About the 5-6-3 Review Time window
Note: Sage Mobile apps and associated functions require a subscription license for Sage 100 Contractor. For more information, contact your Sage business partner or your Sage customer account manager at 1-800-858-7095 or [email protected].
Because employees without a high level of access to Payroll can submit time entries through the Sage Time mobile app or using the 5-6-2 Enter Time window, their time entries must approved by a user that has Print Checks rights for Payroll. They can be reviewed as an intermediate step, say by a job supervisor, before they are approved and processed.
If you are an employee with limited rights in Payroll, you can use the 5-6-3 Review Time window to review, and then accept or reject, time entries submitted by other employees. You might do this, for example, if your company requires you to approve the time entries submitted by workers on your crew at a job site.
If you are set up for mobile access, you can also review time entries using the Sage Time app for jobs where you are set up as a reviewer. (To find out how to assign a reviewer to a job, see Assigning an Employee Rights to Review Time Entries for a Job.)
Reviewing time entries is an optional intermediate step designed to accommodate your workflow. If your company does not require an intermediate review of time entries before sending them for approval, and you have Print Checks rights for Payroll, you do not need to review time entries before approving them in the 5-6-4 Approve Time window.
Note: If a job has no reviewer assigned to it, time entries cannot be reviewed in the mobile app, but only in the 5-6-3 Review Time window.
Tip: Users with rights to print checks in Payroll can also use the 5-6-3 Review Time window, but it is more efficient for these users to review and approve the time submissions in one step using the 5-6-4 Approve Time window.
Displaying time entries on the grid
Sage 100 Contractor displays time entries submitted through the Time app and through the Time Entry window that have not yet been processed.
If there are unprocessed time entries for only one type of pay period and one pay period, Sage 100 Contractor displays those entries on the grid. However, if there are unprocessed entries for more than one type of pay period, you must select a pay period type and a pay period. (Only pay period types defined in the 5-6-5 Time Entry Settings window are available.)
Previously reviewed time entries are not displayed by default, but you can select the Include Previously Reviewed Time option to show them.
Tip: If there is a large number of entries to review, you can filter the display to show only entries for a single date, employee, or job so that you can focus on entries of a certain type. You can use any or all of these filters, or none of them, depending on your own workflow.
The information displayed for each time entry includes:
- The date the work was performed.
- The employee who performed the work, as well as the person who submitted the time entry. (These may be different people if the time was submitted through the Time Entry window.)
- The job, phase, and cost code for the hours worked.
- The equipment they used while performing the work (if you selected the option in the 5-6-6 Time Entry Settings window to let employees submit equipment operated along with their time).
- The total hours worked on the job, phase, and cost code, with a breakdown showing overtime, premium, sick, vacation, and holiday time.
- Any notes submitted along with the time entry.
After you accept or reject an entry, the grid displays:
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Your name (or the name the reviewer who accepted or rejected an entry).
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The status of the entry (accepted or rejected).
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For a rejected entry, the reason that the entry was not accepted.
Important! You must enter a reason for a rejected entry.
Note: You can change any of the information for a time entry line except the employee, the date, and total hours until the entry is processed.
Accepting or rejecting selected time entries
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To accept a time entry, select it on the grid, and then click [].
Tips:
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To select a single entry, click its row number.
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To select multiple entries, hold down the Shift key and then click the first and last row numbers you want to select.
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To reject an entry, select it, enter the reason why you are rejecting the entry, and then click []. The hours for rejected entries are removed from the Hour Totals that appear below the grid.
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If you want to revert the status of an entry, select the entry, and then click [].
If you saved the entries in the window and you need to change the status of an entry, you need to select the Include Previously Reviewed Time option to display it.
Sage 100 Contractor updates the Status column according to your choice for each entry.
Note: After time entries are sent to 5-5-1 Daily Payroll Entry or 5-2-2 Payroll Records, depending on your Time Entry settings, their status is updated to Processed. You cannot edit processed time entries.
Notifying employees about rejected time
To notify Sage Time mobile users when you reject their time submissions, you need to specify outgoing email settings. You do so using the Email Settings window, available from the menu. (Click .)
When you save a Time mobile entry that you rejected, Sage 100 Contractor automatically emails a notification to the employee using the email address entered in their 7-2-3 Mobile Users record. (Notifications are not sent for time entries recorded using the 5-6-2 Enter Time window.)