification of the Software by Licensee or any third party or the use of the Software or any portion thereof in combination with any other equipment or software in the event that, but for such modification or use, the claim or infringement would not lie.
(d) THIS ARTICLE STATES DELTEK'S ENTIRE OBLIGATION TO LICENSEE WITH RESPECT TO ANY CLAIM OF INFRINGEMENT.
11. Export Regulations. The Software, including technical data relating thereto, is subject to U.S. export control laws, including the U.S. Export Administration Act and its associated regulations, and may be subject to export or import regulations in other countries. Licensee agrees to comply strictly with all such regulations and acknowledges that it has the responsibility to obtain licenses to export, re-export or import the Software.
12. U.S. Government Rights. If Licensee is acquiring the Software and the accompanying Documentation, on behalf of the U.S. Government, the Software and accompanying materials are be deemed to be “commercial computer software” and “commercial computer software documentation” or “restricted computer software” as those terms are defined in the Federal Acquisition Regulation ("FAR"), and the Government shall have only those rights specified in this Agreement and, if applicable, the clause entitled “Commercial Computer Software – Restricted Rights (June 1987) at FAR 52.227-19. The Software is an unpublished work with all rights reserved under the copyrights laws of the United States.
13. Limitation of Liability. Except for IP indemnification, Deltek's total liability on any claim of any kind for any loss or damage arising out of, resulting from or in connection with (i) this Agreement or the performance or breach thereof or (ii) the use or performance of the Software shall not exceed the amount of the license fee paid for the Software. IN NO EVENT SHALL EITHER PARTY BE LIABLE FOR INDIRECT, SPECIAL, IINCIDENTAL OR CONSEQUENTIAL DAMAGES, INCLUDING WITHOUT LIMITATION LOSS OF PROFITS, REVENUE, DATA OR GOODWILL, ARISING FROM ANY CAUSE OF ACTION WHATSOEVER, INCLUDING WITHOUT LIMITATION CONTRACT, WARRANTY, STRICT LIABILITY, OR NEGLIGENCE, EVEN IF SUCH PARTY HAS BEEN ADVISED OF THE POSSIBILITY OR LIKELIHOOD OF SUCH DAMAGES.
14. Binding Effect. This Agreement shall be binding upon the parties and their respective legal successors and permitted assigns.
15. Assignment. Licensee may not assign or transfer this Agreement or any right or obligation hereunder without Deltek’s prior written consent. Any assignment made in violation of this provision shall be void.
16. Severability. If any provision hereof is found by a tribunal of competent jurisdiction to be illegal or unenforceable, then such provision is hereby waived to the extent necessary for the Agreement to be otherwise enforceable.
17. Notices. All notices or other written communications required or permitted to be given sent pursuant to this Agreement shall be sent by overnight, registered or certified mail (return receipt requested) and addressed to the parties at the addresses first set forth above (or such other address as may be specified by like notice).
18. Governing Law. The Agreement is made under and shall be governed by and construed in accordance with the laws of the Commonwealth of Virginia, without reference to its choice of law provisions. The United Nations Convention on Contracts for the International Sale of Goods shall not apply to this Agreement.
19. Disputes. Licensee (i) agrees that it may bring a cause of action relating in whole or in part to this Agreement only in either a state court located within Fairfax County, Virginia or the United States District Court for the Eastern District of Virginia, (ii) agrees that it may not initiate any such cause of action against Deltek in a court located in any state other than Virginia and (iii) specifically waives any right it may otherwise have to initiate any such cause of action against Deltek in a court located in any state other than Virginia. Licensee further agrees that it is subject to personal jurisdiction in the Commonwealth of Virginia with respect to any cause of action that relates in whole or in part to this Agreement, specifically including any such cause of action that Deltek may bring against Licensee. All parties agree that venue for any cause of action relating in whole or in part to this Agreement shall be properly laid in the Virginia state courts located in Fairfax County, Virginia and in the United States District Court for the Eastern District of Virginia. Notwithstanding the foregoing, Deltek may, in its sole discretion, bring an action against Licensee in any other jurisdiction in which proper jurisdiction over Licensee may otherwise be obtained.
20. Entire Agreement. This Agreement together with the schedules and attachments identified herein contain the entire agreement between Licensee and Deltek relating to the subject matter hereof and supersede all prior or contemporaneous oral or written communications, proposals and representations relating to the subject matter hereof.
21. Modifications. No modification or amendment to this Agreement will be binding unless in writing and signed by a duly authorized representative of each party.
22. Waiver. A failure or delay of either party to this Agreement to enforce at any time any of the provisions of this Agreement, to exercise any option which is herein provided or to require at any time performance of any of the provisions hereof shall in no way be construed to be a waiver of any provision of this Agreement.
Contents
Getting Started in Deltek Web Suite
Features in Deltek Web Suite ...1-2 Entering and Leaving Web Suite ...1-3 Changing the Company ...1-4
Entering Time
Using Deltek Web Time ...2-2 Copying a Time Sheet ...2-13 Specifying Employee Settings for Web Time...2-15 Specifying User Settings for Web Time ...2-17 Adding or Deleting an Activity Template...2-19 Printing Your Time Sheet ...2-21 Approving Time Sheets ...2-23 Reviewing Time Sheets ...2-25 Exporting Time Sheets to Deltek FMS...2-27
Entering Employee Expenses
Preparing to Enter Employee Expenses Using Web Expense...3-2 Entering and Processing Employee Expenses Using Web Expense: Overview ...3-7 Entering Employee Expenses ...3-13 Reviewing and Approving Employee Expenses...3-24 Sending Employee Expense Sheets to Deltek FMS...3-28 Printing Web Expense Reports ...3-34
Printing Reports
Using Web Reporting ...4-2 Creating a Report...4-3 Viewing and Printing a Report ...4-5
Chapter 1
Getting Started in Deltek Web Suite
In This Chapter
Features in Deltek Web Suite 1-2 Entering and Leaving Web Suite 1-3 Changing the Company 1-4
Features in Deltek Web Suite
Deltek Web Time
In Deltek Web Time, you can use the Web to do the following: Add or edit time sheets.
Review time sheets. Approve time sheets. Print a time sheet.
Export time sheets to your Deltek FMS database.
Deltek Web Expense
In Deltek Web Expense, you can do the following over the Web: Add or edit employee expense sheets.
Review expense sheets. Approve expense sheets. Print an expense sheet.
Export employee expense sheets to your Deltek FMS database.
Deltek Web Reporting
With Deltek Web Reporting, you can use the Web to request a Business Management report from Deltek FMS. You specify the reporting filters, options, and date range for each report you generate in Web Reporting. Access to reports through Web Reporting is controlled by the access rights defined in your user record in Deltek FMS.
Deltek Web Suite Help
If you have questions about how to use or enter information in the Web
Suite modules, click the Help button on any page to access the Deltek
Web Suite Help. The Help topic that appears offers general information about the page and step-by-step instructions on how to perform the specific task.
To view other Help topics, click the Contents button ( ) in the upper or
bottom left corner of any Help topic window to display a contents list. From there, you can view other available topics, or you can view and print
Entering and Leaving Web Suite
Log In to Deltek Web Suite
The first page you see when you access Deltek Web Suite is the Log In to Deltek Web Suite page. To enter Deltek Web Suite and gain access to its time entry, employee expense entry, and reporting features, log in with the user name and password set up for you in Deltek FMS.
Enter your assigned user name. Enter your assigned password.
Click here to enter Web Suite.
To enter Deltek Web Suite, do the following:
1 Enter your user name in User name.
2 Enter your password in Password.
3 Click Log In to enter Web Suite.
Result: The Welcome to Deltek Web Suite page opens. You’re now ready to begin using Deltek Web Suite.
Log Out of Deltek Web Suite
Changing the Company
Quick Reference
With Deltek Web Suite you can enter data for multiple companies in the same session. To switch the company you’re currently working in, click the Change Company tab and select the company you want to enter information for.
The arrow indicates the currently selected company. To change the company you’re working with, click the company name.
Note You can only change companies in Web Suite if your
user record in Deltek FMS gives you access rights to the Open Company dialog box.
Step-by-Step Instructions
To change the company you're entering or creating information for in Deltek Web Suite, do the following on the Change Company page:
1 Under Select a company to work with, click the name of the
company you want to work with.
Result: An arrow appears next to the selected company.
2 Click the Time, Expenses,or Reports tab in the Deltek Web Suite
program to begin entering time, entering employee expenses, or processing reports for the newly selected company.
Chapter 2
Entering Time
In This Chapter
Using Deltek Web Time 2-2 Copying a Time Sheet 2-13
Specifying Employee Settings for Web Time 2-15 Specifying User Settings for 2-17
Adding or Deleting an Activity 2-19 Printing Your Time Sheet 2-21 Approving Time Sheets 2-23 Reviewing Time Sheets 2-25
Using Deltek Web Time
Quick Reference
To enter a time sheet, click the Time tab in Web Suite to go to the Time Sheet page.
Click the New button in the header area of the page to create a new blank time sheet.
New button:
To view an existing time sheet, enter the time sheet number in
Time Sheet and tab out of the box, or click the Lookup button next to the box and select the time sheet.
You can also create a new sheet by copying an existing sheet. To do that, display the sheet you want to copy and click the Copy button in the header area of the page.
Copy button:
To add a time record to the sheet, click the Add Row button located just above the upper left corner of the time entry grid to add a new row. Enter the work breakdown structure, type of time (regular or overtime), and the hours for each day.
Add Row button:
When you’ve entered all time for the time sheet, click the
Submit button next to the Sheet Status box to mark it as ready to be reviewed and exported to Deltek FMS.
Submit button:
Adding a New Time Sheet
To create a new time sheet, do the following:
1 Click the Time tab in Web Suite to go to the Time Sheet page.
2 Click the New button in the header area of the page to create a
blank time sheet with a new time sheet number and default time sheet dates.
Note You can also create a new time sheet by copying an
existing one. This procedure is described later in this topic.
3 If the employee in Employee isn’t correct or if no employee
name is shown, click the Lookup button next to the Employee
text box. On the Select Employee subpage, click the option button next to the correct employee and click Select. If you’re restricted to entering time for yourself, your name
automatically appears in the Employee text box.
4 If the time period defined by the dates in Period Begin and
Period End isn’t correct, enter different dates. You can type in the date, or you can click the calendar button next to the date box and select the date using a calendar.
Note If you change the time sheet period, Web Suite must
retrieve information from the server in order to reset date-related values and redisplay the page. This may take a few seconds.
5 Click the Add Row button just above the upper left corner of the
time entry grid to add a new blank row for entering time. (You also have the option to add a row by copying an existing row. Make sure the focus is in the row you want to copy and click the Copy Row button above the upper left corner of the grid.)
6 If the grid includes an Activity column and you want the work
breakdown structure to come from an activity template, tab to the
Activity column and either type the activity template ID or press the F2 key to select the template from a list.
Note Your employee settings in Web Time control
whether or not an Activity column appears in the grid.
7 In Project, type the ID of the project for which you want to enter time or press the F2 key and select the project from a list. Repeat for BillGrp and the other components of the work breakdown structure.
If you specified an activity template in the Activity column to fill in the work breakdown structure, you can still change individual components of that structure.
Note If you press F2 and there is already a value in the cell, the selection list only shows items that begin with that value. If the value is a complete ID (a project ID, for example), then the list will only include one item. To display a full selection list, click the Show All button.
8 In Hr. Type, indicate if the hours you are entering are regular or overtime hours.
9 In the day columns, enter the hours worked. If you need to enter
a comment related to the time for one of the days, make sure the
focus is on that day and type the comment text in the Comments
for… box near the bottom of the page.
Note To help you identify time for which comments have
been entered, Web Time displays the hours in bold numbers.
10 Repeat steps 5-9 until you’ve entered all time records.
11 If the sheet is finished, click the Submit button next to Sheet Status to mark it as ready for review, approval, and exporting to Deltek FMS. If you will be adding other time records to the sheet later on, don’t click Submit.
12 Click the Save button in the header area of the page to save the
Adding a Time Sheet by Copying an Existing Sheet
If you often work the same schedule and on the same projects and activities, you can copy an existing time sheet rather than having to create one yourself. To do that, display the time sheet you want to copy and click the Copy button in the header area of the Time Sheet page.For details, see “Copying a Time Sheet” on page 2-13.
Default Time Sheet Dates
The default dates in Period Begin and Period End are determined by the
option selected on the Time & Expense Entry tab of the Business Management Control Information dialog box in Deltek FMS.
Be aware that if you change the time sheet dates, Web Suite must retrieve information from the server in order to reset date-related values and redisplay the page. This may take a few seconds. Also note that if you enter or change time records and then decide to change the sheet dates, you should first save the sheet, or your unsaved changes will be lost.
Note If your system is set up for daily time sheets (a new time sheet each day), the beginning date and ending date are the same. In this case, Web Suite automatically skips Saturdays and Sundays when assigning default time sheet dates. For example, if your last time sheet is dated 12/14/07, a Friday, the default date for the next new time sheet is 12/17/07, a Monday.
If You Aren’t Able to Change the Dates
Your user record in Deltek FMS controls whether or not you are able to change the default dates for a new time sheet. You may be able to change both dates, only one of the dates, or neither date.
If Time Sheet Dates Include a Company Holiday
If you enter a time sheet for a date range that includes a holiday date, Web Time automatically creates a time record for the holiday date using the work breakdown structure and default hours specified on the Time Record Information tab in the Company Holidays dialog box in Deltek FMS. If the project used for holiday time requires comments, a default comment
with the text Company Holiday is created. You can change any of the
default information or delete the time record, as appropriate.
In some cases, however, Web Time doesn’t create a time record for a holiday:
The employee for whom the time sheet is being entered must be assigned the time-off-code that is linked to the phase or labor code (whichever level you are using to track time off) in the
default work breakdown structure. If that time-off code isn’t assigned to the employee, no record is created. (Because of this, no holiday time records are created for contract employees.) No record is created if creating that record would result in an error condition (if the time-off code has been inactivated, for example).
No record is created if you save the time sheet and then change the date range to include a holiday date.
Hidden Data Items
When setting up Deltek FMS, your company may decide to hide selected components of the work breakdown structure for time entry. If that is the case, those hidden components won’t appear in the time entry grid on the Time Sheet page.
The columns for any or all of the following may be hidden: Department
Cost type Staff type Labor code
Showing Only Specific Records in Lookup Lists
Because you may have a long list of available projects, billing groups, etc. to select from in the lookup lists, Web Time gives you the option to show only selected records in the lists. You can do this in a couple of ways:
Type the first few characters of the item’s ID in the grid cell or text box and then press the F2 key. The selection list that appears will then only contain items with IDs that start with the
characters you typed. For example, if you enter 01 when
selecting projects, Web Time displays only projects with project IDs that start with 01.
Or
Press the F2 key without typing anything in the cell. Then, in the Select… dialog box, select what you want to search by in the first Find box, , enter the first character or first few characters in
the second, and click the Find button. Web Time then displays
only those records that start with the characters you entered.
You can also use wildcard characters in the Find box. Use the
percent sign (%) to represent any number of characters and the underline ( _ ) to represent a single character.
In either case, you can click Show All if you want to show all of the available choices once again.
Note If you press F2 from a cell that already contains a record ID, the selection list will only include that record. Use the Find
box and button or the Show All button to display a list containing other records.
Inactive, Complete, or Closed Records
Lookup lists do not show any of the following:Inactive records of any type Completed projects
Projects, billing groups, or phases that are closed to time entry In addition, if you begin entering a time record by selecting an activity template that includes a project, billing group, or phase that is closed to time entry, all cells normally filled from the activity template will be blank.
Global Phases
The selection list includes global phases when you are selecting a phase for a billing group that uses global phases. Phases already assigned to the billing group also appear in the list. (If a global phase and a phase already assigned to the billing group have the same phase ID, only the assigned phase is shown in the list.) If the billing group isn’t using global phases, only phases already assigned to the billing group are available for selection.
The same is true for global labor codes.
Limit Time Entry for Projects, Billing Groups, and Phases
to Those to Which the Employee Is Assigned as Staff
If the Limit Time Entry Based on Staff Assignments check box is
checked for you in the Employees dialog box in Deltek FMS, you can only enter time for those projects, billing groups, and phases to which you are assigned, either as a manager or as staff, in the Billing Groups dialog box.
If this restriction is in effect, you can only select from the projects, billing groups, and phases to which you are assigned. If you instead type in the ID for a project, billing group, or phase to which you are not assigned, Web Suite displays a message that indicates the entry isn’t valid.
If Comments Are Required
When you enter a row in a time sheet for a billing group that requires comments for time records, the cell containing the billing group ID has a red background. If you enter hours for the billing group in one of the day columns but don’t enter a comment, the background in that cell is changed to red also, as a visual reminder that a comment is needed.
Sheet Status
As a time sheet is entered, reviewed, approved, and exported, its status in Web Time changes.
When the status is… You can…
New Add, change, or delete time records and other sheet information. (Only newly created, unsaved sheets have this status. When you save the sheet the first time, the status changes to Editable.)
Editable Add, change, or delete time records and other sheet information.
Submitted Approve or reject the sheet (if you are using the approval feature).
Unsubmit the sheet. Export the sheet. Review the sheet.
Approved Export the sheet. Review the sheet.
Reverse the approval (if you are the person who approved it).
Exported Review the sheet. Unexport the sheet.
In some cases, you may not be able to perform some of the actions indicated in this table because your user name hasn’t been given the necessary access rights.
Submitting a Time Sheet
The Submit button next to Sheet Status enables you to indicate that you
are through entering the time sheet and ready for the sheet to be
processed. Until the sheet is submitted, it can’t be approved or exported to Deltek FMS.
Submit button:
If you later discover that you need to change the sheet and you have the required access rights set up for your user name in Deltek FMS, you can
click the Unsubmit button (again, located next to Sheet Status) to change
its status back to Editable as long as the sheet hasn’t been approved or exported. If you don’t have the necessary access rights, someone with those rights will have to change the sheet status for you so you can make the corrections.
Changing, Copying, and Deleting Time Records
As long as the status of the sheet is New or Editable, you can add new time records and change, copy, or delete existing time records. Use the buttons just above the upper left corner of the time entry grid.
Create a new time record by copying the currently selected one.
Delete the currently selected time record.
Add a blank row below the last time record so you can enter a new record.
Requiring Reasons for Changes to Time Records
Your company may require you to enter a reason for any time recordchanges. If Require Reason for Time Record Changes is checked on
the Time & Expense: Controls subtab of the Time & Expense Entry tab in the Business Management Control Information dialog box in Deltek FMS,
you must provide a reason when you change a previously saved time record.
Web Suite logs the change and opens a special Reason for Change box
so a change reason can be entered when you change any of the following: Work breakdown structure (project, billing group, phase,…) Time record date
Regular or overtime hours
The logged changes are exported to Deltek FMS when you export the time records.
Reviewing Time Record Change Reasons
To review time record change reasons in Web Time, display the time
sheet and click the Review Reasons for Changes icon ( ) to open the
Review Reasons for Changes page.
This page displays the time records for which change reasons have been entered. Click anywhere in the row for a time record to view the reasons for that record.
You can’t approve a time sheet in Web Time without first reviewing the change reasons.
If Only the Employee Can Make Changes to Time Sheets
Your company can require that changes to time records are only made by the employee on the time sheet. This restriction is implemented bychecking Limit Employees to Adding/Modifying Their Own Time on
the Time & Expense: Controls subtab of the Time & Expense Entry tab in the Business Management Control Information dialog box in Deltek FMS. If this box is checked, only the user that is linked to the employee on the time sheet can change any of the following:
Employee ID
Time sheet start and end dates
Work breakdown structure (project, billing group, phase,…) Time record date
Regular or overtime hours
Supervisors or others with the necessary access to an employee’s time sheet can still review the time records and make changes to other time sheet data.
If this restriction is in effect, no changes can be made to the above data in the Time Record Import dialog box during the process of importing the records into the Deltek FMS database. If any changes are needed, they will have to be made in Web Suite by the employee.
If You Save a Time Sheet for the Wrong Employee
Once you save a time sheet, you can’t change the employee ID. If you need to change the employee ID on a saved time sheet, create a new time sheet by copying the original one, change the employee ID for the new one, and delete the incorrect sheet.Deleting a Time Sheet
If you accidentally create a sheet for the wrong employee or need to remove a sheet for some other reason and the status of the sheet is
Editable, click the Deletebutton in the upper section of the page:
Delete button:
Selecting and Displaying an Existing Time Sheet
To select an existing time sheet that you want to review or edit1 Click the Time tab in Web Suite to go to the Time Sheet page.
2 In Time Sheet, type the number of the time sheet you want and tab out of the box, or click the Lookup button next to the box to select the sheet.
If you click the Lookup button to open the Select Time Sheet page, do the following
1. Indicate, in Find, how you want to select sheets and then
click Find. You can select by sheet number, employee ID,
employee name, period begin date, period end date, or time sheet status. (Tip: You can also use wildcard characters in
the Find box. Use the percent sign (%) to represent any
number of characters and the underline ( _ ) to represent a single character.)
Or
Click Show All to view a list of all sheets entered using Web
Time.
2. To display one of the sheets in the list, click the option button at the beginning of the row for that sheet and then click the
Select button at the bottom of the page.
If your Web Time user settings allow, you can also use the Review Time Sheets page to review sheets. For more on this, see “Reviewing Time Sheets” on page 2-25.
Copying a Time Sheet
Quick Reference
If you often work the same schedule and on the same projects and activities, you can copy an existing time sheet rather than having to create one yourself. To do that, display the time sheet you want to copy and click the Copy button in the header area of the Time Sheet page. When you copy a time sheet, you are given the option to change the reporting period, set the hours to zero, clear any comments for the new time sheet, and reset employee cost types and staff types to the default settings.
Note Deltek FMS may be set up so that you can’t change the
default settings for the check boxes on the Copy Time Sheets page.
Procedure
Do the following to create a new time sheet by copying an existing one:
1 Click the Time tab in Web Suite to go to the Time Sheet page.
2 In Time Sheet, type the number of the time sheet you want to copy and tab out of the box, or click the Lookup button next to the box to select the sheet.
3 Click the Copy button in the header area of the page to open the
Copy Time Sheets page.
Click the calendar icon to enter the beginning date of the reporting period you’re entering time for.
Enter the number of days in the period covered by the time sheet.
Check this box to set all hours to zero for the new time sheet.
Check this box if you don’t want comments for the existing time sheet to be copied for the new one. Click OK to create the
new time sheet. Check these check boxes to set the staff types and cost types in the copied time records to the default values, regardless of the values entered on the existing time sheet.
4 Click the calendar icon next to Period Beginning Date and
select the date of the first day in the period covered by the time sheet.
5 In Number of days in reporting period, enter the total number of days in the period covered by the new time sheet.
6 If you want to reset all hours to zero for the new time sheet,
check Set All Hours to Zero.
Note If you choose to set all hours to zero on the new time
sheet, Web Time clears any existing comments from the previous time sheet as well.
7 If you don’t want comments for the existing time sheet to be
copied for the new time sheet, check Clear All Comments.
8 If you want to reset the staff types to the default staff types, regardless of the values entered in the existing time sheet, check
Re-Default Staff Types.
9 If you want to reset the cost types to the default cost types,
regardless of the values entered in the existing time sheet, check
Re-Default Cost Types.
10 Click OK to create the new time sheet.
11 As necessary, change the information in the copied time record
rows.
To remove any time records you don’t want on the new sheet, click in the row and then click the Delete Row button just above the upper left corner of the time entry grid.
To add new time records to the sheet, click the Add Row button just above the upper left corner of the time entry grid.
To add a new time record by copying an existing one, click in the row you want to copy and click the Copy Row button just above the upper left corner of the time entry grid.
Specifying Employee Settings for Web Time
Quick Reference
Before an employee begins entering time using Deltek Web Time, you need to specify how the employee views and enters project information on his or her time sheet and whether or not the employee can choose from available activity templates.
To do that, move your mouse pointer to the Options button in the header
are of the Time Sheet page, and click Employee Settings on the menu
that appears.
Select Yes if you want to be able to select activity templates when entering time for the employee. If you select No, the Activity
column will not appear in the time entry grid when you are entering time for the employee.
Click Save to save the employee settings.
Click the lookup button to select the employee.
What Activities Are
Activities in Web Time are simply predefined work breakdown structures that you can use to speed up time record entry. Each activity includes a project, billing group, phase, department (if you’re using departments), cost type, staff type, and labor code.
When you select an activity in the Activity column of the grid on the
Time Sheet page, Web Suite fills in the work breakdown structure (project, billing group, phase,…) using the components specified for the activity.
For information on setting up activities, see “Adding or Deleting an Activity Template” on page 2-19.
Granting Access to Activity Codes for Time Entry
If you want an employee to be able to use predefined activities when entering time, select the employee on the Maintain Web Time Employee Settings page and select the Yes option. If you do this, the time entry gridon the Time Sheet page will include an Activity column. The employee
can then do any of the following:
Specify the work breakdown structure for a time record by selecting an activity in Activity
Skip the Activity column and enter the work breakdown
structure themselves
Select an activity and change one or more of the items in the default work breakdown structure
If you select No on the Maintain Web Time Employee Settings page, the
Activity column isn’t visible when a time sheet is being entered for the employee.
Specifying User Settings for Web Time
Quick Reference
Before an employee uses Web Time, you need to indicate if
They are able to add or edit activities for their own use and for use by all employees
They are able to review employee time sheets on the Review Time Sheets page
The browse buttons on the Time Sheets page cycle through all time sheets or only those for the currently selected employee
To do that, move your mouse pointer to the Options button on the Time
Sheet page, and click User Settings on the menu that appears.
Note If you grant access to a user, the link for adding and deleting activities appears on the Options menu.
Check this box to allow the user to add or edit activities for use by all employees.
Click the lookup button to select the user name.
Check this box to allow the user access to add or edit activity templates for his or her use only.
Indicate if the user can use the Review Time Sheets page to review sheets.
Select Time Sheet IDif you want the browse buttons on the Time Sheet page to cycle through all time sheets in time sheet number order. Select Employee
if you want the browse buttons to only cycle through the time sheets for the currently selected employee.
Options for Browse Button Behavior
When you use the browse buttons next to Time Sheet on the Time Sheet
page in Web Suite to move from one time sheet to another, the default is to display sheets in time sheet number order regardless of employee. However, you also have the option to change the browse buttons to only cycle through the time sheets for the currently selected employee. To select this alternate method for a user, select the user and then, under
Browse By, select the Employee option.
This option is only available for users who are not restricted to viewing only their own time sheets.
Note This option only applies to the browse buttons. If you
click the Lookup button (button with the binoculars icon), the browse list on the Select Time Sheet page always includes all time sheets you are authorized to view, in time sheet number order.
Users Who Inherit Access Rights from a Template User
Users who inherit their access rights in Deltek FMS from a template user also get their user settings for Web Time from the template user. You don’t establish user settings for them individually.
Adding or Deleting an Activity Template
Quick Reference
To add or delete an activity, move your mouse pointer to the Options
button in the header area of the Time Sheet page, and click Activities on
the menu that appears. In the Add/Delete Activity page, you can create a new activity to use when entering time or you can delete an existing activity.
Note Your Web Time user settings determine if you have access to the Add/Delete Activities page. If you’re not set up to create activities, you can’t open this page.
To delete an existing activity, click here to select the activity and then click Delete.
If you’re adding a new activity, click the lookup buttons to select the project, billing group, phase, etc., or you can type them in yourself.
Enter a unique identifier for the new activity.
Click Add to add the new activity to your available activities.
Check this box to make this activity available for all employees, not just the currently selected employee.
Modifying an Existing Activity
If you need to change an activity, first delete it and then add it again with the correct information.
If Components of the Work Breakdown Structure Are
Missing
When it sets up Deltek FMS, your company may decide to hide selected components of the work breakdown structure for time entry. If that is done, those hidden components won’t appear on the Add/Delete Activity page.
Printing Your Time Sheet
Quick Reference
To print your time sheet, click the Print button in the header area at the top of the main Web Time page.
Print button:
On the Time Sheet Printing Options page, you select how you want to view the time sheet information and the file type you want to print to.
Select how you want to view and print your time sheet information.
Select the file type you want to print the information to (for example, HTML, Adobe Format (PDF), Word for
Windows…)
Click Print to print the time sheet.
Choosing the Report Format
In Web Time, you can print the time sheet using the Time Record (Summary by Day) report, the Time Record (by Time Sheet) report, and the Time Record (Two Week Summary) report.
Time Record (Summary by Day)This report summarizes time records by date over a one-week period.
Time Record (by Time Sheet)This report shows each time record individually, with the records grouped by date.
Time Record (Two Week Summary)This report summarizes time records by date over a two-week period.
Choosing a Format for the Report
In Output Format, select the file type in which you want to view or print
the report (HTML, Adobe format (PDF),…).
When you click the Print button, the report is generated in the file format you specified and displayed using the appropriate software application.
Printing the Report on a Printer
If you want to print the report on paper, first print to one of the file formats, and then print the file on a printer using the printing capabilities of the software application that Web Time uses to display the report.
Approving Time Sheets
Quick Reference
To approve time records before exporting them to Deltek FMS for final
processing, first move the mouse pointer to the Options button in the
header area of the Time Sheet page and click Approve on the menu that
appears. On the Select Time Sheet for Approval page, select from a list of submitted but not yet approved sheets.
Keep in mind that you aren’t required to approve time sheets in Web Time. You have the option to export unapproved sheets to Deltek FMS and approve them there.
Note Your user settings in Deltek FMS determine whether or not you’re set up to approve time in Web Time. If you’re set up to approve time sheets in Deltek FMS, you are able to approve sheets in Web Time.
If you want to display a list of submitted sheets for a supervisor or employee, click the appropriate option button and then click Filter. To see all time sheets awaiting approval, select
Clear Filter.
To select a time sheet for approval, click the option button for the time sheet and then click Select.
When you select a time sheet to approve, it is displayed on the main Web Time page, where you have the option to approve or reject it.
To approve the employee’s time sheet, click the Approve button.
If the time sheet can’t be approved for some reason, click the Reject button. When you reject a time sheet, the status changes back to Editable, and a box opens so you can enter a reason for rejection and e-mail it to the employee.
Rejecting an Employee’s Time Sheet
When you select a time sheet for approval, you have the option to approve the time sheet for processing or reject it. To reject a time sheet, click the
Reject buttonin the header area of the Time Sheet page to open the Reject
Time Sheet page. Reject button:
On the Reject Time Sheet page, enter the reason you’re rejecting the time sheet in the Reason text box. In Email To, enter the employee’s e-mail
address. Click Send to send the reason for rejection to the employee’s
e-mail address and change the status of the time sheet back to Editable. The employee then makes the necessary changes to the time sheet and
resubmits it for approval.
If You Are a Supervisor
If you are supervisor who is set up in Deltek FMS to only have access to time and expense information for employees you supervise, the list of time sheets displayed for you to approve is automatically filtered to include only your own time sheets and the sheets of those you supervise. (If you have another person assigned in Deltek FMS as your supervisor, you cannot approve your own time sheet.)
Reversing Approval
If changes need to be made to a time sheet that has already been approved in Web Suite, the approval must first be reversed by the person who approved it. That person displays the time sheet, clicks the Unapprove button, and then saves the sheet with its new status (either Editable or Submitted).
Reviewing Time Sheets
Quick Reference
To review the status of time sheets entered for a specific date range, move
the mouse pointer to the Options button in the header area of the Time
Sheet page and click Review on the menu that appears. On the Review
Time Sheets page, you can choose to list only time sheets with a particular status or list employees who have no time sheets that fall within the entered date range.
Note Your Web Time user settings determine whether or not you can open the Review Time Sheets page.
To display only time sheets with a particular status, select the status in Filter By. To view a time sheet, double-click the option button for the time sheet. Or, click the option button and then click
Select.
Click the calendar icons to enter the beginning and ending dates of the period you want to view time sheets for, and then click the Find button to display the sheets.
If You Are Restricted to Your Own Time
If you are restricted, in your employee record in Deltek FMS, to reviewing and entering only your own time, only your time sheets will appear on the Review Time Sheets page.
If You Are a Supervisor
If you are supervisor who is set up in Deltek FMS to only have access to time and expense information for employees you supervise, the list of time sheets displayed for you to review is automatically filtered to include only your own time sheets and the time sheets of those you supervise.
Tip: Reviewing More Than One Sheet
When you select a time sheet on the Review Time Sheet page, that time sheet is displayed on the main Web Time page. However, the Review Time Sheet page remains open in the background, so you can quickly return to it and select a different time sheet.
Exporting Time Sheets to Deltek FMS
Quick Reference
Once a time sheet has been submitted and approved (if applicable), it is ready to be exported to Deltek FMS for final processing. (You can only export time sheets if your user record in Deltek FMS gives you access rights to that process.)
To export a batch of time sheets, move the mouse pointer to the Options
button on the Time Sheet page and click Export on the menu that
appears. On the Export Time Sheets page, specify the period for which you want to export time sheets and where to send the data.
Note Once you export the time record data from Deltek Web
Time, the time sheets can no longer be changed in Web Time. Any corrections should be made in Deltek FMS. If that isn’t possible, you can unexport individual time sheets in order to make changes.
If you want to review or resend a previous batch, click here to select it.
The date you will export the sheets. The date range for which you want to export time sheets.
Click Export to send the time sheets to the specified e-mail address. The e-mail address to which you want to send the exported sheets.
Click here if you need to clear the page to export a new batch.
Check this box if time sheets don’t need to be approved in order to be exported.
Exporting a New Batch
To export a new batch of time sheets, do the following on the Export Time Sheets page:
1 If necessary, click Clear to clear the Batch ID box. You don’t enter a batch ID for a new batch. Web Time assigns it when you export the batch.
Note You would only use the Clear button if you were viewing a previous batch and then wanted to create a new batch.
2 If the default date isn’t correct, click the calendar icon next to Export Date to enter the date the batch will be exported.
3 Under Time Sheet Periods, enter the range of time sheet periods that
you want to export time records for.
The only sheets selected are those for which the entire time sheet period falls in the range you specify. For example, if you enter
05/01/07 in From and 05/14/07 in To, Web Time selects time sheets
that have a beginning date on or after May 1, 2007 and an ending date on or before May 14, 2007.
4 If your company is using time sheet approval but time sheets do not
need to be approved in Web Time before they can be exported, check the Include Unapproved Time Sheets check box.
5 In Email To, enter the e-mail address to which you want the export files sent.
6 Click Export to export the selected time sheets to the specified e-mail
address.
Resending a Previous Batch
To resend or review a previous batch record, do the following on the Export Time Sheets page:
1 In Batch ID, click the Lookup button to select from a list of previously exported batches.
Lookup button:
Result: The export information for the batch is displayed.
2 If you want to resend the selected batch, enter the new export date in
Export Date.
4 If you want to include all time sheets with beginning dates that fall
within the export date range even if they weren’t in the original batch,
check Include UnExported Records in the Date Range.
If you only want to include time sheets that were in the original batch,
leave Include UnExported Records in the Date Range unchecked.
5 Click Export to resend the selected batch.
Which Time Sheets Are Exported
Only sheets with a status of Submitted or Approved can be exported. If you are using the approval feature for time sheets, you have the option, on the Export Time Sheets page, to include or exclude sheets that are submitted but not yet approved. If, for example, your internal procedures dictate that sheets must be imported into Deltek FMS and reviewed there
before they can be approved, you would check Include Unapproved
Time Sheets when you exported a batch.
Export Files
When you click the Export button, Web Time creates two files. One is a
database file with a .DBF extension and the other is a memo file with an .FPT extension. The name of the file is in this format: <date><internal ID of exporting person’s user record>T.
For example, if your user record has the internal ID of 1 and you export a batch on July 23, 2007, Web Time creates and e-mails these two
files: 72320071T.dbf and 72320071T.fpt
A third file may be created in addition to the two described above. If Log
Time Record Changes is checked for any of the projects for which time is being exported, Web Time logs any changes made to time records for that project and exports the log files along with the time records when you export to Deltek FMS. Deletions of records are also logged. The log file
names have Log added to the end of the file name you specify, and they
have a .DBF extension.
If you export files on July 23, 2007, for example, and if time record changes have been logged, Web Time creates a 72320071TLOG.DBF file in addition to those described in the earlier example above.
Clearing the Export Time Sheets Page
If you’re viewing an existing batch and need to clear the page so you can export a new batch, click Clear next to the Batch ID text box.
Importing Time Sheets Into the Deltek FMS Database
To import the sheets into the Deltek FMS database, do the following:1 Copy the export files (received as an e-mail attachment) to a
location on your computer or a network server
2 In the Business Management module, click Remote/Web Entry
on the Process menu, and Time Record Import on the submenu
to open the Time Record Import dialog box.
3 Click the Open Folder button next to From, and select the .DBF
file containing the time sheets you want to import.
4 Under Reset, check the Staff Type? check box if you want the
import program to reset the staff type in each time record to match the default staff type in the billing rate schedule exception, if one applies, or the default staff type in the employee record.
5 Check the Cost Type? check box if you want the import
program to reset the default cost type on each time record to match the default cost type specified in the Business Management Control Information dialog box.
6 Check the Department? check box if you want the import
program to reset the department in each time record to match the default department in the employee record.
7 Check the Billing Option? check box if you want Bill? in each
time record to match Bill? in the billing rate schedule exception, if one applies, or match the default option for the billing type.
Example: If the time record has Yes in Bill? but the billing group has the Fixed Fee billing type and the time record is for a cost type included in the fixed fee, Bill? is set to Fee, the default option.
8 Check the Writeoff? check box if you want the import program
to write off time records if the billing rate schedule calls for that (that is, if an exception row in the billing rate schedule that applies to the time record has WriteOff in the Bill? column).
Note Under certain circumstances, the reset options don’t
take effect. If your system is set up so that only the
employee can enter or change their time sheets or is set up to
require reasons for time record changes, the Cost Type?
check boxes are ignored. If a project is set up to log time
record changes, all of the check boxes except Staff Type?
are ignored.
9 Click the Import button to import all valid time records in the
file.
Any invalid records remain in the grid.
Tip If you want to check for invalid records before you
import any records, click the Proof button instead of
Import. If you want to review all records, both valid and
invalid, before importing them, click Proof and then click
View All.
10 If some records aren’t imported successfully, either change the
invalid items in the grid or add the necessary master file records to make them valid.
Tip To make more time record information visible in the
grid, expand the dialog box by dragging the lower right corner.
11 When you’ve completed your corrections, click Import to add
the corrected records to the appropriate time sheets.
When the Reset Options Are Ignored
Under certain circumstances, the reset options don’t take effect: If Deltek FMS is set up so that only the employee can enter or change their time sheets or is set up to require reasons for time
record changes, the Staff Type?, Cost Type?, and Department?
check boxes are ignored.
If a project is set up to log time record changes, all of the check boxes are ignored for that project’s time records.
There is one exception to the above. If Deltek FMS is set up to hide the staff type, department, or cost type column for time entry, the
or the employee must make all changes. And in this case, the change is not logged even if such a change normally would be logged.
If You Can’t Change Records in the Time Record Import
Dialog Box
If any of the following are true, the only time record information you can change in the Time Record Import dialog box are notes and comments:
Deltek FMS is set up so that only the employee can enter or change their time sheets.
Deltek FMS is set up to require reasons for time record changes. The project for which the time record was entered is set up to log time record changes.
If this occurs, do one of the following:
If the time record is incorrect but contains no invalid data, import it as it is, and then enter adjusting time records in Web Suite and import those as well.
If the time record contains invalid data that prevents you from importing it, click in the row for the time record and then click the Remove Sheet from Import
