Time sheets: weekly - end of month issue

  • 2
  • Problem
  • Updated 2 years ago
  • Acknowledged
  • (Edited)
Just thought I'd highlight a consequence of using this setting in Gen 3. At the end of each month Replicon will either lengthen or shorten the week for time entries, depending on the 'spare' number of days left to month end.

Last month (April) Replicon cut off the last week by a day, and added it to the next week. This month (May) it added 2 days to last week, which meant that last week only finishes on the following Tuesday. Two important things flow from this:

1. Users may still submit their time on Friday last week, as they usually do. Approvers must realise this and reject the sheets, or the 2 days will be lost to the users for time entry next week. If not, we have a problem - no data for the 2 days, and incorrect data for May. Not good.

2. We have 2 days LESS to complete our month-end and finalise invoicing (done outside Replicon, but using Replicon data). This is NOT a good scenario - it puts undue pressure on our finance team and may result in issues aligning our finance system with Replicon.

I'd be glad to read any views on this.
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Peter Flinn

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  • Annoyed

Posted 2 years ago

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Aashnee Kamboj, Community Moderator

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Hi Peter,

Thank you for using the Replicon Community!

I would like to look through your setup and understand to suggest you further on the same. I have your contact details, please help me with a convenient time to reach you. I will be available between 9:00 AM to 6:00 PM EST.

Thanks,
Aashnee
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Peter Flinn

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Thanks Aashnee. I'm in Sydney so that could be difficult, if not impossible! Are you able to make some suggestions in writing?
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Aashnee Kamboj, Community Moderator

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Hi Peter,

Not a problem at all. Please help me with a convenient time to reach you and I will setup a webex call

Thanks,
Aashnee
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Jeanne Bovenkerk

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Hi Peter,

If I'm understanding your scenario correctly, you may want to go into Administration/Timesheet Periods and choose the setting "Weekly End of Month".  This makes that break I think you are needing so that timesheets are still submitted weekly except when it comes to end of month days.  I've been using this awhile with success.  If notifications are turned on, your folks will know they need to submit a timesheet on the last day of the month regardless of which day of the week it falls. I've gotten into the habit of sending out an email to everyone a week or so before the end of the month reminding them how end of month is going to fall in Replicon and what to do. Hope this helps and good luck!

Jeanne (Replicon customer since 2012)
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Peter Flinn

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We did that Jeanne - but as mentioned it either cuts a working week short or extends it at month end. Neither of these things suits us, so we will be reverting to weekly and not using invoicing- reports will be generated for our invoicing.


Thanks for your reply.


Peter
(Edited)
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Charlene Eriksen, Product Manager

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Hi Peter,

Thanks for bringing up those points - I can see how that would cause some difficulties. I'm wondering if you have any ideas for timesheet periods that might work better for your company? Would you prefer a timesheet that splits in half for May, for example? A timesheet for May 29-31 and then one for Jun 1-4? I'm guessing that might encounter the first problem still, where users only submit on Fridays, so it might be difficult to get the May 29-31 timesheets rounded up on time.

Thanks,
Charlene
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Peter Flinn

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We need all users to submit on a Friday, but invoice monthly. Given the difficulty we experienced in May we have decided to go back to weekly time sheets and utilize reports for month end time sheet data. Thanks Charlene.
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Nicola C

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We have the same issue. We currently use "Weekly - end of month" but actually we'd like to have submissions *every* week (even if just a short week) to use for project reporting/planning, but also monthly for invoicing.

I know that this would generate more than 52 timesheet periods a year, but that's not an issue for us.

Did anyone manage to find a way round this? Replicon - is there any plans to add this option?
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Charlene Eriksen, Product Manager

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Hi Nicola,

It's not something we currently have in the works, but if we hear about it from additional customers that may help move it up the list.

Thanks,
Charlene