Module 5 Timesheet. Step by Step Guide PSA Suite Basic for CRM Timesheet calendar view 5.2 Timer 5.3 Timesheet by line

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1 Step by Step Guide PSA Suite Basic for CRM 2013 Module calendar view 5.2 Timer 5.3 by line PSA Suite Basic CRM 2013: V1.0 1

2 Module 5. Contents TIMESHEET CALENDAR VIEW... 5 INTRODUCTION Objectives Scenario Detailed Steps:... 7 EXERCISE 1: Book hours in your timesheet via Outlook retrieval... 7 EXERCISE 2: Book hours manually...11 Exercise 2.1: Book time on a T&M project item with an hourly rate...12 Exercise 2.2: Book time on a T&M project item with a daily rate...14 Exercise 2.3: Book time on a Fixed Fee project...15 Exercise 2.4: Book time on a T&M project item and apply an hourly rate adjustment...16 Exercise 2.5: Book time on a Fixed Fee item and update the task of a project item Exercise 2.6: Book time on a T&M item and update the % of completion of the project item activity Exercise 2.7: Book time on a Fixed Fee item and update the % of completion of the project item Exercise 2.8: Book time on an internal project and use an internal hour type related to the bank of hours for sick leave...23 Exercise 2.9: Book time for another...24 EXERCISE 3: Book an expense in the timesheet...25 Exercise 3.1: Book an expense on a project item defined with...25 Exercise 3.2: Book an expense via the mileage functionality and mark it as...26 Exercise 3.3: Book an expense and attach a document to the entry...28 EXERCISE 4: Make use of all the other functionalities available in the...30 Exercise 4.1: Drag & drop functionality...30 Exercise 4.2: Copy a single time record Exercise 4.4: Report ready feature...34 Exercise 4.5: Post to Time Card...34 Exercise 4.6: Understand the hours summary (booked, approved, to be booked, still to be booked)...35 Exercise 4.7: Change the timesheet...36 PSA TIMER...38 INTRODUCTION Objectives

3 2. Scenario Detailed Steps:...40 EXERCISE 1: Book time via the PSA timer (timesheet calendar view)...41 TIMESHEET BY LINE...47 INTRODUCTION Objectives Scenario Detailed Steps:...49 Exercise 1: Book hours and expenses in the timesheet by line

4 PSA Suite Basic for CRM : Calendar view 4

5 TIMESHEET CALENDAR VIEW INTRODUCTION Assistance PSA offers two user interfaces for its timesheet functionality: (calendar) Outlook calendar format Outlook retrieval of appointments PSA Timer (line) Linear format Both options will provide you with the possibility to: Book time and Copy one or multiple time entries Update your project s items (ex: % of completion) Update your project s activities (ex: Mark complete) Select a CRM case (and create one if necessary) Book hours for another user Post to time card Book expenses and Upload related document Generate mileage entry This section will focus on the with the calendar view. 5

6 1. Objectives After completing this module, you will be able to: Book hours in your timesheet via Outlook retrieval Book hours and expenses in your timesheet manually Make use of all the other functionalities available in the timesheet 2. Scenario You have created projects in PSA (ref. module 4. Projects) and are now ready to book time and expenses towards them. Create time and expense entries according to the tables below. Project E : This project uses the template Sure Step Elements. Item Contract type Hours/Expenses Hour type/expense Program management T&M (hourly rate) 2 Project manager Requirements T&M (hourly rate) 12 Senior consultant Training Fixed fee 4 Consultant Training material Expenses (with mark up) 300 Cost amount Description: ref scenario Travel Expenses 1 trip Mileage Project B : This project is a consultancy mandate with a daily rate. Item Contract type Hours/Expenses Hour type/expense Consultancy T&M (Daily rate) 3 hours on 2 separate Analyst days Travel Description: Airfare you must attach a document. Expenses fixed fee Project C : This project is a support contract. Item Contract type Hours/Expenses Hour type Services in agreement Fixed Fee 2 Consultant Services billable T&M (hourly rate) 3 Consultant 6

7 Project D : This is an internal project for administrative time and leave time. Item Contract type Hours/Expenses Hour type Sick days Fixed fee 8 Sick day 3. Detailed Steps: This section will provide you with the detailed steps required to execute the scenario. Exercise 1: Book hours via Outlook retrieval Exercise 2: Book hours manually o on a T&M project item (hourly rate) o on a T&M project item (daily rate) o on a Fixed Fee project item o and apply an hourly rate adjustment o and update the % of completion and task of the project item o and use an internal hour type related to the bank of hours for sick leave o for another user Exercise 3: Book expenses in the timesheet o on an expense project item defined with mark up o via the mileage functionality and mark it as reimbursable o and attach a document Exercise 4: Make use of all the other functionalities available in the timesheet o Use the drag & drop functionality o Copy a single time entry o Copy multiple time entries o Update the report ready field o Review the timesheet layout and views PRE-REQUISITE: In order to complete the exercises defined in this step by step guide, you must have completed Module 4.Projects. *The Outlook retrieval functionality will require that you have connection with your exchange server. This set up is done in the PSA Settings of your organization (please refer to the installation document for a detailed explanation). 7

8 EXERCISE 1: Book hours in your timesheet via Outlook retrieval The Outlook retrieval functionality will require that you have connection with your exchange server. This set up is done in the PSA Settings of your organization (please refer to the installation document). Step 1: Book hours in your timesheet via Outlook retrieval Under Microsoft Dynamics CRM click Assistance PSA. Under Assistance PSA navigate to. In the new window, click the button Outlook retrieval. Because it is fully embedded in Outlook, PSA will then bring all your Outlook appointments into your timesheet. Depending on the appointments retrieved from your Outlook calendar, you may notice 2 different colors when they appear in your timesheet: Yellow will indicate that a project has already been assigned to the entry when it was created in Outlook. Grey will indicate that no project has been allocated yet to your time entry. Double click on a grey record. 8

9 PSA will open the time entry. Click the magnifying glass next to Project. In the next window, select a project. Click Accept. Back in the previous screen, you will notice that by default PSA has displayed the first active item of the project template. It will also by default, display the default hour type of this employee; determining the hourly rate of the entry. In both cases, you may change the selection by using the dropdown menu. 9

10 Activity: Using the dropdown menu you can select an activity here or leave it blank. 2. Date/Start End/Hours: You can modify the date, the period or the amount of time that was initially scheduled; your outlook calendar will remain intact while your timesheet records these changes. 3. Adjustment rate: You do not have to specify an adjustment rate for this entry; leave the field blank. 4. Case: You do not have to select a case for this entry; leave the field blank. 5. Description/internal note: You can change the original description entered in Outlook or add an internal note; simply click in the box and make the change.. Once you are done, click Accept ; PSA will then save and close the entry Back in the timesheet screen you will notice that your time record has turned green; it will remain as such until it is approved. You want to review and save your other time records. This time double click on a yellow entry. 10

11 You will see the Project information that was assigned to the record when it was created in Outlook. As with the previous entry, you can make any changes to the fields displayed here (ex: select an activity). Once you are done, simply click Accept to save the data. Back in the timesheet screen, the time record will now be green. 11

12 EXERCISE 2: Book hours manually 5.1 TIMESHEET CALENDAR VIEW You can enter your time manually via 3 options and in all cases PSA will automatically open a new time record New entry top bar: In the top bar of the timesheet, click the New entry button. 2. Cell: In the timesheet, double click on a cell. 3. New entry Menu: In the, right mouse click and select new entry. Exercise 2.1: Book time on a T&M project item with an hourly rate

13 1. Project: Click the magnifying glass to select Project E. 2. Item: By default PSA will display the first active project item of the project s template. You can change the selection if you click the dropdown arrow or the magnifying glass. Leave the project item as is. 3. Activity: Use the dropdown arrow to select the activity Project Management. 4. Date/Start End/Hours: Validate the date and use the start and End fields to define the duration of the time entry. Note that you can also enter a quantity in the Hours field (make sure however that the start time is accurate). You want to book two (2) hours. 5. Hour type: By default PSA will also display the default hour type of this employee; determining the hourly rate of the entry. Note that you can change the selection by using the dropdown menu. Select Project manager. 6. Adjustment rate: You do not have to specify an adjustment rate for this entry; leave the field blank. 7. Case: You do not have to select a case for this entry; leave the field blank. 8. Description/internal note: Enter a description for this time entry but leave the internal note blank. Enter Kick off meeting. Once you are done, click Accept ; PSA will then save and close the entry. Back in the timesheet screen you will notice that your time record has turned green; it will remain as such until it is approved. 13

14 Exercise 2.2: Book time on a T&M project item with a daily rate Project: Click the magnifying glass to select Project B. 2. Item: Leave the project item as is (10.01 Consultancy). 3. Activity: There is no activity related to this project item; leave the field blank. 4. Date/Start End/Hours: Book 3 hours. 5. Hour type: Select Analyst. Because the project item is defined as T&M with a daily rate, you must select an hour type also defined with a daily rate; otherwise the value of this entry will be zero (since PSA won t be able to find a daily rate on an hour type defined with an hourly rate). 6. Adjustment rate: Leave the field blank. 7. Case: Leave the field blank. 8. Description/internal note: Enter a description for this time entry but leave the internal note blank. Note: Because this is a T&M project item with a daily rate PSA will not consider the actual number of hours booked on the entry when invoicing the client; it will however calculate a full day for each time entry and bill the client accordingly. Keep in mind that if two entries are made on the same day, they will be charged as 2 full days. Once you are done, click Accept. 14

15 Exercise 2.3: Book time on a Fixed Fee project item 5.1 TIMESHEET CALENDAR VIEW Project: Click the magnifying glass to select Project C 2. Item: Leave the project item as is (10.02 Services in agreement) 3. Activity: There is no activity related to this project item; leave the field blank. 4. Date/Start End/Hours: Book 2 hours 5. Hour type: Select Consultant. 6. Adjustment rate: leave the field blank. 7. Case: Leave the field blank. 8. Description/internal note: Enter a description for this time entry but leave the internal note blank. Note: Because this is a fixed fee project item PSA will not consider the actual time booked when invoicing the client; however, it will display in the financial section of both your project and project item the value of this time entry with its respective rates i.e. cost, transfer and selling. Once you are done, click Accept. 15

16 Exercise 2.4: Book time on a T&M project item and apply an hourly rate adjustment Project: Enter the first digit of your project s name ex: 2 and PSA will automatically display the first project that starts with this digit. o o You can also click the dropdown list to view the list of the last projects you selected. select Project C 2. Item: Select Services billable. 3. Activity: There is no activity related to this project item; leave the field blank. 4. Date/Start End/Hours: Book 3 hours. 5. Hour type: Select Consultant. 6. Adjustment rate: Click the dropdown list and select Overtime. 7. Case: Leave the field blank. 8. Description/internal note: Enter a description for this time entry but leave the internal note blank. Note: Because you have selected an adjustment rate PSA will now take the hourly rate X the adjustment rate and multiply the result with the number of hours. Ex: 125 X 150% = hourly rate adjusted. Value of time entry: X 3 = 562,50. Once you are done, click Accept. 16

17 Exercise 2.5: Book time on a Fixed Fee item and update the task of a project item Project: Select Project C. 2. Item: Select Services in agreement. Click on the field Item. PSA will bring you to the project item. In the navigation bar, click the dropdown arrow of the item and click Activities. 17

18 Select the task Performance test and click Mark Complete. In the dialog box leave the status as Completed and click Close. Back in the activity list of your project item, you will no longer see your training schedule as it is now closed. Now close the window to go back in the timesheet. 3. Activity: There is no activity related to this project item; leave the field blank. 4. Date/Start End/Hours: Book 2 hours. 5. Hour type: Select Consultant. 6. Adjustment rate: Leave the field blank. 7. Case: Leave the field blank. 8. Description/internal note: Enter a description for this time entry but leave the internal note blank. Once you are done, click Accept. 18

19 Exercise 2.6: Book time on a T&M item and update the % of completion of the project item activity Project: Select Project E. 2. Item: Select Program Management 3. Activity: Select Project Plan. Click on the field Activity. PSA will bring you to the project item activity. Update the Percent Complete field: enter 100. Note that the Gantt chart will be updated with the value entered here. Now close the window to go back in the timesheet. 19

20 4. Date/Start End/Hours: Book 2 hours. 5. Hour type: Select Consultant. 6. Adjustment rate: Leave the field blank. 7. Case: Leave the field blank. 8. Description/internal note: Enter a description for this time entry but leave the internal note blank. Once you are done, click Accept. 20

21 Exercise 2.7: Book time on a Fixed Fee item and update the % of completion of the project item Project: Select Project E. 2. Item: Select Training Click on the field Item. PSA will bring you to the project item. Update the Percent Complete field: enter 50. Now close the window to go back in the timesheet. 21

22 3. Activity: Select Training Prep. 4. Date/Start End/Hours: Book 7 hours. 5. Hour type: Select Consultant. 6. Adjustment rate: Leave the field blank. 7. Case: Leave the field blank. 8. Description/internal note: Enter a description for this time entry but leave the internal note blank. Once you are done, click Accept. 22

23 Exercise 2.8: Book time on an internal project and use an internal hour type related to the bank of hours for sick leave Project: Click the magnifying glass to select Project D. 2. Item: Select Sick days. 3. Activity: There is no activity related to this project item; leave the field blank. 4. Date/Start End/Hours: Book 8 hours. 5. Hour type: Select Sick day. Note that because this project was defined as internal, PSA will only display the hour types also defined as internal. 6. Adjustment rate: leave the field blank. 7. Case: Leave the field blank. 8. Description/internal note: Enter a description for this time entry but leave the internal note blank. Note: Because you have selected the hour type Sick day PSA will now update the bank of hours related to Sick leave with the number of hours entered here. Once you are done, click Accept. 23

24 Exercise 2.9: Book time for another user 5.1 TIMESHEET CALENDAR VIEW In the header of the timesheet, click Change User. PSA will display the list of all the users, select Sara Davis. Click OK. Back in the timesheet screen, you will notice that your own records are no longer displayed; you are now in the timesheet Sara Davis. Now go ahead and create a time entry: Project: Select Project E Item: Select Requirements. Date/Start End/Hours: Book 6 hours Hour type: Select Senior Consultant. Adjustment rate: leave the field blank. Case: Leave the field blank. Description/internal note: Enter a description for this time entry but leave the internal note blank. Once you are done, click Accept. Back in the timesheet; create another entry of 6 hours for Sara with the same project, item and hour type. 24

25 EXERCISE 3: Book an expense in the timesheet Exercise 3.1: Book an expense on a project item defined with mark up Create a time entry for Project E: enter 8 hours towards the project item Training with project item activity Training Prep. Select the hour type Consultant. Now navigate to the tab Expenses Click the icon of the first line to add a new item 1 2 Click the dropdown list of the Item field and select Training Material. 1. Description: Enter Training guides. 2. Cost amount: Enter 300 this is your cost amount. Because this project item is defined with a mark up PSA will take the cost amount entered here and apply the mark up % when invoicing the project. Leave the remaining fields blank. Click the Hours tab and in the next screen. click Accept to save the record. 25

26 Exercise 3.2: Book an expense via the mileage functionality and mark it as reimbursable Open the time record related to Project E with project item Program management. You need to book mileage related to that kick off meeting. Click the mileage icon at the bottom right of the screen. PSA will open up a new window where it will display the calculation of the mileage based on the information found in the project or in the PSA settings record (if it can t find it in the project). You can change the project item as well as the quantity; in this last case, however, remember to also modify the description accordingly. The selling price here can t be changed. You do want to make any modification to this entry; click Accept. Now click the Expenses tab of your entry. 26

27 You will see your entry with its description and total value. Select the line and check the box Reimbursable. Once you are done, click the Hours tab and in the next screen click Accept in order to save the entry. 27

28 Exercise 3.3: Book an expense and attach a document to the entry Open the time record related to Project B with project item Consultancy. Navigate to the tab Expenses and in the next screen click the icon of the first line to add a new item. 1 2 Click the dropdown list of the Item field and select Travel. Description: Enter Airfare. Cost amount: Enter 250. Sales tax: Leave blank. Attachment: You have a receipt to attach to this expense. Click the Attachment icon. PSA will open up a new window where you can browse to your document and attach it to the expense record. 28

29 Back in the Expenses screen you will see the name of your document displayed in the Attachment field. Go to the Hours tab of your entry and in the next screen click Accept to save the record. 29

30 EXERCISE 4: Make use of all the other functionalities available in the timesheet Exercise 4.1: Drag & drop functionality With Assistance PSA you can change the day and duration of a time record via the timesheet screen Left click on a record and, while holding the left mouse button, drag the record over to a new day or period of time. Once you are in the new time slot, simply let go of the left mouse button; the time entry will change to yellow for a short moment as PSA saves the record with the new information. You can also increase or decrease the duration of a time record. Left click on a record and move the mouse over the record until the mouse pointer becomes an up down arrow. Drag the record to increase or decrease the duration of the time record and let go of the mouse; the time entry will change to yellow for a short moment as PSA saves the record with the new information. 30

31 Exercise 4.2: Copy a single time record. In Assistance PSA, it is possible to copy a single time record: Right mouse click on a time record. Select Copy entry. Position your cursor where the time entry should be copied. Right mouse click. Select Paste entry. The time entry will change to yellow for a short moment as PSA saves the record with the new information. 31

32 Exercise 4.3: Copy multiple time records In Assistance PSA, it is possible to copy multiple time records within a specific week: Position your cursor where you want to copy the multiple time records In the top bar of the timesheet, click Copy week. Assistance PSA will open up a window In the left section you will find the weeks to be copied. In the right section, you will find the time records of the selected week. Click any day of the week you wish to copy. PSA will then display all the corresponding entries of that week. By default all the records will be pre selected. If you wish to remove one record, click twice in the corresponding box. This will remove the checkmark and exclude the time record from the copying process. Once you are done, click Accept. 32

33 PSA will copy the time records in your timesheet and automatically save them As with your other time records you will be able to modify them to reflect any changes that might have occurred Note that the time records will be copied without any expense item; PSA considers that the expense item belongs to the original entry only 33

34 Exercise 4.4: Report ready feature In Assistance PSA you have the possibility to report your timesheet as completed until a specific date; this feature is called Report ready. Click the dropdown calendar of the report ready field. Select the date until which your timesheet is completed. PSA will now give you a warning message when you try to book time before and on that date. Note that it will still let you create the entry. This information will be saved in your employee record and become available for reporting. Exercise 4.5: Post to Time Card The feature Post to Time Card will only be displayed in if you have activated the feature in the PSA User screen. In order for the time card to be posted the hours booked must correspond to the selected parameters in the PSA Settings; Yes or Yes with full week completed. If the posting is successful PSA will display the following message: With the parameter Yes with full week completed hours booked will need to correspond or be higher than the hours to be booked. In the opposite case the following message will be displayed: Note that the time card for a specific week can only be posted once. Any time booked in that same period afterwards will not be posted. 34

35 Exercise 4.6: Understand the hours summary (booked, approved, to be booked, still to be booked) At the very bottom of the timesheet, PSA will display the number of hours booked for the selected week. The yellow row will show the number of hours booked but not approved yet. The green row will show the number of hours booked and approved. At the top of your timesheet PSA will display the calculation of hours still to be booked for the selected week To be booked: The number displayed here comes from the employee record where it is possible to define a specific amount of hours to work per week. 2. Booked: This number represents the total number of hours booked in the timesheet (approved or not). 3. Still to be booked: PSA will take the to be booked number and deduct from it the hours booked in the timesheet. This will allow the solution to establish the remaining hours to be entered in order for this week to be considered completed. Note that this feature will act as an indicator only: whatever the number of hours entered here, it will not prevent the timesheet from being approved. 35

36 Exercise 4.7: Change the timesheet view 5.1 TIMESHEET CALENDAR VIEW In Assistance PSA you will find different layouts available for your timesheet. In the top bar of your screen, you will recognize some of the familiar views found in your Outlook calendar. A simple click on either one of these layouts will change the layout of your timesheet. You can display your time records by day By week... 36

37 Including a full week view By month. And finally on a timeline basis. 37

38 5.2 PSA TIMER PSA Suite Basic for CRM : PSA Timer 38

39 5.2 PSA TIMER PSA TIMER INTRODUCTION Assistance PSA offers two user interfaces for its timesheet functionality: (calendar) Outlook calendar format Outlook retrieval of appointments PSA Timer (line) Linear format Both options will provide you with the possibility to: Book time and Copy one or multiple time entries Update your project s items (ex: % of completion) Update your project s activities (ex: Mark complete) Select a CRM case (and create one if necessary) Book hours for another user Post to time card Book expenses and Upload related document Generate mileage entry This section will focus on the PSA Timer ( calendar view). 39

40 5.2 PSA TIMER 1. Objectives After completing this module, you will be able to: Book time in the timesheet calendar view via the PSA timer 2. Scenario You will use the PSA timer to record time towards your support contract; see project below. Project C : This project is a support contract. Item Contract type Hour type Services in agreement Fixed Fee Consultant Services billable T&M (hourly rate) Consultant 3. Detailed Steps: This section will provide you with the detailed steps required to execute the scenario. It consists of one exercise: Exercise 1: Book time via the PSA Timer Exercise 2: Book time towards a CRM case via the PSA Timer. PRE-REQUISITE: In order to complete the exercises defined in this step by step guide, you must have completed Module 4.Projects. 40

41 5.2 PSA TIMER EXERCISE 1: Book time via the PSA timer (timesheet calendar view) Step 1: Book time via the PSA timer (in the timesheet calendar view) In the timesheet of PSA click the icon Timer. PSA will open a new window where it will instantly start recording your time. As with your other time entry, you need to fill out the project information related to the record. You can enter the information now or before you stop the timer and save the data. For the purpose of this exercise, enter the information now: Select Project C with project item Services in agreement. 41

42 5.2 PSA TIMER Today s date will be displayed in the Date field by default; no matter where you are in your calendar when you open the timer. The Hours field will always book a minimum time of a tenth of an hour (6 minutes). It will also round up any time record to this number. Enter a description and let the timer run. Because it is sometimes necessary to stop and momentarily focus on another project or case, PSA will allow you to open multiple timers and have them running and pausing as the day unfolds. Click the Pause button of your first timer And click the Timer button to start a new one PSA will display the second timer in the right section of the screen (you can open multiple timers, they will all be displayed at the right of the first one) 42

43 5.2 PSA TIMER You want this new timer to move to the left side. Click the Maximize button of the timer or click the timer itself. PSA will change the position of the timer. You realize that you do not need the second timer, click on the disk with the red X. PSA will ask if you want to remove it. Click OK. Your timer is now removed and NO data has been saved. 43

44 5.2 PSA TIMER You want to close the first timer and this time save the data; click on the disk with the green circle. PSA will remove the timer from the screen. To go back to your timesheet, close the window. 44

45 5.2 PSA TIMER EXERCISE 2: Book time towards a CRM case via the PSA timer Step 1: Book time towards a CRM case via the PSA timer In the timesheet of PSA click the icon Timer. In the new window fill out the project information related to this record. Select Project C. Select project item Services billable. You need to link this time entry to a CRM case: Click the magnifying glass next to the Case field. PSA will bring you the list of the existing CRM case for the account of this project. You need to create a new CRM case for this entry; click the + icon located at the bottom of the screen. 45

46 PSA will bring you the CRM Case entry screen. 5.2 PSA TIMER Fill out the form and click Save. Close the window to go back to the timer. Back in the look up record, refresh the list. PSA will now display your new CRM case. Select the case and click Accept. You have now linked the time entry to this new CRM case. Once you are done, click the disk with the green circle to save your entry. 46

47 5.3 TIMESHEET BY LINE PSA Suite Basic for CRM : by line 47

48 5.3 TIMESHEET BY LINE TIMESHEET BY LINE INTRODUCTION Assistance PSA offers two user interfaces for its timesheet functionality: (calendar) Outlook calendar format Outlook retrieval of appointments PSA Timer (line) Linear format Both options will provide you with the possibility to: Book time and Copy one or multiple time entries Update your project s items (ex: % of completion) Update your project s activities (ex: Mark complete) Select a CRM case (and create one if necessary) Book hours for another user Post to time card Book expenses and Upload related document Generate mileage entry This section will focus on the by line. 48

49 5.3 TIMESHEET BY LINE 1. Objectives After completing this module, you will be able to: Book hours and expenses in your timesheet by line 2. Scenario You have created projects in PSA (ref. module 4. Projects) and are now ready to book time and expenses towards them. Create time and expense entries according to the table below. Project A : This project uses the template Sure Step Elements. Item Contract type Hours/Expenses Hour type/expense Requirements T&M (hourly rate) 4 Consultant Travel Expenses 25 Lunch 3. Detailed Steps: This section will provide you with the detailed steps required to execute the scenario. Exercise 1: Book hours and expenses in the timesheet by line PRE-REQUISITE: In order to complete the exercises defined in this step by step guide, you must have completed Module 4.Projects. 49

50 5.3 TIMESHEET BY LINE Exercise 1: Book hours and expenses in the timesheet by line STEP 1: Book hours and expenses in the timesheet by line Under Assistance PSA click (LINE). PSA will bring you to the following entry screen: On the left hand side you will find the project information and in the right hand side you will find the days of the selected week. Note that you can display a full week by checking the corresponding box located at the very left of the grid. In the header bar you will find the same functionalities as with the timesheet by calendar screen. Note that History is the only exception as it will allow you to copy project information of earlier time entries but without the number of hours. You will also be able to select the period selected to display the existing past entries. 50

51 5.3 TIMESHEET BY LINE You are now ready to book your first entry; click the icon of the first line to select the project. In the next window, choose Project E. Click Accept. Back in the previous screen, you will notice that by default PSA has displayed the first active item of the project template as well as your default hour type. Use the respective dropdown icons to change the project item and hour type according to the scenario. Now click the first cell under Monday and enter the number 4 and hit the tab key to go to the next cell. PSA will automatically update the total amount of (unapproved) hours for that day. 51

52 5.3 TIMESHEET BY LINE You want to enter a description as well as an expense to that time entry. Double click on the cell with the quantity of 4 hours PSA will bring up a new screen where you will be able to enter a description and/or an internal note. You will also be able here to specify a case and define an adjustment rate for this entry. Finally, you will find the mileage functionality at the bottom of the screen. You need to specify an expense for this entry; click the Expenses tab. You will recognize the same fields and functionalities as in the timesheet with the calendar view. Enter your expense according to the scenario. Once you are done, click Accept in order to save the information. Back in the timesheet, if you need to enter another entry, simply click the icon above your first entry line. PSA will then create a new line for you to complete. You have no more time to book; simply leave this screen by navigating to another module. 52

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