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10. Time Logging
1) Jobs
2) Projects
3) Employees
4) Time Logs
5) Internal Rate Recoveries
6) Customer Invoices
7) Production Orders
8) Weekly Timesheets
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10.1 Jobs
Select the menu option Setup|Analysis 3 to open the Analysis 3 List window.
Right click on the window and select 'Add Main Record' to insert a record and enter an Analysis 3 code. Press F3 to open the Analysis 3 detail window. Set the information to define the Analysis 3 code.
To charge a customer out of the Time Logs feature, an Analysis 3 or Job must bear a Customer code.
All other Analysis 3/Job codes can be used under Time Logs, so to control and record non-chargeable activity establish codes for categories like - Holidays, Sickness, Training etc.
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10.2 Projects
Select the menu option Setup|Projects to open the Project List window.
Right click on the window and select 'Add Main Record' to insert a record. A Project code is automatically assigned. Press F3 to open the Projects detail window. Set the information to define the project.
Projects from the Project module have extended reporting over just creating a Job.
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10.3 Employees
Select the menu option Setup|Employees to open the Employee List window.
Right click on the window and select 'Add Main Record' to insert a record and enter an Employee code. Press F3 to open the Employees detail window. Set the information to define the employee.
Specifically the Rate Ids, with Internal and External Rates.
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10.4 Time Logs
Select the menu option Sources|Time Logs|Enter to open the Time Logs List window.
Right click on the window and select 'Add Main Record' to insert a record and enter an Activity Date, Employee, Rate Id., and Job code. Plus, the Hours, any Expenses being recovered/charged and a general description of the task performed or expense incurred.
Press F3 to open the Time Logs detail window. Set information to further define the Time Log.
Time Log data can be entered directly into the application or with a remote workforce, a web page can be developed that employees use to record their time-sheets and which produces an XML file/e-mail sent to the company for direct importing into Acceptum.
Refer to www.rcl-systems.co.uk\Acceptum\xmlxsl\ts_xml.asp for XML based Timesheets for Remote Workers to see an example of this.
Using the standard filter options, data can be viewed for a specific combination of values over:
- project/job
- employee
- activity date range
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10.5 Internal Rate Recoveries
Should the company wish to create journals based upon the internal rate to show 'Recoveries' out of a department and a charge to a 'Cost of Sales' account; this can be done by clicking 'Post Internal Rate Journals'.
Before clicking this button, ensure that the filter criteria have been set to display only the Time Log records that you wish to process. E.g. a specific Job.
After clicking the button; on the resulting window; complete the date range to restict the Time Log records to a specific period.
Set the journal date and then click  to create the journals within the Ledger.
The processed Time Log records are updated with the journal number.
To be included in the posting a Time Log record must be:
- related to a customer via the Job code
- bear a journal number of Zero
- fall within all selection criteria used
- bear a non-zero internal rate
The resulting journal can be viewed via the menu option Ledger|Posted Journal Edit. To reduce the number of lines, the values are summated by Employee and Job.
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10.6 Customer Invoices
Use this feature when the contract provides for charging on a Time and Materials basis.
To create a customer invoice based upon Time Log records and their external rate, click 'Create Sales Orders'.
Before clicking this button, ensure that the filter criteria have been set to display only the Time Log records that you wish to process. E.g. a specific Job.
After clicking the button; on the resulting window; complete the date range to restict the Time Log records to a specific period.
Set the customer invoice date and how you wish the Time Log records to be summated.
Then click to create the customer invoices.
The actioned Time Log records are updated with the invoice date and number.
To be included in the posting a Time Log record must be:
- related to a customer via the Job code
- bear a invoice number of Zero
- fall within all selection criteria used
- bear a non-zero external rate or have an non-zero expense amount
The resulting invoices can be viewed via the menu option Sources|Sales Orders|Enter SOs.
The invoices will now need to be reviewed, printed and posted like any other invoice. Refer to Selling to Customers.
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10.7 Production Orders
To update Production Orders based upon Time Log records and their internal rate, click 'Post Production Orders Journals'.
Before clicking this button, ensure that the filter criteria have been set to display only the Time Log records that you wish to process. E.g. a specific Production Order or range of orders.
After clicking the button; on the resulting window; complete the date range to restict the Time Log records to a specific period.
Set the journal date. Then click to create the Ledger journal and update the Production Orders.
To be included in the posting a Time Log record must be:
- allocated to a Production Order
- bear a journal number of Zero
- fall within all selection criteria used
- bear a non-zero internal rate
The resulting journal entry can be viewed via the menu option Ledger|Posted Journal Edit.
The update to the Production Orders can be viewed via the menu option Sources|Production Orders|Enter.
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10.8 Weekly Timesheets
The menu option Sources|Time Logs|Enter Weekly is used to enter a Weekly Timesheet for an employee.
On selection, select the employee from the drop-down list and set the Date to the Monday of the week being entered.
Then click 'Next' to open the data entry grids.
Entries can be allocated to Production Orders, Customer Jobs or Overhead categories. Expenses incurred can also be entered.
Click Save on completing an employees timesheet; then click Back to enter another employees timesheet.
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