Quick Reference Guide Timesheets

Quick Reference Guide - Timesheets Contractors

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All Rights Reserved | October 8, 2021

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Quick Reference Guide – Contractor Timesheets

CONTENTS

Contents ..................................................................................................................................................................2

1 Getting Started ...................................................................................................................................................3

1.1 Setting up your account – migrating from FlexBackOffice ......................................................................3

1.2 Logging in ...................................................................................................................................................4

1.3 Getting around in the Contractor Portal ...................................................................................................4

2 Finding and viewing your timesheets .................................................................................................................5

3 Timesheet page structure ..................................................................................................................................6

4 Entering time entries on your timesheet ...........................................................................................................7

4.1 First Timesheet ...........................................................................................................................................7

4.2 Add Timesheet Projects ..............................................................................................................................7

4.3 Pre-fill Timesheet Entries ...........................................................................................................................8

4.4 Direct Timesheet Entry ...............................................................................................................................9

4.5 List Drop ......................................................................................................................................................9

4.6 Quick Copy ............................................................................................................................................... 10

5 Uploading documents and entering comments on your timesheet ............................................................... 10

6 Additional Timesheet Functionalities .............................................................................................................. 11

6.1 Timesheet Summary ................................................................................................................................ 11

6.2 Default/Compact View ............................................................................................................................ 11

6.3 Highlight entries in the Timesheet .......................................................................................................... 12

6.4 Navigate to another Timesheet ............................................................................................................... 12

6.5 Print the Timesheet ................................................................................................................................. 12

6.6 Clear the Timesheet ................................................................................................................................ 12

7 Submitting your timesheet .............................................................................................................................. 12

8 Recalling a timesheet ...................................................................................................................................... 13


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1 GETTING STARTED

1.1 Setting up your account – migrating from FlexBackOffice

If you are new to Procom’s Contractor Portal but have already used FlexBackOffice before, you will receive an

invitation via email to start using the portal.

1. Go to www.flexbackoffice.com and click the Login link at the top.

2. Enter you FlexBackOffice username (your email address)

3. Click the Continue to Contractor Portal button

4. You will be redirected to the Contractor Portal login page. Enter your FlexBackOffice password here. It

will authenticate you and save your password on the portal, so you can continue using it in future log

ins.

http://www.flexbackoffice.com/


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1.2 Logging in

You can log in by following these steps:

1) Go to procom.clientconnections.com

2) Enter your email and password and click Log in.

1.3 Getting around in the Contractor Portal

The menu bar enables easy navigation between the modules that are available to you. The image below

provides an overview of the application features.

The default landing page is the Dashboard.

User Profile

Click here to change your

password or sign out.

Page Title

The page title lets you know

what page you are on.

Menu

Use this menu bar to

access all areas of the

portal.

Log in

Enter your email and password

to sign in.

Password Recovery

Click here if you forgot your

password.

https://procom.clientconnections.com/Contractor/


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2 FINDING AND VIEWING YOUR TIMESHEETS

View your Timesheets (current and history) from the Timesheets page. You can access the Timesheets page

from the main menu:

The Timesheets page lists the timesheets based on their status:

• Unsubmitted – all timesheets that were not submitted yet. Here you will find new timesheets for future

periods, as the system creates them automatically for you.

• Pending Review – all timesheets submitted and waiting for approval by managers. You can still open

the timesheets here, and recall them if needed.

• Ready for Payment – Approved timesheets before they are processed and paid.

• Paid – All paid timesheets. Here you will find the history of timesheets and their payments.

Note: Payment Transactions list will only show payments issued from the FlexBackOffice system

(which is the backend system for the Contactor Portal). For previously issued payments and their

timesheets, please refer to the existing Flextrack InvoiceTrack site.

• All – All timesheets, from all statuses.

Unsubmitted

timesheets

All

timesheet

s

Approved timesheets

that were not paid yet

Approved timesheets that

were paid

Submitted timesheet

awaiting manager’s

approbval

Indicators are

unsubmitted and overdue

timesheets

Click the timesheet ID to open

the timesheet for editing and

submitting


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3 TIMESHEET PAGE STRUCTURE

The screenshot below shows the overview of your timesheet screen and highlights the major sections of the

page.

Section A – Timesheet Headstone displays the key details of a timesheet - the Timesheet ID, Approver, Client,

Status, and Work Order.

Section B – Task Bar displays the date range of the timesheet and additional actions such a Print and Submit.

Section C – Timesheet Summary displays a table of timesheet hours summarized by project and rate. Click on the

Show Summary link under the Task Bar to open this section.

Section D – Tabs shows you tabs to view the Timesheet, Notes & Docs, Projects and History associated with your

timesheet.

Section E – Projects shows your project or rates (depends on the setting of you Work Order) for prefilling the

timesheet, drag-and-dropping into the timesheet calendar, etc.

Section F – Calendar Body displays the time entries entered for each date in the timesheet.

B A

D

C

F E

Go back to list of

timesheets


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4 ENTERING TIME ENTRIES ON YOUR TIMESHEET

This section will show how to add projects or rates, view, fill and submit your timesheet.

4.1 First Timesheet

If you are required to submit daily entries on your timesheet by project, you will find under the Timesheet tab a

Add Project (+) for you to add projects. Refer to Section 2.3.2 Add Timesheet Projects for details.

If projects are not required, the Timesheet tab would not have a Add Project (+) button. The tab will not display

projects, but instead display a list of rate types (i.e. Primary, Overtime) associated with your time entries.

Note: the tab would start off with no rate types listed – they will only appear after you add timesheet entries with

those rate types.

4.2 Add Timesheet Projects

Within the Timesheet tab, click on the Add Project (+) to launch the New Project modal as shown below. Fill in

the details, including the Project Name, Project Code, Description and Rate Type to create a new project.

The Timesheet tab in the left-hand side of the page will also display a list of your projects in blocks and allow you

to search & add new projects.

Alternatively, you can navigate to the Projects tab to view your list of projects. This screen will allow you to view,

filter, sort your projects and create new projects for your timesheet.

Search bar

Search for your projects by

name.

Add Project (+)

The New Project Modal opens,

allowing you to add a new project

for your timesheet.


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Click the Create button to launch the New Project modal outlined in the previous section and create a new

project.

After you have added all the projects needed, you can then add timesheet entries for those projects onto the

timesheet.

4.3 Pre-fill Timesheet Entries

A quick way to fill in all days in a timesheet period with a fixed value is to use the Pre-fill button. Click on the Pre-

fill button next to a project or rate type in the Timesheet tab. This will launch a Pre-fill modal where you can

specify a default number of units for every day of the timesheet.

Note: weekends and holidays are not pre-filled, and hours have to be entered explicitly for those days.

Click Create to launch

the New Project modal

and create a new

project.

Prefill Button

Click the Prefill Button to launch

the Prefill modal.

Type the number of time

units, or use the (+) and (-)

buttons to add a time to

your pre-fill.

Pre-fill

Use the Pre-fill button to

apply the time entry to

the entire timesheet

period.

Use the Projects tab as

an alternative way to

see and create new

projects


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4.4 Direct Timesheet Entry

A simple way to directly add a timesheet entry is to click on any day within your timesheet calendar. This opens

up the Add Time modal where you can enter the hours worked, select the Rate Type or Project (if timesheet

requires projects) and then click on the Add button to add a single timesheet entry.

Note: You can also check off the Pre-fill with this entry box to pre-fill every day (excluding weekends and holidays)

in the timesheet with this entry.

4.5 List Drop

Drag and drop a project block from your My Projects list to any specific day. When you drop the block on a new

day, the Add Time modal as described in 2.3.4 Direct Timesheet Entry opens. Fill in the modal to specify the

details of the new entry, such as the hours and note before hitting Add to add the new timesheet entry.

List Drop

Drag a block from the list

and drop it on a day in your

timesheet.

Modify the Number of Hours,

Project, Notes.

Pre-fill

Use the Pre-fill checkbox to

apply the time entry to the

entire timesheet period.


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4.6 Quick Copy

Copy an existing timesheet entry by dragging and dropping it to a new day. When you drop the block on a new

day, the Add Time modal opens, allowing you to modify or confirm the copied data.

5 UPLOADING DOCUMENTS AND ENTERING COMMENTS ON YOUR TIMESHEET

You can use the Notes & Docs tab to attach Documents, add Timesheet Notes and view a summary of your daily

timesheet entry notes. The Notes & Docs tab is shown below with its sections labeled.

Section A – Documents lets you attach documents with the timesheet to be submitted

Section B – Timesheet Notes lets you write notes associated with the timesheet to be submitted

Section C – Day Notes displays a summary of all the daily notes

To upload a document: 1. Click on the Add button under the Documents Section. This will display the Upload Document modal as

shown in the image below.

Quick Copy

Drag a block from one day

and drop it on a different

day to copy the entry.

A B

C


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2. Click the Add button to browse and attach a document from your folders, or drag and drop a document

anywhere onto the page.

3. Click Start Upload to add the attached documents to your timesheet.

6 ADDITIONAL TIMESHEET FUNCTIONALITIES

6.1 Timesheet Summary

This a summary table of our timesheets by projects and rates across the weeks on the timesheet period. To show

this summary, click the Show Summary button in the top right section of the screen.

6.2 Default/Compact View

The timesheet page is built with two views. The Default View displays each project in its own row across the

timesheet days. The Compact View condenses each day in the timesheet to make it more compact.

To switch between the two rows, click the button in the Task Bar in the top right section of the screen.

Add

This button lets

you browse

through your

folders. You can

also drag and

drop a

document onto

anywhere on

this page.

Start Upload

Click this button to

upload the

attached

documents to your

timesheet.


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6.3 Highlight entries in the Timesheet

You can highlight all the timesheet entries for a specific project. Do this by clicking the lightbulb button next to a

project under the Timesheet tab.

6.4 Navigate to another Timesheet

In this Task Bar, you can Navigate to a timesheet of a different period by clicking on the date range and selecting

a new date in the popup.

6.5 Print the Timesheet

In this Task Bar, you can print a PDF copy of the timesheet by clicking the Print button.

6.6 Clear the Timesheet

In this Task Bar, you can clear all timesheet entries you have entered so far on this timesheet, by clicking the Clear

button.

7 SUBMITTING YOUR TIMESHEET

Once all your timesheet entries are complete, look to the top right Task Bar section of the Timesheet. There is a

Submit button to send your timesheet to your approver for review. You can recall your timesheet at any time

before it is approved.

Note: All timesheets need to be submitted in order. You can not submit a timesheet for a later date when a prior

timesheet has not been submitted.


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Once you see the green successful submit message, the timesheet will close automatically and you will return

back to the Timesheets page. Since this timesheet has been submitted, it will appear in the Pending Review tab.

8 RECALLING A TIMESHEET

If for whatever reason you need to make an update to a timesheet you already submitted, and is pending review,

you can recall the time.

Look for the timesheet in the Pending Review tab of the main Timesheets page, and open it.

At the Task Bar section of the timesheet , you will see a Recall button. Click it to continue with the recall.

Once you see the green successful recall message, you will still have the timesheet open so that you can update

it as needed.

After making your adjustments, don’t forget to resubmit the timesheet again.

Quick Reference Guide Timesheets

Documents

Transcript of Quick Reference Guide Timesheets