Exact Synergy Enterprise

Working with hours and expenses entries

Menu paths

Projects à Entry à Professional services automation à Hours & expense entry
Go to HRM à Reports à People à 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 Hours & expenses page available for product update 251 or below. As of product update 252, a new version of the Hours & expenses page has been introduced. It 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 System ? Setup ? Settings - General ? All. For more information on the new version of this page, see Working with hours and expenses entries on the new Hours & expenses page.

What version are you using?

The information in this document is based on product update 251.

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.

Notes:

For more details on function rights, go to System à Setup à Security à Function rights.
For more details on roles, go to System à Setup à Security à 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 is not available. Project and non-project hours, and travel and material expenses are submitted by clicking Submit timesheet.

Note: The Week timesheet feature is enabled if there is a request type filled at the Week timesheet field at Projects à Setup à Professional services automation à 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.

Note:

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.

Note: If the Week timesheet feature is enabled (the request type is filled at the Week timesheet field at Projects à Setup à Professional services automation à 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.

Keep in mind: The Save as draft button is only visible if the administrator has enabled this function on the Professional services automation: Settings page.

How do I copy planned to realized?

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

How do I download hours sheet?

On the Hours & expenses page, click Download hours 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, select the relevant hour or value entry based on the criteria at the Project, Account, Type, Deliverable, Activity, and Item fields.
Select the relevant draft hours, amount, or quantity created and click the Delete icon, located at the end of the hour, amount, or quantity entry row. Alternatively, at the individual date column, you can also select the Delete draft values option at the pop-up.
Click Close.

Buttons

Fields

General 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.

Table

Show planned hours & expenses — Select this check box to display the planned hours and expenses for the selected person.
Show weekends — Select this check box to display the weekend days for which to enter the hours planned and expenses for the selected person.

Details section

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. When the icon next to an available date column is clicked, or when at least one mandatory field is filled, a pop-up will be displayed with the following fields and options:

Hours

Type the number of hours. This is only displayed for the Project hours and Non-project hours sections.

Note: Planned hours and expenses are displayed in blue on the respective pop-ups.

Quantity

Type the quantity for travel expenses. This is only displayed for the Travel expenses section.

Amount

Type the amount for materials and expenses. This is only displayed 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 only displayed for the Project hours, Travel expenses, and Material & expenses sections.

File

Select a file to be uploaded and attached to the entry. This is only displayed 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 to the pop-ups 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-ups 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 is displayed, or if data filled in the pop-up has been changed.
This hyperlink is disabled if it has already been clicked once, and if the same pop-up 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 only displayed 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 only displayed 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 only enabled 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 Projects à Setup à Professional services automation à Settings.

Delete draft values

Click this to delete all values from the pop-up. This is only enabled if there is a value defined in the first field of the pop-up.