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Update Time Entries and Daily Comments

When something needs to change on a time sheet, tell Vyki what you need. She proposes the change, waits for your confirmation, then applies it.

How to Do It

  1. Describe the change in plain language.
    "Add a daily comment to Jose Ramirez's Tuesday entry: "Crew shifted to roofing scope per RFI 14."
    "For everyone on the Hillsdale project, change Friday's cost code from 03-100 to 03-150."
    "Move 4 hours of regular time on Maria's Wednesday entry to overtime."

  2. Review Vyki's proposed change.
    Vyki lists exactly what she's about to update — which time sheets, which fields, what the new values will be.
  3. Confirm or adjust.
    Confirm to apply, or tell Vyki what to change. "Actually, skip Tuesday — I'll handle that one manually."

What Vyki Checks Before Making a Change

Before updating any time entry, Vyki verifies:

  • You have access to the affected time sheets.
  • The time is at your level of approval.
  • You have permission to edit and update time.
  • The Approval Group has access to the cost codes or jobs being applied.

Important: If any check fails, Vyki tells you exactly which one and stops. Nothing is changed until you've confirmed, and only what you've confirmed.

Time that has already gone to payroll

Once a time sheet is exported to your ERP or to hh2 Payroll, it moves into a locked state and Vyki will not edit it. That applies to adding time, changing hours, and zeroing out entries, and it applies to everyone, including Payroll Managers and admins.

If you ask Vyki to change a mix of locked and unlocked time, she updates what she can, skips the rest, and tells you exactly which entries were blocked.

If Vyki can’t tell whether time has been exported, she does not edit it. She’ll say she couldn’t verify the status rather than change something she isn’t sure about.

To check before you start, just ask: “Is there any time that hasn’t been sent to payroll yet?”

What Vyki can change

Vyki can update hours, move time between pay codes, add or edit daily comments, and set any coding type on a time entry:

Coding

What it is

Job and Cost Code

Where job-costed labor lands.

Category

The cost category inside a job’s cost code, such as Labor, Burden, or Equipment.

GL Account

The expense account overhead time posts to, for vacation, holiday, shop, or office hours. A GL Account line stands on its own and does not need a job or cost code. “General Ledger Account” and “Expense Account” mean the same thing, and Vyki recognises all three.

Department

An internal division such as Field Operations, Service, or Fabrication Shop.

Certified Class

The certified payroll classification on prevailing wage work, such as Electrician Journeyman.

Shift

Which shift the hours were worked, for shift differential pay.

Union, Union Local, Union Class

The agreement, local chapter, and classification that set wage and fringe rates.

Ask in plain language: “Add 8 hours of vacation for Frank Galloway today, coded to GL account 10-5150.” Vyki won’t ask you for a job on a GL account line.

Not sure what a coding is? Ask her. “What’s a Certified Class?” gets you a plain answer and where it applies in hh2.

Daily comments and unit descriptions

These are two different things and Vyki keeps them separate:

  • A daily comment is a note on a day.

  • A unit description is a note on a specific time unit or set of units.

Ask for either by name. “What unit descriptions does Andrea have this pay period?” returns each one with its unit context: date, pay type, job and cost code, and hours. Vyki can add a unit description to a set of units, or update one that’s already there.

Making corrections mid-conversation

You can redirect Vyki at any point:

  • “Actually, only do that for the Hillsdale project.”

  • “Skip Tuesday. I’ll handle that one manually.”

  • “Cancel that. I need to check something first.”