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Time and Expense Entry.  Weekly Timesheet ◦ Time Entry  Expense Report ◦ Types of Expense ◦ Expense Report Screen ◦ Expense Entry  Team Leader Approval.

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Presentation on theme: "Time and Expense Entry.  Weekly Timesheet ◦ Time Entry  Expense Report ◦ Types of Expense ◦ Expense Report Screen ◦ Expense Entry  Team Leader Approval."— Presentation transcript:

1 Time and Expense Entry

2  Weekly Timesheet ◦ Time Entry  Expense Report ◦ Types of Expense ◦ Expense Report Screen ◦ Expense Entry  Team Leader Approval  Changing Password

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4  Select Timesheet Entry on the Home screen  Or Projects|Weekly Timesheets from Toolbar

5 Resource ID – Your identification in Beyond Software (will default to you) Resource Name – Your name (will default to you) Previous – Use to move to a week previous to the week showing Week of - Select the date from the calendar based on which week time is performed Can enter date Can select date using calendar Next - Use to move to a week after the week that is showing Approve All – Use to approve timesheet detail shown in the screen

6 New timesheets can be started from scratch; or A previous timesheet using Save As Select the week to use as a template Click Save As Select the week for the new timesheet Determine if you want to keep any comments from the previous timesheet Click ok A new timesheet is created with all the projects from the previous timesheet, with no hours carried forward

7 Enter time in the Detail section o Project  Click the Lookup to select the desired project from the list and a pop-up screen will appear  In the pop-up screen, scroll to the project or use the blank field at the top of a column to filter to the project  To Filter, enter what the desired record starts with and use the Tab key to move to a new field. This will filter the records  Once the project is found, double click on it to populate the timesheet.  Or use the down arrow to select a project from the Recently Used Project list  Project Description and Customer information will default from selected project

8 ◦ Task – Use the down arrow to select the desired task ◦ Hours  Directly enter the time in the Day/Date field, OR  Use the Timer to track time  Click in the time field below Day/Date and click the Timer  The Timer will open  If there are multiple projects entered on the timesheet, select the Project/ Task to record time on  Click start  Pause the Timer by clicking pause  Stop the Timer by clicking stop  Once the timer is closed, time will automatically populate the time field on the timesheet grid  If you want to change time, the timer time can be overwritten  Note: If the timer screen is open, the only way to enter time into another Project/Task is via the Timer screen

9  Project Account – will auto populate based on default values already established  Labor Category - will auto populate based on default values already established  Pay Category – will auto populate based on default values already established  Comment - use this field if you need to enter additional information about the time entered, such as detail on work performed, if the work is billable, etc.  Task Complete – select this when a task is completed. This will set the task status to complete in Project|Task tab.  Columns can be moved and reordered by clicking and holding the column and moving it to where you want it  Use Save at any time to save the timesheet

10  To delete a line item in the time entry grid, click on the Remove filed for the row and it will be deleted when the timesheet is saved  When completed for the reporting period, click Send on the toolbar and send to your team leader to let them know your timesheet is ready for review and approval

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12  Select Expense Report on the Home screen  Or Projects|Expense Report Entry from Toolbar

13 ◦ Enter an Expense Report for expenses incurred by you for which the company will reimburse you such as Cell Phone, Training Classes, Mileage, etc. ◦ Types of Expenses  Project related – expenses incurred for a customer. These may or may not be billed to the customer  Non-project related – expense not incurred for a customer

14 Number – will populate when saved Status – Approved, Pending, Submitted, Template (leave as pending until done. Set to Submitted when complete and ready for approval.) Period – Current reporting period (This will default based on current date. May need to change if entering time for previous month.) Date – Defaults to current day. Change if want different date. Description – Reference the expense you are being reimbursed for such as “Cell Phone” or “Travel” Session Reference – Can be used to group expense reports to an event or project Resource ID – Your identification in Beyond Software (will default to you) Resource Name – Your name (will default to you)

15  Enter expense items in the Detail Section  Date - click the field to activate the field and use the calendar to select the appropriate date. Tab to next field.  Description – enter the expense description such as mileage, cell phone, etc.  Expense Category - use the down arrow to select the desired category. Note there are 3 types of expense – client billable, client non-billable (end with “Non-billable”), and non-client overhead (end with “OH”)  Project  If the expense category relates to a project, then a project must be entered. To do so:  Click the Lookup to select the desired project from the list  Or use the down arrow to select a project from the Recently Used Project list  If the expense does not relate to a project, the project field will not be active

16  Project Description – will auto populate based on the project ID selected  Task – This field is only active if a project has been selected. Using the down arrow, select the desired task.  Task Description – will auto populate based on the task selected.  Quantity – enter the quantity related to the expense  Unit Cost- enter the unit cost for the expense. In some cases, such as mileage, the unit cost may be defined and populate when the expense category is selected.  Total Cost – Enter the total cost to be reimbursed here. If both a quantity and unit cost have been entered, this will be calculated.  Comment - use this field if you need to enter additional information about the expense item, such as where expense occurred, purpose, etc.  Use Save at any time to save the expense report.  When completed and ready to be approved, change status to Submitted, click Send on the toolbar and send to your team leader to let them know your expense report is ready for review and approval.  Columns can be moved and reordered by clicking and holding the column and moving it to where you want it.

17  To print your expense report, with the expense report open, click Print on the toolbar and select the Print Expense Report Printout option and then print the report. Attach receipts and submit. ◦ Alternatively, you can attach receipts electronically by opening Attachments on the toolbar. ◦ Select Source Type for receipt and open the file where the receipts are, select document, and click open. Tab off the field and Save attachment. ◦ Close the attachment screen.

18  Timesheet or expense report is submitted for approval  New task is sent to the approver’s My Task list ◦ Receive notification via  Use setup option in Administration I Setup I User Preferences in the Tasks Options section -Receive Tasks In to receive . ◦ Access task from My Tasks slide-out found at the right of all screens ◦ The new task includes a hyperlink in the Subject column. ◦ Click the hyperlink to open the screen and display the information details.

19  Review document to ensure correct Date, Project, Task, Hours, Costs, etc.  If the document requires correction, set the Status Field, in the Header section, to Pending, save the document, and send it back to the employee. ◦ Use the message box in the Send screen to explain why the document is being returned  To approve, set the Status Field, in the Header section, to Approved and save the document.

20  Select Administration|Setup|User Preferences from Toolbar  The following screen appears:  Under Password Options, enter new password and confirm the password  Click on the Save icon to save the change

21 Beyond Software 1219 West Main Cross Findlay, Ohio (877)


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