Employee Time Entry: Time Cards

MYOB Acumatica provides time card functionality to assists you with efficient billing, payroll calculation, and project cost estimation.

Creating Time Cards

In MYOB Acumatica, a time card is a weekly report on the time an employee has spent on each activity. You can create and work with time cards on the Employee Time Cards (EP305000) form if the Advanced Financials check box is selected on the Enable/Disable Features (CS100000) form.

If time cards are mandatory in your company, you can make them required on a per-employee basis by selecting the Time Card is Required check box on the Employees (EP203000) form.

When preparing a time card, you report working time by adding separate rows on the Summary tab of the Employee Time Cards form for the following activities:

• Activities associated with different projects or project tasks
• Activities related to different earning types
• Billable and non-billable activities

Time cards are always generated successively, which means that you cannot generate a successive time card for a particular week if no time card has been generated for the preceding week. If there is a gap in time card generation for an employee and you need to resume generation without creating entries for the missed period, you can generate multiple empty time cards for the intervening interval. You do this by selecting your employee identifier on the Employees form and clicking Generate Time Cards on the More menu.

After you have created a time card, you can review it, along with other time cards, on the Employee Time Cards form if the username you are signed in with is associated with the employee selected on the form. That is, the username must be specified in the Employee Login box on the General tab of the Employees form for this employee. This form lists the following time cards:

• Yours
• Those of the employees for whom you are an appointed delegate
• Those of employees in the workgroups at lower levels in the company tree than your workgroup

If you create a time card for an employee other than the one associated with your signed-in username, that employee must also have a username specified in the Employee Login box on the General tab of the Employees form.

Viewing the Statuses of Time Cards

On the Employee Time Cards (EP305000) form, you can view each time card's status, which reflects its processing stage. A time card can have one of the following statuses:

• On Hold: The time card is a draft and cannot be released.
• Pending Approval: The time card has been completed and is ready for approval.
• Approved: The time card has been approved.
• Rejected: The time card has been rejected.
• Released: The time card has been released. If any of the activities from the time card is associated with a specific project, at least one project transaction has been generated; for more information, see Employee Time Billing: General Information. If any of the activities is associated with contracts (through cases), the contract usage data has been updated; for more information, see Contract Usage: Contract Usage.

Approving Time Cards

If approval of time cards has been configured in your system, a time card cannot be released until it has been approved. If you are an approver, you can mass-approve time cards by using the Approvals (EP503010) form. Alternatively, you can approve individual time cards by using the Employee Time Cards (EP305000) form.

On the Approvals form, you can access the following time cards:

• Those assigned to you for approval
  Tip: You will be able to approve or reject these time cards, but you will not be able to open them on the Employee Time Cards form.
• Those assigned to members of your workgroup
• Those assigned to the members of the workgroups at lower levels in the company tree than your workgroup

Using Corrective Time Cards

If a released time card does not reflect the actual time that you have spent (or another employee has spent) on work activities during the week, you can create a corrective time card. To do this, open the released time card on the Employee Time Cards (EP305000) form and click Correct on the More menu.

As a result, the system creates a new time card with Correction in the Type box and with the original time card’s reference number in the Orig. Reg. Nbr. box. The data from the original time card is copied to this new time card. On the Summary tab, you can adjust the data of the corrective time card as needed before submitting it for approval (if required). After that, the original time card is no longer listed on the Employee Time Cards (EP406000) inquiry form because it has been replaced by the corrective time card.

When a corrective time card is released, new transactions are generated for only the difference in the reported hours on this card as compared to the original time card.

A released corrective time card can also be corrected.

Combining Time Cards and Time Activities

In MYOB Acumatica, you can report working hours by using time cards in combination with time activities. The reported data from a time activity instantly becomes available in one of your time cards. On the Employee Time Cards (EP305000) form, you can view details of all time activities associated with a particular time card.

A time card can be approved only if all the activities associated with the time card have been approved. When the time card is released, the associated activities are released automatically. An activity cannot be released on its own if it is associated with a time card.

The system may create a project transaction during time card release if any of the activities included in the time card is associated with a project. (Alternatively, the same project transaction may be generated if the activity is associated with a billable case that is billed directly to the customer before the time card is released. For details about direct case billing, see Managing Cases.) These transactions can be used for tracking the project costs.