Employee Time Entry: To Approve a Time Card

The following activity will walk you through the process of approving a time card.

Story

Suppose that David Chubb, an employee of the sales department at the SweetLife Fruits & Jams company, has completed a standard work week. David needs to record the working hours during the week by using a time . According to the SweetLife Fruits & Jams time management policy, time cards for sales department employees must be approved by Ian Pick, the head of the sales department.

Acting as David Chubb, you will first create a time card. Then acting as Ian Pick, you will approve the time card.

Configuration Overview

In the U100 dataset, the following tasks have been performed to support this activity:

• The Advanced Financials check box is selected on the Enable/Disable Features (CS100000) form.
• On the Employees (EP203000) form, the account for David Chubb has been created and associated with the chubb user account.
• On the Non-Stock Items (IN202000) form, the CONSULTSR non-stock item with the Labor type has been created.
• On the Approval Maps (EP205015) form, the Employee Time Cards approval map has been created. In accordance with the approval map, time cards of sales department employees must be approved by Ian Pick, the head of the sales department.
• On the Time and Expenses Preferences (EP101000) form, the Employee Time Cards approval map has been selected in the Time Card Approval Map box.

Process Overview

You will create a time card for David Chubb on the Employee Time Cards (EP406000) form. Then you will approve the time card on the Approvals (EP503010) form.

System Preparation

To sign in to the system and prepare to perform the instructions of the activity, do the following:

• Launch the MYOB Acumatica website, and sign in as David Chubb by using the chubb username and the 123 password.
• 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 today’s date. For simplicity, in this activity, you will create and process all documents in the system on this business date.

Step 1: Creating a Time Card

To enter David Chubb's working hours, do the following:

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 Cards (EP305000) form with the new time card created for the employee who is currently signed in (David Chubb).
2. In the Summary area, notice that current week is specified in the Week box. Acting as David, you will report the work time.
3. On the Summary tab, add a row and specify the following settings:
   • Earning Type: RG (inserted automatically)
   • Project: X - Non-Project Code
   • Labor Item: CONSULTSR
   • Mon: 08:00
   • Tue: 08:00
   • Wen: 08:00
   • Thu: 08:00
   • Fri: 08:00
   • Time Spent: 40:00 (calculated and inserted automatically)
   • Billable: Cleared
   • Description: Work with customers
   • Approval Status: Not Required (inserted automatically)
4. On the form toolbar, click Save.
5. On the form toolbar, click Submit to submit the time card. The status of the time card is changed to Pending Approval.
6. Sign out from the system.

Step 2: Approving the Time Card

To approve David Chubb's time card, do the following:

1. Sign in to the system as the head of the sales department, Ian Pick, by using the pick username and the 123 password.
2. Open the Approvals (EP503010) form.
3. On the My Approvals tab, review David Chubb's time card, which you have created in Step 1, and select the unlabeled check box for the row.
4. On the form toolbar, click Approve.
5. After the processing has been completed, double-click on the row with David Chubb's time card.
6. The system opens the time card on the Employee Time Cards (EP406000) form.

   Review the time card's status, which has changed to Approved. The time card is ready to be released.

You have created and approved the time card.