job time entry manual - amazon s3time... · job time entry manual 2015 page 3 application...

Job Time Entry Manual 2015

w w w . C o s t C o n t r o l S o f t w a r e . c o m

Job Time Entry For Microsoft Dynamics NAV

Produced and Distributed by: Cost Control Software, Inc. 12409 Old Meridian Street

Carmel, IN 46032

Phone: (317) 846-6025

http://www.costcontrolsoftware.com/



Table of Contents

Application Description & Objectives……………………. 3

Installation……………………………………………………… 8

Setup…………………..………………………………………… 9

Workflow…………………….………………………………….. 15

Support………………………………………………………….. 44



Application Description

Objectives Job Time Entry is a “Bundle” of 4 options – Below are screenshots of each option: 1. Job Time Entry (NAV 2013)

2. Job e-Time Entry (NAV 2013) – Web Services access to Job Journal (Most Popular, but requires Web Services Configuration)



3. Service Time Entry (NAV 2013)

4. Service e-Time Entry (NAV 2013) – Web Services access to Job Journal



Job Time Entry “Job Time Entry” is a special entry screen for employees to enter their Job Time per Task. Once “Approved” the time moves to the Job Journal for regular Posting to the Job Ledger Entries. After an employee enters or scans their name, the system displays the Job and Task he is currently “Clocked in to”. The employee could “Clock In” to a different Task, view his completed entries, Clear the Screen, or Clock Out of the “Electrical” Task by just Clocking In to another Job/Task. All of the completed punches are stored in an approval table for review and manager’s approval. Upon approval they are moved to the Job Journal for posting. Time Entry fully supports Bar Code Entry from Job Manager’s Job Traveler. We recommend an inexpensive corded or slightly more expensive wireless hand scanner. (Wasp USB scanner) Your company would install NAV on the desired PCs. Each PC would log in. (TERMINAL1, TERMINAL2, Rick, Dallas…) Since the software is fully real time, an employee can clock in at one terminal and then clock out at a different terminal. The “Buffer” table would hold the details of date, time, job, task, terminal, shift, and employee. When the employee “Clocks Out” the total elapsed time is calculated and the transaction is moved to the “Approval Worksheet”. Time Entry has been designed to keep the process as simple as possible for the “timekeeper”, but still give editing control to the system manager.

Service Time Entry Many customers work more on a “Total Time” basis, and not a Clock in/Clock out basis. We call this “Service” Time Entry where the employee “Submits” their time per task and Description of work performed. Note: Due to the single entry process the “Who is working” form will not be available to the Service type of submissions.



Notice 2 Description lines to clearly define what was done during the time period. All of this information is transferred to the “History” File and to the “Job Ledger Entries” for more reporting. Job Time Entry - Benefits: Written and developed entirely in NAV 2013 Real time Very easy to setup and use Very easy to expand, if your needs go beyond what is provided Works with base “Job” Granule or “Job Manager” “E-Time” - Benefits: NAV is not required on the local PC Real time Written and developed entirely in Visual Studio Internet based No Upload/Download from a 3rd party product. Very easy to setup and use Much less expensive per user when you use DCO License model



Job Time Entry

Employee

Defaults

Setup Tables Below

Entry Buffer

(Working Entries)

Job Ledger Entries

Time Entry Setup

Job Time Entry

“Classic”

P O S T

Approve

Entries

Time Entry

EmployeesShifts

Approval Worksheet

Job Journal

Approval History

Job e-Time Entry

“Web”

Job Time Entry

“RTC”

Service Time Entry

“Classic”

Service Time Entry

“RTC”

Service e-Time Entry

“Web”

Web Services w/ DCO

User License

Web Services w/ DCO

User License



Installation

Install Instructions for Job Time Entry:

1) Download Objects from either our FTP site or from an email.

2) Unzip the downloaded objects.

3) Create and Open your target NAV database. (Provided by your NAV Reseller)

4) You can import any object in the 14 million and/or 37 million range with no conflict. For Objects in the NAV Object Range, decisions need to be made. If the Database is “unmodified” then you can just import our FOBs. If the Database is “modified”, then you will hand integrate the FOBs. (Cost Control does provide an integration service if you prefer to have someone else do the hand integration.)

5) If you ordered a “Database”: we will send FOBs and a Company Backup too. The Company Backup will contain 2 Companies: - The first company is the CRONUS company that we used for testing. This company is also good for your “Practice” and “Learning” as it has practice data installed. - The second Company is our enhanced RapidStart Company. The RapidStart Company will have most of the setup finished for you. Just re-name the RapidStart Company to “Your Company Inc.” (your real name), add your Customers, Vendors and Items. Start using NAV.

Always feel free to contact us with questions: (317)846-6025



Setup

1. “Job Manager” is recommended at the foundation for your costing solutions, but it is not required for this Granule. .

2. “Job Time Entry” Granule must be installed and operational.



Here are the menu placements, if manual integration of menu choices is required. The rest of the objects do not conflict with any NAV Objects.

3. Define your Terminal. The software uses the NAV Login as the Terminal name. (RICK, TERM34, BETTY, TERMINAL8) Set your NAV Security for access to the Buffer, Approval, Job Journal, and Job Ledger Entries.

4. If you are tracking “Shift” information, you must define your shift hours.



If you run only 1 shift, you must still define the normal operating hours. If no shifts are setup, then no “Default” Information will appear on the first attempt to login. You simply select the Job Number and Job Task from the list or use a hand scanner to scan the data.

5. Employees must be added in the Resource List and Time Entry Logins Table.



6. Each Shop workstation must be set to the correct Date and Time.

If you are using “E-Time”, then you will need to set the Date and Time on the Service Tier that services the terminal. C/Side users: The time will come from the local computer.



7. From: Jobs, Setup, Time Entry Setup

Select desired Job Journal Template and Batch Name. Default = “JOB”, “DEFAULT” Select desired Production Journal Template and Batch Name. Default=”PRODUCTION”, “DEFAULT” The Work Day Start Hour and Final Hour are required, even for one shift operations. Source Code is how you can identify the entries in the Job Ledger Employee Base Unit of Measure is how you track the time whether in minutes or hours and then actual code for minutes or hours “Keep History” enables the Approval History Table to be filled. (Recommended)



“Post Approved Punches” will send the time through the Job Journal directly to the Job Ledger Entries. Default Job Journal Line Type allows you to set the entries to Schedule, Contract, or Both Schedule and Contract

8. On the job card you need to go into the task/router setup and mark the final assembly task with a TRUE. It will then know to send the qty produced to the production journal.

9. You are ready to begin.



Workflow

1. Login the terminal as “Terminal1” or Terminal X”. (w/ NAV Security)

You can also just use your user ID as the Terminal Identifier. Be sure “Security” has been granted to the Time Entry Tables. On windows authentication, User needs to be setup on the server and in NAV with security to the time entry tables.

2. Optional: From the Resource Card print the employee’s “Task List” which holds the Job Number and Tasks they are to be working on.

(Only available if using “Job Manager”)



3. Employee (MARY) starts the day with a “Log In” on the first task they are going to work on. (Job No. and Task No.) Notice here that Mary has a Default Job and Task that comes in each time if she is not logged in.

4. Press “Clock In”. (Shown above)



5. Screen Clears, and they (ie: Mary) just walk away to do the work.

6. Next employee (TIMOTHY) comes to the terminal, and SCANS his badge or TYPES his Name/Code and specifies the Job and Task he is going to start working on.



7. Press “Clock In”. (Shown above)

8. Screen Clears, and they just walk away to do the work. So, the screen below is what would show most of the day at this terminal.



9. When clocking out of one job and into another job the user has the opportunity

to enter Quantity Produced and Scrap parts on each task which will be kept in the time journal history. When the time entry line is approved the Quantity Produced and Scrap parts will also go to the Production Journal to be posted, if you are posting time to the last task. (It is only informational until you get to the last task.)



10. How to Clock/Out and Clock/In in one step. To switch to a different Job or Different Task, they walk up to the screen, enter their Name/Code then SCAN or TYPE or LOOKUP the desired Job. The screen will show what they are currently Clocked In to.



Next SCAN or TYPE or LOOKUP the Task Code for this Job. (the switch)

They then select “Clock In” to start the clock for this Job/Task. The Time Entry will automatically log the user out of their previous Job and Task as they clock into the next Job or the new task.



11. End of Day

At the end of the day /shift / task, they just “Clock Out” and go home.

Notice above that it shows “Clocked in to”, so they would just “Clock Out” when they have completed this Task No. If this “Clock Out” completes the Task, you can check the “Task Complete” box before you select “Clock Out”. This is an informational field only, but it does update the Job’s Task List with this additional information.



12. How to View My Entries At any time an employee can view their un-approved (new) entries. These are Tasks that have been clocked into and out of, but not approved yet. Once they are approved they are moved from the “Approval Worksheet” to the “Job Journal”. Notice below the employee has no access to the approval process, only a “View”.



13. Who is working? At any given time a manager (or employees if security is given) can view who is clocked in and what they are working on. (Select “Who is Working” from the Time Entry Menu.

Notice the Function to Close a Punch (F11). This will “delete” the current line. Close Punches will open a Dialogue Window for more Global Delete of punches. Tip: This form looks to the “Buffer” Table. Once an employee completes their time with a Clock Out, the Entry is moved to the “Approval” Table.



Forget to Clock Out? Next day if an employee or supervisor notices that they forgot to clock out, then the “Clocking In” in the next morning will automatically clock out the employee through the end of shift that they were previously Clocked In to. This completed punch will then be moved to the Approval Worksheet with the other punches awaiting approval.

14. Approval Process Manager will review/edit the daily punches per employee.



This list can be filtered for just one employee, if you prefer. (Shown with a filter on RICK.) Also, notice the Print option to print a hard copy of the worksheet. “Hours Approved” is a manager’s field to override the calculated hours. This is the final value that will be sent to the Job Journal for posting. Also, you can now review ALL employees or one employee at a time by applying a filter in the header. Notice the option to view “Who is Working” from the approval screen too. If time is approved,

then the transactions are moved (not copied) to the Job Journal.



Time can still be over-ridden in the Job Journal if needed.

A copy of the transaction is also placed in the History of Approved Entries.



Remember the History table is an optional flag in the Setup step. 15. Last step

The Last Step is to “Post” the Job Journal. [Standard NAV process]

Notice there is an option on the Time Entry Setup to directly Post the Job Journal when you “Approve the Punches”.

16. Optional: Print reports for review, edit, audits, or approvals.



Advanced Topics & Tips:

1. Time Approval Worksheet Use this area to preview and approve time. You have the ability to edit time if needed. Example: Time is calculated as .01 hours, you can round up or down or even delete a line. You can Change: Date, In, Out, or Hours Worked. Remember: In/Out time is only a temporary value. Only the Approved Hours are transferred to the Job Journal.

2. Warning: At this time we do not allow an employee to open Multiple Tasks on the SAME Job or Multiple Jobs.

3. Error Correction: If Clock In to wrong Task? Pull up entry, switch task to desired task.

4. Error Correction: If discovered wrong task at end of day? Just before Clock Out, switch the task to the desired task, and select “Clock Out”. The changed task will get the time charge.

5. How to open a punch mid day? Enter Employee No. If a punch exists, it will be displayed. Move to the Job No. field and enter the other Job. The Task No. will clear for entry. (If Task No. is the same on the new Job, it will remain.) Press Clock In You have clocked out of the first task and started a second task.



6. “Clear Screen” will make no changes and just clear the screen.

7. “Who is working” only displays “open” punches. (Buffer Table) “

8. “My Entries” only displays tasks that have been “Clocked Out”

(Approval Table).

9. This software can be easily adapted to straight “Job” Granule.



“Job E-Time” for DCO Users

With the advent of Dynamics NAV 2009, a new 3rd Tier Architecture is now available with Web Services. We have an optional Granule for those users that want a totally WEB based connection to the backend via the Web Services and the less expensive DCO License available from Microsoft. Dynamics NAV does NOT have to be installed at all on the timekeeper’s workstation. This will allow many “Timekeepers” to record their time at remote locations via a special WEB Service Connection through the Internet. The big advantage is that the DCO Licenses are priced at $195/user. (Not Thousands/user) We deliver one file, “E-Time.exe” that allows a company to connect to the back end accounting via “Web Services” in the NAV 2009 software. As you see above the “Entry Screen” is similar to the licensed version, but all lookups and Clock Ins update the back-end via Web Services. These entries are also placed in the same “Buffer” table until the employee “clocks out” of a Task. Then the entries are transferred to the same “Approval Worksheet”.



Please note that E-Time is included with the “Job Time Entry” product. The Buffer, the Approvals, and the History are all in this base Granule. “Job E-Time” - Benefits: Written and developed entirely in Visual Studio Internet based using NAV’s Web Services Real time No Upload/Download from a 3rd party product. Very easy to setup and use NAV is not required on the local PC Much less expensive using DCO License model



Setup Job E-Time: Set your Web Services as shown here:



E-Time Options Setup Guidelines E-Time Entry utilizes a Microsoft Dynamics-NAV’s built-in web service that requires an active service tier. It is important to verify the service tier’s settings before moving forward.

Please follow the numbered sequence, in the above diagram. 1. Choose NAV Install – Select the version of the Dynamics-NAV solution currently

installed

2. Server Name – The default setting is the name assigned to the computer running the

Microsoft SQL Server (ex NAV001).

3. Port Number – The default setting is 7047, please note an admin can change this

port number during the installation of the Service Tier.

4. Service Tier – The default setting is DynamicsNAV, note an admin can change this

port number during the installation of the Service Tier.

5. Company Name – Enter the exact name of the Dynamics-NAV Company this

program will interact with (ex. CRONUS USA, Inc.).

6. Terminal ID – This is an optional setting that is designed to enable managers to

determine the origin of each individual punch (ex. OFFICE101)

7. Save Settings – In order to save the entries in the previous steps this button must be

pressed.

8. Close – Closes the E-Time Options form.



Workflow in NAV is identical to “Job Enhanced Time Entry” (Back End). There are a few differenced in Key Strokes and Entries, but all data is moved to the same Buffer and Approval Worksheet as discussed above. Hence, “E-Time” does require “Job Enhanced Time Entry” Granule to operate. (Prerequisite) Microsoft Dynamics NAV Documentation Microsoft Dynamics NAV Web Services Microsoft Dynamics NAV 2009 supports Web services, which makes it easy to integrate Microsoft Dynamics NAV with other systems. Web service integration with Microsoft Dynamics NAV is supported through Web service-enabled pages and codeunits. With proper authentication and authorization, external systems can read and write data on pages and call codeunits as defined by the common Web service protocols. When pages and codeunits are published as Web services from Microsoft Dynamics NAV they are immediately available for Web service requests over the network. Different Types of Web Services Microsoft Dynamics NAV supports exposing pages and codeunits as Web services. Pages and codeunits can be combined to offer even more functionality on the page Web service. Page Web Services When a page is exposed as a Web service, a default set of eight methods is exposed to developers so that they can manage common record handling, such as Create, Update, and Read. A page Web service offers the built-in concurrency and transaction management, as opposed to codeunits. It is also possible to use extension codeunits to extend the default set of methods that are available on a page. Adding an extension codeunit to a page is useful if you want to perform operations other than the standard Create/Read/Update operations. The benefit from adding an extension codeunit to a page is that you get integrated security and concurrency and transaction management built into the page. Codeunit Web Services



Codeunit Web services provide the developer with the most control and flexibility. When a codeunit is exposed as a Web service, no default set of methods is exposed. The developer decides which methods are available on a codeunit. Concurrency is not managed automatically when a codeunit is exposed as a Web service: each codeunit call is managed as a single transaction. Virtual Tables Virtual tables cannot be edited through Web Services, even if they're editable in the product.



URL Web service users can discover services from a server by pointing a browser or a tool like Visual Studio to the Microsoft Dynamics NAV Server and getting a list of available services using the Web Services Discovery Tool. The general URL consists of the following elements: //<Server>:<WebServicePort>/<ServerInstance>/WS/<CompanyName>/services The URL for accessing a specific page consists of the following elements: //<Server>:<WebServicePort>/<ServerInstance>/WS/<CompanyName>/Page/<ServiceName> The URL for accessing a specific codeunit has the following elements: //<Server>:<WebServicePort>/<ServerInstance>/WS/<CompanyName>/Codeunit/<ServiceName> Note: CompanyName, Page, Codeunit, and ServiceName are all case sensitive. The following table describes the elements of the URL. URL element Description Server - The name of the computer running the Business Web Services service. WebServicePort - The TCP port number used for the Web service. This is configured during service installation, and can be found in the customsettings.config file on the computer. When exposing a Web service it is important to remember to open the port for other consumers of your Web service to be able to access it. Have the administrator of your system add the port through Windows Firewall on Microsoft Dynamics NAV Server. The default port is set to 7047. ServerInstance - The name of the service. CompanyName - The name of the company that the service is exposed from. Company name is optional when accessing the WSDL or calling the SystemService Web service.



The company name must be included in the URL used for all other Web service calls. Note Special characters in the company name must be URL Encoded. For example, spaces in company names must be replaced by %20. So you would encode the company name "Microsoft France S.A." as: Microsoft%20France%20S.A. Characters not part of the installed language should also be replace. For example, in a US English locale, the company name "CRONUS ÆØÅ Company" should be encoded as: CRONUS%20%C3%86%C3%98%C3%85%20Company ServiceName - The name of the Web service exposed on a page or codeunit. Note: A URL ending with "/" is considered invalid. How to Install Cost Control’s “Job Enhanced Time Entry” This Granule will now work for Job Manager or NAV Jobs. WEB SERVICE OPTION is also shown below.

1. Print and Read this Job Enhanced Time Entry Manual.

2. Download the Sample Database Backup or Customer’s LIVE Database from CCSI’s

FTP Site.

Demo File Name = Demo Job Manager v2009.rar

Create you new Database

3. Restore our Backup into your new Database (SQL)

4. Create a Service Tier. (See NAV Docs)

5. Test Connection to Database



Company Name:



6. If using Web Service Option, Go to Departments, Jobs, Time Entry, Setup

Run the create web services batch job.

7. This process will auto create the following Web Services for Time Entry.

8. If using the Web Service option, download the ZIP file for the Web Service

Application.



9. Un-Zip and run the setup program. (Time Entry 2009.exe)

10. Follow installation instructions on the screen to install the web service

application.

11. Adjust Setup, Options so the settings are correct.

SAVE CHANGES.



12. You should now be up and running for: NAV 2013 and/or Web Services.

13. Follow the Application Setup in the Manual.

IE: Add Employees, Shifts, Defaults,



Support

Congratulations on your purchase of Job Time Entry! We couldn’t be more thrilled for

you. Soon, you will be on your way to enjoying and utilizing the features and

functionality of this product.

On behalf of NAV Software, NAV Solution Centers and NAV Service Providers, we thank

you for your business. Most importantly, Cost Control Software sincerely appreciates

your trust in our products.

Should you have any questions or comments regarding our product, we encourage you

to contact your local NAV Solution Center (NSC). Please also contact your NSC if you are

considering modifications or seeking new software functionality.

Cost Control Software provides many add-on products that may be just the solution you

were looking for. Your NSC can provide you with our complete list of add-ons. You may

also check out our website to see available add-on products as well.

Visit: www.costcontrolsoftware.com for more information.

Produced and Distributed by: Cost Control Software, Inc. 12409 Old Meridian Street

Carmel, IN 46032

Phone: (317) 846-6025

http://www.costcontrolsoftware.com/

job time entry manual - amazon s3time... · job time entry manual 2015 page 3 application...

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