time and expense entry. weekly timesheet ◦ time entry expense report ◦ types of expense ◦...

21
Beyond Software Time and Expense Entry

Upload: amir-emory

Post on 15-Jan-2016

248 views

Category:

Documents


0 download

TRANSCRIPT

Page 1: Time and Expense Entry.  Weekly Timesheet ◦ Time Entry  Expense Report ◦ Types of Expense ◦ Expense Report Screen ◦ Expense Entry  Team Leader Approval

Beyond SoftwareTime and

Expense Entry

Page 2: Time and Expense Entry.  Weekly Timesheet ◦ Time Entry  Expense Report ◦ Types of Expense ◦ Expense Report Screen ◦ Expense Entry  Team Leader Approval

Weekly Timesheet ◦Time Entry

Expense Report ◦Types of Expense◦Expense Report Screen◦Expense Entry

Team Leader ApprovalChanging Password

Agenda

Page 3: Time and Expense Entry.  Weekly Timesheet ◦ Time Entry  Expense Report ◦ Types of Expense ◦ Expense Report Screen ◦ Expense Entry  Team Leader Approval

Weekly Timesheet

Page 4: Time and Expense Entry.  Weekly Timesheet ◦ Time Entry  Expense Report ◦ Types of Expense ◦ Expense Report Screen ◦ Expense Entry  Team Leader Approval

Accessing Timesheet Entry

Select Timesheet Entry on the Home screen

Or Projects|Weekly Timesheets from Toolbar

Page 5: Time and Expense Entry.  Weekly Timesheet ◦ Time Entry  Expense Report ◦ Types of Expense ◦ Expense Report Screen ◦ Expense Entry  Team Leader Approval

Time Entry - Header Fields

• Resource ID – Your identification in Beyond Software (will default to you)

• Resource Name – Your name (will default to you)• Previous – Use to move to a week previous to the week showing• Week of - Select the date from the calendar based on which week

time is performed• Can enter date• Can select date using calendar

• Next - Use to move to a week after the week that is showing• Approve All – Use to approve timesheet detail shown in the screen

Page 6: Time and Expense Entry.  Weekly Timesheet ◦ Time Entry  Expense Report ◦ Types of Expense ◦ Expense Report Screen ◦ Expense Entry  Team Leader Approval

Time Entry – Save As

• New timesheets can be started from scratch; or• A previous timesheet using Save As

• Select the week to use as a template• Click Save As• Select the week for the new timesheet• Determine if you want to keep any comments from the previous timesheet• Click ok• A new timesheet is created with all the projects from the previous timesheet, with

no hours carried forward

Page 7: Time and Expense Entry.  Weekly Timesheet ◦ Time Entry  Expense Report ◦ Types of Expense ◦ Expense Report Screen ◦ Expense Entry  Team Leader Approval

Time Entry – Detail

Enter time in the Detail sectiono Project

Click the Lookup to select the desired project from the

list and a pop-up screen will appear In the pop-up screen, scroll to the project or use the blank

field at the top of a column to filter to the project To Filter, enter what the desired record starts with and use

the Tab key to move to a new field. This will filter the records Once the project is found, double click on it to populate the

timesheet. Or use the down arrow to select a project from the Recently

Used Project list Project Description and Customer information will default from

selected project

Page 8: Time and Expense Entry.  Weekly Timesheet ◦ Time Entry  Expense Report ◦ Types of Expense ◦ Expense Report Screen ◦ Expense Entry  Team Leader Approval

Time Entry - Detail

◦ Task – Use the down arrow to select the desired task◦ Hours

Directly enter the time in the Day/Date field, OR Use the Timer to track time

Click in the time field below Day/Date and click the Timer The Timer will open If there are multiple projects entered on the timesheet, select the

Project/ Task to record time on Click start Pause the Timer by clicking pause Stop the Timer by clicking stop Once the timer is closed, time will automatically populate the time

field on the timesheet grid If you want to change time, the timer time can be overwritten

Note: If the timer screen is open, the only way to enter time into another Project/Task is via the Timer screen

Page 9: Time and Expense Entry.  Weekly Timesheet ◦ Time Entry  Expense Report ◦ Types of Expense ◦ Expense Report Screen ◦ Expense Entry  Team Leader Approval

Time Entry - Detail

Project Account – will auto populate based on default values already established

Labor Category - will auto populate based on default values already established

Pay Category – will auto populate based on default values already established

Comment - use this field if you need to enter additional information about the time entered, such as detail on work performed, if the work is billable, etc.

Task Complete – select this when a task is completed. This will set the task status to complete in Project|Task tab.

Columns can be moved and reordered by clicking and holding the column and moving it to where you want it

Use Save at any time to save the timesheet

Page 10: Time and Expense Entry.  Weekly Timesheet ◦ Time Entry  Expense Report ◦ Types of Expense ◦ Expense Report Screen ◦ Expense Entry  Team Leader Approval

Time Entry

To delete a line item in the time entry grid, click on the Remove filed for the row and it will be deleted when the timesheet is saved

When completed for the reporting period, click Send on the toolbar and send to your team leader to let them know your timesheet is ready for review and approval

Page 11: Time and Expense Entry.  Weekly Timesheet ◦ Time Entry  Expense Report ◦ Types of Expense ◦ Expense Report Screen ◦ Expense Entry  Team Leader Approval

Expense Report Entry

Page 12: Time and Expense Entry.  Weekly Timesheet ◦ Time Entry  Expense Report ◦ Types of Expense ◦ Expense Report Screen ◦ Expense Entry  Team Leader Approval

Accessing Expense Report

Select Expense Report on the Home screen

Or Projects|Expense Report Entry from Toolbar

Page 13: Time and Expense Entry.  Weekly Timesheet ◦ Time Entry  Expense Report ◦ Types of Expense ◦ Expense Report Screen ◦ Expense Entry  Team Leader Approval

Expense Entry

◦ Enter an Expense Report for expenses incurred by you for which the company will reimburse you such as Cell Phone, Training Classes, Mileage, etc.

◦ Types of Expenses Project related – expenses incurred for a customer.

These may or may not be billed to the customer Non-project related – expense not incurred for a

customer

Page 14: Time and Expense Entry.  Weekly Timesheet ◦ Time Entry  Expense Report ◦ Types of Expense ◦ Expense Report Screen ◦ Expense Entry  Team Leader Approval

Expense Report Entry - Header

• Number – will populate when saved• Status – Approved, Pending, Submitted, Template (leave as pending until done. Set to

Submitted when complete and ready for approval.)• Period – Current reporting period (This will default based on current date. May need to

change if entering time for previous month.)• Date – Defaults to current day. Change if want different date.• Description – Reference the expense you are being reimbursed for such as “Cell Phone”

or “Travel” • Session Reference – Can be used to group expense reports to an event or project• Resource ID – Your identification in Beyond Software (will default to you)• Resource Name – Your name (will default to you)

Page 15: Time and Expense Entry.  Weekly Timesheet ◦ Time Entry  Expense Report ◦ Types of Expense ◦ Expense Report Screen ◦ Expense Entry  Team Leader Approval

Expense Report Entry - Detail

Enter expense items in the Detail Section Date - click the field to activate the field and use the calendar to

select the appropriate date. Tab to next field. Description – enter the expense description such as mileage, cell

phone, etc. Expense Category - use the down arrow to select the desired

category. Note there are 3 types of expense – client billable, client non-billable (end with “Non-billable”), and non-client overhead (end with “OH”)

Project If the expense category relates to a project, then a project must be

entered. To do so: Click the Lookup to select the desired project from the list Or use the down arrow to select a project from the Recently Used

Project list If the expense does not relate to a project, the project field will not be

active

Page 16: Time and Expense Entry.  Weekly Timesheet ◦ Time Entry  Expense Report ◦ Types of Expense ◦ Expense Report Screen ◦ Expense Entry  Team Leader Approval

Expense Report Entry - Detail

Project Description – will auto populate based on the project ID selected Task – This field is only active if a project has been selected. Using the down

arrow , select the desired task. Task Description – will auto populate based on the task selected. Quantity – enter the quantity related to the expense Unit Cost- enter the unit cost for the expense. In some cases, such as mileage,

the unit cost may be defined and populate when the expense category is selected.

Total Cost – Enter the total cost to be reimbursed here. If both a quantity and unit cost have been entered, this will be calculated.

Comment - use this field if you need to enter additional information about the expense item, such as where expense occurred, purpose, etc.

Use Save at any time to save the expense report. When completed and ready to be approved, change status to Submitted, click

Send on the toolbar and send to your team leader to let them know your expense report is ready for review and approval.

Columns can be moved and reordered by clicking and holding the column and moving it to where you want it.

Page 17: Time and Expense Entry.  Weekly Timesheet ◦ Time Entry  Expense Report ◦ Types of Expense ◦ Expense Report Screen ◦ Expense Entry  Team Leader Approval

Expense Report Entry

To print your expense report, with the expense report open, click Print on the toolbar and select the Print Expense Report Printout option and then

print the report. Attach receipts and submit. ◦ Alternatively, you can attach receipts electronically by opening

Attachments on the toolbar.

◦ Select Source Type for receipt and open the file where the receipts are, select document, and click open. Tab off the field and Save attachment.

◦ Close the attachment screen.

Page 18: Time and Expense Entry.  Weekly Timesheet ◦ Time Entry  Expense Report ◦ Types of Expense ◦ Expense Report Screen ◦ Expense Entry  Team Leader Approval

Team Leader Approval

Timesheet or expense report is submitted for approval New task is sent to the approver’s My Task list

◦ Receive notification via email Use setup option in Administration I Setup I User Preferences

in the Tasks Options section -Receive Tasks In to receive email.

◦ Access task from My Tasks slide-out found at the right of all screens

◦ The new task includes a hyperlink in the Subject column.◦ Click the hyperlink to open the screen and display the

information details.

Page 19: Time and Expense Entry.  Weekly Timesheet ◦ Time Entry  Expense Report ◦ Types of Expense ◦ Expense Report Screen ◦ Expense Entry  Team Leader Approval

Approve Timesheets and Expense Reports

Review document to ensure correct Date, Project, Task, Hours, Costs, etc.

If the document requires correction, set the Status Field, in the Header section, to Pending, save the document, and send it back to the employee. ◦ Use the message box in the Send screen to explain why

the document is being returned To approve, set the Status Field, in the Header

section, to Approved and save the document.

Page 20: Time and Expense Entry.  Weekly Timesheet ◦ Time Entry  Expense Report ◦ Types of Expense ◦ Expense Report Screen ◦ Expense Entry  Team Leader Approval

Changing Password

Select Administration|Setup|User Preferences from Toolbar The following screen appears:

Under Password Options, enter new password and confirm the password Click on the Save icon to save the change

Page 21: Time and Expense Entry.  Weekly Timesheet ◦ Time Entry  Expense Report ◦ Types of Expense ◦ Expense Report Screen ◦ Expense Entry  Team Leader Approval

Contact Info

Beyond Software1219 West Main CrossFindlay, Ohio 45840

[email protected](877) 679-9107

www.beyondsoftware.com