Unit4 PSA Suite Business Performance Edition

Transcription

1 for Microsoft Dynamics CRM Unit4 PSA Suite Business Performance Edition Release Notes Unit4 PSA Suite Business Performance Edition July 2017 v MvB (C) Copyright 2017 Unit4

2 Table of Contents... 1 Introduction... 4 Bug fixes after Assistance PSA Suite Spring Release (version )... 4 Availability Sheet... 4 Budget... 4 Expenses... 4 Expenses... 4 Expense Claims... 4 Forecast... 4 Gantt Chart... 4 Invoices... 5 Programs... 5 Project Items... 5 Projects... 5 Timesheet... 5 Timesheet (Line)... 6 Utilization Sheet... 6 Changes after Assistance PSA Suite Spring Release (version )... 8 Accounts... 8 Admin Approval... 8 Availability Sheet... 9 Banks of Hours... 9 Budget... 9 Expense Claims... 9 Expenses Forecast Gantt Chart Invoices Performance Report PM Approval P a g e 2 of 35

3 PM Approval, Admin Approval, Performance Report Projects PSA Settings PSA User Time Cards Timesheet Timesheet (Line) Utilization Sheet Vacation Leave Appendix P a g e 3 of 35

4 Introduction In this document you will find the release notes for the new release of the Unit4 PSA Suite Business Performance Edition for Microsoft Dynamics CRM 2013/2015 and The version numbers starting with 4. are releases of the Solution for Microsoft Dynamics CRM The Solution for Microsoft Dynamics CRM 2013/2015 contains the same bug fixes and changes, but as from.346 the version numbers for CRM 2013/2015 start with 2. and for CRM 2016 with 4. Bug fixes after Assistance PSA Suite Spring Release (version ) Module Bug Description Version Availability Sheet The Availability Sheet cannot be opened in some time zones Availability Sheet Memory leak in the Availability Sheet Budget The Project HTML5 Budget Grid is read only and options are missing in the toolbar Expenses Project Search in HTML5 Expenses Form does not work Expenses Expense Claims Forecast Gantt Chart Gantt Chart The value True cannot be saved in the field psa_exported of an approved Expense record. Expense Claim Status does not change from Pending to Ready to be Approved automatically when all expenses in it are approved. When updating the Forecast from the Gantt Chart, Equipments are not included. Booked in the Gantt Chart reset to 0 after adding a resource to the Project Item Activity. Button Create Appointment in Gantt Chart does not create a CRM Appointment P a g e 4 of 35

5 Invoices Invoices Invoices Invoices Invoices Performance Report PM Approval Programs Project Items Inconsistent behavior of HTML5 Create Invoice with date selection refresh. Error message when creating an Invoice for Project Items with Item Type T&M with enabled setting Group By instead of Detailed. The column % to invoice not editable anymore in HTML5 Create Invoice screen. An error message appears when creating an Invoice from a Project that is related to a Program with inactive Projects. Invoicing to deviating Account selected in Project Item is not possible (anymore). Error message Cannot convert XML string to XML object in the Performance Report in the browser Windows Internet Explorer. When changing the Project Item of an Hour record, a Project Item Activity cannot be selected. Account selection in Create Multiple Projects in Program always applied to the first row. After adding Project Items from a Project Template, an incorrect currency is displayed on Project Items (not the one of the Project) Projects Equipment in Budget not copied when copying Project Projects Export to Excel for Report Type Status Report does not work Projects Project totals fields on tab Financial of Project form General, like Hours to Invoice, Invoiced, To be Invoiced, not updated after creation of an Invoice. PSA Settings Create Series of Booking Periods not working Timesheet Wrong Account displayed in time entries in Timesheet Calendar Timesheet When using the option Change User in Timesheet Calendar and Timesheet Line, the Project Lookup of the Expenses Form displays the Projects where the current user is Project Team Member, not the user on whose behalf Expenses are entered P a g e 5 of 35

6 Timesheet Timesheet When copying a time entry in Timesheet Calendar, Location is not copied. In Timesheet Calendar and Timesheet (Line) the default Travel Expenses Project Item (set in PSA Settings) is not automatically selected by default Timesheet Timesheet Calendar entry form not fully displayed. Timesheet Timesheet, Timesheet (Line) Multiple issues after changing Description, number of hours and Start date of hour records that originate from Outlook Retrieval. It can happen that Still to be booked is 0.00, but despite it, the hours of a week cannot be posted to a Time Card Timesheet (Line) Show Location in Timesheet Line issue Timesheet (Line) Changes to Project, Project Item and Hour Type in existing time entries in Timesheet (Line) not saved Timesheet (Line) Cases cannot be selected in Timesheet (Line). Timesheet (Line) Utilization Sheet Utilization Sheet After selecting a Location in a line entry a time entry is automatically created on the Saturday of that week. The Utilization Grid of the Utilization Sheet in the Project form cannot be opened in some cases. The CRM User Work Hours in the Utilization Grid of the Utilization Sheet are shifted one day in some time zones Utilization Sheet Time Zone adjustment in editable Utilization Grid Utilization Sheet Hours shifted one day in editable Utilization Grid Utilization Sheet Time Off in Utilization Sheet shifted one day in some time zones Utilization Sheet Utilization Sheet In the first column of the Utilization Sheet, Availability Sheet and the editable Utilization Grid sometimes no data is displayed in time zones to the west of the 0 meridian. It can happen that the Hour Types filter picklist in the Utilization Sheet is not correct in case of large quantities of Employees Utilization Sheet Memory leak in the Utilization Sheet P a g e 6 of 35

7 Utilization Sheet Issues in the filtering in the Utilization Sheet and the Availability Sheet Utilization Sheet Added Breaks in the CRM User Work Hours are included in Work Hours in Utilization Grid of Utilization Sheet and Availability Sheet P a g e 7 of 35

8 Changes after Assistance PSA Suite Spring Release (version ) Note: the changes up to version are included in the Step by Step Guide that can be found on our website: Module Change Description Version Accounts Admin Approval Admin Approval 6 Financials fields on the Account entity (for the Aggregated fields Assistance PSA leverages the Accounts Parent Child relation of Microsoft Dynamics CRM): - Outstanding Amount (logical name psa_outstandingamount): cumulative total unpaid approved Invoices amount including VAT of all active Projects and Programs related to the Account. - Outstanding Amount Aggregated (logical name psa_outstandingamountaggregated): cumulative total unpaid approved Invoices amount including VAT of all active Projects and Programs related to the Account including the Projects of the Child Accounts. - WIP (logical name psa_wip): Project Amount x Percentage Complete (psa_actualrevenue) of Project Items of Projects of the Account minus Invoiced. - WIP Aggregated (logical name psa_wipaggregated): Project Amount x Percentage Complete (psa_actualrevenue) of Project Items of Projects of the Account minus Invoiced including the Projects of the Child Accounts. - Revenue This Year (logical name psa_revenuethisyear): approved invoiced amounts of all Projects related to the Account. - Revenue This Year Aggregated (logical name psa_revenuethisyearaggregated): approved invoiced amounts of all Projects related to the Account including the Projects of the Child Accounts. Notes: - These fields are not added to the Account form by default, please ask your System Administrator or System Customizer to do this. - For Revenue This Year the Date Delivered of the Invoices is used. - Except for Outstanding amount, Invoice amounts are excl. VAT. Admin Approval: Employee is removed from the picklist after Admin approval of all records in selection. When selecting a Time Card in the Admin Approval Tool, all the hour lines are automatically selected to be approved P a g e 8 of 35

9 Availability Sheet In the Availability Sheet a filter can be set on multiple Legal Entities Availability Sheet In the Availability Sheet a filter can be set on multiple Hour Types Availability Sheet Multiple Filter Combo Boxes no longer contain check boxes, the selections are highlighted Availability Sheet (Personal) filters can be saved with the button Save Filter Settings Banks of Hours Banks of Hours Budget Budget Budget Budget Expense Claims Expense Claims Banks of Hours - which can be found in the psasuite PSA menu - allows to create multiple Hour Bank records in addition to Vacation Leave and Sick Leave. They are intended for compensation, for example overtime. See Appendix A Deposit, like a starting balance or an extra allowance, can be entered in a Bank of Hours. After saving, the Deposit will be added to Total Deposits and Balance, and Deposit will be emptied. HTML5 Budget Grid extended with columns Start Date, End Date and the option Team in the column Regarding. HTML5 Budget Grid extended with button Request Resources. It allows to create tentative Project Item Activities for the Budget Lines for Hours that have a Start Date and End Date. HTML5 Budget Grid extended with button Update Forecast. It allows to create a Forecast from the Project Budget. When the button Request Resources in the HTML5 Project Budget Grid is used, then PSA Suite checks if any Budget lines exist for that Project. If not, then the Gantt Chart will not mark that Project Gantt Chart as only updated from Budget. This will still allow creation of and update of the Budget from the Gantt Chart. Expense Claims are created, edited and approved in an HTML5 component that replaces the Microsoft Silverlight component in previous versions. A button Create Expense Claim has been added to the HTML5 Expenses Form to create an Expense Claim for the Expenses on the form. The Expense entry period can be selected first Expense Claims Status Ready to be approved has been added to Expense Claims. It P a g e 9 of 35

10 applies to Expense Claims in which all Expenses are PM and administratively approved. Expenses Column Category (Option Set) added to HTML5 Expenses Form Expenses Expenses Expenses Expenses Expenses Expenses Expenses Expenses Expenses Fields Mileage and Expenses Type populated in an Expense record when the Expense originates from a Mileage entry in Timesheet. Columns Date, Employee, Claim, Expense Category added to the Expense Grid of the Approval Tools. Expenses that originate from mileage entries are marked as reimbursable automatically. Reject PM Approval Expenses: Expenses that are approved by the Project Manager can be unapproved by the user who is about to approve them administratively, in the same way as PM approved Hours can be unapproved. Recalculate checkbox in Expense records, as in Hour records, for recalculation after (Equipment) Rate changes. Expenses Category Lookup added to Expense records. The Expenses Categories are maintained in the entity Expenses Categories in PSA Settings. Note!: CRM Users need additional CRM privileges for the new entity Psa_ExpensesCategory. Consult each out-of-the-box PSA security role for the required privileges. Mandatory fields are marked with an asterisk in the column title of the HTML5 Expenses Form in Timesheet Calendar and Timesheet (Line). Expenses approved by the Project Manager can be unapproved by the employee who approves them administratively in the same way as with hours. Expense records of Expense Type Imported from Financials are PM and administratively approved automatically Expenses Expense record is assigned to selected Employee Expenses The mileage amount can now be entered with three digits. If the last digit is a zero, the display format will be two digits (European format), otherwise three digits (USA format). P a g e 10 of 35

11 Expenses Expenses Financials Forecast Forecast Forecast Forecast Forecast Forecast In the Expenses Form the currency is not changed after changing the Project of an Expense entry. For the integration with a third party accounting system the field psa_financialdocumentid has been added to the Expenses entity. The field psa_bookingnumber has been added to the psa_financialtransaction entity. In the menu psasuite FINANCIALS, Exchange Rates, currencies can be entered with their exchange rates and start dates. The Exchange Rates apply to hourly rates and expenses. When an Invoice is approved, the T&M Hours and Expenses that are invoiced with it are updated with base currency Selling Amounts using the Date Delivered of the Invoice. In the Overall Forecast (in the menu option psasuite PSA, Forecast) the Forecast can be grouped by Program by putting a check mark in the checkbox Grouping by Program. In the Overall Forecast (in the menu option psasuite PSA, Forecast) the Forecast can include Projects with no Forecast by putting a check mark in the checkbox Including not Forecasted. In the Overall Forecast (in the menu option psasuite PSA, Forecast) the Forecast displays amounts in Project currency by putting a check mark in the checkbox Show Project Currency Amount. In the Forecast of a single Project (in the menu option Forecast in the Project form) the Forecast can include the Cost Amount by putting a check mark in the checkbox Including Cost Amount. By default the Cost Amount field is populated, but can be overruled by entering an amount. In the Overall Forecast 2 columns have been added: - Budget Actuals (selling) - Budget Actuals (cost) In the Overall Forecast (personal) filters can be saved. See Appendix P a g e 11 of 35

12 Gantt Chart Gantt Chart Gantt Chart In the Gantt Chart, Utilization Sheet and Availability Sheet tentative activities are displayed with a yellow border. In the Gantt Chart the following Predecessor Types are supported as well: Start-To-Start, Finish-To-Finish and Start-To-Finish. Finish-To-Start was already supported. In the Gantt Chart the field Resource Status has been added to the Activity Information popup. The options are: - Requested - Approved - Rejected Gantt Chart Gantt Chart Gantt Chart Gantt Chart General Searching for Resources when assigning Resources to Project Item Activities in the Gantt Chart. See Appendix An Employee can be added as a Resource to an Activity with multiple Hour Types by adding the Employee again with the Lookup button on the Resources tab of the Activity Information window. See Appendix In the Overall Gantt Chart (personal) filters can be saved. See Appendix All Project Team Members can be added as Resources to a Project Item Activity by clicking on the button Add All Project Team Members. See Appendix Views can be created and saved in PM Approval and Admin Approval. See Appendix General PSA views contain only active records HRM Approved Leave can be revoked. To get this new feature you must update your Assistance HRM Solution to See Appendix P a g e 12 of 35

13 Invoices A setting activates the creation of an UBL 2.0 XML file for Invoices. For more information, read the documents below. Invoices English: ite_ubl_2.0_invoicing.pdf Dutch: L_2.0_Facturatie.pdf An Activity can be created from an approved Invoice with the Invoice attached as a pdf file. See Appendix.05. Invoices Period and Year of a Credit Note are determined by Date Delivered Performance Report Performance Report Performance Report Performance Report Performance Report Performance Report In the psasuite PSA menu, the Project List has been renamed to Performance Report. In the psasuite PSA menu, the Performance Report has the option Including Forecast. After putting a checkmark in this checkbox the column group Forecast is added with the columns: - Revenue - Cost - Margin - Margin % In the psasuite PSA menu, the Performance Report has column group Invoice with the columns: - Actual Revenue (= Project amount x percentage complete) - Invoiced In the psasuite PSA menu, the Performance Report has the option Show base currency. After putting a checkmark in this checkbox all amounts are displayed in the Microsoft Dynamics CRM base currency instead of the Project currency. In the psasuite PSA menu, the Performance Report has a graph. See Appendix.02. In the psasuite PSA menu, Performance Report, (personal) filters can be saved. See Appendix P a g e 13 of 35

14 PM Approval PM Approval PM Approval PM Approval PM Approval, Admin Approval, Performance Report New setting in PSA Settings, Hours: Enable Editing in PM Approval. See Appendix PM Approval: Project is removed from the picklist after PM approval of all records in selection. In PM Approval Hours can be filtered by Program if the Projects are related to a Program. An interactive Graph is added to PM Approval displaying preview of results of approval. See Appendix The following Assistance PSA Suite components leverage the Microsoft Dynamics CRM Personal Options for number of records shown per page: - PM Approval - Admin Approval - Performance Report See Appendix Projects Import an Invoice Installment Template in a Project. See Appendix Projects Project Creation performance optimization Projects Projects Budget added to Project Templates. The Budget can be entered with the HTML5 Budget Grid. Parent and Child Projects (Inter Company Invoicing). See Appendix Projects Improved Revenue Recognition performance Projects PSA Settings PSA Settings PSA Settings The field Resource Manager has been added. You can select from PSA Users with the setting On Projects where Resource Manager in the field Resource Assignment Scope. The selected Resource Manager assigns the Project Item Activities of the Project to Resources. Equipment Rate Type Groups added, similar to the Hourly Rate Groups. The Equipment Rate Type Groups are maintained in PSA Settings. In PSA Settings, tab Expenses, with the option Expenses Category the field Expenses Category can be added to Expense records and even be made mandatory (only applies to the HTML5 Expenses Form). In PSA Settings, tab Expenses, with the option Default Reimbursable Value Yes or No, it can be set that new Expenses are reimbursable by P a g e 14 of 35

15 PSA Settings PSA Settings PSA Settings PSA Settings PSA Settings PSA Settings default. It is only applicable to the Expenses Form in Timesheet. In PSA Settings, Invoices, the setting Currency Decimal Precision can be used for the Tax amount calculation by Assistance PSA if the Microsoft Dynamics CRM setting Currency Precision deviates from 2. In PSA Settings, Projects, when activating the option Show Unit in Budget, the column Unit is added to the Budget grid. The calculation of the Cost, Transfer and Selling Amount will be Quantity x Unit x Cost Price Per Unit, Transfer Price Per Unit and Selling Price Per Unit respectively. In PSA Settings, Hours, when activating the option Use Sick Leave Balance, Hours can only be approved administratively if a Sick Leave Balance has been created for the Employee in the Hour record. By default the option is activated. In PSA Settings, Invoices, when activating the option Show Expenses Detail Columns, then 2 columns are added to the tab Invoice Lines for Expenses: Regarding and Type. These columns are the same as the columns Regarding and Type in the Budget Grid. Fields Bank Identification Code and Bank Account Number added to Legal Entity. Required for the creation of an UBL 2.0 XML file for Invoices. In PSA Settings, Forecast, if the option No Integration with Opportunities is activated, then Assistance PSA will not create Forecast lines from Opportunities and Forecasts on Opportunities will not update the Opportunity PSA Settings In PSA Settings, Forecast, with the option set field Forecast Budget Actuals the following options are available for the overall Forecast to hide or show columns: No: no Budget - Actuals column is displayed PSA Settings - Budget Actuals: the columns Budget Actuals (selling) and Budget Actuals (cost) are displayed - Budget Actual Revenue: the columns Budget Actuals (Revenue) and Budget Actuals (cost) are displayed In PSA Settings, Hours, if the option Location unique per Line is activated, then the selection of Location in an entry line in Timesheet (Line) is limited P a g e 15 of 35

16 PSA Settings to only one Location for all days. See Appendix In PSA Settings, Hours, the option Retrieve To be Scheduled Data is used to set that the Project Item Activities that still need to be scheduled in the Utilization Sheet are loaded or not. It is activated by default See Appendix PSA User PSA User PSA User PSA User PSA User The setting Resource Assignment Scope has been added to the PSA User record to allow to assign a Project Item Activity to an Employee tentatively (Only Tentative) or definitely (All). In the PSA User record the option Direct Reports has been added to the fields Can Approve Hours, Can Approve Expenses and Can approve Expense Claims to set that the user can approve Hours, Expenses and Expense Claims respectively of users of whom he or she is the Manager of the CRM User. See Appendix In a PSA User record a Delegate Manager can be selected to approve Hours, Expenses and Expense Claims. The field Default Work Location has been added to the PSA User record. The selected Location is automatically selected in new time entries in Timesheet Calendar and Timesheet (Line). The option On Projects where Resource Manager has been added to the field Resource Assignment Scope in the PSA User record. Users with this setting can be selected as: - Resource Manager on Projects - Resource Manager in the Filter Res. Mngr. in the Utilization Sheet Resource Manager in the Filter Resource Manager in To be Scheduled in the Utilization Sheet. P a g e 16 of 35

17 Time Cards Timesheet Timesheet (Line) Timesheet (Line) Timesheet (Line) Timesheet (Line) Utilization Sheet Utilization Sheet Utilization Sheet Time Card Check in PM and Admin Approval. If Time Card is applicable, only hours can be approved if hours are posted to Time Card. If hours are not yet posted to Time Card, the hours are visible but marked in grey. Only when a user tries to change hours in Timesheet in a week that has been posted to a Time Card, a message will inform the user that this is not possible. Not anymore when browsing that week. Column Location in Timesheet (Line) if the setting Show Location Column in Timesheet (Line) in PSA Settings is enabled. Displaying message in Timesheet Line when Time Card has been posted for selected week. Timesheet (Line): if a Project has one Project Item and one Associated Hour Type, then these are automatically selected after selecting the Project in a new time entry line. If hours have been entered on a Saturday or Sunday, then the columns for Saturday and Sunday of that week are displayed automatically when loading Timesheet (Line). The Utilization Sheet is no longer available on the Project forms General and General II. In the Utilization Sheet a Resource Manager can set the status of a resource request to Approved or Rejected. See Appendix Projects and Project Item Activities can be reassigned in the Utilization Sheet Utilization Sheet In the Utilization Sheet a filter can be set on multiple Legal Entities Utilization Sheet In the Utilization Sheet a filter can be set on multiple Hour Types Utilization Sheet Utilization Sheet Utilization Sheet In the Utilization Sheet and Availability Sheet, in the Region Filter the Sub Regions of a selected Parent Region are automatically selected and used. The tooltip displays this as well. The filter is done on all selected leafs. In the Utilization Sheet the Team Filter is applied to To be Scheduled as well. In the Utilization Sheet Projects with tentative Project Item Activities are marked with yellow P a g e 17 of 35

18 Utilization Sheet Split Activity in Utilization Sheet. See Appendix.04. Utilization Sheet New features for Resource Management. For more information, read this: PSA Suite.pdf Utilization Sheet The column (Project) Account has been added Utilization Sheet Utilization Sheet Utilization Sheet A (multiple) Project lookup has been added as a filter option. It applies to both the Utilization Sheet and To be Scheduled. The filter Resource Manager has been added. You can select from all PSA Users that have the setting On Projects where Resource Manager in the field Resource Assignment Scope. In To be Scheduled, the filter Resource Manager has been added. You can select from all PSA Users that have the setting On Projects where Resource Manager in the field Resource Assignment Scope Utilization Sheet (Personal) filters can be saved with the button Save Filter Settings Utilization Sheet Utilization Sheet When giving a right mouse click on a Project, the menu option Open Project Gantt Chart allows to open the Gantt Chart of that Project. Multiple Filter Combo Boxes no longer contain check boxes, the selections are highlighted Utilization Sheet Improved performance when loading the Utilization Sheet Vacation Leave Extra fields in the Vacation Leave Balance: Balance last Year, Extra Leave and Special Leave. See Appendix.01. Appendix A Project Template can have one or more Invoice Scheme Templates. P a g e 18 of 35

19 Invoice Scheme Templates are created in the menu Microsoft Dynamics CRM, psasuite SETTINGS, Project Templates. Open a Project Template and choose the menu option Invoice Installment Template. Click on the button Add New Installment Template. Enter a name for the Installment (required). Click on Save. For each Project Item of Item Type Fixed Fee a line is created. P a g e 19 of 35

20 Click on the button amount to invoice. to create installments. These are the percentages of the fixed fee The installments can be saved as soon as the total of the column % is 100. These Installment templates can be selected in a Program Template. An Invoice Scheme Template can be selected in a Project as well. In the Project form, select the menu option Invoice Scheme. In the Invoice Scheme of the project, select the created Installment Template Enable Editing in PM Approval screen: This setting will define the level of modification a project manager will have in the PM Approval screen. There are three possible options: - No: this option will only allow the project manager to approve the time entry and P a g e 20 of 35

21 prevent him/her from changing any element of the time entry. - Yes. All editable columns except Hours. This option will allow the project manager to change any editable column of the time entry with the exception of the number of hours. - Yes. All editable columns. This option will allow the project manager to change any editable column of the time entry including the number of hours. In the Utilization Sheet, in the column R (for Request Status) of a Project Item Activity, the Resource Manager can click the box to change the Request Status. The Resource is approved by putting a check mark in the box (one left mouse click) The Resource is rejected by clicking once more on the box. After rejection of the Resource, the Project Item Activity is no longer displayed on the Utilization Sheet. The Resource Status is changed to Rejected and the Project Item Activity is assigned to SYSTEM. Note: In the Utilization Sheet Projects with tentative Project Item Activities are marked with yellow In addition to a Legal Entity and department you can also identify a Direct Report Manager for your resources via the CRM field Manager of the CRM User screen. This field can be leveraged in the business logic of PSA Suite; it will allow you to select an administrative approval user that is independent, from a hierarchy stand point, of your legal entities and departments in the PSA Suite. This means that if the approver supervises multiple departments or if you have multiple approvers within the same department you will be able to use this field as a direct report to the user and give him/her (the Manager) administrative approval rights on hours, expenses and/or expense claims. P a g e 21 of 35

22 In psasuite SETTINGS, Hour Types, the field Hour Type Category - maintained in psasuite SETTINGS, Hour Type Categories is to configure from which Hour Bank balance the booked hours on that Hour Type are deducted after approval. The Balance of the Hour Bank is raised by negative hour quantities on an Hour Type for making overtime and this is spent later by entering hours on a different Hour Type for spending related to the same Hour Type Category for overtime. Example: an employee with 8 Work Hours per day works 10 hours on a client project on Monday. This includes 2 hours overtime. For Monday 10 hours are booked on the client project and -2 on the Hour Type for overtime. After approval the Bank of Hours balance is 2. The next day the employee spends the overtime (compensation) by working 6 hours. The employee books 6 hours on the client project and 2 hours on the overtime Hour Type. After approval the Bank of Hours balance is The interactive Graph of PM Approval displays a preview of the results of PM approval. The graph reacts immediately to the selection of hour records that are marked for approval. In Microsoft Dynamics CRM, psasuite PSA, PM Approval, clicking on the button Show / Hide Graph allows to open and close a graph that displays financial information of the Project of the selected hour record at Project Item level if selected hours would be approved. Budget displays the percentage of the Project budget that has been spent. Invoiced displays the invoiced amount of the selected Project. Project KPI s displays the amounts per Project Item of the selected Project. P a g e 22 of 35

23 Color description: Blue represents the Budget Amount of the Project Item - Orange represents the unapproved spent amount - Green represents the approved spent amount In the Gantt Chart, a Search button enables to look for Resources that are not in the dropdown list of resources in the Project Item Activity Information window. After clicking on the button Add new, and then clicking on the dropdown arrow, the picklist that appears consists - Project Team Members - Teams - already scheduled Resources If you want to add a different Resource that is missing in the picklist, then you can use the Lookup button. P a g e 23 of 35

24 In the Resource Search window you can search for different Employees (CRM Users). After selection of the Employee, he or she will be added to the dropdown picklist..01 Description of the Vacation Leave Balance fields: Balance last Year: remainder of Leave hours of previous year s leave period, calculated by the Leave Period Consolidation Annual Leave this Year: enter here the number of Leave Hours that an Employee can spend according to his or her employment contract Extra Leave: enter here the number of any additional Leave Hours that can be spent by the Employee Special Leave: enter here the number of any additional Leave Hours that can be spent by the Employee Total number of Hours: calculated. It is a total of the field Annual Leave this Year, Extra Leave and Special Leave. Hours used: total number of Hours booked on Hour Type(s) marked as Vacation Leave in the current Vacation Leave Period Balance: calculation of Total number of Hours minus Hours used.06 Parent and Child Projects (Intercompany Invoicing). Assistance PSA Suite leverages the CRM Parent and Child records relation. In a Projects view Parent Projects are recognized by the symbol. If you click on the Symbol, the hierarchical relation between Parent and Child Projects is displayed. In the P a g e 24 of 35

25 Project form the Parent Project can be selected by using the Project Parent lookup field. This Parent and Child relation is used by Batch Invoicing. The Invoice Type Inter Company allows to have Child Projects create Invoices (only Item Types Time & Material and Expenses) for the Legal Entity of the Parent Project. Batch Invoicing retrieves the Main Projects with Invoice Amounts. After clicking on OK the Invoices are created on the Child Projects. The following summarizes the functionality of Inter Company Invoicing: The Legal Entity of the Parent Project hires Employees of different Legal Entities. The Employees of the different Legal Entity book their Time & Material Hours and Expenses on the Parent Project that they work for. On the Child Project Invoices are created for the Account of the Parent Project. Batch Invoicing retrieves the Hours and Expenses on the Parent Project of Employees that are booked by Employees of a different Legal Entities. On the Child Project Invoices are created for the Account of the Legal Entity of the Parent Project. The Selling Amount of the Hours and Expenses of the Child Project is the Transfer Amount for the Parent Project. Both Hours and Expenses contain the field IC Invoice. It is populated by the Invoice that is created on the Child Project. P a g e 25 of 35

26 .02 After clicking on the Graph button a graph is displayed. It displays financial information of a selected Project in the list of Projects of the Performance Report. Budget displays the percentage of the Project budget that has been spent. Invoiced displays the invoiced amount of the selected Project. Project KPI s displays the amounts per Project Item of the selected Project. Color description: - Grey represents the Budget Amount of the Project Item - Blue represents the unapproved spent amount - Green represents the approved spent amount.03 In the Personal Options of Microsoft Dynamics CRM the number of records per page can P a g e 26 of 35

27 be set. The HTML5 components PM Approval, Admin Approval and Performance Report leverage this setting..04 Split Activity in Utilization Sheet. A Project Item Activity can be owned by a Team. The Team is the Resource of that activity. Later the Project Item Activity can be assigned (divided or split) to Employees in the Utilization Sheet. This is done as follows: 1. Load the Utilization Sheet. 2. Click on Retrieve Data. 3. Expand the To be Scheduled panel. P a g e 27 of 35

28 4. Expand the Teams folder and lookup the Project Item Activity that you want to split and give a right mouse click on the Team Project Item Activity. 5. Give a right mouse click on the Project Item Activity and then a left mouse click on Split Activity. 6. In the window that appears the Project Item Activity hours can be divided in percentages and assigned to selected Employees. The total does not have to be 100. In the example that 120 hours are assigned to 2 employees, both 25%, then after the split the total of hours will be reduced to 60 (= 50 % of 120). The total of all percentages can also be higher than 100 after which the total of hours is raised. 7. The Project Item Activity is now displayed below the Employees in the Utilization Sheet. P a g e 28 of 35

29 8. In the Gantt Chart the Team Project Item Activity has been converted into multiple Project Item Activities, one per Employee. 9. Instead of splitting a Project Item Activity owned by a Team at activity level, you can split activities at Hour Type level. For this purpose the Project Item Activities are grouped by Hour Type. Give a right mouse click on the Hour Type, Analyst in the example below. In this example each selected Employee is assigned to each Project Item Activity related to the Hour Type Risk Analyst..05 A CRM Activity can be created from an approved Invoice with the Invoice attached as a pdf file. The button INVOICE has been added to the local command bar of an opened CRM Invoice record. When you click on it, a CRM Activity is created. It is sent to the Invoice Contact. The sender is the employee that has been selected in the Invoice From field of the P a g e 29 of 35

30 Legal Entity record related to the Project for which the Invoice was created. If no sender has been set, then the is sent by the current user. In the Legal Entity the CRM Template that is used can be set. You have to enter the name of the template in the field Invoice Template. The pdf file is created from the SQL Server Reporting Services (SSRS) report that has been set for the Invoice. Before the and pdf file are created the default name of the pdf file can be changed manually For an Employee (not Team!) multiple Resources lines can be entered with different Hour Types. The first selection of the Project Team Member is from the dropdown list. The second addition is done with the Lookup button titled Search Resource Saved Views in PM Approval and Admin Approval. Users can customize the columns of the grid and save the changes. P a g e 30 of 35

31 The views can be changed and saved after hours that must be approved have been retrieved. The option appears when you right mouse click on an hour record. With the option Restore by default view any customizations are undone. Note!: - The saved views are personal, so have no effect on the views of other users - additional CRM privileges are required for this functionality. They are included in the out-of-the-box PSA Security Roles PSA Limited User and PSA Full User. Any custom security roles for Assistance PSA must be updated with Create (User), Read (User), Write (User) and Delete (User) privileges for the custom entity Saved View Approved Leave can be revoked. For this purpose the Status Revoked has been added to Leave Requests in Assistance HRM. This enables an Assistance HRM User to revoke approved Leave Requests (to change the Status from Approved to Revoked ). This credits the automatically created Leave Hours (makes identical Leave Hour records, but with a minus (-)). The result is that the balance of the leave hours and credited leave hours will be zero. P a g e 31 of 35

32 After revoking the approved Leave Request, an adjustment time entry is created with Start Time 7:30 AM and End Time 8:00 AM. It is displayed in red in Timesheet (Calendar) (Personal) Save Filter buttons in Overall Forecast, Overall Gantt Chart and Performance Report: Overall Forecast Overall Gantt Chart P a g e 32 of 35

33 Performance Report Location unique per Line If the general setting Location unique per Line is activated, then users can select only one Location per entry line in Timesheet (Line) for all days of the week. If the user clicks on the symbol next to the number of hours of a day, then the Location field is read only and displays the Location that he or she selected in the column Location. P a g e 33 of 35

34 Add All Project Team Members. If you click on the button Add All Project Team Members, on the tab Resources of the Activity Information screen of a Project Item Activity in the Gantt Chart, then all Project Team Members are added as Resources to that Project Item Activity. You are prompted to enter the number of hours that all Resources are scheduled Retrieve To be Scheduled Data. P a g e 34 of 35

35 This setting determines if the Project Item Activities that still need to be scheduled (assigned to employees) are loaded in the Utilization Sheet or not. If the setting is inactivated, then you can still load the Project Item Activities by clicking on Retrieve Data. By default this setting is activated. P a g e 35 of 35