Finalise Approved Timesheets

The Timesheet Admin is responsible for ensuring that all timesheets are completed and finalised.

Is finalisation automated?

The Automate timesheet finalisation? setting on the Timesheet Options page controls whether Self-Service Scheduler finalises timesheets automatically or whether the Timesheet Admin must finalise them manually.

When Automate timesheet finalisation? is set to:

"Yes", approved timesheets are finalised each time Self-Service Scheduler runs. However, the Timesheet Admin must still check that all timesheets have been completed and approved.
"No", the Timesheet Admin must check that all timesheets have been completed and approved, and then click the Finalise Approved Timesheets button.
The timesheet CSV files are written to the timesheet and transaction output directories immediately.

Finalising timesheets

Click the Approved link to see all approved timesheets.

Click the top checkbox to tick all of the checkboxes.

Alternatively, click the checkboxes for only the employees that you want to finalise timesheets for.

Click Finalise selected.

The blue arrows that let you finalise timesheets also appear when you view all timesheets, but you can only finalise one timesheet at a time (see the Manage Timesheets image).

Outcome

When the Timesheet Admin clicks the Finalise Approved Timesheets button (or Self-Service Scheduler runs the process), ESS completes the following procedure.

ESS finds all approved timesheets for the selected period.
The approved timesheets are exported to CSV files in the location set up in the Workflow Engine Config Editor - Timesheet output directory field.
Important: The ASPNET account must have write permissions to this path or an error will appear.
- "1. Total by timesheet" timesheets are written to the CSV files as transactions
- "2. Timebands by timesheet" timesheets are written to the CSV files as timebands.

After you successfully export timesheets:

A message shows how many timesheets were finalised.
The status of the exported timesheets is updated to "Finalised".
The finalise options are hidden.
The Re-export finalised timesheets button appears. Use this option if something happens to your export file, such as deletion.

Topic: 38196