AE Practice Manager 4.4 Entering Time and Overheads Participant Guide Version 1.0
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AE PM 4.4 ENTERING TIME AND OVERHEADS Table of Contents Introduction 1 Participant Profile...1 Learning Outcomes...1 Overview 2 Accessing timesheets...2 Timesheet views...2 Key points: Timesheet views...3 Timesheet settings...3 Time processing categories...4 How to set a time processing category...4 Key points: Time processing categories...4 Enforce time table...5 How to set the minimum hours for a team member...5 Key points: Minimum enforceable hours...5 Timesheet Authorisation...6 How to change the Timesheet Authorisation mode:...7 Key points: Timesheet Authorisation...7 Topic Summary...7 Calendar Timesheets 8 Display options...9 Key points: Customising calendar settings...9 Views and time scales...9 Key points: Changing views and time scales...10 Time and overheads...10 How to create a new timesheet...10 Key points: Entering time into a Calendar timesheet...11 Topic Summary:...11 Daily and Periodic Entry 12 Daily timesheets...12 How to enter time into a Daily timesheet...12 How to use the Timer in the Daily view...13 Submitting timesheets...13 How to submit a Daily timesheet...14 Key points: Submitting timesheets...14 Periodic timesheets...14 How to create a periodic timesheet...14 How to submit a periodic timesheet...15 Key point: Entering time and overheads...15 Topic Summary...16 i
Maintaining Timesheets 17 Shortcut keystrokes...17 Using Favourites...17 Key points: Using Favourites:...18 Editing and Printing...18 Correcting timesheets...18 How to correct a draft timesheet...19 How to correct a submitted timesheet...19 How to correct a posted timesheet...19 Key points: Correcting a timesheet:...19 Copying timesheets...20 How to copy a timesheet...20 Key points: Copying timesheets...20 Deleting timesheets and timesheet entries...20 How to delete a timesheet...21 Key points: Deleting timesheets and timesheet entries...21 Printing timesheets...21 How to print a timesheet...21 Key points: Printing timesheets...22 Timesheet entry status...22 Key points: Viewing the Entry Status of a timesheet...22 Authorisation and posting...23 Key points: Authorising and posting...23 Topic Summary...24 Module Review...24 ii 2009 MYOB TECHNOLOGY PTY LTD
AE PM 4.4 ENTERING TIME AND OVERHEADS Introduction This document includes a copy of the concepts and procedures that form the basis of this self-paced online learning module. As you work your way through this self-paced online learning module, you might like to print this document so that you can: Make your own notes to record procedural steps and additional information provided by your instructor Keep a printed record of procedures and key points Participant Profile This module is suitable for all users. Learning Outcomes In this module you will learn how to: Open a timesheet and navigate the interface Differentiate between periodical, daily and calendar views Create a new timesheet and enter time and overhead details Edit, print and delete timesheets Save, submit and print a timesheet for review Review, authorise and post a timesheet Define Time Processing Categories 1
Overview The Timesheet functionality within AE Practice Manager (AE PM formerly known as Viztopia) is used to capture time within the practice. You record the amount of time spent on tasks during the day so that your work can be charged back to clients. Timesheet entries are activities or tasks you undertake for clients that can be measured in units of time. Different types of tasks are set up so that they can be selected for entry into a timesheet. To enable more flexible billing and reporting, time entries are linked to assignments or specific types of client and practice work. Accessing timesheets There are a number of methods by which you can open an existing timesheet: Click on the Open Timesheet button in the Common Tasks area of the Task Bar from the AE PM Home Page Click on the required timesheet from the Timesheets tab of the employee s Home Page Click on the required timesheet from the WIP Approval window on the AE PM Home Page Timesheet views Timesheet views define the format of entry rather than the frequency by which employees enter their timesheets. For example, an employee may use the Daily View to enter timesheets on a weekly basis. In other words, it is simply the format in which the data is entered and displayed rather than the frequency of input. AE PM provides the following views for entering timesheets: Calendar Timesheets Daily Timesheets Periodic Timesheets Each timesheet in a Periodical entry view consists of a fixed number of days and is displayed in a spreadsheet style. The main advantage of using this view for timesheet entry is that you enter all details using the same page. For the Daily entry view, each timesheet displays one day s entries only. This has the advantage of letting you use the automatic timer to record time spent on a task. 2 2009 MYOB TECHNOLOGY PTY LTD
AE PM 4.4 ENTERING TIME AND OVERHEADS The main differences between the Daily and Periodical views are the way in which each time entry is added and the fields that display. The authorisation options available to you will depend on the mode selected by the practice. For example, the following choices are available: - Standard VPM (shown in this example) - Project Based Authorisation - Removal of Authorisation model - Project Based Authorisation (no authorisation on Timesheet) - WIP Posted, no authorisation on Timesheet Please discuss these options with your System Administrator to determine the setting used by the practice. Key points: Timesheet views Calendar timesheets are similar to the MS Outlook interface Periodic timesheets are entered into a spreadsheet style layout Daily timesheets can be entered using a clock in a separate input window Each team member can select their own preferred timesheet entry view Timesheet settings The System Administrator can define the following settings for each team member: Time processing categories Enforcement of minimum timesheet hours Time entries will be dated with the time processing category end date. For example, if you had a weekly time category but entered your time every day, each day's entries would be dated with the time category end date in AE PM - individual dates would not be saved with each day's entries. If this is required, ensure a daily time processing category is set up for each team member. 3
Time processing categories The Time Processing Category is defined at the employee level by the administrator. When an employee creates a new timesheet, this setting determines the time processing format of their timesheet. The categories are available for selection on the Employee Details page of the Timesheet tab. Available time processing categories include: 1 Week 2 Weeks 4 Weeks Monthly Quarterly Daily This does not mean however, that if your time processing category is set to weekly, that you can only enter timesheets once a week. It does mean that you need to complete the time entries for the entire week before submitting the timesheet for authorisation. How to set a time processing category 1. Open the employee s Timesheet tab. 2. Select the required option in the Time Processing Category field. 3. Click OK. Key points: Time processing categories Time processing categories determine the frequency of timesheet posting They do not determine how often each team member can enter their time and overheads 4 2009 MYOB TECHNOLOGY PTY LTD
AE PM 4.4 ENTERING TIME AND OVERHEADS Enforce time table Ensures a team member completes (or exceeds) the required hours based on the following settings: Weekly Daily None The minimum number of hours can be set regardless of the time processing category or period. For example, you could be entering weekly timesheets but have the Enforce Time Table option set to Daily. How to set the minimum hours for a team member 1. Open the employee s Time Table tab. 2. Make your selection in the Enforce Time Table field. 3. Click OK. Once the option for a minimum number of either daily or weekly hours has been selected, AE PM will use the Time Table for the team member to determine if the stipulated number of hours has been met or exceeded during timesheet data entry. Staff that work flexible hours per day or week, should have this option set to None in the Enforce Time Table field to enable their timesheets to be submitted and posted regardless of the number of hours entered. Key points: Minimum enforceable hours A minimum number of timesheet hours can be set to provide a warning when team members do not complete the required number of hours This is not a compulsory field and it is up to each individual practice to determine their requirements 5
Timesheet Authorisation The timesheet authorisation model has been updated to give practices more choice and flexibility as to how they approach their enforcement of timesheet entry, and the ability to bill posted time. AE PM now provides five different authorisation modes: 1. Standard AE PM authorisation 2. Project based authorisation 3. Removal of authorisation model 4. Project based authorisation, no authorisation on timesheets 5. WIP posted, no authorisation on timesheet Authorisation Mode Displays unposted WIP Ability to Post Submit Timesheet for Approval Post Timesheet 1. Standard AE PM Yes No Yes Yes 2. Project Based Authorisation 3. Removal of Authorisation Model 4. Project Based Authorisation, no authorisation on Timesheets Yes Yes Yes Yes Yes N/A No Yes Yes Yes No Yes 5. WIP Posted, no authorisation on Timesheet No N/A No Yes 6 2009 MYOB TECHNOLOGY PTY LTD
AE PM 4.4 ENTERING TIME AND OVERHEADS How to change the Timesheet Authorisation mode: 1. Open AE PM. 2. Select Maintenance Time Setup Timesheet Authorisation Mode. 3. Select the required radio button and click OK. Key points: Timesheet Authorisation Allows a practice to configure AE PM to mirror their timesheet and authorisation workflows Five different combinations available Only one mode can be used for the practice Default setting is Standard AE PM where each employee s timesheet must be authorised and posted before individual timeline entries can be billed Topic Summary You now know how to: Access timesheets Differentiate between Daily, Periodic and Calendar views Set the time processing category and minimum timesheet hours for each team member Utilise the Timesheet Authorisation features 7
Calendar Timesheets The process of recording work-in-progress (WIP) time within AE PM involves a logical sequence of steps. Entering chargeable time and overheads in a Calendar timesheet provides the following benefits: Similar to MS Outlook interface Ability to change display preferences to suit individual team members Ability to drag and drop Tasks and Favourites into the timesheet 8 2009 MYOB TECHNOLOGY PTY LTD
AE PM 4.4 ENTERING TIME AND OVERHEADS Display options Each team member has the ability to customise their own Calendar timesheet display options including: Calendar/Schedule settings (for example, colours and time slots) Working hours You are also able to specify the first day of the week. This appears with the value of Default which is Monday. Having Monday as the first day of the week results in the Week view starting off on Monday regardless of the day on which the Time Processing Period begins. Key points: Customising calendar settings Each team member can define their own Calendar Settings Working hours for each team member are displayed in a different shade Views and time scales There are four views available to each team member: Daily Work week Week Month Time scales are the denomination of hours displayed in the daily and work week views. When a timesheet is created, the Daily View displays the first day of the Time Processing Period. The Work Week view is most likely to be used by team members that enter time on a daily basis but post their timesheets weekly. 9
Key points: Changing views and time scales There are four views available within Calendar timesheets being daily, work week, week and month Time scales are only available in daily and work week views Time and overheads Time can be entered in a Calendar timesheet by: Double-clicking on a time slot Right mouse click Drag tasks from the Task pad Time periods are set up by the System Administrator and will vary from practice to practice. If weekly time periods have been set up, each team member must complete a timesheet for each week. It is up to each individual employee whether their time and overhead entries are input each day or on a less frequent basis. How to create a new timesheet 1. From your Home Page, click on the Create Timesheet option in the Task Bar. 2. Select a Time Period and click OK. 3. Enter your time and overhead details as required. The drop-down menu will only display open assignments. You are able to hyperlink to assignments from a timesheet by pressing [Ctrl]+click]. When a timesheet is raised for an assignment with schedules, a list of all incomplete schedules attached to the assignment will be displayed. Favourites can be created for frequently used client assignments to speed up data entry. 10 2009 MYOB TECHNOLOGY PTY LTD
AE PM 4.4 ENTERING TIME AND OVERHEADS Key points: Entering time into a Calendar timesheet Same process of creating a timesheet, entering time and submitting the sheet applies for all timesheet modes Time can be entered by either clicking in required time slot, right mouse click to add an entry or dragging a task from the Task pad Topic Summary: You have now learnt how to: Establish the display options for Calendar timesheets Differentiate between views and time scales Enter time and overhead entries into a Calendar timesheet Use the Task pad to drag tasks into a timesheet 11
Daily and Periodic Entry The process of recording work-in-progress (WIP) time within AE PM involves a logical sequence of steps. Daily timesheets Entering time and expenses in the daily entry mode enables: Data entry using the Add button in the Sheet window Timer can be used to automatically record time taken to complete a task Timesheet Daily Time Entry window can be left open in the background while you work Time periods are set up by the System Administrator and will vary from practice to practice. In the example, weekly time periods have been set up. This means that each team member must complete a timesheet for each week. It is up to each individual employee whether their time and overhead entries are input each day or on a less frequent basis. How to enter time into a Daily timesheet 1. Open the required Daily timesheet. 2. Click Add to open the Timesheet Daily Time Entry window. 3. Enter your time and overhead details as required and click OK. The number of characters required to be entered is practice specific, according to how AE PM has been configured. The calculated dollar amount that updates the client's WIP ledger is based on the charge rate multiplied by the time units entered. 12 2009 MYOB TECHNOLOGY PTY LTD
AE PM 4.4 ENTERING TIME AND OVERHEADS Overheads must be allocated to an internal client. Some practices only set up one internal client whereas others may use multiple internal clients depending on their reporting requirements. Please discuss your practice setup with the System Administrator. How to use the Timer in the Daily view 1. From the required timesheet, click Add to open the Timesheet Daily Time Entry window. 2. Click on the green arrow to start the timer. This window can be minimised to allow other work to be completed. 3. When complete, return to the Timesheet Daily Time Entry window and click on the red square to stop the timer. 4. Click OK. If you do not want to use the Timer button, you can type the number of units into the Units field, or the Start Time and End Time fields. When using the Timer, AE PM will total the correct units according to how long the timer has been active. The unit will not round up to the nearest six minutes but will accurately allocate the correct portion of the units. The elapsed time is displayed in the timer bar and this is used to calculate the number of units populating the timesheet. Submitting timesheets Once draft timesheets have been completed, they need to be submitted to allow the details to be reviewed and authorised prior to posting. Submitting timesheets is accomplished via the Timesheet page and enables: Details to be reviewed Corrections can be made prior to posting Progression to final authorisation and posting 13
How to submit a Daily timesheet 1. Open the required Daily timesheet. 2. Click on the Submit button. 3. Click OK to close this timesheet. Key points: Submitting timesheets Once completed, a timesheet must be submitted for review This process enables the appropriate team member within the practice to authorise the timesheet ready for posting Periodic timesheets Entering time and expenses in the periodic entry mode enables: Data to be entered directly into the fields in the Sheet window All days within the selected time processing period are displayed in the one sheet Non-chargeable time (overheads) such as annual leave and professional development must be recorded against an internal client. This is quite different for PMA users where a client:matter was not required during timesheet data entry and only an overhead code and the number of units were recorded. How to create a periodic timesheet 1. From your Home Page, click on the Create Timesheet option in the Task Bar. 2. Select a Time Period and click OK. 3. Enter your time and overhead details as required. 14 2009 MYOB TECHNOLOGY PTY LTD
AE PM 4.4 ENTERING TIME AND OVERHEADS Columns can be widened within the Timesheet page so that the full field contents are visible. Click and drag with the resizing mouse pointer on the line between the column headings. The options available from the TimeUnit drop-down list will depend on how AE PM has been set up for the practice. You can either type the total amount of units for this task to cover the entire time period in this timesheet, or type the individual time units in each of the days within the time period and have AE PM automatically calculate the total time entered. How to submit a periodic timesheet 1. Open the required timesheet. 2. Click on the Submit button. 3. Click OK to close this timesheet. The correction, authorisation and posting of a timesheet can only be performed by team members with adequate security permissions. If required, please discuss your needs with your System Administrator. Key point: Entering time and overheads A new timesheet must be created before time and overhead details can be entered Favourites can be used to speed up repetitive data entry of client assignment details Once completed, a timesheet must be submitted for review 15
Topic Summary You now know how to: Differentiate between the various time entry modes Access timesheets using Daily and Periodic views Enter Daily timesheets Enter Periodic timesheets 16 2009 MYOB TECHNOLOGY PTY LTD
AE PM 4.4 ENTERING TIME AND OVERHEADS Maintaining Timesheets AE PM has a number of useful tools to simplify the process of maintaining a timesheet by allowing you to: Use Favourites Edit and copy timesheets Delete timesheets and timesheet entries Print timesheets View the entry status of a timesheet Authorise and post a timesheet Shortcut keystrokes Shortcut keystrokes are used to speed up the entry of timesheet data into AE PM and include: Keystroke [Ctrl] + click on column heading [Ctrl + Enter] [Home] [End] [F3] What it does Returns list to original sort order Finalises the current entry Moves to first field in the entry Moves to last field in the entry Displays your Favourites Using Favourites Favourites allow you to create a subset of commonly used assignments against which you can enter time. This avoids having to search through the main client assignment list each time you enter data in your timesheet. To use Favourites, you will need to: Add client assignments to your Favourites list Open your Favourites for selection 17
Key points: Using Favourites: Favourites can be used to speed up repetitive data entry of client assignment details Existing client assignments can be automatically added to your Favourites list Editing and Printing AE PM has a number of useful tools to simplify the process of maintaining a timesheet by allowing you to: Correct timesheets Copy timesheets Delete an entire timesheet Delete individual timesheet entries Print timesheets Correction, authorisation and posting can only be performed by team members with adequate security permissions. Correcting timesheets Any team member can amend timesheets: With a Draft status or With a Submitted status Posted timesheets can be corrected by your administrator with the appropriate security access. There are different processes for editing a draft or submitted timesheet and posted timesheets. 18 2009 MYOB TECHNOLOGY PTY LTD
AE PM 4.4 ENTERING TIME AND OVERHEADS How to correct a draft timesheet 1. Open the required timesheet. 2. Make the required changes and click OK. How to correct a submitted timesheet 1. Open the required timesheet. 2. Click on the Submit icon to change the status to Draft. 3. Make the required changes and click on the Submit icon again to change the status back to Submitted. How to correct a posted timesheet 1. Open the required timesheet. 2. Click on the Corrections button in the Posting panel and make the required changes. 3. Click on the Corrections button again. Assignment and Code fields cannot be edited in correction mode. Only time units, charge and cost fields can be changed. Once a period has been closed off, prior period corrections cannot be made. Also, corrections can not be undertaken for transactions that have already been partially or fully billed. Key points: Correcting a timesheet: Any team member can correct their own draft or submitted timesheets Submitted timesheets must be changed to the Draft status to enable editing Only the administrator with the appropriate security access can amend posted timesheets 19
Copying timesheets AE PM allows you to copy timeline information from one timesheet to another, or to multiple timesheets. When you copy the timelines from a timesheet, you copy across the relevant client assignment, schedule and task information to the new timesheet, so that time can be entered immediately. This saves you having to select the assignment information again, as it is already set up for you. How to copy a timesheet 1. Click the Copy Timesheet button in the Task bar. 2. Select the timesheet to be copied. 3. Click on the time period in which to copy this timesheet. 4. Click Copy. Selecting the Copy Total checkbox, copies the number of units and comments from the source timesheet into the new timesheet period. Key points: Copying timesheets Timeline information can be copied from one timesheet to another, or to multiple timesheets Use the Copy Timesheet button to copy an existing timesheet into one or more time periods Select Copy Totals to copy time units and comments Deleting timesheets and timesheet entries Occasionally, timesheets will need to be deleted. The information contained in the deleted timesheet will be removed from AE PM and has no impact on WIP or client information. AE PM has the ability to delete: One or more timesheet entries The entire timesheet 20 2009 MYOB TECHNOLOGY PTY LTD
AE PM 4.4 ENTERING TIME AND OVERHEADS How to delete a timesheet 1. Select the required timesheet. 2. Click the Delete Sheet button in the Timesheet page Task Bar. 3. Click Yes at the Delete Lines prompt. Submitted timesheets can not be deleted unless the status is changed back to draft. Key points: Deleting timesheets and timesheet entries Submitted timesheets can not be deleted until the status is changed back to Draft One or more timesheet entries can be deleted at any time depending on security access Printing timesheets Printing timesheets can be a useful way to review the current status of employee timesheet entry. For example, you may have been working on a project and your manager has requested a breakdown of your time over the last week. As you have already entered the details into your timesheet, you can print the timesheet to provide details for your manager. In addition, timesheets can be exported to Excel for further manipulation and sorting. How to print a timesheet 1. Open the required Timesheet page. 2. Click the Print Sheet button. 3. Click Print. Timesheets can also be exported to MS Excel for further manipulation and sorting. Please refer to the AE PM online help for more information. 21
Key points: Printing timesheets Timesheets can be printed by selecting the Print Sheet button on the Task Bar Timesheets can be output to the printer or previewed to the screen Timesheet entry status There are two access points to determine the Entry Status of a timesheet: Multiple timesheets can be viewed from within the WIP Approval window on your Home Page Open the individual timesheet from the Timesheet page The WIP Approval window displays a list of the timesheets that are ready for your authorisation, and their current status. If you do not authorise other employees' timesheets, the WIP Approval window will normally just list your own current timesheet. You can click on timesheets in this window to open the relevant employee Home Page window for viewing or editing the item. You can also authorise the items directly from this window by ticking one or more items in the list, then using the buttons at the bottom. Only those items that are ticked in the left hand column will be affected when you change the status. Key points: Viewing the Entry Status of a timesheet To submit and authorise multiple timesheets, use the WIP Approval window on your Home Page For individual timesheets, open the required sheet and submit/authorise as required 22 2009 MYOB TECHNOLOGY PTY LTD
AE PM 4.4 ENTERING TIME AND OVERHEADS Authorisation and posting Time and expense sheets need to be reviewed, authorised and posted to update the WIP ledger for the practice. The authorisation and posting of time and expense sheets can only be undertaken by team members of the practice who have been granted the appropriate authorisation rights by the administrator. These procedures assume the standard AE PM Timesheet Authorisation model has been adopted. Please refer to the Online Learning topic titled Timesheet Authorisation for more information. In addition, the term "expenses" can be extended to cover disbursements as well. Time and expense sheets can be authorised from the individual sheets. Using the WIP Approval window on your Home Page enables multiple time and expense sheets to be authorised at the same time, thereby streamlining this process. Only WIP that has been posted is available for billing purposes. However, some reports and graphical representations on your Home Page are able to display unposted WIP. This unposted value is NOT available for billing until it has been posted. The unposted amount shows managers and partners the potential WIP for billing purposes. Key points: Authorising and posting Review timesheets to ensure they are correct and ready for authorisation Authorise timesheets ready for posting Post timesheets to update WIP 23
Topic Summary You now know how to: Use Favourites Use shortcut keystrokes to speed up data entry Correct timesheets Copy timesheets Delete timesheets and timesheet entries Print timesheets Understand the Timesheet Entry Status Authorise and post timesheets Module Review In this module you have learnt how to: Open a timesheet and navigate around the interface Display an employee s existing timesheet using the daily, periodic and calendar views Create a new timesheet and enter relevant time and overhead details Save, submit and print a timesheet for review Make corrections to an existing timesheet Use Favourites to speed up data entry Verify the entry and authorisation status of a timesheet Authorise and post a timesheet 24 2009 MYOB TECHNOLOGY PTY LTD