You can search for timesheets that have not been submitted by workers during the course of a placement.
A timesheet is 'missing' if it has not been submitted and approved at the end of the period. For example, if a worker is on a placement from 1 January to 31 May, and the timesheets are set as monthly, then if a worker has not submitted an April timesheet by 1 May, it will be defined as missing.
Typically, you might want to search for missing timesheets in order to be able to invoice clients for a contractor's work. Until an invoice has been approved, you cannot invoice the clientThe Missing Timesheet function allows you to find timesheets that should be received during a specified date range but have not yet been approved. A timesheet is considered missing if
- It has not been created
- Is in draft status
- Is in submitted status
- Has been rejected
It is worth noting that a timesheet is considered missing even if it has been submitted. This is because you cannot bill the client or pay the contractor until it has been approved.
How do I find missing timesheets?
Option 1
You can view the number of missing timesheets and the total value of all the missing timesheets combined on the "TIMESHEETS" activity dashboard shown below. By clicking 'Missing' from the "TIMESHEETS" activity dashboard, you use the filters to drill down further by different profiles, date ranges and status (for example Missing, Draft and Rejected).
There is also a shortcut to "Unauthorised" timesheets via the "TIMESHEETS" activity dashboard. This shows the timesheets that have been submitted but have not been approved.
Option 2
- From the menu bar, click Timesheets > MissingSearch.Use the search criteria to define, for example, which placement, client or worker you want to search for. Although most of the search criteria are optional, you must enter a date range in the Period End Date Range fields.
#zzz If you don't do that, a warning message comes up saying you must enter a date range on 'the Date Range tab'. This isn't quite right as there isn't one.' - In the Status filter select Missing
- Enter the date range you are interested in into the Timesheet End / Expense Receipt Date Range fields on the Date Ranges tab. You must enter both dates.
- You can enter additional search criteria, such as a client or worker if required
- Click Search.
A list of missing timesheets is now displayed.
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If the timesheet has been started, e.g. it is a draft or submitted, then the timesheet ID is displayed. You can click on this ID to view/edit the timesheet. If the timesheet has not been started then a Create link will be displayed.
Tip: You can also search for missing timesheets using margin reporting, by searching on timesheets with a status of 'missing.#zzz Is it supposed to show just missing timesheets? or does it show them all, with a Create link next to the ones that haven't been submitted?report.