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

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

3. 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

4. Overview
Roles
Workflow for Timecards and Expense Reports

5. 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.

6. 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

7. Sample workflow Create\Edit Timecard and set to Completed
Convergence 2013
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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.

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

9. 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

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

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

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

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

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

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

16. 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

17. Where data comes from
Timecard Entry Data Source
Projects list

18. Time Entry Data Source Setup Approver:
Convergence 2013
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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.

19. 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.

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

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

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

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

24. 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

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

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

27. 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

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

29. Alternative Screens
Timesheet

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

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

32. 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.

33. 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.

34. 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

35. 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

36. Company Paid Setup

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

38. Setup
Time & Expense Setup

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

40. Time Setup
Overtime
Options
Accounts
Rate Multiplier

41. Expense Setup Default Subaccount
Offset postings for employee and company paid

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

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

44. Inquiries & Reporting
Timecard Status
Reports
Quick Query

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

46. 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

47. Quick Queries Expense Report lines Timecard Lines
Audit Trail transactions

48. 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

49. 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