One moment please...
 
 
Exact Synergy Enterprise   
 

Working with hours and expenses entries on the new Hours & expenses page

Menu paths

  • Modules ? Projects ? Entry ? Professional services automation ? Hours & expense entry
  • Go to Modules ? HRM ? Reports ? People ? People, define the relevant criteria, and then click Show. Click on the relevant person. In the personal card of the selected person, click Hour & expense entry.

Introduction

After planning the working hours, employees need to enter the hours they have spent on the work and the expenses incurred, if any. This can be done via the workflow as the planned hours are listed in a person’s workflow. It can also be done using the Hours & expenses page.

As a project manager, you can also enter hours and expenses for employees. This can be done as long as the employees for whom you want to enter hours and expenses have been assigned the Hour entry role. This is useful in cases where back up is needed for sick employees.

Note: This document is based on the new Hours & expenses page introduced in product update 252. Besides retaining relevant features available in the existing version of the Hours & expenses page, this new version of the Hours & expenses page comes with enhanced features and a more standardized user interface. Only one version can be activated at any one time. This activation can only be performed by your administrator at Modules ? System ? Setup ? Settings - General ? All. For more information on the existing version of this page, see Working with hours and expenses entries.

What version are you using?

The information in this document is applicable to product update 256 and higher. If you have versions lower than this, certain features explained here will not be applicable.

Roles and rights

To fill in hour and expense entries for yourself, the Hour entry role is required.

If you are a project manager and you want to fill in hour and expense entries for your consultants, the Project manager role and function right 900 – Realize hours for others are required. Note that you can only fill in hours and expenses entries for your consultants who have been assigned the Hour entry role.

Employee self-service or CRM users will require the YA1401 – Hour entry role module license before they can be assigned with the Hour entry role.

Note:

  • For more details on function rights, go to Modules ? System ? Setup ? Security ? Function rights.
  • For more details on roles, go to Modules ? System ? Setup ? Roles.

How do I submit project hours, non-project hours, travel expenses, or material and expenses?

  1. Under the Project hours, Non-project hours, Travel expenses, or Material & expenses section, define the relevant fields.
  2. Click Submit days. If the Week timesheet feature is enabled, the Submit days button will not be available. Project and non-project hours, and travel and material expenses are submitted by clicking Submit timesheet.

Keep in mind: The Week timesheet feature is enabled if there is a request type filled at the Week timesheet field at Modules ? Projects ? Setup ? Professional services automation ? Settings.

How do I submit the timesheet for a particular week?

  1. Select the relevant week to define hours and/or expenses at the Week field under the General section.
  2. Under the Project hours, Non-project hours, Travel expenses, or Material & expenses section, define the relevant fields.
  3. Click Save as draft to save the draft hours and/or expenses, or click Submit timesheet to submit the timesheet for all the days of the selected week.

Keep in mind:

  • You can move between weeks without having to submit the timesheet first. Corresponding hours will only be displayed if they have been saved as draft. If relevant fields have been filled in but have not been saved as draft or have not been submitted, clicking or to move to a different week or clicking the Close button will result in a pop-up reminder message being displayed.
  • If the timesheet for the particular week has not been submitted, the hours scheduled for each day will be displayed at the Total scheduled row. If the timesheet for the particular week has been submitted, an em (—) dash will be displayed for each day instead.
  • If a timesheet has been rejected, it can be resubmitted. The total number of hours scheduled will correspond to the work schedule of the respective week.
  • You will not be able to submit a timesheet if the total hours for that week do not amount to the respective total scheduled hours. Clicking the Submit timesheet button will result in all entries being reset and a notification being displayed.

How do I submit unplanned project hours?

  1. Under the Project hours section, define the relevant fields.
  2. Click Submit days or Submit timesheet.

Keep in mind: If the Week timesheet feature is enabled (the request type is filled at the Week timesheet field at Modules ? Projects ? Setup ? Professional services automation ? Settings), the Submit days button will be replaced with the Submit timesheet button.

How do I create draft hours or values?

  1. Under the Project hours, Non-project hours, Travel expenses, or Material & expenses section, define the relevant fields.
  2. Click Save as draft. A request with the defined hours or values will be created and it will be in the Draft status.

Keep in mind: The Save as draft button is only available if the Allow saving of draft hours check box has been selected at Modules ? Projects ? Setup ? Professional services automation ? Settings.

How do I save hours and expenses defined as favorites so that they are remembered on my page?

  1. Under the Project hours, Non-project hours, Travel expenses, or Material & expenses section, define the relevant fields.
  2. Then, click Pin located next to the Project column. The information defined in the Project, Account, Deliverable, Activity, Type, and/or Item columns will be remembered and automatically filled when you access this page the next time.

Keep in mind:

  • Once the information on the line has been saved as a favorite, Unpin will be displayed. You can click the icon again to remove the information from being remembered.
  • The Pin feature is available for lines with planned hours or expenses.
  • The Pin feature is not applicable to the information defined in the pop-up pages in the Hours column. Therefore, the information defined in the pop-up pages will not be remembered.
  • The information on the line that you have set as a favorite will be displayed according to the date range of the project, project member, deliverable, and activity. This means the line that you have set as a favorite will not be displayed if it is before the start date of the project and after the end date of the project.

How do I copy planned to realized?

  1. On the Hours & expenses page, click Copy planned to realized.

How do I preview the hour sheet?

  1. On the Hours & expenses page, click Preview hour sheet.
  2. Click Save to save the file or Open to open the file.

How do I delete draft hours or values?

  1. Under the Project hours, Non-project hours, Travel expenses, or Material & expenses section, click the Delete icon, located on the respective row. Alternatively, at the individual date column on the pop-up page, you can click Delete draft values.

Buttons

Icons

Fields

Columns

Related documents

     
 Main Category: Support Product Know How  Document Type: Online help main
 Category: On-line help files  Security  level: All - 0
 Sub category: Details  Document ID: 25.329.904
 Assortment:  Date: 14-08-2018
 Release: 253  Attachment:
 Disclaimer

Attachments
ESE-OH256-WorkingwithhoursandexpensesentriesonnewHours&expensespage-final.docx 53.0 KB View Download