Introduction
The Time & Billing solution is designed specifically to provide project-driven organizations with basic means of control on their projects. Integrated with Exact Synergy Enterprise, this solution covers processes such as planning, hour entry, and invoicing.
With the Time & Billing functionality, you will be able to:
- define rates for different projects and customers and for specific time periods,
- plan your projects efficiently based on employee capacity and availability,
- create your project budgets,
- conveniently plan in bulk,
- easily fill in hours online,
- generate term invoices for fixed price projects,
- generate visit costs automatically,
- import invoices in Exact Globe application for processing (Note that Exact Globe product update 397 or higher is needed for this),
- handle invoice errors via Exact Synergy Enterprise, and
- generate various overviews such as hour statements and budget consumption.
Note: The Time & Billing solution is only available if you have module YA1401 — Hour entry role or if any other user has Role 71 — Hour Entry. However, certain functionalities within this solution can only be accessed if you are assigned with the specific user-defined role(s) that are required. For more information, see Defining Time & Billing Settings.
Menu path
Please see below for further explanation.
What has been changed
Here are the changes that have been made to support the Time & Billing solution in Exact Synergy Enterprise:
a) You can define the settings for the Time & Billing functionality via Project/Setup/Time & Billing/Settings. See the following screen for an example:
Note: You can only perform the respective activities if your roles match the roles specified in the Security roles section. The same roles must be at the Corporate level.
b) Four buttons have been added to the project card (view mode):
- Project rates — To view, create, and maintain rates for projects and customers.
- Project budget — To view, create, and maintain budgets for a specific project.
- Project planning — To plan for a specific project and view the availability of your employees’ capacities in one screen.
- Bulk project planning — To plan for more than one person at the same time. You can also create bulk planning for projects via Project/Entry/Time & Billing/Bulk project planning.
c) You can also define customer rates directly in the account card using the Customer rates button:
d) Via personal cards, you are able to perform two major activities. First, you can define the internal rates for employees (using the Internal rates button). Second, you can fill in planned hours that will later be invoiced to the customer.
— You can enter the hours via Project/Entry/Time & Billing/Enter hours, or the Hour entry button in the personal card:
— You can also approve or reject hours via Project/Reports/Time & Billing/Approve hours or directly from requests that are created as a result of hour planning by managers.
e) After the hours have been realized, the next step is to create invoices. Using the following menu paths, you can view invoices in detail before creating them:
- Project/Reports/Time & Billing/To be invoiced (for projects with type = Time & Material).
- Project/Reports/Time & Billing/Invoicing term requests (for projects with type = Fixed).
f) Errors in invoices can always be corrected via Project/Reports/Time & Billing/Credit notes.
g) Finally, various project planning and tracking reports can be generated:
- Via Project/Reports/Time & Billing/Overview hours accountability, you can view the planned and utilized employee capacity.
- Via Project/Setup/Time & Billing/Internal rates, you can search for the internal rates created based on your selection criteria.
- Via Project/Setup/Time & Billing/Project rates, you can search for the project rates created based on your selection criteria.
If you are currently using the SDK Timesheet solution, you can migrate the existing database from SDK Timesheet to Exact Synergy Enterprise Time & Billing by downloading the migration script. The following data will be migrated:
To know more about the Time & Billing solution, see Exact Synergy Enterprise Time & Billing Solution User Guide.
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