Each time entry has a status. Initially, after a time entry has been created, the status is "Changeable". The status values of entries in working time, project time and driver's log serve on the one hand as a filter, on the other hand as support in the workflow for the accounting of hours and as a guarantee that entries can no longer be changed.
Contents
5. Approving working time entries
1. Available statuses
In working time you have the possibility to set your entries to
- Changeable
- Locked
- Approved
- Closed
- Archived
2. Who can set the status?
Who can edit entries and set the status depends on the respective permissions.
- Employees: An employee can set their own entries from "Changeable" to "Locked". Once the status has been set to "Locked", the employee cannot undo this setting.
- Administrator: The administrator can set an employee's entries to "Changeable", "Locked", "Settled" or "Closed". Any setting made can be changed again by the administrator.
- Team leader: The team leader can set entries of his team members to "Changeable", "Locked", "Settled" or "Closed". Each setting made can be changed again by the team leader.
3. Usage
3.1. Changeable
The initial status setting is "Changeable" and is indicated by an open lock symbol. Changeable means that you can still change an entry.
3.2. Locked
If the employee or administrator sets an entry to ‘Locked’, this entry can no longer be changed. This allows the employee to signal that the time is ready for further processing.
Locked times are marked with a lock symbol.
3.3. Approved
Only team leaders or administrators can set an entry to this status. The team leader can use this to signal that the time has been authorised by them.
3.4. Closed
If an entry is finished and there are no more further steps to make, you can set the entry to "Closed". This indicates that this entry does not require any further processing.
When the time account is balanced, the associated entries are automatically set to this status.
The Completed status is indicated by a closed box.
3.5. Archived
You can symbolise a further step with the archived status. If the times have been forwarded to payroll accounting, for example, you can set the times to archived via a collective change (see 4.2.).
The status is symbolised by the archive icon.
4. Change status
4.1 Change status of a single entry
You can change the status of each single entry (working time, project time or mileage log). In order to do this, go to the edit symbol next to the entry concerned. There you can change the status according to your needs.
If a period has been balanced, the times are locked. Instructions on how to undo the balance in order to be able to edit the status of entries again can be found in the article "Balancing a period and Creating Time Sheets" under point 4. "Reverting a balanced period".
4.2. Change status of multiple entries - Bulk operations
As a further possibility to edit the recording status, there are the bulk operations. You can select multiple entries and simply mark them with a tick. If you click "Selected records" you can select the desired option. You also have the option to delete selected entries.
5. Approving working time entries
The Approved status can only be set by administrators and team leaders. With this status it's possible to check the working time entries via different instances.
If, for example, the team leader should first check the entries of his team, he can set the checked times to the status Approved. This is the signal for the administrator that the times have been checked and are ready to be finalised.
6. Filter options
You can filter all your entries according to various criteria. You can filter for a single status or for "Not yet Approved" (Changeable and Locked). Now you will only see those entries that match your filter criteria.
If you click on "Print/Export" and select an output format, only the entries displayed by the filter will appear in this document.
Tip: The "Not yet Approved" filter option is particularly helpful if you, as an administrator in preparation for the monthly balance, want to check whether there are any times that have not yet been approved.
Comments
1 comment
Very nice explanation, thank you
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