Time entries can include both billable and non-billable hours. For attendance purposes, we don’t look at the type of time logged, only the total hours recorded in the system are considered.
By logging time, individuals can showcase their productivity and ensure fair resource allocation, which ultimately supports a balanced work environment and smooth project delivery. It also helps in ensuring transparency and fair compensation for their time and efforts.
This guide provides detailed instructions on how to enter, manage and approve timesheets in ERPNext.
💡 We strongly recommend adding time entries daily to avoid loss of pay during payroll cycle.
Adding Time Entry
Contents
Viewing Your Timesheet
Login to your ERP account and click on the Avatar in ERP to get an option for viewing Timesheet, or you can directly use this link as well.
Adding Time Entries
You can view your time entries for the current week. If you missed adding time for a previous day, you can still log it on the current day when you log in.
Click “Add Time” on the top right corner to add the details of the hours you want to log.
The below window will pop up on your screen for adding time entries, and follow the steps below to complete it.
Step 1: Add the number of hours you have worked on a task.
Step 2: Select the department you fall under (For example: Human Resources)
Step 3: Search for the task you have worked on.
Step 4: Under the comment section, add a brief about the tasks you have completed.
Step 5: To submit these details, click on “Add Time” in the bottom left corner.
Submit Time Entries For Approval
You can submit time entries for approval on a weekly basis. Just note that once time entries are sent for approval, you cannot edit them.
Click on “Not Submitted” option as shown in the screenshot below, and you will receive a pop-up to “Submit for Approval”
Please Note:
- All-time entries should be made towards the end of the same day.
- The latest you can make them is the start of the next working day, which is usually 4 PM IST. In the case of Friday or a holiday on the next day, the deadline would be the next working day at 4 PM IST.
Approving Time Entries
Navigate to the Timesheet app by clicking on your Avatar in ERP, or directly by using this link. You will see a consolidated view of time entries for all your team members on the Home tab.
Go to the “Team” tab to review and approve or reject time entries for your team members.
To view entries that are pending approval, simply apply the “Approval Pending” filter, as shown in the screenshot below. To view detailed time entries for each reportee, click on their name.
Upon clicking on the hourglass icon, you’ll be able to view the below window and check the time-entries before approving/rejecting.
Cycle Considered for Payroll
Please note that the following periods are considered for salary calculations. To avoid having any missed time entries marked as unpaid leave, ensure that time entries are updated accordingly:
- IN-E 🇮🇳: 25th of the previous month to the 24th of the current month.
- US-C 🇺🇸: 1st to the last working day of the current month.