Timesheet Errors

The Timesheet Errors page provides a quick and easy method of identifying and correcting any timesheet errors.

Additional Information

When a Timesheet is saved the system performs checks on the timesheet to ensure the entered data is valid.

If it is not, the timesheet is marked with having 'Errors'. Any timesheets with errors are highlighted in Timesheet Control with having the letter 'E' marked next to them.

When you have identified and corrected reason why the timesheet has been placed in error you will need to re-save the timesheet. This allows the system to re-validate the timesheet and remove the errors on the timesheet lines.

Message	Reason	Resolution
Staff costing rate is zero	The staff member has a resource rate = 0 and it is trying to book time to a non-overhead project	Add a resource rate to the staff members hourly rates (Staff List > Grid Menu > Edit Staff Hourly Rates). Note: This rate needs to take effective as of the timesheet error date (or before). or Change the project to an overhead project. or Change the setting ‘Allow zero cost rate?’ (Staff Timesheet Preferences).
Staff billing rate is zero on table 'x’	The staff member has a recharge rate = 0 for the rate defined in the task which they are booking time to (project rate table if no task defined).	If the staff member is booking time against a task check the rate table defined on the task (Edit Task Fee > Charge Rate Table). If the project is task-less check the defined rate table on the project (Edit Project Invoicing Parameters > Rate table). Then, add a recharge rate to the staff members hourly rate (Edit Staff Hourly Rates). Note: This rate needs to take effective as of the timesheet error date (or before). or Change the project to an overhead project. or Change the setting ‘Allow zero recharge rate?’ (Staff Timesheet Preferences).
Staff not allocated as a resource on this task	The staff member is not allowed to book time to this task.	Untick the option ‘restrict timesheet bookings for this project and task to the staff listed below’ (Edit task > Staff Page) within the window admin system. or Add the staff member to the list of staff members authorised to book time to the task (Edit task > Staff Page) within the window admin system.
You are not authorised to book time to this project	The staff member is not authorised to book time to the selected project	Review the staff members login settings (Setups > Login Users > Project Selections page) within the windows admin system. Also review staff the restrictions settings for the project (Project List > New & Edit > Edit Project Staff Restrictions)
Expenditure has been stopped on this Project	The project is marked as stopped (on hold)	Book time to a different project or Remove the ‘Expenditure Stopped’ option from the project (Project List > Side Menu Button > Edit Project Details)
{Order Number} may not be blank on this project	The ‘Force entry of {Order number} timesheet column on this project’ option is ticked (Project Maintenance > Additional page) but the timesheet does no have this column filled in.	Remove the tick from the Additional Tab on the Project Maintenance screen or Enter data for this field in the timesheet. Note: If the {Order number} column is not visible on the timesheet see Setting your timesheet options
The chosen {Order number} is not available for use - please enter a different {Order number}	The {Order Number} field which has been selected on the project has since been changed to not available for use.	Select a different {Order number} value or Place a tick back in the ‘available for use’ option (setups > control codes > {Order number} Maintenance)
Invalid {Order number} ' - please enter a valid ' + {Order number}	The {Order number} field which was entered on the timesheet is present in the list of {Order number} codes	Select a different {Order number} value or Re-add the {Order number} value (setups > control codes > {Order number} Maintenance)
Tasks are required on this project but none is specified	You have specified that tasks are required on the project but no have been specified on the timesheet.	Remove the task from the timesheet entry or Remove the option ‘Is this project split into tasks for billing and / or monitoring’ (Project ID page of Project Maintenance) Note: If this is option is disabled you will need to use the convert projects to tasks utility in the main windows administration system
Task does not exist	The task was present when booking time to the project but this has since been removed	Recreate the task or Book time to a task which is present.
Task set NOT to allow timesheet bookings	The selected task is not set to allow time to be booked to it	Book time to a task which does allow time to be booked to it or Change the ‘Allow time booked’ setting on the advanced tab of the (Project Listing > Project Management or Project Listing > Project Fees) > Grid Menu > Edit Task Definition screen for this task.
Task is marked as closed	You are trying to book time to a task which was set to ‘closed’ before the timesheet entry date.	Remove ‘Mark task as closed to prevent further timesheet bookings’ Project Listing > Project Management > Grid Menu > Edit Task % Complete screen Or Change the ‘Date Closed’ so that it is after the timesheet entry date.
Notes are required on this Task	You have note entered any timesheet notes for this entry	Enter some timesheet notes or Remove the option ‘Force timesheet notes‘ on the advanced tab of the Project Listing > Project Management or Project Listing > Project Fees) > Grid Menu > Edit Task Definition screen for this task. Note:If timesheet notes are not shown on the Timesheet see Setting your timesheet options
A task code may not be entered on this project	The project is not split into tasks for billing but the timesheet has a task entered.	Remove the task from the timesheet entry or Untick the option ‘Tasks required’ within (Projects List > Grid Menu > Edit Project Details screen) for the required project. Note: If this is disabled you will need to convert projects to tasks utility in the main windows administration system.
Notes are required on this Project	The project is defined to force timesheet notes to be entered.	Enter notes on the timesheet. Note: If timesheet notes are not shown on the Timesheet Setting your timesheet options or Remove the option ‘Force timesheet notes when booking to this project?’ (Projects List > Grid Menu > Edit Project Settings screen) for the project.
Activity code required	The project has been set up so that Activities are required on the timesheets but non have been specified	Add an activity to the timesheet entry Note: If activity column is not shown on the Timesheet see Setting your timesheet options or Remove the option ‘Activities required on timesheets’ (Projects List > Grid Menu > Edit Project Settings screen).
Activity code invalid	The activity code entered is no longer in use, or is not valid for the projects service.	Remove the activity code from the timesheet entry or Make sure the activity code is present for the service defined on the project or Make sure the activity is available for use. (Setups > Activity and Expense codes > activity codes list)
Notes are required on this activity	You have selected an activity but not entered any timesheet notes	Enter timesheet notes Note: If the notes column is not shown on the Timesheet see Setting your timesheet options or Remove the ‘Force timesheet notes when booking to this activity’ (Setups > Activity and Expense codes > Activity Codes List > Grid Menu> Edit Activity Code page)
Activity not allowed on task	You have entered an activity which is not part list of activities on the task	See the main windows system on how to resolve this error.
Activity Code of Wrong Type	The project has been set up to restrict activities by a certain type but the activity code supplied on the timesheet entry is not present in the activity type	Change the activity code to one that is in the activity type list or Add the activity code to the activity type (Projects List > Grid Menu > Edit Project Settings screen) or Remove the ‘restrict to activity type’ (Projects List > Grid Menu > Edit Project Settings screen).
Chargeable days are required	The staff member’s record has been sent up to enforce chargable hours recording on their timesheet.	Remove the tick from the option ‘If entering chargeable days on their timesheet are they mandatory? See (Staff List> Grid Menu > Edit Staff Timesheet / Expense Preferences) or Enter data into the Chargeable hours column on the timesheet. If this column is not shown on the timesheet click see Setting your timesheet options to learn how to add columns to the timesheet.
Staff requires a resource group	The staff member has not been allocated a resource group	Add a resource group to the staff record (Staff List> Grid Menu > Edit Staff Employment Details).
Service not allocated as a resource	The staff members service is not defined on the project	Add the staff members service to the project (Project List > Project Management > Project Services page) or Un-tick the option ‘restrict access to named services’ (Project List > Project Management > Project Services)
Task marked as complete	The staff member is trying to book time against a task which is marked as complete	Mark the task as not complete by removing the flag in the ‘Complete’ (Edit Task > Billing Page) see the windows admin system. or Book the time to a different task.
No conversion exists for currency : 'x’	A project has been defined as being invoiced in a foreign currency and no exchange rates have been created.	Check the projects billing currency (Project List > New & Edit > Edit Project Invoicing Parameters) Click the Change Currency button Define a conversion
Project marked as deleted	The staff member has booked time to a project which has since been marked as ‘deleted’	Book the time to a different project or Unmark the project from being deleted (Project List > New & Edit > Hide or Delete a Project)
Project marked as container project	The project is a container project.	Book the time to a different project or Remove the ‘Is this project invoiced under a container?’ option from the project (Project List > New & Edit > Edit Project Invoicing Parameters).
Project ID does not exist within the database.	The project no longer exists in the database. This may be due to one of the following scenarios:
	The project has been deleted from the database	If the project has been deleted either recreate it or book the time to a different project
	The project has been archived to the archive database	If the project has been archived it can be restored. For more information see the project utilities section in the main windows admin system
	The project ID has been changed	If the project ID has been changed book the time to this new project ID.

Timesheet Errors

Purpose

Additional Information

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