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
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?
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.
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
Mon - Fri
Sat – Fri
dropdowns
and
comment
Edit
Message