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?
- Under the Project hours, Non-project hours, Travel expenses, or Material & expenses section, define the relevant fields.
- 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?
- Select the relevant week to define hours and/or expenses at the Week field under the General section.
- Under the Project hours, Non-project hours, Travel expenses, or Material & expenses section, define the relevant fields.
- 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?
- Under the Project hours section, define the relevant fields.
- 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?
- Under the Project hours, Non-project hours, Travel expenses, or Material & expenses section, define the relevant fields.
- 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?
- Under the Project hours, Non-project hours, Travel expenses, or Material & expenses section, define the relevant fields.
- 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?
- On the Hours & expenses page, click Copy planned to realized.
How do I preview the hour sheet?
- On the Hours & expenses page, click Preview hour sheet.
- Click Save to save the file or Open to open the file.
How do I delete draft hours or values?
- 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
Close
Click this to exit.
Refresh
Click this to update the results displayed.
Submit days
Click this to submit the hours that have been entered for the respective days.
Note: This is available only if the Week timesheet feature is not enabled (no request type is filled at the Week timesheet field at Modules ? Projects ? Setup ? Professional services automation ? Settings.
Submit timesheet
Click this to submit the Hour planning & realization, Travel expenses, Material & expenses, and non-project hours requests. These requests will then be automatically linked to a Week timesheet request, whereby approval or rejection is done on the Hour approval & rejection page. For more information, see Overview of hours to be approved or rejected.
Note: This is available if the Week timesheet feature is enabled (the Week timesheet request type is filled at the Week timesheet field at Modules ? Projects ? Setup ? Professional services automation ? Settings).
Save as draft
Click this to save the defined hours as a request in Draft status.
Note: This is only available if the Allow saving of draft hours check box has been selected at Modules ? Projects ? Setup ? Professional services automation ? Settings.
Copy planned to realized
Click this to automatically fill the date column of the selected days with the same value as per the planned hours.
Download hour sheet
Click this to download the prefilled hours sheet in a Microsoft Excel file for offline hour entries.
Preview hour sheet
Click this to preview your hour sheet in a report format. The Report: Project – Hour sheet page will then be displayed.
Note:
- By default, the format used is based on the report type defined at Default hour sheet report in the Hour & expense entry section at Modules ? Projects ? Setup ? Professional services automation ? Settings.
- If you change the report type to a different one on the Report: Project – Hour sheet page, this newly-defined report type will be remembered and displayed whenever you access the Report: Project – Hour sheet page. However, this newly-defined report type only applies to you and not to other users.
Icons
Customise
Card: Template section
Select Person or Corporate to perform customization on the Hours & expenses page and apply it to the personal or corporate level respectively.
Note: The check boxes under the General, Project, and Non-project sections for the corporate level are available only if you have function right 525 – Allows to update the company wide hour entry screen customization assigned.
General section
- Show planned hours & expenses — Select this check box to display the planned hours and expenses for the selected person on the Hours & expenses page.
- Show weekends — Select this check box to display the weekend days for which to enter the hours planned and expenses for the selected person on the Hours & expenses page.
Project section
You can display additional or hide columns in the Project hours section by selecting or clearing the relevant check boxes respectively.
Non-project section
You can display additional or hide additional columns in the Non-project hours section by selecting or clearing the relevant check boxes respectively.
Delete
Click this to:
- reject planned hours in requests,
- delete draft values, or
- remove the realize values.
Pin
Click this to save the information defined in the Project, Account, Deliverable, Activity, Type and/or Item columns as favorites so that they are remembered and automatically filled when you access this page the next time.
Unpin
Click this to remove the saved information in the Project, Account, Deliverable, Activity, Type and/or Item columns from being remembered.
Fields
Criteria section
Person
Type or select an employee ID to display the requests for the selected employee. By default, the ID of the person logged on is displayed.
Week
Select a week to enter the hours and/or expenses for that week. Depending on your selection, the dates will be updated automatically. You can click and to go back and forth. By default, the current week is displayed.
Columns
This section displays the selected projects, accounts, deliverable, activities, items, and descriptions for the following subsections:
- Project hours
- Non-project hours
- Travel expenses
- Material & expenses
Within these sub-sections, you can define project or non-project hours as well as travel or other expenses that might have incurred in the course of the week. Only the relevant columns will be available at the respective sections and will be displayed by default. You can display or hide additional columns in the Project hours and Non-project hours sections via Customise.
If you do not have the right to create non-project hours requests (the right is defined at the Who can create a request? section in the request type definition), you can only view the non-project hours requests created for you at the Non-project hours section. However, you cannot edit the requests or the hours. For more information, see Creating and modifying request types - Flow tab.
When the 
icon next to an available date column is clicked, or when at least one mandatory field is filled, a pop-up page will be displayed with the following fields and options:
Start time
Type the start time of the hour entry. This is displayed only for the Project hours and Non-project hours sections.
Note:
- For the Project hours section, the visibility of this field and the default value depend on the settings of the Hour planning & registration request in the request type definition. Also, when the total of start time plus the value at the Hours field is more than 24 hours, the start time will be automatically adjusted.
- For the Non-project hours section, this field is always visible for requests defined at Other availability request types at Modules ? Projects ? Setup. For other requests, the visibility depends on the settings in the request type definition. The default value also depends on the same settings.
End time
Type the end time of the hour entry. This is displayed only for the Project hours and Non-project hours sections.
Note:
- For the Project hours section, the visibility of this field depends on the settings of the Hour planning & registration request in the request type definition. Also, the value at this field is automatically calculated the moment the values are defined at the Start time and Hours fields.
- For the Non-project hours section, this field is always visible for requests defined at Other availability request types at Modules ? Projects ? Setup. For other requests, the visibility depends on the settings in the request type definition. The value at this field is calculated only after the submission of the hour entry.
Hours
Type the number of hours. This is displayed only for the Project hours and Non-project hours sections.
Note: Planned hours and expenses are displayed in blue on the respective pop-up pages.
Quantity
Type the quantity for travel expenses. This is displayed only for the Travel expenses section.
Amount
Type the amount for materials and expenses. This is displayed only for the Material & expenses section. Additionally, a currency field for user to select the relevant currency will be displayed next to this field.
Description
Type a short description for the entry. This is displayed for all sections.
Note: If this field is defined as a mandatory field in the request type definition, a default value will be not be filled. If this field is a non-mandatory field, a default value will be filled.
Document
Type or select an Exact Synergy Enterprise document to be attached to the entry. This is displayed only for the Project hours, Travel expenses, and Material & expenses sections.
File
Select a file to be uploaded and attached to the entry. This is displayed only for the Project hours, Travel expenses, and Material & expenses sections.
Copy to other days in week
Click this hyperlink to copy all values filled in the pop-up page to the pop-up pages for all the days in the same week.
Note:
- The file that has been selected and copied to other days will not be displayed at the File field in any of the pop-up pages for that week. However, an attachment icon will be displayed to indicate that a file has been attached for that day.
- This hyperlink is enabled if a new pop-up page is displayed, or if data filled in the pop-up page has been changed.
- This hyperlink is disabled if it has already been clicked once, and if the same pop-up page is reopened, but no data has been changed.
Register cost
Select the way to register cost in Exact Globe Next. Alternatively, you can select No cost registration to not register cost. This is displayed only for the Travel expenses and Material & expenses sections.
Supplier
Type or select the supplier code for the cost registration in Exact Globe Next. This is displayed only for the Material & expenses section and if you have selected the Via purchase invoice to supplier option at Register cost.
Reject planned hours
Click this to reject the defined planned hours. This is displayed only for the Project hours section and enabled only if the hour entry field contains planned hours.
Note: You can choose to display warning messages only for the relevant rejected hours, and select preferred warning message duration that is dependent on settings defined by the administrator at Modules ? Projects ? Setup ? Professional services automation ? Settings.
Delete draft values
Click this to delete all values from the pop-up page. This is only enabled if there is a value defined in the first field of the pop-up page.
Note:
- The visibility of the subsections is dependent on the settings defined by the administrator at Modules ? Projects ? Setup ? Professional services automation ? Settings.
- The availability of certain options and fields in the pop-up page may change depending on what is defined in the request type definition.
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: |
Exact Synergy Enterprise
|
Date: |
14-08-2018 |
| Release: |
253 |
Attachment: |
|
| Disclaimer |