Time Sheet Integration

The integration of the standard Microsoft Dynamics 365 Business Central Time Sheet functionality to COSMO Project Manufacturing allows users to enter their time in a simple way. The integrated approval process must be used. Additionally, all approved Time Sheet entries from the Time Sheet Manager are captured and inserted to a Project Time Entry Project Journal for posting.

Setup

This section provides an overview of how to set up a user to approve Time Sheet entries and a user to make entries in a Time Sheet.

To set up approval user

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter User Setup, and then choose the related link.
  2. For the user who needs to approve Time Sheets, select the Time Sheet Admin. checkbox.
  3. Choose the OK button.

To set up user to make entries in time sheet

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Resources, and then choose the related link.
  2. Locate and open the card of the resource that needs to use Time Sheets.
  3. Turn on the Use Time Sheet toggle to enable Time Sheet usage for the resource.
  4. In the Time Sheet Owner User ID field, choose the drop-down arrow and then select the resource from the User Setup table.
  5. In the Time Sheet Approver User ID field, choose the drop-down arrow and then select the resource responsible for approving Time Sheet entries.
  6. Close the Resource Card.

Create Time Sheet and Submit Entries

Once the users are set up, a Time Sheet can be created for the resource and time can be entered directly for a project line, and then submitted for approval.

To create a time sheet

  1. Login as the user to create a Time Sheet.
  2. Choose the Lightbulb that opens the Tell Me feature icon, enter Time Sheets, and then choose the related link.
  3. Choose the Create Time Sheets action.
  4. In the Options FastTab, fill in the fields as needed.
  5. In the Resource FastTab, set the user filter.
  6. Choose the OK button. A message opens stating the number of time sheets that have been created.
  7. Choose the OK button to close the message.

To enter and submit time

  1. In the Time Sheets page, open the time sheet by choosing Manage > Edit.
  2. In the Lines FastTab, enter Project in the Type field.
  3. In the Project No. field, enter the project to which time needs to be entered.
  4. In the WBS field, enter the project line to which the time needs to be entered. The Description field is populated with the description from the project line.
  5. In the day fields (for example, 28 Mon, 29 Tues, and so on), enter the hours worked for the selected project line. The Time Sheet Status and Actual/Budgeted Summary FactBoxes are updated with the entered time.
  6. On the Lines FastTab, choose Line > Activity Details to make changes to the line, such as to change the Description. This page can also be opened by choosing the ellipsis button in the Description field.
  7. In the Time Sheet Line Project Detail page, make changes as needed.
  8. Choose the OK button. The changes are made to the Time Sheet line.
  9. Choose the Submit action.
  10. A message opens asking to submit open lines. Choose the OK button.
    The Status is changed to Submitted, the Time Sheet Status FactBox is updated, and the line(s) remain in the Time Sheet.
  11. Close the Time Sheet page.

Approve Submitted Time Sheet

After submission, the Time Sheet is approved by the approval manager assigned to the resource.

To approve a time sheet

  1. Login as the approval user.
  2. Choose the Lightbulb that opens the Tell Me feature icon, enter Manager Time Sheets and then choose the related link. Notice that a submitted Time Sheet entry exists for the resource.
  3. Open the time sheet to approve. The Time Sheet page opens with the same information as before but includes approval/rejection actions.
  4. On the Line menu, choose the Activity Details action to view additional details about the Time Sheet entry.
  5. Close the Time Sheet Line Project Detail page.
  6. Choose the Approve action to transfer the entries to the Time Project Journal.
  7. A message opens asking to approve submitted lines. Choose the OK button.
    The Status is changed to Approved, the Time Sheet Status FactBox is updated, and the lines remain in the Time Sheet.
  8. Close the Time Sheet page.

Post Time Entry Journal for Project

After approval, the Time Sheet entries are transferred to the Time Entry Journal for posting.

To post time sheet entries in time entry journal

  1. Login as the Time Sheet Administrator user.
  2. On the Role Center, choose Journals > Time Entry Journals.
  3. Choose the Edit Journal action; it does not matter which resource is selected.
  4. Choose the Suggest Lines from Time Sheets action.
  5. In the Resource No. Filter field, enter the number of the resource with approved Time Sheet entries.
  6. Enter any other filters to narrow the suggestion, and then choose the OK button. The Project Time Entry lines are populated with the approved entries per day.
  7. Choose the Post action.
  8. Choose the Yes button to post the lines and then choose the OK button to close the confirmation message, and then close the Project Time Entry Journal.

The posted entries for Time Sheets are accessible from the Manager Time Sheets page by selecting the time sheet and then choosing Time Sheet > Posting Entries on the Related menu.

Create Time Sheet with Previous Entries

To reduce data entry, it is possible to create a Time Sheet using a previously entered Time Sheet. This is useful when a resource works on the same project line for a long period of time.

To create a time sheet using previous entries

  1. Login as the user to create a Time Sheet.
  2. Choose the Lightbulb that opens the Tell Me feature icon, enter Time Sheets and then choose the related link.
  3. Choose the Create Time Sheets action.
  4. In the Options FastTab of the Create Time Sheets page, enter the relevant information.
  5. In the Resource FastTab, set the user filter.
  6. Choose the OK button and then close the creation message.
  7. Open the new Time Sheet and then choose the Copy lines from previous time sheet action from the Prepare menu.
  8. Choose the Yes button to copy the lines.

New time entries can be entered for the copied Time Sheet line, new lines can be added and the Time Sheet submission/approval process continues as previously described.

See Also

Procurement

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