Setting up timesheet validation rules

Timesheet validation rules define whether data entered in a timesheet is valid. If, based on a validation rule, data is found to be invalid, a warning or error will occur. Depending on the workflow conditions, the system may prevent users from submitting a timesheet if it contains errors or warnings.

If you are using the Standard or In/Out timesheet formats, refer to Setting min/max hours that must be entered in a timesheet.

About the default timesheet validation rules

Replicon provides default validation rules that meet common timesheet validation scenarios.

If the default validation rules don’t meet your organization’s needs and you are a Replicon Enterprise customer, Replicon can create custom validation rules for you. Contact your Customer Success Manager for more information.

Rules that require a field to be completed

Rule Name

This Rule...

Activity/Project Required

Displays a message if an activity or project isn't selected for a time entry.

Mandatory custom fields

Displays a message if required custom fields are left blank

Client selection for "User's Choice" projects

Checks that user's entering time against User's Choice Of multi-client projects have selected a client.

Mandatory Comments

Checks that users have included a comment for every timesheet entry. You can also specify the minimum number of characters that are required for each comment to be considered valid.

Rules that restrict the number of hours that can be entered

Rule Name

This Rule...

Above Scheduled Hours

Displays a message when a hours that exceed the user's scheduled hours are entered. You can choose to include or exclude time off from the hours total.

Timesheet Period Hours

Displays a message for hours that are outside a defined minimum and maximum within a timesheet period.

Workweek Hours

Displays an error for time entered above the allowed workweek hours.

Weekly Hours

Displays a message for hours that are outside a defined minimum and maximum within a week.

Maximum 24 Hour Per Day

Checks to make sure no more than 24 hours have been entered for a day.

Work Day Hours

>Displays a message for hours that are outside a defined mimimum and maximum

Daily Minimum Hours

Checks the total amount of time off and work time on each day to see if enough time has been entered.For example, if the rule requires 8 hours to per weekday, the rule will produce an error if only 7 hours are entered for Thursday.

Min/Max Activity Durations

Checks that activities fall within the duration ranges you define. For example, you can specify that a user must enter between 2 and 4 hours against Coding activity, or exactly 1 hour every time they enter time against Admin.By default, you can specify duration ranges for up to two different activities.

Rules that restrict data entry to certain date ranges

Rule Name

This Rule...

Project/Task Start & End Dates

Ensures time entered falls within the project or task's start and end dates.

Restrict Time to User Start/End Dates

Ensures that all time collected on the timesheet falls witin the user's start and end dates.

Rules that check that in and out entries are valid

Rule Name

This Rule...

Complete In/Out Times

Checks each time entry and punch segment to see if there is an in or out time set. If there is, and its pair is missing, an error is created.

Overlapping Entries

Displays a message when overlapping entries are recorded on in/out timesheets. You can choose to include or exclude breaks and time off that overlaps with other entries. 

Rules to ensure meals and breaks are recorded

Rule Name

This Rule...

Daily Rest Period

Displays a message if the user doesn't take off the number of hours you specify between shifts.

Meal Break Enforcement

Ensures users take specified breaks.

Rules that ensure hours entered match amounts available

Rule Name

This Rule...

Allocation matches Allocation Categories

Ensures that all allocated time matches the amount of time in the allocation categories

Time Off In Lieu

Prevents users from exchanging more hours than are available for time off in lieu

Rules that help ensure budgets aren’t exceeded

Rule Name

This Rule...

Monthly Overtime Hours

Displays a message if overtime hours exceed a defined amount in a calendar month. You'll need to define which pay codes count as overtime.

Yearly Overtime Hours

Displays a message if overtime hours exceed a defined amount in a calendar year. You'll need to define which pay codes count as overtime.

Project/Task Estimates

Displays a message when hours entered for a project or task exceed a percentage of the estimated hours. You can define the threshold levels for the different types of estimates.

Rules that define where the validation message displays

Rule Name

This Rule...

Display Punch Validations on Timesheet

Displays punch validation messages on the user's timesheet.


Using the timesheet validation rules

To use the timesheet validation rules:

  1. Go to Administration > Timesheets > Timesheet Validation Rules.
  2. Select a rule from the list and confirm that it meets your organization’s needs.
  3. Set the parameters for the rule, if applicable. For example, for the Daily Minimum Hours rule, you set a minimum work time for each day.
  4. Ensure the rule’s Status is set to Enabled.

You can now assign the rule to a timesheet template.

Controlling when validation rules run

Each validation rule configuration page contains a check box labelled Execute validation rule last when running timesheet calculations. If the check box is not checked, when calculations are run on a timesheet, the validation rule will execute earlier than other scripts. This allows other scripts (for example, pay rules) to use the results of the validation rule in their calculations.

If a validation rule needs to use data from other scripts, enabling this option will allow it to be executed after the other scripts. If the validation rule is set to run last, other scripts will not be able to use its results. 

For the default validation rules provided with your product, we recommend leaving the check box as it is.


FAQs

Can we use two different timesheet validation rules in combination?

Yes, you can assign multiple validation rules to a timesheet template.