Project Accounting in Microsoft Dynamics SL 2015 03 | Time & Expense

Kim Bateson | Senior Consultant for Microsoft Dynamics SL 03 | Time & Expense Kim Bateson | Senior Consultant for Microsoft Dynamics SL

Module Overview Overview Microsoft Dynamics SL Web Apps Microsoft Dynamics SL Screens Where Data Comes From Setup Screens Alternative Screens Expense Reports Time and Expense Setup Inquiries & Reporting

Overview Roles Workflow for Timecards and Expense Reports

Roles Project Employee - used to provide access to Web Apps such as timecards and expense reports. Controls data that can be viewed Project Manager - approve time and expenses charged to their projects, analyze project profitability, and use Microsoft Project to manage schedules. Access to only their projects Project Executive - manage projects and resources when their project managers aren't available to do so. Access to all projects Business Manager - Manage the accounting setup and revenue aspects of a project or group of projects.  Analyze project group profitability, and resource impact.

Workflow for Timecards and Expense Reports Role Activity Location Option Employee Submit Timecard in Web Apps (Required) Project Manager Line item review (Optional by project) Supervisor Document Approval (Optional) Accounting Approval(Posting) in Dynamics SL Option 1 X Option 2 Option 3 Option 4 Timecards can be rejected by any of the review or approval steps. Once a timecard is rejected it is available for the employee to edit and re-submit The re-submitted line items/document flows through the approval process again Timecards approved (posted) by the accounting department in Dynamics SL result in the project totals being updated Timecards approved (posted) by accounting will have to go through timecard correction process if they are incorrect In process timecards can be shown as commitments on the project totals if desired

Sample workflow Create\Edit Timecard and set to Completed Convergence 2013 11/16/2018 Sample workflow Create\Edit Timecard and set to Completed Project Manager Review Line items (optional) Supervisor approve document (Optional) Accounting Time Review and Approval (Post)Timecard (Required) Allocation Processor Flexible Billing Correcting timecard if needed Create\Edit Expense Report and set to Completed GL Labor Posting Pay Labor Interface © 2013 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Microsoft Dynamics SL Web Apps Timecard Entry Expense Entry Time & Expense Approval Time & Expense Correction

Microsoft Dynamics SL screens Timecard Entry Expense Entry Time Review and Approval - project update Expense Review and Approval Correct Timecard Post to General Ledger Interface with Payroll

Timecard Entry Same data as in Web app Accounting staff can enter/edit data

Expense Entry Same data as in Web app Accounting staff can enter/edit data

Time Review and Approval – project update Approval process posts transactions to project Require timecard correction once posted Filter list for approval Posting period

Expense Review and Approval Creates AP Voucher if integration is enabled Filter reports based on status General Ledger posting to expense and clearing account

Correct Timecard Required if timecard was posted Posting period Creates negative lines to back out previous posting Positive posting for corrected timecard

Post to General Ledger GL Labor Posting GL entry to Labor Expense Offset posting to Labor Clearing Account

Interface to Payroll Pay Labor Interface Creates Time and Dollar Batch in PR or Advanced Time and Dollar in Advanced PR Employees must be setup in Payroll and Project

Where data comes from Timecard Entry Data Source Projects list

Time Entry Data Source Setup Approver: Convergence 2013 11/16/2018 Time Entry Data Source Setup Approver: Supervisor/Manager on Employee and Resource Maintenance Project List: Project Employee Maintenance or Resource assignment or All employees Week ending Date: Week Maintenance © 2013 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Time Entry Data Source Setup GL Account: Hierarchy of Labor Class: Convergence 2013 11/16/2018 Time Entry Data Source Setup GL Account: Hierarchy of 1) Labor Acct on Task 2) Labor Acct on Project 3) GL Account of Labor Class Labor Class: Employee Position Rate Maintenance GL Subacct: Project/Task or Employee *Defined in TM Setup © 2013 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Project List All employees charge Any employee can charge to project No additional setup required

Project List Assign to overall project Uncheck Available All Employees Assign in Project Employee Maintenance

Project List Assign to specific tasks Check Resource Assignment Required to Charge Tasks Assign to Project and Task in Resource Assignment

Setup Labor Class Week Maintenance Employee Position Rate Maintenance Employee Labor Costs Resource Assignment

Labor Class Code File Maintenance 4 digit unique Id GL account - used if no GL acct defined on task or project in Project Maintenance Can be used for TM billing rates

Week Maintenance Define week ending date Define GL posting period (Fiscal Period) Define Salary Factor (Used for short weeks to prorate salary)

Employee Position Rate Maintenance Must have one NA (default) line Setup project defaults such as labor class and hourly rate

Employee Labor Cost options Employee Position Rate Maintenance Salary Exempt (S1) No OT calculation Dilutes labor rate over 40 hrs Salary Non-Exempt (S2) Paid standard salary Paid OT at standard rate Hourly (HR) Regular units multiplied by standard hourly rate OT1 units OT2 units Ability to cost by project ID Ability to cost by flexible rates

Resource Assignment Restrict Time Entry Assign Resource to task Freeform subtask Estimated hours

Alternative Screens Timesheet

Timesheet Allow Entry for multiple employees Enter timesheets daily and to timecard

Expense Reports Expense Entry Data Source Expense Types Interface to Accounts Payable and General Ledger Company Paid Setup Company Expense Reconciliation

Expense Entry Data Source Convergence 2013 11/16/2018 Expense Entry Data Source Setup Project List: Project Employee Maintenance or Resource assignment or All employees Approver: Supervisor/Manager on Employee and Resource Maintenance Week ending Date: Week Maintenance © 2013 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Expense Entry Data Source Convergence 2013 11/16/2018 Expense Entry Data Source Setup GL Account: Based on Expense Type Payment Method: Employee Paid or Company Paid (Code File TEPM) GL Subacct: Project/Task or Employee *Defined in TM Setup © 2013 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Expense Types 4 digit ID field Units and rate available for mileage and per diem GL Account determines the Project Acct Category posting GL Account determines if project is required

Interface to Accounts Payable and General Ledger Interface to AP only for Employee paid expense reports Posting to GL and AP flow through clearing accounts Company clearing voucher entered manually to AP

Company Paid Setup

Company Expense Reconciliation Reconcile transactions on Expense reports to credit card statements

Setup Time & Expense Setup

Time & Expense Setup Affect Entry and project posting results Default sub during timecard entry GL Labor posting

Time Setup Overtime Options Accounts Rate Multiplier

Expense Setup Default Subaccount Offset postings for employee and company paid

Approval Setup Define document approver Allow approver selection by employee during entry Expense Approval Limit checking

Flex Time Setup Configuration for Web Apps Defines look and feel for user

Inquiries & Reporting Timecard Status Reports Quick Query

Week Maintenance: Labor Period Timecard Status Week Maintenance: Labor Period View status of all timecards Print Report Process Alerts

Reports Timecard Report – Timecard detail lines Travel and Expense Report – Expense detail Lines GL Labor Reconciliation Report – compare labor in project to labor posting in GL

Quick Queries Expense Report lines Timecard Lines Audit Trail transactions

What We Learned – Module 3: Time & Expense Big Picture Overview and Workflow How Web Apps work Where Data Comes From How to setup Employees How to enter timesheets and timecards How to enter expense reports Key information in Time and Expense Setup

What We Learned – Module 1: Microsoft Dynamics GP Overview Understand some of the key functionality available in Microsoft Dynamics GP How transactions flow and integration occurs within the application Identify options for user’s to personalize how the product works Understand basic security options in Microsoft Dynamics GP