Table of content Table of content... 1 Overview... 2 Configuration... 2 Prerequisites... 2 Configuration Task... 3 Configuration Time Registration... 4 Configuration Billing... 5 Configuration Permissions... 6 Task type setup... 6 Setup standard work hours... 7 Task Status Management... 8 Employee Master Data... 9 Usage...11 Task...11 Employee grid...13 Time registration...13 Worksheet (week)...15 Features...16 Billing wizard...21 Special option - Control of Billing currencies for Multicurrency customers...24 A/R Invoice...24 Sales Order...25 Manual Correction...29 Copyright 2016 Boyum IT A/S Page 1/29
Overview The B1 Time Task add-on enables employees to log time spent on various tasks during the day. Based on the time registrations, invoices can be created so that your business partners can be invoiced by the hour. The tasks are created based on sales orders or are linked directly to business partners in SAP Business One which enables managers to keep track of the number of invoiced hours each employee generates. Item Business Partner Task Time registration Sales Order Invoice The diagram illustrates the relationships between the different entities in B1 Time Task. A task is connected to a Business Partner either directly or through a sales order. An item in the Item Master Data defines the price of labor and time registrations are used to make invoices using this information. Configuration Prerequisites If an employee is to be able to use the add-on, the employee must be registered in the Human Resources module in SAP Business One and be registered as a user in SBO as well. For most employees, this can be accomplished by creating an Add-On User and linking the employee s master data to that user. Copyright 2016 Boyum IT A/S Page 2/29
Configuration Task On this screen you can see all the default values when adding an new task. Copyright 2016 Boyum IT A/S Page 3/29
Configuration Time Registration Field Automatic Approval Description Here you can define if a time registration when added as default is marked as approved or not. Copyright 2016 Boyum IT A/S Page 4/29
Configuration Billing Field Default Billing type Default Billing create as draft Description Here you define the default billing type that the billing wizard will set when suggesting what to bill Here you define if the billing wizard should suggest that default billing is done as drafts or not. Copyright 2016 Boyum IT A/S Page 5/29
Configuration Permissions Field Time Task Managers Owner of task can see/modify all registrations made on the task Description In this field you can define which SAP users is the manager(s) of B1 Time Tasks. Time Task managers have the following special permissons: - In Time Registration window they can log registrations as other users - In Worksheet (week) the can see week-details for all employees and log time on behalf of them. - The can see modify all registrations (not just their own). This option allows you to define if owners of task are allowed to see registrations of other people that have made registrations on the same task in the task registration window. Task type setup If you wish to create tasks that can be billed, you must define at least one task type with a category. This is done via Administration > Add-ons > B1 Usability Package > Module Configuration > B1 Time Task > Setup Task Types. Copyright 2016 Boyum IT A/S Page 6/29
You can specify any number of task types which can be used merely as a categorization used for reporting or, if you wish to be able to send bills to customers based on the registrations made in B1 TT, specify the different registration methods. Each task type must have a unique name. To add task types, click the Add-button next to the grid and fill out the name and press the Update-button at the bottom of the screen. To remove a task type, select the row by clicking on the far left and press the Remove-button followed by a click on the Update-button. Setup standard work hours B1 Time Task provides the possibility to set up standard work hours for the employees that use the add-on. This is defined under Administration > Add-ons > B1 Usability Package > Module Configuration > B1 Time Task > Setup standard work hours. The following window appears: Copyright 2016 Boyum IT A/S Page 7/29
The idea is to define the standard work hours for each day in the week as well as holiday (holidays as defined in SAP Business One). After a definition has been linked to the employees that it applies to via the employee master data window. (See Task Status Management As default a Task can have one of four standard Task statuses but it is possible to create new status or change the name and options of the default statuses. This is defined under Administration > Add-ons > B1 Usability Package > Module Configuration > B1 Time Task > Task Status Management. Column Name Can register time Description The name of the task status. Tasks with this status are open for registration of time. Copyright 2016 Boyum IT A/S Page 8/29
Can be billed Tasks with this status will be included in the billing wizard. Task is editable Tasks with this status will be able to be editing its options. Employee Master Data). You can create as many standard work hour definitions as you like, but it is encouraged that you give them meaningful names so that they are easily distinguishable from each other. When the add-on is first installed, a standard definition is created and applied to all employees. This is the standard for the Boyum IT world headquarters in Aarhus, Denmark and may not apply to your company. Task Status Management As default a Task can have one of four standard Task statuses but it is possible to create new status or change the name and options of the default statuses. This is defined under Administration > Add-ons > B1 Usability Package > Module Configuration > B1 Time Task > Task Status Management. Column Name Can register time Can be billed Task is editable Description The name of the task status. Tasks with this status are open for registration of time. Tasks with this status will be included in the billing wizard. Tasks with this status will be able to be editing its options. Employee Master Data When B1 Time Task is installed, a tab is added to the Employee Master Data window. Copyright 2016 Boyum IT A/S Page 9/29
This is where the standard work hour template is chosen. Notice that the employee has a user code. This is required if the employee is to use B1 Time Task. Copyright 2016 Boyum IT A/S Page 10/29
Usage Task B1 Time Task is centered on the concept of tasks. To create a task, open the task window in B1 Time Task > Task. Field name Description Mandatory Task id This number uniquely identifies the task. It is Yes automatically assigned by the system and cannot be changed. Name The name identifies the task. Yes Description A description for the task No Connection type This specifies whether the task is connected to a sales Yes order or directly to a business partner. Connection This is the connection itself. If the connection type is a Yes business partner, the connection is a cardcode, if it is a sales order the connection is the document number. Budget hours Budget hours are the expected number of hours that No the task takes to perform. Allocated hours This field shows the accumulated number of hours that N/A Copyright 2016 Boyum IT A/S Page 11/29
are allocated to employees (see employee grid) Billing format This field influences the way registrations that are Yes made on the task are displayed on the resulting invoice. You can choose between specification and summarized. If you choose specification, each registration will result in an invoice line. If you choose summarize, the registrations made will result in one invoice line, where the hours will be added up and the remarks from all the registrations will be concatenated to form a single remark. Date This marks the start date for the task. It will not be Yes possible to create registrations before this date. Expected Billing Date In this field you can set you expected billing date. No Owner Here you can set an employee to be the owner of the No task. Owners of task can be given permission to see time registration of other employees for the task and a special Tasks I own report. Finally the test field can be used in the billing where you can bill work done based on the selected owner. If you don t want to give ownership to a specific employee then choose the No owner option. Profit center It is possible to connect a task to one of the profit No centers in SAP Business One. When invoices are created, the profit center is set on each invoice line. Project It is possible to connect a task to a project in SAP No Business One. The functionality is the same as with profit centers. Item The task must be connected to an item in the Yes inventory. The item is what makes it possible to create invoices based on the registrations. Pricing information is drawn from the item master data. Task type The task type makes it possible to categorize your No tasks. Billing type The billing type determines the way the registrations made on the task is treated when the billing process is carried out. Three billing types are available: Yes Hourly rate: Hourly rate means that when registrations made on the task are invoiced, the price set on the invoice line is equal to (item price) * (quantity registered). Fixed price: Fixed price means that the task is connected to a sales order line and that when the registrations made on the task are invoiced, the invoice line price is copied from the sales order line in question and the sales order line Copyright 2016 Boyum IT A/S Page 12/29
Internal remark External remark Transport (Unit) reg. Transport (Time) reg. will be marked as closed. See Sales Order to learn how to connect a sales order line to a task. Not billable: Registrations that are made on tasks that are not billable will not appear during the invoicing process. Not billable tasks could be tasks that your employees perform for your company e.g. cleaning or other forms of maintenance. The time registered on these tasks can be a useful management tool and put a spotlight on what your employees spend their time on. The internal and external remarks exist on the time and transport registrations as well as on the task. The internal remarks are remarks that are meant to be used as information that is to be kept internally in your company. The external remarks will be added to the invoice line that is the result of the registration. When a text is written in the external remark on the task itself, this text will be used as the external remark. This means that the external remark on the task can be used for situations where you want to present the customer with a standard message on each invoice. Determines if it is possible to log transportation for the task and if so if it is billable. If billable you need to define the Item that represents a Transportation unit (KM, Miles, Trips, etc.) Determines if it is possible to log transportation time and if it is billable. If Billable you need to define the item that represents transportation time (Hours). If you log transportation time it will count against your logged time. No No No No Employee grid You can specify which of your employees should be able to make registrations on a task. It is also possible to specify how many hours each employee is allocated. If no employees are added to the grid it means that all employees are able to make registrations on the task. Time registration The time registration window provides a quick way to create a time registration. The window also provides the user with the possibility to search for existing time registrations and, if the registration has not been invoiced, alter any information. Copyright 2016 Boyum IT A/S Page 13/29
The fields and their purpose will be explained in the table below. Field Number Customer Task Date Hours / Billable Hours Transportation (Unit) Transportation (Time) External remark Internal remark Log as Purpose Each time registration is assigned a unique number by the system. The field is searchable in find-mode. The two fields make it possible to filter the tasks that are available in the fields below. You can enter a cardcode (left) or a cardname (right) and thereby limit the choices in the task-boxes to the relevant tasks. The task must be chosen. You can seach by task number (left) or task name (right). If specific employees have been selected for the task and you are not among them, the task will not be selectable. If a customer has been chosen, you can only choose between the tasks that are connected to the business partner in question. Remember that the connection can be indirect via a sales order. Also, the task s start and end date must fall between the date selected in the Date -field. The date that the time is spent on. The duration of the task on the specified date / The billable hours (Only showed if task is billable) The units of transportation used on the task on the specified date / The billable amount (Only showed if task transportation units is set as billable) The time of transportation used on the task on the specified date / The billable amount (Only showed if task transportation time is set as billable) The external remark is an optional text that will be added to the invoice line. You can use this field to provide additional information to the invoice receiver. If the invoice layout contains the external remark, the remarks can provide additional information about the time spent. This field can be used for internal reporting purposes. If you are logged in as a Time task manager (set up in the configuration) you are able to use this field in order to log time as other employees. Copyright 2016 Boyum IT A/S Page 14/29
Note that it is possible to create as many time registrations as you like. Once a time registration has been created, it can be altered in any way you like, which can lead to some undesired results. It is therefore important to instruct the users of the add-on in its proper use. When documents are created through the billing process, approved transport registrations will be billed along with any time registrations made. To approve a transport registration, right-click the registration and choose Approve this registration. Worksheet (week) The week worksheet is a multi-purpose window in B1 Time Task that most importantly provides an overview for the employee of the time registrations made in a week. Copyright 2016 Boyum IT A/S Page 15/29
Features Date selection The date selection area is where the currently displayed week is selected. You can navigate one week back or forth by pressing the < and > buttons respectively (or CRTL + LEFT/Right arrow). It is also possible to select a date from a calendar by pressing the button marked whereby a datepicker appears: Copyright 2016 Boyum IT A/S Page 16/29
Time registration The time registration area makes it possible to create a new time registration from the worksheet window Fill out the relevant fields and press Add. If you want to clear the fields, press Clear. When a time registration is added, it will appear in the grid below. You also have the option to define favorite/common registration configurations by clicking the Manage Favorites button Grid overview The grid provides an overview of the hours that you have registered in the week that is displayed. The grid shows a summarized version of all time registrations within a week. Time registrations are added up and shown grouped by customer, task and day. Copyright 2016 Boyum IT A/S Page 17/29
The Hours column displays the quantity in the Budget hours from the task. If you wish to create a new time registration, it is possible to use the time registration area mentioned above, but it is also possible to double-click a cell in the grid. The time registration window will open with the task and date already selected. Double-click the Monday-cell and the time registration window appears: Notice that the date field and the task and customer fields have been filled with the appropriate values. If you double-click a cell that already contains a number, it means that one or more time registrations already exist for that task on that day. If one time registration exists, that registration will open like this: Copyright 2016 Boyum IT A/S Page 18/29
Double-click the cell: And the time registration opens: If more time registrations exist on the same task on the same date, the following window will appear after the double-click: Copyright 2016 Boyum IT A/S Page 19/29
This window displays all the time registrations that have been created on the task on the particular day. You can open one of the time registrations by selecting the row you want (click on the grey square on the left) and pressing the OK-button. I you want to create a new time registration, you can achieve this by pressing the New-button. If you want to see the remarks that have been entered in the time registration, you can single-click a cell in the grid. The remarks will appear in the boxes below the grid like this: Copyright 2016 Boyum IT A/S Page 20/29
Subtotals The subtotals displayed are simply sums of the hours registered, the standard working hours for each day and the difference between them. Billing wizard The billing wizard window enables users to create invoices based on the time and transport registrations that have been made and approved. The window displays like this: The top of the window defines some search criteria: a date range, all customers or a single customer and all employees or a specific employee. Secondary you can define if you want to see tasks for all owners or current owner. Press the Search-button when you are satisfied with the search criteria. Copyright 2016 Boyum IT A/S Page 21/29
The grid marked Invoices shows a summary of invoices that will be created based on approved registrations. In this case, two invoices can be created, one for each customer. The Total-column shows the total amount of the invoice. To see the invoice lines that make up the invoice, click on the grey box on the left and you can see that the resulting invoice will have three invoice lines. It is possible at this point to adjust the hours to be invoiced and the remarks for each invoice line. This will have no effect on the registrations that make up the invoice line but will be reflected on the invoice. If you wish to alter the registrations, this will have to be done separately. If a particular invoice line is to be deferred for later invoicing or to be deleted permanently, use the dropdown box on the left. The options are to include, to not include and to remove permanently. The Include -option behaves as you would expect. The Do not include -option means that the line will not be added to the invoice but will Copyright 2016 Boyum IT A/S Page 22/29
appear the next time you run the billing wizard if the search criteria are right. The Remove permanently - option means that the registrations will not be included on the invoice and will not appear again when the billing wizard is run. When the invoice lines look the way you want them to, click on the Create invoices -button. The system will display a final warning: If you click Yes, the invoices will be created. If no problems are encountered, the document printing window will appear: If errors do occur, an error message will be displayed describing the error, and no invoices will be created. You will have to correct the errors and run the entire process again in order to create the desired invoices. Copyright 2016 Boyum IT A/S Page 23/29
Special option - Control of Billing currencies for Multicurrency customers. By default in the billing wizard the system will create documents to multi (All currency customers) in the local currency. If you wish to have a different currency you have the option to define it on the BP Master Data window. Example: Customer "My Customer" is defined as "All Currency" but in time task we wish to create documents in currency "EUR". In order to achieve this we define "EUR" in the B1TT: Billing currency and documents will then use this currency. FAQ on the system: Q: What happens if I on an "All Currency" customer leave "B1TT: Billing Currency" blank? A: Then the local currency will be used Q: What happen if I specify a Billing Currency on a non-all Currency BP? A: In such a case the value is ignored and BP currency is used Q: What happen if I specify a Billing Currency that does not exist? A: In such a case the Billing Wizard will fail to complete. A/R Invoice Some fields have been added to the A/R Invoice form in order to ensure traceability of the registrations made in B1 Time Task. If we look at one of the invoices created by the billing wizard, you can see the fields that are added by the add-on. They are External Remarks, Task Id and Time Registrations. The external remarks have been added so that you can modify your print layout to show the external remarks on the invoices you send to your customers. The task id is the unique key of the task that generated the invoice line and can be used for reporting purposes. The same is true for the Time Registrations column. It contains the registrations that make up the invoice line. If the line is generated from more than one registration, the field will contain a comma-separated list. The fields are displayed in the picture below. Copyright 2016 Boyum IT A/S Page 24/29
Sales Order In order to be able to link a sales order to a task, some functionality has been added to the sales order form. In order to link a sales order to a task, find the sales order in question and right-click the line you want to link to a task. Copyright 2016 Boyum IT A/S Page 25/29
As you can see, two menu-options have been added to the right-click menu, namely Link line to task and Remove link to task. If you click the Link line to task -option, the following window appears: Copyright 2016 Boyum IT A/S Page 26/29
The window displays all the tasks that have been created with the sales order you have clicked on as their connection. Your choices are now to use any existing tasks by selecting the grey box on the left and pressing the OK-button or, if no existing tasks fit the bill, create a new one by clicking the New-button. When registrations that are made on the task you have linked to an order line are invoiced, the sales order in question is set as the base document for the invoice. If the quantity on the invoice matches the quantity on the order line, the order line is closed automatically. If you want to remove the link between a task and an order line, you can do this by choosing Remove link to task in the right-click menu. This will remove the link between the specific order line and the task. The task will still be linked to the sales order itself. If you need to make multiple lines into Task you can alternative use the multi-task links Copyright 2016 Boyum IT A/S Page 27/29
In such a case you get a window up that can include multiple lines into tasks Copyright 2016 Boyum IT A/S Page 28/29
Manual Correction The manual correction option enables B1 Time Task managers to manually correct time for an employee in B1 Time Task. The hours entered is only visible in the Monthly report as is not used anywhere else in B1 Time Task. The intended use of this functionality is that you can manually write down/up the hours in the Monthly report so that you can correct the employees time. This can for example be useful if the employee has had extra works hours that the employee has been paid for. Copyright 2016 Boyum IT A/S Page 29/29