This guide explains the steps that an agency administrator would go through in order to validate a timesheet after it has been approved by a client authoriser using Etz Sign or Online Authorisation. For information on validating images submitted by fax-back, email or image upload, see Incoming timesheet images validation.
Timesheet validation is used within the system as a secondary check for accuracy of information. If any details are incorrect at this stage, it is possible to amend them in order to quickly rectify the problem.
In order to view all timesheets currently awaiting validation, navigate to the 'Timesheet' menu and then to ‘Online Validation’.
If you know that the timesheet(s) have been approved correctly by the manager, then you can quickly validate these timesheets by checking the tickboxes next to these timesheets and then clicking the 'Validate Timesheet(s)/Expense Sheet(s)' button.
Alternatively, if you would like to review a timesheet before validation, click on the document icon. To make changes to the timesheet and to validate, click on the pencil icon on the far left. This will take you to a screen that looks like the image below, where the timesheet can be validated or rejected. Also, it is at this stage that details, if incorrect, can be amended - if the changes affect the values on the sheet, make sure to first click 'Recalculate' prior to clicking on 'Validate' in order to view the new totals.
If the system detects any potential errors at this stage, the validation process will fail and an error or warning message will appear at the top of the screen, as in the image below.
The message will inform you of the problem so that you can resolve any conflicts and revalidate. Alternatively, you can use the ‘Override’ button to bypass any warnings and continue to validate.
If you decide to reject the timesheet, you will need to provide a reason in the ‘Reject Note’ field - failing to do this will result in a red error box appearing at the top of the validation screen.
Once rejected, the timesheet (along with the rejection note) will go back to the candidate to be amended.
Once the timesheet, or timesheets, have been validated, they are then ready for the invoice process. For further information on this, please see the tutorial How to create a sales invoice.