Records Management is located under Management-->Records.
Records Management allows you to create time, expense or custom entries that will be placed in the selected users' timesheets, expense sheets or custom entry sheets. You can also modify entries that already exist in users' sheets.

Time Records

To create a new entry to be placed in users' timesheets, go to Management-->Records-->Create Time Entries. This will direct you to the Time Entry Creation screen (see figure 14.1). Specify the users within the Groups that you wish to assign the entry to. For the time entry, specify the Date, Project, Activity, Pay Type, Bill Type, Hours, Minutes, and Comment. Then specify whether the entry will be committed or not. When you commit an entry, it will be approved and can no longer be modified regardless of whether the selected users' timesheets are approved or not. When finished, click the Create button.



Figure 14.1. Time Record creation

To modify existing time entries for users, go to Management-->Records-->Modify Time Entries. You must first specify the search criteria for the entries and click the Show button (see figure 14.2). From the search results, you can select the entries to manage (see figure 14.3).



Figure 14.2. Time Record search



Figure 14.3. Time Record selection


To delete the selected entries, click the Delete button. To approve or commit the selected entries, click the Approve/Commit button. To disapprove or uncommit the selected entries, click the Unapprove/Uncommit button. To modify the selected entries, click the Go to Modify Screen button. This will direct you to an Entry Management screen where you can change the Project, Activity, Pay Type, Bill Type, Comment, Hours, and Group (see figure 14.4). When finished, click the Modify the Records Altered Above button.



Figure 14.4. Time Entry modification

Expense Records

To create a new entry to be placed in users' expense sheets, go to Management-->Records-->Create Expense Entries. This will direct you to the Expense Entry Creation screen (see figure 14.5). Specify the users within the Groups that you wish to assign the entry to. For the expense entry, specify the Date, Project, Expense Code, Source, Currency, Amount, and Comment. Then specify whether the entry will be committed or not. When you commit an entry, it will be approved and can no longer be modified regardless of whether the selected users' expense sheets are approved or not. When finished, click the Create button.



Figure 14.5. Expense Record creation

To modify existing expense entries for users, go to Management-->Records-->Modify Expense Entries. You must first specify the search criteria for the entries and click the Show button (see figure 14.6). From the search results, you can select the entries to manage (see figure 14.7).



Figure 14.6. Expense Record search



Figure 14.7. Expense Record selection


To delete the selected entries, click the Delete button. To approve or commit the selected entries, click the Approve/Commit button. To disapprove or uncommit the selected entries, click the Unapprove/Uncommit button. To modify the selected entries, click the Go to Modify Screen button. This will direct you to an Entry Management screen where you can change the Project, Expense Code, Source, Currency, Comment, Amount, and Group (see figure 14.8). When finished, click the Modify the Records Altered Above button.



Figure 14.8. Expense Entry modification

Custom Records

To create a new entry to be placed in users' custom entry sheets, go to Management-->Records-->Create Custom Entries. This will direct you to the Custom Entry Creation screen (see figure 14.9). Specify the users within the Groups that you wish to assign the entry to. For the custom entry, specify the Date, Project, Location, Item, Unit, Comment, and Amount. Then specify whether the entry will be committed or not. When you commit an entry, it will be approved and can no longer be modified regardless of whether the selected users' custom entry sheets are approved or not. When finished, click the Create button.



Figure 14.9. Custom Record creation

To modify existing custom entries for users, go to Management-->Records-->Modify Custom Entries. You must first specify the search criteria for the entries and click the Show button (see figure 14.10). From the search results, you can select the entries to manage (see figure 14.11).



Figure 14.10. Custom Record selection



Figure 14.11. Custom Record modification


To delete the selected entries, click the Delete button. To approve or commit the selected entries, click the Approve/Commit button. To disapprove or uncommit the selected entries, click the Unapprove/Uncommit button. To modify the selected entries, click the Go to Modify Screen button. This will direct you to an Entry Management screen where you can change the Project, Location, Item, Unit, Comment, Amount, and Group (see figure 14.12). When finished, click the Modify the Records Altered Above button.



Figure 14.12. Custom Entry modification

User Sheet Deletion

Under Management-->Records-->Delete User Sheets, you also have the option to delete sheets that were created erroneously. This scenario usually arises from users navigating to periods in the past or future by accident and thereby "creating" the sheet for email notification purposes. The User Sheet Deletion screen allows you to search for user sheets and delete any that have 0 hours associated with them.