ITracker v1.0 Timesheet User Guide. itracker Timesheet User Guide

Transcription

1 itracker Timesheet User Guide

2 Support IndusTrack provides support for the customer in the form of blogs, forums, wikis and groups. This feature forms a community portal for users and developers to discuss the application. To post comments in the forum and wiki pages, users must register with the itracker support community. Please contact itracker Customer Service for additional assistance. Contact Information Support: (612) support@industrack.com Sales: sales@industrack.com West Highway 55 Suite 270 Plymouth, MN Copyright 2009 IndusTrack, LLC. All rights reserved. All other trademarks or registered trademarks are acknowledged as the exclusive property of their respective owners. No part of this manual may be reproduced, transmitted, copied, or stored in any storage medium, for any purpose, without prior written consent from IndusTrack, LLC. IndusTrack, LLC hereby grants the right to download one copy of this manual onto a hard drive for personal use. This manual is copyrighted and contains proprietary information that is subject to change without notice. For more information, visit

3 Getting Started (Skip this step if itracker is already installed) The itracker software must be downloaded from an IndusTrack server and installed on each computer that will be using the system. After purchasing the software or signing up with an IndusTrack service plan, the download instructions will be provided to you along with your login credentials. If you should need additional assistance with obtaining download or login information, please contact customer support at or call , ext. 2. In order to get the most out of your itracker system, it is recommended that you perform the initial configuration steps in order to properly set up the system. The initial configuration steps consist of installing the software and setting up users, vehicles, expenses, drivers, shifts, geofences and alerts. Installing the Software (Skip this step if itracker is already installed) Click on the link provided in the that contained your login credentials., or you can click on the download software button on the support home page ( The installation screen will be displayed. Click on the Install button. If a security warning message is displayed, click the additional Install button within the warning message. The progress indicator will be displayed throughout the installation process. You may use the other features of your computer while the software is being installed. The installation program will automatically check your computer and verify that the necessary software components (.Net and Silverlight) are present on your computer. If necessary, those components will be installed during the process. If this occurs, your computer may need to be restarted. If prompted, restart the computer before proceeding further. When the installation has finished, an itracker shortcut will be created on your desktop and the Login Screen will be displayed 3 P a g e

4 Logging in to the itracker program The first time a user logs in to the system, the user will need to enter a customer ID number that was provided in the original login and set-up information. Enter the username and password before clicking on the Login button. The itracker main screen will be displayed. Accept the License Agreement. Check the box that reads, Do not show this message again. NOTE: Software will not launch unless the user agreement is accepted. To exit the itracker program, click once on the Home button located in the upper left corner of the main screen and select Exit. Double-click on the itracker shortcut to restart the program. Software Updates Once the software is installed, it will automatically check for new versions each time that the application is launched. You will be prompted to update the software at that time, and it is recommended to do so as new versions will contain maintenance updates and feature enhancements. To manually update the application: 1) Click Support> About 2) Click> Check for new version When running the software for the first time, the Windows firewall will block the program. The user will be required to click Unblock for this event. 4 P a g e

5 Understanding the Timesheet Main Screen Using timesheets in itracker will allow you to keep track of work shift hours and payroll for your drivers. To set up timesheets, go to the Timesheet tab and click on the orange gear in the upper right corner. When you log into itracker you will see a similar screen. Click on the timesheet tab to see the list of the drivers. If no drivers are listed, go to the Adding Drivers section of this manual. Step1: Go to the Timesheet Tab in itracker and click on the setting wheel timesheet setting. and choose 5 P a g e

6 Timesheet Set-up Workers can add time: Allow mobile workers to add missing time to the timesheet. Workers can edit time: Allow mobile workers to edit the time in the field. Note: Office worker can always add/edit time, this option is only for mobile workers. Daily OT notification Weekly OT notification Pay Period: Multiple choices are available Weekly, bi-weekly, semi-monthly, Monthly. Select based on your payroll. Payroll start date: Start date will determine when your pay period will start. Paid Breaks: You have the option to add the break time into the timesheet so your worker can pay for it. By Selecting this options we will add the break time to total time of the mobile employee. 6 P a g e

7 Step 2: Add or import cost codes Note: Cost codes must be entered here before the mobile user can see them in the field. Step 3: Set up pay codes This is required if you are integrating with QuickBooks or running payroll reports from the itracker software. Pay codes can either be added as new or imported. Step 4: Set up overtime rules Set up rules to notify you if the user is going to have overtime. Step 5: Set up driver information (These instructions are also available in the itracker user guide.) 7 P a g e

8 Adding Drivers/Crews/Mobile workers A driver is an individual that is assigned to a particular vehicle. Although not mandatory, assigning a driver to a vehicle helps with reporting and management activities. In addition, text messages can be sent to a driver/vehicle from itracker for instant alerts. To add a driver: 1) Click Add->Add Drivers. The Drivers List will be displayed. 2) Click Add New 3) Enter all contact information under the default tab 4) Enter Driver ID number. This is any unique numerical ID that will be assigned to that driver. Please note that once the driver ID is assigned it cannot be changed. 5) Select the driver s Mobile Provider. This is important to ensure reliable text messaging between itracker and the driver s cell phone. 6) If you enter an address you can send the driver s from itracker. 7) With the vehicle drop down menu you can associate a driver to a vehicle. 8) If you want to group your drivers together for any reason you can create driver groups (see add driver groups). 9) Assign Device is not in use at this time. 10) Click Save 8 P a g e

9 Scheduling Tab (optional) The information entered here will be used in the scheduling and timesheet portions of the software and reports associated with those portions of itracker. 1) Enter the max hours per week and per day. Also enter the max days per week and max shifts per day. 2) Check the days of the week the driver is working 3) Enter the start and end time for his/her shift. 4) Click Save Payroll tab (optional) The information entered here will be used in the scheduling and timesheet portions of the software and reports associated with those portions of itracker. 1) Choose either hourly or salary for the pay type. 2) Enter the dollar amount per hour for the Rate. 3) Click Save 9 P a g e

10 Advanced tab (optional) The information entered here will be used in the scheduling and timesheet portions of the software and reports associated with those portions of itracker. 1) Assign a previously created position to your driver. (See create positions under the scheduling section) 2) Assign a previously created department to your driver. (See create departments under scheduling section) 3) Driver skill level is a free-form text field where you can keep track of information as you see fit. Once you enter and save something it will be in the drop-down menu for future use. 4) Lic. Renewal Date assists in tracking driver s license expiration and renewal dates. reminders can be set up to assist in tracking this information. (See notifications section for more details) 5) Medical Renewal assists in tracking driver s approaching and overdue medical visits and testing. reminders can be set up to assist in tracking this information. (See notifications section for more details) 6) Click Save when finished Editing a driver 1) Double-click on the driver in the driver list 2) Make the necessary changes (Please note: driver ID cannot be changed) 3) Click Save Deleting a driver If a driver is deleted, itracker removes it from the driver Group along with associated messages and alerts. This can be done only by clicking the Delete Selected button. Deleted drivers are pushed to the recycling bin. If a driver is mistakenly deleted it can be restored from the recycle bin. 10 P a g e

11 Timesheet Tab The Payroll Tab under the timesheet lists information by employee name and shows: pay period, pay rate, total hours worked for that pay period and status. Status Definitions: 1. Un-submitted: Mobile user has not submitted the timesheet. Please note that does not mean we are not tracking time. 2. Submitted - Mobile user(s) has submitted the timesheet 3. Supervisor approved - Field supervisor(s) has approved the timesheet 4. Accounts Approved - Accounting has approved the timesheet. Accounting needs to push the approve button to approve. Accounting has the ability to approve sheet with any status. Only an approved accounting sheet can be synced with the payroll software. Payroll Sync: If IndusTrack has set up the integration, this button syncs with the payroll software. 11 P a g e

12 Editing Timesheets: To edit a timesheet entry, double-click on the user name in the payroll tab. The following window will open. In this window an itracker user can add, delete, approve or edit an entry. Add/Edit windows: A user can select the driver, crew or mobile worker name from the window if it is not selected. Vehicle is optional Time type is either shift, job or break time. Job number is optional Start and end times for individual jobs and employee shifts Material Type and Material Qty are optional and used for the snow plow and scheduling application 12 P a g e

13 Running Reports All reports can be run for single or multiple users. The reports can be run by pay period, month or quarter. Each report can be printed, , exported, or scheduled to be ed. Timesheet Summary Report: This report is laid out by pay period and provides the summary of hours and total pay. 13 P a g e

14 Timesheet in/out Report This reports provides details with date, time, job number, cost code, and location for each mobile user s activity. For example: if a mobile user clicks start shift, start break or start time on his or her electronic device, this report will show the date, time and related information each time a button is clicked. 14 P a g e

15 Timesheet Detail Report This report has most of the same information as the clock in/clock out report, in addition to the hours being broken out by pay type and pay calculated. 15 P a g e

16 Timesheet Exception Report The Exception Report will show trends or changes in the shift that outlie any previous rules set in the system for a particular crew member or job. For example, if his or her shift is established as 8-5:00 PM, a late start or early exit will show here. In addition, if the location for the punch is different than the location for the job site it will also show in this report. 16 P a g e

17 Timesheet Notes Report This report displays all the job notes the mobile user have entered. 17 P a g e