Employee Time Billing: To Enter a Project-Related Time Card

In this activity, you will enter a time card for work related to a project.

Attention: This activity is based on the U100 dataset. If you are using another dataset, or if any system settings have been changed in U100, these changes can affect the workflow of the activity and the results of the processing. To avoid any issues, restore the U100 dataset to its initial state.

Story

Suppose that the HM's Bakery and Cafe customer has contacted the SweetLife Fruits & Jams company and ordered training on operating juicers for the company's new employees. The project accountant has created a project to account for the provided services.

Further suppose that project accountant (who also provides employee training services) has spent eight hours training the customer's employees on January 30. Acting as Pam Brawner, you need to enter a time card to log the time spent working on the project.

Configuration Overview

In the U100 dataset, the following tasks have been performed for the purposes of this activity:

  • For the purposes of this activity, the following features have been enabled on the Enable/Disable Features (CS100000) form:
    • Project Accounting, which provides support for the project accounting functionality
    • Advanced Financials, which provides the functionality of time cards
  • On the Projects (PM301000) form, the HMBAKERY7 project has been created, and the TRAINING project task has been added to the project.
  • On the Non-Stock Items (IN202000) form, the CONSULTPM labor item has been created; on the Employees (EP203000) form, this item is assigned to the EP00000001 – Pam Brawner employee. For an example of configuring a labor item and assigning it to an employee, refer to Labor Items: To Configure a Labor Item.
  • On the Labor Rates (PM209900) form, a labor cost rate has been configured for the EP00000001 – Pam Brawner employee.

Process Overview

On the Employee Time Card (EP305000) form, you will enter a time card for an employee related to the particular project on which the employee has worked. Then you will submit the time card and release it. Finally, on the Projects (PM301000) form, you will make sure that the time card has appeared in the project details.

System Preparation

  1. Launch the MYOB Acumatica website, and sign in to a company with the U100 dataset preloaded. You should sign in as project accountant by using the brawner username and the 123 password.
  2. In the info area, in the upper-right corner of the top pane of the MYOB Acumatica screen, make sure that the business date in your system is set to 1/30/2024. If a different date is displayed, click the Business Date menu button, and select 1/30/2024 on the calendar. For simplicity, in this activity, you will create and process all documents in the system on this business date.

Step: Entering a Time Card for the Project

To log the eight hours that Pam Brawner has spent training the customer's employees as part of the project, enter a time card as follows:

  1. On the form toolbar of the Employee Time Cards (EP406000) form, click Add New Timecard to create a new time card. The system opens the Employee Time Card (EP305000) form with the new time card.

    In the Summary area, 2024-05 (01/28 - 02/03) is specified in the Week box. This is the work week to which the current business date belongs. Also, notice that the system has automatically selected the employee who is currently signed in (Pam Brawner) as the Employee.

  2. On the Summary tab, add a row, and specify the following settings:
    • Earning Type: RG
    • Project: HMBAKERY7
    • Project Task: TRAINING (inserted automatically)
    • Cost Code: 00-000
    • Labor Item: CONSULTPM (inserted automatically)
    • Tue: 08:00
    • Billable: Selected (selected automatically based on the settings of the selected earning type)
    • Description: An 8-hour training session
    • Approval Status: Not Required (selected automatically)

    When you enter hours in the columns representing the days of the week for any row, the system calculates the Time Spent in the Summary area as the sum of all these columns.

  3. Save the time card.
  4. On the form toolbar, click Submit to submit the time card. The status of the time card is changed to Approved.
  5. On the form toolbar, click Release to release the time card. The time card is assigned the Released status.
  6. On the Projects form, open the HMBAKERY7 project, and on the Activities tab, notice that the time activity you have entered by using the time card is shown on the tab, as shown in the following screenshot.
    Figure 1. Time card information tracked in the project


You have submitted and released the time card related to the project.