Weekly Time Tracking

With weekly time tracking, you can track the hours you and other employees work for a week at a time.

To track time, an administrator should go to Setup > Enable Features > Employees, check the Time Tracking box, and click Save.

Note:

If your company uses weekly timesheets, see Weekly Timesheets.

To use weekly time tracking:

Go to Transactions > Employees > Weekly Time Tracking.
Select the employee whose time you are recording.
In the Date field, enter the first day of the week you want to track time for, or click the Pick link to choose a date.

NetSuite inserts the date that the current week begins as the posting date of this week's time.

You can set the day your company's business week starts by going to Setup > Accounting > Preferences > Accounting Preferences. Click the General subtab.
If you use Project Management, you can import any planned time entries for the selected employee and week. Click Import Planned Time to automatically import the project time entries for the current week.
If you do not use the Advanced Approvals preference, check the Supervisor Approval box if you are a supervisor entering time for an employee.
On the Enter Time subtab, in the Customer column, select a customer or project if the time worked is for a customer or project.

If you use NetSuite OneWorld, the Intercompany Time and Expense feature and the related Intercompany Time accounting preference determine whether you can select a customer or project with a subsidiary different from yours. If the feature is not enabled, or if the preference is set to Disallow, you cannot enter intercompany time transactions. Instead, you can select only those customers or projects with the same subsidiary to which you are assigned. For more information, see Enabling Intercompany Time and Expenses.
If you use the Project Management feature and selected a project in the Customer field, use the Case/Task/Event column to select an activity associated with the project and time.
If your company uses multi-state calculations for payroll, select a Payroll Item Workplace.
Ensure that the Billable box is checked if the time is billable to a customer or project. If this time is billable, you must select a customer or project.

Warning:
In NetSuite CRM+, the Billable box is not available. NetSuite CRM+ users cannot record billable time, invoice customers for billable time, or record time for payroll items.
Select a payroll item if you are tracking time for payroll.
Select the service that was provided if you track time spent on services.

If the Billable box is enabled, you must select a service item.

If you use NetSuite OneWorld, it is recommended that you set up service items that are available to all subsidiaries, for use in intercompany time transactions. In these transactions, users cannot save lines unless they contain service items available to both the employee subsidiary and customer subsidiary. See Enabling Intercompany Time and Expenses.
Select a department, class, or location if you track this information.

Important:
If you use NetSuite OneWorld and you are entering intercompany time transactions, you must determine a strategy for using classifications on these transactions. Best practice is to omit them. For more information, see Enabling Intercompany Time and Expenses.
If the Override Rates on Time Records preference has been enabled on the Time & Expenses subtab at Setup > Accounting > Accounting Preferences, the following fields display:
- Price Level - Select a price level. You can use different price levels by going to Setup > Enable Features > Customers/Sales, and checking the Use Multiple Prices box.
- Rate - If you selected a price in the Price Level field, it automatically appears here. If you do not use multiple prices or if you selected Custom in the Price Level field, enter a rate for this time transaction. If you are entering time for a payroll item like vacation time, leave this field blank.
- Lock this Rate - If you are billing this time back to a customer, check this box to lock the rate you enter so it's not affected by rate changes that happen before the customer is billed. If you are entering time for a payroll item like vacation time, leave this field blank.
Enter a memo.

If you are billing this time back to a customer or project, this memo appears as a description for this line item on the customer invoice.

Note:
Always select an activity in the Case/Task/Event or Service Item fields before entering a memo. When you select a case, task, event, or service item, the memo field is automatically populated with information from these records. Anything you entered in the memo field prior to selecting one of these records will be deleted. Changing your selection in either of these fields will update the memo field with any information from the newly selected record.
Enter the hours for each day in this week.
Click Add.
Repeat steps above for each customer or project you need to enter time against.
Click Save to save the entries. If you use Advanced Approvals, you can also click Submit to save and submit the entries

When time is saved, the time then appears on the Time Details subtab of the time tracking for that week.

If you billed time back to a customer or project, it appears when you click Billable Time on the corresponding invoice page.

If you tracked time for hourly wage payroll items, it appears in the Hours column for this employee on the Payroll Run page.

Copying a Previous Week for a Weekly Timesheet

In addition to entering new time each week, you can also copy the time entries from a previous week on to the current week.

To copy a previous week for weekly time tracking:

Go to Transactions > Employees > Weekly Time Tracking.
Click Copy from Week. A window opens with the start date of the previous week’s time automatically populated.
In the Date field, you can accept the date automatically entered or use the date selector to select a different date.
If your company enables employees to choose to copy hours and memos, clear the Copy Hours and Memos box if you do not want hours and memos from the selected week to be copied to the current week.
Click Copy. Time entries within the selected week are copied to the weekly time tracking page currently being edited. Depending on your company’s preferences, copied time entries may include hours and memos.
Continue to fill in required information for this time. When you have finished, click Save.

To view a list of all weekly time tracking entries you have permission to view, go to Transactions > Employees > Weekly Time Tracking > List. This list displays the employee, date, hours, and approval status of each week.

Advanced Approvals

If your company uses the Advanced Approvals on Time preference, after time is saved on your Weekly Time Tracking page, the background of each entry reflects that entry’s approval status.

Open — white
Approved — green
Rejected — red
Pending — blue

Advanced approvals enables your employees to know the status of their time entries within a single week just by looking at the Weekly Time Tracking page. When rejecting transactions, advanced approvals enables you to add a rejection note. For more information on Advanced Approvals, see Approving or Rejecting a Time Transaction.

To use weekly time tracking:

Copying a Previous Week for a Weekly Timesheet

To copy a previous week for weekly time tracking:

Advanced Approvals

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