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?

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 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?

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.

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?

1. Under the Project hours section, define the relevant fields.
2. 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?

1. Under the Project hours, Non-project hours, Travel expenses, or Material & expenses section, define the relevant fields.
2. 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?

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

How do I download hours sheet?

1. On the Hours & expenses page, click Download hours 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, select the relevant hour or value entry based on the criteria at the Project, Account, Type, Deliverable, Activity, and Item fields.
2. 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.
3. Click Close.

Related documents

• Defining Professional services automation settings
• Exact video library
• Overview of hours to be approved or rejected
• Overview of Professional services automation solution
• Working with hours and expenses entries on the new Hours & expenses page (For product update 252 onwards)