Microsoft Dynamics GP Business Portal. Project Time and Expense User s Guide Release 3.0

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1 Microsoft Dynamics GP Business Portal Project Time and Expense User s Guide Release 3.0

2 Copyright Copyright 2005 Microsoft Corporation. All rights reserved. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Microsoft Corporation. Notwithstanding the foregoing, the licensee of the software with which this document was provided may make a reasonable number of copies of this document solely for internal use. Trademarks Microsoft, Microsoft Dynamics, SharePoint, and Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. The names of actual companies and products mentioned herein may be trademarks or registered marks - in the United States and/or other countries - of their respective owners. Unless otherwise noted, the example companies, organizations, products, domain names, addresses, logos, people, places, and events depicted herein are fictitious. No association with any real company, organization, product, domain name, address, logo, person, place, or event is intended or should be inferred. Intellectual property Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property. Warranty disclaimer Microsoft Corporation disclaims any warranty regarding the sample code contained in this documentation, including the warranties of merchantability and fitness for a particular purpose. Limitation of liability The content of this document is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by Microsoft Corporation. Microsoft Corporation assumes no responsibility or liability for any errors or inaccuracies that may appear in this manual. Neither Microsoft Corporation nor anyone else who has been involved in the creation, production or delivery of this documentation shall be liable for any indirect, incidental, special, exemplary or consequential damages, including but not limited to any loss of anticipated profit or benefits, resulting from the use of this documentation or sample code. License agreement Use of this product is covered by a license agreement provided with the software product. If you have any questions, please call the Microsoft Dynamics GP Customer Assistance Department at (in the U.S. or Canada) or Publication date October 2005

3 Contents Introduction... 1 What s in this manual...1 Symbols and conventions...1 Additional resources...2 Documentation feedback...3 Chapter 1: Project Time... 5 Creating a timesheet...5 Adding or removing timesheet projects and tasks...8 Saving a timesheet as a template...10 Modifying a timesheet...10 Deleting a timesheet...13 Terminating a timesheet...13 Viewing timesheets by status...14 Viewing your project timesheet information...15 Chapter 2: Project Expense Creating an expense report...17 Adding expense report projects and items...21 Modifying an expense report...21 Deleting an expense report...23 Terminating an expense report...24 Viewing expense reports by status...24 Viewing your project expense report information...25 Chapter 3: Project Approval Project approval overview...27 Approving, terminating, or returning timesheets and expense reports...28 Reviewing a timesheet...29 Reviewing an expense report...30 Transferring timesheets in PDK...32 Transferring expense reports in PDK...33 Chapter 4: Project Management About project and business managers...35 Viewing project management information...35 Viewing project transaction history...36 Viewing project employee information...36 Index PROJECT TIME AND EXPENSE USER S GUIDE i

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5 Introduction Welcome to Project Time and Expense for Microsoft Dynamics GP Business Portal, a Web-based time-and-expense tracking tool for employees, managers, and supervisors. Project Time and Expense consists of Business Portal pages for entering and approving timesheets and expense reports. When timesheets and expense reports are approved in Project Time and Expense, they are transferred to Microsoft Dynamics GP Project Accounting for posting. Project Time and Expense can work together with Microsoft Dynamics GP Personal Data Keeper (PDK). Timesheets and expense reports entered in Project Time and Expense or PDK can be approved in either application. This introduction includes the following sections: What s in this manual Symbols and conventions Additional resources Documentation feedback What s in this manual The Project Time and Expense User s Guide is intended for employees, managers and supervisors who will be using Project Time and Expense to enter and approve timesheets and expense reports. This documentation is divided into the following chapters: Chapter 1, Project Time, provides employees with the information they need to use Project Time. Chapter 2, Project Expense, provides employees with the information they need to use Project Expense. Chapter 3, Project Approval, provides managers and supervisors with the information they need to approve and review timesheets and expense reports. Chapter 4, Project Management shows project and business managers how to view information about the projects they are managing. Symbols and conventions This manual uses the following symbols to make specific types of information stand out. Symbol Description The light bulb symbol indicates helpful tips, shortcuts and suggestions. The warning symbol indicates situations you should be especially aware of when completing tasks. Typically, this includes cautions about performing steps in their proper order, or important reminders about how other information in Microsoft Dynamics GP or the back office might be affected. PROJECT TIME AND EXPENSE USER S GUIDE 1

6 INTRODUCTION This manual uses the following conventions to refer to sections, navigation and other information. Convention Create timesheet File > Print Bold TAB or ENTER Description Italicized type indicates the name of a section or procedure. The (>) symbol indicates a sequence of actions, such as choosing items from a menu or a toolbar or pressing buttons in a window. This example directs you to go to the File menu and choose Print. Bold type indicates navigation, tab names, menus, commands, buttons, field names, keywords, and functions. Small capital letters indicate a key or a key sequence. Additional resources In addition to this manual, the following documentation is included with this release of Business Portal. Manuals The following PDF manuals are included in the Documentation folder on the Business Portal CD. Business Portal Installation Guide The Installation Guide (BusinessPortalInstallation.pdf) provides step-by-step instructions for installing Business Portal. Business Portal Administrator s Guide The Administrator s Guide (BusinessPortalAdminGuide.pdf) explains how to set up and configure Business Portal. Business Portal User s Guide The User s Guide (BusinessPortalUsersGuide.pdf) helps users complete day-to-day tasks in Business Portal. Application manuals User and Administrator manuals for each application installed in Business Portal are available in the Documentation folder. Online help Online help is available in Business Portal by choosing the Help menu, located at the top-right corner of Business Portal. The items that appear in the Help menu are determined by your role and the applications that are installed. Your role The help is written for two main audiences: users and administrators. If you re assigned to an administrator role, administrator help will be available to you from the Help menu. If you re not assigned to an administrator role, only the user help will be available to you. Applications that are installed The applications that were installed with Business Portal also determine which items appear in the Help menu. For example, if you installed Requisition Management, the Requisition Management help will be available in the Help menu. Keep in mind, each item shown in the Help menu is a self-contained help set. This means that if you re currently viewing a user help topic, the administrator help topics won t be available in the Contents or Index lists of Business Portal Help. Or, 2 PROJECT TIME AND EXPENSE USER S GUIDE

7 INTRODUCTION if you re viewing a KPI help topic, the Requisition Management topics won t be available in the Contents or Index lists. To view the topics in another help set, you must choose that set from the Help menu in Business Portal. Windows SharePoint Services help Many of the features included in Business Portal such as document libraries, lists, announcements, links, and alerts are provided by Windows SharePoint Services. General information about these features is provided in Business Portal administrator help. For more detailed information, refer to Windows SharePoint Services help, which can be accessed by clicking the Help link at the top left side of any SharePoint page or in any SharePoint Web Part menu. A list of the SharePoint pages included in Business Portal is also provided in Business Portal administrator help. Documentation feedback We welcome your comments and suggestions regarding the quality and usefulness of this manual. Your comments help us improve the documentation to better meet your needs. Send your comments using any of the following methods: Fax (On the cover sheet, specify that the fax should be routed to the address.) Conventional mail Documentation Manager Microsoft Business Solutions One Lone Tree Road Fargo, ND Note: By offering any suggestions to Microsoft, you give Microsoft full permission to use them freely. PROJECT TIME AND EXPENSE USER S GUIDE 3

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9 Chapter 1: Project Time In Project Time, you can create, modify, save, submit, delete or terminate project timesheets and view the status of your timesheets in Business Portal. The following information is discussed in this section: Creating a timesheet Adding or removing timesheet projects and tasks Saving a timesheet as a template Modifying a timesheet Deleting a timesheet Terminating a timesheet Viewing timesheets by status Viewing your project timesheet information Creating a timesheet You can create timesheets to track the hours that you have worked on projects and tasks during a timesheet period and to specify how the time will be billed. You can create multiple timesheets for a timesheet period, and then modify, submit, delete, or terminate them. You can also enter information on a timesheet and save it as a template. See Saving a timesheet as a template on page 10 for more information. To create a timesheet: 1. Open the Project Time page. Employee > Project Time or Project > Project Time PROJECT TIME AND EXPENSE USER S GUIDE 5

10 CHAPTER 1 PROJECT TIME 2. Click New to create a timesheet, or click New-use template to use an existing timesheet template (this is only available when a template has been saved). The Project Timesheet Information dialog appears. 3. Specify the beginning date for this timesheet. Timesheets are created for specific timesheet periods set up in Project Accounting. When you enter a date, Project Time will automatically find the time period corresponding to the date you enter and set the timesheet begin date to the beginning of that period. For example, if Project Accounting has a timesheet period of 02/06/2006 to 02/12/2006, and you enter 02/09/2006 as the beginning date, the timesheet begin date will be adjusted to the actual beginning date of the timesheet period, 02/06/ If necessary, type a comment about the timesheet. This will be visible to timesheet approvers. 5. Click OK. The Edit My Project List dialog box appears, which you can use to add the projects and tasks you re assigned to in Project Accounting to the timesheet. For information about using the Edit My Project List dialog box, see Adding or removing timesheet projects and tasks on page In the Project Timesheet Entry Web Part, specific the number of hours that you worked each day on each project and task. The Totals fields are updated as you make entries. 6 PROJECT TIME AND EXPENSE USER S GUIDE

11 CHAPTER 1 PROJECT TIME 7. To modify the billing type, department, position, and pay code information for a task, click the task. In the Project Task Detail dialog, review and update the information. Use the following information to select the appropriate billing type: Select: STD (Standard) N/B (Non-Billable) N/C (No Charge) If: The project customer should be billed for the cost of labor. The customer should not be billed for the cost of labor and the item should not be included on an invoice. The customer should not be charged for the cost of labor but the item should be included on an invoice (with the billing amount as 0). Click OK. Depending on how your company has set up the system, you might not be able to change or view all of the fields in this dialog box. 8. To add a billing note for hours that you worked on a specific day, highlight or click in the appropriate cell and then click Add billing note. In the Edit Billing Note dialog, type your note. Click OK to save the note and close the page. To delete a billing note, select the text, delete it, and then click OK. PROJECT TIME AND EXPENSE USER S GUIDE 7

12 CHAPTER 1 PROJECT TIME 9. To add or modify a timesheet comment, click on the Project Timesheet Information icon. Click this icon to add a timesheet comment The Project Timesheet Information dialog appears, displaying the comments that were entered previously. Type your comments and then click OK to save your changes. 10. Click Save to save this timesheet for later editing. Click Save as template to create a reusable copy of your timesheet. For more information about creating templates, see Saving a timesheet as a template on page 10. Click Submit to send this timesheet to your approver. The Action Notes dialog may appear when you submit or terminate a timesheet. Type any additional comments for this timesheet and then click OK. 11. To see a printable version of the timesheet, click Print. A new browser window appears, from which you can print the displayed timesheet. You must save a timesheet before clicking Print. If you don t save it first, any information you entered on your timesheet will not appear on the printable version. Adding or removing timesheet projects and tasks When you re creating or modifying a timesheet, you must select the projects you worked on and the tasks you performed during that pay period so the project labor costs are updated and the customer can be billed correctly. To do this, use the Project and Task/Item Selection dialog box to select the projects and tasks you want to add to or remove from your timesheet. You can open this dialog box using one of the following methods: It opens automatically when you re creating a new timesheet after you click OK in the Project Timesheet Information dialog box. If you re creating or modifying a timesheet and want to add or remove tasks from a project, click Edit my project task-list in that project. If you re creating or modifying a timesheet and want to add or remove projects or tasks, click Edit my project list. 8 PROJECT TIME AND EXPENSE USER S GUIDE

13 CHAPTER 1 PROJECT TIME To add timesheet projects and tasks: 1. In the Project and Task/Item Selection dialog box, click a project, and then click Add. 2. When a project is selected, the tasks that are available to you also appear. Click a task and then click Add. You can add the same task to your timesheet multiple times if you need to record time for a single task with different billing types, departments, job titles, or pay codes. You must have at least one task for each project. 3. When you are finished adding projects and tasks, click OK. Your timesheet is updated with the added projects and tasks. To remove timesheet projects and tasks: 1. On the Project Timesheet Entry Web Part, click Edit my project list or Edit my project task list for a specific project. The Project and Task/Item Selection dialog box appears. 2. Click Remove projects and tasks and then click Next. 3. To remove a project, select one and click Remove. You must confirm that you want this project, its associated tasks, and the associated information to be removed from your timesheet. You cannot remove a project if you clicked Edit my project task list. 4. To remove a task, select a project task and then click Remove. You must confirm that you want all occurrences of this task and its associated information to be removed from your timesheet. 5. Click OK to close the Project and Task Selection dialog box. Your timesheet is updated and the selected projects and tasks removed. PROJECT TIME AND EXPENSE USER S GUIDE 9

14 CHAPTER 1 PROJECT TIME Saving a timesheet as a template If you regularly enter time for specific projects and tasks, you can create a reusable timesheet that includes them, saving you time when you create a new timesheet. A template can also include the hours that you regularly enter. You can only save one template. To save a timesheet as a template: 1. Create a timesheet. For step-by-step instructions, see Creating a timesheet on page Click Save as template. If you already saved a template a message appears asking if you want to replace the existing template with the new one. Click OK to replace the existing template. 3. The Template Options dialog box appears. If you have already entered hours on this timesheet, indicate whether you want to exclude them from the template. If you have added any billing notes to this timesheet, indicate whether you want them copied to the template. Click OK. 4. A message appears confirming that the timesheet template has been saved and is ready to be used. Click OK. Modifying a timesheet You can modify a timesheet if its status is In Progress (that is, it has been saved), Submitted, Returned, or Resubmitted. You can change any of the information except the employee ID or name, document number, status, and date range. After a timesheet is approved, it cannot be modified. To modify a timesheet: 1. Open the Project Time page. Employee > Project Time or Project > Project Time 10 PROJECT TIME AND EXPENSE USER S GUIDE

15 CHAPTER 1 PROJECT TIME 2. The Project Timesheet List Web Part appears. (You can select the type of timesheets that you want to view from the list.) Timesheets that have been returned by your approver may have action notes attached to them, with information about why they were returned. If an action note is attached to a timesheet, the action notes icon will appear with lines in it on the Project Timesheet List Web Part. Click the icon to view the action note. Click to view the action note 3. Select the timesheet that you want to edit and then click Modify. The Project Timesheet Entry Web Part appears. 4. To add or remove projects, click Edit my project list. To add or remove tasks from a specific project on this timesheet, click Edit my project task list. For information, see Adding or removing timesheet projects and tasks on page Enter the number of hours that you worked each day on each project and task. The Totals fields are updated as you make entries. To change the number of hours that you worked on a task on a given day, you must first delete the existing value. PROJECT TIME AND EXPENSE USER S GUIDE 11

16 CHAPTER 1 PROJECT TIME 6. To modify the billing type, department, position, and pay code information for a task, click the task. In the Project Task Detail dialog box, review and update the information. Click OK. Depending on how your company has set up the system, you might not be able to change or view all of the fields in this dialog box. 7. To add a billing note for hours that you worked on a specific day highlight or click in the appropriate cell and then click Add billing note. In the Edit Billing Note dialog, type your note. Click OK to save the note and close the page. To delete a billing note, select the text, delete it, and then click OK. 8. To add or modify a timesheet comment, click on the Project Timesheet Information icon. Click this icon to add a timesheet comment The Project Timesheet Information dialog appears, displaying the comments that were entered previously. Type your comments and then click OK to save your changes. 12 PROJECT TIME AND EXPENSE USER S GUIDE

17 CHAPTER 1 PROJECT TIME 9. Click Save to save this timesheet for later editing. Click Save as template to create a reusable copy of your timesheet. For more information about creating templates, see Saving a timesheet as a template on page 10. Click Submit to send this timesheet to your approver. The Action Notes dialog may appear when you submit or terminate a timesheet. Type any additional comments for this timesheet and then click OK. 10. To see a printable version of the timesheet, click Print. A new browser window appears, from which you can print the displayed timesheet. You must save a timesheet before clicking Print. If you don t save it first, any information you entered on your timesheet will not appear on the printable version. 11. The Action Notes dialog may appear. Type any additional comments for this timesheet, and then click OK. Deleting a timesheet To permanently remove a timesheet from Project Time, you must delete it before it has been submitted. You can only delete your own timesheets. If you have submitted a timesheet and want to remove it from approval processing, you have to terminate it. For more information about terminating a timesheet, see Terminating a timesheet on page 13. To delete a timesheet: 1. Open the Project Time page. Employee > Project Time or Project > Project Time 2. The Project Timesheet List Web Part appears, displaying all of your active timesheets. Select the timesheet that you want to delete. Click Delete to remove the timesheet. Click OK to confirm. You can also delete a timesheet from the Project Timesheet List Web Part by selecting the timesheet that you want to delete and clicking Modify. In the Project Timesheet Entry Web Part, click Delete to remove the timesheet, and then click OK to confirm the action. Terminating a timesheet When you terminate a timesheet, timesheet approval processing stops and the timesheet is saved with a status of Terminated. You can view terminated timesheets in the Project Timesheet List, but you can t modify them or resubmit them. You can terminate a timesheet if its status is Submitted or Resubmitted, but it has not been approved. You can terminate your timesheets by using the Project Timesheet List Web Part or the Project Timesheet Entry Web Part. PROJECT TIME AND EXPENSE USER S GUIDE 13

18 CHAPTER 1 PROJECT TIME To terminate a timesheet: 1. Open the Project Time page. Employee > Project Time or Project > Project Time 2. The Project Timesheet List Web Part appears, displaying your active timesheets. Select a timesheet and then click Terminate. Click OK to confirm. 3. The Action Notes dialog may appear if you submit or terminate a timesheet. Type any additional comments for this timesheet, and then click OK. You can also terminate a timesheet from the Project Timesheet Entry Web Part by clicking Terminate, and then clicking OK to confirm. Viewing timesheets by status You can view timesheets by their status in the Project Timesheet List. The available views are: Active Timesheets (In Progress, Returned, Submitted, or Resubmitted) In Progress Timesheets (saved but not submitted) Returned Timesheets (submitted and returned by the approver) Submitted Timesheets (submitted or resubmitted) Approved Timesheets (approved but not transferred to Project Accounting) Processed Timesheets (approved and transferred to Project Accounting) All Timesheets (In Progress, Returned, Submitted or Resubmitted, Terminated, and Approved) To view timesheets by status: 1. Open the Project Time page. Employee > Project Time or Project > Project Time 14 PROJECT TIME AND EXPENSE USER S GUIDE

19 CHAPTER 1 PROJECT TIME 2. By default, active timesheets appear (In Progress, Submitted, Returned, Resubmitted). Select a filter to view timesheets that have other statuses, or to view just one status (such as Submitted, or Approved) and then click Go. The Project Timesheet List Web Part shows the timesheets with the selected status. 3. If an action note is attached to a timesheet, the action notes icon will appear with lines in it on the Project Timesheet List Web Part. To view action notes, click the action notes icon. Click to view the action note 4. Select a timesheet and click Modify to open it. If the timesheet status is Approved, Processed, Posted, or Terminated, you can open it, but you won t be able to modify it. Viewing your project timesheet information Use the Project Timesheet Inquiry page to view information about the projects and tasks you are assigned to. Information you have entered on submitted or approved timesheets for projects and tasks will appear when you select projects from the list. The Project Timesheet Inquiry page is for information only. You can t modify project and task information on this page. PROJECT TIME AND EXPENSE USER S GUIDE 15

20 CHAPTER 1 PROJECT TIME To view your project timesheet information: 1. Open the Project Timesheet Inquiry page. Project > Project Timesheet Inquiry 2. Select a project from the Project Web Part, which displays the projects you are assigned to. To search for a specific record, click Find to display the search options. Select the type of information you re searching for, then enter the text you want to find. Remember that the Find feature is case-sensitive, so you may have to try capitalization variations to find the record you want. For example, if you search for project names that include HOUSE, you may also have to try House and house. The Project Timesheet Items Web Part will display detailed information about all the tasks that you have entered on timesheets for the selected project, including the following types of information: Accrued revenues, profit and overhead amounts Billed amounts, including taxes, discounts, freight and miscellaneous Contract information 3. Select a task line item from the Project Timesheet Items Web Part. The Project Timesheet Web Part will display detailed information about the timesheet that you entered the selected task on, including the following types of information: Document and approval statuses Cost and revenue information Currency and exchange rate information 16 PROJECT TIME AND EXPENSE USER S GUIDE

21 Chapter 2: Project Expense In Project Expense, you can create, modify, save, submit, delete, or terminate expense reports in Business Portal. An expense is any allowable cost that employees incur while working on a project. Allowable expenses include reimbursable and non-reimbursable expenses, projectrelated expenses, and personal costs. The following information is discussed: Creating an expense report Adding expense report projects and items Modifying an expense report Deleting an expense report Terminating an expense report Viewing expense reports by status Viewing your project expense report information Creating an expense report You can create expense reports to record the expenses you incur while working on a project. You can select projects and expense items that are set up in Project Accounting, and you ll be able to enter detailed information about the expenses, including how it should be billed, what type of expense it is, and how you paid for it. Note that there will also be an Employee > Expense menu option, which opens a page for the Microsoft Dynamics GP eexpense application. This applicaiton is used to record employee expenses not related to specific projects. In order to record project expenses, you must select either Employee > Project Expense or Project > Project Expense. PROJECT TIME AND EXPENSE USER S GUIDE 17

22 CHAPTER 2 PROJECT EXPENSE To create an expense report: 1. Open the Project Expense page. Employee > Project Expense or Project > Project Expense 2. Click New. The Project Expense Report Information dialog appears. 3. Specify the beginning date of the expense period. The report end date will be the last expense date entered in the report. 4. If necessary, select the currency in which you incurred your expenses. If you used more than one currency to pay for project expenses, you must create a separate expense report for each currency. 5. Specify the purpose for the expense report if needed. Approvers will be able to view this. 18 PROJECT TIME AND EXPENSE USER S GUIDE

23 CHAPTER 2 PROJECT EXPENSE 6. Click OK. 7. If you have access to more than 25 projects, the Project and Task/Item Selection dialog box will appear, where you can select the projects and expense items you want to enter on this report. For more information about the Project and Task/ Item Selection dialog box, see Adding expense report projects and items on page 21. If you have access to 25 projects or less, the Project Expense Report Entry Web Part appears, and you can select the projects and expense items directly on the expense report. 8. Specify the date of the first expense you want to report in the Date field, or click the calendar icon to select a date. This date must be on or after the report s begin date. 9. Select the project that the expense is to be billed against, and then select an expense item. If you have fewer than 26 projects or items available to you, all of them will appear in the list. If you have 26 or more, you can click More to open the Project and Task/Item Selection dialog box, where you can select additional projects or items for use on your expense reports. 10. Select the billing type from the Billing list. Use the following information to select the appropriate billing type: Select: STD (Standard) N/B (Non-Billable) N/C (No Charge) If: The project customer should be billed for the cost of this item. The customer should not be billed for the cost of item and it should not be included on an invoice. The customer should not be charged for the cost of the item but it should be included on an invoice (with the billing amount as 0). PROJECT TIME AND EXPENSE USER S GUIDE 19

24 CHAPTER 2 PROJECT EXPENSE Depending on how this project is set up, you might not be able to change the billing type. 11. Type a description of the expense in the Description box. 12. If necessary, select the expense type, Personal Expense or Reimbursable, from the list. 13. Select how you paid for this expense. Depending on how this project is set up in Project Accounting, you might not be able to change Expense Type and Payment. For example, you might not be able to report certain expense items as Personal Expense. 14. Specify a quantity and unit cost for the item. 15. To add a billing note, click the billing note icon. The Edit Billing Note dialog appears. Type any additional information or comments for this expense item and then click OK. Click this icon to add a billing note. 16. Click OK to save this line item. 17. To add a new line for another expense, click New line item and repeat steps 8 through 16. To delete a line, select it and click Delete line item. If prompted, confirm that you want to delete the line. 18. To view a printable version of the expense report, click Print. A new browser window appears that contains a printable version of the expense report. 19. To change the purpose in the expense report, click Edit Purpose. The Project Expense Report Information dialog appears. Revise the purpose text and then click OK to save your changes. 20. When you are finished editing your expense report, click one of the following options: Click Save to store the expense report for later editing. Click Submit to initiate approval processing. Click Delete to permanently remove the expense report (this option is only available if you have not submitted the expense report). Click Print to view a printable version of the timesheet; a new browser window appears, from which you can print the displayed timesheet. Click Terminate to stop approval processing and save the expense report to history (this option is only available if you have submitted the expense report). Click Return to the Expense Report List to close the Project Expense Report Entry Web Part. 20 PROJECT TIME AND EXPENSE USER S GUIDE

25 CHAPTER 2 PROJECT EXPENSE 21. The Action Notes dialog may appear. Type a note and then click OK. Adding expense report projects and items Use the Project and Task/Item Selection dialog to select the projects and items that you want to enter expenses against. If you have fewer than 26 projects or items available to you, all of them will appear in the list the Project Expense Report Entry Web Part. If you have 26 or more, you can click More to open the Project and Task/Item Selection dialog box, where you can select additional projects or items for use on your expense reports. To add expense report projects and items: 1. Open the Project and Task/Item Selection dialog by selecting More from the Project or Item list in the expense line item. 2. Select a project and then click Add. 3. When a project is selected, the items that are available to you also appear. Click an item and then click Add. You can add the same item to your expense report multiple times if you need to record expenses for a single item with different billing types, expense types, or payment methods. You must have at least one item for each project. 4. Select an item and then click Add. 5. Repeat steps 3 and 4 to add projects and items. You must have at least one item for each selected project. 6. Click OK. Modifying an expense report You can modify an expense report if its status is In Progress, Submitted, Returned, or Resubmitted. You can add or remove line items, but you cannot edit your employee ID or name, document number, status, total cost, currency, or begin date. After an expense report is approved, it cannot be modified. To modify an expense report: 1. Open the Project Expense page. Employee > Project Expense or Project > Project Expense PROJECT TIME AND EXPENSE USER S GUIDE 21

26 CHAPTER 2 PROJECT EXPENSE 2. The Project Expense Report List Web Part appears. (You can select the status of expense reports that you want to view from the Filter by list.) Expenses reports that have been returned by your approver may have action notes attached to them, with information about why they were returned. If an action note is attached to an expense report, the action notes icon will appear with lines in it on the Project Expense Report List Web Part. Click the icon to view the action note. Click to view the action note 22 PROJECT TIME AND EXPENSE USER S GUIDE

27 CHAPTER 2 PROJECT EXPENSE 3. Select the expense report that you want to edit and then click Modify. The Project Expense Entry Web Part appears, displaying the expense report. 4. Select the line item you need to change and click Modify. Update the information. The Total fields are updated automatically. 5. To add a new row, click New line item. To delete a row, select Delete line item. (You may receive a message asking you to confirm that you want to delete the line.) 6. When you are finished editing your expense report, click one of the following options: Click Save to store the expense report for later editing. Click Submit to initiate approval processing. Click Delete to permanently remove the expense report (this option is only available if you have not submitted the expense report). Click Print to view a printable version of the timesheet; a new browser window appears, from which you can print the displayed timesheet. Click Terminate to stop approval processing and save the expense report to history (this option is only available if you have submitted the expense report). Click Return to the Expense Report List to close the Project Expense Report Entry Web Part. 7. The Action Notes dialog may appear. Type any additional comments for this expense report, and then click OK. Deleting an expense report To permanently remove an expense report from Project Expense, you must delete it. You can delete an expense report only if it has not been submitted for approval. If you have submitted an expense report and want to remove it from approval processing, you have to terminate it. For more information about terminating an expense report, see Terminating an expense report on page 24. PROJECT TIME AND EXPENSE USER S GUIDE 23

28 CHAPTER 2 PROJECT EXPENSE To delete an expense report: 1. Open the Project Expense page. Employee > Project Expense or Project > Project Expense 2. The Project Expense Report List Web Part appears. Select an expense report and click Delete. 3. Click OK to confirm the deletion. You can also delete an expense report from the Project Expense Report Entry Web Part by clicking Delete, and then clicking OK to confirm the deletion. Terminating an expense report When you terminate an expense report, approval processing is stopped and the expense report is saved with a status of Terminated. You can view terminated expense reports in the Project Expense Report List, but you can t modify them or resubmit them.. You can only terminate an expense report after it has been submitted or resubmitted, but before it is approved. You can terminate your timesheets by using the Project Expense Report List Web Part or the Project Expense Report Entry Web Part. To terminate an expense report: 1. Open the Project Expense page. Employee > Project Expense or Project > Project Expense 2. The Project Expense Report List Web Part appears, displaying your expense reports. Select an expense report and then click Terminate. Click OK to confirm. 3. The Action Notes dialog may appear if you terminate an expense report. Type any additional comments for this expense report, and then click OK. You can also terminate an expense report from the Expense Report Entry Web Part by clicking Terminate and then clicking OK to confirm. Viewing expense reports by status You can view expense reports by their status in the Project Expense List. The available views are: In Progress Expense Reports (saved but not submitted) Returned Expense Reports (submitted and returned by the approver) Submitted Expense Reports (submitted or resubmitted) Approved Expense Reports (approved and posted to Microsoft Dynamics GP Project Accounting) All Expense Reports (In Progress, Returned, Submitted or Resubmitted, Terminated, and Approved and posted to Project Accounting). 24 PROJECT TIME AND EXPENSE USER S GUIDE

29 CHAPTER 2 PROJECT EXPENSE To view expense reports by status: 1. Open the Project Expense page. Employee > Project Expense or Project > Project Expense 2. By default, active expense reports appear (In Progress, Submitted, Returned, Resubmitted). Select a filter to view expense reports that have other statuses and then click Go. The Project Expense Report List Web Part shows the expense reports with the selected status. 3. If an action note is attached to an expense report, the action notes icon will appear with lines in it on the Project Expense Report List Web Part. To view the action notes, click the action notes icon. Click to view the action note 4. Select an expense report and click Modify to open it. If the expense report is Approved, Processed, Posted, or Terminated it will appear in read-only mode. Viewing your project expense report information Use the Project Expense Inquiry page to view information about the projects and expense items you have entered on submitted or approved expense reports. The Project Expense Inquiry page is for information only. You can t modify project and expense item information on this page. To view your project expense report information: 1. Open the Project Expense Inquiry page. Project > Project Expense Inquiry 2. Select a project from the Project Web Part. To search for a specific project, click Find to display the search options. Select the type of information you re searching for, then enter the text you want to find. Remember that the Find feature is case-sensitive, so you may have to try capitalization variations to find the record you want. For example, if you search for project names that include HOUSE, you may also have to try House and house. The Project Expense Report Items Web Part will display detailed information about all of the expense line items that you have entered on expense reports for the selected project, including the following types of information: Accrued revenues, profit and overhead amounts Billed amounts, including taxes, discounts, freight and miscellaneous Contract information PROJECT TIME AND EXPENSE USER S GUIDE 25

30 CHAPTER 2 PROJECT EXPENSE 3. Select an expense line item from the Project Expense Report Items Web Part. The Project Expense Report Web Part will display information about the expense report that you entered the selected task on, including the following types of information: Document and approval statuses Cost and revenue information Currency and exchange rate information 26 PROJECT TIME AND EXPENSE USER S GUIDE

31 Chapter 3: Project Approval When an employee submits a timesheet or expense report, it will appear in your Project Approval list. You can view, approve, return, or terminate these documents. If your system is set up to use PDK to transfer documents to Project Accounting, you can transfer timesheets and expense reports after they have been approved. The following information is discussed: Project approval overview Approving, terminating, or returning timesheets and expense reports Reviewing a timesheet Reviewing an expense report Transferring timesheets in PDK Transferring expense reports in PDK Project approval overview Whether they are prepared and submitted in Project Time and Expense (in Business Portal) or PDK, each timesheet or expense report that has been submitted for your approval is listed in your Project Approval List. When you approve a timesheet or expense report, it is transferred to a batch in Microsoft Dynamics GP Project Accounting for posting, unless your system has been set up to use PDK to transfer documents. The flow of project documents is shown in the following illustration: Employee submits Timesheets and Expense Reports Business Portal PDK Supervisor/ Manager approves document Automatic transfer to Project Accouting? No Document transferred in PDK Yes Document added to Project Accounting batch PROJECT TIME AND EXPENSE USER S GUIDE 27

32 CHAPTER 3 PROJECT APPROVAL Approving, terminating, or returning timesheets and expense reports If you are assigned to the Project Approver role in Project Time and Expense, you can use the Project Approval List to approve, return, or terminate several timesheets and expense reports at one time. If you are designated the manager or supervisor for any employee in PDK, you will see their documents in this list. If you need to view the details of a timesheet or expense report before approving it, you can do so. Refer to Reviewing a timesheet on page 29 and Reviewing an expense report on page 31 for more information. To approve, terminate, or return timesheets and expense reports: 1. Open the Project Approvals page. To Do List > Project Approvals 2. The Project Approval List Web Part appears, displaying documents submitted to you for approval. You can use the Filter by list to display all documents, or only timesheets or expense reports. Mark each document you want to approve, return or terminate. 3. To add an action note to a document, or to view action notes that have been added to a document, click the action notes icon in the Project Approval List. 4. Mark the checkbox next to each document you want to approve, return, or terminate. 5. When you are finished marking documents, click one of the following buttons: Click Terminate to stop approval processing. The selected documents will be saved with the status Terminated. Click Return to send the selected documents back to the employees for revision. Click Approve to approve the selected documents. 6. A message will appear asking you to confirm your selection. Click OK. 28 PROJECT TIME AND EXPENSE USER S GUIDE

33 CHAPTER 3 PROJECT APPROVAL Reviewing a timesheet If you are assigned to the Project Approver role in Project Time and Expense, you can view and then approve (authorize the timesheet), return (send the timesheet back to the employee for revision), or terminate (stop approval processing) timesheets for the employees you are manager or supervisor for in PDK. When you approve a timesheet, it is transferred to a batch in Project Accounting for posting (unless your system is set up to use PDK for document transfer). When you terminate a timesheet, approval processing stops and the timesheet is stored in history where it can be viewed but not modified or resubmitted. You can terminate a timesheet only if it has not been approved. To review a timesheet: 1. Open the Project Approvals page. To Do List > Project Approvals 2. The Project Approval List Web Part appears, displaying documents submitted to you for approval. You can use the Filter by list to display only timesheets. 3. To view action notes that have been added to a timesheet, click the action notes icon in the Project Approval List. 4. Select the timesheet that you want to review and then click Review. The Project Timesheet Approval Web Part appears, displaying the selected timesheet in read-only mode. PROJECT TIME AND EXPENSE USER S GUIDE 29

34 CHAPTER 3 PROJECT APPROVAL 5. To see additional timesheet details, click the task name. To see billing notes for a given cell, click the billing note icon. 6. When you are finished reviewing the timesheet, click one of the following options: Click Add Action Note to add an action note to this timesheet. Click Terminate to stop approval processing and store the timesheet in history. Click Return to send the timesheet back to the employee for revision. Click Approve to approve the timesheet. Click Cancel to return to the Project Approvals List without taking any action on this timesheet. 7. The Action Notes dialog may appear. Type a note and then click OK. Reviewing an expense report If you are assigned to the Project Approver role in Project Time and Expense, you can view and then approve (authorize the expense report), return (send the expense report back to the employee for revision), or terminate (stop approval processing) expense reports for your employees. When you approve an expense report, it is transferred to a batch in Project Accounting for posting (unless your system is set up to use PDK for document transfer). When you terminate an expense report, approval processing stops and the expense report is stored in history where it can be viewed but not modified or resubmitted. You can terminate an expense report only if it has not been approved. To review an expense report: 1. Open the Project Approvals page. To Do List > Project Approvals 2. The Project Approval List Web Part appears, displaying expense reports you can review. You can use the Filter by list to only display expense reports. 30 PROJECT TIME AND EXPENSE USER S GUIDE

35 CHAPTER 3 PROJECT APPROVAL 3. To view action notes previously added to an expense report, click the action notes icon. 4. Select an expense report and then click Review. The Project Expense Report Approval Web Part appears, displaying the expense report in read-only mode. 5. To view the billing note, click the billing note icon for an expense line. 6. When you are finished reviewing the expense report, click one of the following options: Click Add Action Note to add an action note to this expense report. Click Terminate to stop approval processing and store the expense report in history. Click Return to send the expense report back to the employee for revision. Click Approve to approve the expense report. Click Cancel to return to the Project Approvals List without taking any action on this expense report. PROJECT TIME AND EXPENSE USER S GUIDE 31

36 CHAPTER 3 PROJECT APPROVAL 7. The Action Notes dialog may appear. Type a note and then click OK. Transferring timesheets in PDK Depending on how your system is configured, you may need to use PDK to transfer timesheets to Project Accounting, where they can be posted. Only users that have approver or administrator permissions in PDK can transfer timesheets in PDK. Timesheets can be transferred only after they have been approved. To transfer timesheets in PDK: 1. Log in to PDK as a user who has approver permissions. 32 PROJECT TIME AND EXPENSE USER S GUIDE

37 CHAPTER 3 PROJECT APPROVAL 2. Open the Timesheet Approval window. Transactions > Timesheet Approvals 3. From the Period Start field, select the first date of a timesheet period. 4. To approve timesheets that were not approved in Business Portal, select Approve from the Approvals list. 5. Click Process to transfer the timesheet to Microsoft Dynamics GP Project Accounting. After the timesheets are processed, they appear on the Project Timesheet List with a Processed status. Transferring expense reports in PDK Depending on how your system is configured, you may need to use PDK to transfer expense reports to Project Accounting, where they can be posted. Only users that have approver or administrator permissions in PDK can transfer expense reports. Expense reports can be transferred only after they have been approved. To transfer expense reports in PDK: 1. Log in to PDK as a user who has approver permissions. PROJECT TIME AND EXPENSE USER S GUIDE 33

38 2. Open the Employee Expense Approval window. Transactions > Expense Approvals 3. To approve expense reports that were not approved in Business Portal, select Approve from the Approvals list. 4. Click Process to transfer the expense reports to Microsoft Dynamics GP Project Accounting. After the expense reports are processed, they appear on the Project Expense Report List with a Processed status. 34 PROJECT TIME AND EXPENSE USER S GUIDE

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