Record Daily Time Entries

In the Daily Time Recording page, you enter the time you worked on specific project procurement lines each day, as well as any non-project work (resource entries). This topic describes how to complete this process in a scenario that uses work time recording and clock in/out times. This topic also describes the use of break time and visuals to assist with time entry.

Hinweis

This content is based on the inclusion of the Work Time Recording functionality. In general, the process without is the same as with, except that fewer fields are used, and work time (presence) is not visualized in the Time Entry Chart.

Additionally, it is not required that clock in/out times are entered in the Time from and Time To fields in the time entry lines. Worked hours can be entered directly in the Quantity field. Entering time directly in the Quantity field has no effect on the Time from and Time To fields.

Project Time

Project time can be recorded for the procurement from the Time Entry Quick Selection FactBox or by selection from the Project Procurement No. field. You can also post time to a WBS line that does not have a procurement entry. The Type field in the line must be set to Project, which can be set by default via the Default Time Entry Type field in the Time Entry Setup page.

The processes for recording time for projects are described in this section.

To record procurement time with quick selection

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Daily Time Recording, and then choose the related link.
    Alternatively, access the Daily Time Recording link in the role center.
  2. The Daily Time Recording page opens, filtered to your resource and other default or resource-specific settings. The current day is selected, based on the work date. If you are entering time for a different day, choose it in the Time Entry Calendar FactBox.
  3. If using Work Time Recording page, enter the daily start and ending work time in the Start of Work and End of Work fields, and the number of breaks (in hours) in the Break (h) field in the General FastTab.
    Together, these times calculate the total Work Hours for the day, which is indicated in the Work Hours (h) field, and is used to indicate time recording differences, as indicated in the Recorded Hours (h) field, as well as in the color coding of the Time Entry Calendar FactBox and Warnings field in the Lines FastTab.
  4. In the Time Entry Quick Selection FactBox, choose one of the project procurement entries to record time against.
    The Lines FastTab is updated with the procurement entry.
  5. Update the Description field as required by business processes.
  6. In the Time from field, enter the time you started to work on the project procurement entry.
  7. In the Time To field, enter the time you stopped working on the project procurement entry.
  8. The Recorded Hours (h) field in the General FastTab is updated accordingly. The Time Delta (h) field shows the difference between the Work Hours (h) and Recorded Hours (h) fields.
  9. In the Time Entry Quick Selection FactBox, choose the same or next project procurement entry you worked on that day.
  10. Repeat steps 5–8 for all project procurement entries you worked on that day.

To manually enter a procurement line

  1. Follow steps 1–3 described in the To record procurement time with quick selection section.
  2. In the Lines FastTab, choose the ellipsis button in the Project Procurement No. field to open the Project Time Entry Procurement Lines Selection page.
  3. Filter the lines as needed.
  4. Choose an entry and then choose the OK button.
  5. Follow steps 5–7 described in the To record procurement time with quick selection section.
  6. Repeat steps 2–5 for all project procurement entries you worked on that day.

Alternatively, if the procurement number is known, you can enter it directly in the Project Procurement No. field.

To enter time to a non-procurement entry

Entering time to a project's WBS line is done via the Project No. and WBS fields in the Lines FastTab. These fields need to be added using the Personalize feature. The Project No. field has two pickers to access the project for selection:

  • drop-down arrow: opens a list of all projects without filters.
  • Assist edit: opens a filtered list of open projects. Depending on the settings in the Default Project Selection View field in Time Entry Setup, it can further be filtered by My Projects or Previously Used projects.

Unlike procurement lines, the WBS field does not remain populated after selection.

Hinweis

You can only enter time to open projects.

  1. Follow steps 1–3 described in the To record procurement time with quick selection section.
  2. Use the Personalize feature to add the Project No. and WBS fields to the Lines FastTab.
  3. In the Project No. field, choose the drop-down arrow or Assist edit to access the projects list.
  4. Select the project to enter time to.
  5. In the WBS field, choose the Assist edit button to open the Project Lines for the project.
  6. Choose the line and then choose the OK button.

Resource Time

The time a resource works that is not related to a project is entered with Type = Resource. Examples of this type of entry are internal training, self-study, company meetings, etc.

  1. Follow steps 1–3 described in the To record procurement time with quick selection section.
  2. In the Lines FastTab, enter Resource in the Type field.
  3. In the Description field, enter an explanation of the activity performed.
  4. In the Time from field, enter the time you started to work on the activity.
  5. In the Time To field, enter the time you stopped working on the activity.
  6. If breaks are managed on the line, in the Break (h) field, enter any break time in hours taken while working on the activity.
  7. Go to the next line and repeat steps 2–6 for all non-project related activities you worked on that day.

Breaks

The anticipated (or required) break times are defined in the General FastTab to calculate the overall work hours. Depending on business processes of your company and/or requirements of your customer for billing purposes, breaks can be managed in the time entry lines by either:

  • clocking out for every break and then clocking back in after returning from the break
  • clocking in/out once and including the total number of hours to reduce that time due to breaks

For example, you worked from 8:00 until 10:30 and took a 15-minute break at 9:45. You could enter the time two ways:

  • enter a line from 8:00 - 9:45, and then another line from 10:00 - 10:30.
  • enter a line from 8:00 - 10:30 with a break time for .25.

To add a break hours to an entry line, use the Personalize feature to add the Break (h) field to the Lines FastTab.

  1. In the time entry line, enter the start/end time.
  2. In the Break (h) field, enter the length of the break in hours.

Over and Under Recording Times

If the recorded time is more or less than the value in the Work Hours (h) field, it is reflected in the Recorded Hours (h) field and Time Delta (h) fields in the General FastTab and if over, in the Warnings field in the Lines FastTab. Additionally, missing time is visualized via the color coding in the Time Entry Calendar FactBox.

Warnings

Different warnings are shown, some based on the Time Entry Warning Limit Template Code field in the Resource Card page and the calculated Work Hours (h) field in the Daily Time Recording page, including:

  • exceeding daily warning limit
  • exceeding working times
  • overlapping time entries

The number of warnings is shown in red in the Warnings field in the Lines FastTab. To view the warnings, choose the value in the field.

Hinweis

Warnings are only an alert. They do not prevent you from submitting your recorded time.

Time Entry Calendar

The color coding in the Time Entry Calendar FactBox indicates if your recorded time exceeds limits, is less than or meets the specified working times for the day:

  • Red = indicates there is a warning, such as exceeding specified time limits or time overlap
  • Blue = recorded time is less than working time
  • Green = recorded time is equal to working hours (or more)

Time Entry Chart

The Time Entry Chart FastTab is updated with the target, presence, resource, and project hours, depending on settings and whether both resource and project hours have been entered. The chart provides a visual account of any missing time for a period as well as any overages.

See Also

Additional Daily Time Entries Processes
Submit and Reopen Recorded Time Entries

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