Step by Step Guide PSA for Microsoft Dynamics 365 Module 5 Timesheet 5.1 Timesheet 5.2 Timesheet (Line) 5.3 Instant Time Entry 5.4 Expenses 5.5 PSA Suite Portal (Time & Expense entry) PSA (Business Performance Edition Release 2.3.0.346) The PSA suite Step by Step Guide is published by Assistance Software. All rights reserved. No part of this publication may be reproduced. 1 The information contained in this guide is provided without any express, statutory, or implied warranties. Assistance Software will not be held liable for any damages caused or alleged to be caused either directly or indirectly by this guide. (C) Copyright 2016 Assistance Software
MODULE 5. TIMESHEET Module 5. Timesheet Contents... 1 INTRODUCTION... 5 MODULE 5. TIMESHEET... 6 Overview... 6 5.1 TIMESHEET... 8 INTRODUCTION... 8 What you will learn in this section.... 8 TIMESHEET... 9 Introduction... 9 Exercise 1: Understand the Timesheet interface and time entry screen... 9 Exercise 2: Book hours via Outlook retrieval.... 15 Exercise 3: Book hours manually.... 18 Exercise 3.1: Book time on a T&M project item with an hourly rate... 19 Exercise 3.2: Book time on a T&M project item with a daily rate and specify a location.... 21 Exercise 3.3: Book time on a Fixed Fee project item.... 22 Exercise 3.4: Book time on a T&M project item and apply an hourly rate adjustment.... 23 Exercise 3.5. Book time on a Fixed Fee project item and update the % of completion of the project item activity.... 24 Exercise 3.6: Book time on a Fixed Fee project item and update the % of completion of the item.... 26 Exercise 3.7: Book time on an Internal Project with an internal hour type.... 28 Exercise 3.8: Book time related to leave on an Internal Project.... 29 Exercise 3.9: Book an expense via the mileage functionality and mark it as reimbursable.... 30 Exercise 3.10: Book time on the timesheet of another user.... 32 Exercise 4: Make use of all the other functionalities available in the timesheet.... 33 Exercise 4.1: Drag & drop functionality... 33 Exercise 4.2: Copy a single time record.... 34 Exercise 4.3: Copy multiple time records... 35 Exercise 4.4: Understand the hours summary.... 37 2
MODULE 5. TIMESHEET 5.2 TIMESHEET (LINE)... 39 INTRODUCTION... 39 What you will learn in this section.... 39 TIMESHEET (LINE)... 40 Introduction... 40 Exercise 1: Understand the Timesheet (Line) interface and time entry screen.... 40 Exercise 2: Book hours in the Timesheet (Line)... 44 Exercise 3: Book time in minutes in the timesheet (Line)... 49 5.3 INSTANT TIME ENTRY... 51 INTRODUCTION... 51 What you will learn in this section.... 51 INSTANT TIME ENTRY... 52 Introduction... 52 Exercise 1: Use the timer of the Instant Time Entry in a CRM Case.... 52 Exercise 2: Use the booking hours of the Instant Time Entry in a CRM Case.... 58 Exercise 3: View the time booked via Instant Time Entry.... 60 Exercise 4: Access the Instant Time Entry from a Project, Account and Contact.... 62 5.4 EXPENSES... 64 INTRODUCTION... 64 What you will learn in this section.... 64 EXPENSES... 65 Introduction... 65 Exercise 1: Understand the Expenses form interface.... 66 Exercise 1.1 Book an expense on a project item defined with a mark-up.... 68 Exercise 1.2: Book an expense on an Expenses Fixed Fee project item and attach a document.... 70 Exercise 1.3: Book a fee on an expense item.... 71 Exercise 1.4: Book an expense via the mileage functionality and mark it as reimbursable.... 72 5.5 PSA SUITE PORTAL (TIME & EXPENSE ENTRY)... 75 INTRODUCTION... 75 What you will learn in this section.... 75 PSA SUITE PORTAL - TIME & EXPENSE ENTRY... 76 3
MODULE 5. TIMESHEET Introduction... 76 Exercise 1: Understand the User Interface of the PSA Portal for time and expense entry.... 76 4
MODULE 5. TIMESHEET INTRODUCTION Welcome to The PSA Suite Step by Step Guide series! The intent of these guides is to provide you with in-depth knowledge of PSA. You can use them as a complete training tool or as a reference for implementation purposes. Based on the PSA methodology it is broken down into 7 modules, each one designed to walk you through the implementation process up to and including best practice when working with the solution. Module 1. Concept & Navigation Module 2. Settings Module 3. Blueprint Module 4. Projects Module 5. Timesheet Module 6.Time and Expenses Module 7. Invoicing Starting at the beginning and working your way through all the exercises* will provide you with enough proficiency to be able to work with all the common functionality of PSA and apply this knowledge to your own business requirements. Last but not least this series will also prepare you for the certification exams of the PSA Suite. Good luck! * PSA for Microsoft CRM can be accessed from a web browser, from Microsoft Outlook by using the Microsoft Dynamics CRM for Outlook feature or from a mobile device. The screen shots and examples in this guide show the web browser option. Also note that for the purposes of this guide the security role used for all the exercises is System Administrator. 5
MODULE 5. TIMESHEET MODULE 5. TIMESHEET Overview This step by step guide is the fifth of the series and covers the creation of time and expense entries via the Timesheet (calendar view or by Line) as well as via the Instant Time Entry functionality. In this module you will learn how to: Book time and expenses via the Timesheet. Book time and expenses via the Timesheet (Line). Book time via the Instant Time Entry functionality. Enter time and expenses via the Employee Portal. 6
5.1. TIMESHEET Step by Step Guide Timesheet 5.1: Timesheet 7
5.1. TIMESHEET 5.1 TIMESHEET INTRODUCTION The PSA Suite will provide your resources with three user interfaces regarding the timesheet functionality. Timesheet Outlook calendar format Retrieval of Outlook appointments Time and Expense entry Timesheet (Line) Linear format (fast entry) Time and Expense entry Instant Time Entry Stop watch Time entry only These three options are part of the PSA Suite but can also be accessed via the PSA Employee s Portal as well as via Direct Links see below links: Timesheet Timesheet (Line) Instant Time Entry : https://[crm SERVER]/WebResources/psa_/Timesheet.html : https://[crm SERVER]/WebResources/psa_/TimesheetLine.html : https://[crm SERVER]/WebResources/psa_/Timer.html Example: https://crm.assistancesoftware.com/webresources/psa_/timer.html This section will focus on the Timesheet. What you will learn in this section. In this section you will learn how to: Book hours in the Timesheet via Outlook retrieval. Book hours in the Timesheet manually. Note: The functionality of booking expenses via the Timesheet is explained in the Expenses chapter of this step by step guide. 8
5.1. TIMESHEET TIMESHEET Introduction In the Timesheet of the PSA Suite you can book time but also: Retrieve your Outlook calendar appointments and convert them into time entries. Copy one or multiple time entries. Update your project s items and activities (ex: % of completion). Select a CRM case. Book hours in the timesheet of another user. Book the mileage related to a time entry. The functionality of booking expenses via the Timesheet is explained in the Expenses chapter of this guide. Exercise 1: Understand the Timesheet interface and time entry screen Scenario: You are ready to book time towards your project; you will first want to review the timesheet interface and time entry screen. Follow the detailed steps below to understand the timesheet interface.. Step 1: Understand the Timesheet interface. Navigate to psasuite PSA and click Timesheet. In the header of the timesheet, you will find the following information/options. 9
5.1. TIMESHEET Next to your name, PSA will display the calculation of hours still to be booked for the selected week. 1. The first number displayed represents the work hours per week that must be completed by the employee. This work parameter is defined in the CRM User screen (ref. Employee in Module 2. Settings). 2. The second number represents the total number of hours booked in the timesheet (approved or not). 3. The third number is the difference between the work hours per week and what has been booked so far. This will allow PSA to establish the remaining hours to be entered in order for this week to be considered completed. If you work with Time Cards, PSA will use this number to validate if the time card can be posted or not (specifically in the case where the parameter full week mandatory is checked). Right below the name of the Employee you will find the following features: Previous and Next arrows: these arrows will bring you to the previous or next week. + Sign: If you click this icon you will be able to create a time entry. X sign: If you select a time entry and click this icon you will be able to delete the entry. Week range: This field indicates the date range of the week displayed. If you click on the field, you will see a dropdown calendar that will allow you to navigate to a different week. Note that this dropdown is only available in the Timesheet with the calendar view; it doesn t apply to the Timesheet by Line. Day/Week/Full week: This three icons will respectively allow you to display your timesheet by day, week (work days) or full week (including the week-end days). Each view will allow you to retrieve your Outlook appointments according to the view (one day only, week or full week). 10
5.1. TIMESHEET The 5 other icons of the timesheet header are specific functionalities of PSA and will be further explained via exercises in this guide: Outlook: Will allow you to retrieve your Outlook appointments in your timesheet and convert them into time entries. Copy Week: Will allow you to copy the time entries of a week. Change User: Will allow you to access the timesheet of another user. Expenses: This functionality will allow you to book expenses. This functionality is further explained in the Expenses chapter of this step by step guide. Forecast: Will allow you to modify or create new forecast lines. For further explaination please refer to the step by step guide Module 4. Projects III Sales forecast and Resource management. Post to Time card: Will allow you to post your timesheet to a time card. If you are not defined (in the PSA User screen) with the time card functionality you will then see the Report ready field in lieu of Post to Time Card. This will allow you to specify until what date your timesheet is completed. 11
Step 2: Understand the Time Entry screen 5.1. TIMESHEET Whether you retrieve your Outlook appointments in the timesheet to convert them to a time entry or create a time entry manually, you will have to complete the following time entry screen. The following fields are standard on the form and mostly mandatory: Project (mandatory) (project) Item (mandatory) Date (mandatory) Start/End/Hours (mandatory) Hour Type (mandatory) Description (can be made mandatory via the PSA Settings record) Internal note (not mandatory) Expenses (for mileage entry) The other fields will be displayed according to the configuration of your PSA Settings record (section Hours). 12
5.1. TIMESHEET If you uncheck these options in the PSA Settings record, the corresponding fields will no longer be displayed on the time entry screen. The Location field can also be populated automatically by the value specified in the PSA User screen. The PSA Settings record will also modify how some fields of the time entry screen will behave: If the option Hours Entry Scope is set to All Projects the Timesheet will display, in the dropdown menu of the Projects field, the list of all the projects where the user is a team member. To find a project where you are not a team member, simply use the Search feature of the time entry. 13
5.1. TIMESHEET In the next screen you can do a search on the Account or the name of the project. Simply type in letters/numbers that are part either of the Account or the project name and click Search. PSA will display all the possible options with the letters HRM. Select the project you want and click OK. If you have restricted the hours entry scope to User is a team member then you will only access projects where you are a team member. You will still be able however to leverage the Search engine for projects where you are a team member. Iif you work with Program and have checked the corresponding option in the PSA Settings record, the timesheet will display the Program next to its related project(s) in the search pop-up window. If the option Select First Active Item is checked then PSA will automatically show the first active project item of the project selected in the time entry. If the option is unchecked the field Item will show up blank and you will have to select the item yourself. 14
5.1. TIMESHEET Exercise 2: Book hours via Outlook retrieval. Scenario: You want to retrieve your Outlook calendar appointments in your Timesheet and convert them into time entries. Note: The Outlook retrieval functionality will require that you have connection with your exchange server. This set up is done in the PSA Settings of your organization (please refer to the installation document). Note that this connection is not provided in the boot camp and virtual class training; the exercise below is therefore for information purposes only.follow the detailed steps below to understand the timesheet interface. Step 1: Book hours via the Outlook Retrieval. Navigate to psasuite PSA and click Timesheet. In the header of the timesheet, click the button Outlook retrieval. Because it is fully embedded in Outlook, PSA will bring all your Outlook appointments into your timesheet.you may see two different colors when they appear in your timesheet: Orange will indicate the appointment was set with a project when it was created in Outlook. Grey will indicate that no project has been set yet. Double-click on a grey record. 15
5.1. TIMESHEET PSA will open the time entry. Click the dropdown arrow next to Project. By default PSA Suite will display the list of all the projects where you are a team member. Select a project. If the option Select First Active Item in the PSA Settings screen is checked, PSA will automatically display the first project item checked as Active of the projet template. It will also display your default hour type; determining the rate of the entry. If no default hour type has been defined in the PSA User, PSA will display the first related hour type of this resource (by alphabetical order). In both cases, you may change the selection by using the dropdown menu. You are now ready to complete your time entry. Note: the fields below are futher explained in the next section of this guide; Book hours manually. Activity: There is no activity defined in this project; leave the field blank. Case: You do not want to select a CRM case for this entry; leave the field blank. Date/Start-End/Hours: You can modify the date, the period or the amount of time that was initially scheduled; your outlook calendar will remain intact while your timesheet records the change. Location: You do not have to specify a location for this time entry; leave the field blank. Rate adjustment: You do not have to specify an adjustment rate for this entry; leave the field blank. Description/internal note: You can change the original description entered in Outlook or add an internal note; simply click in the box and make the change. 16
5.1. TIMESHEET Once you are done, click Save; PSA will then save and close the entry. Back in the timesheet screen you will notice that your time record has turned blue; it will remain as such until it is approved. You want to review and save your other time records. This time double-click on the orange entry. You will see the Project to which the appointment was set regarding when created in Outlook. As with the previous entry, you can make any changes to the fields displayed here. Once you are done, simply click Save to save the data. Back in the timesheet screen, the time record will now be blue. For appointments that you do not want to convert into time entries (e.g. Lunch with X.); simply leave them as is (do not save them), they will automatically disappear as soon as you refresh the screen of the Timesheet or navigate away. Note that you can do multiple retrievals of your Outlook calendar in the Timesheet; PSA Suite will only bring back the appointments that were not saved in the previous retrieval. 17
5.1. TIMESHEET Exercise 3: Book hours manually. Scenario: You have created different projects in the PSA Suite and are now ready to book time towards them. In the list of exercises below you will get to: Book time on a T&M project item (hourly rate) Book time on a T&M project item (daily rate) and specify a location. Book time on a Fixed Fee project item Book time and apply an hourly rate adjustment Book time and update the % of completion of a project item activity Book time and update the % of completion of a project item Book time and use an internal hour type related to the bank of hours for sick leave Follow the detailed steps below to book time on your different projects. Step 1: Understand how to book hours manually Navigate to psasuite PSA and click Timesheet. In the PSA Suite, you can enter your time manually via 2 options and, in both cases, PSA will automatically open a new time record. 1 2 1) + sign top bar: In the top bar of the timesheet, click the + sign button. PSA will open a time entry window and automatically set the start time at now 2). Cell: In the timesheet, hover your mouse over a cell, PSA will indicate the start time of that cell. If you double click on that specific cell the time entry will have this starting time. 18
5.1. TIMESHEET Exercise 3.1: Book time on a T&M project item with an hourly rate You are in your timesheet; double-click on a cell to create your first time entry. Project: Click the magnifying glass to select Project J Financials & HRM Implementation. Item: In the PSA Settings record, you have configured the system to automatically display the first project item set as Active; this is why you see Pre-Sales now in the Item field. You can change the selection if you click the dropdown arrow or the magnifying glass. Use the dropdown to select Project Management. Activity: Use the dropdown arrow to select the activity Project Plan. The green disk next to the activity this indicates that the number of hours booked is still within 75% of the hours planned in the Gantt chart. This threshold has been defined as such in the PSA Settings record in the section Alerts. The name displayed in brackets next to the project item activity shows to whom this activity was assigned. If your project is set with the box Booking restriction checked, you will only see project item activities assigned to you. If a project item activity is assigned to a Team or is NOT assigned to anyone, the word SYSTEM will appear between brackets next to the activity name. E.g. Project Item 2.1.0 Configuration & testing has two activities unassigned to anyone and available for time entry.. 19
5.1. TIMESHEET Case: You do not have to select a case for this entry; leave the field blank. Date/Start-End/Hours: Validate the date and start time of the entry. Enter a quantity in the Hours field (note that you can also change the start/end time fields to define the duration of the entry). You want to book 6 hours. Location: You do not have to specify a location for this time entry; leave the field blank. Hour type: PSA will automatically display your default hour type; determining the hourly rate of the entry. If no default hour type has been defined in the PSA User, PSA will display the first related hour type (by alphabetical order). Note that you can change the selection by using the dropdown menu. Your default hour type is Project manager, leave it as is. Note: You have selected the rate group Rates 20XX for this project; PSA will now apply the rate of the project manager hour type defined in that rate group. The entry will be 6 hours X $200 = $1200. Adjustment rate: You do not have to specify an adjustment rate for this entry; leave the field blank. Description/internal note: Enter a description for this time entry but leave the internal note blank. Enter Project plan FirstDraft. Once you are done, click Save; PSA will then save and close the entry Back in the timesheet screen you will notice that your time record has turned blue; it will remain as such until it is approved. The project has now also been updated with this time entry; in the Items section you will see the value of the entry with its number of hours and cost and selling amounts. 20
5.1. TIMESHEET Exercise 3.2: Book time on a T&M project item with a daily rate and specify a location. You are in your timesheet; click on cell to create your time entry. You will only complete the fields relevant to this time entry. Project: Click the magnifying glass to select Project B Operations improvement: Item: Leave the project item as is (10.01 Consultancy). Activity: There is no activity related to this project item; leave the field blank. Date/Start-End/Hours: Validate the date and start time; book 3 hours. Location: The onsite meetings occurred in a different state which you need to specify: Select Florida. This information will also be displayed when you open the time entry record in the project. Hour type: Because the project item is defined as T&M with a daily rate, you must select an hour type also defined with a daily rate; otherwise the value of this entry will be zero (since PSA won t be able to find a daily rate on an hour type defined with an hourly rate). You have set up the section Associated Hour Type section of your project with the hour type Analyst (day rate); it is the only possible option here; leave it as is, this hour type has been defined with a daily rate. Note: In the PSA Settings record (Hours section), you have defined your Daily rates to be calculated as a full day rate. In this specific case, PSA Suite will not consider the actual number of hours booked on the entry; it will calculate a full day for each time entry on a day and charge the client accordingly. Keep in mind that, with this setting, if two entries are made on the same day, they will be charged as 2 full days. For a full explanation on the settings related to daily rates, please refer to Module 2. Settings (Hours section). Description/internal note: Enter a description for this time entry but leave the internal note blank. Once you are done, click Save. 21
5.1. TIMESHEET Exercise 3.3: Book time on a Fixed Fee project item. You are in your timesheet; click on cell to create your time entry. You will only complete the fields relevant to this time entry. Project: Click the magnifying glass to select Project J Financials & HRM Implementation. Item: Select 3.1.0 Training. Activity: Select Training Prep. (although this activity was assigned to April Meyer, you are able to book time towards it because the box Booking Restriction is not checked on the project form). Date/Start-End/Hours: Validate the date and start time; book 3 hours. Hour type: Select Senior Consultant. Note: Because this is a fixed fee project item PSA will not consider the actual time booked when invoicing the client; however, it will display in the financial section of both your project and project item the value of this time entry with its respective prices i.e. cost, transfer and selling prices. Description/internal note: Enter a description for this time entry but leave the internal note blank. Once you are done, click Save. 22
5.1. TIMESHEET Exercise 3.4: Book time on a T&M project item and apply an hourly rate adjustment. You are in your timesheet; click on cell to create your time entry. You will only complete the fields relevant to this time entry. Project: Click the magnifying glass to select Project I - PSA Suite implementation. Item: Select 1.1.0 Requirements. Activity: Leave this field blank, there are no project item activities on this project. Date/Start-End/Hours: Validate the date and start time; book 1 hour. Hour type: Select Senior Consultant. Rate Adjustment: Your contract specifies that you charge 50% of your resources rate when they are travelling. Click the dropdown list and select Travel Time. Note: Because you have selected an adjustment rate PSA will now take the hourly rate X the adjustment rate and multiply the result with the number of hours. Ex: 190 X 50% = 95 hourly rate adjusted. Value of time entry: 95 X 1 = 95. Description/internal note: Enter a description for this time entry but leave the internal note blank. Once you are done, click Save. 23
5.1. TIMESHEET Exercise 3.5. Book time on a Fixed Fee project item and update the % of completion of the project item activity. You are in your timesheet; click on cell to create your time entry. You will only complete the fields relevant to this time entry. Project: Click the magnifying glass to select Project J Financials & HRM Implementation. Item: Select 3.1.0 Training. Activity: Select Training Prep. You want to update the % of completion of this project item activity. Click on the field Activity. PSA will bring you to the project item activity. Update the Percent Complete field: enter 80. Note that the Gantt chart will now be updated with this value. 24
5.1. TIMESHEET Close the window to go back to the timesheet. Date/Start-End/Hours: Validate the date and start time; book 5 hour. Hour type: Select Senior Consultant. Description/internal note: Enter a description for this time entry but leave the internal note blank. Once you are done, click Save. 25
5.1. TIMESHEET Exercise 3.6: Book time on a Fixed Fee project item and update the % of completion of the item. You are in your timesheet; click on cell to create your time entry. You will only complete the fields relevant to this time entry. Project: Click the magnifying glass to select Project I - PSA Suite implementation. Item: Select 3.1.0 Training. Click on the field Item. PSA will bring you to the project item. Update the Percent Complete field: enter 50. Now close the window to go back in the timesheet 26
5.1. TIMESHEET Activity: Leave this field blank, there are no project item activities on this project. Date/Start-End/Hours: Validate the date and start time; book 8 hours. Hour type: Select Project Manager. Description/internal note: Enter a description for this time entry but leave the internal note blank. Once you are done, click Save. 27
5.1. TIMESHEET Exercise 3.7: Book time on an Internal Project with an internal hour type. You are in your timesheet; click on cell to create your time entry. You will only complete the fields relevant to this time entry. Project: Select Project D Internal. Item: Select 10.01 Internal. Activity: There is no activity related to this project item; leave the field blank. Date/Start-End/Hours: Validate the date and book 3 hours. Hour type: Because this project is defined as internal, the timesheet will only display hour types also defined as internal. Click the dropdown arrow and select Internal. Description/internal note: Enter a description (e.g. Internal meeting) for this time entry: but leave the internal note blank. Once you are done, click Save. 28
5.1. TIMESHEET Exercise 3.8: Book time related to leave on an Internal Project. You are in your timesheet; click on cell to create your time entry. You will only complete the fields relevant to this time entry. Project: Select Project Sick Time. Item: The item 10.01 Sick Time is displayed by default* and is the only option available here. Leave it as is. Activity: There is no activity related to this project item; leave the field blank. Date/Start-End/Hours: Validate the date and book 4 hours. Hour type: Because this project is defined as internal, the timesheet will only display hour types also defined as internal. You have set up the section Associated Hour Type section of your project with the hour type Sick day; it is the only possible option here; leave it as is. Description/internal note: Enter a description (e.g. Doctor s appointment) for this time entry: but leave the internal note blank. Once you are done, click Save. *In the PSA Settings record, section Hours, the parameter First Active Item is checked, this means that PSA automatically displays the first active project item that it will find. If you uncheck this settings, PSA will still display Sick Time in this scenario because the project template consists of only one project item. 29
5.1. TIMESHEET Exercise 3.9: Book an expense via the mileage functionality and mark it as reimbursable. You are in your timesheet; click on cell to create your time entry. You will only complete the fields relevant to this time entry. Project: Click the magnifying glass to select Project J Financials & HRM Implementation. Item: 1.1.0 Requirements. Activity: Gather Business Requirements. Date/Start-End/Hours: Validate the date and book 5 hours. Hour type: Select Senior Consultant Description/internal note: Enter a description (e.g. workshop sessions) for this time entry but leave the internal note blank. You need to book mileage related to these workshop sessions. Click the mileage icon at the bottom of the screen. PSA will open up a new window where it will display the calculation of the mileage based on the information found in the project or in the PSA settings record (if it can t find it in the project). The item 4.2.0 Travel has already been pre-selected; leave it as is.. 30
5.1. TIMESHEET You can change the quantity but not the selling price. If you change the quantity, the description will be updated accordingly. You can also modify the description manually. You do not want to make any modification to this entry; click Ok to close the pop-up window. Save the time entry. In the header of your timesheet click the Expenses icon. You will find your detailed entry here. Check the box Reimbursable; this entry is billable to your client but also reimbursable to you. Once the change has been saved the little red triangle will disappear, simply close the window. For a complete explanation of the Expenses functionality, please refer to the related chapter in this step by step guide. 31
5.1. TIMESHEET Exercise 3.10: Book time on the timesheet of another user. In the header of the timesheet, click Change User. PSA will display the list of all the users within the organization. Select April Meyer. Click OK. PSA Suite will bring you to the Timeshhet of April Meyer. Now go ahead and create a time entry: Project: Select Project J Financials & HRM Implementation. Item: Select 1.1.0 Requirements. Activity: Select the activity Gather business requirements. Date/Start-End/Hours: Validate the date and book 6 hours. Hour type: By default PSA will also display the default hour type of this employee; determining the hourly rate of the entry. Note that you can change the selection by using the dropdown menu. Leave it at Consultant. Description/internal note: Enter a description for this time entry but leave the internal note blank. Once you are done, click Save. To go back to your own timesheet, click again on Change User and select AS Admin. 32
5.1. TIMESHEET Exercise 4: Make use of all the other functionalities available in the timesheet. Scenario: You have booked time towards your projects. You will now make use of the other functionalities of the timesheet. In the list of exercises below you will learn how to: Use the drag & drop functionality Copy a single time record Copy multiple time records Report Ready feature Post to Time Card Understand the hours summary. Follow the detailed steps below to learn the listed functionalities above. Exercise 4.1: Drag & drop functionality In the timesheet of PSA Suite you can change the day and duration of a time record directly from the timesheet screen. Left click on a record and, while holding the left mouse button, drag the record over to a new day and start time. Once you are in the new time slot, simply let go of the left mouse button; the time entry will change to yellow for a short moment as PSA saves the record with the new information. You can also increase of decrease the duration of a time record. Left click on a record and hover the mouse on the record until the mouse pointer becomes an up-down arrow. Drag the record to increase or decrease its duration and let go of the mouse; the time entry will be saved with its new duration. Increase by 1 hour one of your time entry. 33
Exercise 4.2: Copy a single time record. 5.1. TIMESHEET In the timesheet of PSA Suite, it is possible to copy a single time record: Right mouse click on the last time record related to Project J Financials & HRM Implementation; the one with 5 hours booked.. Select Copy. Now click the cell where the time entry should be copied. Right mouse click and select Paste. PSA will copy the time entry with the same start time as the original entry. Note that you can modify this time by simply using the drag & drop functionality. Increase the copied time entry to 6 hours. The time entry will change to yellow for a short moment as PSA saves this new record. Note that if you copy this new time entry, PSA will copy the original number of hours of the time entry; e.g. if the original entry had 5 hours and was later modified to 6 hours the copy function will take the original 5 hours when copying the entry. 34
Exercise 4.3: Copy multiple time records. 5.1. TIMESHEET In the timesheet of PSA Suite, it is possible to copy multiple time records from a specific week: Navigate to the week where you want to copy the multiple time records; use the Next arrow to go to the following week. Once in the next week, click Copy week. PSA will open up a window where it will display all the time entries of the previous week. By default all the records will be pre-selected. You want to remove the sick time from the copy; uncheck the corresponding box. This will exclude the time record from the copy process. Once you are done, click Ok. 35
5.1. TIMESHEET PSA will copy the time records in your timesheet and automatically save them. As with your other time records you will be able to modify them to reflect any changes that might have occurred. Reduce the entry related to Project D Internal by one hour. 36
5.1. TIMESHEET Exercise 4.4: Understand the hours summary. At the bottom of the timesheet, PSA will display the number of hours booked for the selected week. The blue row will show the number of hours booked but not approved yet. The green row will show the number of hours booked posted to a time card (if applicable) / approved. At the top of your timesheet PSA will display the calculation of hours still to be booked for the selected week. The first number displayed represents the work hours per week that must be completed by the employee. This work parameter is defined in the Employee s screen (ref. Work & Leave parameters Module 3. Blueprint). The second number represents the total number of hours booked in the timesheet (approved or not). The third number is the difference between the work hours per week and what has been booked so far. This will allow PSA to establish the remaining hours to be entered in order for this week to be considered completed. If you work with Time Cards PSA will use this number to validate if the time card can be posted or not (specifically in the case where the parameter full week mandatory is checked). 37
Step by Step Guide 5.2 TIMESHEET (LINE) Step by Step Guide Timesheet 5.2 Timesheet (Line) 38
5.2 TIMESHEET (LINE) 5.2 TIMESHEET (LINE) INTRODUCTION The PSA Suite will provide your resources with three user interfaces regarding the timesheet functionality. Timesheet Outlook calendar format Retrieval of Outlook appointments Time and Expense entry Timesheet (Line) Linear format (fast entry) Time and Expense entry Instant Time Entry Stop watch Time entry only These three options are part of the PSA Suite but can also be accessed via the PSA Employee s Portal as well as via Direct Links see below links: Timesheet Timesheet (Line) Instant Time Entry : https://[crm SERVER]/WebResources/psa_/Timesheet.html : https://[crm SERVER]/WebResources/psa_/TimesheetLine.html : https://[crm SERVER]/WebResources/psa_/Timer.html Example: https://crm.assistancesoftware.com/webresources/psa_/timer.html This section will focus on the Timesheet (Line). What you will learn in this section. In this section you will learn how to: Book hours in the Timesheet (Line). Note: The functionality of booking expenses via the Timesheet (Line) is explained in the Expenses chapter of this step by step guide. 39
5.2 TIMESHEET (LINE) TIMESHEET (LINE) Introduction In the Timesheet (Line) of the PSA Suite you can book time but also: Copy one or multiple time entries. Select a CRM case. Book hours in the timesheet (Line) of another user. Define the report ready date of your timesheet or post it to a time card. Book the mileage related to a time entry. Note: The functionality of booking expenses via the Timesheet (Line) is explained in the Expenses chapter of this step by step guide. Exercise 1: Understand the Timesheet (Line) interface and time entry screen. Scenario: You are ready to book time towards your project; you will first want to review the timesheet (Line) interface and time entry screen. Follow the detailed steps below to understand the timesheet interface.. Step 1: Understand the Timesheet (Line) interface. Navigate to psasuite PSA and click Timesheet (Line). By default PSA Suite will display this week. 40
5.2 TIMESHEET (LINE) In the header bar of the timesheet (Line), you will find the same functionalities as with the Timesheet except for the Outlook retrieval which is only accessible via the Timesheet. In the grid below you will find all the time entries booked for this week; whether they were entered via the Timesheet (Line) or the Timesheet. It is the same data only displayed via a different user interface. On the left hand side you will find the project information and on the right hand side you will find the days of the selected week. As with the Timehseet, the configuration of your PSA Settings record will influence the columns displayed in the left section. The three columns Project, Item and Hour type are standard and mandatory elements of the grid. You can add the following columns to the grid: Item Activity, Account and Location. To do so simply check their corresponding box in the PSA Settings record. In our example we only wanted to show Account and Project Item Activity as columns in the grid. 41
5.2 TIMESHEET (LINE) Note that you must also check the box Show link to Project Item Activities if you want your resources to be able to book time towards project item activities. As with the Timesheet the fact that you have checked Select First Active Item in the PSA Settings record will also display the first active project item once you select your project. Note that the Search function will be the same as with the Timesheet. Your default hour type will be displayed automatically when creating a time entry if it s been defined in the PSA User screen.if it isn t, PSA will not display any hour type here; this user interface is different from the Timesheet where the first hour type is displayed (in alphabetical order) when no default has been set. The icon representing a note indicates that a description has been entered for the time entry. To view that description and the other fields available in the time entry screen, click the note. If no description was specified in the time entry, you will not see the note icon. In order to open the time entry screen simply hover your mouse over the number of hours and it will appear. You will find here the fields Description and Internal note; these fields are standard and always displayed. 42
5.2 TIMESHEET (LINE) The three other fields are optional and will only be displayed if checked in the PSA Settings record. Here also the Location field will be populated automatically if a value is specified in the PSA User screen. Finally the Expenses entry related to mileage will behave the same way as in the Timesheet. 43
5.2 TIMESHEET (LINE) Exercise 2: Book hours in the Timesheet (Line). Scenario: You have created different projects in PSA and are now ready to book time towards them. This exercise will focus on booking hours towards a Fixed Fee project item. Note that any time entry will follow the exact same process. Follow the detailed steps below to book time on your project. Step 1: Book hour in the Timesheet (Line). Under psasuite PSA navigate to Timesheet (Line). By default PSA Suite will display the current week and all the entries already booked for this period; this is due to the fact that you are accessing the same information only via a different user interface. Navigate to the previous week. You want to book time; click the + sign in the header bar of the timesheet (Line). PSA Suite will create a new line for you to complete. Click the look up of the Project column in order to select the project of your first entry. 44
5.2 TIMESHEET (LINE) PSA will open up a window where it will display all the projects where you are a team member You can use the Search function to find a project where you are not a team member. Note that this search function is also available if the PSA Settings is set to Project where the user is a Team member. Select Project J Financials & HRM Implementation and click Ok. Back in the previous screen, you will notice that by default PSA has displayed the first active item of the project template as well as your default hour type. You can change both elements via the look-up function; this information displayed is what you want, leave it as is. There is no project item activity related to Pre-Sales; go to the right section of the grid. Enter 7.5 in the cell of the first column (Monday) and hit the tab key. 45
5.2 TIMESHEET (LINE) PSA will save the information automatically as you enter the quantity of hours in the grid (the little red triangle will indicate that a change has been made and not saved yet; when it disappears, the record will have been saved). Enter a quantity of 2 the next day and hit Enter. You want to enter a description for the second time entry. Hover your mouse over the cell and click the note icon that will be displayed. PSA will open up a new screen where you will be able to enter a description and/or an internal note. Note that if you have made the description mandatory for your time entries (PSA Settings), PSA will automatically open this window as soon as you click in the cell of a day. Based on the configuration of your PSASettings record you might also be able to specify a Location, Rate Adjustment or CRM case. These fields do not apply to this time entry; leave them as is. Finally, you will find the mileage functionality at the bottom of the screen. This doesn t apply to the entry. Enter Preparation meeting in the Description field. Once you are done, click Ok in order to save the information. Back in the timesheet you will see the Note icon displayed next to this last entry indicating that there is a description for this entry. To create a new entry, simply click the + sign again. 46
5.2 TIMESHEET (LINE) Now go ahead and complete your timesheet; book 45 hours towards different billable projects. Make sure that you post some time towards: Project E PSA & HRM Implementation and Project 02 FINANCIALS Implementation (they are part of your Program Implementation PSA SUITE.). Project C Support contract. Project item 10.03 Billable Support. Use the hour type Senior Consultant for this time entry. Your organization allows you to cumulate compensation time that you can take in future weeks. You have worked 5 hours above your mandatory 40 hours/week; you will now create a time entry that will cumulate that time in your bank of hours Compensation. Click the + sign and select your internal project: Project Compensation. Project item: Compensation is the only option available and was automatically pre-selected, leave it as is. Select the hour type Compensation. Enter the negative quantity of 5 in one of the days of the week. Navigate to a timesheet with no time entry and book 35 hours towards billable projects. Once you are done book 5 hours towards Project Compensation. 47
5.2 TIMESHEET (LINE) Your timesheet is now at 40 hours. Note that the time entries booked in the Timesheet (line) will also be displayed in the Timesheet. Since no start time is defined in the Timesheet (line) PSA will display all entries booked via this UI at 7:00am. 48
5.2 TIMESHEET (LINE) Exercise 3: Book time in minutes in the timesheet (Line) In PSA you can enter your time in minute via the Timesheet (Line) as well as via the Instant Time entry (see related exercise). To do so you must set your PSA User accordingly. Navigate to psasuite PSA Settings and open your PSA User record. Now change the field Base Unit Hour Bookings to Minutes. Go back to the Timesheet (Line); you will see your previous time entries converted to minutes. You are now set up to enter your time in minutes. 49
5.3 INSTANT TIME ENTRY Step by Step Guide Timesheet 5.3: Instant time entry 50
5.3 INSTANT TIME ENTRY 5.3 INSTANT TIME ENTRY INTRODUCTION The PSA Suite will provide your resources with three user interfaces regarding the timesheet functionality. Timesheet Outlook calendar format Retrieval of Outlook appointments Time and Expense entry Timesheet (Line) Linear format (fast entry) Time and Expense entry Instant Time Entry Stop watch Time entry only These three options are part of the PSA Suite but can also be accessed via the PSA Employee s Portal as well as via Direct Links see below links: Timesheet Timesheet (Line) Instant Time Entry : https://[crm SERVER]/WebResources/psa_/Timesheet.html : https://[crm SERVER]/WebResources/psa_/TimesheetLine.html : https://[crm SERVER]/WebResources/psa_/Timer.html Example: https://crm.assistancesoftware.com/webresources/psa_/timer.html This section will focus on the Instant Time Entry. What you will learn in this section. In this section you will learn how to: Book time via the Instant Time Entry functionality fo the PSA Suite. 51
5.3 INSTANT TIME ENTRY INSTANT TIME ENTRY Introduction The Instant Time Entry functionalitiy will provide you with two features: Use of a stop watch (timer) to book time. Hours booking (allows you to book time directly via the Instant Time Entry screen). You will find the Instant Time Entry in the Employee Portal as well as in different area of the solution: In the CRM Case screen In the Project screen In the Account and Contact screens* The most common use of the Instant Time Entry is via the CRM Case screen and Employee Portal. *In order to have access to the Instant Time Entry at the contact and account level you will need to install a separate solution file. Exercise 1: Use the timer of the Instant Time Entry in a CRM Case. Scenario: You have created a project for your support contract with Client A. You want your helpdesk to use CRM cases to manage their support activities and have them book their time towards both the cases and the support contract project. This will allow you to monitor the number of hours spent as well as compare the value of these hours with the recurring billing of this contract. Follow the steps below to use the timer of the Instant Time Entry to book time. Step 1: Use the timer of the Instant Time Entry in a CRM Case. Navigate to Service and click Cases. 52
5.3 INSTANT TIME ENTRY Start with the creation of a new case. Click + NEW CASE. In the next screen complete the general information of this case. Once you are done hit Save. Now go to the Project field and select the project related to your support contract. Select Project C. And save the data. You are now ready to use the Instant Time Entry; click the ellipsis button of the command bar and select Instant Time Entry. PSA will open up a pop-up window where you will find the same fields as with the time entry screen of your Timesheet. 53
5.3 INSTANT TIME ENTRY It will automatically populate the Project field with the one selected at the case level and, if defined in the PSA Settings, the first active project item. You can change the information if necessary as werll as related a project item activity to the entry. It will also automatically populate the Case field with the current case as well. Since your PSA User is set to enter time in minutes, you will see a Minutes (as opposed to Hours) field in the Hours section. Your default hour type Project Manager doesn t apply here; change the hour type to Consultant. You have two options: Use the Timer or book time directly. You want to Start the timer. Click the corresponding icon. PSA will now start the timer and present you with the following options: + New Time Entry: you can start an additional time entry (and specify a different project) while you have one or multiple timer(s) running. Open Timer: this feature will allow you to open the timer to pause or stop it and save the entry. Delete Timer: this feature will allow you to delete a running timer 54
5.3 INSTANT TIME ENTRY If you single click on the timer you will see additional features appear on the header: Pause Timer: This will allow you to pause the timer directly from here as opposed to opening the timer and then pausing it. Up/down adjust (arrows): This will allow you to increase or decrease the time directly from here instead of opening the timer and manually changing the total duration of the entry. Note that you can leverage the up/down Adjust arrows whether the timer is running or paused. Also note that the adjustment will not show as a distinct time entry or be available for reporting on what was the actual time and what was adjusted. Once you have started your timer, you can navigate away from CRM (or even close the solution), PSA will continue to run the timer until you save it to a time entry. You are ready to save the timer and convert it to a time entry; Pause the Timer. And click Open Timer. 55
5.3 INSTANT TIME ENTRY PSA will open up the timer again. In the Hours section you will see the actual duration and additional time of the entry. You will notice that PSA has rounded up the entry to the minute. You can modify either ones of the two fields; leave them as is. You can also enter a description here or internal note. Leave both fields blank. At the bottom of the screen you will find the options Resume, Stop or Save: Resume will start the timer again. Stop will allow you to create and save the hour booking of this entry. Save will allow you to save the timer without creating an hour booking. You can close then both the timer and case and come back to them later to resume or add time to the entry.. You want to create an hour booking for this time; hit Stop. PSA will now add the Adjust time to the Minutes. You can still modify the time displayed in the field Minutes; leave it as is. Click Save Hour Booking to create the time entry. 56
5.3 INSTANT TIME ENTRY PSA will automatically close the timer. At this point you can decide to start a new instant time entry or close the window. You will not create a new time entry; close the window. 57
5.3 INSTANT TIME ENTRY Exercise 2: Use the booking hours of the Instant Time Entry in a CRM Case. Scenario: You have created a project for your support contract with Client A. You want your helpdesk to use CRM cases to manage their support activities and have them book their time towards both the cases and the support contract project. This will allow you to monitor the number of hours spent as well as compare the value of these hours with the recurring billing of this contract. Follow the steps below to use the booking hours of the Instant Time Entry. Step 1: Use the booking hours of the Instant Time Entry in a CRM Case. Navigate to Service and click Cases. You have to book time towards an existing case. In the list display, select and open a case. In the next screen validate that a project is related to this case. In the command bar, click the ellipsis button and select Instant Time Entry. 58
5.3 INSTANT TIME ENTRY PSA will open up the time entry window. Validate the project information and hour type. Enter a description (if necessary). You want to book 1 hour on this case. Enter 60 in the Minutes field. Hit Save Hour Booking. And close the empty window. 59
5.3 INSTANT TIME ENTRY Exercise 3: View the time booked via Instant Time Entry. Scenario: You have created a project for your support contract with Client A. You want your helpdesk to use CRM cases to manage their support activities and have them book their time towards both the cases and the support contract project. This will allow you to monitor the number of hours spent as well as compare the value of these hours with the recurring billing of this contract. Follow the steps below to view the time entries generated via the Instant Time Entry. Step 1: View the time booked via Instant Time Entry. You are in your CRM Case. Go to the navigation bar, click the dropdown menu of your case and select Hours. You will find here the time entries booked via the Instant Time Entry. Note that you can create views to see the time entry in Minutes or in Hours as well as to display the project/case information.. 60
5.3 INSTANT TIME ENTRY The information will also be available at the project level where you will be able to include the CRM case in the view as well as the time in minutes and/or hours. You will also find the time entry in both UI of the Timesheet; in the Timesheet it will be displayed at the time the entry was saved. 61
5.3 INSTANT TIME ENTRY Exercise 4: Access the Instant Time Entry from a Project, Account and Contact. The Instant Time Entry functionality is available at the Project as well as Account and Contact level.* It will provide you with the same features as with the CRM Case. *In order to have access to the Instant Time Entry at the contact and account level you will need to install a separate solution file. Step 1: Instant Time Entry on a Project. The Instant Time Entry at project level will be found in the local command bar of the Project screen. Step 2: Instant Time Entry on an Account or a Contact. The Instant Time Entry at the account level will be found in the ellipsis button of the more commands bar of the Account screen. 62
5.4 EXPENSES Step by Step Guide Timesheet 5.4: Expenses 63
5.4 EXPENSES 5.4 EXPENSES INTRODUCTION The PSA Suite will provide your resources with three user interfaces regarding the timesheet functionality. Timesheet Outlook calendar format Retrieval of Outlook appointments Time and Expense entry Timesheet (Line) Linear format (fast entry) Time and Expense entry Instant Time Entry Stop watch Time entry only These three options are part of the PSA Suite but can also be accessed via the PSA Employee s Portal as well as via Direct Links see below links: Timesheet Timesheet (Line) Instant Time Entry : https://[crm SERVER]/WebResources/psa_/Timesheet.html : https://[crm SERVER]/WebResources/psa_/TimesheetLine.html : https://[crm SERVER]/WebResources/psa_/Timer.html Example: https://crm.assistancesoftware.com/webresources/psa_/timer.html This section will focus on booking expenses via the Timesheet and Timesheet (Line). What you will learn in this section. In this section you will learn how to: Book expenses via the Timesheet and Timesheet (Line). 64
5.4 EXPENSES EXPENSES Introduction In PSA Suite, you have the possibility to book expenses towards your projects. Depending on your project items, these expenses can be invoiced directly to the client (i.e. Expenses Billable) with or without a mark-up, or tracked at the project level and never to be invoiced (Expenses Fixed Fee). Expenses can be marked as reimbursable* and/or paid by credit card. You can define your PSA User with the option Default Reimbursable Value set to Yes; this will automatically mark your expenses as reimbursable. And if you are leveraging the HR module of the PSA Suite, expenses marked as reimbursable will be automatically posted to the Compensation entity of the employee as soon as they are approved (Administrative approval). If you have created categories for your expenses in psasuite PSA SETTINGS and set them as visible or mandatory in the PSA Settings record, you will be able to use them and categorize your expenses in the Expenses form.* Expense entry can be done via the Timesheet (calendar), the Timesheet by Line and the Employee portal. In all three areas you will be able to: Book expenses and relate a document to the entry. Book expenses and mark them as reimbursable. Leverage Fees to book expenses. *CRM Users need additional CRM privileges for the new entity Psa_ExpensesCategory. Consult each out-ofthe-box PSA security role for the required privileges. 65
5.4 EXPENSES Exercise 1: Understand the Expenses form interface. Scenario: You are ready to book expenses towards your project; you will first want to review the Expenses Form interface. Follow the detailed steps below to understand the Expenses Form interface.. Step 1: Understand the Expenses Form interface. In the header of the Timesheet / Timesheet (Line), you will find the Expenses Form. Click the icon to open the Form and maximize the screen to see the full description of the columns. The following fields are standard on the form and mostly mandatory: Project: Mandatory. Item: Mandatory. Fee: Will only displays Fees for the selected project. Not mandatory. Category: Not mandatory; specific settings still to be defined in the next release of the PSA Suite. Description: Not mandatory. Date : By default PSA will display today s date but you can change it. Quantity: Mandatory. Price: Mandatory. Will be displayed automatically if a fee was selected Cost Amount: PSA will automatically calculate the cost amount of this entry. If a project item is defined with a mark-up, PSA Suite will take the cost amount entered here and apply the mark-up % to define the selling amount of the expense. Sales tax: Not mandatory. This field is for reporting purposes only; it will not be added to the amount of the expense. Attachment: You can attach a document (pdf, Word, Excel, etc.) to the entry..not mandatory. Reimbursable: You can mark your expense as reimbursable; it will be available for your expense claim. If you are set up as an HR Employee, it will automacally update your compensation entity 66
5.4 EXPENSES upon the administrative approval of the expense. This field is not mandatory however if you have set up your PSA User with the option Default Reimbursable Value set to Yes; it will be checked by default. Credit Card: Not mandatory. This field is for information/reporting purposes only. Approved: This field is for information purposes only and will display a check mark when the expense is approved. Above the header you will find a + sign to add expenses and an X to delete an expense that has not yet been approved. The third command will provide you with the capability to generate an expense claim directly from here. This feature is further explained in Module 6. Hours & Expenses. Finally the From/To dates will display the selected week for expense entry. 67
5.4 EXPENSES Exercise 1.1 Book an expense on a project item defined with a mark-up. In the header of your timesheet click the Expenses icon. PSA will open up a window where you will enter the expenses spent during the week currently displayed. Note that you can also enter here an expense for a previous week, it will be saved but will only be displayed (once saved) in the week where it occurred (you will need to navigate to this week and hit the Expenses icon to see it again). If you have created the mileage expense entry in a previous exercise, you will see it displayed here. You can maximize the screen to see the full description of each column or leave it as is. To enter an expense, simply click the + sign. Project: Click the magnifying glass to select Project J Financials & HRM Implementation. You will see now a red triangle at the right corner of the field; this indicates that the entry is not saved yet. It will disappear as you complete the entry. Item: Select 3.2.0 Training Material. Fee: This expense is not related to a fee, go to the next field. Description: Enter Training material. Date : By default PSA will display today s date; leave the date as is. Quantity: Enter 55. Price: Enter the price of each unit: 10. Cost Amount: PSA will automatically calculate the cost amount of this entry. 68
5.4 EXPENSES Because this project item is defined with a mark-up PSA will take the cost amount entered here and apply the mark-up % to define the selling amount. Sales tax: This field is for reporting purposes only; it will not be added to the amount of the expense. You do not need to identify the value of the sales tax, leave the field blank. Attachment: Leave this field blank. Reimbursable: Check this box. Credit Card: This field is for information purposes only; leave it unchecked, you haven t paid this expense with a credit card. Approved: This field is for information purposes only and will display a check mark if the expense has been approved. You have completed the creation of your expense entry; it has been saved automatically (the red triangles are no longer displayed). You can either click the + sign to enter a new expense or close the window. 69
5.4 EXPENSES Exercise 1.2: Book an expense on an Expenses Fixed Fee project item and attach a document. You are booking expenses in your timesheet. Click the + sign to create a new expense and attach a document to this entry. Project: Click the magnifying glass to select Project J Financials & HRM Implementation. Item: Select 4.2.0 Travel. Fee: This expense is not related to a fee, go to the next field. Description: Enter Airfare. Date : By default PSA will display today s date; leave the date as is. Quantity: Enter 1. Price: Enter the price of this trip: 1750. Cost Amount: PSA will automatically calculate the cost amount of this entry. Sales tax: you do not need to identify the value of the sales tax, leave the field blank Attachment: You will attach the receipt of your airfare. Use the browse arrow to attach your document. Reimbursable: Check this box, you have put this airfare on your personal credit card. You have completed the creation of your expense entry; it has been saved automatically (the red triangles are no longer displayed). You can either click the + sign to enter a new expense or close the window. 70
5.4 EXPENSES Exercise 1.3: Book a fee on an expense item. You are booking expenses in your timesheet. Click the + sign to create a new expense and attach a document to this entry. Project: Click the magnifying glass to select Project J Financials & HRM Implementation. Item: Select 4.2.0 Travel. Fee: This expense is related to your perdiems during your trip to the client. Use the dropdown menu to select Per diem. Description: As soon as you enter your fee, PSA will populate the description field with the name you defined in the Reference field of the Fee (in the project). You can override the description here; leave it as is. Date : By default PSA will display today s date; leave the date as is. Quantity: Enter 10. Price: The price will automatically be populated with the cost price of the fee (as defined in your project). Cost Amount: PSA will automatically calculate the cost amount of this entry. Sales tax: you do not need to identify the value of the sales tax, leave the field blank Attachment: There is no attachment here. Reimbursable: Check this box. You have completed the creation of your expense entry; it has been saved automatically (the red triangles are no longer displayed). You can either click the + sign to enter a new expense or close the window. 71
5.4 EXPENSES Exercise 1.4: Book an expense via the mileage functionality and mark it as reimbursable. Note: This exercise is a repetition of the exercise found in the chapter 5.1 Timesheet of this guide. If you have done the first exercise, you do not have to do this one again. You are in your timesheet. Open the time record related to Project I Financials & HRM Implementation. Item: 1.1.0 Requirements. Activity: Gather Business Requirements. You need to book mileage related to these workshop sessions. Click the mileage icon at the bottom of the screen. PSA will open up a new window where it will display the calculation of the mileage based on the information found in the project or in the PSA settings record (if it can t find it in the project). Use the dropdown menu of the item field and select 4.2.0 Travel. 72
5.4 EXPENSES You can change the quantity but not the selling price. If you change the quantity, the description will be updated accordingly. You can also modify the description manually. You do not want to make any modification to this entry; click Ok and close the time entry. In the header of your timesheet click the Expenses icon. You will find your detailed entry here. Check the box Reimbursable; this entry is billable to your client but also reimbursable to you. Once the change has been saved (the little red triangle will disappear), simply close the window. 73
5.5. PSA SUITE PORTAL (TIME & EXPENSE ENTRY) Step by Step Guide Timesheet 5.5: Employee Portal 74
5.5. PSA SUITE PORTAL (TIME & EXPENSE ENTRY) 5.5 PSA SUITE PORTAL (TIME & EXPENSE ENTRY) INTRODUCTION The PSA Suite will provide your resources with three user interfaces regarding the timesheet functionality. Timesheet Outlook calendar format Retrieval of Outlook appointments Time and Expense entry Timesheet (Line) Linear format (fast entry) Time and Expense entry Instant Time Entry Stop watch Time entry only These three options are part of the PSA Suite but can also be accessed via the PSA Employee Portal as well as via Direct Links see below links: Timesheet Timesheet (Line) Instant Time Entry : https://[crm SERVER]/WebResources/psa_/Timesheet.html : https://[crm SERVER]/WebResources/psa_/TimesheetLine.html : https://[crm SERVER]/WebResources/psa_/Timer.html Example: https://crm.assistancesoftware.com/webresources/psa_/timer.html This section will focus on the Employee Portal for time and expenses entry.. What you will learn in this section. In this section you will learn how to: Book hours via the Portal. Book expenses via the Portal. 75
5.5. PSA SUITE PORTAL (TIME & EXPENSE ENTRY) PSA SUITE PORTAL - TIME & EXPENSE ENTRY Introduction The PSA Suite Portal provides you with the possibility to book time and expenses without having to log into Microsoft Dynamics CRM whilst giving you access to the same user interfaces, i.e: Timesheet Timesheet (Line) Instant Time Entry Expenses. Here the Instant Time Entry will be available in every screen of the Portal allowing you to start the Timer from anywhere and at any time. Note: This chapter doesn t cover the installation and configuration of the Portal; for further explanation please refer to the Quick Start Guide of the Portal. Exercise 1: Understand the User Interface of the PSA Portal for time and expense entry. Scenario: You are ready to book time and expenses via the PSA Suite portal; you will first want to review the user interface. Follow the detailed steps below to understand the user interface of the PSA Portal for time and expense entry.. Step 1: Understand the User Interface of the PSA Portal for time and expense entry. Login to the PSA Suite portal. The portal will open up to the starting page defined in the PSA Portal Role. For further information on the configuration of the Portal, please refer to the Quick Start guide of the PSA Portal. 76
5.5. PSA SUITE PORTAL (TIME & EXPENSE ENTRY) On the right hand side you will find the menu bar with the different entities you are entitled to see. The configuration of the menu is done in the psasuite SETTINGS / PSA Portal Roles. You can hide/unhide the menu bar by clicking on the corresponding icon. As defined in your Portal Role, the landing page is the Timesheet. You will have acces here to the same functionalities as within the PSA Suite, including the Outlook retrieval and booking of expenses. And clicking on the Timer icon will open up the Instant Time Entry screen. You are ready to book time in the Timesheet or via the Instant Time Entry. To go to the Timesheet (Line), click the Timesheet in the menu bar. 77
5.5. PSA SUITE PORTAL (TIME & EXPENSE ENTRY) The Portal will now display the two user interfaces. Click on Line to navigate to the Timesheet (Line). In the upper right corner of the page, next to your name, you will also find the Instant Time Entry functionality. Clicking back on Timesheet will collapse the sub-menu while you remain in the same screen. The PSA Portal will also provide you with a distinct page for booking expenses. Simply click on the corresponding name in the menu bar; you can now book expenses in a full page. To exit the PSA Portal, simple close the window. 78