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How to Use This Guide

Information in this document is furnished only under a Customer License Agreement or non-disclosure agreement, and may be used or copied only in accordance with the terms of such agreement. The software described in this document is protected by copyright, and may not be copied on any medium except as specifically authorized in the license or non-disclosure agreement. This document is also protected by copyright, and may not be reproduced or transmitted, in whole or in part, by any means, including photocopying, facsimile transmission, or reduction to any electronic medium or machine readable form, without the express written consent of HighTower. Copyright Statements: Direct Deposit, Gift Card Expansion Pack, MAStransit, MultiBin Advanced Distribution, Point of Sale® Professional, Professional Retainer Control, ScanBlaster, Time and Billing®, Time and Billing® Professional, and Timekeeper® are products of HighTower. Copyright © 2007. All rights reserved. Sage Software and Sage Software product names mentioned herein, including Sage MAS 90, Sage MAS 200, Sage MAS 200 SQL, and Sage MAS 500, are registered trademarks or trademarks of Sage Software, Inc. and/or its affiliated entities. Palm™ Desktop name and logo are trademarks of Palm™ Inc. Copyright © 2007. HotSync® Manager name and logo are registered trademarks of PalmSource Inc. Copyright © 2005-2006. Microsoft® Windows® NT®, 95®, 98®, 2000®, ME®, and XP® names and logos are registered trademarks of the Microsoft Corporation. Copyright © 2005-2006. All other trademarks and copyrights are the property of their respective holders. This manual was written for Timekeeper version 4.30. It was last updated on 2/12/09.

How to Use This Guide

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New Features for Timekeeper Version 4.30 The Timekeeper module has been customized to work with the Sage MAS90 or 200 version 4.30. The 4.30 version of Timekeeper has been enhanced to provide more options for configuring the module and integrating it with the other Sage MAS 90 or 200 modules.

New Function in Timekeeper Options The Post Work Code Descriptions as Comment Lines option has been added to the Main tab of the Timekeeper Options window (see page 65) to post Timekeeper work code descriptions as comments in the module selected to integrate with Timekeeper. This field is available only if Timekeeper integrates with Time and Billing (see page 19) or Time and Billing Professional (see page 19).

C O N T E N T S

The 4.30 version of Timekeeper supports the improvements introduced in the 4.20 version of the Timekeeper module.

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• The facility to Renumber Employees, Customers, Projects, and Activities in Employee Maintenance (see page 83), Customer Maintenance (see page 97), Project Maintenance (see page 108), and Activity Maintenance (see page 119) in the Timekeeper Setup menu

B A C K

• Advanced options in Activity Maintenance (see page 119) in the Timekeeper Setup menu (the Disable Data Entry, Lock Billing Rate, and Reimburse by Default fields)

I N D E X

• The Recalculate Summary History feature (see page 252) in the Timekeeper Utilities menu • New options (the Previous and Next navigation functionality) in Timekeeper Entry (see page 142) and the Search ability in Timekeeper Entry Lookups (see page 147) • Easier installation and setup (see page 305) for .timekeeper (no external web server is required, however, if you use it, the server must support reverse proxies (see page 311)) and the ability to view the summary of an employee’s hours by customers (see page 333)

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New Features

Contents New Features for Timekeeper Version 4.30 4 New Function in Timekeeper Options 4

Chapter 1 — Introduction 17

S T B A C K I N D E X

The HighTower Ideal 17 Welcome to Timekeeper 17 Using Timekeeper with Sage MAS 90 or 200 17 Using Timekeeper without Sage MAS 90 or 200 17 Integrating Timekeeper with Other Sage MAS 90 or 200 Modules 18 Accounts Receivable 18 Job Cost 18 Payroll 19 Sales Order 19 Time and Billing 19 Time and Billing Professional 19 Using the Timekeeper Manual 19 Sections in this Manual 20 Graphic Conventions 21 Text Conventions 21 Getting Additional Help 22 Getting Additional Copies of the Manual 22 Accessing the Manual 22 Open the Online Manual 22 Using the Timekeeper Online Help 23 Accessing the Online Help 24 Support Services 24 Related Manuals 24

Chapter 2 — Timekeeper Concepts 25 Timekeeper Entry Methods 25 Full Timekeeper Module 25 Timekeeper Entry 25 Timekeeper Entry Modes 25 Timekeeper PDA 26 .timekeeper 26 Remote Device Licenses 26 Synchronizing the Data 26 Synchronizing Palm OS Devices 26 Synchronizing Pocket PC (Windows CE) Devices 27 Processing Time and Expenses 27 Integrating Timekeeper 27 Managing the Time/Expense Records 27 Integrated Sage MAS 90 or 200 Modules 27 Posting Data to Integrated Modules 27 Timekeeper Detail File 28 Handling WIP Data 29

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Contents Chapter 3 — Installing the Timekeeper Module 30


System Requirements 30 Timekeeper Entry 30 Timekeeper PDA 30 .timekeeper 30 Pre-installation Instructions 31 Installing Timekeeper 31 Timekeeper Installation Wizard 31 Navigating in the Installation Wizard 32 Complete the Timekeeper Install 32 System Startup 35 Setting Up Timekeeper in Role Maintenance 36 Using Role Maintenance 36 Select the Timekeeper Module in Role Maintenance 36 Enhancement Registration 37 Using Library Master Extensions 37 Register the Timekeeper Module 37 Defining the Timekeeper Module 38 Starting the Application 38 Activate the Timekeeper Module 38 Sage MAS 200 or Sage MAS 200 for SQL Installations 40 Client/Server Workstation Install 40 Install an Enhancement on a Workstation 40

Chapter 4 — Navigating in Timekeeper 42 Using the Modules Tree 42 Timekeeper Tree View 42 Opening a Timekeeper Window through the Modules Tree 42 Using the Timekeeper Menu Bar 43 Timekeeper Menu Bar 43 Opening a Timekeeper Window through the Menu Bar 43 Using Keyboard Commands and Buttons in Timekeeper 44 Timekeeper Buttons/Keyboard Commands Table 44

Chapter 5 — Using the Setup Menu 49 How to Use the Setup Menu 49 Timekeeper Setup Menu 49 Implementing the Setup Menu Options 49 Open a Window from the Setup Menu 49 Add a Record 50 Select an Item from a Lookup List 50 Change a Record 51 Delete a Record 51 Print from a Setup Window 51 Setting Up Timekeeper for a New Company 53 Timekeeper Setup Wizard 53 Navigating in the Setup Wizard 53 Configure Timekeeper for the First Time 54

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Timekeeper Options 64 Using Timekeeper Options 64 Timekeeper Options Window 64 General Settings 64 Configure the Standard Timekeeper Options on the Main Tab 65 Posting Settings 68 Configure the Timekeeper Options for Work in Process on the Entry Tab 69 Configure the .timekeeper Options on the Entry Tab 71 Payroll Settings 72 Configure the Timekeeper Options for Payroll on the Payroll Tab 72 Terminology 73 Change Timekeeper Terminology on the Terminology Tab 74 Department Maintenance 75 Using Department Codes 75 Department Maintenance Window 75 Create a Department 75 Historical Data 76 View a Department’s Time and Expense History 76 Employee Maintenance 77 Importing Employee Codes 78 Using Employee Maintenance 78 Employee Maintenance Window 78 Set Up an Employee 78 Using Filters in Timekeeper 79 Define and Apply a Custom Filter 80 Using the Renumber Function 83 Assign a New Employee Code 83 General Settings 83 Create the Employee on the Main Tab 84 Links Setup 87 Configure How Employees are Linked to Integrated Modules on the Links Tab 87 Historical Data 89 View the Employee’s Historical Time or Expenses on the History Tab 89 Transactions Detail 91 Review the Employee’s Transactions on the Detail Tab 91 Customer Maintenance 95 Importing Customer Codes 95 Using Customer Maintenance 95 Customer Maintenance Window 95 Set Up a Timekeeper Customer 96 Using the Renumber Function 97 Assign a New Customer Code 97 General Settings 97 Create the Timekeeper Customer on the Main Tab 97 Links Setup 98 Configure How Customers are Linked to Integrated Modules on the Links Tab 99 Historical Data 100 View the Customer’s Historical Time or Expenses on the History Tab 100 Transactions Detail 102 Review the Customer’s Transactions on the Detail Tab 102

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Project Maintenance 106 Importing Project Codes 106 Using Project Maintenance 106 Project Maintenance Window 106 Set Up a Project 107 Using the Renumber Function 108 Assign a New Project Code 108 General Settings 108 Create the Project on the Main Tab 109 Links Setup 110 Configure How Projects are Linked to Integrated Modules on the Links Tab 110 Historical Data 111 View the Project’s Historical Time or Expenses on the History Tab 111 Transactions Detail 113 Review the Project’s Transactions on the Detail Tab 113 Activity Maintenance 117 Importing Activity Codes 117 Using Activity Maintenance 117 Activity Maintenance Window 117 Set Up an Activity 118 Using the Renumber Function 119 Assign a New Activity Code 119 General Settings 119 Create the Activity on the Main Tab 119 Links Setup 122 Configure How Activities are Linked to Integrated Modules on the Links Tab 123 Historical Data 125 View the Activity’s Historical Time or Expenses on the History Tab 125 Transactions Detail 126 Review the Activity’s Transactions on the Detail Tab 127 Division Billing Rate Maintenance 130 Enabling the Division Billing Rate Maintenance Feature 130 Using Division Codes 130 Enter a Billing Rate for a Division 130 Billing Markup Maintenance 131 Markup Methods 131 Calculation Methods 131 Enter a Markup for a Billing Rate 131 Assign a Markup Code to the Activity 132 Holiday Maintenance 133 Holiday Pay 133 Holiday Pay Calculations 133 Enter the Holidays 133 Word Substitution Maintenance 134 Terminology Consistency 134 Word Substitution Maintenance Benefits 134 Create a Word Substitution 134 Exception Maintenance 135

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Contents Managing Exceptions 135 Implementing Exception Maintenance 135 Create a Billing Exception 136

Chapter 6 — Using the Main Menu 139


How to Use the Main Menu 139 Timekeeper Main Menu 139 Implementing the Main Menu Options 139 Open a Window from the Main Menu 139 Add a Record 140 Select an Item from a Lookup List 140 Print from a Main Window 140 Timekeeper Entry 142 Timekeeper Entry Modes 142 Timekeeper Login 143 Log in to Timekeeper 143 Timekeeper Entry Window 143 Timekeeper Entry Menus 144 Using the File Menu 145 Change Company 145 Change a Company 145 Change Employee 146 Change an Employee 146 Change Remote User 147 Change a Remote User Login 147 Work Offline 147 Work in an Off-line Mode 148 Exit Timekeeper 149 Using the Edit Menu 149 Customer Filter 149 Set a Customer Filter 150 Project Filter 151 Set a Project Filter 151 Activity Filter 152 Set an Activity Filter 153 Preferences 154 Set Timekeeper Preferences 154 Using the View Menu 155 Customer Memos 155 View a Customer’s Memos 155 Project History Summary 156 View a Project’s History Summary 157 Detail 157 Choose the Detail View 158 Summary 158 Choose the Summary View 159 Using the Help Menu 159 Timekeeper Help 159 Launch the Timekeeper Help Facility 160 About Timekeeper 160

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Access the About Timekeeper Screen 161 Timekeeper Entry Detail 162 Entering Dates 162 Choose a Date 162 Use the Calendar Options 164 Additional Options 165 Select Entries to View 165 Entry Grid 167 Navigate in the Entry Grid 167 Entering Time and Expenses 167 Create a Timekeeper Entry 168 Duplicate the Record 174 Edit a Timekeeper Entry 175 Delete a Timekeeper Entry 176 Management Approval 176 Approving Time and Expenses 176 Management Approval Window 176 Approve an Employee’s Time/Expense Entries 177 Editing Time/Expense Entries 178 Modify a Time or Expense Entry 178 Searching for Specific Time/Expense Entries 181 Perform an Approval Search 182 Approved Time/Expense Totals 184 View the Summary of Approved Hours and Billed Amounts 184 Secondary Approval 184 Approving Time and Expenses 184 Secondary Approval Window 185 Complete a Secondary Approval of Time/Expense Entries 186 Searching for Specific Time/Expense Entries 188 Perform an Approval Search 188 Approved Time/Expense Totals 190 View the Summary of Approved Hours and Billed Amounts 190 Timekeeper History 191 Using Timekeeper History 191 Timekeeper History Detail 191 View an Employee’s Historical Time 192

Chapter 7 — Using the Posting Menu 195 How to Use the Posting Menu 195 Timekeeper Posting Menu 195 Implementing the Posting Menu Options 195 Open a Window from the Posting Menu 195 Select an Item from a Lookup List 196 Print from a Posting Window 196 WIP Selection 197 Using WIP Selection 197 WIP Selection Detail 197 Select the WIP Entries to Post 197 WIP Selection Maintenance 199

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Using WIP Selection Maintenance 199 WIP Selection Maintenance Detail 199 Review the WIP Entries to Post 199 Editing Employee Entries 200 Modify an Employee’s Entry 200 Posting WIP Data to Payroll 203 Select the WIP Entries to Post To Payroll 204 WIP Posting Register 207 Using the WIP Posting Register 207 WIP Posting Register Detail 207 Update the Integrated Modules with the Timekeeper Data 207 Expense Reimbursement Selection 208 Using Expense Reimbursement Selection 209 Expense Reimbursement Selection Detail 209 Select Expense Reimbursements to Post 209 Reimbursement Selection Maintenance 211 Using Reimbursement Selection Maintenance 211 Reimbursement Selection Maintenance Detail 211 Review the Expense Reimbursements to Post 211 Reimbursement Posting Register 212 Using the Reimbursement Posting Register 212 Reimbursement Posting Register Detail 212 Update the Integrated Modules with the Timekeeper Expense Reimbursements 213 Posting Expense Reimbursements to Payroll 214 Select a Pay Cycle to Complete Payroll Transactions 214

Chapter 8 — Using the Reports Menu 217 How to Use the Reports Menu 217 Timekeeper Reports Menu 217 Implementing the Reports Menu Options 217 Open a Window from the Reports Menu 217 Timekeeper Reports Settings 218 Selecting Data for a Report 218 Define the Setting Options for a Report 219 Define the Printing Options for a Report 220 Define the Report Data to Print on the Main Tab 221 Define the Report Sorting Options on the Select Tab 222 Select an Item from a Lookup List 223 Sample Report 223 Department History Report 223 Department History Report Settings 223 Department History Report Detail 223 Print the Department History Report 224 Employee History Report 227 Employee History Report Settings 227 Employee History Report Detail 227 Print the Employee History Report 227 Customer History Report 230 Customer History Report Settings 230 Customer History Report Detail 230

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Print the Customer History Report 231 Project History Report 234 Project History Report Settings 234 Project History Report Detail 234 Print the Project History Report 234 Activity History Report 237 Activity History Report Settings 237 Activity History Report Detail 237 Print the Activity History Report 238 Detail History Report 241 Detail History Report Settings 241 Detail History Report Attributes 241 Print the Detail History Report 242 Work In Process Report 245 Work In Process Report Settings 245 Work In Process Report Detail 245 Print the Work In Process Report 246

Chapter 9 — Using the Utilities Menu 249 How to Use the Utilities Menu 249 Timekeeper Utilities Menu 249 Implementing the Utilities Menu Options 249 Open a Window from the Utilities Menu 249 Purge Detail History 250 Purging the Data 250 Using the Purge Detail History Feature 250 Remove the Detail History 250 Purge Summary History 251 Purging the Data 251 Using the Purge Summary History Feature 251 Remove the Summary History 251 Recalculate Summary History 252 Recalculating the Data 252 Using the Recalculate Summary History Feature 252 Rebuild the Summary History 252 Timekeeper Import 253 Importing the Data 253 Using the Timekeeper Import Feature 253 Select Data to Import 254

Chapter 10 — Using the Remote Menu 256 How to Use the Remote Menu 256 Timekeeper Remote Menu 256 Implementing the Remote Menu Options 256 Open a Window from the Remote Menu 256 Install PDA Application 257 Timekeeper PDA Application Installation Wizard 258 Installing Remote Modules on a PDA 258

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Contents Timekeeper Server Monitor 258 Using the Timekeeper Server Monitor 258 Designating the Timekeeper Server 258 Run the Timekeeper Server Monitor 259 Windows CE Sync 260 Synchronizing the Data 260 Synchronizing Pocket PC (Windows CE) Devices 261 Synchronize Your Windows CE Device with the Sage MAS 90 or 200 System 261 Web Start Link Generation 261 Java™ Web Start 261 Using the Website URL 262 Generate a Java Web Start Link 262


Chapter 11 — Installing and Configuring Timekeeper PDA 264 Configuring Timekeeper on a PDA 264 Obtaining Remote Device Licenses 264 Using Remote User Maintenance 264 Create a Remote User 264 Using Employee Maintenance 265 Assign a Remote User to an Employee 265 Using Remote Device Maintenance 266 Create a Remote Device 266 Using Remote Licenses Maintenance 267 Create a Remote License 267 Palm OS Instructions 267 Palm OS System Requirements 268 PDA Application Installation Wizard 268 Navigating in the PDA Application Installation Wizard 268 Install the Timekeeper Module on a Palm OS Device 268 HotSync® Operation 272 Using HotSync® Manager 272 Start the Palm OS HotSync® Feature 273 Starting Timekeeper on the Palm OS Device for the First Time 273 Troubleshooting the HotSync Operation 273 Select a User and Perform a Synchronization Process 274 Pocket PC (Windows CE) Instructions 275 Pocket PC (Windows CE) System Requirements 275 PDA Application Installation Wizard 275 Navigating in the PDA Application Installation Wizard 275 Install Timekeeper on a Pocket PC (Windows CE) Device 276 Synchronizing Pocket PC (Windows CE) Devices 280 Perform a Local Synchronization of the Pocket PC (Windows CE) Device 280 Starting Timekeeper on the Pocket PC (Windows CE) Device for the First Time 281 Synchronizing Pocket PC (Windows CE) Device for the First Time 281 Select a User and Perform a Synchronization Process 281

Chapter 12 — Using Timekeeper PDA 283 Starting Timekeeper on the PDA 283

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Customizing Timekeeper 283 Processing Time and Expenses 283 Launch the Timekeeper Application 283 Timekeeper PDA Menu Bar 284 Using the Record Menu 285 Entry Summary 285 View the Entry Summary Information 285 New Record (Palm OS) 286 Delete Entry (Palm OS) 286 Using the Options Menu 286 View Name 286 Switch Views 286 Sync 287 Set Up the Synchronization Process 287 Change User 288 Change the User Information 288 Delete Databases 289 Use the Delete Databases Feature 289 About 289 Access the About Screen 289 Help (Palm OS) 290 Entering Time and Expense Data 290 Adding a New Time Entry 290 Recording Time 290 Create a New Time Entry 290 Adding a New Expense Entry 292 Recording Expenses 292 Create a New Expense Entry 292 Changing a Time/Expense Entry 294 Modifying Timekeeper PDA Records 294 Using the Edit Menu 295 Update a Time/Expense Entry 295 Deleting a Time/Expense Entry 296 Purging Timekeeper PDA Records 296 Remove a Time/Expense Entry 296 Timekeeper PDA Lookups 297 Advanced Lookup Features 297 Select an Item from a Lookup on the Palm OS Device 297 Select an Item from a Lookup on the Pocket PC Device 299 Synchronizing the Data 299 Transferring Information 299 Synchronizing Palm OS Devices 300 Perform the Palm OS Device Synchronization 300 Synchronizing Pocket PC (Windows CE) Devices 301 Prepare for the Pocket PC (Windows CE) Device Synchronization 301 Perform a Remote Synchronization on the Pocket PC (Windows CE) Device 302

Chapter 13 — Installing and Configuring .timekeeper 305 .timekeeper Architecture 305

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Application Server 305 ProvideX Web Server 305 External Web Server 305 System Requirements 305 Configuring the ProvideX Web Server 306 Using the ProvideX Web Server 306 Complete the ProvideX Web Server Configuration 306 Using the External Web Server 310 Setting Up FTP for .timekeeper 310 Setting Up the IIS Web Server 311 Using Proxy Files 311 Copy and Modify Proxy Files 311 Using Virtual Directory 313 Create a Virtual Directory 313 Configuring .timekeeper 318 Setting Up Timekeeper in Timekeeper Options 318 Obtaining Remote Device Licenses 318 Using Remote User Maintenance 319 Create a Remote User 319 Using Employee Maintenance 319 Assign a Remote User to an Employee 320 Using Remote Device Maintenance 320 Assign a Remote Device 320 Using Remote Licenses Maintenance 321 Create a Remote License 321 Starting the .timekeeper Application 322 Launching .timekeeper from the Website 322 Adding the .timekeeper Icon to Your Company Website 322 Launching .timekeeper from the Internet Browser 323 Supported Browsers 323 Launch the .timekeeper Default Page 323

Chapter 14 — Using .timekeeper 324 Starting .timekeeper 324 Implementing .timekeeper 324 Using .timekeeper Cookies 324 Using JavaScript 324 Access .timekeeper 325 Using the Icons Menu 326 .timekeeper Icons Table 326 Entering Time and Expenses 327 Using the Default Company 327 Identifying a Company 327 Change a Company 328 Adding a New Time Entry 328 Recording Time 328 Create a Time Entry 328 Using the Search Feature 330 Search for Work in Process Items 331

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Search for an Item in a List 332 View Items in a List Alphabetically by Name or Description 332 Viewing Employee’s Hours 333 View the Summary of an Employee’s Hours 333 Adding a New Expense Entry 333 Recording Expenses 333 Create an Expense Entry 334 Changing a Time/Expense Entry 337 Modifying .timekeeper Records 337 Update a Time/Expense Entry 338 Deleting a Time/Expense Entry 338 Purging .timekeeper Records 338 Remove a Time/Expense Entry 338 Management Approval 339 Approving Time and Expenses 339 Management Approval Window 339 Approve an Employee’s Time/Expense Entries 340 Editing Time/Expense Entries 340 Modify a Time or Expense Entry 341 Salesperson Approval 342 Approving Time and Expenses 343 Salesperson Approval Window 343 Complete a Salesperson Approval of Time/Expense Entries 343 Viewing Time/Expense Entries 344 Review a Time or Expense Entry 344 Customer Approval 345 Approving Time and Expenses 345 Customer Approval Window 345 Complete a Customer Approval for Time/Expense Entries 345

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Chapter 1

Introduction Chapter 1

HighTower is a Sage Software® Master Developer for Sage MAS 90 ERP and Sage MAS 200 ERP software with titles such as Direct Deposit, Gift Card Expansion Pack, MAStransit, MultiBin® Advanced Distribution, Point of Sale® Professional, Professional Retainer Control, ScanBlaster, Time and Billing®, Time and Billing® Professional, and Timekeeper® to our credit.

The HighTower Ideal At HighTower, we are committed to delivering superior accounting, time management, manufacturing and distribution solutions to small and mid-sized businesses. C O N T E N T S

HighTower uses a unique Patch Installation system, which installs the HighTower enhancements without overwriting your original Sage Software program. Our patch installation method makes our products attractive to users installing enhancements from multiple Sage Software Master Developers.

S T B A C K

Our promise of exceptional technical products is only exceeded by our commitment to customer service. Our success is measured in customer satisfaction.

Welcome to Timekeeper Timekeeper is an enhancement for the Sage MAS 90 and Sage MAS 200 applications developed by Sage Software.

I N D E X

Using Timekeeper with Sage MAS 90 or 200 Timekeeper gives your employees the tools they need to enter and maintain an accurate and comprehensive account of their time, wherever they are - whether they are sitting at their desk or out in the field with their Palm OS handheld or Pocket PC (Windows CE) device, or via the Internet. The Timekeeper module also includes the facilities to post data to the integrated Sage MAS 90 or 200 modules. Timekeeper creates accurate time reports that ensure your client invoices are correct and complete, that they are processed cost-effectively, and that they are sent out as quickly as possible.

Using Timekeeper without Sage MAS 90 or 200 Employees that do not use Sage MAS 90 or 200 do not need the full Sage Software installation to use Timekeeper. Timekeeper Entry (see page 142) allows employees to launch Timekeeper from their workstations or laptops and enter time. After the time entries are uploaded to Sage MAS 90 or 200, managers, HR, or accounting employees that do have Sage MAS 90 or 200 installed can review the information and mark the data as approved or rejected. This feature allows you to ensure the information being added to Sage MAS 90 or 200 is accurate.

Chapter 1: Introduction

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Chapter 1 Integrating Timekeeper with Other Sage MAS 90 or 200 Modules The Timekeeper module can be integrated with none, one, or possibly more Sage MAS 90 or 200 modules. When integrated, each module "shares" common information with any related modules. Your company can integrate the following Sage MAS 90 or 200 modules with the Timekeeper module: • Accounts Receivable (see page 18) • Job Cost (see page 18) • Payroll (see page 19) • Sales Order (see page 19) • Time and Billing (see page 19) • Time and Billing Professional (see page 19)

C O N T E N T S

To integrate the Timekeeper module with the Accounts Receivable, Job Cost, Payroll, Sales Order, Time and Billing, and/or Time and Billing Professional modules, you MUST set up these modules BEFORE installing Timekeeper. You can integrate with Accounts Receivable, Job Cost, Sales Order, Time and Billing (or Time and Billing Professional), and also integrate with Payroll.

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5SPECIAL NOTE: Depending on which module you integrate with

B A C K

Timekeeper, the windows in the Timekeeper module may have different fields available.

I N D E X

Accounts Receivable When the Timekeeper module is integrated with the Sage MAS 90 or 200 Accounts Receivable module, time entry data is posted to the A/R Invoice Data Entry feature, allowing your company to bill clients for time-based projects. If the Accounts Receivable module is integrated with the Job Cost module and the Job Cost module is integrated with the Accounts Receivable module, you can set Timekeeper data to be available in both modules. As a result, time entries will be posted to A/R Invoice Data Entry with Job Cost data.

Job Cost When the Timekeeper module is integrated with the Sage MAS 90 or 200 Job Cost module, time entry data is posted to the J/C Job Posting Entry feature, allowing your company to accurately determine the cost of a project. If the Job Cost module is integrated with the Accounts Receivable module and the Accounts Receivable module is integrated with the Job Cost module, you can set Timekeeper data to be available in both modules. As a result, time entries will be posted to A/R Invoice Data Entry with Job Cost data.

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Chapter 1 Payroll When the Timekeeper module is integrated with the Sage MAS 90 or 200 Payroll module, time entry data is posted to the Payroll Data Entry feature, allowing your company to print accurate payroll checks. You can integrate Timekeeper with any of the other modules and with the Payroll module. The Timekeeper module will post entries to the other integrated module and in a separate process post time entries to Payroll. If Job Cost and Payroll are both integrated with Timekeeper and Payroll is integrated with Job Cost it is possible to have Job Cost time posted to Payroll rather than Direct Cost Entry. This is done by selecting the "Post Job Cost Information to Payroll Data Entry Lines" option on the Timekeeper Options window (see page 64).

Sales Order

C O N T E N T S

When the Timekeeper module is integrated with the Sage MAS 90 or 200 Sales Order module, time entry data is posted to S/O Invoice Data Entry, allowing your company to create accurate sales invoices.

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Time and Billing When the Timekeeper module is integrated with the HighTower’s Time and Billing module, time entry data is posted to Time and Billing’s Time/Expense Entry, allowing your company to create accurate billing invoices for time-based projects.

B A C K

Time and Billing Professional

I N D E X

When the Timekeeper module is integrated with the HighTower’s Time and Billing Professional module, time entry data is posted to Time and Billing Professional’s Time/Expense Entry, allowing your company to create accurate billing invoices for time-based projects.

Using the Timekeeper Manual This manual provides the information necessary for setting up and operating your Timekeeper module. Use the Timekeeper manual as a guide when initially setting up Timekeeper, and then as a resource for understanding features of the application. The manual contains overviews and samples of windows and menus.


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Chapter 1 Sections in this Manual This manual is divided by the full workstation version, Timekeeper Entry version, the PDA version of the Timekeeper module, and the Internet version, .timekeeper. • The first section of the manual discusses how to set up the full workstation module that runs on a Sage MAS 90 or 200 system. • The second section of the manual discusses how to set up and use the Timekeeper Entry on a local workstation or laptop. • The third section of the manual discusses how to set up and use the Timekeeper module on a PDA (Palm OS handheld or Windows CE device). • The final section discusses how to set up and use .timekeeper on the Internet. C O N T E N T S

The following table describes the chapters available in this manual.


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Chapter

Description

Chapter 2: Timekeeper Concepts

This chapter explains different concepts you need to know about using your Timekeeper application.

Part 1: Full Sage MAS 90 or 200 Workstation Instructions

This section of the manual contains instructions on how to set up Timekeeper on your Sage MAS 90 or 200 system.

Chapter 3: Installing the Timekeeper Module

This chapter details the installation procedures for Timekeeper on a full Sage MAS 90 or 200 system.

Chapter 4: Navigating in Timekeeper

This chapter describes the basic features available in the Timekeeper module.

Chapter 5: Using the Setup Menu

This chapter describes how to enter the basic information required to use the Timekeeper module. This chapter includes setting general options for the module.

Chapter 6: Using the Main Menu

This chapter describes how to enter time and expense records, and how to complete approvals.

Chapter 7: Using the Posting Menu

This chapter describes how to post data to integrated modules.

Chapter 8: Using the Reports Menu

This chapter details how to print reports based on information available in the Timekeeper module.

Chapter 9: Using the Utilities Menu

This chapter details the steps normally performed at the end of accounting period (usually, the last business day of each month) and fiscal years

Part 3: PDA Instructions

This section of the manual contains instructions on how to set up Timekeeper on a PDA device.

Chapter 10: Using the Remote Menu

This chapter describes how to configure the Timekeeper application to run on a workstation or laptop without a Sage MAS 90 or 200 installation.

Timekeeper Manual


Chapter 1

C O N T E N T S

Chapter

Description

Chapter 11 Installing and Configuring Timekeeper PDA

This chapter details how to install and configure Timekeeper on your PDA device.

Chapter 12: Using Timekeeper PDA

This chapter details how to use Timekeeper on your PDA device.

Part 4: .timekeeper Instructions

This section of the manual contains instructions on how to set up Timekeeper on the Internet.

Chapter 13: Installing and Configuring .timekeeper

This chapter details how to install and configure .timekeeper on your Internet.

Chapter 14: Using .timekeeper

This chapter details how to use .timekeeper on your Internet.

Graphic Conventions The following icons are used throughout this manual to indicate different types of information.


Graphic

Description

5 2

The Note symbol is followed by additional information about a topic. The Helpful Hint symbol is located in the left margin and contains additional information about an option.

:

The Warning symbol is followed by information to help you avoid costly mistakes.

Text Conventions The following table describes the text conventions used in this manual. Text Convention

Explanation

Bold font

Indicates GUI (Graphical User Interface) objects, such as a tab name, field name, list box name, options in a list, column name, check box, or radio button. Indicates subjects/categories to emphasize.

Italic font

Indicates references to other manuals or chapters in this manual. Indicates words to emphasize.

Sage Green, Underlined font


Indicates a link to a specific topic in the manual.

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Chapter 1 Text Convention

Explanation

Blue, Underlined font

Indicates a link to a specific URL (Uniform Resource Locator) - website address.

CAPITALIZED font

Indicates: Important.

Getting Additional Help There are online manuals, online help, and technical support available for the Timekeeper enhancement.

Getting Additional Copies of the Manual You can view the Timekeeper manual online or print the PDF file.

C O N T E N T S

This manual is best viewed using the latest version of Adobe Reader. For best printing results, print to a PostScript printer.

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Accessing the Manual The Timekeeper manual is accessible through the Sage MAS 90 or 200 menu bar. Open the Online Manual

B A C K

1 From the Help menu on the Sage MAS 90 or 200 menu bar, select Enhancement Manuals. The Manuals list appears on the right side of the screen.

I N D E X

Manuals List

2 Click the Timekeeper link. The manual will appear in PDF format.

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C O N T E N T S

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Online Manual

B A C K

Using the Timekeeper Online Help The Timekeeper module includes the standard content online help.

I N D E X

Online Help


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Chapter 1 Accessing the Online Help • For field level context-sensitive help, move your cursor to the field and press F1. A pop-up window appears with help for the field. • For window level context-sensitive help, click the help screen for the window appears.

button on the window. The

Support Services There are several methods of support for your Timekeeper module: • Contact your Authorized Reseller or Consultant. If you do not have an Authorized Reseller or Consultant, consult the Timekeeper website (www.timekeepersoftware.com).

C O N T E N T S

• Refer to the Enhancement Data Definitions available in the Library Master Extensions module in the Utilities menu. This feature lists all the data fields available on each window of each module.

S T

• Access technical bulletins and download program corrections through the Timekeeper website (www.timekeepersoftware.com). Note that program corrections are available exclusively through the Internet. For more information about fee-based customer support services, contact our Help Desk Department. Regular Help Desk hours are 9:00 A.M. to 5:00 P.M. Central Standard Time, Monday through Friday. You can reach our Help Desk Department in the following ways:

B A C K I N D E X

• Phone: 1.888.583.3000 • Fax: 1.847.674.0544 • E-mail: [email protected]

Related Manuals There are several manuals you might have to referred to while using the Timekeeper module. The following table lists the names and locations of the manuals. Manual

Description and Location

Time and Billing Manual

This manual documents the features available in the Time and Billing module by HighTower, and is available through the Sage MAS 90 Help menu.

Time and Billing Professional Manual

This manual documents the features available in the Time and Billing Professional module by HighTower, and is available through the Sage MAS 90 Help menu.

___________________________________________________________ This concludes Chapter 1: Introduction of the Timekeeper manual.

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Chapter 2

Timekeeper Concepts Chapter 2

Chapter 2: Timekeeper Concepts explains different concepts you need to know to use your Timekeeper module to the fullest extent.

Timekeeper Entry Methods You can make time entries, expense entries, or both in the Timekeeper module in a number of ways.

Full Timekeeper Module C O N T E N T S


The full Timekeeper module runs on a fully installed Sage MAS 90 or 200 system. This module allows MAS 90 or 200 to use the time/expense entries created in the Timekeeper PDA and Timekeeper Entry application.

Timekeeper Entry The Timekeeper Entry application (see page 142) includes a time/expense entry window, and provides the convenience of running a standalone application separate from the Sage MAS 90 or 200 ERP system, giving you the power to enter time and expenses over a network or an Internet connection.

Timekeeper Entry Modes This is the full Timekeeper Entry application. It can function in the following modes: • Direct Access from the Sage MAS90 or 200 Launcher – The application starts from Sage MAS 90 or 200 Launcher like any other data entry screen in Sage MAS 90 or 200. Data updates in real time.

5NOTE: The following modes require Remote Licenses and work in both Windows and non-Windows environments.

• Remote Access from outside the Sage MAS 90 or 200 Launcher – The application starts from outside Sage MAS 90 or 200 Launcher. It accesses the Timekeeper data in the MAS 90 or 200 system in real time over a LAN, Intranet, or over the Internet. • Java™ Web Start – The application attaches as a link on a web page via Java™ Web Start technology. When you access the link, the application downloads to your computer. It then accesses the Timekeeper data in the MAS 90 or 200 system in real time. For detailed information, see the Web Start Link Generation section (see page 261.) • Offline Access – The Timekeeper Entry application works offline storing entries in a local database to be synchronized with the MAS 90 or 200 system at a later time.


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Chapter 2 Timekeeper PDA The PDA version of Timekeeper can be installed on a Palm OS or Pocket PC (Windows CE) device for users who enter their time using handheld devices. For detailed information, see Chapter 11: Installing and Configuring Timekeeper PDA (see page 264) and Chapter 12:Using Timekeeper PDA (see page 283) of the current manual.

.timekeeper The .timekeeper module (see page 305) runs on your company’s website.

Remote Device Licenses Timekeeper PDA (see page 264) and .timekeeper (see page 318) require remote device licenses. Each User/Device/Application combination requires one license. Please contact your reseller to purchase licenses.

C O N T E N T S

The number of device licenses available for any given Sage MAS 90 or 200 system is managed by the registration of the HighTower’s Library Master Extensions module. If the Library Master Extensions module is not registered, it will allow 45 days of access from the installation date for demonstration purposes, which is standard for any Sage MAS 90 or 200 module.

S T B A C K

The Remote License Maintenance feature will allow one User/Device/Application to be entered and accessed 40 times. See the Library Master Extensions manual or online help by HighTower for full details.

I N D E X

Synchronizing the Data To keep the data between the PDA device, Timekeeper Entry, and the Sage MAS 90 or 200 system consistent, you must synchronize the data. By synchronizing the data, you send the information the user entered in the PDA or Timekeeper Entry to the Timekeeper module on the Sage MAS 90 or 200 system, and you download the latest data from the Sage MAS 90 or 200 system to the PDA or the Timekeeper Entry application. For detailed information, see the Synchronizing the Data on PDA section (see page 299).

Synchronizing Palm OS Devices Palm OS devices come installed with the HotSync® Manager application. This application exchanges the information available on the Palm device to the Sage MAS 90 or 200 system. The Sage MAS 90 or 200 workstation that will synchronize the data requires the Palm™ Desktop application by Palm™, Inc. (version 4.0 or later). The installation will supply the HotSync® Manager application. For detailed information, see the Use the Palm OS HotSync® Feature section (see page 273) and Synchronize the Palm OS Device section (see page 300).

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Chapter 2 Synchronizing Pocket PC (Windows CE) Devices Pocket PC (Windows CE) devices must be connected to the workstation running Sage MAS 90 or 200 via ActiveSync® by Microsoft. To synchronize a Pocket PC (Windows CE) device, use the Windows CE Sync feature available in the Remote menu of the Timekeeper module. For detailed information, see the Synchronize the Pocket PC (Windows CE) Device Locally section (see page 280) and Perform a Remote Synchronization on a Pocket PC (Windows CE) Device section (see page 302).

Processing Time and Expenses C O N T E N T S

S T

The main focus of Timekeeper is to record employees’ time and expenses and post this information to an integrated Sage MAS 90 or 200 application.

Integrating Timekeeper Timekeeper can be integrated with: • Sage MAS 90 or 200 Accounts Receivable (see page 18) • Sage MAS 90 or 200 Job Cost (see page 18) • Sage MAS 90 or 200 Payroll (see page 19)

B A C K

• Sage MAS 90 or 200 Sales Order (see page 19)

I N D E X

• HighTower’s Time and Billing Professional (see page 19)

• HighTower’s Time and Billing (see page 19)

Managing the Time/Expense Records Employees make entries through the Timekeeper module, Timekeeper Entry, on a PDA, or .timekeeper on the web. These detail entries can undergo an approval process where managers, salespeople, and even customers can approve the entries. Then the entries are selected and posted to the integrated module. History is maintained within Timekeeper by Employee, Customer, Project, Activity, and Department. Reports exist to review this history. Utilities exist to purge history.

Integrated Sage MAS 90 or 200 Modules The Timekeeper Options feature (see page 64) allows you to select other Sage MAS 90 or 200 modules to integrate data with Timekeeper. The modules listed on the Timekeeper Options window are limited to the modules that are configured for the current company. The integrated modules allow Timekeeper to post data from the WIP file to Accounts Receivable, Accounts Receivable with Job Cost data, Job Cost, Payroll, Payroll with Job Cost data, Sales Order, Time and Billing, or Time and Billing Professional.

Posting Data to Integrated Modules The following list describes how data is posted.


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Chapter 2 • If Accounts Receivable is the integrated module, then data from the Detail file will be posted to A/R Invoice Data Entry. If Job Cost is integrated with Accounts Receivable and Accounts Receivable is integrated with Job Cost, then you can select Accounts Receivable with Job Cost as the integrated module. Data from the Detail file will be posted to A/R Invoice Data Entry with Job Cost data. • If Job Cost is the integrated module, then data from the Detail file will be posted to J/C Job Posting Entry of the Direct Cost type. • If Payroll is the integrated module, then data from the Detail file will be posted to Payroll Data Entry. If the integrated module is Accounts Receivable, Accounts Receivable with Job Cost, Sales Order, Time and Billing, or Time and Billing Professional, and your system is also integrated with Payroll, and if Payroll is integrated with Job Cost, then you can also select the Include Job Cost Data with Payroll check box. This feature allows you to post data from the Detail file to Payroll with Job Cost data.

C O N T E N T S

S T

5NOTE: If you select Job Cost as your integrated module, you CANNOT

select Include Job Cost Data with Payroll because it would result in a double posting to the Job Cost module.

B A C K

If the integrated module is Payroll, and the Payroll module is integrated with Job Cost, then you can also select the Additionally Integrated with Payroll check box. This option will update Payroll Data Entry with the job number set up in Timekeeper Project Maintenance (see page 106).

I N D E X

• If Sales Order is the integrated module, then data from the Detail file will be posted to S/O Invoice Data Entry. • If Time and Billing is the integrated module, then data from the Detail file will be posted to Time and Billing’s Time/Expense Entry. • If Time and Billing Professional is the integrated module, then data from the Detail file will be Posted to Time and Billing Professional’s Time/Expense Entry.

Timekeeper Detail File The Timekeeper Detail file is central to all data processing that occurs in the Timekeeper module. The Detail file can receive input from the Timekeeper Entry application and a PDA source. Timekeeper enables you to post Detail file data to the integrated module you specify.

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Chapter 2 Handling WIP Data Timekeeper setup enables you to use various sources for data input. You can post work in process (WIP) data to the integrated module that you specify on the Main tab of the Timekeeper Options window (see page 64). Timekeeper enables you to post data from the Detail file to any of the following modules: Accounts Receivable, Job Cost, Payroll, Sales Order, Time and Billing, or Time and Billing Professional. The following diagram illustrates the data linkages in Timekeeper.

C O N T E N T S


___________________________________________________________ This concludes Chapter 2: Timekeeper Concepts of the Timekeeper manual.


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Chapter 3

Installing the Timekeeper Module Chapter 3

Chapter 3: Installing the Timekeeper Module provides detailed installation instructions and contains the steps to register the Timekeeper module.

System Requirements Sage Software sets standard system requirements for workstations using Sage MAS 90 or 200. See the system requirements determined by Sage Software (www.sagesoftware.com).

Timekeeper Entry Timekeeper Entry (see page 142) requires a Java® Runtime Environment (JRE) 1.5 or later be installed on the workstation. With Sage MAS 200 a JRE must also be installed on the server. The JRE can be found at www.timekeepersoftware.com/downloads.

C O N T E N T S

Timekeeper PDA

S T

The Timekeeper Palm OS application must be installed to a Palm OS device running Palm OS 5.0 or later. The Timekeeper Pocket PC application requires the Microsoft® Corporation’s ActiveSync® application to run on the workstation and a Pocket PC (Windows®CE) device that will be used for the synchronization process. (For detailed information, see the Pocket PC (Windows CE) Instructions section on page 275.)

B A C K I N D E X

.timekeeper The .timekeeper application requires the ProvideX Web Server (see page 306).

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Chapter 3 Pre-installation Instructions Before installing the Timekeeper module, you must have Sage MAS 90 or 200 installed on your system. • Install the correct version of Sage MAS 90 or 200 that works with the respective version of Timekeeper. • You may be required to upgrade your Sage MAS 90 or 200 system before installing Timekeeper. See the installation documentation provided by Sage Software for installation instructions. • If the Sage MAS 90 or 200 program or any upgrades have just been installed, launch the Sage MAS 90 or 200 system to finish the installation procedures. C O N T E N T S


• Ensure the Sage MAS 90 or 200 modules your Timekeeper integrates with, such as Accounts Receivable, Job Cost, Payroll, Sales Order, Time and Billing, and Time and Billing Professional are completely installed and configured. See the online documentation provided by Sage Software for full instructions (www.sagesoftware.com). • Ensure all of the following entry files have been updated or cleared BEFORE installing Timekeeper, to avoid any data corruption. - Accounts Receivable Invoice Data Entry - Job Cost Job Posting Entry - Payroll Data Entry - Payroll Check Printing - S/O Invoice Data Entry - Time and Billing (T/B) Time/Expense Entry - Time and Billing Professional (T/2) Time/Expense Entry If you are upgrading from a previous version of Timekeeper, make sure all Timekeeper entry files have been updated or cleared BEFORE installing the latest version. All users should exit from Sage MAS 90 or 200 before beginning the Timekeeper installation.

Installing Timekeeper The installation process is made easy through the Installation Wizard, which guides you through the installation steps. Follow the wizard’s on-screen prompts to install your module.

Timekeeper Installation Wizard The Timekeeper Installation Wizard is designed to ease the initial configuration of the system. It can be started after all necessary pre-installation steps are completed.


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Chapter 3 Navigating in the Installation Wizard The installation wizard does not store or modify any data before the final step; thus, it can be safely restarted. The Next button takes you to the subsequent step, the Back button can be used to jump back to previous steps in order to modify settings. You can click Cancel at any time to stop the wizard. Complete the Timekeeper Install Perform the following steps to install the Timekeeper module. 1 Close all your Sage MAS 90 or 200 applications. 2 Launch your Timekeeper installation program. The Welcome window appears. C O N T E N T S


Installation Wizard - Welcome Window

3 Click Next to begin installation. The License Agreement window appears.

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Chapter 3

C O N T E N T S

S T B A C K

Installation Wizard - License Agreement Window

4 Click I Agree to accept the agreement. The destination location window appears.

I N D E X

Installation Wizard - Destination Location Window

5 Select the Sage Installation, and click Next. The Choose Components window appears.


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Chapter 3

C O N T E N T S

S T

Installation Wizard - Enhancement Selection Window

6 Select the Library Master Extensions and Timekeeper options from the list of applications, and then click Install. This may take a few minutes.

B A C K

While installing the enhancements, the system displays the following messages.

I N D E X

Installation Wizard - Enhancement Installation Messages

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Chapter 3 When the installation is finalized, the Installation Complete window appears.

C O N T E N T S

S T

Installation Wizard - Installation Complete Window

7 Click Next to continue. The final installation window appears.

B A C K I N D E X

Installation Wizard - Finish Installation Window

8 Click Finish to complete the installation.

System Startup System Startup is an automatic procedure that must be performed once per company. This procedure is initiated the first time you access Timekeeper for a specific company. The information entered in System Startup can be modified at any time from the Timekeeper Setup menu.


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Chapter 3 Setting Up Timekeeper in Role Maintenance Prior to accessing the Timekeeper module, you must ensure you select the module in the Role Maintenance feature of the Sage MAS 90 or 200 Library Master module.

Using Role Maintenance Use Role Maintenance to define and maintain functional roles and access to modules, tasks, data tables, and fields. Additionally, some module options, such as allowing batches to be merged can be allowed or restricted. You must make sure that you select the Timekeeper module in the Role Maintenance feature of the Sage MAS 90 or 200 Library Master module. C O N T E N T S

Select the Timekeeper Module in Role Maintenance 1 From the Sage MAS 90 or 200 Library Master menu, select Main X Role Maintenance. The Role Maintenance window appears.


Role Maintenance Window

2 Select your user role defined for your Sage MAS 90 or 200 system from the Role field. 3 Select the check box next to the Timekeeper option. 4 Click Accept.

5NOTE: For more information about setting user-defined roles, see the Library Master online help by Sage Software.

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Chapter 3 Enhancement Registration When you try to open the Timekeeper module for the first time, you will be prompted to register the enhancement. You can install all enhancements for a 45-day trial period. When you purchase an enhancement, you will receive a registration ID and key from your Timekeeper representative, or you can access the key through the Internet. You register enhancements through the Library Master Extensions module.

Using Library Master Extensions

C O N T E N T S

S T

The Library Master Extensions module (formerly called HighTower Library Master) is required by every HighTower module for the Sage MAS 90 and Sage MAS 200 system. The Enhancement Registration feature registers enhancements that you install. All enhancements require registration for complete access to all software features. Register the Timekeeper Module 1 From the Library Master Extensions menu, select Main X Enhancement Registration. The Enhancement Registration window appears.

B A C K I N D E X

Enhancement Registration Window

2 Enter the registration key in the Registration Key field. You can also click the registration and product keys.

button to automatically populate the

3 Enter the unlocking key in the Product Key fields. 4 Click Accept. The system will register all purchased HighTower enhancements.

5NOTE: For more information about registering modules, see the Library Master Extensions Manual or online help by HighTower.


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Chapter 3 Defining the Timekeeper Module The System Startup occurs when you try to access the Timekeeper module for the first time. Before the application runs, you have to define all required data files.

Starting the Application First, you have to run company maintenance. Then, you need to activate your module. Finally, when all data files are defined, you automatically advance to Timekeeper Options (see page 64). Activate the Timekeeper Module 1 Click the Timekeeper module from the Modules menu or the Tasks tab of the Sage MAS 90 or 200 Desktop. The module expands to display all the menu options available in the Timekeeper module.

C O N T E N T S

2 Select an option from the Timekeeper module. If the application has not been activated, the following dialog box displays.

S T B A C K

Sage MAS 90 Dialog

3 Click Yes to run the company maintenance. The Company Maintenance window appears.

I N D E X

Company Maintenance Window

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Chapter 3 4 Click Activate. The Activate Module window appears.

Activate Module Window C O N T E N T S


5NOTE: For more information about activating modules, see the Library Master Module online help by Sage Software.

5 Select the Activate check box for the Timekeeper module, and click Proceed.

:WARNING: If you are using Timekeeper on a PDA, the Timekeeper

module must be activated and set up in all companies that are going to use the module. Timekeeper cannot be in a state where any one company is activated but not set up. This scenario may result in a security error (SY_NewSystem) when you try to synchronize with a Palm OS device. For example, if companies ABC and MCC are both activated, but only MCC is set up for Timekeeper, then the security error may occur. To resolve the issue, ABC would either need to be deactivated or set up in the Timekeeper module.

6 Close the Company Maintenance window. 7 From the Modules tree, click any option from any of the Timekeeper menus. The system displays the Change Date window.

Change Date Window

8 The application defaults to the current accounting date. You can change the Date, if necessary. 9 Click OK. The following dialog box displays.

Sage MAS 90 Dialog


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Chapter 3 10 Click Yes to begin defining files to start Timekeeper. When all data files are defined, you automatically advance to options in the Timekeeper Setup menu. See the Using the Setup Menu section (see page 49) for more information.

Sage MAS 200 or Sage MAS 200 for SQL Installations After the installation or upgrade is completed on the Sage MAS 200 server, you must run a Client Server Workstation Install on each workstation for each enhancement that has been installed or upgraded.

Client/Server Workstation Install The Client/Server Workstation Install feature allows your company to install client/server versions of enhancements on your company’s server, as well as your local workstation. Local workstation installations provide only the necessary program files required by the computer to interact with the shared server. Program-specific bitmap images, help files, and user manuals are only installed on your company’s server, but can be copied to your local workstation through the Client/Server Workstation Install utility.

C O N T E N T S

S T

Install an Enhancement on a Workstation

B A C K

1 To run the Client/Server Workstation Install, from the Library Master Extensions module, select Main X Client/Server Workstation Install. The Client Server Workstation Installation window displays.

I N D E X

Client Server Workstation Installation Window

2 For each enhancement, there are three options that may be selected – Install, Help, and Manual. Select Install (the Help and Manual options are not required).

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Chapter 3 3 After the options have been selected, click Proceed to install the selected options to the workstation.

5NOTE: For more information about installing enhancements to your workstation, see the Library Master Extensions Manual or online help by HighTower.

___________________________________________________________ This concludes Chapter 3: Installing the Timekeeper Module of the Timekeeper manual.

C O N T E N T S



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Chapter 4

Navigating in Timekeeper Chapter 4

Chapter 4: Navigating in Timekeeper contains instructions on how to access specific features of the Timekeeper module. This chapter describes how to access windows in Timekeeper, use the menu bar, and use different command buttons and icons available in the module.

Using the Modules Tree The Timekeeper module displays the menu options on the Sage MAS 90 or 200 Tasks tab, which contain the "tree-like" view.

Timekeeper Tree View C O N T E N T S

You can access a window in the Timekeeper module through the tree-like view in the left pane, or from the list in the right pane.


Windows Available in a Menu

Sage MAS 90 Window

Timekeeper Window

Opening a Timekeeper Window through the Modules Tree a Expand the Modules folder on the Tasks tab of the Sage MAS 90 or 200 Desktop, and then click Timekeeper. The module folder expands to display all the menu options available in the Timekeeper module. b Click the menu option you want to access. The names of the windows available in the menu appear on the right side of the Sage MAS 90 or 200 window.

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Chapter 4 c Click the name of the window to open. The system displays the selected window.

Using the Timekeeper Menu Bar The Timekeeper menu bar is available through the Sage MAS 90 or 200 menu bar.

Timekeeper Menu Bar You can access the windows in the Timekeeper module through the menu bar.

C O N T E N T S

S T

Sage MAS 90 Menu Bar

Timekeeper Menu Bar

Opening a Timekeeper Window through the Menu Bar a From the Modules menu of the Sage MAS 90 or 200 Desktop, select Timekeeper.

B A C K I N D E X

Sage MAS 90 Window Timekeeper Window

b Expand the module, select and expand the menu option you need, and then select (double-click) the name of the window. The system displays the selected window.


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Chapter 4 After opening the Timekeeper module, the Timekeeper menu appears on the right side of the menu bar. You can access additional Timekeeper windows using the Timekeeper menu bar.

C O N T E N T S


Timekeeper Menus Options

Using Keyboard Commands and Buttons in Timekeeper The Timekeeper module lets you use standard keyboard commands to perform many functions, as well as buttons and icons to perform a specific activity.

Timekeeper Buttons/Keyboard Commands Table The following table lists each option and describes the actions it performs. Button

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Keyboard

Description

TAB

Advances you to the next field on a window. In a grid, pressing the TAB key moves focus from cell to cell. At the end of the row, pressing TAB moves the key to the next row.

ENTER

Advances you to the next required field on a window and allows you to save changes.

SPACEBAR

You can use the spacebar to clear or select a check box or radio button field.

BACKSPACE

Deletes the information in a field.

ESC

Closes the current window. In a grid, pressing the ESC key cancels a cell entry.

Timekeeper Manual


Chapter 4 Button

C O N T E N T S


Keyboard

Description

DELETE

Deletes information from a field.

HOME

Highlights the first item in a list box or Lookup window. In a grid, pressing the HOME key moves focus to the first cell of a row.

END

Highlights the last item in a list box or Lookup window. In a grid, pressing the END key moves focus to the last cell of a row.

PAGE UP

Highlights an item in the previous page of a list box or Lookup window.

PAGE DOWN

Highlights an item in the next page of a list box or Lookup window.

CTRL+HOME

In a grid, moves focus to the first row in the same cell position.

CTRL+END

In a grid, moves focus to the last row in the same cell position.

CTRL+ENTER

In a grid, adds line feeds to comments.

CTRL+INSERT

Inserts a line.

CTRL+DELETE

Deletes the current line.

ARROW

In a grid, pressing the ARROW keys moves focus from cell to cell.

F1 in a Field

Displays the pop-up help for the current field.

F1 on a Window

Displays the help for the entire window.

F2

Displays the Lookup window for the current field. Select an item from the Lookup window and click Select. The item appears in the field.

F3 or ALT+L

Displays an alternate Lookup window for the current field. This window is usually more tailored for the current field than the general Lookup window. Select an item from the Lookup window and click Select. The item appears in the field.

F4

Allows you to print the information available on a window. This option may display an options window, where you can select the type of data to include in a printout.

F5

In a grid, allows you to toggle between the primary and secondary grids. Opens a window for you to perform a special task associated to the field or window. Usually allows you to display/enter lot/serial items.


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Chapter 4 Button

Keyboard

Description

CTRL+F5

Many windows display Browse buttons in the lower left corner, to help you browse through existing records. This button displays the first record available.

CTRL+F6

Many windows display Browse buttons in the lower left corner, to help you browse through existing records. This button displays the previous record available.

CTRL+F7

Many windows display Browse buttons in the lower left corner, to help you browse through existing records. This button displays the next record available.

CTRL+F8

Many windows display Browse buttons in the lower left corner, to help you browse through existing records. This button displays the last record available.

ALT+A

Saves the information you added or changed on a window.

ALT+C

Discards any changes you entered on a window.

ALT+D

Removes the currently selected record from the Sage MAS 90 or 200 system.

B A C K

ALT+P

Click this button to print a report, journal, or listing.

I N D E X

ALT+V

Click this button to preview a report, journal, or listing before printing it.

ALT+S

Click this button to change the printing configurations for the report, journal, or listing.

SHIFT+F1

Displays Help text for the window.

ALT+O

Click OK for dialog boxes and line entries.

ALT+1, 2, 3 . . .

On a data entry window, selects the first tab, second tab, third tab . . .

ALT+S

Shows the image specified at the adjacent field.

ALT+S

Search through a list or Lookup window for items that match a specified search criteria. Use the Search option to limit the number of items in a list or Lookup window.

ALT+Z

Displays the details of an item.

F2

Opens the calendar.

ALT+U

De-selects all rows in a grid.

C O N T E N T S

S T

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Chapter 4 Button

Keyboard

Description

ALT+S

Selects all rows in a grid.

ALT+E

Deletes a row in a grid.

ALT+R

Resets a row in a grid. Choose Reset Row to reset values for any row you select, choose Reset All Rows to reset values for all the rows. Switches between displaying the New Balance view and the Debits and Credits view. This button is available on a Lookup window. Click Filters to enter additional filters for the lookup. The text on this button will appear in red, if filters already exist.

C O N T E N T S

This button is available on a Lookup window. Click Custom to create a unique lookup view by adding, removing, and/or modifying columns and filters.

S T

This button is available on a Lookup window. Click Find to activate the search. Click Select to select a record, or double-click the current line.

B A C K I N D E X

The Renumber function allows you to assign a new employee (customer, project, or activity) code to the selected item on the corresponding maintenance window.

___________________________________________________________ This concludes Chapter 4: Navigating in Timekeeper of the Timekeeper manual.


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Is Your Solution Our

Workstation Instructions

Chapter 5

Using the Setup Menu Chapter 5

Chapter 5: Using the Setup Menu teaches you how to set up options for your company and how to create and maintain standard data used within the Timekeeper module. The activities in this chapter are performed by a manager or system administrator.

How to Use the Setup Menu The options available in the Setup menu allow your company to set up company-wide standards.

C O N T E N T S


This chapter does not describe every procedure that can be completed on a Setup window. This chapter describes each option so you can set up your Timekeeper system quickly and start using the module. Detailed instructions about changing information, deleting information, and printing from the Setup windows are available in the online help. The following instructions provide a quick overview of how to complete these procedures.

Timekeeper Setup Menu The Timekeeper Setup menu contains the features used to build and maintain the files required for the operation of the Timekeeper module.

Implementing the Setup Menu Options You might not need to use every feature available in the Setup menu, so you can select only the options your company requires. Open a Window from the Setup Menu 1 Click the Timekeeper module from the Sage MAS 90 or 200 Modules menu or Tasks tab. The module expands to display all the menu options available in Timekeeper. 2 Click the Setup menu. The names of the windows available in the menu appear on the right side of the Sage MAS 90 or 200 window. You can also select Setup from the Timekeeper menu bar to display the list of available windows.


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Chapter 5 3 Click the name of the window to open. The system displays the selected window.

C O N T E N T S Open Window from the Setup Menu

S T B A C K

Add a Record

I N D E X

1 Enter the new record identifier (item code) in the first field on the window.

2

HINT: Every window in the Setup menu, with the exception of the Timekeeper Options window (see page 64), allows you to manually enter new information in the first field. 2 Set the options your company requires from the fields available on the window. (See the respective section in this chapter for detailed information about each option you can set.) 3 Click Accept to save the changes. Select an Item from a Lookup List Many fields in the Setup menu feature a Lookup list. These lists allow you to select data for the field. Click the button (or the alternate button) in the appropriate field to select an item from the Lookup window. Selecting from a sortable list places the item you selected in the field.

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Chapter 5 Change a Record 1 Click the button in the appropriate field to select a record account from the Lookup window (or use the buttons to access the desired information). The system displays the record information on the window. 2 Review and edit the options your company requires in the fields available on the window. (See the respective section in this chapter for detailed information about each option you can set.) 3 Click Accept to save the changes. Delete a Record C O N T E N T S


1 Click the button in the appropriate field to select a record account from the Lookup window. The system displays the record information on the window. 2 Click Delete. The system displays a warning dialog, similar to the following:

Sage MAS 90 Warning Dialog

3 Click Yes. The record is deleted. 4 Click Accept to save the changes. Print from a Setup Window You can print information from any of the windows available in the Setup menu. These windows list the options set or the records available. For many of the windows, you can select the type of information to include in the report. There are several types of listings/reports to print available for the Setup menu options. For detailed information about each type of listing/report, see the Timekeeper online help. Setup Listing 1 Click the appears:

button on the window. A Listing dialog, similar to the following,

Holiday Listing Dialog

2 Choose the option you need from the Printer field. 3 Click Print, Preview, or Setup, as appropriate.


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Chapter 5 Setup Report 1 Click the button on a Setup window. A Report window, similar to the following, appears:

C O N T E N T S

S T

Employee Report Window - Main Tab

2 Select the setting options for the report in the Report Setting field and the Setting Options area.

B A C K

3 Type or edit the text in the Description field, if necessary.

I N D E X

4 Select the type of information to include in the report from the remaining fields on the Main tab. 5 Click the Select tab to select all the records or a range of information.

Employee Report Window - Select Tab

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Chapter 5 6 Select the data you want to appear in the report from the Operand and Value fields. For example, in the previous picture you can select All in the Operand field to print all employees. You can also select a different operand, as in the Department field in the previous picture, and use the Lookup windows in the Value fields and select specific departments. 7 Choose the option you need from the Printer field. 8 Click Print, Preview, Setup, or Save, as appropriate. For more information on reports’ settings, see the Selecting Data for a Report section (see page 218). C O N T E N T S


Setting Up Timekeeper for a New Company After installing Timekeeper, the system startup process begins and the Timekeeper Setup Wizard window appears. This setup wizard will automatically launch the first time the module is accessed. You can set up the module right after installation.

Timekeeper Setup Wizard This wizard helps you configure the module quickly and accurately. Follow the on-screen prompts to complete the setup process. When you need to update the configuration required by your business, you can change the settings configured in the Timekeeper Setup Wizard through the Timekeeper Options window (see page 64).

Navigating in the Setup Wizard The setup wizard does not store or modify any data before the final step; thus, it can be safely restarted. The Next button takes you to the subsequent step, the Back button can be used to jump back to previous steps in order to modify settings. You can click Cancel at any time to stop the wizard.


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Chapter 5 Configure Timekeeper for the First Time 1 From the Setup menu of the Timekeeper module, select Timekeeper Options. The Timekeeper Setup Wizard Welcome screen appears.

C O N T E N T S Timekeeper Setup Wizard - Welcome Screen

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2 Click Next to start selecting options for Timekeeper. The Module Integrations window appears.

B A C K

For detailed instructions on how to set up Timekeeper, you can click the Set Up Timekeeper for a New Company help option.

I N D E X

Timekeeper Setup Wizard Module Integration

These fields are available if Timekeeper is integrated with Job Cost and Payroll

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Chapter 5 3 Select the modules that will integrate with the Timekeeper module from the Integrated field. Timekeeper can be integrated with none, one, or possibly more modules. The following table describes each option.

C O N T E N T S

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Field

Description

Accounts Receivable

Select this option to integrate Timekeeper with the Accounts Receivable module (see page 18). Timekeeper will post time entries to A/R Invoice Data Entry.

Sales Order

Select this option to integrate Timekeeper with the Sales Order module (see page 19). Timekeeper will post time entries to S/O Invoice Data Entry feature.

Time and Billing

Select this option to integrate Timekeeper with the Time and Billing module (see page 19). Timekeeper will post time entries to T/B Time/Expense Entry.


Select this option to integrate Timekeeper with the Time and Billing Professional module (see page 19). Timekeeper will post time entries to T/2 Time/Expense Entry.

Job Cost

Select this option to integrate Timekeeper with the Job Cost module (see page 18). Timekeeper will post time entries to J/C Job Posting Entry. If the Accounts Receivable module is integrated with the Job Cost module, and Timekeeper is integrated with both Accounts Receivable and J/C, then the job number assigned in Project Maintenance (see page 106) will be posted to the invoice.

Payroll

Select this option to integrate Timekeeper with the Payroll module (see page 19). Timekeeper will post time entries to Payroll Data Entry. You can integrate Timekeeper with any of the other modules plus the Payroll module.

B A C K I N D E X

4 Select the General Ledger credit account for direct job cost posting entry in the J/C Credit Account field. Click the button to select the Credit Account from General Ledger. This field is available only if Timekeeper is integrated with Job Cost (see page 18). 5 Select the Post Employee Cost to Job Cost check box to send Job Cost information to the Job Cost module. This option is enabled only if Timekeeper is integrated with Job Cost (see page 18). 6 Select the Post Job Information to Payroll Data Entry Lines check box to send Job Cost information to data entry lines in the Payroll module. This field is available only if Timekeeper is integrated with Job Cost (see page 18) and Payroll (see page 19).


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Chapter 5 7 Click Next to continue. The following window appears.

C O N T E N T S

Timekeeper Setup Wizard - Entry Options

8 Select the source for the billing rate for time entries in the Billing Rate Source field. The following table describes each option.

S T B A C K

Option

Description

First Non-Zero

Timekeeper uses the billing rate for the first non-zero value it finds.

Application

Timekeeper uses the billing rate configured in the integrated module selected on the Timekeeper Options window (see page 64). This option is available if Timekeeper is integrated with Job Cost (see page 18) and Payroll (see page 19).

Employee

Timekeeper uses the billing rate configured for an employee on the Employee Maintenance window (see page 77).

Division

Timekeeper uses the division billing rate configured for a division on the Division Billing Rate Maintenance window (see page 130). This option is available if Timekeeper is integrated with Job Cost (see page 18) and Payroll (see page 19).

Customer

Timekeeper uses the billing rate configured for a customer on the Customer Maintenance window (see page 95).

Project

Timekeeper uses the billing rate configured for a project on the Project Maintenance window (see page 106).

Activity

Timekeeper uses the billing rate configured for an activity on the Activity Maintenance window (see page 117).

I N D E X

9 Select the format for time entries from the drop-down list in the Time Entry Format field. • Select Decimal to add time entries in the decimal format (1.25),

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Chapter 5 OR • Select Clock to add time entries in the clock format (1:15). 10 Set the lowest billing time unit to be used for billing in the Minimum Billing Time (Minutes) field. 11 Set how time units are incremented for billing purposes in the Billing Time Increment (Minutes) field. 12 Click Next to continue. The following window appears.

C O N T E N T S


Timekeeper Setup Wizard - Entry Options

13 Select the Require the Timekeeper Project check box to force the user to enter a Project code in Timekeeper Entry (see page 142) for the entry to be valid. Depending on the integrated module, users may only have to enter a Customer and Activity. If integrated with Time and Billing (see page 19) (and multiple engagements are required), Time and Billing Professional (see page 19) (and multiple engagements are required), or Job Cost (see page 18), projects are automatically required, meaning that in this integration scenario, this option is set to Yes and locked. 14 Select the Lock Approved Work In Process check box to prevent Timekeeper users from changing approved work in process (WIP) entries. 15 Select the Allow Work In Process to be placed On Hold check box to be able to mark a work in process entry as "On Hold". Entries On Hold cannot be approved unless a department manager or corporate administrator has override privileges.


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C O N T E N T S

Timekeeper Setup Wizard - Approval Process

17 Select the Require Management Approval of Work In Process check box to require a manager to approve each time/expense entry before it can be posted to the integrated module.

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18 If you require a secondary approval for each time/expense entry before it can be posted to the integrated application, select the person responsible for the approval from the Require Secondary Approvals field. Options include:

B A C K

• No – If a secondary approval is not required

I N D E X

• by Customer – To have a customer perform the secondary approval • by Salesperson – To have the salesperson perform the secondary approval 19 Click Next to continue. The following window appears.

Timekeeper Setup Wizard - Posting

20 Select how to retain Timekeeper History information from the Base Timekeeper Periods on field. You can select: Calendar Months for a monthly period, or Fiscal Periods for fiscal time periods. 21 Select when Timekeeper will post data to the integrated modules from the Posting Cycle field. Options include:

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Chapter 5 • None – To not post any Timekeeper data to the integrated modules • Daily – To update the integrated modules on a daily basis • Weekly – To update the integrated modules on a weekly basis • Biweekly – To update the integrated modules every other week • Semi-Monthly – To update the integrated modules close to a monthly basis • Monthly – To update the integrated modules on a monthly basis • Quarterly – To update the integrated modules on a quarterly basis • Annually – To update the integrated modules on an annual basis C O N T E N T S

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22 Type the beginning or ending date you want in the Date Range field. Click the button to select from a calendar. The system calculates the ending (or beginning) date according to the date range, based on the posting cycle. For example, if you post weekly and select 3/1/06 as the beginning date, the system populates the ending date as 3/07/06. 23 Select the Warn Out of Period check box if you want the system to warn you when a posting falls outside of the date range you have set.

B A C K

24 Enter the target number of hours for the posting cycle in the Target Hours field. You can compare time entered to the hours for the cycle.

I N D E X

25 Select the Zero Cost for No Charge option to use Zero Unit Cost for No Charge time.

Zero Cost for No Charge

This field is available only when Timekeeper is integrated with the Sales Order module (see page 19), and it takes effect during the update.


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C O N T E N T S

Timekeeper Setup Wizard - Posting

27 Select the Post to Existing Invoices check box to post the Timekeeper data to existing invoices.

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This field is available only if Timekeeper is integrated with the Accounts Receivable module (see page 18) or Sales Order module (see page 19). 28 Select the Post Work Code Descriptions as Comment Lines check box to post Timekeeper work code descriptions as comments in the module selected to integrate with Timekeeper.

B A C K I N D E X

This field is available only if Timekeeper is integrated with the Time and Billing module (see page 19) or Time and Billing Professional module (see page 19). 29 Select the Post Descriptions as Comment Lines check box to post Timekeeper entry descriptions as comments in the module selected to integrate with Timekeeper. 30 Select the data to include in the first line of comments posted to the integrated module from the First Comment Line Includes field. You can select: • Nothing – To not insert any additional information in the first comment line • Date and User Code – To insert the date and user code in the first comment line • Date and User Name – To insert the date and user name in the first comment line • Date Only – to insert the date in the first comment line 31 Select how Timekeeper will capitalize descriptions on the Timekeeper WIP Selection window (see page 197) from the Capitalization field. You can select: • All Uppercase – To capitalize all letters • No Change – To keep the capitalization as entered • Proper Case – To capitalize the first character of every word

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C O N T E N T S

S T

Timekeeper Setup Wizard - Payroll Integration

33 Select the Allow Salaried Employees check box to post time entries of salaried employees to Payroll. This field is available only if Timekeeper is integrated with the Payroll module (see page 19).

B A C K

If this option is NOT selected, Timekeeper posts time from hourly employees only.

I N D E X

34 Enter the default number of work hours per day for employees in the Default Hours per Day field. This field is available only if Timekeeper is integrated with the Payroll module (see page 19). 35 Select the Summarize Payroll Lines check box to combine Payroll lines with the same Earnings Type, Earnings Code, Job Number, Cost Code, and Cost Type into one Payroll Data Entry line. This field is available only if Timekeeper is integrated with the Payroll module (see page 19). 36 Select the earnings code for Holiday calculations from the Earnings Code field. Click the button to list all earnings codes. The earnings codes are created in the Payroll module. This field is available only if Timekeeper is integrated with the Payroll module (see page 19).


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C O N T E N T S

Timekeeper Setup Wizard - Payroll Integration

38 Select the Auto Calculate Overtime check box to automatically calculate an employee’s overtime based on the time entries added to the Timekeeper module.

S T

This field is available only if Timekeeper is integrated with the Payroll module (see page 19).

B A C K

The Calculation Period and Earnings Code fields become enabled. 39 Select when to calculate overtime from the Calculation Period field. You can select Daily or Weekly.

I N D E X

40 Enter the number of hours per day salaried employees can work overtime in the Overtime Base Hours field. 41 Select the earnings code for Overtime calculations from the Earnings Code field. Click the button to list all earnings codes. The earnings codes are created in the Payroll module. This field is available only if Timekeeper is integrated with the Payroll module (see page 19).

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C O N T E N T S


Timekeeper Setup Wizard - Terminology

43 Enter the changes for the Timekeeper terms in the Custom Terminology fields. Changing the terminology will change the names of menu bar descriptions, Timekeeper windows, and fields. You can change the terminology for: Activities

Employee

Activity

Employees

Billable

No Charge

Customer

Project

Customers

Projects

Do Not Bill

• Click the Restore Original Terminology button ( back to the default terms. • Click the Reset All to Defaults button ( items back to the default terms. • Click the rows:

) to set the terminology

) to set the terminology of all the

button, or the arrow next to it to set the terminology back by

- Choose Reset Row to reset values for any row you select. OR - Choose Reset All Rows to reset values for all the rows.


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Chapter 5 44 Click Next to continue. The final window appears.

C O N T E N T S

Timekeeper Setup Wizard

This window allows you to print the configuration setting for Timekeeper and finish the setup.

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45 Click the

46 Click Finish to complete the Timekeeper setup.

B A C K I N D E X

button to print the configuration settings, if required.

If the Launch Timekeeper Options after pressing Finish check box is selected (this check box is selected by default), the Timekeeper Options window (see page 64) appears. The Timekeeper Options feature allows you to change any of the data you configured in the Timekeeper Setup Wizard.

Timekeeper Options The module’s "Options" feature, a standard feature available in all Sage MAS 90 and Sage MAS 200 accounting software modules, allows you to customize each module to fit your company's specific accounting requirements.

Using Timekeeper Options Using this feature, you tailor the Timekeeper module to suit your business needs. Configure which Sage MAS 90 or 200 modules will integrate with Timekeeper, set standards for company terminology, and determine billing procedures.

Timekeeper Options Window The Timekeeper Options window contains four tabs for different configuration settings: the Main, Entry, Payroll, and the Terminology tab.

General Settings The Main tab on the Timekeeper Options window contains the general settings for the Timekeeper module.

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Chapter 5 Configure the Standard Timekeeper Options on the Main Tab 1 From the Setup menu of the Timekeeper module, select Timekeeper Options. The Timekeeper Options window appears. The Main tab of the Timekeeper Options window displays by default.

C O N T E N T S


Timekeeper Options Window - Main Tab

2 Select the modules that will integrate with the Timekeeper module from the Integrations section by clicking the Integrated check box ( ) for the desired module. Timekeeper can be integrated with none, one, or possibly more modules. The following table describes each option Field

Description

Accounts Receivable

Select this option to integrate Timekeeper with the Accounts Receivable module (see page 18). Timekeeper will post time entries to A/R Invoice Data Entry.

Sales Order

Select this option to integrate Timekeeper with the Sales Order module (see page 19). Timekeeper will post time entries to S/O Invoice Data Entry feature.

Time and Billing

Select this option to integrate Timekeeper with the Time and Billing module (see page 19). Timekeeper will post time entries to T/B Time/Expense Entry.


Select this option to integrate Timekeeper with the Time and Billing Professional module (see page 19). Timekeeper will post time entries to T/2 Time/Expense Entry.


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Chapter 5

C O N T E N T S

Field

Description

Job Cost

Select this option to integrate Timekeeper with the Job Cost module (see page 18). Timekeeper will post time entries to J/C Job Posting Entry. If the Accounts Receivable module is integrated with the Job Cost module, and Timekeeper is integrated with both Accounts Receivable and J/C, then the job number assigned in Project Maintenance (see page 106) will be posted to the invoice.

Payroll

Select this option to integrate Timekeeper with the Payroll module (see page 19). Timekeeper will post time entries to Payroll Data Entry. You can integrate Timekeeper with any of the other modules plus the Payroll module.

Set how Timekeeper data will post to the integrated module from the options available in the Posting Options frame.

S T

3 Select how to retain the Timekeeper History information from the Base Timekeeper Periods on field. You can select Calendar Months for a monthly period, or Fiscal Periods for fiscal time periods.

B A C K

4 Select the Post to Existing Invoices check box to post the Timekeeper data to existing invoices.

I N D E X

This option is enabled only if Timekeeper is integrated with the Accounts Receivable (see page 18) or Sales Order module (see page 19). • The Customer Number in Timekeeper must match the Customer Number in the existing invoices. • If you are posting to the Job Cost module, the Timekeeper Job Number must match the Job Number in the Job Cost module (see page 18). • If you are using batches, the Batch Number in Timekeeper must match the Batch Number you are using. 5 Select the Post Work Code Descriptions as Comment Lines check box to post Timekeeper work code descriptions as comments in the module selected to integrate with Timekeeper. This field is available only if Timekeeper integrates with Time and Billing (see page 19) or Time and Billing Professional (see page 19).

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Chapter 5 6 Select the Post Descriptions as Comment Lines check box to post Timekeeper entry descriptions as comments in the module selected to integrate with Timekeeper. This field is available only if Timekeeper integrates with Accounts Receivable (see page 18), Sales Order (see page 19), Time and Billing (see page 19), or Time and Billing Professional (see page 19). 7 Select the data to include in the first line of comments posted to the integrated module from the First Comment Line Includes field. This option is enabled only if Timekeeper is integrated with the Accounts Receivable (see page 18) or Sales Order module (see page 19). You can select: C O N T E N T S

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• Nothing - to not insert any additional information in the first comment line • Date and User Code - to insert the date and user code in the first comment line • Date and User Name - to insert the date and user name in the first comment line • Date Only - to insert the date in the first comment line

B A C K

8 Select how Timekeeper will capitalize descriptions on the Timekeeper WIP Selection window (see page 197) from the Capitalization field. Select:

I N D E X

• All Uppercase - To capitalize all letters • No Change - To keep the capitalization as entered • Proper Case - To capitalize the first character of every word 9 Select the Zero Cost for No Charge check box to use zero Unit Cost for No Charge time. This field is available only if Timekeeper is integrated with the Sales Order module (see page 19), and it takes effect during the update. 10 Select the General Ledger credit account for direct job cost posting entry in the J/C Credit Account field. Click the button to list all accounts on file. Selecting from a sortable list closes the Lookup window and places the account you selected in the field. This field is available only if Timekeeper is integrated with the Job Cost module (see page 18). 11 Select the Post Employee Cost to Job Cost check box to send Job Cost information to the Job Cost module. This option is enabled only if Timekeeper is integrated with Job Cost (see page 18).


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Chapter 5 12 Select the Post Job Information to Payroll Data Entry Lines check box to enable the system to send information from the Job Cost module to data entry lines in the Payroll module. This option is enabled only if Timekeeper is integrated with Job Cost (see page 18) and Payroll (see page 19). 13 Select when Timekeeper will post data to the integrated modules from the Posting Cycle field. Options include: • None – To not post any Timekeeper data to the integrated modules • Daily – To update the integrated modules on a daily basis • Weekly – To update the integrated modules on a weekly basis

C O N T E N T S

• Biweekly – To update the integrated modules every other week • Semi-Monthly – To update the integrated modules close to a monthly basis • Monthly – To update the integrated modules on a monthly basis

S T

• Quarterly – To update the integrated modules on a quarterly basis • Annually – To update the integrated modules on an annual basis

B A C K

14 Type the beginning or ending date you want in the Date Range field. Click the button to select from a calendar.

I N D E X

The system calculates the ending (or beginning) date according to the date range, based on the posting cycle. For example, if you post weekly and select 3/1/06 as the beginning date, the system populates the ending date as 3/07/06. 15 Select the Warn Out of Period check box if you want the system to warn you when a posting falls outside of the date range you have set. 16 When the Target Hours field is active, enter the target number of hours for the posting cycle in the field. You can compare time entered to the hours for the cycle. 17 Select the next tab on the Timekeeper Options window to continue.

Posting Settings The Entry tab of the Timekeeper Options window contains the posting settings for the Timekeeper module. Determine how Timekeeper will post data to the integrated modules.

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Chapter 5 Configure the Timekeeper Options for Work in Process on the Entry Tab 1 Click the Entry tab of the Timekeeper Options window to set up posting options.

C O N T E N T S


Timekeeper Options Window - Entry Tab Timekeeper Options Window - Entry Tab

Select how to enter data in Timekeeper by setting the fields in the Work In Process Entry Options frame. 2 Select the source for the billing rate for time entries in the Billing Rate Source field. The following table describes each option. Option

Description

First Non-Zero

Timekeeper uses the billing rate for the first non-zero value it finds.

Application

Timekeeper uses the billing rate configured in the integrated module selected on the Timekeeper Options window (see page 64).

Employee


Division

Timekeeper uses the division billing rate configured for a division on the Division Billing Rate Maintenance window (see page 130).

Customer


Project


Activity



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Chapter 5 3 Select the format for time entries from the drop-down list in the Default Time Entry Format field. • Select Decimal to add time entries in the decimal format (1.25). OR • Select Clock to add time entries in the clock format (1:15). 4 Set the lowest billing unit to charge a customer in the Default Minimum Billing Time (Minutes) field. For example, if the minimum you charge a customer is 15 minutes, you can enter .25 for a decimal-formatted time entry, or 15 for a clock-formatted time entry.

C O N T E N T S

5 Set how billing units are incremented for billing purposes in the Default Billing Time Increment (Minutes) field. For example, if the hours are incremented every 15 minutes, you can enter .25 for a decimal-formatted time entry, or 15 for a clock-formatted time entry.

S T

6 Select the Require the Timekeeper Project check box to force the user to enter a Project code in Timekeeper Entry (see page 142), for the entry to be valid.

B A C K

Depending on the integrated module, users may only have to enter a Customer and Activity.

I N D E X

• If Timekeeper is integrated with Time and Billing (see page 19), or Time and Billing Professional (see page 19), AND • These modules are using multiple engagements, OR • If Timekeeper is integrated with Job Cost (see page 18), THEN • This option is set to Yes and locked. 7 Select the Lock Approved Work In Process check box to prevent Timekeeper users from changing approved work in process (WIP) entries. This option is available only when the Require Management Approval of Work In Process or Require Secondary Approvals options are selected in the Approval Process frame. 8 Select the Allow Work In Process to be placed On Hold check box to mark a WIP entry as On Hold. Entries On Hold cannot be posted until they are changed to open.

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Chapter 5 Set the approval for time/expense entries from the options available in the Approval Process frame. 9 Select the Require Management Approval of Work In Process check box to allow users to require managers to approve a time/expense entry before it can be posted to the integrated module. Activating this field also makes the Lock Approved Work In Process option enabled. 10 To require a secondary approval for each time/expense entry before it can be posted to the integrated application, select the person responsible for the secondary approval from the Require Secondary Approval field. Options include: C O N T E N T S


• No – To not have a secondary approval process • by Customer – To have a customer perform the secondary approval • by Salesperson – To have the salesperson perform the secondary approval Activating this field also makes the Lock Approved Work In Process option enabled. 11 Make the appropriate selections in the .timekeeper Options frame (see page 71). 12 Select the next tab on the Timekeeper Options window to continue. Configure the .timekeeper Options on the Entry Tab You set up .timekeeper options in the .timekeeper Options frame on the Entry tab of the Timekeeper Options window. For detailed information on configuring .timekeeper, see Chapter 13:Installing and Configuring .timekeeper (see page 305).

Timekeeper Options Window - Entry Tab .timekeeper Options

1 Select the Display Record Count check box for the system to display a record count wherever appropriate. This feature is available only for the .timekeeper module. 2 Select the Active Validation check box to validate Customer, Project, and Activity on a per field basis (that is, at the time each field is populated) as opposed to validation occurring only when the entry is accepted. This field is a part of the setup function for the .timekeeper module.


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Chapter 5 This feature helps minimize the web traffic and time it takes during entry. If Active Validation is set, an HTTP request occurs on every validated field – so much more traffic occurs. 3 Click the button to select a Logo Image file for .timekeeper from the Select Image dialog. 4 Use the

button to view the selected Logo Image.

For detailed information on using .timekeeper, see Chapter 14:Using .timekeeper (see page 324).

Payroll Settings C O N T E N T S

The Payroll tab of the Timekeeper Options window contains the payroll settings for the Timekeeper module. You set the fields on this tab only if you integrate Timekeeper with the Payroll module. Configure the Timekeeper Options for Payroll on the Payroll Tab

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1 Click the Payroll tab of the Timekeeper Options window to set up payroll options.

B A C K I N D E X

Timekeeper Options Window - Payroll Tab

Make the appropriate selections for employees in the Options frame. 2 Select the Allow Salaried Employees check box to post time entries of salaried employees to Payroll. If this option is NOT selected, Timekeeper posts time from hourly employees only. 3 Enter the default number of work hours per day for an employee in the Default Hours per Day field.

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Chapter 5 4 Select the Summarize Payroll Lines check box to combine Payroll lines with the same Earnings Type, Earnings Code, Job Number, Cost Code, and Cost Type into one Payroll Data Entry line. Set the options for employee overtime in the Overtime Calculations frame. 5 Select the Auto Calculate Overtime to automatically calculate an employee’s overtime based on the time entries added to the Timekeeper module. The Calculation Period, Overtime Base Hours, and Earnings Code fields become available for editing.

C O N T E N T S


6 Select when to calculate overtime from the Calculation Period field. You can select Daily or Weekly. 7 Enter the number of hours salaried employees can work overtime in the Overtime Base Hours field. • Enter the earnings code for overtime calculations from the Earnings Code field. OR • Click the button to select a specific item from a list of available codes. Selecting from a sortable list closes the Lookup window and places the code you selected in the field. The earnings codes are created in the Payroll module. This option is available only if Timekeeper integrates with Payroll. 8 Enter the earnings code for holiday calculations from the Earnings Code field in the Holiday Calculations frame. OR Click the button to access the Lookup and select a specific item from a list of available codes. The earnings codes are created in the Payroll module. This option is available only if Timekeeper integrates with Payroll. 9 Select the next tab on the Timekeeper Options window to continue.

Terminology The Terminology tab of the Timekeeper Options window enables you to change specific Timekeeper terminology to match the terminology your organization uses. Changing the terminology will change the names of menu bar descriptions, Timekeeper windows, and Timekeeper fields.


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Chapter 5 Change Timekeeper Terminology on the Terminology Tab 1 Click the Terminology tab of the Timekeeper Options window to customize Timekeeper terminology to match the terminology your company uses.

C O N T E N T S

S T

Timekeeper Options Window - Terminology Tab

2 Enter the changes for the Timekeeper terms in the text fields available in the Custom Terminology pane. You can change the terminology for:

B A C K I N D E X

Activities

Employee

Activity

Employees

Billable

No Charge

Customer

Project

Customers

Projects

Do Not Bill

• Click the Restore Original Terminology button ( back to the default terms. • Click the Reset All to Defaults button ( items back to the default terms. • Click the rows.

) to set the terminology

) to set the terminology of all the

button, or the arrow next to it to set the terminology back by

- Choose Reset Row to reset values for any row you select. OR - Choose Reset All Rows to reset values for all the rows. 3 Click Accept to save the changes. 4 Click the button to launch the Options Listing dialog (see page 51). For detailed information, see the Timekeeper online help.

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Chapter 5 Department Maintenance Use the Department Maintenance window to maintain a list of departments in your organization.

Using Department Codes Departments used in Timekeeper are independent of other Sage MAS 90 or 200 modules, such as Payroll (see page 19).

5NOTE: It is highly recommended that you maintain a consistent department naming convention among modules.

C O N T E N T S

S T B A C K

Department Maintenance Window The Department Maintenance window allows you to assign a code and description to each department in your company, as well as view Timekeeper history for a department. Create a Department 1 From the Setup menu of the Timekeeper module, select Department Maintenance. The Department Maintenance window appears.

I N D E X

Department Maintenance Window

2 Enter a two-character, numeric only code to identify a department in the Department field. • Type a new code for a new department. • Click the button to select a specific department from a list of existing departments, so you can change the information. Selecting from a sortable list closes the Lookup window and places the department you selected in the Department field. • Use the


buttons to access the desired department’s information.

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Chapter 5 3 Type a description for the department in the Description field. 4 To view the time/expense information for the department (see page 76), click the button. 5 Click Accept to save the changes. 6 Click the button to launch the Department Listing dialog (see page 51). For detailed information, see the Timekeeper online help.

Historical Data The Department Maintenance window allows you to view the time/expense Timekeeper history for departments. This window displays the period with end dates for the selected year and the time or expense details.

C O N T E N T S

View a Department’s Time and Expense History 1 Select the department to view from the Department field.

S T

• Click the • Use the

button to list all departments available in Timekeeper. buttons to access the desired department’s information.

B A C K I N D E X

Department Maintenance Window - Year drop-down

2 Select the year of data to view from the drop-down list in the Year field. The time data appears in the details grid for the specified year. • Period – Displays monthly periods, or fiscal time periods • End Date – Displays the period ending date • Actual Time – Displays the total number of time units entered for the period • Billable Time – Displays the total number of billable time units entered for the period

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Chapter 5 • No Charge Time – Displays the total number of No Charge time units entered for the period • Do Not Bill Time – Displays the total number of Do Not Bill time units entered for the period • Billed Amount – Displays the billed amount for the period 3 Click the Switch View button ( ) to view the expense information for the department. The expense data appears in the details grid for the specified year.

C O N T E N T S


Department Maintenance Window - Switch View

• Period – Displays monthly periods, or fiscal time periods. • End Date – Displays the period ending date • Expense Units – Displays the total number of expense units entered for the period • Expense Amount – Displays the total expense amount for the period • Expense Amount Billed – Displays the total expense amount billed for the period • Expense Amount Reimbursed – Displays the total expense amount reimbursed for the period 4 Click Accept when finished.

Employee Maintenance Use the Employee Maintenance window to view and maintain employee data.

5NOTE: A Sage MAS 90 or 200 user must be assigned to an employee to use Timekeeper Entry (see page 142).


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Chapter 5 Importing Employee Codes You may import employee codes into Timekeeper directly from other modules including Payroll (see page 19) and Time and Billing Professional (see page 19), and link the employee to the information contained in that module. To import employee data from other modules, you must specify the employee code as it appears in each system. For detailed information on importing employee data, see the Timekeeper Import section (see page 253).

Using Employee Maintenance Depending on your integration settings, certain fields may not be available on the Employee Maintenance window. You can set up preferences for the current employee and allow them to override on hold work in process (WIP) entries, or be defined as a department manager or corporate administrator.

C O N T E N T S

Employee Maintenance Window

S T

The Employee Maintenance window contains four tabs for different configuration settings: the Main, Links, History, and the Detail tab. Set Up an Employee

B A C K

1 From the Setup menu of the Timekeeper module, select Employee Maintenance. The Employee Maintenance window appears.

I N D E X

Employee Maintenance Window

2 Enter an alphanumeric code (up to 30 characters, 0-9 or A-Z) to identify a new employee in the Employee field. • Type a new code for a new employee.

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Chapter 5 • Click the button to search for a specific employee if you want to change the existing employee information. Selecting from a sortable list closes the Lookup window and places the employee you selected in the Employee field. • Use the

buttons to access the desired employee’s information.

3 Type the employee’s full name in the Name field. 4 Click the button to assign a new employee code to the selected employee via the Renumber dialog. The old code can be re-used for another employee at any time. For detailed information, see the Using the Renumber Function section (see page 83). C O N T E N T S


5 Click the button to launch the filter selection dialog. This feature is optional. Only the Timekeeper Entry, Timekeeper PDA, or .timekeeper applications use it. For detailed information, see Using Filters in Timekeeper (see page 79). 6 Create the employee on the Main tab (see page 84). 7 Specify how the selected employee will be linked in the integrated modules on the Links tab (see page 87). 8 View historical information for the selected employee on the History tab (see page 89). 9 Review billing transactions for the employee on the Detail tab (see page 91). 10 Click Accept to save the changes. 11 Click the button to launch the Employee Report window (see page 52). For detailed information, see the Timekeeper online help.

Using Filters in Timekeeper The Filters function on the Employee Maintenance window (see page 77) allows you to define a custom filter and apply it in three different areas: Timekeeper Entry (functioning in a disconnected PC mode), Timekeeper PDA, and .timekeeper. You can specify a different filter for each type of Timekeeper application.


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Chapter 5 Define and Apply a Custom Filter 1 From the Employee Maintenance window, click the button for the appropriate employee. The Timekeeper Filters dialog appears.

C O N T E N T S


Employee Maintenance Window - Filters

2 The dialog displays three separate filter settings, all of which have the same filters listed. Options include: • Entry Filter - Select the Entry filter you need for disconnected PC • PDA Filter - Select the Timekeeper PDA filter you need • Web Filter - Select the Web Link filter you need for .timekeeper 3 Click the drop-down next to each field to see the defined filter types. 4 Select the type you want from each list, and click OK. 5 If no filters are defined, all three boxes will be blank, and filters need to be set up. Click the button to define filters. The Filter window appears, where you may select your filter criteria.

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C O N T E N T S


Employee Maintenance Window - Filters Panel

Enter your criteria in the lower half of the panel under Filter Conditions. The Filter Results appear for preview in the upper half of the panel. 6 Type a name for the filter in the View Name field. OR Select the name from the drop-down list. 7 Click the first row of the column headed Column. All of the fields in the filtered table are available in this column and may be selected more than once to be filtered on. 8 Select the search equation for sorting criteria you want from the drop-down list in the Operand field for each item in the Select Field column. The following table describes each option. Operand

Description

Begins With

Returns any record whose field value begins with the filter value specified on this row.

Ends With

Returns any record whose field value ends with the filter value specified on this row.

Contains

Returns any record whose field value contains the filter value specified on this row.

Less Than

Returns any record where the field value is less than the filter value specified on this row. Specifically, fieldValue < filterValue.


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C O N T E N T S

Operand

Description

Greater Than

Returns any record where the field value is greater than the filter value specified on this row. Specifically, fieldValue > filterValue.

Range

Returns any record where the field value is in between the specified filter value. To enter the filter value, separate two values by a comma. Specifically: filterValue1 < fieldValue AND fieldValue > filterValue2.

Equal To

Returns any record where the field value exactly equals the filter value.

All

For display in filter preview only, has no effect on filter results.

9 Depending on the selections made, enter a variable to define the selected operand in the Value field(s). Multiple values for the selected operands can be entered using a comma to separate values and to enlarge the selection criteria. You can also use alternate separators (other than the reserved comma) to separate multiple selection values. The alternate separators include the following:

S T B A C K

~!@#$%^&*()-=[]\;"/_+{}|:? When alternate separators are used, the value list must end with the alternate separator character.

I N D E X

2HINT: You can type the information in the text field, click the select from the Lookup, select from a drop-down list, or click the select from a calendar, as appropriate.

button to button to

10 Click the Negate check box ( ) if you want the opposite of the value to be in the filter results. Example: A company has three Accounts Receivable divisions. Each employee actually has two divisions to work with and information from these divisions is al that he or she needs to see while away from the office. Designate the divisions as Division 01 and Division 02. Assuming that you are filtering a table that contains an ARCustomerDivision field, you would construct the filter as follows:

Column="ARCustomerDivision" Operand="Equals" Value="00" Negate="Y". This would then have a result set containing divisions 01 and 02.

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Chapter 5 11 Click the appropriate command button at the bottom of the Filter panel. The following table describes each option. Command Button

Description Clears each entry in the Filter Conditions grid, resetting the filter for all records. Removes the filter from the known filters. Accepts all changes made to the filter while the panel was visible.

C O N T E N T S


Closes the panel. The system saves no changes unless users have clicked Accept. Launches a Help file.

The defined filters appear in the respective fields of the Timekeeper Filters dialog.

Using the Renumber Function The Renumber function available on the Employee Maintenance window (see page 77) allows you to assign a new employee code to the selected employee. The old code can be re-used for another employee at any time. Assign a New Employee Code 1 Click the button from the respective Maintenance window. The Renumber dialog appears.

Employee Renumber Dialog

2 Enter the new code (alphanumeric, up to 30 characters) in the text field. 3 Click OK to save the changes.

General Settings The Main tab of the Employee Maintenance window allows you to specify information about an employee. This tab also contains features required for remote solutions.


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Chapter 5 Create the Employee on the Main Tab 1 When you select Employee Maintenance from the Setup menu of the Timekeeper module, the Main tab of the Employee Maintenance window displays by default. Specify the employee information on the Main tab.

C O N T E N T S

S T

Employee Maintenance Window - Main Tab

B A C K

2 After entering the employee code, and employee’s last and first name, enter the Sage MAS 90 or 200 user code to link to this employee in the User Code field. Click the button to search for a specific user.

I N D E X

• Timekeeper Entry (see page 142) will verify the current user and default the entry window to the linked employee. • If an employee linked to the current user is not found, Timekeeper Entry will NOT be accessible.

2

HINT: To create a new or update the existing user, remote user, or department, click the hyperlink available in each blue-colored field name. The system will launch the corresponding maintenance feature to let you enter the information.

3 For an employee that will use Timekeeper Entry, Timekeeper PDA, or .timekeeper, enter the remote user this employee will use when entering time remotely in the Remote User field. • Type a remote user login name in the field. • Click the

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Chapter 5 • Create a new remote user by typing a new user login name, clicking Yes at a dialog, and launching the Remote User window.

Sage MAS90 Dialog

C O N T E N T S


Remote User Window

For detailed information, see the Library Master Extensions Manual or online help by HighTower. 4 Select or enter the two-digit department code for the employee in the Department field. Click the button to search for a specific department. 5 Enter the billing rate for the employee in the Billing Rate field. This field is available only if Employee or First Non-Zero is selected in the Billing Rate Source field on the Entry tab of the Timekeeper Options window (see page 69). 6 Enter the cost rate for the employee in the Cost Rate field. 7 Enter the labor cost rate for the employee in the Labor Cost field. 8 Enter the number of hours per day the employee typically works in the Hours per Day field. This field defaults to the Default Hours per Day set on the Payroll tab of the Timekeeper Options window (see page 72). 9 Enter the number of target hours for each employee in the Target Hours field. This field defaults to the Target Hours set on the Main tab of the Timekeeper Options window (see page 65). 10 Select an employee’s status from the drop-down list in the Status field. You can select Active or Inactive. 11 Select a time format from the Time Entry Format field. You can select Decimal (2.25) or Clock (2:15). This field defaults to the selection made in the Time Entry Format field on the Entry tab of the Timekeeper Options window (see page 69).


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Chapter 5 12 Select what access the employee has to the billing rate information from the Billing Rate Access field. Options include: • None – The selected employee is not allowed to see any billing-related fields • View Only – The selected employee has access to the billing-related information but in a read-only state • Modify – The selected employee has rights to enter markup-related information • Override – The selected employee has rights to enter markup-related information and modify the billing rate and adjusted hours 13 Select the module to use for employee reimbursements from the drop-down list in the Reimbursements Paid In field. Options include: C O N T E N T S

None Accounts Payable General Ledger Payroll

S T

14 Select the Department Manager check box to mark an employee as a manager for the department. 15 Select the Corporate Administrator check box to mark an employee as a corporate administrator.

B A C K

16 Select the Override On Hold WIP check box to allow this employee to approve an entry that has been marked as on hold.

I N D E X

This option is available only if the Allow Work In Process to be placed On Hold check box is selected on the Entry tab of the Timekeeper Options window (see page 69), and the Department Manager or Corporate Administrator check box is selected. 17 Select the Post Time to Payroll check box if you want to post time data to the Payroll module. This time data includes the selections you make in the Overtime frame as follows: a Select the Auto Calculate Overtime check box to automatically calculate an employee’s overtime based on the time entries added to the Timekeeper module. The Calculation Period, Overtime Base Hours, and Earnings Code fields become available for editing. b Select when to calculate overtime from the Calculation Period field. You can select Daily or Weekly. c Enter the number of hours that salaried employees can work overtime in the Overtime Base Hours field. d Enter the earnings code for overtime calculations in the Earnings Code field. The earnings codes are created in the Payroll module.

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Chapter 5 18 Click Accept to save the changes. OR Click the next tab on the Employee Maintenance window to continue.

Links Setup The Links tab of the Employee Maintenance window enables you to specify how the selected employee will be linked to the information contained in the modules integrated with the Timekeeper module. Configure How Employees are Linked to Integrated Modules on the Links Tab C O N T E N T S

1 Click the Links tab from the Employee Maintenance window to access the employee’s configurations in the integrated modules


Employee Maintenance Window - Links Tab

2HINT: You can click the hyperlink available in each blue-colored field name

in the Link Description column. The system will launch the Maintenance feature to let you enter the information.

2 Select how the employee set in Timekeeper will link to the integrated modules from the Module Links section. • To match this employee with data in the Payroll system, select the Payroll employee from the Payroll Employee field. This field is available only if Payroll is selected in the Integrations section on the Main tab of the Timekeeper Options window (see page 64).


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Chapter 5 • To match this employee with data in the Time and Billing Professional system, select the Time and Billing Professional employee from the Time and Billing Professional Employee field. Several Timekeeper employees can be cross-referenced to the same Time and Billing Professional employee. This field is available only if Time and Billing Professional is selected in the Integrations section on the Main tab of the Timekeeper Options window (see page 64). • To match this employee with data in the Time and Billing system, select the Time and Billing employee from the Time and Billing Employee field. Several Timekeeper employees can be cross-referenced to the same Time and Billing employee. This field is available only if Time and Billing is selected in the Integrations section on the Main tab of the Timekeeper Options window (see page 64).

C O N T E N T S

3 Set the module data required for reimbursements from the Reimbursements Links section.

S T

This section is available only if you select a module from the Reimbursements Paid In field from the Main tab. • If you select the Accounts Payable module (used by most companies), the following fields are available:

B A C K

- Accounts Payable Vendor – Select the vendor or receiver of the reimbursement from the Lookup available in this field (Vendors are created in the Accounts Payable module)

I N D E X

- Accounts Payable Terms Code – Select the payment terms for the reimbursement from this field (Terms are created in the Accounts Payable module) - General Ledger Expense Account – Select the General Ledger account to use for expenses from this field • If you selected the General Ledger Module, these fields are available: - General Ledger Accrual Account – Select the General Ledger account to use for accruals from this field - General Ledger Expense Account – Select the General Ledger account to use for expenses from this field • If you selected the Payroll Module, these fields are available: - Payroll Earnings Type – Select the Earnings Code option from this field - Payroll Earnings Code – Select the earnings code from the drop-down list available in this field

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Chapter 5 4 Assign a salesperson to the employee from the Accounts Receivable Salesperson field to access the Secondary Approval window (see page 184). This field is available only if Accounts Receivable is selected in the Integrations field and by Salesperson is selected in the Require Secondary Approval field on the Main tab of the Timekeeper Options window (see page 64). 5 Assign a respective variable for the selected items in the Link Value field.

2HINT: You can type the information in the text field, click the

button to select from the Lookup, or select from a drop-down list, as appropriate.

C O N T E N T S


The Link Value Description field contains the description of the selected link. 6 Click Accept to save the changes. OR Click the next tab on the Employee Maintenance window to continue.

Historical Data Use the Employee Maintenance History tab to view historical information concerning this employee. The History tab contains a list of time data for the employee based on the fiscal year specified in the Year field. View the Employee’s Historical Time or Expenses on the History Tab 1 Click the History tab from the Employee Maintenance window to access the employee’s historical hours.

Employee Maintenance Window - History Tab


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Chapter 5 2 Select the year of data to view from the drop-down list in the Year field.

The time data appears in the details grid for the specified year: • Period – Displays monthly periods, or fiscal time periods • End Date – Displays the period ending date • Actual Time – Displays the total number of time units entered for the period C O N T E N T S

• Billable Time – Displays the total number of billable time units entered for the period • No Charge Time – Displays the total number of No Charge time units entered for the period

S T

• Do Not Bill Time – Displays the total number of Do Not Bill time units entered for the period • Billed Amount – Displays the billed amount for the period

B A C K

3 Click the Switch View button ( employee.

I N D E X

) to view the expense information for the

Employee Maintenance Window - History Tab

The expense data appears in the details grid for the specified year. • Period – Displays monthly periods, or fiscal time periods • End Date – Displays the period ending date

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Chapter 5 • Expense Units – Displays the total number of expense units entered for the period • Expense Amount – Displays the total expense amount for the period • Expense Amount Billed – Displays the total expense amount billed for the period • Expense Amount Reimbursed – Displays the total expense amount reimbursed for the period 4 Click the Switch Time Format button ( Clock) on the display.

) to toggle time format (Decimal and

5 Click Accept to save the changes. C O N T E N T S


OR Click the next tab on the Employee Maintenance window to continue.

Transactions Detail Use the Employee Maintenance Detail tab to display a list of billing transactions for the employee. Review the Employee’s Transactions on the Detail Tab 1 Click the Detail tab from the Employee Maintenance window to access the employee’s transactions.

Employee Maintenance Window - Detail Tab

Use the buttons available to the right of the Details grid to view further details about the entries.


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Chapter 5 2 Click the button to search for a particular entry. The Employee Search window appears.

C O N T E N T S

Employee Search Window

• When the Show Billable Detail check box is selected, the billable times for the employee appear on the Detail tab. • When the Show No Charge Detail check box is selected, the employee’s no charge hours appear on the Detail tab.

S T

• When the Show Do Not Bill Detail check box is selected, the employee’s non-billable hours appear on the Detail tab.

B A C K

The remaining fields on the Employee Search window allow you to set a specific search criteria for the employee transactions to view. You can search for a specific:

I N D E X

WIP Date (the date of the WIP entry) Posting Date (the posting date of the WIP entry) Customer Project Activity a Select the search equation from the drop-down list in the Operand field for each item in the Select Field column.

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Operand

Description

Begins With


Ends With


Contains


Less Than


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C O N T E N T S


Operand

Description

Greater Than


Range


Equal To


All


b Depending on the selections made, enter a variable to define the selected operand in the Value field(s). Multiple values for the selected operands can be entered using a comma to separate values and to enlarge the selection criteria. You can also use alternate separators (other than the reserved comma) to separate multiple selection values. The alternate separators include the following: ~!@#$%^&*()-=[]\;"/_+{}|:? When alternate separators are used, the value list must end with the alternate separator character.

2

HINT: You can type the information in the text field, click the select from the Lookup, select from a drop-down list, or click the to select from a calendar, as appropriate.

button to button

c Click OK. The Detail tab displays data matching the selection criteria you specified.


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Chapter 5 3 Select an entry, and click the button to view the time/expense details. The Timekeeper History window appears.

C O N T E N T S

S T

Timekeeper History Window

a View the information for this time/expense entry.

B A C K

2

HINT: You can click the hyperlink available in each blue-colored field name on the window. The system will launch a Maintenance feature to let you review the information for the corresponding item.

I N D E X

b Click OK to return to the Employee Maintenance window. 4 Select an invoice, and click the button to view the invoice details. The Invoice History Inquiry window appears.

Invoice History Inquiry Window

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Chapter 5 a Review the detail information for the invoice. b Click the command buttons available on this window for more detailed information. (For detailed information regarding Invoice History Inquiry, please see the Accounts Receivable Manual or online help by Sage Software.) c Click OK to return to the Employee Maintenance window. 5 Click Accept on the Employee Maintenance window to save the changes.

Customer Maintenance Use the Customer Maintenance window to view and maintain information about customers. C O N T E N T S

S T

Importing Customer Codes You can import customer codes into Timekeeper from other systems including Accounts Receivable (see page 18), Time and Billing (see page 19), and Time and Billing Professional (see page 19) and link the customer to the information contained in that module. To import customer data from other modules, you must specify the employee code as it appears in each system. For detailed information on importing customer data, see the Timekeeper Import section (see page 253).

B A C K

Using Customer Maintenance

I N D E X

The availability of certain fields on the Customer Maintenance window depends upon the integrated module is selected in the Integrations section on the Main tab of the Timekeeper Options window (see page 64). You can specify the customer’s password to be used during time/expense entry approvals, define whether goods or services are rendered to the customer at no charge, and to suspend billing for the selected customer.

Customer Maintenance Window The Customer Maintenance window contains four tabs for different configuration settings: the Main, Links, History, and the Detail tab.


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Chapter 5 Set Up a Timekeeper Customer 1 From the Setup menu of the Timekeeper module, select Customer Maintenance. The Customer Maintenance window appears.

C O N T E N T S

S T

Customer Maintenance Window

2 Enter an alphanumeric code (up to 30 characters, 0-9 or A-Z) to identify a customer in the Customer field.

B A C K

• Type a new customer code for a new customer.

I N D E X

• Click the button to search for a specific customer if you want to change the existing customer information. Selecting from a sortable list closes the Lookup window and places the customer you selected in the Customer field. • Use the

buttons to access the desired customer’s information.

3 Type the full name of the customer in the Name field. 4 Click the button to assign a new customer code to the selected customer via the Renumber dialog. The old code can be re-used for another customer at any time. For detailed information, see the Using the Renumber Function section (see page 97). 5 Create the Timekeeper customer on the Main tab (see page 97). 6 Specify how the selected customer will be linked in the integrated modules on the Links tab (see page 99). 7 View historical information for the selected customer on the History tab (see page 100). 8 Review billing transactions for the customer on the Detail tab (see page 102). 9 Click Accept to save the changes.

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Chapter 5 10 Click the button to launch the Customer Report window (see page 52). For detailed information, see the Timekeeper online help.

Using the Renumber Function The Renumber function available on the Customer Maintenance window (see page 95) allows you to assign a new customer code to the selected customer. The old code can be re-used for another customer at any time. Assign a New Customer Code 1 Click the button from the Customer Maintenance window. The Renumber dialog appears. C O N T E N T S


Customer Renumber Dialog


General Settings The Main tab of the Customer Maintenance window enables you to specify information about a customer. You can also match Timekeeper customer information with customer information in other systems. Create the Timekeeper Customer on the Main Tab 1 When you select Customer Maintenance from the Setup menu of the Timekeeper module, the Main tab of the Customer Maintenance window displays by default. Specify the customer information on the Main tab.

Customer Maintenance Window


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Chapter 5 2 Enter the customer’s password to be used during time/expense entry approvals in the Password field – to review the entries, the customer will need to enter a password. 3 Enter the billing rate for the customer in the Billing Rate field. • This field is available if Customer or First Non-Zero is selected in the Billing Rate Source field on the Entry tab of the Timekeeper Options window (see page 69). AND • This field is available if Accounts Receivable, Sales Order, Time and Billing, or Time and Billing Professional is selected in the Integrations section on the Main tab of the Timekeeper Options window (see page 64).

C O N T E N T S

4 Select the No Charge check box if goods or services are rendered to the customer at no charge. Entries will automatically be assigned as "No Charge". 5 Select the Hold Billing check box to suspend billing for the selected customer.

S T

6 Click Accept to save the changes. OR

B A C K

Click the next tab on the Customer Maintenance window to continue.

I N D E X

Links Setup The Links tab of the Customer Maintenance window enables you to specify how the selected customer will be linked to the information contained in the modules integrated with the Timekeeper module.

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Chapter 5 Configure How Customers are Linked to Integrated Modules on the Links Tab 1 Click the Links tab from the Customer Maintenance window to access the customer’s configurations in the integrated modules.

C O N T E N T S


Customer Maintenance Window - Links Tab

2 Select how the customer set in Timekeeper will link to the integrated modules from the Module Links section. • Select the Accounts Receivable customer to match this customer’s data with from the Accounts Receivable Customer field. This field is available only if Accounts Receivable or Sales Order is selected in the Integrations section on the Main tab of the Timekeeper Options window (see page 64). • Select the Time and Billing client to match this customer’s data with from the Time and Billing Client field. Several Timekeeper customers can be cross-referenced to the same Time and Billing employee. This field is available only if Time and Billing is selected in the Integrations section on the Main tab of the Timekeeper Options window (see page 64). • Select the Time and Billing Professional client to match this customer’s data with from the Time and Billing Professional Client field. This field is available only if Time and Billing Professional is selected in the Integrations section on the Main tab of the Timekeeper Options window (see page 64). • Select the customer’s shipping address code from the S/O Ship To field. This field is available only if Sales Order is selected in the Integrations section on the Main tab of the Timekeeper Options window (see page 64).


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Chapter 5 • If the customer’s transactions involve payroll, select the Payroll module’s department affected from the Payroll Department field. This field is available only if Payroll is selected in the Integrations section on the Main tab of the Timekeeper Options window (see page 64).

2HINT: You can click the hyperlink available in each blue-colored field

name in the Link Description column. The system will launch the Maintenance feature to let you enter the information.

3 Assign a respective variable for the selected items in the Link Value field.

2

HINT: You can type the information in the text field, click the button to select from the Lookup, or select from a drop-down list, as appropriate.

C O N T E N T S

4 Click Accept to save the changes.

S T

OR Click the next tab on the Customer Maintenance window to continue.

Historical Data

B A C K

Use the Customer Maintenance History tab to view historical information concerning this customer. The History tab contains a list of time data for the customer based on the fiscal year specified in the Year field.

I N D E X

View the Customer’s Historical Time or Expenses on the History Tab 1 Click the History tab from the Customer Maintenance window to access the customer’s historical hours.

Customer Maintenance Window - History Tab

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Chapter 5 2 Select the year of data to view from the drop-down list in the Year field.

The time data appears in the details grid for the specified year. • Period – Displays monthly periods, or fiscal time periods. • End Date – Displays the period ending date. • Actual Time – Displays the total number of time units entered for the period. C O N T E N T S


• Billable Time – Displays the total number of billable time units entered for the period. • No Charge Time – Displays the total number of No Charge time units entered for the period. • Do Not Bill Time – Displays the total number of Do Not Bill time units entered for the period. • Billed Amount – Displays the billed amount for the period. 3 Click the Switch View button ( customer.


Customer Maintenance Window - History Tab

The expense data appears in the details grid for the specified year. • Period – Displays monthly periods, or fiscal time periods • End Date – Displays the period ending date • Expense Units – Displays the total number of expense units entered for the period


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Chapter 5 • Expense Amount – Displays the total expense amount for the period • Expense Amount Billed – Displays the total expense amount billed for the period • Expense Amount Reimbursed – Displays the total expense amount reimbursed for the period 4 Click the Switch Time Format button ( Clock) on the display.


5 Click Accept to save the changes. OR C O N T E N T S

Click the next tab on the Customer Maintenance window to continue.

Transactions Detail Use the Customer Maintenance Detail tab to display a list of billing transactions for the customer.

S T

Review the Customer’s Transactions on the Detail Tab

B A C K

1 Click the Detail tab from the Customer Maintenance window to access the customer’s transactions.

I N D E X

Customer Maintenance Window - Detail Tab


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Chapter 5 2 Click the button to search for a particular entry. The Customer Search window appears.

C O N T E N T S


Customer Search Window

• When the Show Billable Detail check box is selected, the billable times for the customer appear on the Detail tab. • When the Show No Charge Detail check box is selected, the customer’s no charge hours appear on the Detail tab. • When the Show Do Not Bill Detail check box is selected, the customer’s non-billable hours appear on the Detail tab. The remaining fields on the Customer Search window allow you to set a specific search criteria for the customer transactions to view. You can search for a specific: WIP Date (the date of the WIP entry) Posting Date (the posting date of the WIP entry) Employee Project Activity a Select the search equation from the drop-down list in the Operand field for each item in the Select Field column. Operand

Description

Begins With


Ends With


Contains


Less Than



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C O N T E N T S

Operand

Description

Greater Than


Range


Equal To


All


b Depending on the selections made, enter a variable to define the selected operand in the Value field(s). Multiple values for the selected operands can be entered using a comma to separate values and to enlarge the selection criteria. You can also use alternate separators (other than the reserved comma) to separate multiple selection values. The alternate separators include the following:

S T B A C K


I N D E X

2

HINT: You can type the information in the text field, click the select from the Lookup, select from a drop-down list, or click the select from a calendar, as appropriate.

button to button to


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C O N T E N T S




2

HINT: You can click the hyperlink available in each blue-colored field name on the window. The system will launch the Maintenance feature to let you review the information for the corresponding item. b Click OK to return to the Customer Maintenance window. 4 Select an invoice, and click the Invoice History window appears.

button to view the invoice details. The


a Review the detail information for the invoice.


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Chapter 5 b Click the command buttons available on this window for more detailed information. c Click OK to return to the Customer Maintenance window 5 Click Accept on the Customer Maintenance window to save the changes.

Project Maintenance Use the Project Maintenance window to view and maintain information about customer projects.

Importing Project Codes You can import project codes into Timekeeper from other modules including Job Cost (see page 18), Time and Billing (see page 19), and Time and Billing Professional (see page 19). To link Timekeeper project data with information from other modules, you must specify the job number or engagement code to link with the project. For detailed information on importing project data, see the Timekeeper Import section (see page 253).

C O N T E N T S

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Using Project Maintenance The fields available on the Project Maintenance window depend upon the integrated module is selected in the Integrations section on the Main tab of the Timekeeper Options window (see page 64).

B A C K I N D E X

You can specify the billing rate and budgeted hours and amounts for the selected customer and project, and match Timekeeper project information with project information in integrated modules.

Project Maintenance Window The Project Maintenance window contains four tabs for different configuration settings: the Main, Links, History, and the Detail tab.

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Chapter 5 Set Up a Project 1 From the Setup menu of the Timekeeper module, select Project Maintenance. The Project Maintenance window appears.

C O N T E N T S


Project Maintenance Window

2 Select the customer for whom the project is created from the Customer field.

2

HINT: You can type a new code, click the button to select from a Lookup window, use the buttons to choose the desired customer, or click the hyperlink available in the blue-colored Customer field name to launch the Maintenance feature to let you enter the information.

3 Enter an alphanumeric code (up to 30 characters, 0-9 or A-Z) to identify a new project in the Project field. • Type a new code for a new project. • Click the button to search for a specific project if you want to change the existing project information. Selecting from a sortable list closes the Lookup window and places the project you selected in the Project field. 4 Type the full description of the project in the text field. 5 Click the button to assign a new project code to the selected project via the Renumber dialog. The old code can be re-used for another project at any time. For detailed information, see the Using the Renumber Function section (see page 108). 6 Create the project on the Main tab (see page 109).


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Chapter 5 7 Specify how the selected project will be linked in the integrated modules on the Links tab (see page 110). 8 View historical information for the selected project on the History tab (see page 111). 9 Review billing transactions for the project on the Detail tab (see page 113). 10 Click Accept to save the changes. 11 Click the button to launch the Project Report window (see page 52). For more detailed information, see the Timekeeper online help.

Using the Renumber Function The Renumber function available on the Project Maintenance window (see page 106) allows you to assign a new project code to the selected project. The old code can be re-used for another project at any time.

C O N T E N T S

Assign a New Project Code

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1 Click the button from the Project Maintenance window. The Renumber dialog appears.

B A C K I N D E X

Project Renumber Dialog


General Settings The Main tab of the Project Maintenance window enables you to specify information about a project. You can also match Timekeeper project information with project information in other modules.

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Chapter 5 Create the Project on the Main Tab 1 When you select Project Maintenance from the Setup menu of the Timekeeper module, the Main tab of the Project Maintenance window displays by default. Specify the project information on the Main tab.

C O N T E N T S


Project Maintenance Window - Main Tab

2 Enter the billing rate for the project in the Billing Rate field. This field is available only if Project or First Non-Zero is selected in the Billing Rate Source field on the Entry tab of the Timekeeper Options window (see page 69). 3 Select the status of the project from the Status field. Options include: • Active – The project is active, work is ongoing. • Hold Billing – The project may be active, but work is suspended • Closed – The project is not active 4 Type the number of the budgeted hours for the project in the Budgeted Hours field. 5 Type the quantity of the budgeted amount for the project in the Budgeted Amount field. 6 Select the Do Not Invoice check box to withhold generating an invoice for this project. 7 Click Accept to save the changes. OR Click the next tab on the Project Maintenance window to continue.


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Chapter 5 Links Setup The Links tab of the Project Maintenance window enables you to specify how the selected project will be linked to the information contained in the modules integrated with the Timekeeper module. Configure How Projects are Linked to Integrated Modules on the Links Tab 1 Click the Links tab from the Project Maintenance window to access the project’s configurations in the integrated modules.

C O N T E N T S


Project Maintenance Window - Links Tab

2 Select how the project set in Timekeeper will link to the integrated modules from the Module Links section. • Select the Time and Billing engagement code from the Time and Billing Engagement field. This field is available only if Time and Billing is selected in the Integrations section on the Main tab of the Timekeeper Options window (see page 64). • Select the Time and Billing Professional engagement code from the Time and Billing Professional Engagement field. Several Timekeeper projects can be cross-referenced to the same Time and Billing Professional employee. This field is available only if Time and Billing Professional is selected in the Integrations section on the Main tab of the Timekeeper Options window (see page 64). • Select the Job Cost module’s job number from the Job Cost Job Number field. This field is available only if Job Cost is selected in the Integrations section on the Main tab of the Timekeeper Options window (see page 64).

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Chapter 5

2

HINT: You can click the hyperlink available in each blue-colored field name in the Link Description column. The system will launch the Maintenance feature to let you enter the information. 3 Assign the respective variable for the selected items in the Link Value field.


button to select from the Lookup, or select from a drop-down list, as appropriate.

4 Click Accept to save the changes. C O N T E N T S


OR Click the next tab on the Project Maintenance window to continue.

Historical Data Use the Project Maintenance History tab to view historical information concerning this project. The History tab contains a list of time data for the project based on the fiscal year specified in the Year field. View the Project’s Historical Time or Expenses on the History Tab 1 Click the History tab from the Project Maintenance window to access the project’s historical hours.

Project Maintenance Window - History Tab

2 Select the year of data to view from the drop-down list in the Year field.


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Chapter 5 The time data appears in the details grid for the specified year. • Period – Displays monthly periods, or fiscal time periods • End Date – Displays the period ending date • Actual Time – Displays the total number of time units entered for the period • Billable Time – Displays the total number of billable time units entered for the period. • No Charge Time – Displays the total number of No Charge time units entered for the period. • Do Not Bill Time – Displays the total number of Do Not Bill time units entered for the period.

C O N T E N T S

• Billed Amount – Displays the billed amount for the period. 3 Click the Switch View button ( selected customer and project.

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B A C K I N D E X

Project Maintenance Window - History Tab

The expense data appears in the details grid for the specified year. • Period – Displays monthly periods, or fiscal time periods. • End Date – Displays the period ending date. • Expense Units – Displays the total number of expense units entered for the period. • Expense Amount – Displays the total expense amount for the period. • Expense Amount Billed – Displays the total expense amount billed for the period.

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Chapter 5 • Expense Amount Reimbursed – Displays the total expense amount reimbursed for the period. 4 Click the Switch Time Format button ( Clock) on the display.


5 Click Accept to save the changes. OR Click the next tab on the Project Maintenance window to continue.

Transactions Detail C O N T E N T S

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Use the Project Maintenance Detail tab to display a list of billing transactions for the project. Review the Project’s Transactions on the Detail Tab 1 Click the Detail tab from the Project Maintenance window to access the project’s transactions.

B A C K I N D E X

Project Maintenance Window - Detail Tab



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Chapter 5 2 Click the appears.

button to search for a particular entry. The Project Search window

Project Search Window

C O N T E N T S

• When the Show Billable Detail check box is selected, the billable times for the employee appear on the Detail tab. • When the Show No Charge Detail check box is selected, the employee’s no charge hours appear on the Detail tab.

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• When the Show Do Not Bill Detail check box is selected, the employee’s non-billable hours appear on the Detail tab.

B A C K

The remaining fields on the Project Search window allow you to set a specific search criteria for the project transactions to view. You can search for a specific:

I N D E X

WIP Date (the date of the WIP entry) Posting Date (the posting date of the WIP entry) Employee Activity a Select the search equation from the drop-down list in the Operand field for each item in the Select Field column.

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Operand

Description

Begins With


Ends With


Contains


Less Than


Greater Than


Timekeeper Manual


Chapter 5 Operand

Description

Range


Equal To


All


b Depending on the selections made, enter a variable to define the selected operand in the Value field(s). C O N T E N T S


Multiple values for the selected operands can be entered using a comma to separate values and to enlarge the selection criteria. You can also use alternate separators (other than the reserved comma) to separate multiple selection values. The alternate separators include the following: ~!@#$%^&*()-=[]\;"/_+{}|:? When alternate separators are used, the value list must end with the alternate separator character.


select from the Lookup, select from a drop-down list, or click the select from a calendar, as appropriate.

button to button to



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C O N T E N T S

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B A C K

2

HINT: You can click the hyperlink available in each blue-colored field name on the window. The system will launch the Maintenance feature to let you view additional information.

I N D E X

b Click OK to return to the Project Maintenance window. 4 Select an invoice, and click the button to view the invoice details. The Invoice History Inquiry window appears.


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Chapter 5 a Review the detail information for the invoice. b Click the command buttons available on this window for more detailed information. c Click OK to return to the Project Maintenance window. 5 Click Accept on the Project Maintenance window to save the changes.

Activity Maintenance Use the Activity Maintenance window to view and maintain information about activities. C O N T E N T S


Importing Activity Codes You can import activity codes into Timekeeper from other modules including Accounts Receivable (see page 18), Sales Order (see page 19), Time and Billing (see page 19), Time and Billing Professional (see page 19), Payroll (see page 19), and Job Cost (see page 18). For detailed information on importing activity data, see the Timekeeper Import section (see page 253).

Using Activity Maintenance The fields available on the Activity Maintenance window depend upon the integrated module is selected in the Integrations section on the Main tab of the Timekeeper Options window (see page 64). You can specify the activity type and unit of measure, billing type and billing rate for the activity, as well as disable data entry. You can also match Timekeeper activity information with activity information in integrated modules.

Activity Maintenance Window The Activity Maintenance window contains four tabs for different configuration settings: the Main, Links, History, and the Detail tab.


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Chapter 5 Set Up an Activity 1 From the Setup menu of the Timekeeper module, select Activity Maintenance. The Activity Maintenance window appears.

C O N T E N T S

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Activity Maintenance Window

2 Enter an alphanumeric code (up to 30 characters, 0-9 or A-Z) to identify a new activity in the Activity field.

B A C K

• Type a new code to for a new activity.

I N D E X

• Click the button to access the Lookup and search for a specific activity if you want to change the existing activity information. Selecting from a sortable list closes the Lookup window and places the activity you selected in the Activity field. • Use the

buttons to access the desired activity’s information.

3 Type a full description of the activity in the Description field. 4 Click the button to assign a new activity code to the selected activity via the Renumber dialog. The old code can be re-used for another activity at any time. For detailed information, see the Using the Renumber Function section (see page 119). 5 Create the activity on the Main tab (see page 119). 6 Specify how the selected activity will be linked in the integrated modules on the Links tab (see page 123). 7 View historical information for the selected activity on the History tab (see page 125). 8 Review billing transactions for the activity on the Detail tab (see page 127).

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Chapter 5 9 Click Accept to save the changes. 10 Click the button to launch the Activity Report window (see page 52). For detailed information, see the Timekeeper online help.

Using the Renumber Function The Renumber function available on the Activity Maintenance window (see page 117) allows you to assign a new activity code to the selected activity. The old code can be re-used for another activity at any time. Assign a New Activity Code

C O N T E N T S


1 Click the button from the Activity Maintenance window. The Renumber dialog appears.

Employee Renumber Dialog


General Settings The Main tab of the Activity Maintenance window enables you to specify information about an activity. Create the Activity on the Main Tab 1 When you select Activity Maintenance from the Setup menu of the Timekeeper module, the Main tab of the Activity Maintenance window displays by default. Specify the activity information on the Main tab.

Activity Maintenance Window - Main Tab


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Chapter 5 2 Select the activity type from the drop-down list in the Activity Type field. Options include: Time Expense Reimbursable Expense 3 Select the Disable Data Entry check box to prevent use of this activity in Timekeeper Entry (see page 142). 4 For an expense, select the unit of measure from the drop-down list in the Unit Of Measure field. Options include: None Time Miles

C O N T E N T S

You can create a new unit of measure by entering the name of the new unit in the drop-down list available in this field (for example, Energy).


Activity Maintenance Window - Unit of Measure .

5NOTE: For the Expenses function in Timekeeper Entry (see page 142),

the field’s label displays the unit of measure specified for the selected activity in the Unit Of Measure field. If no unit of measure has been entered, the field’s label defaults to "Units" and the system sets and locks the Units field to 1.00.

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Chapter 5 5 If the Activity Type is set to Reimbursable Expense, the Reimburse by Default check box becomes enabled. Select this check box for expenses to be reimbursed by default during Timekeeper Entry. If this option is selected, the Reimburse check box in Timekeeper Entry (see page 142) is selected automatically.

Activity Maintenance Window - Reimburse By Default

C O N T E N T S

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Timekeeper Entry Window - Reimburse

6 Select whether or not the activity is billable from the drop-down list available in the Default Bill Option field. Options include: • Billable – Displays the total number of billable hours/units of work

B A C K

• No Charge – Displays the total number of hours/units of work marked as "No Charge"

I N D E X

• Do Not Bill – Displays the total number of hours/units of work marked as "Do Not Bill" 7 Enter the billing rate for the activity in the Billing Rate field. This field is available only if Activity or First Non-Zero is selected in the Billing Rate Source field on the Entry tab of the Timekeeper Options window (see page 69). 8 Select the Lock Billing Option check box to prevent changing the Bill Option in Timekeeper Entry (see page 142).

Activity Maintenance Window - Lock Bill Option

Timekeeper Entry Window - Bill Option


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Chapter 5 9 Select the Lock Billing Rate check box to disable billing Rate in Timekeeper Entry (see page 142).

Activity Maintenance Window - Lock Billing Rate

Timekeeper Entry Window - Rate C O N T E N T S

10 Enter the minimum billing time your company uses in the Minimum Billing Time (Minutes) field. This represents the smallest amount of time for which you bill the customer. 11 Enter the billing time increment your company uses in the Billing Time Increment (Minutes) field. This represents the standard increment of time your company uses to bill the customer.

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This field defaults to the amount entered in the Default Billing Time Increment field on the Entry tab of the Timekeeper Options window (see page 69).

B A C K

12 Select or enter the billing markup code in the Markup Code field.

I N D E X

• Type a new code, and click Yes at a dialog to launch the Billing Markup Maintenance window (see page 132). Use that window to assign a markup code. • Click the button to access the Lookup and search for a specific markup. Selecting from a sortable list closes the Lookup window and places the markup you selected in the Markup Code field. • Click the hyperlink available in the blue-colored Markup Code field name to launch the Billing Markup Maintenance feature (see page 131) to let you enter the information. 13 Click Accept to save the changes. OR Click the next tab of the Activity Maintenance window to continue.

Links Setup The Links tab of the Activity Maintenance window enables you to specify how the selected activity will be linked to the information contained in the modules integrated with the Timekeeper module.

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Chapter 5 Configure How Activities are Linked to Integrated Modules on the Links Tab 1 Click the Links tab from the Activity Maintenance window to access the activity’s configurations in the integrated modules.

C O N T E N T S


Activity Maintenance Window - Links Tab

2 Select how the activity set in Timekeeper will link to the integrated modules from the Module Links section. • Select the Accounts Receivable module item code from the Accounts Receivable Miscellaneous Item field. This option links an activity to an Accounts Receivable item. This field is available only if Accounts Receivable is selected in the Integrations section on the Main tab of the Timekeeper Options window (see page 64). • Select the Sales Order module item code from the Sales Order Miscellaneous Item field. This option links an activity to a Sales Order item. This field is available only if Sales Order is selected in the Integrations section on the Main tab of the Timekeeper Options window (see page 64). • Define whether this activity is an earnings or deduction from the Payroll Earning or Deduction field by selecting either Earnings Code or Deduction Code from the drop-down list in the Link Value field. This field is available only if Payroll is selected in the Integrations section on the Main tab of the Timekeeper Options window (see page 64). • Select the Payroll module earnings or deduction code from the Payroll Earning/Deduction Code field. This option links an activity to a Payroll deduction or earning. This field is available only if Payroll is selected in the Integrations section on the Main tab of the Timekeeper Options window (see page 64).


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Chapter 5 • Select the cost type from the Job Cost Cost Code field. This option links an activity to a job cost. This field is available only if Job Cost is selected in the Integrations section on the Main tab of the Timekeeper Options window (see page 64). Options include: L -Labor M - Material S - Subcontract O - Overhead B - Burden E - Equipment • Select the Job Cost module job cost from the drop-down list in the Job Cost Cost Type field.

C O N T E N T S

This field is available only if Job Cost is selected in the Integrations section on the Main tab of the Timekeeper Options window (see page 64). • Select the Time and Billing work code from the Time and Billing Work Code field. This option links the work code to the activity.

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This field is available only if Time and Billing is selected in the Integrations section on the Main tab of the Timekeeper Options window (see page 64).

B A C K

• Select the Time and Billing Professional work code from the Time and Billing Professional Work Code field. Several Timekeeper activities can be cross-referenced to the same Time and Billing Professional employee. This option links the work code to the activity.

I N D E X

This field is available only if Time and Billing Professional is selected in the Integrations section on the Main tab of the Timekeeper Options window (see page 64).

2HINT: You can click the hyperlink available in each blue-colored field

name in the Link Description column. The system will launch the Maintenance feature to let you enter the information.

3 Assign a respective variable for the selected items in the Link Value field.

2

HINT: You can type the information in the text field, click the button to select from the Lookup, or select from a drop-down list, as appropriate. 4 Click Accept to save the changes. OR Click the next tab of the Activity Maintenance window to continue.

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Chapter 5 Historical Data Use the Activity Maintenance History tab to edit historical information concerning this activity. The History tab contains a list of time data for the activity based on the fiscal year specified in the Year field. View the Activity’s Historical Time or Expenses on the History Tab 1 Click the History tab from the Activity Maintenance window to access the activity’s historical hours.

C O N T E N T S


Activity Maintenance Window - History Tab

2 Select the year of data to view from the drop-down list in the Year field.

The time data appears in the details grid for the specified year. • Period – Displays monthly periods, or fiscal time periods. • End Date – Displays the period ending date. • Actual Time – Displays the total number of time units entered for the period. • Billable Time – Displays the total number of billable time units entered for the period. • No Charge Time – Displays the total number of No Charge time units entered for the period. • Do Not Bill Time – Displays the total number of Do Not Bill time units entered for the period. • Billed Amount – Displays the billed amount for the period.


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Chapter 5 3 Click the Switch View button ( activity.


C O N T E N T S

S T

Activity Maintenance Window - History Tab

The expense data appears in the details grid for the specified year. • Period – Displays monthly periods, or fiscal time periods.

B A C K

• End Date – Displays the period ending date.

I N D E X

• Expense Units – Displays the total number of expense units entered for the period. • Expense Amount – Displays the total expense amount for the period. • Expense Amount Billed – Displays the total expense amount billed for the period. • Expense Amount Reimbursed – Displays the total expense amount reimbursed for the period. 4 Click the Switch Time Format button ( Clock) on the display.


5 Click Accept to save the changes. OR Click the next tab of the Activity Maintenance window to continue.

Transactions Detail Use the Activity Maintenance Detail tab to display a list of billing transactions for the activity.

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Chapter 5 Review the Activity’s Transactions on the Detail Tab 1 Click the Detail tab from the Activity Maintenance window to access the activity’s transactions.

C O N T E N T S


Activity Maintenance Window - Detail Tab

Use the buttons available to the right of the Details grid to view further details about the entries. 2 Click the button to search for a particular invoice. The Activity Search window appears.

Activity Search Window

• When the Show Billable Detail check box is selected, the billable times for the employee appear on the Detail tab. • When the Show No Charge Detail check box is selected, the employee’s no charge hours appear on the Detail tab. • When the Show Do Not Bill Detail check box is selected, the employee’s non-billable hours appear on the Detail tab. The remaining fields on the Activity Search window allow you to set a specific search criteria for the project transactions to view. You can search for a specific:


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Chapter 5 WIP Date (the date of the WIP entry) Posting Date (the posting date of the WIP entry) Employee Customer Project a Select the search equation from the drop-down list in the Operand field for each item in the Select Field column.

C O N T E N T S

S T B A C K

Operand

Description

Begins With


Ends With


Contains


Less Than


Greater Than


Range


Equal To


All


I N D E X


2


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button to button to


Chapter 5 c Click OK. The Detail tab displays data matching the selection criteria you specified. 3 Select an entry, and click the button to view the time/expense details. The Timekeeper History window appears.

C O N T E N T S




2

HINT: You can click the hyperlink available in each blue-colored field name on the window. The system will launch the Maintenance feature to let you view additional information. b Click OK to return to the Activity Maintenance window. 4 Select an invoice, and click the button to view the invoice details. The Invoice History Inquiry window appears.



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Chapter 5 a Review the detail information for the invoice. b Click the command buttons available on this window for more detailed information. c Click OK to on the Invoice History window to return to the main window. 5 Click Accept on the Activity Maintenance window to save the changes.

Division Billing Rate Maintenance Use the Division Billing Rate Maintenance window to define billing rate by division.

Enabling the Division Billing Rate Maintenance Feature C O N T E N T S

This option is available only if: • Timekeeper is integrated with the Accounts Receivable (see page 18), Sales Order (see page 19), Time and Billing Professional (see page 19), or Job Cost module (see page 18), selected in the Integrations section on the Main tab of the Timekeeper Options window (see page 64).

S T

AND

B A C K

• Division or First Non-Zero is selected in the Billing Rate Source field on the Entry tab of the Timekeeper Options window (see page 69).

I N D E X

Using Division Codes Divisions affect the numbering of your customers. The division number precedes the customer number entered in Customer Maintenance and determines which General Ledger accounts are posted to when an invoice is processed.

5NOTE: Division Codes are set up in Accounts Receivable Division Maintenance. You CANNOT create a new division code in Timekeeper.

Enter a Billing Rate for a Division 1 From the Setup menu of the Timekeeper module, select Division Billing Rate Maintenance. The Division Billing Rate Maintenance window appears.

Division Billing Rate Maintenance Window

2 Enter a two-character, numeric only code to identify a division in the Division field.

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Chapter 5 • Click the button to search for a division that is already enabled in Timekeeper. • Click the button to view a list of all divisions defined in the Accounts Receivable module. • Use the

buttons to access the desired division’s information.

3 Enter the billing rate amount for the selected division in the Billing Rate field. 4 Click Accept to save the changes. 5 Click the button to launch the Division Billing Rate Listing dialog (see page 51). For detailed information, see the Timekeeper online help. C O N T E N T S


Billing Markup Maintenance Use the Billing Markup Maintenance window to set up custom billing rate calculation methods.

Markup Methods You can use the following markup methods: percent – to use percentage markup over cost, or amount – to use dollar markup over cost. Use a positive number if the cost is to be increased, or type a negative number if the cost is to be decreased.

Calculation Methods The calculation of billing rates depends on the markup method and billing rate defined. The rate equals the number of dollars multiplied by the markup percent or by addition/extraction of the markup dollar amount. Enter a Markup for a Billing Rate 1 From the Setup menu of the Timekeeper module, select Billing Markup Maintenance. The Billing Markup Maintenance window appears.

Billing Markup Maintenance Window

2 Enter a two-character, alphanumeric (0-1 or A-Z) code to identify the markup rate in the Markup Code field.


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Chapter 5 3 Type the description for the markup code in the Description field. 4 To mark up the billing rate by a flat dollar amount, enter the desired amount in the Amount field. 5 To mark up the billing rate by a percentage, enter the desired percent in the Percent field. 6 You can use the following buttons available on the window to manipulate rows of information. • Click the button to delete any row you select and remove the line item from the Billing Markup Maintenance window. • Click the C O N T E N T S

button, or the arrow next to it to see the list of options:

- Choose Reset Row to reset values for any row you select. OR - Choose Reset All Rows to reset values for all the rows.

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7 Click Accept to save the changes. 8 Click the button to launch the Billing Markup Listing dialog (see page 51). For detailed information, see the Timekeeper online help.

B A C K

Assign a Markup Code to the Activity

I N D E X

1 When you type a new markup code in the Markup Code field on the Main tab of the Activity Maintenance window, the following dialog box appears.

Sage MAS 90 Dialog

2 Click Yes to confirm that this is a new code. The following window appears.

Billing Markup Maintenance Window

3 Enter a description for the markup code in the Description field. 4 Enter the amount of the markup in the Markup Amount field. 5 Enter the percentage of the markup in the Markup Percent field.

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Chapter 5 6 Click Accept to save the changes. The markup code will be assigned to the selected activity.

Holiday Maintenance Use the Holiday Maintenance window to enter the dates of holidays and the number of hours for holiday pay.

Holiday Pay The Timekeeper module uses these days to calculate the increase pay rate for work or cost of rendered services during holidays.

C O N T E N T S

S T B A C K

Holiday Pay Calculations Private-sector employers are not required to pay more for holiday overtime work than the standard overtime rate, the same rate as for any other workday, but some voluntarily offer a pay premium for work on holidays or more than the standard rate for holiday overtime work, such as, for example, double-time pay. Enter the Holidays 1 From the Setup menu of the Timekeeper module, select Holiday Maintenance. The Holiday Maintenance window appears.

I N D E X

Holiday Maintenance Window

2 Enter the date of the holiday in the Date field. Click the date from an electronic calendar.

button to select the

3 Type the name of the holiday in the Description field. 4 Enter the number of hours for holiday pay in the Hours field. 5 You can use the following buttons available on the window to manipulate rows of information. • Click the button to delete any row you select and remove the line item from the Holiday Maintenance window. • Click the



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Chapter 5 - Choose Reset Row to reset values for any row you select. OR - Choose Reset All Rows to reset values for all the rows. 6 Click Accept to save the changes. 7 Click the button to launch the Holiday Listing dialog (see page 51). For detailed information, see the Timekeeper online help.

Word Substitution Maintenance The Word Substitution Maintenance window allows you to maintain consistent terminology throughout Timekeeper entries.

C O N T E N T S

Terminology Consistency It is necessary to create simple and consistent company-specific terms to ensure consistent use of unambiguous company terminology, to maintain brand consistency, and aid customer loyalty.

S T

Word Substitution Maintenance Benefits

B A C K

This can help reduce time for maintenance and operation, and improve customer service. The feature is especially useful to correct misspellings or convert acronyms or abbreviations to full terms.

I N D E X

Create a Word Substitution 1 From the Setup menu of the Timekeeper module, select Word Substitution Maintenance. The Word Substitution Maintenance window appears.

Word Substitution Maintenance Window

2 Type the word, phrase, abbreviation, or acronym you want the program to convert in the Original Word column. 3 Type the word or phrase you want the system to use as a replacement in the Replacement Word column.

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Chapter 5 4 You can use the following buttons available on the window to manipulate rows of information. • Click the button to delete any row you select and remove the line item from the Word Substitution Maintenance window. • Click the


- Choose Reset Row to reset values for any row you select. OR - Choose Reset All Rows to reset values for all the rows. 5 Click Accept to save the changes. C O N T E N T S


OR Click Cancel to exit without saving. 6 Click the button to launch the Word Substitution Listing dialog (see page 51). For detailed information, see the Timekeeper online help.

Exception Maintenance Use the Exception Maintenance window to prevent specified Timekeeper entries from posting to your system.

Managing Exceptions Exceptions are special cases that deviate from normal in a business process. For example, employees enter "Do Not Bill" time against the company regularly, for lunch or administrative work. An exception occurs when an employee mistakenly bills that time.

Implementing Exception Maintenance With the Exception Maintenance, you can create a Lunch or Administrative Work exception to prevent Timekeeper from posting the activity. Exceptions cause import and posting functions to fail and print an Error Log.


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Chapter 5 Create a Billing Exception 1 From the Setup menu of the Timekeeper module, select Exception Maintenance. The Exception Maintenance window appears.

Exception Maintenance Window C O N T E N T S

2 Enter the exception in the Exception field. • Type a new definition for a new exception.

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• Click the button to access the Lookup to view a list of exceptions already available in Timekeeper. Selecting from a sortable list closes the Lookup window and places the exception you selected in the Exception field. • Use the

B A C K

buttons to access the desired exception’s information.

I N D E X

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Chapter 5 3 Type a description for the exception in the Description field, if necessary. 4 Enter the billing status for the exception in the Billing Option field. Options include: • Any – To include all entries • Billable – To include "Billable" entries only • Do Not Bill – To include entries marked as "Do Not Bill" only • No Charge – To include entries marked as "No Charge" only

2HINT: You can click the

C O N T E N T S


button to search for a specific item in the Employee, Customer, Project, and Activity fields. 5 Select the employee that can use the excepted circumstance from the Employee field. Leave this field blank for all employees. 6 Select the customer for the excepted circumstance from the Customer field. Leave this field blank for all customers. 7 Select the project for the excepted circumstance from the Project field. Leave this field blank for all projects. 8 Select the activity that can use the excepted circumstance from the Activity field. Leave this field blank for all activities.

2HINT: You can click the hyperlink available in each blue-colored field name

on the window. The system will launch the respective Maintenance feature to let you enter the information.


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Chapter 5 9 Click the button to preview the message that will appear to the user when the employee, customer, project, or activity is selected. The following dialog box appears.

Sage MAS 90 Dialog

10 Click OK at the dialog. 11 Click Accept to save the changes. 12 Click the button to launch the Exceptions Listing dialog (see page 51). For detailed information, see the Timekeeper online help.

C O N T E N T S

___________________________________________________________ This concludes Chapter 5: Using the Setup Menu of the Timekeeper manual.


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Chapter 6

Using the Main Menu Chapter 6

Chapter 6: Using the Main Menu teaches you how to access Timekeeper’s data entry, approval, and history functions. Employees that have Sage MAS 90 or 200 on their workstations can record their time through the Main menu, and managers that approve employee times and expenses can review those records in the Main menu.

How to Use the Main Menu

C O N T E N T S


This chapter does not describe every procedure that can be completed on a Main window. For example, this chapter does not include detailed instructions on how to print information from certain windows in the Main menu. The following instructions provide a quick overview of how to complete these procedures. Detailed instructions about changing, deleting, and printing information from the Main menu windows are available in the Timekeeper online help.

Timekeeper Main Menu The Timekeeper Main menu contains the options used to enter and approve time and expense records. The Timekeeper Main menu provides access to Timekeeper data entry, data approval, and history functions. Employees that use Timekeeper and have Sage MAS 90 or 200 on their workstations can record their time through the Main menu, and Managers that approve employee times and expenses can review the respective records from the Main Menu.

Implementing the Main Menu Options You might not need to use every feature available in the Main menu, so you can select only the options your company requires. Open a Window from the Main Menu 1 Click the Timekeeper module from the Sage MAS 90 or 200 Modules menu or Tasks tab. The module expands to display all the menu options available in Timekeeper. 2 Click the Main menu. The names of the windows available in the menu appear on the right side of the Sage MAS 90 or 200 window. You can also select Main from the Timekeeper menu bar to display the list of available windows.


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C O N T E N T S Open Window from the Main Menu

S T B A C K

Add a Record

I N D E X

Follow the appropriate steps in Creating a Timekeeper Entry (see page 167) to add a new time/expense entry from the Timekeeper Entry window. Select an Item from a Lookup List Many fields in the Main menu feature a Lookup list. These lists allow you to select data for the field. Click the button (or the alternate button) in the respective field to select an item from the Lookup window. Selecting from a sortable list places the item you selected in the field. Print from a Main Window You can print information from certain windows available in the Main menu. These windows provide a listing of the options set or the records available. For many of the windows you can select the type of information to include in the listing. For detailed information about each type of listing/report, see the Timekeeper online help.

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Chapter 6 1 Click the button on a Main window. A Report window, similar to the following, appears.

C O N T E N T S


Approval Report Window

2 Select the setting options for the report in the Report Setting field and the Setting Options area. 3 Type or edit the text in the Description field, if necessary. 4 Select the type of information to include in the report from the remaining fields on the Main tab. 5 Click the Select tab to select all the records or a range of information.

Approval Report Window - Tabs


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Chapter 6 6 Select the data you want to appear in the report from the Operand and Value fields. For example, in the previous picture you can select All in the Operand field to print all posting dates. You can also select a different operand, as in the Department field in the previous picture, and use the Lookup windows in the Value fields and select specific departments. 7 Choose the option you need from the Printer field. 8 Click Print, Preview, Setup, or Save, as appropriate. For more detailed information, see the Selecting Data for a Report section (see page 218). C O N T E N T S

Timekeeper Entry Timekeeper Entry lets you enter and maintain employee time and expense data. It provides the convenience of running a standalone application, separate from the Sage MAS 90 or 200 ERP system, giving you the power to enter time and expenses over a network or an Internet connection.

S T

Timekeeper Entry Modes

B A C K

Timekeeper Entry can function in the following modes: • Direct Access – from the Sage MAS90 or 200 Launcher

I N D E X

The application starts from Sage MAS 90 or 200 Launcher like any other data entry screen in Sage MAS 90 or 200. Data updates in real time.

5NOTE: The following modes require Remote Licenses and work in both Windows and non-Windows environments.

• Remote Access – from outside the Sage MAS 90 or 200 Launcher The application starts from outside Sage MAS 90 or 200 Launcher. It accesses the Timekeeper data in the MAS 90 or 200 system in real time over a LAN, Intranet, or over the Internet. • Java™ Web Start The application attaches as a link on a web page via Java™ Web Start technology. When you access the link, the application downloads to your computer. It then accesses the Timekeeper data in the MAS 90 or 200 system in real time. For detailed information, see the Web Start Link Generation section (see page 261). • Offline Access The Timekeeper Entry application works offline storing entries in a local database to be synchronized with the MAS 90 or 200 system at a later time.

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Chapter 6 Timekeeper Login When the Timekeeper Entry application launches from outside the MAS 90 or 200 system in off-line mode, you see a standard, Login window:

Timekeeper Login

Log in to Timekeeper C O N T E N T S

1 Enter your remote user name in the Name field. You can enter up to 30 characters. 2 Enter your user password in the Password field. You can enter up to 24 characters.

S T

3 Click Login to gain access to the Timekeeper Entry application.

Timekeeper Entry Window

B A C K I N D E X

After you have successfully logged in, the Timekeeper Entry window appears. This screen defaults to your employee name. It also defaults to the Detail view. Menu Bar

Navigation

Selection Fields Entry Fields


The Timekeeper Entry window consists of a menu bar at the top, the selection fields on the left side, and the entry fields on the right side of the window. For more information on the Timekeeper Entry fields, see the Timekeeper Entry Detail section (see page 162).


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Chapter 6 Timekeeper Entry Menus The Menu bar on the Timekeeper Entry window includes the following menus: File, Edit, View, and Help. Select the appropriate menu item to access the desired option.

Running from outside MAS 90 or 200

C O N T E N T S

Timekeeper Entry Menus

The following table lists and describes the menus and their components.

S T

Menu

Menu Options

File

Change Company – Select this menu option to switch to a different MAS 90 or 200 company. This feature is unavailable if the application has been started from the MAS 90 or 200 Launcher.

B A C K

Change Employee – Select this menu option to switch to a different employee. This feature is available for department managers and corporate administrators only.

I N D E X

Change Remote User – Select this menu option to switch to a different remote user. This feature is available only if you are running the Timekeeper Entry application from outside the MAS 90 or 200 system in an on-line mode. Work Offline – Select this menu option to detach from your MAS 90 or 200 system. When operating in an off-line mode, the application maintains an internal database that lets you enter data and synchronize it with your MAS 90 or 200 system at a later time. Exit Timekeeper – Select this menu option to close the Timekeeper module. Edit

Customer Filter – Select this menu option to view entries for the specified customer only. Project Filter – Select this menu option to view entries for the specified project only. Activity Filter – Select this menu option to view entries for the specified activity only. Preferences – Select this menu option to switch to a different connection mode. If the application was launched through the MAS 90 or 200 Launcher, the connection mode is automatically set and locked. The Preferences window also lets you choose the default view that appears when the application starts.

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Chapter 6 Menu

Menu Options

View

Customer Memos – Select this menu option to view memos for a specific customer. The Customer Memos feature is available in the Detail View only. Project History Summary – Select this menu option to view a history summary for a specific project. Detail – Select this menu option to view and edit the time and expense data on the Timekeeper Entry screen. Summary – Select this menu option to review the information for time and expense data. This mode lets you select a specific Date, Posting Status, Type, and Bill Option for review, but you may not edit a record.

C O N T E N T S


Help

Timekeeper Help – Select this menu option to launch the Timekeeper Entry on-line help facility. About Timekeeper – Select this menu option to view the product information.

Using the File Menu Use the File menu of the Timekeeper Entry Menu Bar to access the following options: • Change Company (see page 145) • Change Employee (see page 146) • Change Remote User (see page 147) • Work Offline/Work Online (see page 147) • Exit Timekeeper (see page 149)

Change Company The Change Company menu option is available only if you are running the Timekeeper Entry application from outside the MAS 90 or 200 system. Change a Company 1 From the Timekeeper Entry menu bar, click File X Change Company. The Change Company window appears.

Click the arrow to select company

Timekeeper Entry - File Menu - Change Company


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Chapter 6 2 Select desired company from the drop-down list of available companies in the Company field. 3 Click Accept to switch to the selected company.

Change Employee The Change Employee menu option is available for department managers and corporate administrators only. Change an Employee 1 From the Timekeeper Entry menu bar, click File X Change Employee. A selection window appears. C O N T E N T S


Timekeeper Entry - File Menu - Change Employee

2 Choose the employee you need from the list of available employees. • Highlight the desired line of information. OR • Make your selection in the Search by field at the bottom left of the window. Options include: Employee Code and Name. AND • To narrow your search, depending on the selection made, start typing the employee code (or name) in the available text field at the bottom of the window.

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Chapter 6 The selected entries appear on the search grid.

5NOTE: The Search ability has been added to the Timekeeper Entry

Lookups. Now, you can not only select the desired item, but also search the item by code, name, description, or type.

3 Click Select on the Employee Lookup window to switch to the selected employee. The Timekeeper Entry window displays the information for the employee you selected. C O N T E N T S

S T B A C K

Change Remote User The Change Remote User menu option is available only if you are running the Timekeeper Entry application from outside the MAS 90 or 200 system in an on-line mode. Change a Remote User Login 1 From the Timekeeper Entry menu bar, click File X Change Remote User. The Login dialog appears.

I N D E X

Timekeeper Login

2 Enter your remote user name in the Name field. You can enter up to 30 characters. 3 Enter your remote user password in the Password field. You can enter up to 24 characters. 4 Click Login to gain access to the Timekeeper Entry application.

Work Offline Select the Work Offline menu option to detach from the MAS 90 or 200 system. When operating in an off-line mode, the application maintains an internal database that lets you to enter data and synchronize it with your MAS 90 or 200 system at a later time. When switching to the off-line mode, you must synchronize your MAS 90 or 200 system data with your local database.


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Chapter 6 Work in an Off-line Mode 1 From the Timekeeper Entry menu bar, click File X Work Offline. The Timekeeper Synchronization window appears. Click the arrow to select sync type

C O N T E N T S

Timekeeper Synchronization Window

S T

2 Click the arrow in the Select sync type field to select from the list of available synchronization types. • Full Sync – Uploads entries made on your computer and downloads new information from the MAS 90 or 200 system.

B A C K

• Update Server – Uploads entries made on your computer to the MAS 90 or 200 system.

I N D E X

• Update Computer - Downloads information from the MAS 90 or 200 system to your computer. 3 Click Sync to perform a synchronization process. After the synchronization has been completed, the Timekeeper Synchronization window displays the synchronization log.

Timekeeper Synchronization Log

4 Click Done to return to the main screen.

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Chapter 6 Once the application is in an off-line mode, you can perform a synchronization at any time by selecting the Synchronize menu option. 5 To switch back to an on-line mode, select the Work Online menu option. The system asks you to indicate where your MAS 90 or 200 system is located. 6 After you make your selection on the Timekeeper Preferences window (see page 154), you must perform a synchronization (see page 299).

Exit Timekeeper To exit the Timekeeper Entry application, click File X Exit Timekeeper from the Timekeeper Entry menu bar. This closes the Timekeeper Entry window. C O N T E N T S


Using the Edit Menu Use the Edit menu of the Timekeeper Entry Menu Bar to access the following options: • Customer Filter (see page 150) • Project Filter (see page 151) • Activity Filter (see page 152) • Preferences (see page 154)

Customer Filter Use the Customer Filter menu option to view entries for the specified customer.

5NOTE: The Search ability has been added to the Timekeeper Entry

Lookups. Now, you can not only select the desired item, but also search the item by code, name, description, or type.


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Chapter 6 Set a Customer Filter 1 From the Timekeeper Entry menu bar, click Edit X Customer Filter. The Customer Filter dialog appears.

C O N T E N T S

S T B A C K

Timekeeper Entry - Customer Filter

2 Enter the customer code in the Customer field, and click OK to set the filter and return to the main screen. The defined customer filter displays in the menu.

I N D E X

OR Click the appears.

button to launch a Lookup window. The Customer Lookup window

a Choose the customer you need from the list of available customers. • Highlight the desired line of information. OR • Make your selection in the Search by field at the bottom left of the window. Options include: Customer Code and Name. AND • To narrow your search, depending on the selection made, start typing the customer code (or name) in the available text field at the bottom of the window. The selected entries appear on the search grid. b Click Select on the Customer Lookup window to switch to the selected customer.

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Chapter 6 c Click OK on the Customer Filter window to set the filter and return to the main screen. The defined customer filter displays in the menu.

Project Filter Use the Project Filter menu option to view entries for the specified project. Set a Project Filter 1 From the Timekeeper Entry menu bar, click Edit X Project Filter. The Project Filter dialog appears.

C O N T E N T S


Timekeeper Entry - Project Filter

2 Enter the project code in the Project field, and click OK to set the filter and return to the main screen. The defined project filter displays in the menu. OR Click the appears.


button to launch a Lookup window. The Project Lookup window

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Chapter 6 a Choose the project you need from the list of available projects. • Highlight the desired line of information. OR • Make your selection in the Search by field at the bottom left of the window. Options include: Project Code, Customer Code, and Description. AND • To narrow your search, depending on the selection made, start typing the project code (or description) in the available text field at the bottom of the window. C O N T E N T S

The selected entries appear on the search grid. b Click Select on the Project Lookup window to switch to the selected Project. c Click OK on the Project Filter window to set the filter and return to the main screen. The defined project filter displays in the menu.

S T

Activity Filter Use the Activity Filter menu option to view entries for the specified activity.

B A C K I N D E X

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Chapter 6 Set an Activity Filter 1 From the Timekeeper Entry menu bar, click Edit X Activity Filter. The Activity Filter dialog appears.

C O N T E N T S

S T B A C K

Timekeeper Entry - Activity Filter

I N D E X

2 Enter the activity code in the Activity field, and click OK to set the filter and return to the main screen. The defined activity filter displays in the menu. OR Click the appears.

button to launch a Lookup window. The Activity Lookup window

a Choose the activity you need from the list of available activities. • Highlight the desired line of information. OR • Make your selection in the Search by field at the bottom left of the window. Options include: Activity Code, Description, and Type. AND • To narrow your search, depending on the selection made, start typing the activity code (or description) in the available text field at the bottom of the window. The selected entries appear on the search grid.


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Chapter 6 b Click Select on the Activity Lookup window to switch to the selected Activity. c Click OK on the Activity Filter window to set the filter and return to the main screen. The defined activity filter displays in the menu.

Preferences Use the Preferences menu option to switch to a different connection mode. The Timekeeper Preferences window also allows you to choose the default view the system displays when the application starts. Set Timekeeper Preferences 1 From the Timekeeper Entry menu bar, click Edit X Preferences. The Timekeeper Preferences window appears.

C O N T E N T S

S T B A C K Detail/Summary Field

I N D E X

Timekeeper Entry - Timekeeper Preferences

5NOTE: If you launched the application through the MAS 90 or 200

Launcher, the connection information is automatically set and locked. If you run Timekeeper on an operating system other than Windows, the "MAS 90" option does not appear.

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Chapter 6 2 Click the arrow in the Detail/Summary field to toggle the default display of the Timekeeper Entry main view. Options include: • Detail – Lets you review and edit time and expense • Summary – Lets you review the summary information for the time and expense data This view-only mode lets you select and look at a specific Date, Posting Status, Type, and Bill Option. You cannot, however, edit a record. 3 Select or clear the Retain Info check box to indicate whether you wish to retain prior entry information. C O N T E N T S


4 Click OK to return to the main screen.

Using the View Menu Use the View menu of the Timekeeper Entry Menu Bar to access the following options: • Customer Memos (see page 155) • Project History Summary (see page 157) • Detail View (see page 157) • Summary View (see page 158)

Customer Memos Select the Customer Memos menu option to view memos for a specific customer.

5NOTE: The Customer Memos feature is available in the Detail view ONLY. View a Customer’s Memos 1 From the Timekeeper Entry menu bar, select View. Verify if the Detail view is selected (zDetail).

Timekeeper Entry - View - Detail


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Chapter 6 2 From the Timekeeper Entry menu window, select the customer for whom you want to view the memo from the Customer field.

Timekeeper Entry - Customer

• Enter the customer code in the Customer field. OR • Click the C O N T E N T S

button to select from the list of available customers.

3 From the Timekeeper Entry menu bar, click View X Customer Memos.

S T

Timekeeper Entry - View - Customer Memos

The Customer Memos page appears with a list of memos for the customer you have selected.

B A C K I N D E X

Customer Memos

4 Review the information, and click OK to return to the main screen.

Project History Summary Select the Project History Summary menu option to view a history summary for a specific project. The Project History Summary feature is available in the Detail view only.

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Chapter 6 View a Project’s History Summary 1 From the Timekeeper Entry menu bar, select View. Verify if the Detail view is selected (zDetail).

Timekeeper Entry - View - Detail

2 From the Timekeeper Entry menu window, select the project for which you want to view the history summary from the Project field. C O N T E N T S


Timekeeper Entry - Project

• Enter the project code in the Project field. OR • Click the

button to select from the list of available projects.

3 From the Timekeeper Entry menu bar, click View X Project History Summary.

Timekeeper Entry - View - Project History Summary

The Project History Summary dialog appears with Budget, Work in Process, Billed and Available Hours and Amounts for the associated project.

Project History Summary

4 Review the information, and click OK to return to the main screen.

Detail The Detail view of the Timekeeper Entry window lets you enter and edit time and expense information.


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Chapter 6 Choose the Detail View 1 From the Timekeeper Entry menu bar, click View X zDetail. The detail view of the window displays.

C O N T E N T S

S T B A C K I N D E X Timekeeper Entry - Detail View

2 Enter employee time and expense information, and click Accept when finished.

Summary The Summary view of the Timekeeper Entry window lets you review the summary information for the time and expense data. This view-only mode lets you select and look at a specific Date, Posting Status, Type, and Bill Option. You cannot, however, edit a record.

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Chapter 6 Choose the Summary View 1 From the Timekeeper Entry menu bar, click View X zSummary. The summary view displays.

C O N T E N T S

S T B A C K I N D E X Timekeeper Entry - Summary View

Using the Help Menu The Timekeeper Entry Help menu contains two help options that can assist you in using the Timekeeper Entry application. • Timekeeper Help (see page 159) • About Timekeeper (see page 160)

Timekeeper Help Use the Timekeeper Help option to launch the Timekeeper Entry online help.


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Chapter 6 Launch the Timekeeper Help Facility 1 From the Timekeeper menu bar, click Help X Timekeeper Help. This launches an online help facility for the Timekeeper Entry application.

C O N T E N T S


Timekeeper Entry - Timekeeper Help

2 Use this facility as a reference source.

About Timekeeper Use the About Timekeeper menu option to access information about the Timekeeper product, such as release dates, copyright date, version number, and licensing information. You can also view the list of program files.

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Chapter 6 Access the About Timekeeper Screen 1 From the Timekeeper Entry menu bar, click Help X About Timekeeper. An informational window appears.

C O N T E N T S

S T

Timekeeper Entry - About Timekeeper

2 Click Read Licenses to review the licenses information.

B A C K I N D E X


3 Click Member States to scroll through the list of related files.


4 Click OK when finished.


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Chapter 6 Timekeeper Entry Detail The default view of the Timekeeper Entry window is the Detail view.

C O N T E N T S



The Timekeeper Entry Detail consists of the selection fields on the left side and the entry fields on the right side of the window. For detailed information on each field, see the Timekeeper Entry online help.

Entering Dates On the Timekeeper Entry window, you can select one date or a range of dates in several ways. Choose a Date 1 Enter a starting date for your entry in the Start field. 2 Enter an ending date for your entry in the End field.

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Chapter 6 3 Enter a date for your entry in the Date field.

C O N T E N T S


Timekeeper Entry Window - Choosing a Date

• Type a date in the mm/dd/yyyy format. OR • Click the beginning date for your entry in the main calendar on the Timekeeper Entry window. Hold the left mouse button down and drag the cursor across the dates you wish to select. Your selection appears in the Start and End date fields. OR • Click a Calendar ( ) button next to a date field to access an electronic calendar. Use this calendar to select the desired date.

5NOTE: A date designated as a holiday in Holiday Maintenance (see page

133) has a yellow dot next to it. Hover your mouse cursor over the date to view the holiday name.


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Chapter 6 Use the Calendar Options 1 The main calendar on the Timekeeper Entry window features three selection options. Right-click the main Calendar. A list of available selection options appears.

Timekeeper Entry Window - Main Calendar Options Menu C O N T E N T S


Timekeeper Entry Window - Calendar Options

2 Select the appropriate calendar option from the right-click menu: • Click Goto Today. The Calendar highlights today’s date. • Click Select Posting Cycle. The Calendar highlights the date range of the Posting Cycle per the selections in Timekeeper Options (see page 64). • Click Select All Dates. The Calendar highlights all available dates.

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Chapter 6 Additional Options The selection fields with additional options are available on the left side of the Timekeeper Entry window (see page 162). Depending upon selections you make, this area of the Timekeeper Entry window may look similar to the following

C O N T E N T S


Timekeeper Entry Window - Additional Options

Select Entries to View 1 Click the arrow in the Post Status field and choose the status of entries to view from a list of available options. Options include: • All – Include all types • Open – Includes entries that have NOT been placed "on hold", nor selected for the update, nor already posted to the integrated module • Hold – Includes entries that have been placed "on hold" You can place an entry on hold only if the Allow Work In Process to be placed On Hold check box is selected on the Entry tab in Timekeeper Options (see page 69) • Selected – Includes entries that have been selected for the update to the integrated module • Posted – Includes entries that have been posted to the integrated module 2 Click the arrow in the Type field, and select a type of entries to view from a list of available options. Options include: • All – Includes all entries • Time – Includes time entries only • Expenses – Includes expense entries only


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Chapter 6 3 Click the arrow in the Bill Option field and select entries to view from a list of available options. Options include: • All – Includes all entries • Billable – Includes billable entries only • Do Not Bill – Includes entries marked as "do not bill" only • No Charge – Includes entries marked as "no charge" only 4 Click the arrow in the Hours/Expenses field and select from a list of available options. • Select Hours to view the total number of hours/rates in the Adjusted, Billable, No Charge, and Do Not Bill fields.

C O N T E N T S

Billing Rate Access set to None

S T Timekeeper Entry Window - Additional Options - Hours

B A C K

If users set the Billing Rate Access in Employee Maintenance (see page 77) to None, the system displays only Billable, Do Not Bill, and No Charge time fields.

I N D E X

• Select Expenses to view the total expense amount (in the Billable, No Charge, and Do Not Bill fields) and Reimbursable expense amount entered. Billing Rate Access set to None

Timekeeper Entry Window - Additional Options - Expenses

If users set the Billing Rate Access in Employee Maintenance (see page 77) to None, the system displays only the Reimbursable amount field.

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Chapter 6 Entry Grid The Entry Grid at the top-right portion of the window displays the records you select in a table format.

Timekeeper Entry Window - Entry Grid

C O N T E N T S


Navigate in the Entry Grid 1 Click any column heading to sort the grid according to the selected column. By default, the system sorts the grid according to the order in which records have been entered. 2 Click the button in the upper-right corner of the grid. A list of show/hide options appears. 3 You can click to the left of each option on the list: • To display (checkmark appears ) or hide (no checkmark) a selected column (Date, Customer, Project, Activity, Units, or Amount). • To display (checkmark appears bar.

) or hide (no checkmark) a horizontal scroll

• To pack (checkmark appears

) or unpack (no checkmark) all columns.

• To pack (checkmark appears

) or unpack (no checkmark) a selected column.

Entering Time and Expenses You can enter employees’ time or expense information with the Timekeeper Entry window. Depending upon selections made in Timekeeper Options (see page 64), Activity Maintenance (see page 117), and Employee Maintenance (see page 77), different fields may be available on the window.


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Chapter 6 Create a Timekeeper Entry 1 Access the Timekeeper Entry window. To create an entry, you have to populate the entry fields on the right side of the window.

C O N T E N T S

S T B A C K Timekeeper Entry - Entry Fields

I N D E X

2 Enter a date in the Date field. OR Click the ( calendar.

) button next to the Date field and select from an electronic

3 Enter the customer for the time entry in the Customer field. • You can type up to 30 alphanumeric characters. OR • Click the

button to select from a list of available options.

4 Enter the project, if necessary, for the time entry in the Project field. • You can type up to 30 alphanumeric characters. OR • Click the


If you have selected no customer, the projects in the Lookup list are not limited by customer.

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Chapter 6

5NOTE: If your facility has selected the Require Timekeeper Project

check box in Timekeeper Options (see page 64), you will NOT be able to save a record with no project entered. 5 Enter the activity for the time entry in the Activity field. • You can type up to 30 alphanumeric characters. OR • Click the C O N T E N T S



After you have selected an activity, the Bill Option defaults to the Default Bill Option from Activity Maintenance (see page 117).

5NOTE: If the Disable Data Entry check box is selected in Activity

Maintenance (see page 117), this activity is prevented from use in Timekeeper Entry. 6 Click the arrow in the Posting Status field and select from a list of available options. You can select: • Open – Includes entries that have NOT been placed "on hold", nor selected for the update, nor already posted to the integrated module • Hold – Includes entries that have been placed "on hold" You can place an entry "on hold" only if the Allow Work In Process to be placed On Hold check box is selected on the Entry tab in Timekeeper Options (see page 69). 7 Select the Recurring check box to eliminate entering the same record multiple times. If selected, when saving the record, the system asks you to specify the criteria for duplication (see page 174).

5NOTE: This feature is available for NEW entries ONLY.


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Chapter 6 8 Select the billing status for the time entry from the Bill Option field. Options include: • Billable – To include billable entries only • Do Not Bill – To include entries marked as "do not bill" only • No Charge – To include entries marked as "no charge" only

5NOTE: If the Lock Billing Option check box is selected on the Activity

Maintenance window (see page 117), or the No Charge check box is selected for the customer on the Customer Maintenance window (see page 95), this field is NOT accessible. C O N T E N T S

9 Select the billing rate source option for the time entry from the Rate Source field. This field is displayed if View, Modify, or Override is selected in the Billing Rate Access field on the Employee Maintenance window (see page 77). The following table describes each option.


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Option

Description

Application


Employee


Division


Customer


Project


Activity


Timekeeper Manual


Chapter 6 10 Enter a number of hours in the Hours field for the time entry. Use the Time Entry Format (Decimal or Clock) from Employee Maintenance (see page 77). OR Enter an expense amount in the field.

5NOTE: The Expenses function works separately from the Hours function in the Timekeeper Entry feature.

C O N T E N T S

S T

a Enter a number of units in the field for the expense activity selected. The field’s label displays the unit of measure specified for the selected activity in the Unit Of Measure field in Activity Maintenance (see page 117).

B A C K I N D E X

• If no unit of measure has been entered, the field’s label defaults to "Units" and the system sets and locks the Units field to 1.00. • The field’s label will always display as "Units" and the Units field will not be locked if the Active Validation check box is cleared on the Entry tab of the Timekeeper Options window (see page 69). b Select the Reimburse check box to indicate that the expense entry should be reimbursed. • This field is accessible only if the Activity Type for the selected activity is set to Reimbursable Expense in Activity Maintenance (see page 117), and the Reimbursements Paid In field is set to a specific MAS 90 or 200 module in Employee Maintenance (see page 77). • If the Activity Type field is set to Reimbursable Expense, and the Reimburse by Default check box is selected in Activity Maintenance (see page 117), then the Reimburse check box in Timekeeper Entry is selected automatically.


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Chapter 6 11 The Adjusted Hrs field displays the hours the system calculates according to the Minimum Billing Time and Billing Time Increment from Activity Maintenance (see page 117). If Billing Rate Access in Employee Maintenance (see page 77) is set to Override, the Adjusted Hrs field is accessible for editing. Change the number of hours, if necessary. 12 View or change the billing rate amount in the Rate field. • This field is displayed if View, Modify, or Override is selected in the Billing Rate Access field on the Employee Maintenance window (see page 77). • The rate can be changed ONLY if access is set to Override. C O N T E N T S

5NOTE: If the Lock Billing Rate check box is selected in Activity

Maintenance (see page 117), the billing rate is locked in Timekeeper Entry. 13 View the standard amount without the markup adjustment in the Amount field. This field is for display purpose only.

S T

2HINT: The following Markup fields are available only if Billing Rate

B A C K

Access on the Employee Maintenance window (see page 77) is set to Modify or Override.

I N D E X

14 Enter a markup code in the Markup Code field. OR Click the

button to select from a list of available codes.

15 Enter a markup percent in the Markup % field. 16 Enter a markup amount in the Markup Amt field. 17 View the billable amount with the markup adjustment in the Bill Amount field. This field is for display purpose only.

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Chapter 6 18 Select the Approved check box to show that this entry has already been approved before being posted to the integrated module. • This check box is available only if the Require Management Approval of Work In Process check box is selected on the Entry tab of the Timekeeper Options window (see page 69), and the user is a department manager or corporate administrator. • After an entry has been approved, this check box is not accessible for editing by other employees if the Lock Approved Work In Process option is selected on the Entry tab of the Timekeeper Options window (see page 69).

C O N T E N T S


• You cannot approve time entries that have been placed on hold unless the Override On Hold WIP check box is selected in Employee Maintenance (see page 77). 19 Enter your description/notes for the time entry in the available text field. You can enter up to 4096 characters. 20 To move back to the previous employee without exiting the current Timekeeper Entry window, click the button. 21 To move forward to the next employee without exiting the current Timekeeper Entry window, click the button. 22 Click Accept to save the new Timekeeper Entry. a If the Warn Out of Period check box is selected on the Main tab of the Timekeeper Options window (see page 64), the following dialog box appears:

Timekeeper Dialog

• Click Yes to save the record. OR • Click No to return to editing the record. b If the Recurring check box is selected in Timekeeper Entry, you can duplicate the entry using the Recurring Entry feature (see page 174).


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Chapter 6 Duplicate the Record When saving the record in Timekeeper Entry, if the Recurring check box is selected, the Recurring Entry window appears. This window lets you duplicate the entry for specific days.

Recurring Entry Window C O N T E N T S

1 Enter a starting date (in the mm/dd/yyyy format) for your entry in the Start field. OR Click the (

S T

) button next to the field and select from an electronic calendar.

2 Enter an ending date (in the mm/dd/yyyy format) for your entry in the End field. OR

B A C K

Click the (

I N D E X

) button next to the field and select from an electronic calendar.

3 Choose whether to skip weekends or not by selecting/clearing the Skip Weekends check box. 4 Choose whether to skip holidays or not by selecting/clearing the Skip Holidays check box. 5 Click Accept to duplicate the record. OR Click Cancel to skip this procedure.

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Chapter 6 Edit a Timekeeper Entry 1 Access the Timekeeper Entry window.

C O N T E N T S


Timekeeper Entry Window - Editing a Timekeeper Entry

2 Select a record from the Entry grid on the upper-right portion of the window. 3 Click Edit. Timekeeper makes all of the fields for the record you selected editable on the Timekeeper Entry window. 4 Follow the appropriate steps as you would when creating a Timekeeper entry (see page 167) to edit the record you have selected. 5 Click Accept to save the changes. OR Click Cancel to exit without saving.


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Chapter 6 Delete a Timekeeper Entry 1 Select a record from the Entry grid. 2 Click Delete to delete the record. The system displays a warning dialog box.

Timekeeper Warning Dialog

3 Click Yes. The system deletes the record. C O N T E N T S

Management Approval The Management Approval feature enables department managers or corporate administrators to approve employee time and expense entries.

Approving Time and Expenses

S T

If your company requires a management approval for each time/expense entry, your employee’s time/expense entry must be approved for processing before it can be posted to the integrated application.

B A C K

5NOTE: If an entry is "on hold", only a department manager or corporate

I N D E X

administrator with Override On Hold WIP privileges set in Employee Maintenance (see page 77) can approve the entry.

Management Approval Window On the Management Approval window, a separate row appears in the list for each entry of the selected employee. Each entry row includes a check box to indicate whether the entry has been approved or not.

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Chapter 6 Approve an Employee’s Time/Expense Entries 1 From the Main menu of the Timekeeper module, select Management Approval. The Management Approval window appears.

C O N T E N T S


Management Approval

2 Enter an employee code (alphanumeric, 30-character, 0-9 and/or A-Z) in the Employee field. • Click the • Use the

button to search for a specific Timekeeper employee. buttons to access the desired employee’s information.

3 View the employee’s time and expense entries that appear in a table format on the Approvals grid of the Management Approval window. • WIP Date – The date of activity in the mm/dd/yyyy format • Type – The activity’s transaction type (T is a Time transaction, and E is an Expense transaction) • Status – The billing status of the activity ( B is a Billable activity, D is a Do Not Bill activity, and N is a No Charge activity) • Customer – The customer (code) whose activities are being approved • Project – The project (code) associated with the activity • Activity – The activity (code) performed by the employee • Units – The total number of hours worked for a time transaction or the total quantity of expense units incurred for an expense transaction • Amount – The total amount for a transaction


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Chapter 6 4 You can mark the entries to be selected for approval in several ways: • Click the check box next to each row of information on the approvals grid to approve the entry. The check marks will appear next to the selected entries. • Click the button to approve all the entries. The check marks will appear next to all selected entries. • Click the button to withhold approvals of all the entries. All of the selected check boxes will be cleared. 5 Use the following buttons available to the right of the Approvals grid.

C O N T E N T S

S T

• Click the

button to search for a specific time/expense entry (see page 181).

• Click the

button to edit an employee’s entry (see page 178).

• Click the 184).

button to view the totals for hours and billable amounts (see page

• Click the display.

button, or the arrow next to it to set the rows back to the default

- Choose Reset Row to reset values for any row you marked for approval.

B A C K

OR - Choose Reset All Rows to reset values for all the rows.

I N D E X

6 Click Accept to save the changes. 7 Click the button to launch the Approval Report window (see page 140). For detailed information, see the Timekeeper online help.

Editing Time/Expense Entries You can change the details of an employee’s time or expense entry prior to approval. Modify a Time or Expense Entry 1 From the Management Approvals window, click the row of the time or expense entry you want to change. 2 Click the

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button. The Timekeeper Edit window appears.

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Chapter 6 The fields displayed on this window depend on the type of the entry selected for management approval.

Time

C O N T E N T S


Timekeeper Edit

Expenses

You can edit all available fields on the window. 3 Change the date of the entry in the Date field. You can use the access an electronic calendar.

button to

4 Change the customer for the entry in the Customer field. You can use the button to access the Lookup feature. 5 Change the project for the entry in the Project field. You can use the to access the Lookup feature.

button

6 Change the activity for the entry in the Activity field. You can use the button to access the Lookup feature. 7 Change the billing status for the entry in the Bill Option field. • Select Billable to include billable entries only. • Select Do Not Bill to include entries marked as "do not bill" only. • Select No Charge to include entries marked as "no charge" only. 8 Change the posting status for the entry in the Posting Status field. Options include: • Open – Includes entries that have NOT been placed "on hold", nor selected for the update, nor already posted to the integrated module • Hold – Includes entries that have been placed "on hold" You can place an entry "on hold" only if the Allow Work In Process to be placed On Hold check box is selected on the Entry tab in Timekeeper Options (see page 69).


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Chapter 6 9 For a time entry, change the number of hours in the Hours field. Use the Time Entry Format (Decimal or Clock) from Employee Maintenance (see page 77). OR For an expense entry, change the quantity of the expense item in the field. 10 For an expense entry, select the Reimburse option ( expense entry should be reimbursed.

) to indicate that the

11 The data in the Adjusted Hrs field displays the hours the system calculates according to the Minimum Billing Time and Billing Time Increment set in Activity Maintenance (see page 117). C O N T E N T S

You can edit the data in this field if the Billing Rate Access in Employee Maintenance (see page 77) is set to Override. 12 Select the billing rate source from the Rate Source field.

S T

This field is displayed if View, Modify, or Override is selected in the Billing Rate Access field on the Employee Maintenance window (see page 77). The following table describes each option.

B A C K I N D E X

Option

Description

Application


Employee


Division


Customer


Project


Activity


13 Enter the billing rate for the time or expense item in the Rate field. • For a time entry, this field is displayed if View, Modify, or Override is selected in the Billing Rate Access field on the Employee Maintenance window (see page 77). • The rate can be changed only if the access is set to Override.

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Chapter 6 14 Select the Approved option (

) to approve the entry.

2HINT: The following Markup fields are available only if the Billing Rate

Access on the Employee Maintenance window (see page 77) is set to Modify or Override. 15 Enter a markup code in the Markup Code field. OR Click the


16 Enter a markup percent in the Markup % field. C O N T E N T S


17 Enter a markup amount in the Markup Amt field. 18 View the information in the Amount and Bill Amount fields. Note that these fields are for display purpose only. • The Amount field contains the standard amount without the markup adjustment. • The Bill Amount field contains the billable amount with the markup adjustment. 19 Change the description for the entry in the description/notes text field. 20 Click Accept to save the changes. OR Click Cancel to exit without saving.

Searching for Specific Time/Expense Entries You can use the Search function available on the Management Approval and the Secondary Approval windows to view a specific list of time and/or expense entries.


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Chapter 6 Perform an Approval Search 1 Click the button on the Management Approval window. The Approval Search window appears.

C O N T E N T S

Approval Search - Management Approval

2 Choose the display criteria by selecting or clearing the appropriate check boxes.

S T

• Show Billable Detail – Includes the Billable time/expense entries details • Show No Charge Detail – Includes the No Charge time/expense entries details

B A C K

• Show Do Not Bill Detail – Includes the Do Not Bill time/expense entries details

I N D E X

• Show Time Entries – Includes the Time entries • Show Expense Entries – Includes the Expense entries • Show Employees with no WIP – Includes the employees that have no WIP entries • Show Inactive Employees (Management Approval ONLY) – Includes the inactive employees 3 Set a specific search criteria for the transactions to view for each field in the Select Field column. a Select the search equation from the drop-down list in the Operand field.

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Operand

Description

Begins With


Ends With


Contains


Timekeeper Manual


Chapter 6

C O N T E N T S


Operand

Description

Less Than


Greater Than


Range


Equal To


All



2


button to button to

4 Select the dates of the work in process (WIP) entries to include in the WIP Date field. 5 Select the employees of the WIP entries to include in the Employee field. 6 Select the customers of the WIP entries to include in the Customer field. 7 Select the projects of the WIP entries to include in the Project field. 8 Select the activities of the WIP entries to include in the Activity field. 9 Click OK. The Management Approval (see page 176) window displays only the time and expense entries that meet the search criteria.


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Chapter 6 Approved Time/Expense Totals You can view the total figures of approved hours and billed amounts for specific dates. View the Summary of Approved Hours and Billed Amounts 1 Click the button from the Management Approval window. The Approval Totals window appears.

C O N T E N T S

S T

Approval Totals

2 View the information in the sortable columns available on the window. To change the sort order by column, click the column’s heading.

B A C K

• Date – Contains the entry date in the mm/dd/yyy format.

I N D E X

• Billable – Contains the total number of Billable time/expense units. • No Charge – Contains the total number of No Charge time/expense units. • Do Not Bill – Contains the total number of Do Not Bill time/expense units. • Total – Contains the total number of Billable, No Charge, and Do Not Bill time/expense units per entry. • Amount – Contains the total time/expense dollar amount per entry. • Totals – Contains the total numbers per column. 3 Click OK when finished.

Secondary Approval The Secondary Approval feature enables a secondary party to approve employee time and expense entries.

Approving Time and Expenses If your company requires an approval by a secondary party for each time/expense entry, your employee’s time/expense entry must be approved for processing before it can be posted to the integrated application.

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Chapter 6 Secondary parties can be Salespeople or Customers, depending on the selection made in the Require Secondary Approvals field on the Entry tab of the Timekeeper Options window (see page 69).

Secondary Approval Window On the Secondary Approval window, a separate row appears in the list for each entry of the selected employee. Each entry row includes a check box to indicate whether the entry has been approved or not.

C O N T E N T S



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Chapter 6 Complete a Secondary Approval of Time/Expense Entries 1 From the Main menu of the Timekeeper module, select Secondary Approval. • If by Salesperson is selected in the Required Secondary Approvals field on the Entry tab of the Timekeeper Options window (see page 69), make sure a salesperson is assigned to an employee on the Links tab in Employee Maintenance (see page 87) before accessing the Secondary Approval feature.

Timekeeper Options Window

C O N T E N T S

S T B A C K

Employee Maintenance Window - Links Tab

I N D E X

• If by Customer is selected in the Required Secondary Approvals field on the Entry tab of the Timekeeper Options window (see page 69), a customer will have to enter a login name and password before accessing the Secondary Approval feature.

Timekeeper Options Window

Customer Login to Secondary Approval Window

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Chapter 6 Time and expense entries for the customer appear on the Secondary Approval window.

C O N T E N T S


Secondary Approval Window

2 Review the information on the window prior to approving the entries. • WIP Date – The date of activity in the mm/dd/yyyy format • Type – The activity’s transaction type (T is a Time transaction, and E is an Expense transaction) • Status – The billing status of the activity ( B is a Billable activity, D is a Do Not Bill activity, and N is a No Charge activity) • Customer – The customer (code) whose activities are being approved • Project – The project (code) associated with the activity • Activity – The activity (code) performed by the employee • Units – The total number of hours worked for a time transaction or the total quantity of expense units incurred for an expense transaction • Amount – The total amount for a transaction 3 You can mark the entries to be selected for approval in several ways: • Click the check box next to each row of information on the approvals grid to approve the entry. The check marks will appear next to the selected entries. • Click the button to approve all the entries. The check marks will appear next to all selected entries. • Click the button to withhold approvals of all the entries. All of the selected check boxes will be cleared.


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Chapter 6 4 Use the following buttons available to the right of the Approvals grid. • Click the 188).

button to search for a specific time/expense entry (see page

• Click the page 190).

button to view the totals for hours and billable amounts (see

• Click the button, or the arrow next to it to set the rows back to the default display. - Choose Reset Row to reset values for any row you marked for approval. OR - Choose Reset All Rows to reset values for all the rows.

C O N T E N T S

5 Click Accept to save the changes. 6 Click the button to launch the Approval Report window (see page 140). For detailed information, see the Timekeeper online help.

S T

Searching for Specific Time/Expense Entries You can use the Search function available on the Secondary Approval window to view a specific list of time and/or expense entries.

B A C K

Perform an Approval Search

I N D E X

1 Click the button on the Secondary Approval window. The Approval Search window appears.

Approval Search - Secondary Approval

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Chapter 6 2 Choose the display criteria by selecting or clearing the appropriate check boxes. Options include: • Show Billable Detail – Includes the Billable time/expense entries details • Show No Charge Detail – Includes the No Charge time/expense entries details • Show Do Not Bill Detail – Includes the Do Not Bill time/expense entries details • Show Time Entries – Includes the Time entries • Show Expense Entries – Includes the Expense entries • Show Employees with no WIP – Includes the employees that have no WIP entries C O N T E N T S


3 Set a specific search criteria for the transactions to view for each field in the Select Field column. a Select the search equation from the drop-down list in the Operand field. Operand

Description

Begins With


Ends With


Contains


Less Than


Greater Than


Range


Equal To


All




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Chapter 6 ~!@#$%^&*()-=[]\;"/_+{}|:? When alternate separators are used, the value list must end with the alternate separator character.


select from the Lookup, select from a drop-down list, or click the select from a calendar, as appropriate.

button to button to

4 Select the dates of the work in process (WIP) entries to include in the WIP Date field. 5 Select the employees of the WIP entries to include in the Employee field.

C O N T E N T S

6 Select the customers of the WIP entries to include in the Customer field. 7 Select the projects of the WIP entries to include in the Project field.

S T

8 Select the activities of the WIP entries to include in the Activity field. 9 Click OK.

B A C K

The Secondary Approval window (see page 184) displays only the time and expense entries that meet the search criteria.

I N D E X

Approved Time/Expense Totals You can view the total figures of approved hours and billed amounts for specific dates. View the Summary of Approved Hours and Billed Amounts 1 Click the button from the Secondary Approval window. The Approval Totals window appears.

Approval Totals

2 View the information in the sortable columns available on the window. To change the sort order by column, click the column’s heading.

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Chapter 6 3 To change the sort order by column, click the column’s heading. • Date – Contains the entry date in the mm/dd/yyy format • Billable – Contains the total number of Billable time/expense units • No Charge – Contains the total number of No Charge time/expense units • Do Not Bill – Contains the total number of Do Not Bill time/expense units • Total – Contains the total number of Billable, No Charge, and Do Not Bill time/expense units per entry • Amount – Contains the total time/expense dollar amount per entry • Totals – Contains the total numbers per column C O N T E N T S

S T

4 Click OK when finished.

Timekeeper History The Timekeeper History window displays historical time/expense data for a specific employee.

Using Timekeeper History

B A C K

This data serves as a historical reference for WIP status information. You can track the employee’s time/expense information for customer/project/activity by the WIP Date.

I N D E X

Timekeeper History Detail The Timekeeper History window contains historical time or expense data for the employee based on the information specified in Timekeeper Entry (see page ).


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Chapter 6 View an Employee’s Historical Time 1 From the Main menu of the Timekeeper module, select Timekeeper History. The Timekeeper History window appears.

C O N T E N T S

S T


B A C K

2 Enter an employee code (alphanumeric, 30-character, 0-9 and/or A-Z) in the Employee field.

I N D E X

• Click the button to select from a list of employees enabled in Timekeeper. Selecting from a sortable list closes the Timekeeper Employee window and places the employee you selected in the Employee field. • Click the alternate button to select from a list of available employee entries. Selecting from a sortable list closes the Timekeeper History by Employee window and places the employee you selected in the Employee field. • Use the

buttons to access the desired employee’s information.

3 Enter the date of records in the WIP Date field. • Use the date.

button to launch an electronic calendar and select the desired

OR • Use the alternate button to select from a list of available employee entries’ dates on the Timekeeper History by WIP Date window.

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Chapter 6 The Timekeeper History window displays the information for the employee and date you have selected. This window is for display purpose only. You cannot change the information on the Timekeeper History window.

C O N T E N T S



2

HINT: You can click the hyperlink available in each blue-colored field name on the window. The system will launch a Maintenance feature to let you review the information for the corresponding item.


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Chapter 6 4 Review the information for the selected time or expense entry: • Posting Status – Displays the posting status (Posted) • Customer – Displays the customer code and name • Project – Displays the project code and description • Activity – Displays the activity code and description • Type – Displays the type of the entry (Time, Expense) • Bill Option – Displays the billing option (Billable, No Charge, Do Not Bill) • Rate Source – Displays the billing rate source (Activity, Project, Customer, Division, Employee, Application)

C O N T E N T S

• Markup Code – Displays a markup code • Percent – Displays the markup percentage

S T

• Amount – Displays the markup flat amount • Units field – Displays the number of time units spent or expense units incurred

B A C K

• Adjusted Hours – Displays the number of hours set in Minimum Billing Time and Billing Time Increment in Activity Maintenance (see page 117)

I N D E X

• Rate – Displays the billing rate • Amount – Displays the standard billing amount without the markup adjustment • Markup Total – Displays the total amount for the markup • Bill Amount – Displays the total bill amount with the markup adjustment • Management Approval – Displays the Manager code and name • Secondary Approval – Displays the secondary party (Customer or Salesperson) code and name • Description – Displays a Timekeeper Entry description 5 Click OK when finished. 6 Click the button to print the Timekeeper History report (see the Print the Detail History Report section (see page 242). ___________________________________________________________ This concludes Chapter 6: Using the Main Menu of the Timekeeper manual.

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Chapter 7

Using the Posting Menu Chapter 7

Chapter 7: Using the Posting Menu teaches you how to post time and expense data from the Work in Process (WIP) file to the integrated module (see page 18).

How to Use the Posting Menu The Posting menu contains the options used to post time and expense records to the integrated Sage MAS 90 or 200 modules. This chapter does not describe every procedure that can be completed on a Posting window. For example, this chapter does not include detailed instructions on how to print or change information from certain windows available in the Posting menu. The following instructions provide a quick overview of how to complete these procedures. C O N T E N T S


Detailed instructions about changing, deleting, and printing information from the Posting windows are available in the Timekeeper online help.

Timekeeper Posting Menu Use this menu to perform functions necessary for posting time and expense reimbursements data from the Timekeeper WIP file to the integrated module.

Implementing the Posting Menu Options You might not need to use every feature available in the Posting menu, so you can select only the options your company requires. Open a Window from the Posting Menu 1 Click the Timekeeper module from the Sage MAS 90 or 200 Modules menu or Tasks tab. The module expands to display all the menu options available in Timekeeper. 2 Click the Posting menu. The names of the windows available in the menu appear on the right side of the Sage MAS 90 or 200 window. You can also select Posting from the Timekeeper menu bar to display the list of available windows.


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C O N T E N T S

S T

Open Window from the Posting Menu

Select an Item from a Lookup List

B A C K

Many fields in the Posting menu feature a Lookup list. These lists allow you to select data for the field.

I N D E X

Click the button in the respective field to select an item from the Lookup window. Selecting from a sortable list places the item you selected in the field. Print from a Posting Window You can print information from many of the windows available in the Posting menu. These windows provide a listing of the options set or the records available. For detailed information about each type of listing, see the Timekeeper online help. 1 Click the appears.

button on the window. A Listing window, similar to the following,

Timekeeper Register Window

2 Enter the date to include in the Posting Date field. 3 Choose the option you need from the Printer field. 4 Click Print, Preview, or Setup, as appropriate.

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Chapter 7 For detailed information, see the Selecting Data for a Report section (see page 218).

WIP Selection Use the WIP Selection window to enter selection criteria to specify which data to post from the WIP file to the integrated module(s).

Using WIP Selection This feature is used to minimize the amount of work in process data to post, saving time and reducing the possibility of posting errors.

C O N T E N T S

S T

WIP Selection Detail You can specify the WIP time or expense entries to post using individual fields on the WIP Selection window or their combination. Select the WIP Entries to Post 1 From the Posting menu of the Timekeeper module, select WIP Selection. The WIP Selection window appears.

B A C K I N D E X

WIP Selection Window

2 Set a specific search criteria for the WIP transactions to view for each field in the Select Field column. a Select the search equation from the drop-down list in the Operand field Operand

Description

Begins With


Ends With


Contains


Less Than


Greater Than



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Chapter 7 Operand

Description

Range


Equal To


All


b Depending on the selections made, enter a variable to define the selected operand in the Value field(s). C O N T E N T S

Multiple values for the selected operands can be entered using a comma to separate values and to enlarge the selection criteria. You can also use alternate separators (other than the reserved comma) to separate multiple selection values. The alternate separators include the following:

S T


B A C K

2HINT: For WIP Date, you can type the information in the available text

I N D E X

field, or click the button to select from a calendar. For Employee, Customer, Project, and Activity, you can type the information in the available text field, or use the button to access the Lookup and select from a sortable list. 3 Select the dates of the work in process (WIP) entries to include in the WIP Date field. 4 Select the employees of the WIP entries to include in the Employee field. 5 Select the customers of the WIP entries to include in the Customer field. 6 Select the projects of the WIP entries to include in the Project field. 7 Select the activities of the WIP entries to include in the Activity field.

2HINT: You can click Clear to discard the selections made.

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Chapter 7 8 Click Proceed. A dialog box displays containing the number of records selected.

Sage MAS 90 Dialog

9 Click OK. The detailed information for the selected records will be available on the WIP Selection Maintenance window (see page 199). 10 Click the C O N T E N T S


button to access the WIP Posting Register (see page 207).

WIP Selection Maintenance The WIP Selection Maintenance window allows you to review and edit time/expense data before posting these records from the WIP file to the integrated module.

Using WIP Selection Maintenance This feature is used to correct the posting errors by modifying the selected entries.

WIP Selection Maintenance Detail You can review and edit the WIP time/expense entries selected for posting.

5NOTE: Entries that are On Hold are displayed, but cannot be edited. Review the WIP Entries to Post 1 From the Posting menu of the Timekeeper module, select WIP Selection Maintenance. The WIP Selection Maintenance window appears.

WIP Selection Maintenance Window


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Chapter 7 2 View the information on the window. • Employee – The employee (code) for whom reimbursements are to be posted • WIP Date – The date of the WIP entry to post • Customer – The customer (code) for whom reimbursements are to be posted • Project – The project (code) for which reimbursements are to be posted • Activity – The activity (code) for which reimbursements are to be posted • Units – The total number of time units or expense items to post • Amount – The total amount of time or number of expenses to post C O N T E N T S

3 Select a WIP entry, and click the button to access the Timekeeper Edit feature (see page 200) to change the information for the entry. 4 Select a WIP entry, and click the necessary.

S T

button to remove the selected row, if

5 Click Accept to save the changes. 6 Click the

B A C K

button to access the WIP Posting Register (see page 207).

Editing Employee Entries You can change the details of an employee’s time or expense entry prior to making postings.

I N D E X

Modify an Employee’s Entry 1 From the WIP Selection Maintenance window, click the row of the time or expense entry to post that you want to change. 2 Click the

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button. The Timekeeper Edit window appears.

Timekeeper Manual


Chapter 7 The fields displayed on this window depend on the type of the selected entry.

Time

C O N T E N T S

S T

Timekeeper Edit

Expenses

You can edit all available fields on the window. 3 Change the date of the entry in the Date field. You can use the access an electronic calendar.

button to

B A C K

4 Change the customer for the entry in the Customer field. You can use the button to access the Lookup feature.

I N D E X

5 Change the project for the entry in the Project field. You can use the to access the Lookup feature.

button

6 Change the activity for the entry in the Activity field. You can use the button to access the Lookup feature. 7 Change the billing status for the entry in the Bill Option field. • Select Billable to include billable entries only. • Select Do Not Bill to include entries marked as "do not bill" only. • Select No Charge to include entries marked as "no charge" only. 8 Change the posting status for the entry in the Posting Status field. Options include: • Open – Includes entries that have NOT been placed "on hold", nor selected for the update, nor already posted to the integrated module • Hold – Includes entries that have been placed "on hold" You can place an entry on hold only if the Allow Work In Process to be placed On Hold check box is selected on the Entry tab in Timekeeper Options (see page 69).


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Chapter 7 9 For a time entry, change the number of hours in the Hours field. Use the Time Entry Format (Decimal or Clock) from Employee Maintenance (see page 77). OR For an expense entry, change the quantity of the expense item in the field. 10 For an expense entry, select the Reimburse option ( expense entry should be reimbursed.

) to indicate that the

11 For a time entry, the data in the Adjusted Hrs field displays the hours the system calculates according to the Minimum Billing Time and Billing Time Increment set in Activity Maintenance (see page 117). C O N T E N T S

You can edit the data in this field if the Billing Rate Access in Employee Maintenance (see page 77) is set to Override. 12 Select the billing rate source from the Rate Source field.

S T

This field is displayed if View, Modify, or Override is selected in the Billing Rate Access field on the Employee Maintenance window (see page 77). The following table describes each option.

B A C K I N D E X

Option

Description

Application


Employee


Division


Customer


Project


Activity


13 Enter the billing rate for the time or expense item in the Rate field. • For a time entry, this field is displayed if View, Modify, or Override is selected in the Billing Rate Access field in Employee Maintenance (see page 77). • The rate can be changed only if the access is set to Override.

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Chapter 7 14 Select the Approved check box ( ) to show that this entry has already been approved before being posted to the integrated module.

2HINT: The following Markup fields are only available if the Billing Rate

Access in Employee Maintenance (see page 77) is set to Modify or Override.

15 Enter a markup code in the Markup Code field. OR Click the


16 Enter a markup percent in the Markup % field. C O N T E N T S


17 Enter a markup amount in the Markup Amt field. 18 View the information in the Amount and Bill Amount fields. Note that these fields are for display purposes only. • The Amount field contains the standard amount without the markup adjustment. • The Bill Amount field contains the billable amount with the markup adjustment. 19 Change the description for the entry in the description/notes text field. 20 Click Accept to save the changes. OR Click Cancel to exit without saving.

Posting WIP Data to Payroll You select Timekeeper WIP data before posting these records from the WIP file to the Payroll module using the Timekeeper functionality available on the Payroll Data Entry window.


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Chapter 7 Select the WIP Entries to Post To Payroll 1 From the Main menu in the Payroll module, select Payroll Data Entry. The Pay Cycle window appears on top of the Payroll Data Entry window.

C O N T E N T S

S T

WIP Posting Register - Payroll - Pay Cycle

2 Choose the pay cycle from the Pay Cycle field. Options include:

B A C K

None Daily Weekly Biweekly Semi-Monthly Monthly Quarterly Annually

I N D E X

3 Click the

button. The Payroll WIP Selection window appears.

WIP Posting Register - Payroll WIP Selection

4 Enter the starting date of the Timekeeper WIP entries to include in the Beginning WIP Date field. Use the button to select from a calendar. 5 Enter the ending date of the Timekeeper WIP entries to include in the Ending WIP Date field. Use the button to select from a calendar.

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Chapter 7 6 Set a specific search criteria for the WIP transactions to view for each field in the Select Field column. a Select the search equation from the drop-down list in the Operand field

C O N T E N T S


Operand

Description

Begins With


Ends With


Contains


Less Than


Greater Than


Range


Equal To


All



2

HINT: For Employee, Customer, Project, and Activity, you can type the information in the available text field, or use the button to access the Lookup and select from a sortable list. 7 Select the employees of the Timekeeper WIP entries to include in the Employee field.


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Chapter 7 8 Select the customers of the Timekeeper WIP entries to include in the Customer field. 9 Select the projects of the Timekeeper WIP entries to include in the Project field. 10 Select the activities of the Timekeeper WIP entries to include in the Activity field.

5NOTE: You can lick Reset to reset fields values back to defaults, if necessary.

11 Click Proceed. 12 When a dialog box appears displaying the number of records selected, click OK.

C O N T E N T S

S T

Sage MAS 90 Dialog

13 Click Exit on the Payroll WIP Selection window to return to the Payroll Cycle window.

B A C K

14 Click OK on the Pay Cycle window to access the Payroll Data Entry window.

I N D E X

15 Select the Timekeeper employee for the payroll processing. 16 A notification dialog box appears, asking if you want to do auto deductions.

Sage MAS 90 Dialog

• Click Yes to confirm. • Click No to decline. 17 Click Exit. A notification dialog box appears, asking if you want to automatically pay employees.

Sage MAS 90 Dialog

• Click Yes to confirm. • Click No to decline.

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Chapter 7 For detailed information, please refer to the Payroll Manual or online help by Sage Software.

WIP Posting Register The WIP Posting Register window enables you to post the time/expense data you have selected for the update from the WIP file to the integrated module(s).

Using the WIP Posting Register When you print the WIP Posting Register, you are given the option to update it to the integrated module. This update process not only posts all register entries to the integrated module, but also performs calculations and updates register history. C O N T E N T S

S T

WIP Posting Register Detail The WIP Posting Register contains the information pertaining to the files being posted for the update. Update the Integrated Modules with the Timekeeper Data 1 From the Posting menu of the Timekeeper module, select WIP Posting Register. The WIP Posting Register window appears.

B A C K I N D E X Timekeeper WIP Posting Register

2 Enter the posting date for the transactions in the Posting Date field. OR Click the

button, and then select the posting date from a calendar.

3 The default printer name appears in the left corner of all Print dialog boxes. Click the arrow in this field to select from a list of available output devices or methods. You can click Setup to launch a standard print setup dialog. 4 Click Print to print the list, or click Preview to print preview the list.


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Chapter 7 The WIP Posting Register displays the files being posted for the update including: employee, date, entry, entry type, customer, project, activity, hours/units, rate, and bill amount information.

C O N T E N T S

S T B A C K

WIP Posting Register - Listing

After the WIP Posting Register, a dialog box appears asking if you want to update the integrated module(s).

I N D E X

Sage MAS 90 Dialog

5 Ensure the register is accurate, and then click Yes to update the integrated module(s) with the information. The time/expense data records you specified are posted from the WIP file to the integrated module(s).

5NOTE: To post the Timekeeper data to Payroll, use the Payroll WIP Selection window (see page 204).

Expense Reimbursement Selection Use the Expense Reimbursement Selection window to enter selection criteria to specify what expense reimbursements to post to the integrated module(s).

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Chapter 7 Using Expense Reimbursement Selection This feature is used to minimize the amount of expense reimbursement data to post, saving time and reducing the possibility of posting errors.

Expense Reimbursement Selection Detail You can specify reimbursement entries to post using individual fields on the Expense Reimbursement Selection window or their combination. Select Expense Reimbursements to Post

C O N T E N T S

1 From the Posting menu of the Timekeeper module, select Expense Reimbursement Selection. The Expense Reimbursement Selection window appears.


Expense Reimbursement Selection Window

2 Set a specific search criteria for the WIP transactions to view for each field in the Select Field column. a Select the search equation from the drop-down list in the Operand field Operand

Description

Begins With


Ends With


Contains


Less Than


Greater Than


Range



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Chapter 7 Operand

Description

Equal To


All



C O N T E N T S


S T

2HINT: For WIP Date, you can type the information in the available text

field, or click the button to select from a calendar. For Employee, Customer, Project, and Activity, you can type the information in the available text field, or use the button to access the Lookup and select from a sortable list.

B A C K I N D E X

3 Select the dates of the WIP entries to include in the WIP Date field. 4 Select the employees of the WIP entries to include in the Employee field. 5 Select the customers of the WIP entries to include in the Customer field. 6 Select the projects of the WIP entries to include in the Project field. 7 Select the activities of the WIP entries to include in the Activity field.

2HINT: You can click Clear to discard the selections made. 8 Click Proceed. A dialog box displays containing the number of records selected.

Sage MAS 90 Dialog

9 Click OK. The detailed information for the selected records will be available on the Reimbursement Selection Maintenance window (see page 211).

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Chapter 7 10 Click the 212).

button to access the Reimbursement Posting Register (see page

Reimbursement Selection Maintenance The Reimbursement Selection Maintenance window allows you to review and edit expense reimbursements data before posting these records to the integrated module(s).

Using Reimbursement Selection Maintenance This feature is used to correct the posting errors by modifying the amount of expense reimbursements for selected entries. C O N T E N T S


Reimbursement Selection Maintenance Detail You can review and edit the details of the expense reimbursement entries selected for posting.

5NOTE: Entries that are On Hold are displayed, but cannot be edited. Review the Expense Reimbursements to Post 1 From the Posting menu of the Timekeeper module, select Reimbursement Selection Maintenance. The Reimbursement Selection Maintenance window appears.

Reimbursement Selection Maintenance Window


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Chapter 7 2 View the information on the window. • Employee – The employee (code) for whom reimbursements are to be posted • WIP Date – The date of the WIP entry to post • Customer – The customer (code) for whom reimbursements are to be posted • Project – The project (code) for which reimbursements are to be posted • Activity – The activity (code) for which reimbursements are to be posted • Exp Amount – The total number of expenses to post 3 Change the Reimburse Amt, if necessary. C O N T E N T S

4 Click the rows.

button, or the arrow next to it if you need to reset values by

• Choose Reset Row to reset values for any row you select.

S T

OR • Choose Reset All Rows to reset values for all the rows.

B A C K

5 Select an expense reimbursement entry, and click the selected row, if necessary.

I N D E X

6 Click Accept to save the changes. 7 Click the 212).

button to remove the

button to access the Reimbursement Posting Register (see page

Reimbursement Posting Register The Reimbursement Posting Register window enables you to post expense reimbursements you have selected from the WIP file for updates to the integrated module(s).

Using the Reimbursement Posting Register When you print the Reimbursement Posting Register, you are given the option to update it to the integrated module. This update process not only posts all register entries to the integrated module, but also performs calculations and updates register history.

Reimbursement Posting Register Detail The Reimbursement Posting Register contains the information pertaining to the files being posted for the update.

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Chapter 7 Update the Integrated Modules with the Timekeeper Expense Reimbursements 1 From the Posting menu of the Timekeeper module, select Reimbursement Posting Register. The Reimbursement Posting Register window appears.

Reimbursement Posting Register

2 Enter the posting date for the transactions in the Posting Date field. C O N T E N T S


OR Click the

button and select the posting date from a calendar.

3 The default printer name appears in the left corner of all Print dialog boxes. Click the arrow in this field to select from a list of available output devices and methods. You can click Setup to launch a standard print setup dialog. 4 Click Print to print the list, or click Preview to print preview the list. 5 The Reimbursement Posting Register displays the files being posted for the update including the information for: employee, date, entry, entry type, customer, project, activity, hours/units, expense amount, and reimburse amount.

Reimbursement Posting Register - Listing


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Chapter 7 After the Reimbursement Posting Register, a dialog box appears asking if you want to update the register.

Sage MAS 90 Dialog

6 Ensure the register is accurate, and then click Yes to update the integrated module with the information. The expense reimbursement records you specified are posted from the WIP file to the integrated module. C O N T E N T S

5NOTE: f you specified a module for reimbursements to pay in Employee Maintenance (see page 77), you have to complete payroll transactions (see page 214).

S T

Posting Expense Reimbursements to Payroll You use the Payroll Pay Cycle feature to update the integrated module with Timekeeper data if you have Reimbursements Paid In on the Employee Maintenance window (see page 77) set to any option other than None.

B A C K I N D E X

Select a Pay Cycle to Complete Payroll Transactions Upon clicking Yes to update the module with the information during the Reimbursement Posting Register update (see page 213), the following Pay Cycle window appears.

Reimbursement Posting Register - Pay Cycle

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Chapter 7 1 Select the pay cycle from the drop-down list in the Pay Cycle field. Options include: None Daily Weekly Biweekly Semi-Monthly Monthly Quarterly Annually 2 Enter the date representing the last day of the pay period in the Period Ending Date field. Use the button to select from a calendar. C O N T E N T S


3 Select the deduction period number (1 through 5) for automatic application of deductions from the Deduction Period field. 4 Enter the normal number of days worked by employees with this pay cycle in the Days Worked field. 5 Enter the normal number of weeks worked by employees with this pay cycle in the Weeks Worked field. 6 Select the Manual Taxes check box if tax amounts are to be entered manually for all checks in the pay cycle. OR Clear this check box if you want taxes to be calculated and applied automatically. 7 Select the Auto Deductions check box for automatic application of deductions from the employee record. OR Clear this check box to manually enter each deduction during check line detail entry. 8 Select the Print Checks check box to generate computer-printed checks. OR Clear this check box for manual checks. 9 Select the Direct Deposit check box to process direct deposit transactions for direct deposit participants. OR Clear this check box if you do not want to process direct deposit transactions.


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Chapter 7 10 Click Proceed. 11 Click Yes when prompted to update to Payroll. For detailed information, please refer to the Payroll Manual or online help by Sage Software. ___________________________________________________________ This concludes Chapter 7: Using the Posting Menu of the Timekeeper manual.

C O N T E N T S


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Chapter 8

Using the Reports Menu Chapter 8

Chapter 8: Using the Reports Menu contains instructions on how to print reports based on the information available in the Timekeeper module. This module provides a variety of timely, informative reports that help you analyze time and expense data.

How to Use the Reports Menu Timekeeper provides a variety of timely, informative reports that help you analyze work in process and open invoices.

Timekeeper Reports Menu C O N T E N T S


The options available in the Timekeeper Reports menu allow your company to print different reports or preview the reports before printing.

Implementing the Reports Menu Options You can select the type of data to include in a report and determine how to sort the report. In addition to management reports, you can also produce client listings and mailing labels to improve communication and service to your clients. Open a Window from the Reports Menu 1 Click the Timekeeper module from the Sage MAS 90 or 200 Modules menu or Tasks tab. The module expands to display all the menu options available in Timekeeper. 2 Click the Reports menu. The names of the windows available in the menu appear on the right side of the Sage MAS 90 or 200 window. You can also select Reports from the Timekeeper menu bar to display the list of available windows.


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C O N T E N T S

S T

Open Window from the Reports Menu

B A C K

Timekeeper Reports Settings

I N D E X

Each report in the Timekeeper Reports menu consists of the common controls areas and two tabs: the Main and the Select tab.

Selecting Data for a Report The sections in this chapter detail the different types of information you can include in an individual report. The following steps teach you how to select the information from the common fields on the report windows. Choices include: • Department History Report (see page 223) • Employee History Report (see page 227) • Customer History Report (see page 230) • Project History Report (see page 234) • Activity History Report (see page 237) • Detail History Report (see page 241) • Work in Process Report (see page 245)

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Chapter 8 Define the Setting Options for a Report 1 Launch one of the Report windows from the Timekeeper Reports menu.

C O N T E N T S


Timekeeper Report Window - Common Controls

2 Click the button next to the Report Setting field to launch a Report Setting List window. Use that Lookup window to select the Report Setting you want to use (our example uses Standard). 3 Type or edit the text in the Description field, if necessary. 4 Click the arrow in the Type field to choose from a list of available options. Options include: Public and Others. 5 Select the check box next to the Default Report option to set this report as a default. OR Clear this check box to set this report to non-default status. 6 Select the check box next to the Print Report Settings option to output report settings along with report data. OR Clear this check box to ignore report settings when printing report data. 7 Select the check box next to the Three Hole Punch option to offset print output to accommodate standard, three-hole punch paper. OR Clear this check box for no three-hole punch offset.


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Chapter 8 8 Type the number of copies you want to produce in the Number of Copies field. OR Use the spin buttons ( ) to increment (up arrow) or decrement (down arrow) to the number of copies you want.

5NOTE: Setting this field to any number beyond 1 activates the Collated check box.

9 Select the check box next to the Collated option to collate the copies of the report (that is, sort them in sets). OR

C O N T E N T S

Clear this check box to output copies of the report unsorted. Define the Printing Options for a Report

S T

1 Click the arrow in the Printer field to get a list of output devices or methods available. Choose the option you want from that list.

B A C K I N D E X

Timekeeper Report Window - Printer Box

2 Click Print to launch a print dialog box. Use that dialog box to output the report. 3 Click Preview to see the report as it will appear when you output it. 4 Click the arrow in the Printer field to select from a list of available output devices/methods. • Select Deferred to save forms to your hard drive for printing at a future time using Deferred Printing. • Select Export/E-mail to export to a file type, such as PDF or Excel. The file can then be saved to your hard drive or e-mailed. • Select Data Only Export to export only the data portion of the report (excluding header information) to a file type, such as PDF or Excel. The file can then be saved to your hard drive or e-mailed. This option is available only if the report or listing contains header information. • Select Office Merge to export data to a Microsoft Word or Excel template. Office Merge is available only if Custom Office is registered. 5 Click Setup to launch a Printer Setup dialog box. Use that dialog box to configure your output device.

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Chapter 8 6 Click the button at the top right corner of the window to save the settings you have selected for this report. OR Click the arrow to see a list of choices.

These choices include: C O N T E N T S


• Save – Saves the report with the settings you have selected • Save As – Saves the report with the settings you have selected to a new report name • Delete – Deletes the report • Designer – Opens the Crystal Reports window so you can make the appropriate changes using the Crystal Designer (This option is available only if the Crystal Reports software is installed on your workstation and the appropriate security is set up.) The Report window looks similar to the following:

Crystal Report Designer

Define the Report Data to Print on the Main Tab 1 Select the sort order for a report. 1 Select the time format, if applicable. 2 Click the check boxes next to the selectable items to include them in ( exclude them from ( ) the printed report.


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) or

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Chapter 8 Define the Report Sorting Options on the Select Tab 1 From a Timekeeper Report window, click the Select tab. 2 Choose the desired item from the Select Field column. The available fields depend on the Report you selected. 3 Click the arrow in the Operand column and select the search equation for sorting criteria you want from the drop-down list. Options include: Operand

Description

Begins With

Returns any record whose field value begins with the filter value specified in this row.

C O N T E N T S

Ends With

Returns any record whose field value ends with the filter value specified in this row.

Contains

Returns any record whose field value contains the filter value specified in this row.

S T

Less Than

Returns any record where the field value is less than the filter value specified in this row. Specifically, fieldValue < filterValue.

Greater Than

Returns any record where the field value is greater than the filter value specified in this row. Specifically, fieldValue > filterValue.

Range


Equal To


All


B A C K I N D E X

4 Depending on the choice you make in the Operand column, enter the desired variable in either or both Value columns for the sort function. Multiple values for the selected operands can be entered using a comma to separate values and to enlarge the selection criteria. You can also use alternate separators (other than the reserved comma) to separate multiple selection values. The alternate separators include the following: ~!@#$%^&*()-=[]\;"/_+{}|:? When alternate separators are used, the value list must end with the alternate separator character.

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Chapter 8 Select an Item from a Lookup List Many fields on the Select tab feature a Lookup list. These lists allow you to select data for the field. Click the button in the respective field to select an item from the Lookup window. Selecting from a sortable list places the item you selected in the field.

Sample Report A printout of the report looks similar to the following:

C O N T E N T S


Sample Printed Report

Department History Report Use the Department History Report feature to set the sorting criteria, formats, and content for the body of the report.

Department History Report Settings You can include billable/non-billable time or expense amount information, as well as actual time to be printed on the report, and choose whether a difference between time entered and actual time spent on a job is to be included.

Department History Report Detail When the Department History Report is printed, the information for each department appears sorted by department code or description, with the details defined on the tabs of the Department History Report window.


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Chapter 8 Print the Department History Report 1 From the Reports menu of the Timekeeper module, select Department History Report. The Department History Report window appears.

C O N T E N T S

S T

Department History Report Window - Main Tab

B A C K

2 Select the setting options for the report in the Report Setting field and the Setting Options area. See the Report Setting Options section (see page 219) for more detailed information on selecting data for a report (see page 218).

I N D E X

3 Type or edit the text in the Description field, if necessary. Make the appropriate selections on the Main tab. 4 Select the sort order from the drop-down list in the Sort Report By field. Options include: • Department Code – A two-digit code identifying the department • Description – Descriptive text identifying the department 5 Select the format for time entries from the drop-down list in the Time Format field. Options include: • Clock – Select this option to use HH:MM (hours and minutes) in the time fields (for example, 2 hours, 15 minutes would be 2:15) • Decimal – Select this option to use decimal values in the time fields (for example, 2 hours, 15 minutes would be 2.25)

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Chapter 8 6 Click the check boxes next to the selectable items to include them in ( exclude them from ( ) the printed report. Options include:

C O N T E N T S


) or

Billable Time

To print the number of Billable time units

No Charge Time

To print the number of time units for entries marked as No Charge

Do Not Bill Time

To print the number of time units for entries marked as Do Not Bill

Print Time Totals

To print the total number of time units

Billed Amount

To print the amount billed for Billable expense entries.

No Charge Amount

To print the amount for expense entries marked as No Charge

Do Not Bill Amount

To print the amount for expense entries marked as Do Not Bill

Expense Amount

To print the expense amount

Expense Amount Billed

To print the amount billed for expense entries

Expense Amount Reimbursed

To print the amount reimbursed for expense entries

Actual Billable Time

To print the actual number of Billable time units

Actual No Charge Time

To print the actual number of time units for entries marked as No Charge

Actual Do Not Bill Time

To print the actual number of time units for entries marked as Do Not Bill

Print Actual Totals

To print the actual total number of time units

Print Difference Between Time and Actual Time

To print the difference between the number of time units entered and actual time units spent on a job

7 Choose the option you need from the Printer field. 8 Click Print, Preview, Setup, or Save, as appropriate. See the Report Printing Options section (see page 220) for more detailed information on selecting data for a report (see page 218). OR Click the Select tab.


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Chapter 8 Make the appropriate selections on the Select tab.

Department History Report Window - Select Tab C O N T E N T S

9 Choose the desired item from the Select Field column. Options include: Department and Year. 10 Select the sorting criteria you want from the Operand column, and the corresponding values from the Value column. See the Report Sorting Options section (see page 222) for more detailed information on selecting data for a report (see page 218).

S T

11 Click Print, Preview, Setup, or Save, as appropriate. See the Report Printing Options section (see page 220) for more detailed information on selecting data for a report (see page 218).

B A C K I N D E X

The amount of details that print depends upon the settings you selected on the Department History Report window. The following is an example of a report based on a department code, with details for each billing type for time and expenses, including the difference between the number of time units entered and actual time units spent on a job, distributed by month.

Department History Report

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Chapter 8 Employee History Report Use the Employee History Report feature to set the sorting criteria, formats, and content for the body of the report.

Employee History Report Settings You can include billable/non-billable time or expense amount information, as well as actual time to be printed on the report, and choose whether a difference between time entered and actual time spent on a job is to be included. You can also decide whether to print only active employees and set the report to print each department’s data on a separate page.

Employee History Report Detail C O N T E N T S

S T B A C K

When the Employee History Report is printed, the information for each employee appears sorted by employee code or name, or by the combination of employee/department, with the details defined on the tabs of the Employee History Report window. Print the Employee History Report 1 From the Reports menu of the Timekeeper module, select Employee History Report. The Employee History Report window appears.

I N D E X

Employee History Report Window - Main Tab

2 Select the setting options for the report in the Report Setting field and the Setting Options area. See the Report Setting Options section (see page 219) for more detailed information on selecting data for a report (see page 218). 3 Type or edit the text in the Description field, if necessary.


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Chapter 8 Make the appropriate selections on the Main tab. 4 Select the sort order from the drop-down list in the Sort Report By field. Options include: • Employee Code – An alphanumeric code identifying the employee • Employee Name – The full name of the employee • Department by Employee Code – A numeric code identifying the department by an alphanumeric code identifying the employee • Department by Employee Name – A numeric code identifying the department by the full name of the employee • Department Description by Employee Code – Descriptive text identifying the department by an alphanumeric code identifying the employee

C O N T E N T S

• Department Description by Employee Name – Descriptive text identifying the department by the full name of the employee

S T

5 Select the format for time entries from the drop-down list in the Time Format field. Options include: • Clock – Select this option to use HH:MM (hours and minutes) in the time fields (for example, 2 hours, 15 minutes would be 2:15)

B A C K

• Decimal – Select this option to use decimal values in the time fields (for example, 2 hours, 15 minutes would be 2.25)

I N D E X

6 Click the check boxes next to the selectable items to include them in ( exclude them from ( ) the printed report. Options include:

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) or

Billable Time


No Charge Time


Do Not Bill Time


Print Time Totals


Billed Amount


No Charge Amount


Do Not Bill Amount


Expense Amount






Timekeeper Manual


Chapter 8

C O N T E N T S








Print Actual Totals


Page Break Report by Department

To print each department data on a separate page

Print Active Employees Only

To exclude the inactive employees from the printed report



7 Choose the option you need from the Printer field. 8 Click Print, Preview, Setup, or Save, as appropriate. See the Report Printing Options section (see page 220) for more detailed information on selecting data for a report (see page 218). OR Click the Select tab. Make the appropriate selections on the Select tab.

Employee History Report Window - Select Tab

9 Choose the desired item from the Select Field column. Options include: Employee and Year. 10 Select the sorting criteria you want from the Operand column, and the corresponding values from the Value column. See the Report Sorting Options section (see page 222) for more detailed information on selecting data for a report (see page 218).


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Chapter 8 11 Click Print, Preview, Setup, or Save, as appropriate. See the Report Printing Options section (see page 220) for more detailed information on selecting data for a report (see page 218). The amount of details that print depends upon the settings you selected on the Employee History Report window. The following is an example of a report based on an employee code, with details for each billing type for time spent on a job, distributed by month.

C O N T E N T S


Employee History Report

Customer History Report Use the Customer History Report feature to set the sorting criteria, formats, and content for the body of the report.

Customer History Report Settings You can include billable/non-billable time or expense amount information, as well as actual time to be printed on the report, and choose whether a difference between time entered and actual time spent on a job is to be included.

Customer History Report Detail When the Customer History Report is printed, the information for each customer appears sorted by customer code or name, with the details defined on the tabs of the Customer History Report window.

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Chapter 8 Print the Customer History Report 1 From the Reports menu of the Timekeeper module, select Customer History Report. The Customer History Report window appears.

C O N T E N T S

S T

Customer History Report Window - Main Tab

B A C K


I N D E X

3 Type or edit the text in the Description field, if necessary. Make the appropriate selections on the Main tab. 4 Select the sort order from the drop-down list in the Sort Report By field. Options include: • Customer Code – An alphanumeric code identifying the customer • Name – The full name of the customer 5 Select the format for time entries from the drop-down list in the Time Format field. Options include: • Clock – Select this option to use HH:MM (hours and minutes) in the time fields (for example, 2 hours, 15 minutes would be 2:15) • Decimal – Select this option to use decimal values in the time fields (for example, 2 hours, 15 minutes would be 2.25)


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C O N T E N T S


) or

Billable Time


No Charge Time


Do Not Bill Time


Print Time Totals


Billed Amount


No Charge Amount


Do Not Bill Amount


Expense Amount












Print Actual Totals





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Customer History Report Window - Select Tab C O N T E N T S


9 Choose the desired item from the Select Field column. Options include: Customer and Year. 10 Select the sorting criteria you want from the Operand column, and the corresponding values from the Value column. See the Report Sorting Options section (see page 222) for more detailed information on selecting data for a report (see page 218). 11 Click Print, Preview, Setup, or Save, as appropriate. See the Report Printing Options section (see page 220) for more detailed information on selecting data for a report (see page 218). The amount of details that print depends upon the settings you selected on the Customer History Report window. The following is an example of a report based on a customer code, with details for each billing type for expenses incurred for services rendered, distributed by month.

Customer History Report


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Chapter 8 Project History Report Use the Project History Report feature to set the sorting criteria, formats, and content for the body of the report.

Project History Report Settings You can include billable/non-billable time or expense amount information, as well as actual time to be printed on the report, and choose whether a difference between time entered and actual time spent on a job is to be included.

Project History Report Detail When the Project History Report is printed, the information for each project appears sorted by the combination of customer/project, with the details defined on the tabs of the Project History Report window.

C O N T E N T S

Print the Project History Report 1 From the Reports menu of the Timekeeper module, select Project History Report. The Project History Report window appears.


Project History Report Window - Main Tab

2 Select the setting options for the report in the Report Setting field and the Setting Options area. See the Report Setting Options section (see page 219) for more detailed information on selecting data for a report (see page 218). 3 Type or edit the text in the Description field, if necessary.

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Chapter 8 Make the appropriate selections on the Main tab. 4 Select the sort order from the drop-down list in the Sort Report By field. Options include: • Customer Code by Project Code – An alphanumeric code identifying the customer by an alphanumeric code identifying the project • Customer Code by Project Description – An alphanumeric code identifying the customer by the descriptive text identifying the project • Customer Name by Project Code – The full name of the customer by an alphanumeric code identifying the project C O N T E N T S


• Customer Name by Project Description – The full name of the customer by the descriptive text identifying the project 5 Select the format for time entries from the drop-down list in the Time Format field. Options include: • Clock – Select this option to use HH:MM (hours and minutes) in the time fields (for example, 2 hours, 15 minutes would be 2:15) • Decimal – Select this option to use decimal values in the time fields (for example, 2 hours, 15 minutes would be 2.25) 6 Click the check boxes next to the selectable items to include them in ( exclude them from ( ) the printed report. Options include:

) or

Billable Time


No Charge Time


Do Not Bill Time


Print Time Totals


Billed Amount


No Charge Amount


Do Not Bill Amount


Expense Amount











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Chapter 8 Actual Do Not Bill Time


Print Actual Totals




7 Choose the option you need from the Printer field. 8 Click Print, Preview, Setup, or Save, as appropriate. See the Report Printing Options section (see page 220) for more detailed information on selecting data for a report (see page 218). C O N T E N T S

OR Click the Select tab.

S T

Make the appropriate selections on the Select tab.

B A C K I N D E X

Project History Report Window - Select Tab

9 Choose the desired item from the Select Field column. Options include: Customer, Project, and Year. 10 Select the sorting criteria you want from the Operand column, and the corresponding values from the Value column. See the Report Sorting Options section (see page 222) for more detailed information on selecting data for a report (see page 218). 11 Click Print, Preview, Setup, or Save, as appropriate. See the Report Printing Options section (see page 220) for more detailed information on selecting data for a report (see page 218).

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Chapter 8 The amount of details that print depends upon the settings you selected on the Project History Report window. The following is an example of a report based on a customer code by project code, with details for each, with details for each billing type for the time spent and expenses incurred for services rendered, distributed by month.

C O N T E N T S


Project History Report

Activity History Report Use the Activity History Report feature to set the sorting criteria, formats, and content for the body of the report.

Activity History Report Settings You can include billable/non-billable time or expense amount information, as well as actual time to be printed on the report, and choose whether a difference between time entered and actual time spent on a job is to be included.

Activity History Report Detail When the Activity History Report is printed, the information for each activity appears sorted by activity code or description, with the details defined on the tabs of the Activity History Report window.


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Chapter 8 Print the Activity History Report 1 From the Reports menu of the Timekeeper module, select Activity History Report. The Activity History Report window appears.

C O N T E N T S

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Activity History Report Window - Main Tab


B A C K I N D E X

3 Type or edit the text in the Description field, if necessary. Make the appropriate selections on the Main tab. 4 Select the sort order from the drop-down list in the Sort Report By field. Options include: • Activity Code – An alphanumeric code identifying the activity • Description – Descriptive text identifying the activity 5 Select the format for time entries from the drop-down list in the Time Format field. Options include: • Clock – Select this option to use HH:MM (hours and minutes) in the time fields (for example, 2 hours, 15 minutes would be 2:15) • Decimal – Select this option to use decimal values in the time fields (for example, 2 hours, 15 minutes would be 2.25)

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C O N T E N T S


) or

Billable Time


No Charge Time


Do Not Bill Time


Print Time Totals


Billed Amount


No Charge Amount


Do Not Bill Amount


Expense Amount












Print Actual Totals




7 Click Print, Preview, Setup, or Save, as appropriate. See the Report Printing Options section (see page 220) for more detailed information on selecting data for a report (see page 218). OR Click the Select tab.


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Activity History Report Window - Select Tab C O N T E N T S

8 Choose the desired item from the Select Field column. Options include: Activity and Year. 9 Select the sorting criteria you want from the Operand column, and the corresponding values from the Value column. See the Report Sorting Options section (see page 222) for more detailed information on selecting data for a report (see page 218).

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B A C K I N D E X

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Chapter 8 The amount of details that print depends upon the settings you selected on the Activity History Report window. The following is an example of a report based on an activity code, with details for each billing type for time entries, including the difference between the number of time units entered and actual time units spent on a job, distributed by month.

C O N T E N T S


Activity History Report

Detail History Report Use the Detail History Report feature to set the sorting criteria, formats, and content for the body of the report.

Detail History Report Settings You can choose to print detail information for each employee, customer, or activity code, as well as by billing option or posting date. You can also include the Do Not Bill time or expense information to be printed on the report.

Detail History Report Attributes When the Detail History Report is printed, the information for each activity appears in the selected sort order, with the details defined on the tabs of the Detail History Report window.


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Chapter 8 Print the Detail History Report 1 From the Reports menu of the Timekeeper module, select Detail History Report. The Detail History Report window appears.

C O N T E N T S

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Detail History Report Window - Main Tab

B A C K


I N D E X

3 Type or edit the text in the Description field, if necessary.

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Chapter 8 Make the appropriate selections on the Main tab. 4 Select the sort order from the drop-down list in the Sort Report By field. Options include: • Employee Code – An alphanumeric code identifying the employee • Customer Code – An alphanumeric code identifying the customer • Activity Code – An alphanumeric code identifying the activity • Billing Option – A description of the type of billing applied to the work in process (WIP) posting

C O N T E N T S


• Posting Date – The date the work in process (WIP) entry was posted to the integrated module 5 Select the format for time entries from the drop-down list in the Time Format field. Options include: • Clock – Select this option to use HH:MM (hours and minutes) in the time fields (for example, 2 hours, 15 minutes would be 2:15) • Decimal – Select this option to use decimal values in the time fields (for example, 2 hours, 15 minutes would be 2.25) 6 Click the check boxes next to the selectable items to include them in ( exclude them from ( ) the printed report. Options include: Do Not Bill

) or




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Detail History Report Window - Select Tab C O N T E N T S

9 Choose the desired item from the Select Field column. Options include: Employee Department WIP Date Customer Project Activity Posting Date

S T B A C K

10 Select the sorting criteria you want from the Operand column, and the corresponding values from the Value column. See the Report Sorting Options section (see page 222) for more detailed information on selecting data for a report (see page 218).

I N D E X


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Chapter 8 The amount of details that print depends upon the settings you selected on the Detail History Report window. The following is an example of a report based on a an employee code, which includes the customer, project, WIP, Posting, Payroll, and Reimburse dates, as well as rate, time/expense units, markups, and bill amounts information.

C O N T E N T S


Detail History Report

Work In Process Report Use the Work In Process Report feature to set the sorting criteria, formats, and content for the body of the report.

Work In Process Report Settings You can choose to print detail information for each employee, customer, or activity code, as well as by billing option. You can also include the Do Not Bill time or expense information to be printed on the report.

Work In Process Report Detail When the Work In Process Report is printed, the information for each work in process task appears in the selected sort order, with the details defined on the tabs of the Work In Process Report window.


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Chapter 8 Print the Work In Process Report 1 From the Reports menu of the Timekeeper module, select Work In Process Report. The Work In Process Report window appears.

C O N T E N T S

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Work In Process Report Window - Main Tab


B A C K I N D E X

3 Type or edit the text in the Description field, if necessary. Make the appropriate selections on the Main tab. 4 Select the sort order from the drop-down list in the Sort Report By field. Options include: • Employee Code – An alphanumeric code identifying the employee • Customer Code – An alphanumeric code identifying the customer • Activity Code – An alphanumeric code identifying the activity • Billing Option – A description of the type of billing applied to the work in process (WIP) posting 5 Select the format for time entries from the drop-down list in the Time Format field. Options include: • Clock – Select this option to use HH:MM (hours and minutes) in the time fields (for example, 2 hours, 15 minutes would be 2:15) • Decimal – Select this option to use decimal values in the time fields (for example, 2 hours, 15 minutes would be 2.25)

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Chapter 8 6 Click the check boxes next to the selectable items to include them in ( exclude them from ( ) the printed report. Options include: Do Not Bill

) or


7 Choose the option you need from the Printer field. 8 Click Print, Preview, Setup, or Save, as appropriate. See the Report Printing Options section (see page 220) for more detailed information on selecting data for a report (see page 218). OR Click the Select tab. C O N T E N T S

Make the appropriate selections on the Select tab.

S T B A C K I N D E X Work in Process Report Window - Select Tab

9 Choose the desired item from the Select Field column. Options include: Employee Department Date Customer Project Activity 10 Select the sorting criteria you want from the Operand column, and the corresponding values from the Value column. See the Report Sorting Options section (see page 222) for more detailed information on selecting data for a report (see page 218). 11 Click Print, Preview, Setup, or Save, as appropriate. See the Report Printing Options section (see page 220) for more detailed information on selecting data for a report (see page 218).


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Chapter 8 The amount of details that print depends upon the settings you selected on the Work In Process Report window. The following is an example of a report based on a billing option, which includes the employee, customer, project, activity, as well as time/expense types, and time/expense amounts information for WIP.

C O N T E N T S

S T B A C K

Work In Process Report

___________________________________________________________

I N D E X

This concludes Chapter 8: Using the Reports Menu of the Timekeeper manual.

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Chapter 9

Using the Utilities Menu Chapter 9

Chapter 9: Using the Utilities Menu explains how to purge Timekeeper history files and import data from the integrated modules.

How to Use the Utilities Menu The Timekeeper Utilities menu includes functions normally performed at the end of accounting period (usually, the last business day of each month) and fiscal years.

Timekeeper Utilities Menu C O N T E N T S


The options available in the Utilities menu allow your company to clear periodic files and prepare for the following period’s business. It also provides the option to import data from the integrated Sage MAS 90 or 200 modules.

Implementing the Utilities Menu Options The activities described in this chapter are usually performed by a manager or administrator. Open a Window from the Utilities Menu 1 Click the Timekeeper module from the Sage MAS 90 or 200 Modules menu or Tasks tab. The module expands to display all the menu options available in Timekeeper. 2 Click the Utilities menu. The names of the windows available in the menu appear on the right side of the Sage MAS 90 or 200 window. You can also select Utilities from the Timekeeper menu bar to display the list of available windows. 3 Click the name of the window to open. The system displays the selected window.

Open Window from the Utilities Menu


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Chapter 9 Purge Detail History The Purge Detail History procedure can be performed at any time. This procedure helps you clear periodic files and prepare for the following business period.

Purging the Data Depending on your organization’s needs, you might want to purge the data at the end of each year or at the end of each accounting period (usually, the last business day of each month).

Using the Purge Detail History Feature Perform the Purge Detail History procedure to remove data from the Timekeeper Detail file. Only Timekeeper entries that have been updated to the integrated module and updated in Payroll Data Entry (if posting to Payroll and if reimbursable expenses have been updated) will be purged.

C O N T E N T S

Remove the Detail History

S T

1 From the Timekeeper Utilities menu, select Purge Detail History. The Purge Detail History window appears.

B A C K I N D E X Purge Detail History Window

2 Enter the last date to include in the purge process. OR Click the button to launch an electronic calendar. Use that calendar to select the date you need. 3 Click Proceed. The following dialog box appears.

Sage MAS 90 Dialog

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Chapter 9 4 Click Yes to purge the information. OR Click No to cancel the action.

Purge Summary History The Purge Summary History procedure can be performed at any time. This procedure helps you clear periodic files and prepare for the following business period.

Purging the Data C O N T E N T S


Depending on your organization’s needs, you might want to purge the data at the end of each year or at the end of each accounting period (usually, the last business day of each month).

Using the Purge Summary History Feature Perform the Purge Summary History procedure to remove data from the Department, Employee, Customer, Project, and Activity History files. Remove the Summary History 1 From the Timekeeper Utilities menu, select Purge Summary History. The Purge Summary History window appears.

Purge Summary History Window

Depending on the selection in Timekeeper Options (see page 64), the system asks for Calendar Year or Fiscal Year. • If the setting is Fiscal Year, this field defaults to the current fiscal year minus 2. • If that year doesn’t exist in history, this field defaults to the earliest year found in history.

5NOTE: Our example uses Calendar Year.


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Chapter 9 2 Enter the last calendar year to include in the purge process. OR Click the down arrow to see a list of available calendar years. Select the year you want from that list. 3 Click Proceed. The following dialog box appears.

Sage MAS 90 Dialog C O N T E N T S

S T

4 Click Yes to purge the information. OR Click No to cancel the action.

Recalculate Summary History This recalculation procedure can be performed at any time. This procedure helps you clear periodic files and prepare for the following business period.

B A C K

Recalculating the Data

I N D E X

Depending on your organization’s needs, you might want to recalculate the data at the end of each year or at the end of each accounting period (usually, the last business day of each month).

Using the Recalculate Summary History Feature Perform the Recalculate Summary History procedure to remove existing data from Employee, Customer, Project, and Activity History files, and replace those with the updated information from the Timekeeper Detail History file. Rebuild the Summary History 1 From the Timekeeper Utilities menu, select Recalculate Summary History. The Recalculate Summary History dialog appears.

Recalculate Summary History Window

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Chapter 9 2 Click Proceed. The system informs you that the Summary History prior to the date for the Detail History data will be removed.

Sage MAS 90 Dialog

3 Click Yes to rebuild the Summary History data and remove the data prior to the the oldest WIP Date for posted records found in the Timekeeper Detail file. OR Click No to cancel the action. C O N T E N T S


5NOTE: If the Timekeeper Detail file does not contain any posted records

(meaning the user never posted any records to the integrated module or they did post, but purged the detail history before running the Recalculate Summary History utility), then the system prompt will display the following message:

Sage MAS 90 Dialog

• Click Yes to remove the Summary History. OR • Click No to cancel the action.

Timekeeper Import The Timekeeper Import feature allows you to import the specified data into Timekeeper from other Sage MAS 90 or 200 modules.

Importing the Data This feature lets you import the existing employees, customers, projects, and activities into the Timekeeper module.

Using the Timekeeper Import Feature The Timekeeper Import window allows you to specify which data you want to import into Timekeeper from other Sage MAS 90 or 200 modules.


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Chapter 9 Select Data to Import 1 From the Timekeeper Utilities menu, select Timekeeper Import. The TKImport window appears.

C O N T E N T S

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Timekeeper Import Window

2 Select the type of data to import from the Import field. The available options depend on the module(s) integrated with Timekeeper. In our example, Accounts Receivable, Job Cost, and Payroll are integrated with Timekeeper.

B A C K I N D E X

3 Select the Import check box next to each row of data you want to import. The checkmark ( ) appears next to all entries selected on the import grid. • Click the

button to select all data for the import.

• Click the button to withhold all data for the import. All of the selected check boxes are cleared ( ). 4 Change the name of the imported item in the Timekeeper module in the Timekeeper field, if applicable. For example, to import employee or customer data from other modules, you must specify the employee or customer code as it appears in each system. 5 Click Proceed to import the data. OR Click Cancel to exit the window without importing. ___________________________________________________________ This concludes Chapter 9: Using the Utilities Menu of the Timekeeper manual.

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Our

PDA Instructions

Is Your Solution

Chapter 10

Using the Remote Menu Chapter 10

Chapter 10: Using the Remote Menu contains details on how to set up the Timekeeper data entry application to run on a remote device.

:WARNING: If you are using Timekeeper on a PDA, the Timekeeper

C O N T E N T S

module must be activated and set up in all companies (see page 38) that are going to use the module. Timekeeper cannot be in a state where any one company is activated but not set up. This scenario may result in a security error (SY_NewSystem) when you try to synchronize with a Palm OS device. For example, if companies ABC and MCC are both activated, but only MCC is set up for Timekeeper, then the security error may occur. To resolve the issue, ABC would either need to be deactivated or set up in the Timekeeper module.

How to Use the Remote Menu This chapter does not describe every procedure that can be completed via the Remote menu options. This chapter describes each option so you can set up your Timekeeper system quickly and start using the module. Detailed instructions about installing Timekeeper on a PDA and local synchronization are available in the Chapter 11: Installing and Configuring Timekeeper PDA (see page 264) and in the Timekeeper online help. The following instructions provide a quick overview of how to complete these procedures.


Timekeeper Remote Menu The Timekeeper Remote menu contains the options to configure the Timekeeper data entry application to function in a remote mode. This menu also provides the option to synchronize your PDA device with your Sage MAS 90 or 200 system.

Implementing the Remote Menu Options You might not need to use every feature available in the Remote menu. Select only the options your company requires. Open a Window from the Remote Menu 1 Click Timekeeper from the Sage MAS 90 or 200 Modules menu or Tasks tab. The module expands to display all the menu options available in Timekeeper. 2 Click the Remote menu. The names of the windows available in the menu appear on the right side of the Sage MAS 90 or 200 window. You can also select Remote from the Timekeeper menu bar to display the list of available windows.

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C O N T E N T S


Open Window from the Remote Menu

Install PDA Application The first time you start the Install PDA Application feature, the Timekeeper PDA Application Installation Wizard appears. This wizard contains options for you to install Timekeeper to your Palm OS device or to your Pocket PC (Windows CE) device.

PDA Application Installation Wizard


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Chapter 10 Timekeeper PDA Application Installation Wizard This wizard will prepare your workstation to synchronize your PDA with the Sage MAS 90 or MAS 200 system for the selected module, and if necessary, install supporting files to your workstation and PDA. Once the wizard has determined your workstation is properly configured, it will ask to which Remote Device you wish to install. Remote devices must be set up (see page 264) to be visible in the wizard. After the remote device is chosen, the wizard will then walk you through the necessary steps to install.

Installing Remote Modules on a PDA The PDA Application Installation feature is required to install all remote modules on PDA devices. You must connect your PDA device while installing. The PDA Application Installation Wizard is designed to ease the application install on a PDA. Follow the on-screen prompts to complete the installation process.

C O N T E N T S

For detailed steps on how to install Timekeeper on the Palm OS device (see page 267) and the Pocket PC device (see page 275), see the installation instructions (see page 264).

S T

:WARNING: It is highly recommended not to change the associated Palm

OS User Name. If you do change the Palm OS User Name associated with the Remote Device, the change will be permanent.

B A C K I N D E X

Timekeeper Server Monitor The Timekeeper Server Monitor utility starts and stops the Timekeeper Server, and configures it so that the system performs these operations automatically.

Using the Timekeeper Server Monitor You can easily change port assignment, check status, monitor uptime and downtime, and run the Server Monitor as Windows Service (an application that starts when Windows is booted and runs in the background as long as Windows is running).

Designating the Timekeeper Server For Sage MAS 90 applications, this feature should be run ONLY on the computer designated as the Timekeeper Server.

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Chapter 10 Run the Timekeeper Server Monitor 1 From the Remote menu in the Timekeeper module, select Timekeeper Server Monitor. The Timekeeper Server Monitor window appears.

Timekeeper Server Monitor Window C O N T E N T S


2 The Port field displays the default port number. Change the port number, if necessary. 3 Click the

button to find the status of the Timekeeper Server.

The Uptime field shows whether the Timekeeper Server is running or not, and displays the amount of time that has elapsed since the Timekeeper was started. 4 Select the Register as Windows Service check box to configure the Timekeeper Server as a regular Windows operating system service. The window looks as follows:

Timekeeper Server Monitor Window

a Click Register as Windows Service. The following notification dialog appears:

Sage MAS 90 Dialog

After users register the service, the Timekeeper Server starts or ends automatically when the system starts up or shuts down.


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Chapter 10 b Click OK to reboot the server to install the Timekeeper Server Monitor. The window looks as follows:

Timekeeper Server Monitor Window

c Click Unregister Service, if necessary. The following notification appears: C O N T E N T S

Sage MAS 90 Dialog

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d Click OK to stop the service and uninstall the Timekeeper Server Monitor.

B A C K I N D E X

5 Click the

button to stop the Timekeeper Server.

6 Click the

button to start the Timekeeper Server.

7 Click the

button to close the Timekeeper Server Monitor window.

Windows CE Sync There are two types of synchronization you can perform to synchronize Timekeeper on your Windows CE device with your Sage MAS 90 or 200 system: local and remote. Use the Timekeeper MAS 90 Synchronization (Windows CE) window to locally synchronize Timekeeper on your Windows CE device with your Sage MAS 90 or 200 system (see page 280).

Synchronizing the Data To maintain the consistency of the data between the PDA device and the Sage MAS 90 or 200 system, you must synchronize the data. By synchronizing the data, you send the information the user entered in the PDA to the respective module on the Sage MAS 90 or 200 system, and you download the latest data from the Sage MAS 90 or 200 system to the PDA device.

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Chapter 10 Synchronizing Pocket PC (Windows CE) Devices If you want to keep your information synchronized between your main PC and your handheld PC, Pocket PC (Windows CE) devices must be connected to the workstation running Sage MAS 90 or 200 via ActiveSync® by Microsoft. ActiveSync offers the ability to configure the synchronization settings prior to your first synchronization.

5NOTE: ActiveSync is used to sync at a workstation not using a Web

Server. Microsoft ActiveSync works only with Windows XP SP2 or earlier. Starting with Windows Vista, ActiveSync has been replaced with the Windows Mobile Device Center, which is included as part of the operating system.

C O N T E N T S

Synchronize Your Windows CE Device with the Sage MAS 90 or 200 System 1 From the Remote menu in the Timekeeper module, select Windows CE Sync. The following Timekeeper MAS 90 synchronization window appears.


Windows CE Sync Window

2 Ensure your Windows CE device is connected and Timekeeper is not running on the device before performing this synchronization procedure. 3 Select the Show Log check box to show synchronization log when synchronization completes. 4 Click the Sync button. The system synchronizes the data.

Web Start Link Generation The Java Web Start Link Generation feature enables you to generate the link for Java™ Web Start.

Java™ Web Start Java Web Start ensures the most current version of the application will be deployed, as well as the correct version of the Java Runtime Environment (JRE). Java™ Web Start allows application software for the Java Platform (such as Timekeeper Entry (see page 142)) to be started directly from the Internet using a web browser.


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Chapter 10 Using the Website URL The website URL (Uniform Resource Locator, also known as web address ) is the location that must contain the Timekeeper.jar and Timekeeper.jnlp files. • A JAR file (or Java ARchive) is a ZIP file used to store compiled Java classes and associated metadata that can constitute a program. • A JNLP (or Java Network Launching Protocol) file, well-known as Java Web Start, allows application software for the Java Platform to be started directly from the Internet using a web browser. The Timekeeper Server URL is the location where the user gains access to the Timekeeper Entry link. C O N T E N T S

Generate a Java Web Start Link 1 From the Remote menu of the Timekeeper module, select Web Start Link Generation. The Java Web Start Link Generation window appears.


Timekeeper Web Start Link Generation Window

2 Enter the Uniform Resource Locator address (URL) of the website in the Website URL field. This website must contain the Timekeeper.jar and Timekeeper.jnlp files. Users must copy these files manually from the MAS90\TK directory to the URL. • The Timekeeper.jar file (JAR, or Java ARchive) provides the Timekeeper Entry application user interface. • The Timekeeper.jnlp file (JNLP, or Java Network Launching Protocol) stores the connections settings the system generates automatically after you click Accept. on the Java Web Start Link Generation window.

5NOTE: Do NOT include "http://" in the Website URL.

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Chapter 10 3 Enter the URL of the Timekeeper Server in the Timekeeper Server URL field. Specify the port number that your Timekeeper Server is using. This URL is the location of the Remote Procedure Call (RPC) server the Timekeeper Entry application uses to connect to the Sage MAS 90 or 200 system.

5NOTE: Do NOT include "http://" in the Timekeeper Server URL. 4 Select the Permit Local Access check box to allow the Timekeeper Entry application (see page 142) to synchronize with the Sage MAS 90 or 200 system. C O N T E N T S

S T

5 Click Accept to save the changes. The system generates the Timekeeper.jnlp file. ___________________________________________________________ This concludes Chapter 10:Using the Remote Menu of the Timekeeper manual.

B A C K I N D E X


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Chapter 11

Installing and Configuring Timekeeper PDA Chapter 11

Chapter 11: Installing and Configuring Timekeeper PDA teaches you how to install, configure, and synchronize your PDA for the Timekeeper application. You can install Timekeeper on a Palm OS or Pocket PC (Windows CE) device.

Configuring Timekeeper on a PDA Before a user can access or synchronize data in Timekeeper on a remote device, the PDA device has to be configured to use the Timekeeper application, and the remote device license must exist in the Sage MAS 90 or 200 system.

Obtaining Remote Device Licenses C O N T E N T S

First, the user must be created as a remote user. After creating the remote user, the user must be assigned to an employee. Next, a device along with a remote license needs to be created. The following sections contain the steps for creating a remote user, remote device, and remote device license to start using Timekeeper on a PDA.

S T

Using Remote User Maintenance The Remote User Maintenance feature available in the Library Master Extensions module by HighTower allows you to create remote users and assign passwords and companies to specific users.

B A C K I N D E X

Create a Remote User 1 Expand the Library Master Extensions module, and click Remote X Remote User Maintenance. The Remote User window appears.

Remote User Window

2 Enter the login name of the user in the Remote User field. 3 Enter the full name of the user in the User Name field.

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Chapter 11 4 Enter the user password in the Password field.

5NOTE: The Default Company and the Use Last Company fields are only used with the .timekeeper application.

5 Click Accept to save the changes. For more detailed information, see the Library Master Extensions Manual or online help by HighTower.

Using Employee Maintenance C O N T E N T S

S T

The Employee Maintenance window (see page 77) in the Timekeeper module must have an employee assigned to the remote user. For example, the following picture displays the Jerry Thomas user in the Remote User field. Assign a Remote User to an Employee 1 From the Setup menu of the Timekeeper module, click Employee Maintenance to open the Employee Maintenance window.

B A C K I N D E X

Employee Maintenance Window - Remote User

2 After entering the employee code and employee’s last and first name, enter the Sage MAS 90 or 200 user code to link to this employee in the User Code field.

5NOTE: If an employee linked to the current user is not found, Timekeeper Entry (see page ) will NOT be accessible.

3 For an employee that will use Timekeeper PDA, enter the remote user this employee will use when entering time remotely in the Remote User field. For detailed information, see the Library Master Extensions Manual or online help by HighTower.


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Chapter 11 4 Enter the appropriate information in the remaining fields on the Employee Maintenance window, and click OK. For more detailed information on configuring Timekeeper employees, see the Employee Maintenance section (see page 77)

Using Remote Device Maintenance The Remote Device maintenance window available in the Library Master Extensions module is used to create remote devices for Sage MAS 90 or 200. Create a Remote Device 1 Expand the Library Master Extensions module, and click Remote X Remote Device Maintenance. The Remote Device window appears.

C O N T E N T S


Remote Device Window

2 Select your device from the list of available choices. OR Enter the name of the device in the Device field. 3 Select the type of the device you need from the drop-down list in the Device Type field. Options include: • Palm OS – Running Palm OS 5.0 or later • Windows CE – Pocket PC (Windows CE) • Computer – Desktop or Laptop • Internet – Device type available by default for Timekeeper users 4 Click Accept to save the changes. For more detailed information, see the Library Master Extensions Manual or online help by HighTower.

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Chapter 11 Using Remote Licenses Maintenance The Remote Licenses maintenance window available in the Library Master Extensions module is used to assign available licenses to particular applications. Each User/Device/Application combination requires one license. Create a Remote License 1 Expand the Library Master Extensions module, and click Remote X Remote License Maintenance. The Remote Licenses window appears.

C O N T E N T S


Remote Licenses Window

2 Select Timekeeper from the Module field. 3 Select the name of the remote user created on the Remote User maintenance window (see page 264) from the Remote User field. 4 Select the name of the device you created on the Remote Device maintenance window (see page 266) from the Remote Device field. 5 Click Accept to save the changes. This license status is set to Pending until the user synchronizes the data. After the synchronization process is finished, the status is changed to Accepted. For more detailed information, see the Library Master Extensions Manual or online help by HighTower.

Palm OS Instructions The Timekeeper module on the Sage MAS 90 or 200 system features a Remote menu (see page 256), which contains options for you to install Timekeeper to the Palm OS device.


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Chapter 11 Palm OS System Requirements The Timekeeper Palm OS application must be installed to a Palm OS device running Palm OS 4.0 or later. It is not possible for the install script to determine what Palm OS version your device runs. Make sure you install only to devices running Palm OS 4.0 or later. If you install to a device running an OS earlier than Palm OS 4.0, the program will display an error message indicating OS incompatibility and immediately exit.

PDA Application Installation Wizard The Install PDA Application feature (see page 257) is required to install all remote modules on PDA devices. You must connect your PDA device while installing. The PDA Application Installation Wizard is designed to ease the application install on a PDA. Follow the on-screen prompts to complete the installation process.

C O N T E N T S

Navigating in the PDA Application Installation Wizard The wizard does not store or modify any data before the final step; thus, it can be safely restarted. The Next button takes you to the subsequent step, the Back button can be used to jump back to previous steps in order to modify settings. You can click Cancel at any time to stop the wizard.

S T B A C K

Install the Timekeeper Module on a Palm OS Device 1 From the Timekeeper module’s Remote menu, select Install PDA Application. The Timekeeper PDA Application Installation wizard starts.

I N D E X

PDA Application Installation Wizard

• To view information about HighTower PDA applications, click the HighTower PDA Applications link. • Close the window when finished. 2 Click Next on the Welcome screen to proceed.

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Chapter 11 The Workstation Setup window only appears if the workstation is not set up to synchronize with the Sage MAS 90 or 200 system.

C O N T E N T S


PDA Application Installation Wizard Window

• If this window appears, verify that the I will be using a Palm OS Device option is selected, and click Run Workstation Setup. The system installs the components and prompts you to reboot your system. • After rebooting the workstation, open Sage MAS 90 or 200 and relaunch the Timekeeper PDA Application Installation wizard, and then continue with the next step. The following window appears:


3 Click the

button to select the remote device to set up.


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Chapter 11 The HighTower Remote Device window appears.

C O N T E N T S

HighTower Remote Device Window

4 Choose the appropriate device (Palm OS), and click Select. The device name appears in the Remote Device field.

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5 The Select Palm OS User Name field appears on the screen. Select the Palm OS User from the drop-down list of available users. The device requirements options appear on the window.

B A C K I N D E X


:WARNING: It is highly recommended not to change the associated Palm

OS User Name. If you do change the Palm OS User Name associated with the Remote Device, the change will be permanent.

6 Check the remote device you created for the minimum requirements (see the instructions under the How do I check? link in the installation wizard).

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Chapter 11 7 Select the My device conforms check box, and then click Next to continue. If the following dialog box appears, you have to perform the HotSync operation.

Device Identification Dialog

8 Click OK on the Device Identification dialog. You will need to perform a HotSync operation on the Palm OS device to continue with the installation. See the Use the Palm OS HotSync® Feature section (see page 273) for more information. C O N T E N T S

9 Click Next on the Installation Wizard window to continue. After the sync process completes, if you have multiple enhancements being installed on the same PDA, the following installation window appears.



10 Select the application(s) you want to install, and click Next to continue. The following window appears.



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Chapter 11 11 Click Next to install the application. The following dialog box appears.

Sage MAS 90 Dialog

5NOTE: You will need to perform a HotSync operation on the Palm OS

device to finish the installation. See the Use the Palm OS HotSync® Feature section (see page 273) for more information. After you perform a HotSync operation, the following window appears. C O N T E N T S


HighTower PDA Application Installation Wizard Window

12 Click Finish to close the installation wizard. Timekeeper is now installed on your Palm OS device..

HotSync® Operation Start the HotSync® operation, to synchronize information between your Palm handheld and your desktop computer.

Using HotSync® Manager You use the HotSync® Manager function available in the Palm™ Desktop application by Palm™, Inc. to send the data from the Palm device to the workstation.

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Chapter 11 Start the Palm OS HotSync® Feature 1 Perform the synchronization by tapping the HotSync ( ) icon on the Palm OS device. The synchronization will include the Timekeeper files.

MAS Sync C O N T E N T S


Depending on how you set up the HotSync® Manager (for local or modem synchronization), the process may be different. Review the HotSync Manager online help files for the correct instructions. 2 Review the Palm Desktop log file by selecting View Log from the HotSync menu. Once the Palm OS Device is done syncing, the desktop will produce a log that will indicate if there were any problems during the sync operation. When the process is finished, the Timekeeper icon appears on the Palm OS device.

Palm OS - Timekeeper Icon

Starting Timekeeper on the Palm OS Device for the First Time The first time you start the Timekeeper PDA application on your Palm device, you must select a user and synchronize your Palm OS device.

Troubleshooting the HotSync Operation • If there is a problem with the sync operation, verify that other applications are syncing from the Palm OS device. • If there is a problem with the syncing of standard applications, please contact the manufacturer or vendor of the Palm device hardware.


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Chapter 11 Select a User and Perform a Synchronization Process 1 Tap the

icon on your Palm OS device.

Warning

2 When the warning appears, tap OK. The Set Timekeeper User screen appears.

C O N T E N T S

S T

New User Screen

B A C K

3 Enter the remote user name in the Remote User field.

I N D E X

4 Enter the password in the Password field. 5 Tap OK. 6 Tap OK for the notification message, and start HotSync® again. 7 Start Timekeeper after the HotSync. The Timekeeper Entry List screen appears.

Entry List Screen

The Timekeeper application on the Palm OS device is now ready to be used.

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Chapter 11 Pocket PC (Windows CE) Instructions The Timekeeper module on the Sage MAS 90 or 200 system features a Remote menu (see page 256), which contains options to install Timekeeper to the Pocket PC (Windows CE) device and synchronize the data.

Pocket PC (Windows CE) System Requirements The Timekeeper Pocket PC application requires Microsoft ActiveSync® application to run on the workstation and Pocket PC (Windows CE) device that will be used for the synchronization process. If your PDA is not connected to your workstation, you will receive a system prompt. C O N T E N T S


ActiveSync Prompt

To set up a connection, start ActiveSync, and follow the instructions on the screen.

PDA Application Installation Wizard The Install PDA Application feature (see page 257) is required to install all remote modules on PDA devices. You must connect your PDA device while installing. The PDA Application Installation Wizard is designed to ease the application install on a PDA. Follow the on-screen prompts to complete the installation process.

Navigating in the PDA Application Installation Wizard The wizard does not store or modify any data before the final step; thus, it can be safely restarted. The Next button takes you to the subsequent step, the Back button can be used to jump back to previous steps in order to modify settings. You can click Cancel at any time to stop the wizard.


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Chapter 11 Install Timekeeper on a Pocket PC (Windows CE) Device 1 From the Timekeeper module’s Remote menu, select Install PDA Application. The Timekeeper PDA Application Installation wizard starts.

C O N T E N T S PDA Application Installation Wizard Window

S T

• To view information about HighTower PDA applications, click the HighTower PDA Applications link. • Close the window when finished.

B A C K

2 Click Next on the Welcome screen to proceed.

I N D E X

The Workstation Setup window only appears if the workstation is not set up to synchronize with Sage MAS 90 or 200.

Timekeeper PDA Application Installation Wizard Window

• If this window appears and you will NOT use a Palm OS device, clear the I will be using a Palm OS device check box, and then click Run Workstation Setup. The system installs the components and prompts you to reboot your system. • After rebooting the workstation, open Sage MAS 90 or 200 and relaunch the Timekeeper PDA Application Installation wizard. Continue with the next step.

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Chapter 11 The following window appears:

C O N T E N T S

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Timekeeper PDA Application Installation Wizard Window

3 Click the button to select the remote device to set up. The HighTower Remote Device window appears.

B A C K I N D E X

HighTower Remote Device Window

4 Choose the appropriate device (WinCE), and click Select.


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Chapter 11 The device name appears in the Remote Device field. The device requirements options appear on the window.

C O N T E N T S


5 Check the remote device you created for the minimum requirements (see the instructions under the How do I check? link in the installation wizard).

S T

6 Select the My device conforms check box, and then click Next to continue. If you have multiple enhancements being installed on the same PDA, the following window appears.

B A C K I N D E X


7 Select the components you want to install, and click Next to continue.

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Chapter 11 The following window appears.

C O N T E N T S

S T


8 Click Install to install the application. The installation process begins and confirmation dialogs appear for each of the components you selected. 9 If the following dialog appears, check your device to see if any additional steps are required.

B A C K I N D E X

Application Downloading Complete Dialog

10 After completing the additional steps, click OK. The following dialog appears for the module you are installing.

Sage MAS 90 Dialog

11 Click OK. The following dialog appears.

Installing Applications Dialog

12 Click Yes. The following dialog appears.

Application Downloading Complete Dialog

13 Check your device to see if any additional steps are required.


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Chapter 11 14 After completing the additional steps, click OK. After you install the application, the following window appears.

C O N T E N T S


S T

15 Click Finish to close the installation wizard.

Synchronizing Pocket PC (Windows CE) Devices There are two types of synchronization you can perform to synchronize Timekeeper on your Pocket PC (Windows CE) device with your Sage MAS 90 or 200 system: local synchronization (see page 280) and remote synchronization (see page 302).

B A C K I N D E X

Perform a Local Synchronization of the Pocket PC (Windows CE) Device

5NOTE: Use the Timekeeper Windows CE Sync feature (see page 260) to perform a local synchronization.

1 From the Timekeeper Remote menu, select Windows CE Sync. The following Synchronization (Windows CE) window appears.

Timekeeper Windows CE Sync

2 Select the Show synchronization log check box if you want the system to display the synchronization log when synchronization completes.

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Chapter 11 3 Click Sync. The system synchronizes the data. OR Click Cancel to exit the window without synchronizing the device.

Starting Timekeeper on the Pocket PC (Windows CE) Device for the First Time The first time you start the Timekeeper PDA application on your Pocket PC, you must select a user and synchronize your Pocket PC (Windows CE) device.

Synchronizing Pocket PC (Windows CE) Device for the First Time C O N T E N T S

S T

When you start Timekeeper on your Pocket PC (Windows CE) device, you do not have access to the Sync menu option (see page 287) on the device, so you perform a local sync (see page 280). Select a User and Perform a Synchronization Process 1 Tap the

icon on your Pocket PC device.

B A C K I N D E X

Warning

2 When the warning appears, tap OK. The New User screen appears.

New User Screen

3 Enter the user name in the User field. 4 Enter the password in the Password field.


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Chapter 11 5 Tap Accept. The following message appears.

Information

6 Click OK and start the synchronization process described in the Synchronize the Pocket PC (Windows CE) Device section (see page 280). 7 Start Timekeeper after the synchronization. The Timekeeper Entry List screen appears. C O N T E N T S

S T B A C K

TK Entry List Screen

I N D E X

The Timekeeper application on the Pocket PC (Windows CE) device is now ready to be used. ___________________________________________________________ This concludes Chapter 11: Installing and Configuring Timekeeper PDA of the Timekeeper manual.

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Chapter 12

Using Timekeeper PDA Chapter 12

Chapter 12: Using Timekeeper PDA teaches you how to enter time and expense information on a Palm OS or Pocket PC (Windows CE) device. This chapter also includes information on Timekeeper PDA menu options and synchronization process.

Starting Timekeeper on the PDA If you are using Timekeeper on a PDA, the Timekeeper module must be activated and set up in all companies (see page 38) that are going to use the module.

C O N T E N T S


:WARNING: Timekeeper cannot be in a state where any one company is

activated but not set up. This scenario may result in a security error (SY_NewSystem) when you try to synchronize with a Palm OS device. For example, if companies ABC and MCC are both activated, but only MCC is set up for Timekeeper, then the security error may occur. To resolve the issue, ABC would either need to be deactivated or set up in the Timekeeper module.

Customizing Timekeeper The main focus of Timekeeper is to record employees’ time and expenses and post this information to an integrated Sage MAS 90 or 200 application. The PDA version of Timekeeper has been customized for users who enter their time using Palm OS or Pocket PC (Windows CE) devices.

Processing Time and Expenses Employees using handheld devices make entries through Timekeeper PDA. These detail entries are approved (if required), selected, and posted to the integrated module. To keep the data between the PDA device and the Sage MAS 90 or 200 system consistent, the users must synchronize the data. Launch the Timekeeper Application 1 Tap the Timekeeper icon from the application list on the PDA.

Timekeeper Icon on Palm Device


Timekeeper Icon on Pocket PC Device

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Chapter 12 The Timekeeper Entry List screen appears.

TK Entry List Screen on Palm Device

C O N T E N T S

S T B A C K

TK Entry List Screen on Pocket PC Device

2 Select the desired option from the PDA Menu bar. OR Tap New to create a new time entry (see page 290) or a new expense entry (see page 292).

Timekeeper PDA Menu Bar Timekeeper PDA includes a menu bar that allows you to manage users and databases, handle time and expense entries, and set up synchronization options.

I N D E X

Palm OS Device Menu

Pocket PC Device Menu

• On the Palm OS device, the Timekeeper PDA Menu Bar is located at the top of the screen. • On the Pocket PC (Windows CE) device, the Timekeeper PDA Menu Bar is located at the bottom of the screen. You tap the desired option form the Timekeeper PDA menu bar to access the corresponding screen. The Timekeeper menu bar includes the following menus: Record (see page 285) and Options (see page 286).

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Chapter 12 Using the Record Menu The Record menu includes the feature to view the Entry Summary information on your PDA devices.

5NOTE: This menu also includes the New Record and Delete Entry menu items on the Palm OS device.

Entry Summary The Entry Summary menu option opens the Entry Summary screen where you can view the summary information for a time or expense entry. C O N T E N T S

S T B A C K

View the Entry Summary Information 1 From the Timekeeper PDA Menu Bar of your PDA device, tap Record.

Pocket PC Device Record Menu

Palm Device Record Menu

2 Tap Entry Summary from the Record menu. The Entry Summary screen appears.

I N D E X

Palm OS Entry Summary Screen

Pocket PC Entry Summary Screen

You can view the information in the following fields: • Time Entered – Displays the summary of time units, including: Billable – The time units for Billable entries No Charge – The time units for No Charge entries Do Not Bill – The time units for Do Not Bill entries • Expense $ Entered – Displays the dollar amount of incurred expenses, including: Reimbursable – The dollar amount of expenses that can be reimbursed Company – The current company


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Chapter 12 3 After reviewing the information, tap OK.

New Record (Palm OS) The New Record menu option enables you to access the New Entry screen and create a new time entry (see page 290) or a new expense entry (see page 292) on your Palm OS device.

Delete Entry (Palm OS) The Delete Entry menu option allows you to delete a time/expense entry (see page 296) on your Palm OS device.

Using the Options Menu C O N T E N T S

The Options menu includes the features to view listings, change users, set up synchronization process, and delete databases.

S T B A C K

Palm OS Device Options Menu

Pocket PC Device Options Menu

View Name

I N D E X

The View Name (Pocket PC device) or Toggle View by Name (Palm OS device) menu option allows you to toggle between viewing the customer name or viewing the customer number. Switch Views 1 From the Timekeeper PDA Menu Bar of your PDA device, tap Options X View Name (or Toggle View by Name on your Palm OS device). The list of customers appears. The following pictures display a customer list on both a Palm OS and a Pocket PC (Windows CE) device.

Palm OS - View by Name

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Pocket PC - View by Name


Chapter 12 2 Tap View Name (or Toggle View by Name) again. The list of customers is changed to display by customer number.

C O N T E N T S


Palm OS - View by Number

Pocket PC - View by Number

Sync The Sync menu option allows you to control the synchronization process between Timekeeper on a PDA and the Sage MAS 90 or 200 system. You can synchronize the data between both, send the updates from the PDA to Sage MAS 90 or 200, update the PDA with the information available in Sage MAS 90 or 200, or do not synchronize the data at all.

5NOTE: The Sync menu option is not available if you are synchronizing Timekeeper PDA for the first time, when the full synchronization process is completed automatically.

Set Up the Synchronization Process 1 From the Timekeeper PDA Menu Bar of your PDA device, tap Options X Sync. The Sync Options screen appears.

Sync Screen on Palm Device


Sync Screen on Pocket PC Device

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Chapter 12 2 Select the synchronization option you need. The following table describes each process.

C O N T E N T S

Option

Description

Full Sync

This sync option sends the data available on the PDA to Sage MAS 90 or 200, and sends the data available in Sage MAS 90 or 200 to the PDA. The full synchronization process is completed automatically the first time Timekeeper PDA is synchronized.

Palm (or Pocket PC) updates Sage MAS 90

This sync option sends the data available on the PDA to Sage MAS 90 or 200.

Sage MAS 90 updates Palm (or Pocket PC)

This sync option sends the data available in Sage MAS 90 or 200 to the PDA.

No Sync

This sync option does not synchronize any data.

3 Tap Back when finished.

S T

See the Synchronizing the Data section (see page 299) to sync the PDA.

Change User

B A C K

The Change User menu option allows multiple users to enter time through the same PDA device. Each user must have a valid license. Only ONE user can be active between synchronizations.

I N D E X

Change the User Information 1 From the Timekeeper PDA Menu Bar of your PDA device, tap Options X Change User. The Change User screen appears.

Change User Screen on Palm Device

Change User Screen on Pocket PC Device

2 Enter the new user name in the User (Pocket PC device) or Remote User (Palm OS device) field. 3 Enter the new user password in the Password field. 4 On the Palm OS device, tap the Change Remote User check box for the checkmark to appear.

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Chapter 12 5 Tap Accept (on your Pocket PC device) or OK (on your Palm OS device). The Timekeeper application will synchronize the data for the new user the next full Sage MAS 90 or 200 synchronization, or "TK Updates Sage MAS 90 or 200 sync".

Delete Databases The Delete Databases menu option (located under the Change User menu item) removes all Timekeeper data.

:WARNING: The Delete Databases feature should only be used when recommended by a Help Desk representative.

C O N T E N T S

S T

Use the Delete Databases Feature 1 From the Timekeeper PDA Menu Bar of your PDA device, tap Change User X Options X Delete Databases. The following warning appears.

B A C K I N D E X

Delete Databases Warning on Palm

Delete Databases Warning on Pocket PC

2 Tap Yes. The Timekeeper data will be removed from your PDA device.

About Select the About menu option to view the version number and build date of the Timekeeper application installed on your PDA device. You can use this information during troubleshooting or for software inventory procedures. Access the About Screen 1 From the Timekeeper PDA Menu Bar of your PDA device, tap Options X About. The About Timekeeper screen appears.

About Timekeeper Screen on Palm Device

About Timekeeper Screen on Pocket PC Device

2 Review the information, and tap OK.


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Chapter 12 Help (Palm OS) Select the Help menu option to launch the Timekeeper PDA online help facility. This options is available on the Palm OS device ONLY.

Entering Time and Expense Data You can easily add, change, and delete time and expense entries using the Timekeeper application on the PDA device.

Adding a New Time Entry Timekeeper on a PDA lets you enter and maintain employee time-related information for services performed. C O N T E N T S

Recording Time You can create a time record with the Timekeeper PDA application, and then synchronize it later with your Sage MAS 90 or 200 system (see page 299). Depending upon the handheld device you are using, entry screens may look slightly different.

S T

Create a New Time Entry

B A C K I N D E X


TK Entry List Screen on Pocket PC

1 From the TK Entry List screen on your PDA device, tap New. The New Entry screen appears.

New Entry Screen for Time Entry on Palm Device

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Chapter 12 2 The Date field defaults to the current date. Tap this field to select a specific date from a calendar. OR Use the browse buttons ( entry.

) next to the field to search the date of the

3 Tap the Customer field. • Enter the desired customer code. OR C O N T E N T S


• Tap the magnifying glass ( ) icon available in this field to select a specific item from the Lookup (see page 297). Tapping the respective code/name on the Lookup window places the selected item in the Customer field. 4 Tap the Project field. • Enter the desired project code. OR • Tap the magnifying glass ( ) icon available in this field to select a specific item from the Lookup (see page 297). Tapping the respective code/name on the Lookup window places the selected item in the Project field. 5 Tap the Activity field. • Enter the desired activity code. OR • Tap the magnifying glass ( ) icon available in this field to select a specific item from the Lookup (see page 297). Tapping the respective code/name on the Lookup window places the selected item in the Activity field.

5NOTE: If the activity selected is a time related activity, the entry becomes a time entry, and the New Entry screen displays the Hours field on the Pocket PC or Units field on the Palm OS device.

If the activity selected is an expense-related activity, the entry becomes an expense entry, and the New Entry screen displays the Units, Rate, and Amount fields. For more information, see the Create an Expense Entry section (see page 292). 6 Enter the appropriate time units in the Hours (Pocket PC) or Units (Palm OS) field for the time entry.


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Chapter 12 7 Select the billing status for the time entry from the Billing Status drop-down list. Options include: • Billable – Includes billable entries only • Do Not Bill – Includes entries marked as "do not bill" only • No Charge – Includes entries marked as "no charge" only 8 Enter a description for the time entry in the Description field. 9 Tap Accept (Pocket PC) or Done (Palm OS) to save the changes.

Adding a New Expense Entry Timekeeper on a PDA lets you enter and maintain employee expense-related information for services performed.

C O N T E N T S

Recording Expenses

S T

You can create an expense record with the Timekeeper PDA application, and then synchronize it later with your Sage MAS 90 or 200 system (see page 299). Depending upon the handheld device you are using, entry screens may look slightly different.

B A C K

Create a New Expense Entry

I N D E X


TK Entry List Screen on Pocket PC

1 From the Timekeeper Entry List screen, tap New.

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Chapter 12 The New Entry screen appears.

C O N T E N T S


New Entry Screen for Expense Entry on Palm Device

New Entry Screen for Expense Entry on Pocket PC Device

2 The Date field defaults to the current date. Tap this field to select a specific date from a calendar. OR Use the browse buttons ( entry.

) next to the field to search the date of the

3 Tap the Customer field. • Enter the desired customer code. OR • Tap the magnifying glass ( ) icon available in this field to select a specific item from the Lookup (see page 297). Tapping the respective code/name on the Lookup window places the selected item in the Customer field. 4 Tap the Project field. • Enter the desired project code. OR • Tap the magnifying glass ( ) icon available in this field to select a specific item from the Lookup (see page 297). Tapping the respective code/name on the Lookup window places the selected item in the Project field.


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Chapter 12 5 Tap the Activity field. • Enter the desired activity code. OR • Tap the magnifying glass ( ) icon available in this field to select a specific item from the Lookup (see page 297). Tapping the respective code/name on the Lookup window places the selected item in the Activity field.

5NOTE 1: If the activity selected is an expense-related activity, the entry

becomes an expense entry, and the New Entry screen displays the Units, Rate, and Amount fields. C O N T E N T S

If the activity selected is a time-related activity, the entry becomes a time entry, and the New Entry screen displays the Hours field on the Pocket PC or Units field on the Palm OS device. (See the Create a Time Entry section (see page 290).)

S T

6 Enter the quantity of the expense item in the Units field. 7 Select the billing status for the expense entry from the Billing Status drop-down list. Options include:

B A C K

• Billable – Includes billable entries only

I N D E X

• Do Not Bill – Includes entries marked as "do not bill" only • No Charge – Includes entries marked as "no charge" only 8 Enter the billing rate for the expense entry in the Rate field. The billable amount appears in the Amount field. 9 Enter a description for the expense entry in the Description field. 10 Tap Accept (Pocket PC) or Done (Palm OS) to save the changes.

Changing a Time/Expense Entry You can change a time or expense entry with the Timekeeper PDA application BEFORE you synchronize the data (see page 299).

Modifying Timekeeper PDA Records You can change any field for a time/expense entry on your PDA screen.

TK Entry List Screen on Palm Device TK Entry List Screen on Pocket PC Device

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Chapter 12 Using the Edit Menu

TK Entry List Screen on Palm Device TK Entry List Screen on Pocket PC

The Edit menu includes the standard edit menu items/features, such as:

C O N T E N T S


Palm OS device

Pocket PC (Windows CE) device

Undo Cut Copy Paste Select All Keyboard Input Help

Undo Redo Cut Copy Paste Clear Select All

Update a Time/Expense Entry 1 From the Timekeeper Entry List screen, tap the time or expense to change. The Change Entry screen appears.

Change Entry Screen for Expense Entry on Palm Device

Change Entry Screen for Time Entry on Pocket PC

2 Make the necessary changes to any of the fields available on the Change Entry screen. See the Adding a New Time Entry (see page 290) or Adding a New Expense Entry (see page 292) section for detailed information. 3 Tap Accept (Pocket PC) or Done (Palm OS) to save the changes. OR Tap Cancel to exit without saving.


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Chapter 12 Deleting a Time/Expense Entry You can delete a time or expense entry with the Timekeeper PDA application BEFORE you synchronize the data (see page 299).

Purging Timekeeper PDA Records You can delete any time/expense entry from your Timekeeper PDA application.

TK Entry List Screen on Palm Device TK Entry List Screen on Pocket PC Device C O N T E N T S

Remove a Time/Expense Entry 1 From the Timekeeper Entry List screen, tap the time or expense to delete. The Change Entry screen appears.


Change Entry Screen for Expense Entry on Palm Device

Change Entry Screen for Time Entry on Pocket PC

2 Tap Delete on your Pocket PC device. OR Tap Record X Delete Entry on your Palm OS device. The following warning appears.

Delete Entry Warning on Palm Device

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Delete Entry Warning on Pocket PC Device


Chapter 12 3 Tap Yes to delete the entry. OR Tap No to cancel the delete operation.

Timekeeper PDA Lookups The Timekeeper PDA Lookups have some advanced features starting with Timekeeper 4.10 and higher. Each platform implements these a little differently.

Advanced Lookup Features C O N T E N T S

The Palm OS lookups contain features that maximize flexibility across all classes of Palm OS 5 and above devices. By default, an empty lookup appears the first time a user loads a particular lookup (Customer, Project or Activity lookups) in Timekeeper. This expedites lookup selection on slow devices. The Lookup screens look similar to the following:


Customer List Screen on Palm Device

Customer List Screen on Pocket PC Device

Select an Item from a Lookup on the Palm OS Device 1 Enter the first few characters of the item you wish to look up in the respective fields. 2 Tap the magnifying glass ( characters display.

) icon. The records beginning with those few

Customer List Screen on Palm Device


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Chapter 12 3 Use the drop-down in the upper-right corner of the screen to select the field by which the lookup is sorted. The field selected to sort by is the field upon which the lookup will be narrowing its results. 4 Click the blue arrow at the bottom-right corner of the screen to change the order by which the lookup is sorted. • If the arrow is pointing down, the list is currently sorted in ascending order. Clicking the down arrow means that you want to rearrange the list for a descending order lookup. • Conversely, if the arrow is pointing up, then the list is currently sorted in descending order. Clicking the up arrow means that you want to rearrange the list for an ascending order lookup.

C O N T E N T S

If you have a speedy device, relatively few records, or both, two options are available that you may activate to more closely replicate the regular Palm OS and Sage MAS 90 or 200 experience.


Lookup Options on Palm OS Device

5 Tap Options X Lookup Options. • Tapping the Query on display check box for the check mark to appear automatically loads all records when the same lookup is next loaded. • Tapping the Perform Automatic Lookup check box for the check mark to appear continuously updates the lookup results as users type characters into the Lookup field.

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Chapter 12 Select an Item from a Lookup on the Pocket PC Device 1 Tap the magnifying glass ( ) icon in the respective field on the screen. The list of corresponding items displays.

C O N T E N T S


Customer List Screen on Pocket PC Device

The field selected to sort by is the field upon which the lookup will be narrowing its results. 2 Use the drop-down in the upper-right corner of the screen to select the field by which the lookup is sorted. 3 Click the blue arrow at the bottom-right corner of the screen to change the order by which the lookup is sorted. • If the arrow is pointing down, the list is currently sorted in ascending order. Clicking the down arrow means that you want to rearrange the list for a descending order lookup. • Conversely, if the arrow is pointing up, then the list is currently sorted in descending order. Clicking the up arrow means that you want to rearrange the list for an ascending order lookup.

Synchronizing the Data After entering time and expenses through the PDA, you must synchronize the data so that it is available in Sage MAS 90 or 200. You can also update the PDA device with the latest customer, project, and activity lists available in the Sage MAS 90 or 200 system. If you have multiple companies’ data on a PDA device, all data from all companies are synchronized at the same time.

Transferring Information By synchronizing the data, you send the information the user entered in the PDA or Timekeeper Entry to the Timekeeper module on the Sage MAS 90 or 200 system, and you download the latest data from the Sage MAS 90 or 200 system to the PDA or Timekeeper Entry application.


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Chapter 12 Synchronizing Palm OS Devices Palm OS devices come installed with the HotSync® Manager application. The Sage MAS 90 or 200 workstation that will synchronize the data requires the Palm™ Desktop application by Palm™, Inc. (version 4.0 or later). For more information, see the Use the Palm OS HotSync® Feature section (see page 273). Perform the Palm OS Device Synchronization 1 From the Timekeeper PDA Sync menu, select the synchronization method.

C O N T E N T S


Option

Description

Full Sync






No Sync


See the Set Up the Synchronization Process section (see page 287) for more information.

5NOTE: You do not have access to the Sync menu option (see page 287) on the device when synchronizing for the first time.

2 Tap Back when finished. 3 Tap the icon to start the HotSync® application on your Palm OS device. The system synchronizes the data. The HotSync® application starts on your Palm OS device. After the synchronization process completes, the entries will be available for approval in the Timekeeper module of the Sage MAS 90 or 200 system.

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Chapter 12 Synchronizing Pocket PC (Windows CE) Devices To synchronize your Pocket PC (Windows CE) device remotely, use the following synchronization tools: • ActiveSync® – is used to sync at a workstation not using a web server • Web Sync – is used to sync from anywhere • CF Sync – (CompactFlash) is required in both cases; this is a custom synchronization engine that works independent of transport

C O N T E N T S

S T

To synchronize a Pocket PC (Windows CE) device locally, use the Windows CE Sync feature available in the Remote menu of the Timekeeper module. For detailed information, see the Synchronize the Pocket PC (Windows CE) Device section (see page 280). Prepare for the Pocket PC (Windows CE) Device Synchronization 1 From the Timekeeper PDA Sync menu, select the synchronization method. Option

Description

Full Sync






No Sync


B A C K I N D E X

See the Set Up the Synchronization Process section (see page 287) for more information.

5NOTE: You do not have access to the Sync menu option (see page 287) on the device when synchronizing for the first time.

2 Tap Back when finished, and then CLOSE the Timekeeper PDA application. 3 Perform a Local Synchronization operation (see page 280). This synchronization type is recommended when synchronizing Timekeeper PDA for the first time. OR Perform a Remote Synchronization operation (see page 302).


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Chapter 12 Perform a Remote Synchronization on the Pocket PC (Windows CE) Device

5NOTE: Before starting the remote synchronization process, you must configure the ProvideX Web Server (see page 306).

1 Access the Programs screen of your Pocket PC device. The screen looks similar to the following:

C O N T E N T S

S T

Server Settings Screen

2 Tap the appears.

B A C K

icon on your Pocket PC device. The Server Settings screen

I N D E X

Server Settings Screen

5NOTE: When you perform a remote synchronization for the first time, the system warns you that the server settings are not specified.

3 Enter the server IP address in the Server Address field. 4 Enter the port number on which the server is listening in the Server Port field. 5 Tap Test and verify you have a successful connection to your Sage MAS 90 or 200 system.

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Chapter 12 6 Tap OK to exit the Server Settings screen. The following screen appears.

CF Sync Progress C O N T E N T S

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7 Tap Synchronize. The system synchronizes the data. ___________________________________________________________ This concludes Chapter 12: Using Timekeeper PDA of the Timekeeper manual.

B A C K I N D E X


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Is Your Solution Our

.timekeeper Instructions

Chapter 13

Installing and Configuring .timekeeper Chapter 13

Chapter 13: Installing and Configuring .timekeeper teaches you how to install and configure the .timekeeper application, and how to launch the .timekeeper website.

.timekeeper Architecture timekeeper is the web-entry version of the Timekeeper module. This version runs on your company’s Internet or Intranet site.

C O N T E N T S


The .timekeeper architecture works across multiple servers. This splits the overall processing power requirement for optimal flexibility and performance. Accessible through a wide range of web browsers (cross platform), .timekeeper is the easiest way to capture up to the minute time and expense information for local or widespread teams.

Application Server The Application Server is the server where Sage MAS 90 or 200 and the system data files reside. When the Timekeeper module is installed, all .timekeeper program files are placed under the MAS90\TK\www. directory.

ProvideX Web Server The ProvideX Web Server is responsible for servicing web requests between the .timekeeper and Application Server. A request comes into the Web Engine from the Internet via a specific Transmission Control Protocol (TCP) port defined in the Web Engine Configuration program. The Web Engine merges standard HTML documents with the data obtained from the Sage MAS 90 or 200 database. It then returns content back to the requesting user browser.

External Web Server The .timekeeper application no longer requires an external web server. However, if you use an external web server, the server must support reverse proxies. If you do not want to open the ProvideX Web Server to the Internet, you can use an external web server to proxy Internet requests for web pages to the ProvideX Web Server.

System Requirements Before proceeding with the installation of .timekeeper, you must have the following: • A Sage MAS 90 or 200 system with the Timekeeper module installed. • The ProvideX Web Server installed with a secure connection to the Application Server and full rights to the data on that server. For operating system requirements, see the Supported Platform Matrix on the Sage Software website. For installation procedures, refer to the product documentation. The configuration of the ProvideX Web Server that is required by .timekeeper is discussed in detail throughout this chapter.


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Chapter 13 • Though the .timekeeper application no longer requires an external web server, you can still use it, but the server must support reverse proxies. Timekeeper comes standard with a reverse proxy for the Microsoft Internet Information Server (IIS). For installation procedures for the IIS web server, see the documentation that accompanies the product. • The .timekeeper application requires a web browser configured to allow cookies and JavaScript. Also, to take full advantage of all the features, ensure that the browser status bar is visible and the text displayed on it can be changed. The .timekeeper application can be run on Windows, Linux, or MAC OS and supports a variety of browsers, including: - Internet Explorer 6.0 or higher

C O N T E N T S

- Netscape 7.2 or higher - Opera 7.54 or higher - Mozilla 1.5 or higher

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- Firefox 1.0 or higher - Safari 1.2 or higher

Configuring the ProvideX Web Server

B A C K

This section teaches you how to configure the ProvideX Web Server. For more information regarding the ProvideX Web Server, please refer to the documentation provided by ProvideX.

I N D E X

Using the ProvideX Web Server The ProvideX Web Server lets you integrate your HTML and your ProvideX programs in your web applications. Complete the ProvideX Web Server Configuration 1 Click Start X Control Panel X Administrative Tools and launch the WebServer Status/Configuration window.

WebServer Status/Configuration Window

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Chapter 13 2 Click Edit to access the WebServer Details Configuration window.

C O N T E N T S

WebServer Details Configuration Window

3 Enter the web server name in the Server field. 4 After you press ENTER, the following dialog appears.


ProvideX-WebServer Dialog

5 Click Yes and enter the information for the rest of the fields. At a very minimum, the following fields need to be filled.

WebServer Details Configuration Window

a Enter the description in the Description field. b Enter the socket number that is not commonly used in the TCP Socket field. This number can be any open socket you want to use. Be careful not to choose a socket used for other protocols. We recommend using 2954. c Enter the directory in the Default Root Dir field. Enter the local drive path to the MAS90\TK\wwwroot directory. d Enter index.html in the Default Doc field.


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Chapter 13 e To enable the web server, click the Server Enabled check box (

).

f Enter the number of task handlers in the Max Task Handlers field. g Click OK to save all the information. 6 Click OK again to access the WebServer Status/Configuration window.

C O N T E N T S


S T

7 To start the web server, select it from the list, and then click the button. • If during installation you configured your Web Engine as an Application, the Timekeeper web server will start running. It does not require any other web server to be running.

B A C K I N D E X

Running/Enabled


• If during installation you configured your Web Engine as a Service, you will be prompted to start it from the Control Panel.

ProvideX - WebServer Dialog

8 Click OK at the dialog.

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Chapter 13 9 From the Control Panel, select Administrative Tools X Services.

C O N T E N T S


Services Window

10 Select the Sage MAS 90 Web Engine, and then click the Start Service button from the tool bar. OR Right-click the Sage MAS 90 Web Engine, choose Properties, and then click Start.

Properties Window


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Chapter 13 Upon startup, the Sage MAS 90 or 200 Web Engine automatically starts all web servers that are enabled on the WebServer Status/Configuration window. Both WebServer web server and Timekeeper web server must be running.

C O N T E N T S


Your ProvideX Web Server is now ready to accept requests. 11 Click OK on the WebServer Status/Configuration window to save the settings.

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Using the External Web Server

5NOTE: Though the .timekeeper application no longer requires an external

B A C K

web server, you can still use it.

Setting up your Internet Information Server (IIS) web server is beyond the scope of this manual. Please refer to your Microsoft documentation for complete details of setting up IIS on your server. The full details of setting up your File Transfer Protocol (FTP) server are beyond the scope of this manual. Please refer to the appropriate Microsoft documentation on the particulars of setting up FTP on your server.

I N D E X

Setting Up FTP for .timekeeper Since .timekeeper makes use of FTP to publish web pages to IIS Web Server, we will mention here a few important things to note. The first is that you need to have IIS installed and running on your computer. The Microsoft FTP server is a part of the IIS package. Once the IIS is installed and running, you need to configure the FTP server. IMPORTANT: FTP is not a secure protocol! All login information (username, password) and data (files, directory listings, etc.) are sent in plaintext. As a result, any computer that is on the network between the client and the server (host) can potentially read your data. Microsoft's website provides extensive documentation on the security implications regarding FTP. Please be aware of them and take the time to review them at Microsoft's website. In setting up the FTP server, there are two requirements that must be met. The first is that the directory containing the website files must be accessible via FTP. The second is that there must be an FTP user that has read and write access to the previously mentioned directory.

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Chapter 13 The ultimate goal is that the FTP server needs to be configured such that a user can log on through .timekeeper setup and upload files to the desired directory on the IIS Web Server.

:WARNING: If a new website is being created at your location, make sure

your Internet Service Provider (ISP) allows web hosting. Microsoft’s IIS will be listening on port 80 by default, which your ISP may block if they do not allow web hosting. The imposed limitation can be overcome by changing Microsoft’s IIS to listen on a different port. If you have a firewall, remember to open the port there as well. Once the port is changed, change the IP address of the website in .timekeeper Setup to include the port (for example: xxx.xxx.xxx.xxx:pp). Make sure the IP address is a public IP address - an IP address someone would use outside of your network. (Private IP addresses resemble the following: 192.168.X.X or 10.X.X.X.) After making any changes in .timekeeper Setup, use the publishing function to send the updated .timekeeper files to the IIS server.

C O N T E N T S


.

5

NOTE : Do NOT include "http://" in the FTP URL. Do NOT include "http://" in the Site URL. Do NOT use your website's root directory for the FTP URL as it might result in file conflicts.

Setting Up the IIS Web Server Setting .timekeeper with the Microsoft Internet Information Web Server (IIS) consists of two parts. • First, you need to copy and modify the files used by the proxy to a directory that the IIS application can access. • Second, you need to create a virtual directory in IIS that maps to the directory where the proxy files reside.

Using Proxy Files This section teaches you how to copy the .dll and .ini proxy files to the timekeeper folder, and how to modify the .ini sample file. The files that you use to configure the proxy are stored in a specific directory located in your server root directory. Copy and Modify Proxy Files Follow these steps: 1 Use the operating system on the computer where your IIS resides to create a directory, such as timekeeper. Typically, such a directory might reside under the C:\Inetpub\wwwroot\ folder.


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Chapter 13 2 Copy the content of your MAS90\TK\IISProxy folder to the directory you created in step 1.

C O N T E N T S

S T

IISProxy Window

B A C K

3 Use a text editing program (such as Notepad) to open the IISProxy.ini file.

I N D E X

IISProxy Notepad Window

4 Replace # Host localhost with your website URL.

5NOTE: Do NOT include “http://” in the URL. 5 Replace # Port 8081 with the port number that the Timekeeper Web Server is using. 6 Save the changes and close the .ini file.

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Chapter 13 Using Virtual Directory This section teaches you how to create a virtual directory in IIS 5.1. A virtual directory is a directory that is not contained within the home directory, but appears to users as though it were. A virtual directory has an alias (the name that will be used by clients to access information in the virtual directory) that is mapped to the physical location. For more information about creating virtual directories in Internet Information Services, refer to your Microsoft documentation or the Knowledge Base on the http://support.microsoft.com website. Create a Virtual Directory C O N T E N T S

S T B A C K

1 Click Start X Control Panel X Administrative Tools, and then click Internet Services Manager (or Internet Information Services).

5NOTE: IIS 5.1 (or higher) must be installed on your computer for this feature to be available.

2 From the left pane, expand the server name. 3 Expand the Web Sites folder.

I N D E X

IIS Window

4 Right-click Default Web Site, select New, and then click Virtual Directory. The Virtual Directory Creation Wizard appears.


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Chapter 13

C O N T E N T S

Virtual Directory Creation Wizard - Welcome Window

5 On the Wizard’s Welcome window, click Next. The following window appears.


Virtual Directory Creation Wizard - Alias Window

6 Enter an alias, or name, for the virtual directory (such as timekeeper) in the Alias field, and then click Next. The following window appears.

Virtual Directory Creation Wizard - Browse for Folder Window

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Chapter 13 7 Click Browse to locate the timekeeper folder that you created to hold the proxy files. Select this folder, and click OK on the Browse for Folder window. 8 On the Wizard’s Web Site Content Directory window, click Next. The following window appears.

C O N T E N T S

S T B A C K

Virtual Directory Creation Wizard - Access Permissions Window

9 Select the Read and Write (

) check boxes.

10 Make sure that the other check boxes are cleared, and then click Next. The following window appears.

I N D E X

Virtual Directory Creation Wizard - Completion Window

11 Click Finish to complete the wizard.


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Chapter 13

C O N T E N T S

IIS Window

S T

12 From the Internet Information Services window, right-click the virtual directory, and select Properties. The Properties window appears.

B A C K I N D E X

timekeeper (Virtual Directory) Properties Window

13 Select the Virtual Directory tab. 14 Clear the Log visits and Index this resource check boxes (

).

15 Click Create under Application Settings. The virtual directory name appears in the Application Name box.

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Chapter 13

C O N T E N T S


timekeeper (Virtual Directory) Properties Window

• Note that the application name does not have to match the virtual directory alias. • The Create button changes to the Remove button. 16 Select Scripts and Executables from the drop-down list available in the Execute Permissions box. 17 Click Configuration. The following window appears.

Application Configuration Window

18 Select each item from the Application Mappings list, and then click Remove for each item.


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Chapter 13 19 Click Add. The following window appears.

Add/Edit Application Extension Mapping Window

20 Enter the path to IISProxy.dll In the Executable field. 21 Enter .* in the Extension field.

C O N T E N T S

22 Clear the Check that file exists check box. 23 Click OK.

S T

The script mapping the settings you entered appears in the Application Mapping list. 24 Click OK once more.

B A C K I N D E X

25 Click OK again at the .timekeeper Properties dialog box.

Configuring .timekeeper After you have installed and properly configured the Application Server, ProvideX Web Server, and optional proxy, you must first set .timekeeper options (see page ), and then create remote licenses for .timekeeper (see page).

Setting Up Timekeeper in Timekeeper Options Set the appropriate .timekeeper options on the Timekeeper Options window of the Timekeeper module. Please refer to the Configure the .timekeeper Options on the Entry Tab section for detailed information (see page 71).

Obtaining Remote Device Licenses Before you can access the .timekeeper application, a remote device license must also exist in the Sage MAS 90 or 200 system. First, you must be added as a remote user. After the remote user is created, it must be assigned to an employee. Then, a device license needs to be created. (The remote device used in the remote license must be the INTERNET type.)

5NOTE: Creating a remote user and assigning it to an employee is NOT

necessary for the Customer Approval. To create a Sage MAS 90 or 200 user, see the Library Master online help by Sage Software.

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Chapter 13 The following sections contain the steps for creating a remote user, assigning the remote user to an employee, creating a device and device license.

Using Remote User Maintenance The Remote User Maintenance feature available in the Library Master Extensions module by HighTower allows you to create remote users and assign passwords and companies to specific users. Create a Remote User 1 Expand the Library Master Extensions module, and click Remote X Remote User Maintenance. The Remote User window appears. C O N T E N T S


Remote User Window

2 Enter the login name of the user in the Remote User field. 3 Enter the full name of the user in the User Name field. 4 Enter the user password in the Password field.

5NOTE: The Default Company and the Use Last Company fields are only used with the .timekeeper application.

5 Click Accept to save the changes. For more detailed information, see the Library Master Extensions Manual or online help by HighTower.

Using Employee Maintenance The Employee Maintenance window (see page 77) in the Timekeeper module must have an employee assigned to the remote user. For example, the following picture displays the Jerry Thomas user in the Remote User field.


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Chapter 13 Assign a Remote User to an Employee 1 From the Setup menu of the Timekeeper module, click Employee Maintenance to open the Employee Maintenance window.

C O N T E N T S

S T

Employee Maintenance Window - Remote User

B A C K

2 After entering the employee code and employee’s last and first name, enter the Sage MAS 90 or 200 user code to link to this employee in the User Code field.

I N D E X

5NOTE: If an employee linked to the current user is not found, Timekeeper Entry (see page ) will NOT be accessible.

3 For an employee that will use Timekeeper PDA, enter the remote user this employee will use when entering time remotely in the Remote User field. For detailed information, see the Library Master Extensions Manual or online help by HighTower. 4 Enter the appropriate information in the remaining fields on the Employee Maintenance window, and click OK. For more detailed information on configuring Timekeeper employees, see the Employee Maintenance section (see page 77)

Using Remote Device Maintenance The Remote Device maintenance window available in the Library Master Extensions module is used to create remote devices for Sage MAS 90 or 200. Assign a Remote Device You DO NOT need to create a device for .timekeeper.

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Chapter 13 The Remote Device maintenance window displays the built-in INTERNET device, which is automatically available when you install the Library Maintenance Extensions module. 1 From the Remote menu in the Library Master Extensions module, select Remote Device Maintenance. The Remote Device window appears.

C O N T E N T S


Remote Device Window

2 Click Accept to save the settings. For more detailed information, see the Library Master Extensions Manual or online help by HighTower.

Using Remote Licenses Maintenance The Remote Licenses maintenance window available in the Library Master Extensions module is used to assign available licenses to particular applications. Each User/Device/Application combination requires one license. Create a Remote License 1 Expand the Library Master Extensions module, and click Remote X Remote License Maintenance. The Remote Licenses window appears.

Remote Licenses Window


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Chapter 13 2 Select Timekeeper from the Module field. 3 Select the name of the remote user created on the Remote User window (see page 319) from the Remote User field. 4 Select INTERNET from the Lookup available in the Remote Device field. For more information, see the Remote Device section (see page 320). 5 Click Accept to save the changes. This license status is set to Pending until the user synchronizes the data. After the synchronization process is finished, the status is changed to Accepted.

C O N T E N T S

For more detailed information, see the Library Master Extensions Manual or online help by HighTower.

Starting the .timekeeper Application There are two ways to start the .timekeeper application: through your company's website or by launching the .timekeeper default page.

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Launching .timekeeper from the Website To launch .timekeeper from your company website, you need to place an image or a link at a desired location on your website.

B A C K

Adding the .timekeeper Icon to Your Company Website

I N D E X

Include the following line in your or tag. onClick="popWin=window.open('tk_start.asp?tkApprovalType=e','tkLogin', 'width=360,height=155,resizable=0,status=1');"

See the index.html file located in the MAS90\TK\wwwroot directory for details.

wwwroot Directory

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Chapter 13 Launching .timekeeper from the Internet Browser A Web browser enables a user to quickly and easily access information located on a web page at a web site.

Supported Browsers The .timekeeper application supports a variety of browsers, including Internet Explorer (6.0 or higher), Mozilla Firefox (1.0 or higher), Netscape (7.2 or higher), Safari (1.2 or higher), Opera (7.54 or higher). Launch the .timekeeper Default Page 1 Start your Internet browser. C O N T E N T S

S T B A C K

2 If using a proxy (see page 311), type the URL of your timekeeper virtual directory (see page 313). OR If using no proxy, type the URL of your ProvideX Web Server (see page 306), and follow that with the port number your process is using. (For example: http:\\dev.hightowerinc.com:2954.)

The .timekeeper default page appears.

I N D E X

.timekeeper Default Page

Your .timekeeper application is ready for you to use. See Chapter 14: Using .timekeeper (see page 324) of the current manual for details on how to use the .timekeeper application. ___________________________________________________________ This concludes Chapter 13: Installing and Configuring .timekeeper of the Timekeeper manual.


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Chapter 14

Using .timekeeper Chapter 14

Chapter 14: Using .timekeeper teaches you how to enter time and expense information through your company’s website.

Starting .timekeeper .timekeeper is the web-entry version of the Timekeeper module. This version runs on your company’s Internet or Intranet site.

Implementing .timekeeper The .timekeeper application allows employees to enter time and/or expenses, and allows managers, salespeople, and customers to review the real-time data—all in a web environment, updated directly to Sage MAS 90 or Sage MAS 200—offering true employee time tracking on the web.

C O N T E N T S

Accessible through a wide range of web browsers (cross platform), .timekeeper requires a web browser configured to allow cookies and JavaScript.

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Using .timekeeper Cookies .timekeeper uses cookies to store information about the current browser session. These cookies reside in the computer’s memory only during the current session. They disappear when you close the browser or when the 60-minute inactivity period elapses.

B A C K I N D E X

Using JavaScript JavaScript is an object-oriented cross-platform scripting language, used in web pages and server applications. JavaScript can be used as a server-side scripting language, as an embedded language in server-parsed HTML, and as an embedded language run in web browsers.

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Chapter 14 Access .timekeeper 1 Start your Internet browser, and open the .timekeeper default page. For details on launching the .timekeeper default page, see the Launch the .timekeeper Default Page section (see page 323).

C O N T E N T S



2 Click the .timekeeper icon ( ) located on your website, or launch the .timekeeper application from the .timekeeper default page. For details on adding a .timekeeper icon, see the Add the .timekeeper Icon to Your Company Website section (see page 322). The system displays a remote user login window.

.timekeeper User Login Window

3 Enter the remote user name in the Remote User field. You can enter up to 30 characters. 4 Enter your remote user password in the Password field. You can enter up to 24 characters.


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Chapter 14 The system uses the user and the company selected on the Remote User maintenance window (see page 319). If no company has been selected, the system uses the first company in the database table that has been set up for the Timekeeper module. 5 Click Login. The system displays the .timekeeper application.

C O N T E N T S

S T B A C K .timekeeper Data Entry Window

I N D E X

.timekeeper’s data entry window that displays by default consists of two panes: the left pane with a list of selected Work In Process records, and the right pane with the Timekeeper Entry fields.

Using the Icons Menu The .timekeeper application contains an icon menu that allows managers and salespeople to approve time/expense entries, and all users to view total hours and switch companies.

.timekeeper Icons Table The following table describes each icon. Option

Description The Management Approval icon allows a manager or a corporate administrator to approve other employee’s time/expense entry data. See the Management Approvals section (see page 339) for more information. The Salesperson Approval icon allows a salesperson to approve other employee’s time/expense entry data. See the Salesperson Approvals section (see page 342) for more information.

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Chapter 14 Option

Description The Timekeeper Entry icon is available for managers or salespeople to log off the approval window.

The Hours Summary icon enables users to review the summary of time spent on projects. See the View the Summary of an Employee’s Hours section (see page 333) for more information. The Change Company icon allows users to switch to another company’s data. See the Change Companies section (see page 328) for more information. C O N T E N T S

The Help icon lets users access help topics for different time/expense entry tasks.

The Search icon allows users to search for a specific time/expense entry. See the Use the Search Feature section (see page 330) for more information.

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The Browse icons let users browse through the items in a list. See the Use the Search Feature section (see page 330) for more information.

B A C K I N D E X

Entering Time and Expenses You can easily add, change, and delete time and expense entries through .timekeeper. The .timekeeper application also allows time and/or expense records to be reviewed in a web environment. The data available is real-time data – all information is updated directly to Sage MAS 90 or Sage MAS 200.

Using the Default Company Only one company is designated as the default at a time, for entering time or expense data into the .timekeeper application.

Identifying a Company Each company is identified using a three-character company code. The name of the selected company displays in the system and prints on reports.


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Chapter 14 Change a Company 1 Click the

icon. The following window appears.

.timekeeper Change Company Window

2 Enter or select the company to view from a drop-down list in the Company field.

C O N T E N T S

3 Click Submit. The system displays the selected company’s data.

Adding a New Time Entry

S T

.timekeeper lets you enter and maintain employee time-related information for services performed.

Recording Time

B A C K

You can create a time record for a customer/project/activity with the .timekeeper data entry window.

I N D E X

Create a Time Entry

.timekeeperTime Entry Window

1 From the right pane of the Timekeeper Entry window, enter the date of the time entry in the Date field. This field defaults to the current date. You can click the

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Chapter 14 2 Select Time from the entry Type field. The window displays the time-related fields.

5NOTE: For Customer, Project, and Activity, click the

icon available next to these fields to access the Lookup and select the corresponding items for the time entry. You can also press the UP or DOWN arrow keys on your keyboard to view the last 10 respective items entered. 3 Enter the customer code in the Customer field. 4 Enter the project code in the Project field.

C O N T E N T S

5NOTE: The Project List displays all projects for the selected customer. • If you have selected no customer, the projects in the list are not limited to any customer. • If the Require the Timekeeper Project check box is selected on the Timekeeper Options window (see page 64), you cannot save a record without selecting or specifying a project.


5 Enter the activity code in the Activity field. 6 Enter the details about the work that was completed and time spent in the Notes field. 7 Enter the amount of time spent on the activity in the Hours field. Use the Time Entry Format specified on the Timekeeper Employee Maintenance window (see page 77). 8 Select the billing option for the time entry in the Bill Option field. Options include: • Billable – Includes "billable" entries only • Do Not Bill – Includes "do not bill" entries only • No Charge – Includes "no charge" entries only

5NOTE: After a user enters an activity, the Bill Option defaults to the

Default Bill Option selected on the Activity Maintenance window (see page 117). • If the Lock Billing Option check box is selected on the Activity Maintenance window (see page 117), or if the No Charge check box is selected for the customer on the Customer Maintenance window (see page 95), this field is not accessible. • This field is always accessible if the Active Validation check box is selected on the Entry tab of the Timekeeper Options window (see page 69).


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Chapter 14 9 Select the Approved check box to mark a time entry as approved. If you do not have management approval privileges, that is, if: • Require Management Approval of Work in Process is not selected on the Entry tab of the Timekeeper Options window (see page 69), AND • You are neither a department manager nor a corporate administrator, This field is not accessible to other employees, if: • Lock Approved Work in Process is selected on the Entry tab of the Timekeeper Options window (see page 69), C O N T E N T S

AND • An entry has been approved. If the entry has been placed "on hold", you can approve it only if the Override On Hold WIP check box is selected on the Timekeeper Employee Maintenance window (see page 77).

S T

10 Select the On Hold check box to place a time entry on hold. The time entry will not be billed when "on hold".

B A C K

The On Hold field is available only if the Allow Work in Process to be Placed On Hold check box is selected on the Entry tab of the Timekeeper Options window (see page 69).

I N D E X

11 Click Accept to save the changes. The new time entry appears in the Work in Process list on the left pane of the .timekeeper window.

5NOTE: If the Warn Out of Period check box is selected on the

Timekeeper Options window (see page 64), the following dialog box appears:

• Click OK to save the record. OR • Click Cancel to return to editing the record.

Using the Search Feature You can use the Search feature available on the left pane of the .timekeeper’s Timekeeper Entry window to search for specific Work In Process (WIP) items.

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Chapter 14 Search for Work in Process Items 1 From the left pane of the Timekeeper Entry window, click the Search Options window appears.

C O N T E N T S

S T

icon. The

Search Options Window

2 Select how to sort the search options from the Sort By field. You can select Date or Customer. 3 Enter the date range for the items in the From and Thru fields in the Date Range area. You can click the icon to select from an electronic calendar.

B A C K

4 Enter the range of customers in the From and Thru fields in the Customer Range area.

I N D E X

5 Select the type of WIP information to search from the Type field. Options include: Time & Expense Time Only Expense Only 6 Click Accept to save the changes. The list will contain the items matching your search criteria.


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Chapter 14 Search for an Item in a List 1 Upon performing a search, click one of the Browse icons ( ) from the top of the list on the left pane of the .timekeeper data entry window. Our example shows the Customers list.

C O N T E N T S

Customer List Window

2 To search for a particular item in a list, enter the item’s code or the start of the item’s code in the Search field.

S T

3 Click Find. The system displays the item(s) matching the search criteria.

B A C K

View Items in a List Alphabetically by Name or Description 1 To view items by name (or description) rather than by code, select the Lookup by Name check box in the upper-right corner of the Timekeeper Entry pane on the .timekeeper data entry window.

I N D E X

Timekeeper Entry - Lookup by Name Option

2 Perform a search for WIP items (see page 331). The list will contain the items matching your search criteria, sorted alphabetically by name or description...

Customer List Window

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Chapter 14 3 To search for a particular item in a list, enter the item’s name/description or the start of the item’s name/description in the Search field, and click Find.

Viewing Employee’s Hours You can view the summary of an employee’s Total, Billable, No Charge, and Do Not Bill hours. View the Summary of an Employee’s Hours 1 Click the icon from the Time Entry window. The Timekeeper Hours Summary window appears.

C O N T E N T S

S T B A C K I N D E X .timekeeper Hours Summary Window

2 Review the information, and click OK when finished.

Adding a New Expense Entry .timekeeper lets you enter and maintain employee expense-related information for services performed.

Recording Expenses You can create an expense record with the .timekeeper application.


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Chapter 14 Create an Expense Entry

C O N T E N T S

S T

.timekeeper Expense Entry Window

1 From the right pane of the .timekeeper data entry window, enter the date of the time entry in the Date field. This field defaults to the current date.

B A C K

You can click the

icon to access an electronic calendar.

2 Select Expense from the entry Type field. The window displays the expense-related fields.

I N D E X

5

NOTE: For Customer, Project, and Activity, click the icon available next to these fields to access the Lookup, and select the corresponding items for the time entry. You can also press the UP or DOWN arrow keys on your keyboard to view the last ten respective items entered. 3 Enter the customer code in the Customer field. 4 Enter the project code in the Project field.

5NOTE: The Project List displays all projects for the selected customer. • If you have selected no customer, the projects in the list are not limited to any customer. • If the Require Timekeeper Project check box is selected on the Timekeeper Options window (see page 64), you cannot save a record without selecting or specifying a project. 5 Enter the activity code in the Activity field.

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Chapter 14 6 Enter the details about the work that was completed and expenses incurred in the Notes field. 7 Enter the quantity of the expense item in the Units field.

5NOTE: This field’s label depends on the Unit of Measure for the activity

selected on the Activity Maintenance window (see page 117). Our example shows Miles as the field label.

• If the user has selected no unit of measure, the description defaults to "Units", and the system sets and locks the Units field to 1.00.

C O N T E N T S


• The field’s label will always display as "Units" and the Units field will not be locked if the Active Validation check box is cleared on the Entry tab of the Timekeeper Options window (see page 69). 8 Enter the billing rate for the expense entry in the Rate field. The standard amount appears in the Amount field. 9 Select the billing option for the time entry in the Bill Option field. Options include: • Billable – Includes "billable" entries only • Do Not Bill – Includes "do not bill" entries only • No Charge – Includes "no charge" entries only

5NOTE: After a user enters an activity, the Bill Option defaults to the

Default Bill Option selected on the Activity Maintenance window (see page 117). • If the Lock Billing Option check box is selected on the Activity Maintenance window (see page 117), or if the No Charge check box is selected for the customer on the Customer Maintenance window (see page 95), this field is not accessible. • This field is always accessible if the Active Validation check box is selected on the Entry tab of the Timekeeper Options window (see page 69).


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Chapter 14 10 Select the Reimburse check box to show that the expense entry should be reimbursed.

5NOTE: This field is accessible if the Activity Type for the selected activity

is set to Reimbursable Expense on the Activity Maintenance window (see page 117), and Reimbursements Paid In is set to a specific MAS 90 or MAS 200 module on the Employee Maintenance window (see page 77).

This field is always accessible if the Active Validation check box is selected on the Entry tab of the Timekeeper Options window (see page 69). 11 Select the Approved check box to mark a time entry as approved. C O N T E N T S

If you do not have management approval privileges, that is, if: • Require Management Approval of Work in Process is not selected on the Entry tab of the Timekeeper Options window (see page 69),

S T

AND • You are neither a department manager nor a corporate administrator, This field is not accessible to other employees, if:

B A C K

• Lock Approved Work in Process is selected on the Entry tab of the Timekeeper Options window (see page 69),

I N D E X

AND • An entry has been approved. If the entry has been placed "on hold", you can approve it only if the Override On Hold WIP check box is selected on the Timekeeper Employee Maintenance window (see page 77). 12 Select the On Hold check box to place an expense entry on hold. The expense entry will not be billed when "on hold". The On Hold field is available only if the Allow Work in Process to be Placed On Hold check box is selected on the Entry tab of the Timekeeper Options window (see page 69).

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Chapter 14 13 Click Accept to save the changes.



• Click OK to save the record. OR C O N T E N T S

• Click Cancel to return to editing the record. 14 Click the

icon to print a field ticket for your customer to sign.


.timekeeper Field Ticket Window

Changing a Time/Expense Entry You can change a time or expense entry with the .timekeeper application.

Modifying .timekeeper Records You can change any field for a time/expense entry on your .timekeeper data entry window.


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Chapter 14 Update a Time/Expense Entry

C O N T E N T S

S T

.timekeeper Change Entry Window

1 From the Work in Process list on the left pane, select the time or expense record to change. The Timekeeper Entry fields display the related information on the right pane.

B A C K

2 Make changes to any of the fields available on the Timekeeper Entry pane. See the Add a New Time Entry (see page 328) or Add a New Expense Entry (see page 333) section for detailed information.

I N D E X

3 Click Accept to save the changes. 4 Click the

icon to print a field ticket for your customer to sign (see page 337).

Deleting a Time/Expense Entry You can delete a time or expense entry with the .timekeeper application.

Purging .timekeeper Records You can delete any .timekeeper’s time/expense entry before updating it to Sage MAS 90 or Sage MAS 200. Remove a Time/Expense Entry 1 From the Work in Process list, select the time or expense record to delete.

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Chapter 14 2 Click Delete. The following warning appears.

Delete Entry Warning

3 Click OK. The system deletes the entry.

Management Approval Managers or corporate administrators can use .timekeeper to approve employees’ time/expense entries. C O N T E N T S


Approving Time and Expenses If your company requires a management approval for each time/expense entry, your employee’s time/expense entry must be approved for processing before it can be posted to the integrated application.

5NOTE: If an entry is "on hold", only a department manager or corporate administrator with Override On Hold WIP privileges set in Employee Maintenance (see page 77) can approve the entry.

Management Approval Window On the Management Approval window, a separate line appears in the list for each entry of the selected employee. Each entry line includes a check box to indicate whether the entry has been approved or not.


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Chapter 14 Approve an Employee’s Time/Expense Entries 1 Click the management approval ( ) icon from the .timekeeper data entry window. The following window appears, which enables the management approval.

C O N T E N T S

S T B A C K

.timekeeper Management Approval Window

I N D E X

2 Click the employee whose entries you want to view from the Employee List on the left pane. The list displays only those employees who have WIP. 3 Entries for the selected employee appear in the Work in Process list on the right pane. Select the entry ( ) you want to approve. 4 Click Approve All to approve all entries. OR Click Clear All to withhold approval for all entries. 5 Click Accept to save the changes.

Editing Time/Expense Entries You can change the details of a time or expense entry prior to approval.

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Chapter 14 Modify a Time or Expense Entry 1 From the management approvals window, click the line of the time or expense entry you want to change. The .timekeeper’s Timekeeper Entry window appears.

C O N T E N T S


.timekeeper Entry Detail Window

You can change all the information in the available fields on this window. 2 Change the date of the entry in the Date field. 3 Change the type of entry, Time or Expense, in the Entry Type field. 4 Change the customer for the entry in the Customer field. 5 Change the project for the entry in the Project field. 6 Change the activity for the entry in the Activity field. 7 Change the description for the entry in the Notes field. 8 For a time entry, change the number of hours in the Hours field. OR For an expense entry, change the quantity of the expense item in the Units field. 9 Change the billing status for the entry from the Billing Status field. Options include: • Billable – Includes "billable" entries only • Do Not Bill – Includes "do not bill" entries only 10 No Charge – Includes "no charge" entries only 11 For an expense entry, change the billing rate in the Rate field.


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Chapter 14 12 For an expense entry, select the Reimburse check box to show that the expense entry should be reimbursed. 13 Select the Approved check box to approve the entry. 14 Select the On Hold check box to place an entry on hold. 15 Click Accept when you are finished reviewing/changing the entry.



C O N T E N T S

• Click OK to save the record.

S T

OR • Click Cancel to return to editing the record.

B A C K

16 Click the


I N D E X

.timekeeper Field Ticket Window - Management Approval

Salesperson Approval Salespeople can use .timekeeper to approve users’ time/expense entries for their customers.

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Chapter 14 Approving Time and Expenses If your company requires a salesperson’s approval for each time/expense entry, your customer’s time/expense entry must be approved for processing before it can be posted to the integrated application. Secondary parties can be Salespeople or Customers, depending on the selection made in the Require Secondary Approvals field on the Entry tab of the Timekeeper Options window (see page 69).

Salesperson Approval Window

C O N T E N T S

S T

On the salesperson approval window, a separate line appears in the list for each entry of the selected customer. Each entry line includes a check box to indicate whether the entry has been approved or not. Complete a Salesperson Approval of Time/Expense Entries 1 Click the salesperson approval ( ) icon from the .timekeeper data entry window. The following window appears, which enables the salesperson approval.

B A C K I N D E X

.timekeeper Salesperson Approval Window

2 Click the customer whose entries you want to view from the Customer List. The list displays only those customers who have WIP entries. 3 Entries for the selected customer appear in the Work in Process list. Select the entry ( ) you want to approve. 4 Click Approve All to approve all entries. OR Click Clear All to withhold approval for all entries. 5 Click Accept to save the changes.


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Chapter 14 Viewing Time/Expense Entries You can view the details of a time or expense entry prior to approval. Review a Time or Expense Entry 1 To view a time/expense entry, click the line of the desired entry from the .timekeeper’s salesperson approval window. The Timekeeper Inquiry window appears.

C O N T E N T S

S T B A C K

.timekeeper Inquiry Window

I N D E X

2 Click OK when you are finished viewing the entry. 3 Click the


.timekeeper Field Ticket Window - Salesperson Approval

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Chapter 14 Customer Approval You can set up .timekeeper to allow your customers to approve time/expense records.

Approving Time and Expenses If your company requires a customer’s approval for each time/expense entry, your employee’s time/expense entry must be approved for processing before it can be posted to the integrated application. Secondary parties can be Salespeople or Customers, depending on the selection made in the Require Secondary Approvals field on the Entry tab of the Timekeeper Options window (see page 69). C O N T E N T S

S T B A C K

Customer Approval Window On the customer approval window, a separate line appears in the list for each entry of the selected employee. Each entry line includes a check box to indicate whether the entry has been approved or not. Complete a Customer Approval for Time/Expense Entries 1 Access the .timekeeper default page. For detailed information on how to open your .timekeeper default page, see the Access .timekeeper section (see page 325).

I N D E X



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Chapter 14 2 Click Customer Approval from the website. The system displays a login window for a customer.

.timekeeper Customer Login Window C O N T E N T S

3 Enter the customer code in the Customer field. You can enter up to 30 characters. 4 Enter the customer password in the Password field. You can enter up to eight characters.

S T

5 Select the company from the Company field. 6 Click Login. The system displays the .timekeeper application.

B A C K I N D E X

.timekeeper Entry Window

7 Click the time/expense record you want to review from the Work in Process pane on the left. The entry appears on the Timekeeper Inquiry pane on the right. 8 Click OK when you are finished reviewing the entry. 9 Click the

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icon to print a field ticket for your customer to sign (see page 342).

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Chapter 14 10 Select the time/expense record ( Process pane on the left.

) you want to approve from the Work in

11 Click Approve All to approve all entries. OR Click Clear All to withhold approval for all entries. 12 Click Accept to save the changes.

2HINT: To change companies, use the change company icon (

C O N T E N T S

) on the Menu Bar. (See the Change Companies section (see page 328) for more information,) ___________________________________________________________ This concludes the Timekeeper manual.



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Glossary .jar Java ARchive file (or JAR), a ZIP file used to distribute and store compiled Java classes and associated metadata that can constitute a program .jnp Java Network Launching Protocol) file (or JNLP), well-known as Java Web Start, allows application software for the Java Platform to be started directly from the Internet through a web browser .timekeeper The web-entry version of the Timekeeper module that runs on your company’s Internet or Intranet site C O N T E N T S

S T

Active Sync® A synchronization software for Windows-based desktop and tablet PCs, enabling the transfer of information Activity Code An alphanumeric code used to identify the job for which work is being performed Batch A collection of related data items entered at one time; typically, a register is printed listing all entries of a batch prior to updating the permanent files

B A C K I N D E X

Billable Hours/units of work charged for a job and displayed on an invoice Billing Rate The amount charged per hour or per unit to the customer for the services of an employee, or for the completion of a particular task Billing Rate Source The source of the billing rate used in Billing Rate fields throughout Timekeeper: Application, Employee, Division, Customer, Project, Activity CF Sync CompactFlash (CF) Sync, a custom synchronization engine that works independent of transport Customer Code An alphanumeric code used to identify the party for whom work is being performed. Do Not Bill Hours/units of work that are not billed to the client and do not display on an invoice)

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Glossary

Glossary Employee Code An alphanumeric code used to identify an employee for whom you want to track billing rate and history information. Exception Special cases that deviate from normal in a business process. Expense (entry) The Timekeeper entry that contains expense-related information for services performed. Holiday Calculations C O N T E N T S

S T B A C K

Dates of holidays and the number of hours for holiday pay, to calculate the increase pay rate for work or cost of rendered services during holidays. HotSync® The process of synchronizing information between your Palm handheld and your desktop computer. HTML HyperText Markup Language (HTML), the predominant markup language used for the creation of web pages. HTTP HyperText Transfer Protocol (HTTP), a method used to transfer or convey information on the World Wide Web

I N D E X

HTTPS Hypertext Transfer Protocol Secure (HTTPS), a combination of the Hypertext Transfer Protocol and a network security protocol, used for sensitive transactions in corporate information systems and on the Web Import Allows you to import information such as employees, customers, projects, and activities from integrated Sage MAS 90 or 200 modules to Timekeeper Integrated Module Sage MAS 90 or 200 module that "shares" common information with Timekeeper IP The Internet Protocol (IP), a data-oriented protocol is used for communicating data across an internetwork, one of the core protocols on which the Internet and most commercial networks run IP Address An Internet Protocol address (IP address), a unique address that devices use to identify and communicate with each other on a computer network—a computer address

Glossary

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Glossary Java™ Web Start Allows application software for the Java Platform to be started directly from the Internet using a web browser (Java Network Launching Protocol file or JNLP is well-known as Java Web Start) Local Synchronization Synchronizing Timekeeper data on your Pocket PC device with the Sage MAS 90 or 200 system locally, from the Remote menu in the Timekeeper module using Windows CE Sync. Marker A multiplier used to designate the percentage or flat amount of adjustment to the bill amount for time units or expense items spent on a task C O N T E N T S


No Charge Hours/units of work spent on a job that are not billed to the client but shown on an invoice On Hold Entries "On Hold" cannot be posted until changed to "Open" Overtime Calculation Calculates overtime for an employee based on regular pay multiplied by a specified coefficient (the pay rate multiplier for the overtime pay) Palm OS An easy-to-use compact operating system (OS) developed for personal digital assistants (PDAs), Palm OS Device Palm OS device is a handheld device (PDA), running Palm OS 5.0 or later. Pay Cycle Determines the period during which the labor was performed: Daily, Weekly, Biweekly (every two weeks), Semimonthly (twice per month), Monthly, Quarterly, Annually PDA Personal Digital Assistant (e.g., Palm OS or Pocket PC device) Pocket PC A handheld-sized computer (PDA) that runs a specific version of the Windows CE operating system. Posted Entries that have been posted to the integrated module.

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Glossary

Glossary Posting Status A status of data entries to post to integrated module: All, Open, Hold, Selected, Posted Project Code An alphanumeric code to identify the customer projects for which work is being performed ProvideX A computer language and development environment, available on several operating systems (Unix/Linux/Windows/Mac OS X), primarily designed for use in the development of business applications C O N T E N T S


ProvideX Web Server Lets you integrate your HTML and your ProvideX programs in your web applications, and is responsible for servicing web requests between the .timekeeper and Application Server Remote Device Handheld Palm OS or Pocket PC (Windows CE) device, or Laptop Remote License Each User/Device/Application combination in Timekeeper PDA and .timekeeper requires one remote device license Remote Synchronization Synchronizing Timekeeper data on your Pocket PC device with the Sage MAS 90 or 200 system remotely, using the CF Sync option on your Pocket PC device Remote User A user accessing the Timekeeper remotely, that is through a remote device (Laptop, Palm OS, or Pocket PC) or via the Internet, NOT using the Sage MAS 90 or 200 Launcher RPC Remote Procedure Call (RPC), a network protocol that allows a computer program running on one host to cause code to be executed on another host (without the programmer explicitly coding the details for this remote interaction) System Options Entered during an application’s startup process and used to define specific operations of an application, meeting the individual needs of the business TCP The Transmission Control Protocol (TCP), a virtual circuit protocol, over which applications on networked hosts can exchange streams of data Time (entry) The Timekeeper entry that contains time-related information for services performed.

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Glossary Timekeeper Timekeeper is an enhancement for the Sage MAS 90 and Sage MAS 200 applications developed by Sage Software. Timekeeper creates accurate time reports that ensure your client invoices are correct and complete, that they are processed cost-effectively, and that they are sent out as quickly as possible. Timekeeper Entry Timekeeper Entry lets you enter and maintain employee time and expense data. It It provides the convenience of running a standalone application separate from the Sage MAS 90 or 200 ERP system, giving you the power to enter time and expenses over a network or an Internet connection. Timekeeper PDA C O N T E N T S


The Timekeeper PDA application is the Timekeeper version for users who enter their time using hand-held (PDA) devices. You can install Timekeeper on a Palm OS device or on a Pocket PC (Windows CE) device. UDF User Defined Field URL Uniform Resource Locator (URL), also referred to as a Web address, specifies where an identified resource is available and the mechanism for retrieving it User Code An alphanumeric code used to identify which modules a particular user can access. Web Start Link Allows application software for the Java Platform to be started directly from the Internet using a web browser using Java™ Web Start. Web page A document, typically written in HyperText Markup Language (HTML), that is almost always accessible via HyperText Transfer Protocol (HTTP) Website A collection of web pages, typically common to a particular domain name or subdomain on the World Wide Web on the Internet Web Sync Lets you replicate data by using the HTTPS protocol, and is useful for synchronizing data from mobile users over the Internet and between Microsoft SQL Server databases across a corporate firewall Windows CE Sometimes abbreviated WinCE, is a variation of Microsoft Windows operating system for minimalistic computers (such as Pocket PC)

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Glossary

Glossary Windows Service An application that starts when Windows is booted and runs in the background as long as Windows is running WIP Work In Process (WIP) records that are not on hold or posted to integrated modules WIP Entry A time/expense entry with the posting status of Open or on Hold XML The Extensible Markup Language (XML), a general-purpose specification for creating custom markup languages, used to aid information systems in sharing structured data, especially via the Internet

C O N T E N T S


Glossary

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Symbols

C O N T E N T S

S T B A C K

.timekeeper 26 Accessing 325 Adding Icon to Website 322 Changing Company 328 Configuring 305 Default Page 323 Description 324 Entering Data 327 Expense Entries Changing 337 Creating 333 Deleting 338 Installing 305 Launching from Internet Browser 323 Launching from Website 322 Starting Application 322 System Requirements 30 Time Entries Changing 337 Creating 328 Deleting 338 Using 324

A Accounts Receivable Module Integration 18, 28, 55, 65 ActiveSync® Using 27, 30, 261, 275, 301 Activities Billing Rate 56, 69, 121, 170, 180, 202 Creating 119 Historical Data 125 Links to Integrated Modules 123 Maintaining 118 Past Transactions 127 Renumbering 119 Activity History Report 237 Activity Maintenance 117 Description 117 Setting Up Activities 118 Using 117 Allow On Hold WIP Timekeeper Options 57, 70 Applications Billing Rate 56, 69, 170, 180, 202 Approvals Customer 345 Management 71, 176, 339 Salesperson 342 Secondary 70, 184 Approving Expenses by Customers 345 by Managers 176, 340 by Salespeople 343 by Secondary Party 184 Approving Time

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Index by Customers 345 by Managers 176, 340 by Salespeople 343 by Secondary Party 184 Auto Calculate Overtime Timekeeper Options 62, 73

B Billing Exceptions Creating 136 Billing Markup Maintenance 131 Billing Markups Assigning to the Activity 132 Using 131 Billing Rates Activity 56, 69, 170, 180, 202 Application 56, 69, 170, 180, 202 Applying Markups to 131 Calculation 131 Creating for a Division 130 Customer 56, 69, 170, 180, 202 Division 56, 69, 170, 180, 202 Employee 56, 69, 170, 180, 202 First Non-Zero 56, 69 Project 56, 69, 170, 180, 202 Setting for Timekeeper 56, 69 Browse icons 327 Button Fields 44

A B C D E F G H I J K L M N

C

O

Capitalization of Descriptions Timekeeper Options 60, 67 Change Company icon 327 Client/Server Workstation Install 40 Companies Viewing Name on PDA 286 Company Maintenance Using 38 Configuring .timekeeper 305 Activity Links to Integrated Modules 122 Customer Links to Integrated Modules 98 Employee Links to Integrated Modules 87 Employees Links to Integrated Modules 87 Project Links to Integrated Modules 110 Timekeeper PDA 264 Cookies Using in .timekeeper 324

P

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Q R S T U V W X Y Z

Index

Index

C O N T E N T S

S T B A C K

Corporate Manager Setting 86 Custom Terminology Setting 63 Customer Approval 345 Customer History Report 230 Customer Maintenance Description 95 Setting Up Timekeeper Customers 96 Using 95 Customers Billing Rate 56, 69, 98, 170, 180, 202 Creating 97 Historical Data 100 Links to Integrated Modules 99 Maintaining 96 Past Transactions 102 Renumbering 97

D Data Input Sources 29 Department Codes Using 75 Department History Report 223 Department Maintenance Description 75 Using 75 Department Manager Setting in Employee Maintenance 86 Departments Creating 75 Historical Data 76 Descriptions Posting as Comment Lines Timekeeper Options 60, 66 Detail History Report 241 Direct Access Timekeeper Entry Mode 25 Division Billing Rate Maintenance Description 130 Using 130 Division Codes Using 130 Divisions Billing Rate 56, 69, 170, 180, 202

E Employee History Report 227 Employee Maintenance Description 78 Setting Up Employees 78 Using 77 Employees Billing Rate 56, 69, 85, 170, 180, 202 Creating 78

Index

Historical Data 89 Links to Integrated Modules 87 Maintaining 78 Past Transactions 91 Renumbering 83 Enhancement Registration 37 Exception Maintenance Description 135 Using 135 Exceptions Creating 135, 136 Expense Entries Changing for an Employee 178, 200 Customer Approval 345 Management Approval 176, 339 Posting 195 Purging 250 Salesperson Approval 343 Searching for 181, 188 Secondary Approval 184 Updating the MAS 90/MAS 200 System with 212 Expense Reimbursement Selection 208 Description 208 Using 209 Expense Reimbursements Managing 211 Selecting for Posting 208

A B C D E F G H I J K L M

F Filters Applying Custom 80 Using in Employee Maintenance 79 in Timekeeper 79 First Non-Zero Billing Rate 56

N O P Q R

G

S

General Ledger Module 19 Getting Started 53

T U

H Help 22 Context-Sensitive 24 icon 327 HighTower 17 Holidays Creating 133 HotSync Troubleshooting 273 HotSync Operation 274 on Palm Device 271, 272 HotSync® Manager 26, 300 Function 272, 273 Using 272

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V W X Y Z

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M

Hours Summary icon 327 How Timekeeper Works 27

I

C O N T E N T S

S T B A C K

Importing Activity Codes 117 Customer Codes 95 Employee Codes 78 Project Codes 106 Installation for Pocket PC (Windows CE) Devices 275 for Sage MAS 200 or Sage MAS 200 for SQL 40 for Windows CE Devices 275 Patch Installation System 17 Installing .timekeeper 305 PDA Application 268, 275 Timekeeper on a Palm OS Device 268 on a Pocket PC (Windows CE) Device 276 Timekeeper PDA 264 Integration 27 Accounts Receivable Module 18, 55, 60, 65, 66, 67 Job Cost Module 18, 55, 66, 67, 68 MAS or 200 Modules 27 Payroll Module 19, 55, 61, 62, 66, 68 Sales Order Module 19, 55, 59, 60, 65, 66, 67 Time and Billing Module 4, 19, 55, 65, 66, 67 Time and Billing Professional Module 4, 19, 55, 65, 66, 67 Integrations in Timekeeper Options 65 Introduction 17

J Java Web Start Link Generating 262 Java™ Web Start Timekeeper Entry Mode 25 JavaScript Using in .timekeeper 324 Job Cost Module 18 Integration 28, 55, 66 Job Cost module Integration 18

L Library Master Extensions Module Using for Registration 37 Licenses Remote Device 26, 267, 321 Local Synchronization Widows CE Sync 261

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Index

Main Menu Implementing 139 Using 139 Management Approval 176, 339 icon 326 Requiring 58, 70, 71 Managing Time/Expense Records 27 Manual Graphic Conventions 21 Online 22 Sections In 20 Text Conventions 21 Using 19 Markup Methods 131 Markups Assigning to the Activity 132 for a Billing Rate 131 Using 131 Menu Bar Using 43 Modules Tree Using 42

O Offline Access Timekeeper Entry Mode 25

A B C D E F G H I J K L M

P

N

Palm Desktop Log File 273 Palm Devices Installing a HighTower Module 268 Palm OS 17 Requirements 268 System Requirements 268 Using HotSync 273 Palm OS Devices Expense Entries Changing 294 Creating 292 Deleting 296 HotSync Operation 272 Menu Bar 284 Selecting User 274 Starting Timekeeper 283 Starting Timekeeper for the First Time 273 Sync 26 Time Entries Changing 294 Deleting 296 Using Timekeeper 283 Palm™ Desktop 26, 272, 300 Palm™, Inc 26, 272, 300 Patch Installation 17 Payroll Module 18

O

Timekeeper Manual

P Q R S T U V W X Y Z

Index

Index

C O N T E N T S

S T B A C K

Integration 19, 28, 55, 66 PDA Device Licenses 264 PDA Application Install 268, 275 PDA Application Installation Wizard 258, 268, 275 Period End Processing 250, 252 Pocket PC 17 Expense Entries Changing 294 Creating 292 Deleting 296 Menu Bar 284 Starting Timekeeper 283 Synchronizing 301, 302 System Requirements 275 Time Entries Changing 294 Deleting 296 Using Timekeeper 283 Pocket PC (Windows CE) Devices Selecting a User 281 Starting Timekeeper for the First Time 281 Sync 27 Synchronizing 280 Pocket PC Devices Installing Timekeeper 275 Posting Changing Files for 199, 211 Data to Integrated Modules 27 Expense Data 207, 212 Expense Reimbursements 212 Time Data 207 Posting Menu Implementing 195 Using 195 Preferences Timekeeper Entry 154 Pre-installation Instructions 31 Project History Report 234 Project Maintenance Description 106 Setting Up Projects 107 Using 106 Projects Billing Rate 56, 69, 109, 170, 180, 202 Creating 108 Historical Data 111 Links to Integrated Modules 110 Maintaining 107 Past Transactions 113 Proxy Files Copying 311 Modifying 311 Using 311

R Registers

Index

Reimbursement Posting 212 WIP Posting 207 Registration Timekeeper 37 Reimbursement Posting Register Description 212 Using 212 Reimbursement Selection Maintenance Description 211 Using 211 Remote Access Timekeeper Entry Mode 25 Remote Device Licenses Creating 267, 321 Description 26 Using 26 Remote Devices Creating 266, 320 Remote Menu Description 256 Implementing 256 Using 256 Remote Users Creating 264, 319 Renumbering Activities 119 Customers 97 Employees 83 Projects 108 Reports Activity History 237 Common Controls Settings 218 Customer History 230 Department History Report 223 Detail History 241 Employee History Report 227 Project History 234 Reimbursement Posting Register 214 WIP Posting Register 208 Work in Process Report 245 Reports Menu Description 217 Implementing 217 Using 217 Role Maintenance Setting Up Timekeeper in 36

A B C D E F G H I J K L M N O P Q R S T U V W

S

X

Sage MAS 200 or MAS 200 for SQL Installations 40 Sage Software 17 Sales Order Module 18 Integration 19, 28, 55, 65 Salesperson Assigning to an Employee 89 Salesperson Approval 342 icon 326

Y

Timekeeper Manual

Z

Page 357

Index

C O N T E N T S

S T B A C K

Search icon 327 Secondary Approval 184 Requiring 58, 70, 71 Setting Up Timekeeper for a New Company 53 Timekeeper Options Customizing the Module 64 Setup Menu Implementing 49 Using 49 Support Technical 22 Synchronization ActiveSync 275 HotSync 271, 272 Local Pocket PC 280 Options 288 Process 26 Remote Pocket PC 302 Setting Up 287 Windows CE Sync 280 Synchronizing Data 26, 300 Palm OS Devices 26 Pocket PC (Windows CE) for the First Time 281 Pocket PC Devices 27 Windows CE Sync 27 System Requirements .timekeeper 30, 305 Palm OS 268 Pocket PC (Windows CE) Devices 275 Sage Software 30 Timekeeper Entry 30 Timekeeper PDA 30 Workstation 30 System Startup 35, 53

T Technical Support 22 Terminology Changing 73 Time and Billing Related Manuals 24 Time and Billing Module 18 Integration 19, 28, 55, 65 Time and Billing Professional Related Manuals 24 Time and Billing Professional Module 18 Integration 19, 28, 55, 65 Time Entries Changing for an Employee 178, 200 Creating 143, 162, 164, 167, 175 Customer Approval 345 Management Approval 176, 339

Page 358

Posting 195 Purging 250 Salesperson Approval 343 Searching for 181, 188 Secondary Approval 184 Updating the MAS 90/MAS 200 System with 212 Timekeeper Activation 38 for PDA 26, 283 Installation 30 Installing 31 Integrating with Other Modules 18 Integration to MAS 90/MAS 200 Accounts Receivable Module 18, 27 Job Cost Module 18, 27 Payroll Module 18, 27 Sales Order Module 18, 27 Time and Billing Module 18, 27 Time and Billing Professional Module 27 Menu Reports 217 Utilities 249 Menu Bar 43 Module 25 Setting Up for a New Company 53 System Requirements 30 System Startup 35 User Interface 42 Using the Manual 19 Welcome To 17 Timekeeper Detail File 28 Timekeeper Entry 17 Description 25 icon 327 System Requirements 30 Timekeeper Import 253 Timekeeper Install Completing 32 Timekeeper Installation Wizard Description 31 Using 31 Timekeeper Module Installation Wizard 31 Role Maintenance 36 Setting Up in Role Maintenance 36 Timekeeper Options 64 Using 64 Timekeeper PDA 283 Installing 264 System Requirements 30 Timekeeper PDA Application Installation Wizard 258 Timekeeper Server Monitor Running 259

Timekeeper Manual

A B C D E F G H I J K L M N O P Q R S T U V W X Y Z

Index

Index Timekeeper Setup Wizard Using 53 Timekeeper Terminology 73 Timekeeper WIP File Posting to Accounts Receivable 29 to Job Cost 29 to Payroll 29 to Sales Order 29 to Time and Billing 29 to Time and Billing Professional 29 Timekeeper Work in Process (WIP) File 28 Troubleshooting HotSync Operation 273

C O N T E N T S

S T B A C K

U Using .timekeeper 324 Main Menu 139 Posting Menu 195 Remote Menu 256 Reports Menu 217 Setup Menu 49 Timekeeper 17 Timekeeper Entry 142 Timekeeper PDA 283 Utilities Menu 249 Using Filters in Timekeeper 79 Utilities Menu Description 249 Implementing 249 Using 249

Local Synchronization 280 WIP Posting Register Description 207 Using 207 WIP Selection Description 197 Using 197 WIP Selection Maintenance Description 199 Using 199 WIP Time/Expenses Managing 199 Selecting for Posting 197 Word Substitution Creating 134 Work in Process Report 245 www.sagesoftware.com 30, 31

A B C D E F G H I J K L M N O P

V

Q

Virtual Directory Creating 313 Description 313

R S

W

T

Welcome to Timekeeper 17 Windows CE 17 Windows CE Devices Expense Entries Changing 294 Creating 292 Deleting 296 Installing Timekeeper 275 Menu Bar 284 Starting Timekeeper 283 Synchronizing 301, 302 System Requirements 275 Time Entries Changing 294 Deleting 296 Using Timekeeper 283 Windows CE Sync 27

Index

U V W X Y Z

Timekeeper Manual

Page 359

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