Managing Timesheet Entries and Job Completion in Business Central

In project-based organizations, managing timesheets for jobs accurately is crucial for ensuring proper billing and maintaining customer satisfaction. A common question that arises is whether it is standard to log timesheet entries for completed jobs and how to handle this effectively in Microsoft Dynamics 365 Business Central.

Is it Standard to Log Timesheets for Completed Jobs?

In Business Central, the standard approach emphasizes flexibility in job management. There isn't a rigid rule preventing users from logging time against a job that is marked as completed. This flexibility is essential because it's not uncommon for customers to request additional services after a job is marked as finished. For example, follow-up work, warranty issues, or additional requested services often necessitate additional time entries.

Handling Timesheet Entries for Completed Jobs

1. Logging Time: Even after a job is marked as completed, users can still log their hours against the job. This ensures that any additional work is documented for billing and reporting purposes.

2. Approval Workflow: When a timesheet is submitted for a completed job, the approver has the opportunity to review it. They can either:

   • Approve: If the time entries are valid, the approver can approve them, allowing them to be billed accordingly.
   • Reject: If there are discrepancies, the approver can reject the timesheet and provide feedback.

3. Reopening the Job: If necessary, the approver or project manager can reopen the job to accommodate additional time entries and any other adjustments that need to be made. This allows the organization to update the job status and track ongoing work accurately.

In the latest version of Business Central, it's possible to archive jobs. This can help organizations keep their job data organized and ensure that inactive or completed jobs do not clutter active job views. However, consider your organization’s workflow carefully to ensure archiving does not interfere with logging additional time entries if needed.

Conclusion

Managing timesheets for jobs in Business Central requires flexibility and careful oversight. By allowing time entries for completed jobs, organizations can adapt to changing customer needs and ensure accurate billing. Approvers play a critical role in this process, reviewing and validating timesheet entries to maintain data accuracy. Where the standard functionality does not suffice, customizations can help tailor the system to specific organizational requirements.