Time Entry - Sheet View

 

The Time Entry - Sheet View sub-menu displays all of the transactions for each employee in a given accounting period.

Details on each transaction are listed in the grid. The data in the grid sources from information entered on the Employee, Customer, Assignment and Order summary sections of Avionté. The Time Entry data is imported from the portals, mobile sales app, or another Time Entry source.

 

In Time Entry - Sheet View, users can view and edit transactions, perform actionable tasks, and print or export the data.

 

CHAPTERS

Prerequisites
Access Time Entry - Sheet View
Organize Sheet View

Time Entry Field Chooser

Update or Enter Time and Related Information
Create Billing Transactions

Time Entry Context Menu

Options Menu

Prerequisites

Create a batch that is open and active. See the Time Entry - Batch article for more information.

Access Time Entry - Sheet View

1. From the Main Menu, navigate to Back Office > Time Entry.
   
   
2. Select an accounting period from the Accounting Period drop-down menu. 
   
   
3. There are three ways to access Sheet View. Once Time Entry - Sheet View is opened, the transactions associated with the time period will display in the grid.
   
   
   • Click Sheet View from the sub-menu.
   • Click Show SheetView from the Actions drop-down menu.
   • Click Show SheetView from the Shortcuts menu, if it has been added. 

Organize Sheet View

When Sheet View is first opened, all of the transactions display alphabetically by the employee's last name. 

Sheet View can be organized by grouping and filtering the transactions. This makes it easy to view specific groups of information and make changes.

The grand summaries always display at the bottom of the grid.

Grouping Transactions

Create a Group

1. Select a column to group the transactions by.
   
   
2. Click on the column header.
   
   
   
   
3. Drag the column header into the area directly above the columns where it says "Drag a column header here to group by that column." Collapsible categories will appear in the grid. 
   
   
   
   
4. Click the + to the left of the category name to expand the section.
   
   
   
   

Add Additional Groups

1. Follow steps 1-3 in the Create a Group section above to add another item to group by.
   
   
2. The relationship between the groups will appear at the top of the window in a parent/child format.
   
   
   
   The column name shown at the top of the grouping is the first set of criteria used to group the data. The column name shown below is the next set of criteria used to group the data. Click the + button to reveal the grouped data.
   
   
3. Drag the columns until the data is grouped as expected.
   
   

Remove a Group

1. Click the column header in the top bar that should be removed.
   
   
   
   
2. Either drag the column header down and insert it in between two other column headers or move it above toward the top of the application and let go when the black X appears. Both of these will remove this column from the grouped view.
   
   

Filter Transactions

1. Locate a column that contains the data that should be filtered.
   
   
2. Either enter a filter keyword in the blank space directly under the column header or select a value from the drop-down menu.
   
   
3. Once selected, the filtered data will display. 

Time Entry Field Chooser

The field chooser menu controls what information and columns are displayed in the search results. Columns can be clicked and dragged to display in any order. The columns available in Time Entry - Sheet View are described alphabetically in the table below.

Using the Time Entry Field Chooser

1. Locate the field chooser icon, in the upper left corner of the screen. The field chooser screen will display.
   
   
   
   
2. Place a checkmark next to the columns/fields that should be included in the grid. For more information on the columns/fields that can be added, see the Field Chooser Descriptions table below. Once checked, the column will display immediately.
   
   
   
   
3. When all of the columns/fields have been added, click the little "X"  in the corner to close the window. 

Field Chooser Descriptions

The following columns and fields can be added and viewed in the grid.

 

Field	Description
Assignment ID	Identification number for a particular assignment.
Batch ID	Identification number for a particular batch.
Bill Rate	The rate at which the entity is billed.
Bill to Name	The name of the entity being billed.
Bill Unit	The number of units for which an entity is being billed.
BOLD Job ID	Employee's AviontéBOLD Job ID (for clients using AviontéBOLD)
BOLD Placement ID	Employee's BOLD Placement ID
BOLD Talent ID	Employee's BOLD Talent ID
BOLD Timesheet ID	Employee's BOLD Timesheet ID
Branch	The branch to which this data is associated.
Department Name	The department to which the data is attached.
Document Count	Indicates the number of documents attached to the entry.
Employee	The name of the employee.
Employee ID	The employee's identification number.
Has Daily Item	Indicates that time is entered daily.
Item Bill	The total amount being billed on the entry.
Item Pay	The total amount being paid on the entry.
Job Position	Name of the position for this entry.
Order Type	Order type classification transactions. A way to easily identify Direct Hire transactions only so that they can be processed separately.
Pay Rate	The rate of pay associated with the entry.
Pay Unit	The number of units being paid out.
Payee Name	The name of the entity being paid.
PO Number	The purchase order number assigned to the employee.
Shift Name	The name of the shift worked.
Short Name	A short identifier given to the order.
Sort Order	Number indicating the entry's order on a list.
SSN	Social Security Number for the employee associated with the entry.
Staffing Order ID	Identification number for the order.
Total Days Worked	The total number of days worked.  Note: This field will auto-populate time entry data entered through a portal.
Type	Refers to the type of hours worked (i.e. regular, overtime, etc.)
Week Worked	Indicates the final day of the week when the work took place.

Update or Enter Time and Related Information

While many of the fields must be edited at the Employee, Customer, Assignment and Order level, it is possible to edit some of this information in Time Entry - Sheet View. It is possible to enter time or update existing information in Sheet View. Pay Unit, Bill Unit, Pay Rate, Bill Rate, and Week Worked columns can be updated for each employee.

Note: If an customer is set up for Daily Time, then time can only be entered in the Card View and cannot be edited in Sheet View. If an employee's time cannot be edited here, check to ensure that the employee is set up for Daily Time.

1. Ensure that the batch you are entering time for is open and active. If a batch does not exist, create a new batch. For instructions on creating a new batch, see the Time Entry - Batch article. 
   
   
2. Click the drop-down menu in the upper left corner. The drop-down menu will display all open batches the logged-in user created by default.
   
   
   
   To view batches created by other Avionté users, click the Options drop-down menu and select either the Also Other Users Batches or Also Closed Batches to include batches that meet those criteria.
   
   
   
   
3. In the grid, locate the employee that needs to have their time card updated.
   To configure the columns in the grid, see the Time Entry Field Chooser section.
   
   
4. Click the field to highlight it and enable editing.
   
   
   
   
5. Update the field. 
   
   
6. Press Tab on the keyboard to save the information.
   
   
7. Repeat these steps for each employee to ensure that the time entered is correct.
   
   
8. Click Verify Batch at the top of the window. If there are issues with the batch, view the Errors and Warnings tab to resolve any issues.
   
   
9. Click Close Batch to close the batch. The only time you can see this is in payroll and billing. 
   
   If any information is edited after the batch has been closed, the batch will reopen. If payroll and billing has not been completed for a transaction, the batch can be edited in either Card or Sheet View. The Time Entry batch will reopen and needs to be re-verified and closed.

Create Billing Transactions

A billing transaction is used to bill clients for transactions that are not associated to a specific employee's time. A Billing Transactions can be used to bill clients for drug tests, background checks, etc. These transactions are not linked to a specific assignment or order. 

Billing Transactions appear at the top of the grid because they are not tied to a specific employee.

Time Entry Context Menu

The Time Entry context menu is accessed by right-clicking a transaction in the Time Entry Sheet View. The context menu provides access to commonly used time entry options.

Access the Time Entry Context Menu

1. Locate the employee to access the Time Entry Context menu for. 
   
   
2. Use the mouse or track pad to right click on the employee's name. The Time Entry Context menu will display. 
   
   
   
   
3. Use the Time Entry Context menu to take action or view additional information. For more information on each option in this menu, see the Options in the Time Entry Context Menu section below.

Options in the Time Entry Context Menu

 

Option	Description
Tab Stop	Indicates the column where pressing the tab key will move your cursor vertically down the column instead of horizontally across a row. Note: Tab Stop is configurable on various columns. Please check to ensure it is turned on/off for the specific column intended for its usage.
See Employee	Opens the Employee Summary section for the employee listed on the entry. For more information, see the Employee Summary article.
See Customer	Opens the Customer Summary section for the customer listed on the entry. For more information, see the Customer Summary article.
See Assignment	Opens the Assignment Detail section for the assignment listed on the entry. For more information see the Assignment Detail article.
See Order	Opens the Order Summary section for the order listed on the entry. For more information, see the Order Summary article.
Copy Transaction	Enables the creation of a duplicate transaction on the grid.
Insert Transaction Type	Enables the addition of a transaction to a batch. This allows you to add deductions and refunds on a batch-by-batch basis with variable amounts.
Refresh Transaction	Updates the data for the highlighted grid entry.
Update from Order/Assignment	Updates the information in the transaction based on changes made in the Order and Assignment sections.
Delete Transaction	Remove the selected entry from the grid.
Delete Transaction Item	Remove a transaction item from the grid entry.
End Assignment	Records the end of an assignment in the End Assignment window. For more information, see the End Assignment Wizard article.
Attach Document(s)	Enables the upload of files that will attach to the transaction. Multiple files can be attached at once. Click Browse to add files. Note: That system filters by default on .PDF's, but other file types (or all types) can be chosen.
Instant Pay	Issues an immediate payment. See the Instant Pay article for more information.

Options Menu

The Options slide menu provides different action or viewing options. The Options menu is broken into two sections, Pay Equal Bill Option and Actions. 

Access Options Menu

1. Click Options on the right side of the window. The Options menu will display.
   
   
   
   
2. Make a selection in the window. For more information see the Pay equal bill option or Action section below.
   
   
   
   
3. To make sure the Options menu does not slide out of view, click the pin icon at the top of the window to pin it.

 

 

Pay Equal Bill Option

Pay Equal Bill Option provides specific data entry and view options.

 

Option	Description
Bill Equals Pay	Sets the system to enter the same value for Bill Units as Pay Units. Note: This only applies to transactions after the box has been checked
Show Un-entered Only	Display only transactions not associated with a batch.

Action

The Actions section provides printing and exporting options. Once search results have been generated, the results may be sent to a printer as an image or exported in Microsoft Excel format. 

Option	Description
Print	The name of the section providing printing options.
Preview Before Printing	Checking this box prompts a preview of the page once Print Search Results has been clicked.
Fit width to pages	Determines the width of the printed grid.
Print Search Results	Sends the search results to the computer's default printer.
Export to Excel	Prompts the computer to open the search results in Microsoft Excel.