Marty McFly answers the question of whether employees can enter timesheet hours into future dates, and into the past.
The quick answer is yes. Scroll down for the video.
But administrators usually turn this off. There are user rights that prevent timesheet entry into the future and past. That locks entry down to one day only -- today. Choose Tools, Users and Organization to find those rights. Right-click on a user and choose User Rights.
In addition to these rights, there is another way to prevent time entry. This one is more popular, because it allows entry into those fobidden zones until admins explicitly lock users out. Choose Tools, Approve Time and Expenses. Then click Lock Date Range.
The Lock Date Range page allows admins to choose specific date ranges to lock. Plus, it allows admins to overright those locks if the need arises.
So why is locking out past date ranges so important? It's usually based on payroll and client billing. Let's say you bill a client for the month of July. And later, an employee goes back into his July timesheets and changes something. It's not likely you'll even notice. That means you'll never recouperate that money. The same is true of payroll. You can rarely fix payroll based on changes somebody made to distant past months without telling you. Better to lock those months so no changes can be made.
Coming up on Standard Time® we are talking timesheet management, employee timesheets and Marty McFly. That’s up next.
Mike with Standard Time with Ray White of Scoutwest the developers of Standard Time.
Hey Ray! We can log our past time, we can log our present time; can I look into the future and log my future time?
Ray: OK. So Marty McFly, Back to the Future, can you put time into the future?
Is the future here, Ray?
It turns out you can. Out of the box Standard Time will let you put your time into the past, into the present (today) and into the future.
Sometimes people go on vacation or something like that and they want it out into the future and put their time in, where they know they’ll be working on a project. But in other circumstances managers sometimes want to shut that off. One circumstance that comes to mind would be DCAA (Defense Contract Audit Agency); you’re supposed to put your time in today only, not into the paste, not into the future. If you want to shut that off let me show you how to do it.
You would go to the tools menu choose users and organizations, right click on a user and choose user rights. Because the user rights control how you could do that, or in fact other things. You see a right called enter time into past dates, enter time into future dates. You can actually control that right here on user by user basis, some users can some users can’t. If you’re a manager you can bypass those little situations and be able to put time in on behalf of an employee.
Let me show you another way. Go to the tools menu, choose approve time and expenses, I’m going to go down to the lock date range. Completely different way you can pick a date range; start stop click the lock date range you’ll see it at the bottom.
And that will control whether people can put time into their past. If you lock out certain dates in the past, which is often done if you’re a consulting agency that would log time to client billing, you would want to lock that out as soon as you bill the client. Or into the future, you can create locks into the future.
Couple of different ways, flexibility here, you can do it!
Great Scott! Thanks Ray. We’re answering more of your questions next time on Standard Time. If you have a question you’d like to see us answer submit it at the website and we’d be honored to record that response for you.