Deltek Advantage Timekeeper Administration

Welcome to Deltek Advantage Timekeeper Administration, the Windows solution for establishing and administering both the client/server Timekeeper application and the Web-Enabled Timekeeper application. Using Timekeeper, individual employees are able to enter their own timesheets and submit them for processing. Designated administrators can then review, edit, and approve employee timesheets before they are posted to the Deltek Advantage database.

Before you begin, we suggest setting up each employee’s access to the Timekeeper Administration application (System-level, Group-level, or Staff-level) on the Timekeeper tab of Employee Table Maintenance.

What do you want to do?

Access the Timekeeper Administration application.

Review the status of employee timesheets.

Change the status of employee timesheets.

Approve employee timesheets.

Set up or change the status of labor periods.

Enter global comments for Timekeeper users.

Create employee groups to distribute timesheet administration.

Define security requirements for Timekeeper users.

Add special categories for Timekeeper users.

Exit Timekeeper Administration.

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Accessing Timekeeper Administration

To access the Timekeeper Administration application:

1.	Complete one of the following steps:

•	Select Utilities, Setup Table Maintenance, Timekeeper Administration from the Deltek Advantage main menu.

•	Select Start, Programs, Deltek Advantage 7.0, Timekeeper Administrator from the Start menu in Windows.

•	Double-click on the Timekeeper Administrator shortcut icon on your desktop (if applicable).

Deltek Advantage displays the Timekeeper Login form.

2.	Enter your employee number on the Timekeeper Login form.

3.	Click OK.

4.	If applicable, Timekeeper Administration prompts you to enter a password. Enter your password on the Password Required form

5.	Click OK. Your log on is complete.

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Printing Information in Timekeeper Administration

You can print the information displayed on each tab of Timekeeper Administration. This feature is useful for double-checking your setup options, reviewing your labor periods, and sending missing timesheet information to project managers.

To print an open form in Timekeeper Administration, select File, Print from the Timekeeper Administration menu, or click on the Print button, [image].

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Timesheet Status Tab

The Timesheet Status tab provides details on the status of employee timesheets for selected labor periods. You can change the settings on the Timesheet Status tab to determine which timesheets the system will retrieve for you to review. Use the Timesheet Status tab to review or change the status of employee timesheets and to approve employee timesheets.

To review the status of employee timesheets:

1.	Access Timekeeper Administration.

2.	Click on the Timesheet Status tab.

3.	Select the labor period you want to review, using the drop-down list in the Labor Period Ending field. The current period is the default.

The Status Totals section of the Timesheet Status tab shows the total number of employees for the selected labor period.

4.	To review timesheets for all employee groups to which you have access, do not enter a group code in the Employee Group field.

To review timesheets for a specific employee group, enter the group code in the Employee Group field, or select the code from the drop-down list in this field. You can enter/select group codes only for groups to which you have access. When you enter a group code, Timekeeper Administration displays the timesheet status for the employees in the specified group only.

5.	Select the appropriate Include options to specify the types of timesheets you want to review. Your options are:

Missing

In Progress

Submitted

Approved

Posted

6.	Exit Timekeeper Administration.

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Timesheet Status Totals

The Status Totals section on the Timesheet Status tab shows the total number of employees for the selected labor period and indicates how many employee timesheets are Missing, In Progress, Submitted, Approved, and Posted. When you change the status of a timesheet or approve a timesheet, you must click on the Refresh Status List button to update the Status Totals list.


Changing the Status of a Timesheet In Timekeeper Administration

The Timesheet Status tab of Timekeeper Administration allows you to change the status of employee timesheets. Group and System Administrators can change the status of all the In Progress and Submitted timesheets to which they have access. However, only those Group and System Administrators who have timesheet approval rights can approve timesheets or change the status of Approved timesheets. You define timesheet access and approval rights on the Timekeeper tab of Employee Table Maintenance.

You cannot change the status of Missing or Posted timesheets.

To change the status of a timesheet in Timekeeper Administration:

1.	Access Timekeeper Administration.

2.	Click on the Timesheet Status tab.

3.	Select the employee whose timesheet status you want to change.

4.	Click on the Status box next to the selected employee’s name.

5.	Click on the Refresh Status List button. Timekeeper Administration prompts you to save your changes.

•	Click on the Yes button to save your changes and update the Status Totals list.

•	Click on the No button to reverse the changes you made and return to the Timesheet Status tab. The Status Totals list is not updated.

•	Click on the Cancel button to return to the Timesheet Status tab without saving your changes. Your changes are not reversed and the Status Totals list is not updated.

6.	Exit Timekeeper Administration.

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Approving a Timesheet in Timekeeper Administration

Group and System Administrators can approve any timesheet to which they have access, if they have approval rights to the timesheet. You define timesheet access and approval rights on the Timekeeper tab of Employee Table Maintenance.

If your Timekeeper Administrator has selected the Require timesheets to be approved before posting option on the Security tab of Timekeeper Administration, a designated Group or System Administrator must approve all timesheets before they can be posted to your Deltek Advantage database.

To approve a timesheet in Timekeeper Administration:

1.	Access Timekeeper Administration.

2.	Click on the Timesheet Status tab.

3.	Select the employee whose timesheet you want to approve.

4.	If the current status of the timesheet is In Progress, click on the Status box next to the selected employee’s name. If the current status of the timesheet is Submitted, double-click on the Status box next to the selected employee’s name.

A green check mark appears next to the Status box, indicating that the timesheet status has changed to Approved.

6.	Click on the Refresh Status List button. Timekeeper Administration prompts you to save your changes.

•	Click on the Yes button to save your changes and update the Status Totals list.

•	Click on the No button to reverse the changes you made and return to the Timesheet Status tab. The Status Totals list is not updated.

•	Click on the Cancel button to return to the Timesheet Status tab without saving your changes. Your changes are not reversed and the Status Totals list is not updated.

5.	Exit Timekeeper Administration.

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Calendar Tab

The Calendar tab allows you to establish start and end dates for your labor posting periods and to set the status of each labor period defined. You can also use the Calendar tab to delete labor periods from your database.

We recommend that you establish labor periods at least six to twelve months into the future.

To establish and set the status of labor periods:

1.	Access Timekeeper Administration.

2.	Click on the Calendar tab.

3.	Select Modify, Insert from the Timekeeper Administration menu, or click on the Insert button, [image], to insert a blank row on the form.

4.	Enter labor period start and end dates in the blank row, referring to the context-sensitive help on the form.

5.	Select File, Save from the Timekeeper Administration menu, or click on the Save button, [image], to save your entries.

4.	Exit Timekeeper Administration.

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Deleting Labor Periods

You can use the Calendar Tab in Timekeeper Administration to delete labor periods and purge old timesheets from your database. When you delete a labor period, the labor period is removed from the Calendar tab, and all of the timesheets entered for that period are deleted from your Deltek Advantage database. However, data from the deleted (posted) timesheets is still reflected in employee and project reports.

To delete a labor period:

1.	Access Timekeeper Administration.

2.	Click on the Calendar tab.

3.	Select the labor period that you want to delete.

4.	Select Modify, Delete from the Timekeeper Administration menu, or click on the Delete button, [image]. Timekeeper Administration displays the following warning:

Delete labor period ending <MM/DD/YY>?

WARNING: Deleting a labor period will also delete all corresponding timesheet data.

5.	Click on the Yes button to delete the labor period.

6.	Exit Timekeeper Administration.

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Global Comments Tab

The Global Comments tab allows you to add and review global timesheet comments. These comments are available to all Timekeeper users when they enter their timesheet data. You can delete a global comment at any time.

To add a global comment:

1.	Access Timekeeper Administration.

2.	Click on the Global Comments tab.

3.	Select Modify, Insert from the Timekeeper Administration menu, or click on the Insert button, [image], to insert a blank row on the form.

4.	Enter a comment in the blank row, referring to the context-sensitive help on the form.

5.	Select File, Save from the Timekeeper Administration menu, or click on the Save button, [image], to save your entries.

6.	Exit Timekeeper Administration.

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Deleting Global Comments

To delete a global comment:

1.	Access Timekeeper Administration.

2.	Click on the Global Comments tab.

3.	Select the global comment you want to delete by clicking on the appropriate row.

4.	Select Modify, Delete from the Timekeeper Administration menu, or click on the Delete button, [image]. Timekeeper Administration displays the following message:

Delete the current global comment?

5.	Click on the Yes button to delete the global comment and return to the Global Comments tab. Click on the No button to return to the Global Comments tab without deleting the global comment.

6.	Select File, Save from the Timekeeper Administration menu, or click on the Save button, [image], to save your changes.

7.	Exit Timekeeper Administration.

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Employee Groups Tab

Employee groups let you organize employees into discrete groups for timesheet entry, editing, approval, and posting purposes. You establish employee groups to help manage the administration of employee timesheets. For example, you can establish groups for employees who share the same type of job function, or who are in the same department or office. You can then use these employee groups as a basis for distributing timesheet administration responsibilities throughout your firm. You can delete an employee group at any time.

To create an employee group:

1.	Access Timekeeper Administration.

2.	Click on the Employee Groups tab.

3.	Select Modify, Insert from the Timekeeper Administration menu, or click on the Insert button, [image], to insert a blank row on the form.

4.	Enter a group code and description in the blank row, referring to the context-sensitive help on the form.

5.	Select File, Save from the Timekeeper Administration menu, or click on the Save button, [image], to save the new employee group.

6.	Exit Timekeeper Administration.

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Deleting Employee Groups

To delete an employee group:

1.	Access Timekeeper Administration.

2.	Click on the Employee Groups tab.

3.	Select the employee group you want to delete by clicking on the appropriate row.

4.	Select Modify, Delete from the Timekeeper Administration menu, or click on the Delete button, [image]. Timekeeper Administration displays the following message:

Delete the current employee group?

5.	Click on the Yes button to delete the employee group and return to the Employee Groups tab. Click on the No button to return to the Employee Groups tab without deleting the employee group.

6.	Select File, Save from the Timekeeper Administration menu, or click on the Save button, [image], to save your changes.

7.	Exit Timekeeper Administration.

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Security Tab

The Security tab allows the System Administrator to define users’ access to the Timekeeper application and to control the submission of timesheets.

To define users’ access to Timekeeper:

1.	Access Timekeeper Administration.

2.	Click on the Security tab.

3.	Specify the security options for Timekeeper access, referring to the context-sensitive help on the form.

4.	Select File, Save from the Timekeeper Administration menu, or click on the Save button, [image], to save your entries.

5.	Exit Timekeeper Administration.

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Special Categories Tab

The Special Categories tab allows you to define categories so that Timekeeper users can complete their timesheets quickly and accurately without having to enter project, task, and labor codes for special labor categories, such as Vacation, Sick Time, and Holiday Time. The special categories appear in the initial rows of every employee’s timesheet. You can delete a special category at any time.

To add a special category:

1.	Access Timekeeper Administration.

2.	Click on the Special Categories tab.

3.	Select Modify, Insert from the Timekeeper Administration menu, or click on the Insert button, [image], to insert a blank row on the form.

6.	Enter special category information in the blank row, referring to the context-sensitive help on the form.

4.	Select File, Save from the Timekeeper Administration menu, or click on the Save button, [image], to save the new category.

5.	Exit Timekeeper Administration.

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Deleting Special Categories

To delete a special category:

1.	Access Timekeeper Administration.

2.	Click on the Special Categories tab.

3.	Select the special category you want to delete by clicking on the appropriate row.

4.	Select Modify, Delete from the Timekeeper Administration menu, or click on the Delete button, [image]. Timekeeper Administration displays the following message:

Delete the current special category?

5.	Click on the Yes button to delete the special category and return to the Special Categories tab. Click on the No button to return to the Special Categories tab without deleting the special category.

6.	Select File, Save from the Timekeeper Administration menu, or click on the Save button, [image], to save your changes.

7.	Exit Timekeeper Administration.

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Deltek Advantage Timekeeper

Welcome to Deltek Advantage Timekeeper.

Deltek Advantage Timekeeper allows you to enter, edit, save, submit, and approve timesheets for individual labor periods. You can enter timesheet data for an open labor period, or edit previously entered data, at any time during the period (labor periods are configured by your Timekeeper Administrator). When the labor period ends, you complete your timesheet and submit it for processing. If you have approval rights, you can also electronically approve submitted timesheets.

When you log on to Timekeeper and select a labor period, the system displays a timesheet with column headings for projects, tasks, and labor codes. The Timekeeper timesheet also includes separate columns for each day in the labor period. Use Timekeeper to enter project, task, and labor code values, along with any corresponding hours and comments, filling as many rows as you need to record all the time worked in the selected labor period.

What do you want to do?

Access Timekeeper.

Open a timesheet.

Enter timesheet data.

Copy timesheet data.

Save timesheet entries.

Print a timesheet.

Edit a timesheet.

Submit a timesheet.

Change a submitted timesheet.

Approve a timesheet.

Change an approved timesheet.

Exit Timekeeper.

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Accessing Timekeeper

To access the Timekeeper application:

1.	Complete one of the following steps:

•	Select Processing, Timekeeper from the Deltek Advantage main menu.

•	Select Start, Programs, Deltek Advantage 7.0, Timekeeper from the Start menu in Windows.

•	Double-click on the Timekeeper shortcut icon on your desktop (if applicable).

The system displays the Timekeeper Login form.

2.	Enter your employee number on the Timekeeper Login form.

3.	Click OK.

4.	If applicable, Timekeeper prompts you to enter a password. Enter your password on the Password Required form.

5.	Click OK. Your log on is complete.

When you complete your log on, Timekeeper displays the Labor Period Selection form. Use this form to select a labor period and open a timesheet.

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Timekeeper Login Form

To access the Timekeeper Administration and Timekeeper applications, you must complete the Timekeeper Login form.

To complete the Timekeeper Login form:

1.	Enter your employee number in the Employee field.

2.	Click on the Options button to view database information.

Database Connection Fields	Description
Link File Name	The name of your database link file (AdvLink.mdb) appears in this field. You must connect to the database link file that resides in the network directory with your Deltek Advantage database. Click on the Browse button to select a link file.
Protocol	If you are using a SQL Server database, click on the Protocol button to select the Default Network Protocol to be used when communicating with the database.
3.	Click OK.

If you encounter an error when attempting to log on to Timekeeper Administration or Timekeeper, contact your Timekeeper Administrator to report the contents of the error message. Your Timekeeper Administrator can tell you whether you need to change the contents of the Database Connection fields on the Timekeeper Login form.

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Password Protection

If the Timekeeper Administrator at your firm has set up the Timekeeper Administration and Timekeeper applications to require passwords, you must enter your password each time you log on to Timekeeper or Timekeeper Administration. You may also be required to enter your password when you submit your timesheet.

The first time you log on to Timekeeper Administration or Timekeeper (using the Timekeeper Login form), the system prompts you to either create a password or enter a password. Thereafter, each time you log on, the system prompts you to enter your password on the Password Required form.

You can change your password at any time.

What do you want to do?

Create a password.

Enter a password.

Change your password.

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Creating a Password

If your Timekeeper Administrator has not set up a password for you, Timekeeper Administration/Timekeeper prompts you to create a password the first time you log on.

To create a password:

1.	Enter your password in the Password field. Your password can be as many as 16 characters in length.

2.	Verify your password by entering it again in the Verification field.

3.	Click OK. Your log on is complete.

If your Timekeeper Administrator has set up a password for you, Timekeeper Administration/Timekeeper simply prompts you to enter the password on the Password Required form.

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Entering a Password

If the Timekeeper Administrator at your firm has set up the Timekeeper Administration and Timekeeper applications to require passwords, you must enter your password each time you log on to Timekeeper or Timekeeper Administration. When you enter your employee number on the Timekeeper Login form, the system displays the Password Required form.

To complete your log on, simply enter your password in the Password field and click OK.

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Changing Your Password

You can change your Timekeeper Administration/Timekeeper password at any time.

To change your password:

1.	Click on the Set Password button on the Password Required form to display the Old Password, New Password, and Verification fields.

2.	Enter your old password in the Old Password field.

3.	Enter your new password in the New Password field. Your new password can be as many as 16 characters in length.

4.	Verify your new password by entering it again in the Verification field.

5.	Click OK. Your password is changed. Enter your new password on the Password Required form the next time you log on to Timekeeper or Timekeeper Administration.

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Entering Timesheet Data

Use Timekeeper to enter project numbers, tasks, labor code values, hours, and comments on a timesheet in an open labor period.

Refer to the following topics for help on entering timesheet data.

Entering Project Numbers

Entering Task Numbers

Entering Labor Codes

Entering Regular Hours

Entering Standard Overtime Hours

Entering Secondary Overtime Hours

Entering Comments

Using Special Categories

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Moving Between Rows

Press the Up and Down arrow keys to move between rows. To move to a particular field, click in the desired field.

Use the vertical scroll bar on the timesheet form to move additional rows into the view area.

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Moving Within a Row

Press the Tab key to move one column to the right within the same row, or press the Shift+Tab keys to move one column to the left within the same row. To move to a particular field, click in the desired field.

Use the horizontal scroll bar on the timesheet form to move additional columns into the view area.

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Entering Project Numbers

You can enter project number values directly in the Project field on the timesheet form.

If your project numbers include leading zeroes, you do not need to enter the entire project number in Timekeeper. For example, to enter project number 00001.00, enter 1. (the number one, followed by a decimal point) and then press the Tab key. Timekeeper automatically enters the entire project number in the Project field.

To search the database for project numbers, complete one of the following steps:

•	Double-click in the Project field.

•	Click in the Project field and then select File, Search from the Timekeeper menu.

•	Click in the Project field and then click on the Search button, [image].

Timekeeper displays the Project Search form.

Double-click on a project number from the search list, or click on a project number from the search list and then click OK. Timekeeper enters the selected project number in the Project field on the timesheet form.

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Entering Task Numbers

If the project specified in the Project field has tasks, you must enter a task number value in the Task field on the timesheet form. You can enter task number values directly in this field.

If your task numbers include leading zeroes, you do not need to enter the entire task number in Timekeeper. For example, to specify task 001, enter 1 (the number one) and then press the Tab key. Timekeeper automatically enters the entire task number in the Task field.

To see a list of all the task numbers associated with a specified project, complete one of the following steps:

•	Double-click in the Task field.

•	Click in the Task field and then select File, Search from the Timekeeper menu.

•	Click in the Task field and then click on the Search button, [image].

Timekeeper displays the task list for the specified project. Click on a task number from the list to enter that task on the timesheet form.

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Entering Labor Codes

Your Timekeeper Administrator can set up default labor codes for individual employees on the Timekeeper tab of Employee Table Maintenance. If a default labor code has been defined for you, it automatically appears on your timesheet in the Labor Code field.

You can change the default labor code on your timesheet if your Timekeeper Administrator has selected the Allow employee to change labor code in Timekeeper option on the Timekeeper tab of Employee Table Maintenance. If this option is selected, you can enter a labor code values directly in the Labor Code field on your timesheet, or you can enter values using the Labor Code Selection form.

If no default labor code has been defined for you, the Labor Code field is blank when you open your timesheet. You can enter labor code values directly in the Labor Code field on your timesheet, or you can enter values using the Labor Code Selection form.

To open the Labor Code Selection form, complete one of the following steps:

•	Double-click in the Labor Code field.

•	Click in the Labor Code field and then select File, Search from the Timekeeper menu.

•	Click in the Labor Code field and then click on the Search button, [image].

Timekeeper displays the Labor Code Selection form. Use the Labor Code Selection form to define labor codes by selecting a value for each labor code level defined for your firm.

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Entering Regular Hours

You can enter regular hours, standard overtime hours, and secondary overtime hours (if applicable) in Timekeeper. To allow users to enter standard and secondary overtime hours in Timekeeper, your Timekeeper Administrator must select the Allow users to enter Overtime option on the Security tab of Timekeeper Administration.

In addition, to enable the secondary overtime hours field, your System Administrator must select the Enable secondary overtime feature option on the Timesheets tab of System Setup Table Maintenance. Secondary overtime hours are any overtime hours that are charged at a rate that differs from the standard rate, as defined in Employee Table Maintenance.

As you enter hours, running totals appear for each day, for each row, and for the entire timesheet. If you enter overtime hours, an asterisk (*) precedes the value displayed in the timesheet field, indicating that overtime hours have been entered. In addition, when you place the cursor in a specific timesheet field, the description area at the bottom of the timesheet displays the breakout of regular and overtime hours entered for the corresponding labor period day.

To enter regular hours:

1.	Open a timesheet for the current labor period (or any other open period).

2.	Enter project, task, and labor code data on the timesheet form for the labor period selected.

3.	Click in the timesheet date field that corresponds with the project, task, labor code and day for which you want to enter hours.

4.	Enter hours directly in the date field.

5.	Press the Tab key or click in another timesheet date field to continue entering hours.

6.	Select File, Save from the Timekeeper menu, or click on the Save button, [image], to save your entries.

7.	Exit Timekeeper.

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Entering Overtime Hours

You can enter regular hours, standard overtime hours, and secondary overtime hours (if applicable) in Timekeeper. To allow users to enter standard and secondary overtime hours in Timekeeper, your Timekeeper Administrator must select the Allow users to enter Overtime option on the Security tab of Timekeeper Administration.

In addition, to enable the secondary overtime hours field, your System Administrator must select the Enable secondary overtime feature option on the Timesheets tab of System Setup Table Maintenance. Secondary overtime hours are any overtime hours that are charged at a rate that differs from the standard rate, as defined in Employee Table Maintenance.

As you enter hours, running totals appear for each day, for each row, and for the entire timesheet. If you enter overtime hours, an asterisk (*) precedes the value displayed in the timesheet field, indicating that overtime hours have been entered. In addition, when you place the cursor in a specific timesheet field, the description area at the bottom of the timesheet displays the breakout of regular and overtime hours entered for the corresponding labor period day.

To enter overtime hours, or a combination of regular and overtime hours:

1.	Open a timesheet for the current labor period (or any other open period).

2.	Enter project, task, and labor code data on the timesheet form for the labor period selected.

3.	Click in the timesheet date field that corresponds with the project, task, labor code and day for which you want to enter hours.

4.	Complete one of the following steps:

•	Select Modify, Hours from the Timekeeper menu.

•	Right-click on your mouse and select Hours from the popup menu.

•	Click on the Hours button, [image].

Timekeeper displays the Regular/Overtime popup window.

5.	Enter regular hours in the Reg field, standard overtime hours in the Ovt field or the OT1 field, and secondary overtime hours in the OT2 field, if applicable.

6.	Press the Tab key or click outside the Regular/Overtime popup window to return to the timesheet form.

7.	Press the Tab key or click in another timesheet date field to continue entering hours.

8.	Select File, Save from the Timekeeper menu, or click on the Save button, [image], to save your entries.

9.	Exit Timekeeper.

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Regular/Overtime Popup Window

If your System Administrator has not enabled the secondary overtime feature, the Regular/Overtime popup window contains two fields. You can enter regular hours and standard overtime hours only.

If your System Administrator has enabled the secondary overtime feature, the Regular/Overtime popup window contains three fields. You can enter regular hours, standard overtime hours, and secondary overtime hours.


Entering Comments

You can add comments to a timesheet in Timekeeper. The comments you enter are specific to the project, task, labor code, and day you select.

To enter comments:

1.	Open a timesheet for the current labor period (or any other open period).

2.	Enter project, task, and labor code data on the timesheet form for the labor period selected.

3.	Click in the timesheet date field that corresponds with the project, task, labor code, and day for which you want to enter comments.

4.	Complete one of the following steps:

•	Select Modify, Comment from the Timekeeper menu.

•	Right-click on your mouse and select Comment from the popup menu.

•	Click on the Comment button, [image].

Timekeeper displays the Comment popup window.

5.	Enter a comment directly in the Comment field, using up to 255 characters of free text. Or, double-click in the field to view a list of previously entered comments from which you can select. Select the comment and click OK.

6.	Press the Tab key or click outside the Comment popup window to return to the timesheet form.

7.	Press the Tab key or click in another timesheet field to continue entering comments.

8.	Select File, Save from the Timekeeper menu, or click on the Save button, [image], to save your entries.

9.	Exit Timekeeper.

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Submitting a Timesheet

When you have entered all of your time for a specified labor period, you are ready to submit your timesheet for processing. Before you submit your timesheet, be sure that the data you entered is correct. If your Timekeeper Administrator has selected to not allow users to resubmit timesheets, you will not be able to make changes to your timesheet after you submit it.

If your Timekeeper Administrator sets system security to check the hours that you enter on your timesheet against the hours that you are expected to work, you will receive a warning or an error message if there is any discrepancy when you submit your timesheet. If you receive a warning or an error message, review your timesheet and make any necessary corrections. If you still receive a warning or an error message when you submit your timesheet, contact your Timekeeper Administrator.

To submit a timesheet:

1.	Open the timesheet that you want to submit.

2.	If you have not finished entering your hours for the labor period, enter the timesheet data required.

3.	Select File, Save from the Timekeeper menu, or click on the Save button, [image], to save your entries.

4.	Select File, Submit from the Timekeeper menu, or click on the Submit button, [image].

5.	If your Timekeeper Administrator has set up Timekeeper to require passwords when submitting timesheets, Timekeeper displays the Password Required form.

•	Enter your password in the Password field. This is the same password you use to log on to Timekeeper.

•	Click OK.

Timekeeper submits the timesheet for processing.

6.	Exit Timekeeper.

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Inserting Rows

When you open a timesheet, Timekeeper automatically inserts an empty row at the bottom of the timesheet grid for you to enter a new project, task, and labor code combination. As soon as you enter a valid project, task, and labor code combination in the last row of the timesheet, Timekeeper inserts another empty row at the bottom of the timesheet grid.

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Sorting Rows

Because Timekeeper only allows entry of new rows at the bottom of the timesheet grid, you can quickly lose track of your data as you enter new rows on your timesheet.

To sort your timesheet entries, select File, Sort from the Timekeeper menu. Timekeeper sorts all the entries on the current timesheet in project, task, and labor code order. When you open the timesheet again, Timekeeper automatically displays the existing entries in project, task, and labor code order.

To include new rows in the sort order with existing rows, select File, Sort from the Timekeeper menu after adding the new rows. Timekeeper re-sorts your entries and adds the new rows to the sort order.

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Deleting Rows

To delete a row from a timesheet:

1.	Open a timesheet for the current labor period (or any other open period).

2.	Click in any field in the timesheet row that you want to delete from the selected timesheet.

3.	Select Edit, Delete Row from the Timekeeper menu, or click on the Delete button, [image].

4.	Timekeeper displays a popup window showing the project, task, and labor code values about to be deleted, along with the total number of hours currently entered on the row.

5.	Click on the Yes button to confirm the deletion and return to the timesheet form. Or, click on the No button to cancel the deletion and return to the timesheet form.

6.	Select File, Save from the Timekeeper menu, or click on the Save button, [image], to save your changes.

7.	Exit Timekeeper.

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Copying Data From Another Timesheet

If you work on the same projects for several labor periods, you can save time by copying to your current timesheet all of the projects, tasks, and labor codes from a previously entered timesheet. You can also copy comments to the new period. Though you cannot copy the comments to a specific project, they are available for reuse on a drop-down.

When copying data from a previously entered timesheet, Timekeeper does not overwrite any existing data in your current timesheet. Timekeeper merges the copied data with any data you have already entered and sorts the data into rows by project, task, and labor code.

To copy data from another timesheet:

1.	Open the timesheet into which you want to copy data.

2.	Select File, Copy from the Timekeeper menu, or click on the Copy button, [image]. Timekeeper displays the Labor Period Selection form.

3.	Select the period from which you want to copy timesheet data. Only those labor periods for which you have timesheets on file appear on the Labor Period Selection form.

4.	Click OK. Timekeeper copies the timesheet data (projects, tasks, labor codes, and comments) from the selected period to your current timesheet.

5.	Enter regular and overtime hours on the timesheet for the copied project, task and labor code combinations.

6.	Select File, Save from the Timekeeper menu, or click on the Save button, [image], to save your entries.

7.	Exit Timekeeper.

 Tip

 Related Topics


Printing a Timesheet

To print a timesheet:

1.	Open the timesheet that you want to print.

2.	Complete one of the following steps:

•	Select File, Print from the Timekeeper menu.

•	Click on the Print button, [image].

•	Press the CTRL+P keys.

3.	Exit Timekeeper.

 Notes


Changing a Submitted Timesheet

You can change and resubmit a submitted timesheet only if your Timekeeper Administrator has selected the Allow users to resubmit timesheets option on the Security tab of Timekeeper Administration. If your Timekeeper Administrator has not selected this option, you can submit a timesheet only once and you cannot make changes to a timesheet after you have submitted it. If you need to make changes to a submitted timesheet, you must contact your Timekeeper Administrator.

If your Timekeeper Administrator has selected the Allow users to resubmit timesheets option, you can make changes to a submitted timesheet and resubmit it for processing, as long as the selected labor period is still open. When you resubmit a timesheet, the data originally submitted is overwritten and replaced by the data entered on the revised timesheet.

To change and resubmit a submitted timesheet:

1.	Open the timesheet that you want to resubmit.

2.	Make changes to the timesheet, as needed.

3.	Select File, Submit from the Timekeeper menu, or click on the Submit button, [image].

4.	If your Timekeeper Administrator has set up Timekeeper to require passwords when submitting timesheets, Timekeeper displays the Password Required form.

•	Enter your password in the Password field. This is the same password you use to log on to Timekeeper.

•	Click OK.

Timekeeper resubmits the timesheet for processing.

5.	Exit Timekeeper.

 Notes

 Related Topics


Closed Labor Periods

At the end of a labor period, your Timekeeper Administrator closes the period. You cannot make any changes to your timesheet after the labor period has been closed. If you need to submit your timesheet after the labor period has been closed, contact your Timekeeper Administrator.

You can still open, review, and print your timesheet data after the labor period has been closed.

 Related Topics


Exiting Timekeeper

To exit Timekeeper, select File, Exit from the Timekeeper menu.

When you exit Timekeeper, the system prompts you to save your entries to the current timesheet, if you have not yet saved your entries.

You have three options:

•	Yes — Select this option to save your timesheet entries and exit Timekeeper.

•	No — Select this option to exit Timekeeper without saving your timesheet entries.

•	Cancel — Select this option to return to Timekeeper without saving your timesheet entries.

If you have made changes to a previously submitted timesheet, Timekeeper prompts you to resubmit your changes. If you select No at the prompt and exit Timekeeper, your changes are lost and the timesheet is not resubmitted.

 Related Topics


Timekeeper Menu

The Timekeeper menu includes a number of options to simplify the entry of timesheet data. The options on the menu allow you to perform the following functions:

File Menu Options	Description
Open	Open a timesheet for a specific labor period.
Copy	Copy an existing timesheet's project, task, and labor code data, merging it with the current timesheet.
Close	Close the current timesheet.
Save	Save changes to the current timesheet.
Submit	Submit the current timesheet.
Print when submitted	Print the current timesheet automatically when you submit it.
Approve	Approve the current timesheet.
Sort	Sort the current timesheet entries by project, task, and labor code.
Print	Print a copy of the current timesheet.
Printer Setup	Set printer options.
Search	Search the database for project, task, or labor code values.
Exit	End the current Timekeeper session.
Edit Menu Options	Description
Undo	Undo the last change entered.
Cut	Cut selected text and put it in the Clipboard.
Copy	Copy selected text to the Clipboard.
Paste	Paste text from the Clipboard.
Clear	Clear selected text.
Delete Row	Delete the current row from the timesheet.
Display Project Name	Display the project name instead of the project number in the Project field in the Project/Task/Labor Code grid. The project name appears in the grid only when you place the cursor in a timesheet date field.
Display Task Name	Display the task name instead of the task number in the Task field in the Project/Task/Labor Code grid. The task name appears in the grid only when you place the cursor in a timesheet date field.
Modify Menu Options	Description
Comment	Enter a comment for the current field.
Hours	Enter regular/overtime hours for the current field.
Auto Comment	Show Comment popup window automatically when clicking in a date field.
Auto Hours	Show Regular/Overtime popup window automatically when clicking in a date field.
Window Menu Options	Description
• Toolbar	Enable/Disable the Timekeeper toolbar.
• 1 Labor Period	Displays the dates for the current labor period selected.
Help Menu Options	Description
Contents	Display Help contents.
Search for Help on	Search for a Help topic by entering or selecting a keyword.
About Timekeeper	Display Timekeeper version, database, copyright, and licensing information.
 Related Topics


Troubleshooting

The wrong employee name and number appears at the top of the timesheet form.

If you have Staff-level access to Timekeeper, select File, Exit from the Timekeeper menu. Log on to Timekeeper again. Be sure you enter the correct employee number on the Timekeeper Login form.

If you are a Group or System Administrator, select File, Open from the Timekeeper menu, or click on the Open button, [image], to open a timesheet for a different employee.

I entered the wrong project, task, or labor code.

Delete the incorrect data and then re-enter the correct project number, task number, or labor code .

I copied the wrong period's projects, tasks, and labor codes.

Select Edit, Delete Row from the Timekeeper menu, or click on the Delete button, [image], to delete each of the incorrectly copied rows.

I need to make changes to a timesheet I already submitted.

If you open a submitted timesheet and the Submit button, [image], is still enabled, make the necessary changes and resubmit the timesheet. The new timesheet replaces the one you already submitted. If the Submit button, [image], appears shaded, you must contact your Timekeeper Administrator to make changes to the timesheet.

The period is already closed and I have not submitted my timesheet.

Contact your Timekeeper Administrator if you need to submit a timesheet for a closed labor period.

The screen display is out of alignment and comment grids are positioned incorrectly.

Select Start, Settings, Control Panel. Double-click on the Display icon and then click on the Settings tab. Your settings should be as follows:

•	Color Palette – 256

•	Desktop (Screen) Area – 800 by 600 pixels

When I try to log on to Timekeeper, I receive an error message that says I have entered an invalid employee number, but the number I entered is correct.

Either an invalid path has been defined for the AdvLink.mdb file or the AdvLink.mdb file is connected to the wrong database. Contact your Timekeeper Administrator for assistance.

I need to make corrections to a posted Timekeeper timesheet.

Enter and submit a negative timesheet in Timekeeper or enter a labor adjustment in Deltek Advantage data entry. After you post a timesheet, you cannot simply resubmit the timesheet or unpost the time. Adjustments appear as separate line items on project reports.

Only one user has access to Timekeeper at a particular workstation.

If you have a Windows NT machine, your system administrator can install Timekeeper for a single user profile.

I cannot view the program or shortcuts for Deltek Advantage or Timekeeper installed on an NT workstation.

Installing software on an NT workstation makes the program available only in the current user’s profile.

To create a Microsoft 7.0 ODBC driver available for all users:

1.	Log on to the workstation as the system administrator.

2.	Install Deltek Advantage or Timekeeper.

3.	In Windows Explorer, go to the WINNT/Profiles/Administrator/Start Menu/Programs folder. Copy the Deltek Advantage program group (or, if installing only Timekeeper, copy the Timekeeper shortcut) and paste it into the WINNT/Profiles/All Users/Start Menu folder.

4.	Go to the Control Panel and select 32bit ODBC. Select the system DSN tab. From the list, select Microsoft Access Driver (*.mdb). Click on the Finish button, then type MS Access 7.0 Database in the Data Source Name field.


Special Categories
Using Special Categories

If your Timekeeper Administrator has defined special categories (such as vacation, sick, and holiday time) on the Special Categories tab of Timekeeper Administration, Timekeeper automatically displays these special categories on your timesheet. You do not need to enter project numbers, task numbers, or labor codes for these special categories. Enter your special category hours for the appropriate days on the timesheet form. Timekeeper records the underlying project numbers, task numbers, and labor codes for you, based on the information set up for each category by your Timekeeper Administrator.

 Related Topics


Saving Timesheet Entries

Timekeeper saves timesheet data in your Deltek Advantage database only when you explicitly issue a request to save your timesheet entries. It is important to save your timesheet entries frequently to avoid losing data in the event of a power failure or a problem with your network connection.

To save your entries, select File, Save from the Timekeeper menu, or click on the Save button, [image].

Timekeeper does not submit your timesheet when you save your entries. However, Timekeeper does save your entries when you submit your timesheet.

 Related Topics


Approving a Timesheet in Timekeeper

Group and System Administrators can approve any timesheet to which they have access, if they have approval rights to the timesheet and the selected labor period is still open. You define timesheet access and approval rights on the Timekeeper tab of Employee Table Maintenance.

If your Timekeeper Administrator has selected the Require timesheets to be approved before posting option on the Security tab of Timekeeper Administration, a designated Group or System Administrator must approve all timesheets before they can be posted to your Deltek Advantage database.

To approve a timesheet in Timekeeper:

1.	Open the timesheet that you want to approve.

2.	Review the timesheet for accuracy.

3.	Select File, Approve from the Timekeeper menu, or click on the Approve button, [image]. Timekeeper approves the timesheet.

4.	To approve another timesheet, click File, Open from the Timekeeper menu, or click on the Open button, [image]. Timekeeper displays the Labor Period Selection form. Use this form to select a timesheet for another labor period or employee.

When you open a timesheet for another labor period or employee, Timekeeper automatically closes the timesheet that you currently have open.

5.	Exit Timekeeper.

 Related Topics


Changing an Approved Timesheet

You can change and resubmit an approved timesheet only if your Timekeeper Administrator has selected the Allow users to resubmit timesheets option on the Security tab of Timekeeper Administration. If your Timekeeper Administrator has not selected this option, you cannot make changes to a timesheet after it has been approved. If you need to make changes to an approved timesheet, you must contact your Timekeeper Administrator.

If your Timekeeper Administrator has selected the Allow users to resubmit timesheets option, you can make changes to an approved timesheet and resubmit it for processing, as long as the selected labor period is still open. When you resubmit an approved timesheet, the data originally submitted is overwritten and replaced by the data entered on the revised timesheet. In addition, when you resubmit an approved timesheet, the status of the timesheet changes from approved to submitted.

To change and resubmit an approved timesheet:

1.	Open the timesheet that you want to resubmit.

2.	Make changes to the timesheet, as needed.

3.	Select File, Submit from the Timekeeper menu, or click on the Submit button, [image].

4.	If your Timekeeper Administrator has set up Timekeeper to require passwords when submitting timesheets, Timekeeper displays the Password Required form.

•	Enter your password in the Password field. This is the same password you use to log on to Timekeeper.

•	Click OK.

5.	Timekeeper resubmits the timesheet for processing.

6.	Exit Timekeeper.

 Notes

 Related Topics


Editing a Timesheet

All Timekeeper users can edit their own timesheets prior to submitting them, as long as the selected labor period is still open. Group and System Administrators can edit any timesheet to which they have access, if they have editing rights to the timesheet and the selected labor period is still open. You define timesheet access and editing rights on the Timekeeper tab of Employee Table Maintenance.

To edit a timesheet:

1.	Open the timesheet that you want to edit.

2.	Make changes to the timesheet, as needed.

3.	Select File, Save from the Timekeeper menu, or click on the Save button, [image], to save your changes.

4.	To edit another timesheet, click File, Open from the Timekeeper menu, or click on the Open button, [image]. Timekeeper displays the Labor Period Selection form. Use this form to select a timesheet for another labor period or employee.

When you open a timesheet for another labor period or employee, Timekeeper automatically closes the timesheet that you currently have open.

5.	Exit Timekeeper.

 Related Topics


Using the Project Search Form

Use the Project Search form to search for and select projects in your Deltek Advantage database. Use the form to do the following:

View all database entries for the Search field.

View specific entries based on type.

Add to the retrieved list.

Resize the search window.

Split the search list.

Select a value from the list.

Click on the area of the following Project Search form that you would like to learn more about.

 Tip

 Related Topic


Using the Employee Search Form

Use the Employee Search form to search for and select employees in your Deltek Advantage database. Use the form to do the following:

View all database entries for the Search field.

View specific entries based on type.

Add to the retrieved list.

Resize the search window.

Split the search list.

Select a value from the list.

Click on the area of the following Employee Search form that you would like to learn more about.

 Tip

 Related Topics


Opening a Timesheet

To open a timesheet:

1.	Access Timekeeper. The system displays the Labor Period Selection form.

By default, your employee number appears in the Employee field on the Labor Period Selection form. To open a timesheet for another employee, enter an employee number in the Employee field, or double-click in this field to select an employee number from the Employee Search form.

2.	Use the vertical scroll bar on the Labor Period Selection form, or press the Up and Down arrow keys to scroll through the periods listed on the form.

3.	Double-click on the period for which you want to open a timesheet, or select the period and click OK. Timekeeper opens a timesheet for the selected period.

After you have opened a timesheet for a specific labor period and employee, if you want to open a timesheet for another period or employee, select File, Open from the Timekeeper menu, or click on the Open button, [image]. Timekeeper displays the Labor Period Selection form. Use this form to select a timesheet for another labor period or employee.

When you open a timesheet for another labor period or employee, Timekeeper automatically closes the timesheet that you currently have open. If you have made any entries to the current timesheet and you have not yet saved those entries, Timekeeper prompts you to save the current timesheet before it opens the new timesheet.

You have three options:

•	Yes — Select this option to save your entries to the current timesheet and open the new timesheet.

•	No — Select this option to open the new timesheet without saving your entries to the current timesheet.

•	Cancel — Select this option to return to the current timesheet without opening the new timesheet or saving your entries to the current timesheet.

 Notes

 Related Topics


Using the Labor Period Selection Form

Use the Labor Period Selection form to open timesheets for specified labor periods. The Labor Period Selection form shows the labor periods that have been defined in Timekeeper Administration, as well as a timesheet status value for each labor period. By selecting a labor period, you are opening a timesheet for that labor period.

Timekeeper displays the Labor Period Selection form after you complete the required fields on the Timekeeper Login form and the Password Required form (if applicable). By default, your employee number appears in the Employee field on the Labor Period Selection form. Staff-level Timekeeper users cannot change the employee number in this field.

If you give timesheet access rights to Group and System Administrators, they can change the employee number in the Employee field and open any employee timesheet to which they have access. You define timesheet access rights on the Timekeeper tab of Employee Table Maintenance.

Timekeeper also displays the Labor Period Selection form when you select File, Open from the Timekeeper menu and when you click on the Open button, [image].

 Related Topics


Timesheet Status Values

The Labor Period Selection form displays the following timesheet status values for Timekeeper labor periods:

Timesheet Status	Description
<Blank>	The labor period is open. If the space next to a labor period is blank, it means that no timesheet exists for the period. You can select the labor period, thereby creating a new timesheet for the period. The status value will change to In Progress after you have opened a timesheet for this period.
In Progress	The labor period is open and the timesheet is in the process of being completed. You can make additional entries, edit existing entries, and print the timesheet for this period. The timesheet has not yet been submitted.
Submitted	The labor period is open and the timesheet has been submitted. You can view the timesheet for this period and print a copy of it, but you cannot modify the data on the timesheet unless the Timekeeper Administrator at your firm has given users security access to resubmit previously submitted timesheets. The timesheet has not yet been approved.
Approved	The labor period is open and the timesheet has been approved. You can view the timesheet for this period and print a copy of it, but you cannot modify the data on the timesheet unless the Timekeeper Administrator at your firm has given users security access to resubmit previously submitted timesheets, which includes approved timesheets. The timesheet is ready to be posted.
Closed	The Timekeeper Administrator has closed the labor period. You can view the timesheet for this period and print a copy of it, but you cannot modify, submit, or approve the timesheet. The timesheet has been posted.
 Related Topics


Using the Labor Code Selection Form

The Labor Code Selection form displays a list of values and corresponding codes for each level of labor defined for your firm. Select the appropriate value and code for each level by clicking on it. As you select the values for each level, the labor code combination is updated in the Labor Code field on the form. When you are finished defining a labor code, click OK. Timekeeper inserts the selected combination in the Labor Code field on your timesheet.

 Related Topic


To view all database entries for the search column:
To view all database entries for the Search field:

1.	Click on the Retrieve button without entering a search value.

2.	Double-click an item to select it from the retrieved list.


To view specific entries based on type:

1.	Click on the drop-down arrow [image] in the Search by field. Select a search column from the drop-down list.

2.	Enter an appropriate value in the Search field.

3.	Click on the Retrieve button. Or, if the Retrieve Automatically option is selected, the system jumps down to the first value that matches the criteria.

4.	Double-click an item to select it from the retrieved list.


To add to the retrieved list:

1.	Select the Append Search Results to List option at the bottom of the search form.

2.	Select a search column from the drop-down list.

3.	Enter an appropriate value in the search value field.

4.	Click on the Retrieve button.

5.	Enter a new value in the search value field.

6.	Click on the Retrieve button.

The new search results merge with the current list. The above steps apply only if the Retrieve Automatically option is not selected.


To resize the search window:

1.	Move your cursor over the borders of the window and click when it takes this shape: .

2.	Drag the side, reducing or enlarging the size of your window as needed.


To split the search list:

1.	Position your cursor over the left side of the horizontal scroll bar until it takes this shape:

2.	Drag the window to the right to split the window and have the ability to horizontally scroll two separate lists.

The list is split for this session only. The list is no longer split the next time you open the search form.


System-level Access

Employees with System-level access to Timekeeper Administration/Timekeeper can perform the following functions:

•	Monitor and change the status of timesheets.

•	Set up and change the status of labor periods.

•	Enter global comments for Timekeeper users.

•	Create employee groups to distribute timesheet administration.

•	Activate passwords for Timekeeper users.

•	Set employee access to Timekeeper.

•	Set all timesheet options.

•	Define Timekeeper categories.

•	Edit timesheets for all employees, if the Allow editing option has been selected on the Timekeeper tab of Employee Table Maintenance.

•	Approve timesheets for all employees, if the Allow approval option has been selected on the Timekeeper tab of Employee Table Maintenance.


Staff-level Access

Employees with Staff-level access to Timekeeper Administration/Timekeeper cannot run the Timekeeper Administration application. Employees with this type of access can only run the Timekeeper application. They cannot open other employees’ timesheets and they cannot modify any System-level or Group-level settings.


Search by Column

Select the criteria by which to sort search results. The Project Search form includes several default choices from which you can select.

Click on the drop-down arrow in this field to select a value.

Search By Column Example


Search by Column

Select the criteria by which to sort search results. The Employee Search form includes several default choices from which you can select.

Click on the drop-down arrow in this field to select a value.

Search by Column Example


Search Value

Enter the value for which to search. For example, a project name or number.

Entering more letters or numbers narrows the search. Entering fewer letters or numbers expands the search.

Search Value Example


Search Value

Enter the value for which to search. For example, an employee name or number.

Entering more letters or numbers narrows the search. Entering fewer letters or numbers expands the search.

Search Value Example


Print Button

Click on the Print button to print the search list results.


Help Button

Click on the Help button to display online help for the search form.


Column Headings

Click on column headings to reorder the list.


Column Sizing

Drag the column heading borders to change the column size. Place your cursor over the border until it becomes a double-headed arrow, as shown in the graphic below, and then re-size as necessary.


Search List Results

Enter your search criteria and then click on the Retrieve button. The search list results appear. Double-click on an item to select it.

If you have the Retrieve Automatically option selected, the system automatically updates the search list results when you change the selection criteria.


Active Projects Only

Select this option to view only projects that have a status of Active.


Active Employees Only

Select this option to view only employees that have a status of Active.


Append Search Results to List

Select this option if you want to add the results of the current search to the existing retrieved search list.

If you do not select this option, the system will generate a new list each time you perform a new search.


Retrieve Automatically

Select this option if you want the system to automatically retrieve the entire list of projects each time the search form is opened. The system will also automatically update the list each time you change the search criteria or when you select/deselect the Active Projects Only option.

If you have a large project list that will take a long time to open, you should not use this option.


Retrieve Automatically

Select this option if you want the system to automatically retrieve the entire list of employees each time the search form is opened. The system will also automatically update the list each time you change the search criteria or when you select/deselect the Active Employees Only option.

If you have a large employee list that will take a long time to open, you should not use this option.


Project Type

Use this option to limit the projects in the search list results to a specific type of projects

Click on the drop-down arrow in this field to select a project type.


OK Button

Click on the OK button to enter selected items from the list on your timesheet.


Cancel Button

Click on the Cancel button to exit the search form without selecting any items from the list to enter on your timesheet.


Window Sizing

Drag window sides to resize the window and change the list size. Place your cursor over the border of the window until it becomes a double-headed arrow, as shown in the graphic below, and then resize as necessary.


Rows Retrieved

Displays the number of rows that were retrieved.


Find Next Button

Click on the Find Next button to find the next value in the lookup list that meets the criteria entered on this form.


Retrieve Button

Click on the Retrieve button to produce the list, to match any partial entry in the Search field, or to manually retrieve a list after changing the sort (for example, from Name to Number).

This button only appears when the Retrieve Automatically option is not selected. Once you click on the Retrieve button, it becomes disabled until the criteria for the lookup list changes.


Search Value Example

If you are searching by name:

•	Enter B or b to list all entries that begin with that letter.  Enter more letters of the name, such as Bos, to further narrow the search.

•	Enter %Bos or %bos to list all entries that include those letters.

If you are searching by number:

•	Enter 9 to list all entries that begin with that number.

•	Enter %9 to list all entries that include that number.


Search by Column Example

For example, to search for projects in a specific profit center:

1.	Select the Profit Center option in the Search by field. The system adds the Profit Center column to the search list results window. You may have to scroll this window to the right to see the additional column.

2.	Resize your columns so that you can see all three fields in the search list results section of the form.

3.	Begin entering the profit center value by which to select values in the Search field.

4.	Click on the Retrieve button to only display the results that match your search criteria. If you have the Retrieve Automatically option selected, the system will automatically update your search list results.


Search by Column Example

For example, to search for employees in a specific Timekeeper group:

1.	Select the Timekeeper Group option in the Search by field. The Employee Search form adds the Timekeeper Group column to the search list results window. You may have to scroll the window to the right to see the additional column.

2.	Re-size your columns so that you can see all three fields in the Search List Results section of the form.

3.	Enter the Timekeeper group value for which to search in the Search field.

4.	Click on the Retrieve button to display the results that match your search criteria. If you have the Retrieve Automatically option selected, the Employee Search form automatically updates your search list results.


Vertical Scroll Bar

Drag the vertical scroll bar to move up and down in the retrieved list.


Horizontal Scroll Bar

Drag the horizontal scroll bar to move left and right in the retrieved list.


Split Control

Position your cursor over the left side of the horizontal scroll bar until it takes this shape: , then drag to split the list. This gives you the ability to scroll two separate lists.


Drop-down List

Click on the drop-down list button to display a list of items from which to select. Scroll until the desired item appears, then click on the item to select it.


Minimize Button)
Minimize Button

Click on this button to minimize the search form.


Maximize Button

Click on this button to enlarge the form to the size of your screen.


Close Button

Click on the Close button to exit the search form.


Group-level Access

Employees with Group-level access to Timekeeper Administration/Timekeeper can perform the following functions:

•	View all Timekeeper Administration settings.

•	Monitor and change the status of timesheets for employees in assigned groups. You assign groups on the Timekeeper tab of Employee Table Maintenance.

•	Change the group designations, passwords, and check hours requirements of employees in assigned groups.

•	Edit timesheets for employees in assigned groups, if the Allow editing option has been selected for the groups on the Timekeeper tab of Employee Table Maintenance.

•	Approve timesheets for employees in assigned groups, if the Allow approval option has been selected for the groups on the Timekeeper tab of Employee Table Maintenance.


Timekeeper Toolbar

The Timekeeper toolbar includes a number of buttons to simplify the entry of timesheet data. The buttons on the toolbar allow you to perform the following functions:

Toolbar Buttons	Description
	Open a timesheet for a selected labor period.
	Copy the data from an existing timesheet to a new timesheet.
	Save the entries and edits to the current timesheet.
	Submit the current timesheet.
	Approve the current timesheet.
	Print the current timesheet without submitting it.
	Delete the selected timesheet row.
	Display the Comment popup window for the selected timesheet date field.
	Display the Regular/Overtime popup window for the selected timesheet date field.
	Search the Deltek Advantage database for project, task, or labor code values.
	Display the Timekeeper Help files.
 Related Topics


Timekeeper Administration Toolbar

The Timekeeper Administration toolbar buttons allow you to perform the following functions:

Toolbar Buttons	Description
	Open the last timesheet period.
	Save the entries or edits on all tabs.
	Print the data on the current tab.
	Insert a blank row on the current tab. You can insert a blank row on the Calendar, Global Comments, Employee Groups, and Special Categories tabs.
	Copy the data from a selected row to a new row. You can copy data on the Calendar, Global Comments, Employee Groups, and Special Categories tabs.
	Delete the selected row. You can delete rows on the Calendar, Global Comments, Employee Groups, and Special Categories tabs.
	Display the Timekeeper Administration Help files.
 Related Topics


 Timekeeper Administration Menu

The Timekeeper Administration menu options allow you to perform the following functions:

Menu Options	Description
File	Open and close a file, save entries or edits, print data, specify printer setup options, and exit the program.
Edit	Undo edits, cut, copy, paste, and clear entries.
Modify	Insert, copy, and delete data.
Window	Scroll between tabs, display the toolbar, and modify the appearance of forms on the screen.
Help	Link to the Help documentation and review the Help files using the contents, index, or a word search. Display Timekeeper version, database, copyright, and licensing information.
 Related Topics


To select an employee from the Employee Search form:

Double-click on an employee number from the search list, or click on an employee number from the search list and then click OK. Timekeeper enters the selected employee number in the Employee field on the Labor Period Selection form.


Exiting Timekeeper Administration

To exit from Timekeeper Administration, select File, Exit from the Timekeeper Administration menu.

When you exit Timekeeper Administration, the system prompts you to save any entries or changes you have made, if you have not yet saved your entries or changes.

You have three options:

•	Yes — Select this option to save your entries or changes and exit Timekeeper Administration.

•	No — Select this option to exit Timekeeper Administration without saving your entries or changes.

•	Cancel — Select this option to return to Timekeeper Administration without saving your entries or changes.

 Related Topics


To select a project from the Project Search form:

Double-click on a project number from the search list, or click on a project number from the search list and then click OK. Timekeeper enters the selected project number in the Project field on the timesheet form.


Using Context-Sensitive Help

To learn about the contents of a particular form in Timekeeper Administration or Timekeeper:

1.	Display the form as you would during normal Timekeeper Administration/Timekeeper operations.

2.	Click on the field or option you want to learn about.

3.	Press the F1 key.

4.	Timekeeper Administration/Timekeeper displays an Online Help topic describing the selected field or option.

To print the topic, click on the Print button in the online help window, or right-click in the window and select Print Topic from the popup menu.


Labor Period Ending

Select the labor period that contains the Timekeeper timesheets you want to retrieve. The current period is the default.


Employee Group

To review timesheets for all employee groups to which you have access, do not enter a group code in this field.

To review timesheets for a specific employee group, enter an employee group code in this field or select a code from the drop-down list. You can enter/select only groups to which you have access. When you enter a group code, Timekeeper Administration displays timesheets for the employees in the specified group only.


Start Date

Enter the start dates that match your labor posting periods. Start dates cannot be modified after they have been entered and saved.

Double-click in this field to access a calendar lookup.

Note that you can set up labor periods with overlapping start/end dates. For example, let’s say you want to set up the following labor periods:

•	Period 1 = 08/01/03 – 08/15/03

•	Period 2 = 08/15/03 – 08/31/03

In this example, Period 1 ends at 12:00 noon on 8/15/03 and Period 2 begins at 12:00 noon on 8/15/03. Timekeeper displays a warning when you enter the overlapping dates. However, you can accept and save the entry.


End Date

Enter the end dates that match your labor posting periods. End dates cannot be modified after they have been entered and saved.

Double-click in this field to access a calendar lookup.

Note that you can set up labor periods with overlapping start/end dates. For example, let’s say you want to set up the following labor periods:

•	Period 1 = 08/01/03 – 08/15/03

•	Period 2 = 08/15/03 – 08/31/03

In this example, Period 1 ends at 12:00 noon on 8/15/03 and Period 2 begins at 12:00 noon on 8/15/03. Timekeeper displays a warning when you enter the overlapping dates. However, you can accept and save the entry


Status

Select one of the following status options from the drop-down list:

•	Open — Indicates that timesheets can be entered, edited, submitted, and approved for this period.

•	Administrators — Indicates that employees with Staff-level access can no longer enter, edit, or submit timesheets for this period. Group or System Administrators can still enter, edit, submit, and approve any timesheet to which they have access.

•	System Admin — Indicates that employees with Staff-level or Group-level access can no longer enter, edit, submit, or approve timesheets for this period. System Administrators can still enter, edit, submit, and approve any timesheet to which they have access.

•	Closed — Indicates that no further timesheets can be entered and no further timesheet edits, submissions, or approvals can be made for this period.


Comment

Enter a global comment that all the employees in your firm will be able to use when entering their timesheets. You can enter up to 255 characters of free text in this field.


Group

Enter a two-digit, alphanumeric code by which to identify this employee group. Group codes appear in the Group columns on the Timesheet Status and Security tabs of Timekeeper Administration.

A group description can be edited after you save it, but you must delete a saved group to change the group’s code.


Description

Enter a description for this employee group, using up to 24 characters of free text. The data you enter in this field appears in the Timekeeper Group and Group fields on the Timekeeper tab of Employee Table Maintenance and in the Group field on the Timekeeper Timesheets Files form.

A group description can be edited after you save it, but you must delete a saved group to change the group’s code.


Employee

All employee numbers in your Deltek Advantage employee table appear in this column.


Name

All employee names in your Deltek Advantage employee table appear in this column.


Require password for Timekeeper/Expensekeeper

To require logon passwords for Timekeeper and Expensekeeper users, select this option. If you do not select this option, users will be able to access Timekeeper and Expensekeeper without entering a password.


Allow users to resubmit timesheets

To allow users to change and resubmit previously submitted timesheets, select this option. If you do not select this option, users will not be able to make changes to submitted or approved timesheets.


Treat inactive projects/tasks as dormant

A project/task status of Dormant prohibits a user from processing transactions for a specified project/task. The Treat inactive projects/tasks as dormant option allows you to override a project/task status of Inactive (as entered in the Status field on the General tab of Project Table Maintenance).

Selecting this option allows you to prohibit users from charging labor hours to inactive projects/tasks in Timekeeper, while still allowing users to process other data entry transactions for those same projects/tasks.

Do not select this option if you want to allow users to enter inactive projects/tasks on their Timekeeper timesheets.


Check hours entered against expected

Timekeeper automatically checks the hours entered on an employee’s timesheet against the employee’s expected hours, as defined in Employee Table Maintenance. Use this option to select the Timekeeper default setting for this feature.

To define a value for this field, select an option from the drop-down list. Your options are:

•	Error — If you select this option, employees will not be able to submit timesheets that have more than the expected number of regular hours. When employees submit timesheets that have less than the expected number of regular hours, they will receive a warning, but they will still be able to submit their timesheets.

•	Warning — If you select this option, employees will receive a warning when they submit timesheets that have more than the expected number of regular hours and when they submit timesheets that have less than the expected number of regular hours. In either case, they will still be able to submit their timesheets.

•	None — If you select this option, Timekeeper will not check hours for employees.

You can override this global setting at the employee level, using the Check Hours field.


Require timesheets to be approved before posting

If you want a Group or System Administrator to approve timesheets before they can be posted to your Deltek Advantage database, select this option.


Require password when submitting timesheets

To require users to enter their passwords when they submit their timesheets, select this option. If you select this option, you must also select the Require password for Timekeeper/Expensekeeper option.


Include client number and name on printed timesheet

If you want client numbers and names to appear on employees’ printed timesheets, select this option.


Include comments on printed timesheets

If you want comments entered by employees to appear on printed timesheets, select this option.


Group

Select the employee's group from the drop-down list. Only groups to which you have access appear in the list.


Administration

Select an administrative level for an employee's access to Timekeeper. The default is Staff. To change the default setting, select Group or System from the drop-down list in this field.


Password

If you select the Require password for Timekeeper/Expensekeeper or the Require password when submitting timesheets options, you can enter a password for each employee, using up to 16 characters of free text. If you do not enter passwords on the Security tab, employees will be prompted to enter their own password the first time they log on to Timekeeper or Timekeeper Administration.


Check Hours

Timekeeper automatically checks the hours entered on an employee’s timesheet against the employee’s expected hours, as defined in Employee Table Maintenance. Set the Timekeeper default for this feature in the Global Options Check hours entered against expected field, and then select one of the following settings for each employee from the drop-down list in the Check Hours field. Your options are:

•	Global — If you select this option, Timekeeper will use the default setting for this employee.

•	Error — If you select this option, the employee will not be able to submit a timesheet that has more than the expected number of regular hours. A warning will appear when the employee submits a timesheet that has less than the expected number of regular hours, but the employee will still be able to submit the timesheet.

•	Warning — If you select this option, the employee will receive a warning when submitting a timesheet that has more than the expected number of regular hours and when submitting a timesheet that has less than the expected number of regular hours. In either case, the employee will still be able to submit the timesheet.

•	None — If you select this option, Timekeeper will not check hours for this employee.


Category

Enter a unique code for each special category, using up to six characters of free text.


Description

Enter a description for this category, using up to 12 characters of free text.


Sequence
Sort Order

Enter a sort order number for this category. Timekeeper uses the sort order number to determine the order in which special categories appear on the Timekeeper Timesheet form and on the employee’s timesheet.


Project

If there is a single project associated with this special category, enter the project number to which time entered for this category will be posted.

If the project varies by employee, leave the Project field blank and enter a Project Query.


Task

If there is a single task associated with this special category, enter the task number to which time entered for this category will be posted.

If the task varies by project or employee, leave the Task field blank and enter a Task Query.


Labor Code

If there is a single labor code associated with this special category, enter the labor code to which time entered for this category will be posted.

If the labor code varies by project, task, or employee, leave the Labor Code field blank and enter a Labor Code Query.


Project Query

Enter the SQL query that determines the project to which to post time entered for this special category. Use a Project Query only if the project varies by employee.

Please contact your Advantage Support Representative for help in developing this SQL query. Custom queries are developed on a time and materials basis.


Task Query

Enter the SQL query that determines the task to which to post time entered for this special category. Use a Task Query only if the task varies by project or employee.

Please contact your Advantage Support Representative for help in developing this SQL query. Custom queries are developed on a time and materials basis.


Labor Code Query

Enter the SQL query that determines the labor code to which to post time entered for this special category. Use a Labor Code Query only if the labor code varies by project, task, or employee.

Please contact your Advantage Support Representative for help in developing this SQL query. Custom queries are developed on a time and materials basis.


Allow users to enter overtime

Select this option to enable all overtime fields in Timekeeper. If you do not select this option, employees cannot charge overtime on their timesheets.


Missing

Select this option to include Missing timesheets in the status list.

A status of Missing indicates that no timesheet is available. An employee with a timesheet status of Missing has not opened a timesheet for the specified labor period.


In Progress

Select this option to include In Progress timesheets in the status list.

A status of In Progress indicates that the employee has opened a timesheet for the specified labor period, but the timesheet has not yet been submitted or approved.


Submitted

Select this option to include Submitted timesheets in the status list.

A status of Submitted indicates that the employee has submitted a timesheet for the specified labor period. Depending on the security options you select, the timesheet may need to be approved before you can post it to your Deltek Advantage database.


Approved

Select this option to include Approved timesheets in the status list.

A status of Approved indicates that the employee has submitted a timesheet and the appropriate administrator has approved the timesheet. The timesheet is available for posting to your Deltek Advantage database. Deltek Advantage displays this option only if you have selected the Require timesheets to be approved before posting option on the Security tab of Timekeeper Administration.


Posted

Select this option to include Posted timesheets in the status list.

A status of Posted indicates that the timesheet has been posted to your Deltek Advantage database.


Expected Hours

Expected hours are calculated by multiplying the hours per day value entered in Employee Table Maintenance by the number of workdays (Monday - Friday) in a labor period. If an employee does not typically work five days per week, you should adjust the Hours/day field on the General tab of Employee Table Maintenance.


Status Values

The Status column indicates the status of employee timesheets for the selected labor period. You can change the status of an employee timesheet by clicking in the Status column box next to the selected employee’s name, and then clicking on the Refresh Status List button.

A timesheet may have any one of the following status values:

Missing — No timesheet is available. An employee with a timesheet status of Missing has not opened a timesheet for the specified labor period.

In Progress — The employee has opened a timesheet for the specified labor period, but it has not yet been submitted or approved.

Submitted — The employee has submitted a timesheet for the specified labor period. Depending on the security options you select on the Security tab of Timekeeper Administration, the timesheet may need to be approved before you can post it to your Deltek Advantage database.

Approved — The employee has submitted a timesheet and the appropriate administrator has approved the timesheet. The timesheet is available for posting to your Deltek Advantage database. Deltek Advantage displays this option only if you have selected the Require timesheets to be approved before posting option on the Security tab of Timekeeper Administration.

Posted — The timesheet has been posted to your Deltek Advantage database.


Project

Enter the project number to which you are charging time.

To search the database for project numbers, complete one of the following steps:

Double-click in the Project field.

Click in the Project field and then select File, Search from the Timekeeper menu.

Click in the Project field and then click on the Search button, [image].

Timekeeper displays the Project Search form.

Double-click on a project number from the search list, or click on a project number from the search list and then click OK. Timekeeper enters the selected project number in the Project field on the timesheet form.


Task

Enter the task number, if applicable, to which you are charging time.

To see a list of all the task numbers associated with a specified project, complete one of the following steps:

Double-click in the Task field.

Click in the Task field and then select File, Search from the Timekeeper menu.

Click in the Task field and then click on the Search button, [image].

Timekeeper displays the task list for the specified project. Click on a task number from the list to enter that task on the timesheet form.


Labor Code

Enter the labor code to which you are charging time.

To search the database for a list of valid labor codes, complete one of the following steps:

Double-click in the Labor Code field.

Click in the Labor Code field and then select File, Search from the Timekeeper menu.

Click in the Labor Code field and then click on the Search button, [image].

Timekeeper displays the Labor Code Selection form. Use the Labor Code Selection form to define labor codes by selecting a value for each labor code level defined for your firm.


Entering Daily Hours and Comments

The days and dates for the specified labor period appear in this section of the timesheet form.  You can enter regular hours and comments for each day you work during the labor period. You can also enter standard overtime and secondary overtime hours if your Timekeeper Administrator has selected the Allow users to enter overtime option on the Security tab of Timekeeper Administration.

To enable the secondary overtime hours field (OT2), your System Administrator must also select the Enable secondary overtime feature option on the Timesheets tab of System Setup Table Maintenance. Secondary overtime hours are any overtime hours that are charged at a rate that differs from the standard rate, as defined in Employee Table Maintenance.

To enter regular hours:

If you only need to enter regular hours (that is, there is no need to break out hours into regular, overtime, and special overtime hours), click in the appropriate date field and enter the number of hours worked. Timekeeper considers these hours to be regular hours.

To enter regular, standard overtime, and secondary overtime hours:

1.	Click in the appropriate date field.

2.	Complete one of the following steps:

•	Select Modify, Hours from the Timekeeper menu.

•	Right-click on your mouse and select Hours from the popup menu.

•	Click on the Hours button, [image].

Timekeeper displays the Regular/Overtime popup window.

3.	Enter regular hours in the Reg field, enter standard overtime hours in the Ovt field or the OT1 field, and enter secondary overtime in the OT2 field, if applicable.

To enter comments:

1.	Click in the appropriate date field.

2.	Complete one of the following steps:

•	Select Modify, Comment from the Timekeeper menu.

•	Right-click on your mouse and select Comment from the popup menu.

•	Click on the Comment button, [image].

Timekeeper displays the Comment popup window.

3.	Enter the desired comment in the Comment field, or select a comment from the drop-down list, if applicable.


Comment

Enter a comment that applies to the hours charged to this project on this day, using up to 255 characters of free text. Or, select a comment from the drop-down list, if applicable.


Regular Hours

Enter the regular hours worked on this project on this day.


Standard Overtime Hours

Enter the standard overtime hours worked on this project on this day.


Secondary Overtime Hours

Enter the secondary overtime hours worked on this project on this day.


Note about Deleting Employee Groups

When you delete an employee group, you must assign employees in that group to another group on the Security tab of Timekeeper Administration, or on the Timekeeper tab of Employee Table Maintenance.


Note about the Timekeeper Login Form

The data that you enter on the Timekeeper Login form is preserved from session to session. If the data from the previous log on is still correct, simply click OK to complete your log on.


Note about Password Protection

If you forget your password, contact your Timekeeper Administrator.


Notes about Project Numbers and Task Numbers

You can display project names instead of project numbers in the Project fields or task names instead of task numbers in the Task fields in the Project/Task/Labor Code grid on your timesheet. Project names or task names appear in the grid only when you place your cursor in a timesheet date field

•	To display projects names instead of project numbers in the Project fields, select Edit, Display Project Name from the Timekeeper menu.

When you place the cursor in a timesheet date field with this option selected, the Project column heading changes to Name, project names are displayed in the grid, and the Task fields are hidden.

•	To display task names instead of task numbers in the Task fields, select Edit, Display Task Name from the Timekeeper menu.

When you place the cursor in a timesheet date field with this option selected, the Task column heading changes to Name, task names are displayed in the grid, and the Project fields are hidden.

Note that, if you have entered projects on your timesheet that do not have tasks, the names of those project names are displayed in the grid, instead of task names.

•	You can select to display either the project name or the task name. You cannot select both options.


Tip for Entering Hours

You can set up Timekeeper to automatically display the Regular/Overtime popup window when you are entering hours on a timesheet. To do this, select Modify, Auto Hours from the Timekeeper menu, or right-click on your mouse in any timesheet date field and select Auto Hours from the popup menu.


Notes about Entering Hours

Timekeeper lets you enter your time using up to two decimal places, such as 7.00 or 7.50. This allows you to enter your time in whole hours, partial hours, or a combination of whole and partial hours.

•	To enter whole hours, such as 8.00, enter the number 8 and then press the Tab key. Timekeeper automatically enters the decimal point and the zeroes after the decimal point.

•	To enter partial hours, such as 0.25, enter the decimal point and the numbers 2 and 5, and then press the Tab key. Timekeeper automatically enters the zero before the decimal point.

•	To enter a combination of whole hours and partial hours, such as 7.25, enter the number 7, the decimal point, and the numbers 2 and 5, and then press the Tab key.


Notes about Submitting a Timesheet

•	Timekeeper automatically prints a copy of your timesheet when you submit it. If you do not want your timesheet to print automatically when you submit it, deselect the Print when submitted option on the File menu in Timekeeper.

•	When you print a submitted timesheet, the label Submitted (instead of the label Draft copy) appears on the timesheet.

•	The system does not submit your timesheet when you select File, Save from the Timekeeper menu, or when you click on the Save button, [image]. However, the system automatically saves any entries or changes to the current timesheet when you submit the timesheet.


Tips for Deleting Timesheet Data

You do not have to delete an entire row of data. Timekeeper also allows you to delete data from selected fields on the timesheet form. Depending on the field you choose, there are several ways to delete timesheet data.

•	To delete the data in any timesheet field, select the appropriate field and press the Delete key.

•	To delete data in the Project, Task, or Labor Code fields, select the appropriate field and press the Delete key. Or, select the appropriate field, right-click on your mouse, and select Delete from the popup menu.


Tip for Copying Timesheet Data

If you need some, but not all data from a timesheet entered in a previous period, copy the previously entered timesheet and then delete any unnecessary rows or data from the current timesheet.


Notes about Printing a Timesheet

•	If you select the Print when submitted option from the File menu in Timekeeper, your timesheet prints automatically when you submit it for processing. However, the Print command does not submit your timesheet for processing.

•	If you have not yet submitted your timesheet, the label Draft copy prints on the timesheet.

•	If you have submitted your timesheet, the label Submitted prints on your timesheet.


Notes about Changing a Submitted Timesheet

If your Timekeeper Administrator has selected the Allow users to resubmit timesheets option on the Security tab of Timekeeper Administration, then:

•	Group and System Administrators can change and resubmit any submitted timesheet to which they have access, if they have editing rights to the timesheet and the selected labor period is still open. You define timesheet access and editing rights on the Timekeeper tab of Employee Table Maintenance.

•	Staff-level Timekeeper users can only change and resubmit their own submitted timesheets. They cannot change and resubmit other employees’ submitted timesheets.

•	You cannot save changes to a submitted timesheet without resubmitting the timesheet. Timekeeper automatically saves any changes to the current timesheet when you resubmit it.


Notes about Timekeeper Administration

•	You typically grant System-level access to the System Administrator in your firm.

•	You can assign System-level access to more than one employee.


Tips for Sorting Information on the Timesheet Status Tab

•	You can sort information on the Timesheet Status tab by employee number, employee name, timesheet status, or employee group. To sort information, click on the appropriate column tab on the form. For example, to sort by employee number, click on the Employee column tab.

•	You can sort information in ascending or descending order. Click once on the appropriate column tab to establish a sort order (either ascending or descending). Click on the column tab again to reverse the sort order.


Tips for Sorting Information on the Calendar Tab

•	You can sort information on the Calendar tab by start date, end date, or labor period status. To sort information, click on the appropriate column tab on the form. For example, to sort by start date, click on the Start Date column tab.

•	You can sort information in ascending or descending order. Click once on the appropriate column tab to establish a sort order (either ascending or descending). Click on the column tab again to reverse the sort order.


Tips for Sorting Information on the Global Comments Tab

•	You can sort information on the Global Comments tab by comment only. To sort information, click on the Comment column tab on the form.

•	You can sort information in ascending or descending order. Click once on the Comment column tab to establish a sort order (either ascending or descending). Click on the column tab again to reverse the sort order.


Tips for Sorting Information on the Employee Groups Tab

•	You can sort information the Employee Groups tab by employee group code or description. To sort information, click on the appropriate column tab on the form. For example, to sort information by employee group code, click on the Group column tab.

•	You can sort information in ascending or descending order. Click once on the appropriate column tab to establish a sort order (either ascending or descending). Click on the column tab again to reverse the sort order.


Tips for Sorting Information on the Security Tab

•	You can sort information the Security tab by employee number, employee name, employee group, administration level, password, or check hours status. To sort information, click on the appropriate column tab on the form. For example, to sort by employee number, click on the Employee column tab.

•	You can sort information in ascending or descending order. Click once on the appropriate column tab to establish a sort order (either ascending or descending). Click on the column tab again to reverse the sort order.


Tips for Sorting Information on the Special Categories Tab

•	You can sort information on the Special Categories tab by category, description, sort order, project, task, or labor code. To sort information, click on the appropriate column tab on the form. For example, to sort by category, click on the Category column tab.

•	You can sort information in ascending or descending order. Click once on the appropriate column tab to establish a sort order (either ascending or descending). Click on the column tab again to reverse the sort order.


Tip for Using the Search Form

If you do not want to click on the Retrieve button each time you change the search criteria, select the Retrieve Automatically option. This option automatically refreshes the search list results each time you change the selection criteria.


Note about the Security Tab

Group Administrators can review all Timekeeper security information for the employees in their assigned groups, but they can only change employee security settings in the Group, Password, and Check Hours fields on the Security tab.


Notes about the Special Categories Tab

•	To obtain a lookup for project, task, or labor code data, double-click in the appropriate field, or click on the Lookup button [image] in the appropriate field.

•	Please contact your Deltek Advantage Support Representative for help in developing SQL queries for special category project, tasks, or labor codes. Custom queries are developed on a time and materials basis.

•	Timekeeper Administration queries are limited to 255 characters.


Notes about the Timesheet Status Tab

•	When you access Timekeeper Administration, the Employee Group field on the Timesheet Status tab is blank. Therefore, the timesheets for all employee groups to which you have access are included in the status report each time you log on.

•	When you access Timekeeper Administration, all the Include options are selected. Therefore, all the timesheets for the employee groups to which you have access are included in the status report each time you log on.

•	As you enter data and select options on the Timesheet Status tab, Timekeeper Administration automatically displays the timesheets that match your selection criteria.


Notes about Employee Groups

•	A group description can be edited after you save it, but you must delete a saved group to change the group’s code.

•	The group codes you enter on the Employee Groups tab appear in the Group fields on the Timesheet Status and Security tabs of Timekeeper Administration.

•	The group descriptions you enter on the Employee Groups tab appear in the Timekeeper Group and Group fields on the Timekeeper tab of Employee Table Maintenance and in the Group field on the Timekeeper Timesheets Files form.

•	If you establish employee groups, you can use the Group field on the Timekeeper Timesheets Files form to specify the employee groups for which you want to review transaction lists or post Timekeeper timesheets.


Note about Timekeeper Administration

When you access Timekeeper Administration, the system displays the System Administrator or Group Administrator form, depending on the level of your Timekeeper Administration security access.


Note about Deleting Special Categories

When you delete a special category, Timekeeper Administration deletes the special category from all Timekeeper timesheets that have not yet been posted. However, any time charged to the special category still appears on employee’s timesheets. Therefore, before you delete a special category, be sure to post all Timekeeper timesheets for which time has been charged to the category you are deleting.


Note about Deleting Global Comments

When you delete a global comment, the comment is no longer available to Timekeeper users. However, deleting a global comment does not remove the comment from an existing timesheet if the comment has already been entered on the timesheet.


Note about Timekeeper

To ensure the accuracy of your timesheet entries, Timekeeper validates all timesheet project, task, and labor code data against the information in your Deltek Advantage database.


Note about Labor Codes

The entries in the Budgeted Labor Code Validation and Budgeted Levels fields on the Miscellaneous Tab of Project Table Maintenance can also affect your ability to modify labor codes on your timesheet (for specified projects). For information about budgeted labor codes and access to labor codes in Timekeeper, see the context-sensitive help for the Miscellaneous tab of Project Table Maintenance.


Notes about Entering Comments

•	The drop-down list in the Comment popup window includes all comments previously entered on the current timesheet, all comments copied from another timesheet, and any global comments entered by your Timekeeper Administrator.

•	When you click in a timesheet cell, the description area at the bottom of the timesheet displays any comments entered for the corresponding labor period day.

•	Timekeeper timesheet comments can be displayed on all project reports, invoices, and submitted timesheets in Deltek Advantage.


Tip for Entering Comments

You can set up Timekeeper to automatically display the Comment popup window when you are entering hours on a timesheet. To do this, select Modify, Auto Comments from the Timekeeper menu, or right-click on your mouse in any timesheet date field and select Auto Comments from the popup menu.


Notes about Opening a Timesheet

•	Group and System Administrators can open any employee timesheet to which they have access. You define timesheet access rights on the Timekeeper tab of Employee Table Maintenance.

•	Staff-level Timekeeper users can only open their own timesheets. They cannot open other employees’ timesheets.


Notes about Changing an Approved Timesheet

If your Timekeeper Administrator has selected the Allow users to resubmit timesheets option on the Security tab of Timekeeper Administration, then:

•	Group and System Administrators can change and resubmit any approved timesheet to which they have access, if they have editing and approval rights to the timesheet and the selected labor period is still open. You define timesheet access, editing, and approval rights on the Timekeeper tab of Employee Table Maintenance.

•	Staff-level Timekeeper users can only change and resubmit their own approved timesheets. They cannot open other employees’ approved timesheets.

•	You cannot save changes to an approved timesheet with resubmitting it. Timekeeper automatically saves any changes to the current timesheet when you resubmit it.


Tip for Changing the Status of a Timesheet

If you have chosen not to allow users to resubmit their timesheets, use this option to change the status of Submitted or Approved timesheets back to In Progress, so that users can make changes to previously submitted timesheets and resubmit them for processing.


Notes about Changing Passwords

Group and System Administrators can change passwords on the Security tab of Timekeeper Administration.

•	System Administrators can change the passwords of all employees.

•	Group Administrators can change the passwords only of employees in assigned groups.


Notes about the Calendar Tab

•	When you set up a new labor period on the Calendar tab, the status value for that labor period defaults to Open. The labor period remains Open until you change the value in the Status field on the Calendar tab.

•	You can set up labor periods with overlapping dates on the Calendar tab. For example, let’s say you want to set up the following labor periods:

Period 1 = 08/01/03 – 08/15/03

Period 2 = 08/15/03 – 08/31/03

In this example, Period 1 ends at 12:00 noon on 8/15/03 and Period 2 begins at 12:00 noon on 8/15/03. Timekeeper displays a warning when you enter the overlapping dates. However, you can accept and save the entry.

•	Only System Administrators can change the status of a Timekeeper labor period.