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.
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.
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:
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.
Keep in mind:
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.
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.
Click this to exit.
Click this to update the results displayed.
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.
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).
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.
Click this to automatically fill the date column of the selected days with the same value as per the planned hours.
Click this to download the prefilled hours sheet in a Microsoft Excel file for offline hour entries.
Click this to preview your hour sheet in a report format. The Report: Project – Hour sheet page will then be displayed.
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.
You can display additional or hide columns in the Project hours section by selecting or clearing the relevant check boxes respectively.
You can display additional or hide additional columns in the Non-project hours section by selecting or clearing the relevant check boxes respectively.
Click this to:
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.
Click this to remove the saved information in the Project, Account, Deliverable, Activity, Type and/or Item columns from being remembered.
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.
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.
This section displays the selected projects, accounts, deliverable, activities, items, and descriptions for the following subsections:
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:
Type the start time of the hour entry. This is displayed only for the Project hours and Non-project hours sections.
Type the end time of the hour entry. This is displayed only for the Project hours and Non-project hours sections.
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.
Type the quantity for travel expenses. This is displayed only for the Travel expenses section.
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.
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.
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.
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.
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.
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.
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.
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.
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.