Time tracking allows us to capture and track the time you worked for a specific project. A project could be a TV or digital production, a magazine issue, a consumer show, a customer order (IO), a title in our international distribution library or anything we want to track.
If you want to learn how to submit your time in NetSuite, you can watch this video <<NetSuite - Submitting timesheets - video >> OR you can keep reading below for a detailed guidance.
TIME TRACKING - Guidance
The time tracking section has the following options:
- Tracking Time: To capture time to projects on a daily basis.
- Weekly Time Sheets: To capture time to projects on a weekly basis. (Recommended)
- View Time Reports: To review historical time sheets submitted by you and your team members. (Information available only to Supervisors)
- Approve time: To approve time submitted by your team members. (Information available only to Supervisors and time approvers)
The Time Sheet form contains the following fields:
Employee: Employee name provided by default. With the employee centre role you can only submit time for yourself.
Date: NetSuite inserts today's date as the date of this transaction. You can type or pick another date to adjust the week you need to submit your time for.
Steps to submit your Time Sheet.-
On the “Enter Time” sub tab: All the mandatory fields are marked with asterisk *
1. Select the Project that applies to this time transaction from the dropdown list. This field will display all the projects that you have been resourced to. If you do not see a project you have been working on, please contact the project manager, so they can request to the NetSuite Administrators that you be resourced to the project.
2. Select the Case/Task/Event that applies to this time transaction. It represents the task you have been performing for that specific project. If you do not see a task you have been working on, please contact the project manager. (It is very important to select the correct task as each task is mapped to a different account. If you are working in a TV production these tasks map to the appropriate CAVCO budget line)
3. The field Service Item is auto populated by default. Please do not change the option that has been auto populated.
4. The fields Department / Business Line are auto populated based on your employee profile. Please do not change the option that has been auto populated.
5. Select the Brand field as per the brand information included in your project record. (Hint: Refer to your project codes list; it displays the department, business line and brand regarding each project).
6. Add additional information regarding your time in the Memo field if you need to.
7. Enter the hours worked in the appropriate weekday column (Mon - Sun) for each project and project task previously defined.
8. Click <ADD> after each line item entered. Click on Copy Previous to use the same information in the following line.
9. Click <SAVE> after line items have been filled.
Note: Click the <PREV WEEK> or <NEXT WEEK> button to enter time for another week.
Time Sheet approval.-
Once you save your time sheet, NetSuite submits your time sheet and sends an email to your time approver (who could be your supervisor or the project manager of the project you are working on). Your time approver will be able to approve the time sheet electronically; the status of the time sheet will change to an “Approved” status.
Time Sheet approval recommendations.- (Applicable for Supervisors and Project Managers only).
Before approval, you should make sure the following information included in the time sheet is accurate:
- The total hours charged by week are reasonable according the employee’s task on the project.
- The employees selected the correct project code, project brand and project task.
- If you find any inconsistency in the time sheet; you can reject the time sheet; in that case, the system sends an email to the employee and the rejected time entry can be edited and resubmitted for approval.
