1 Enter your Username and Password



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Log into the Extranet – (http://vertexincorporated.com/extranet/login.asp)

1) Enter your Username and Password:




2) Click on “Timesheet” link from the left menu bar:

The screen below will display letting you know that the Time System is starting:




Time System Main Menu is shown below:


Outstanding Timesheets – This section of the window will display any outstanding/not created timesheets based upon the current pay period end date. By clicking on the date hyperlink, you can immediately access the timesheet for update.




TIMESHEETS:

View your current timesheets by clicking the “Timesheet” icon below or select the ‘Current Timesheets’ hyperlink. Either function will bring you to the same place. To create a new timesheet, select the “New Timesheet” hyperlink.




New Timesheet: Click the New Timesheet hyperlink to create a new weekly timesheet. Select the period ending date for the period to be reported and click the [Create] button.

Using the categories below input your weekly timesheet data. This process has the same “look and feel” as the old time system. Several new edits were added to prevent time input that does not follow the VERTEX business rules. (See the appendix at the end of this document for a listing of these edits)




Email link is provided to allow the user to email Finance with issues during timesheet input.

New screen item:



[Save] button – This save button can be used to save data at any point in the process. This is helpful for those employees who are adding only one row to each category and can save those single rows at one time versus having to click the ‘save’ icon within each category. Additionally, the comments section is now saved using this button or can be done during the [Submit] process. This will guarantee that the user who makes a last minute update to the comments or adds a comment just prior to submit will have the data saved successfully.
(NOTE: If you are adding multiple rows to the same timesheet category, you must use the “save” icons within that category to provide a subsequent row for input)

Resubmit Timesheet: The timesheets available for resubmittal are shown as displayed below. Select the period ending date for the timesheet to be processed for resubmission and click [Create] button.

The following edit will display asking you to confirm your resubmittal request. If you are sure, click [Confirm] button. If you are not, click Timesheet link at the top of the screen to return to “Your VERTEX Timesheets” listing.



The timesheet will display showing the data as it appeared when you originally submitted this period’s timesheet. Simply make the changes necessary and click [Save] if you would like to view the changes prior to submission. Click [Submit] when you are sure your updates appear correctly.





Delete a Timesheet: If you have a pending timesheet and you would like to delete it and just start over, click the “X” in the Delete column.

Select “Yes” to confirm the delete. You will be returned to the “Your VERTEX Timesheets” screen.





View Timesheets: From the “Your VERTEX Timesheets” screen, click on any period ending date to view a specific timesheet.

(NOTE: You have the ability to create a new timesheet directly from this page by clicking the “New Timesheet” hyperlink at the top of the screen)




NOTE:

To view a timesheet older than 12 months, check the “Show All Timesheets” checkbox.


Using the print icon at the top of the timesheet, you can print the selected timesheet. (NOTE: Only a submitted timesheet can be sent to print. If a timesheet is in a ‘pending’ status, it will not have the print icon displayed on the screen.)




Use the print function from your browser to send the timesheet to the printer. Once completed, click the [Back] hyperlink to return to the timesheet.

To return to the time system home page, click the [Home] hyperlink. You can select either the Timesheets or Pay Stubs hyperlinks to go directly to those pages instead of returning to the main menu first.




PAY STUBS:

View your current Pay Stubs by clicking the “Pay Stubs” icon below or select the ‘Recent Pay Stubs’ hyperlink. Either function will bring you to the same place. To view older Pay Stubs, select the “Older Pay Stubs” hyperlink.



Once in production, the current pay stub and prior period pay stub will be found in the “Recent Pay Stubs” view with all others available in the “Older Pay Stubs” view.


Simply click on the Pay Stub Date you would like to view or download.

NOTE: Depending upon what browser or version you are using, you may not be able to view the pay stub. In that case, download the file locally and then open it to view and print.


EXITING THE SYSTEM:

To leave the time system and return to the Extranet home page, click the VERTEX, Incorporated banner or click on the “extranet” hyperlink located at the top right of the screen. To exit both the time system and the Extranet homepage, click the “log off” hyperlink.





APPENDIX
Edits/Warnings Listing:

Edits

Field

Edit Type

Edit

Message

Sat - Fri

C

Non-numeric value entered

Daily hours entered into any single cell must be between 0 and 24, inclusive

Sat - Fri

C

Numeric value entered but < 0 or > 24

Daily hours entered into any single cell must be between 0 and 24, inclusive

Sat - Fri

C

Numeric value entered with maximum of two decimal points

Hours entered can only contain two places to the right of the decimal.

Sat - Fri

C

Total numeric value cannot exceed 24 hour per day

You cannot enter more than 24 hours for a single day.

Sat - Sun

C

Non-Billable Item code is PTO and hours entered. (Salaried employees only)

You cannot enter PTO hours on a weekend

Sat - Sun

C

Non-Billable Item code is Holiday and hours entered. (Salaried employees only)

You cannot enter holiday hours on a weekend

Mon - Fri

C

Non-Billable Item code is PTO and hours > 8.0 entered on a given day. (Salaried employees only)

You cannot enter more than 8 hours of PTO time per day

Mon - Fri

C

Non-Billable Item code is Holiday and hours > 8.0 entered on a given day. (Salaried employees only)

You cannot enter more than 8 hours of holiday time per day

Mon - Fri

C

Non-Billable Item code is PTO and hours > 40.0 entered for the week. (Salaried employees only)

You cannot enter more than 40 hours of PTO time per week

Mon - Fri

C

PTO and Holiday hours entered on the same day. (Salaried employees only)

You cannot enter both PTO and holiday hours on the same day

Sat - Fri

C

Hours are entered on a row and a client, project or non-billable code is not selected

You cannot enter hours without selecting a billing code

Sat - Fri

C

A client, project or non-billable code is selected on a row but no hours are entered.

You cannot select a billing code without entering hours.

Sat - Sun

S

Dropdown value other than PTO or Holiday is selected and hours > 0 entered

You entered hours on the weekend. Is this correct?

Mon - Fri

C

Salaried employee entered Holiday hours when none of the clients available to them or VERTEX had a holiday scheduled on that date

None of your clients, or VERTEX, have a holiday scheduled on the day(s) you charged holiday time. Please contact Finance

Sat – Fri
and
dropdowns

C

Salaried employee tried to submit a timesheet with no hours entered and no client, project or non-billable code selected

You cannot save or submit an empty timesheet. You must enter non-billable time or contact Finance.

Comments

C

Hourly employee tried to submit a blank timesheet with no comment entered

No comment was entered. You must explain why you are submitting an empty timesheet.

Sat – Fri
dropdowns
and comment

C

Hourly employee tried to submit a timesheet with no hours entered, no client, project or non-billable code selected and no comment entered

You cannot submit an empty timesheet without specifying the reason for doing so in the comment section


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