Professional Time & Expense Solution

Professional Time & Expense Solution PROFESSIONAL SERVICES AUTOMATION
Automate Business Information and Make Smart Decisions Based on Quantitive Data. Time, Expense, Billing & Reports.

24/10/2020

In this video, we will explore writing off WIP that cannot be billed. At the end of a Job, Partners & Managers will decide on whether the remaining un-billed WIP can be billed or they need to be written off. There are 3 scenarios that can happen :

1. If the remaining WIP can be billed then another bill will be created and the entire balance can be billed.
2. If only a portion of the remaining WIP can be billed then another bill will be created and there will remain a balance un-billed WIP.
3. The remaining un-billed WIP cannot be billed anymore and needs to be written off.

For scenario 2 & 3, we can Write-Off un-billable WIP using the Write-Off function.

In the video you will notice that Write-Off shares the same interface with Bill. By selecting the screen option for Write-Off you can see all the Write-Off’s that were created previously.

If you double click on a Write-Off entry (this one is a posted entry), this will open a pop up screen showing all the details of the entry.

Click on the PDf icon and a report detailing all the information about this Write-Off along with Client/Job details and full WIP history will be opened in Adobe Acrobat or any program that can open PDf files as set up on your computer.

Now, let’s try to create a Write-Off entry. You will see New Write-Off option listed under WIP Manager Module button. Click on that option and you will get a pop up with all the fields necessary to Write-Off any un-billed WIP.

Start By Selecting :
1. Company
2. Write-Off No (populated automatically)
3. Client
4. Job
5. WIP details are fetched and displayed.
6. Key in the value of WIP that you wish to Write-Off, in this example we
enter a small value to demonstrate the function.
7. Click Update button

Once you see a message pop up stating that your entries are Updated Successfully, it means your draft Write-Off has been saved in the database. Click Ok to proceed.

Open the entry that you created and you will see the details and you can also preview the Write-Off report.

Click on the Delete Write-Off button, you will get a Confirmation pop up message. Click Yes, to delete this entry.
This removes the entry from the database. At this stage Write-Off no is reset to the previous no.

Recreate the entry again with the same details.

Tick the draft entry and Click Submit, Approve and Post. This will commit the entry and reduce WIP balance by the amount that was written off.

If there un-billed WIP in a Job, then the Job cannot be closed. Therefore, it’s crucial that all unbillable WIP is written off when it’s decided that there will be no more time or expense posted to this Job and that this Job must be Closed.

24/10/2020

In this video, we take a look at the remaining 2 screens in Professional. They are Productivity and Employee Profile.

Productivity
This page basically displays a Summary of Time entered by the user logged in. Our solution computes the no of hours in a month based on the work time table of this employee both monthly and yearly. By selecting the tick box for each option, users can see the computed hours, pie chart and percentage values. Therefore, an employee who has a specific KPI can now review their own performance and asses their position against their KPI.

Users can also preview their time entries on screen or export to MS Excel.

Employee Profile
This page displays Basic Employee Information, Password Change options and Time Off (Leave) Entitlement, Utilization and Available Leave Balances.

Every time an Employee enters and Posts time as Annual or Medical Leave, Utilization and Balance values are recomputed and displayed.

24/10/2020

In this video we explore how Submitted Time & Expense sheets are Approved by Managers.

Click Menu option and Click Approvals Icon.

There are 2 options (radio buttons) Not Approved and Approved, each option will display Time & Expense sheets that are Submitted and Approved.

Users can Select Year, Month & Employee Filter to view the entries. Employee filter will show only the Employees that the Manager is assigned to. This list is the same as in Employee – Authorization & Security – Time and Expense Approvals.

Users can also open Submitted or Approved Time & Expense sheets.

24/10/2020

In this video, we take a look at Expense sheets entry. The selected design has been made straight forward and as simple as possible, so as to not take up too much time to enter Expense sheet lines for the week.

Expense sheets share some common fields with Time sheets, they are :
- Date
- Client
- Job
- Notes

The different Fields are :
- Company
- Expense Type
- Cost
- Units
- Charge

Expenses are tagged to Company or Cost Centre, therefore we use Company in Expense sheets.

There are 2 types of Expenses, Single value or Multiplier. Single value can be Meals, Stamp Duty or any Fixed value Expense. Multipliers can be Photocopy, Fax or any multi-unit type Expense whose per unit cost is fixed.

All Expense codes are created in Systems Configuration, where the necessary setups can be done.

Enter all expenses in the sheet and once verified as correct, Click the Submit button for Approval.

24/10/2020

In this video, we take a look at Time sheets entry. The selected design has been made straight forward and as simple as possible, so as to not take up too much time to enter Time sheet lines for the week.

Open a Time sheet that is still in Draft Status and has not met minimum hours for the week.

Click Add line and select :
- Date
- Client
- Job
- Task
- Charge Rate
Enter the hours and minutes (use time format i.e. 04:30 for 4.5 hours).
Enter Notes where required.
Click Save.

You will now see the line in the sheet with 4 small icons on the left margin. These icons are :
Notes
Edit
Copy Line
Delete

You will see Total Charge which will be Hours * Charge Rate

You will also see Hrs Entered, Hrs Chargeable or Hrs Non-Chargeable, Chargeable % and Total Charge Updated after every line is entered.

You will also see Total Hours Table update.

Users can enter Overtime hours when an 8:00 hour of regular time has been previously entered. This is a validation point for enabling Overtime Rate button. The steps are the same, except users must select Overtime Rate. Upon Saving the line, users will see the Overtime Rate and Charge for that line.

Users will also notice a check box for “Public Holiday”, this option is used to enter overtime without the mandatory 8:00 hours per day. For example, if an Employee is required to work on a Public Holiday or Weekend and is entitled to Overtime then when entering this line in Time sheet, the Employee must check this option. When this option is checked, the Overtime button is enabled and validation for mandatory 8:00 hours is turned off.

Users can then enter number of hours’ overtime (4, 8 or more hours) for that line.

When users select a Non-Chargeable Client and Job, Charge Rate, Overtime and Public Holiday check box is disabled. Users can only enter a maximum of 8:00 hours.

Once the minimum number of hours is met or exceeded, the user should verify the entries for correctness. If the data entered is correct, then this Time sheet can be Submitted for Approval. To do this simply Click the Submit button. The Status of the Time sheet will changed from Draft to Submitted.

24/10/2020

In this video, we will explore all the features of Time Sheets Screen.

Employee Name, shows the full name of the Employee who has logged in.

Radio buttons
Both – shows both Time and Expense sheets
Time Sheets - shows only Time sheets
Expense Sheets - shows only Expense sheets

Year filter can be used to list past years’ time and expense entries.

Month filter can be used to show time and expense entries for that month.

Status filter can be used to show time and expense entries by a particular status.

Create Time Sheet button, is used to generate time sheets for a month. Time periods are pre-set, whereby the first week starts from the 1st till the next Sunday and thereafter every week in from Monday to Sunday. If the month ends on a day mid-week, then that time period will be from Monday to a day before Sunday. Users will create Draft Time Sheets for all time periods in the chosen month.

Create Expense Sheet button, is used to generate expense sheets for a particular time period in the chosen month. Users can select using tick boxes the time periods where they have incurred expenses only. The time periods listed will be the same as Time Sheets.

Summary Fields
Hrs Required - This value comes from setting up Employee Roles. Along with the Role is a weekly time table with work start time and end time, along with no of hours for lunch break etc. The Total number of working hours per week is calculated from this time table and displayed in Employee profile. The same value is used as mandatory no of numbers per week for Time sheets. Employees are expected to enter a minimum of 40 hours or more per week.

Hrs Entered - This value is the total no of hours entered per week or as entered in a particular Time sheet.

Hrs Overtime - Overtime hours can be entered as well, however a minimum of 8:00 hour of regular time must be first entered before overtime rate can be selected.

Hrs Chargeable - If hours are entered for Chargeable Jobs, this value will be appended.

Hrs Non-Chargeable - If hours are entered for Non-Chargeable Jobs, this value will be appended.

Chargeable % - Percentage of Chargeable hours against Hrs Required (rounded to 11 digits)

Total Charge - Total Charge for the particular Time sheet. Value will be recalculated as time sheet lines are entered.

Total Hours Table - This table indicates the Total Hours per day entered.

Hide/Show Weekend - Display or hide weekend in grid.

MS Excel - Export Time sheets in MS Excel format

Submit button - When Employee has entered 40 hours or more time, then they can Submit their time sheet for Approval.

Add Line Button - To add Time sheet lines.

Close - To Close Time sheet and return to monthly list of Time sheets.

24/10/2020

In this video, we will explore the screens in Professional.

First the login screen. When users type in their log in name and click the password field, the program will validate the login name first. If the login is invalid then users will see an error message “User Name Does Not Exist”.

If the login name in valid, then the cursor will blink prompting entry of the password.

Once logged in, users will see the label Logged in as “User Name” on the right side of the screen.

Upon login, users will see 3 buttons labelled :
Time Sheets Not Created – list of Time periods for which this user has yet to enter time.
Time Sheets Not Posted – list of Time periods (Time sheets) either not created and Not Submitted.
Time Sheets Posted – list of Timesheets posted.

Users can also filter by Year and Month. Posted Timesheets can be opened for viewing from this page.

22/10/2020

In this video, we will explore the multiple options that Bill Designer offers.

The bill that has been created contains WIP entries of TIME and EXPENSE, as well as Estimate to Complete and MISC Charge entries. All entries are with Tax.

You will see that all the options on the right (with Tax) are enabled. Users can select any one of them, Save and Close then Preview the results. Use Detailed option to see the different listing.

22/10/2020

In this video, we will preview a bill and also explore the various options available to display the contents of the bill. Bills are previewed using a MS Word template, where users can add any graphics or text to suit their corporate style. Users can create multiple templates from the master template.

Select the bill by placing a tick in its radio box.

Click Designer button and you will see a host of options.

Company Address
This set of values comes from Systems Configuration where you can create several addresses. Users can select any one of the pre-created address for this bill. Main address is the default.

Grand Total
Users can choose to display Grant Total or not.

Bill Template
Users may select any one of the several Bill Templates pre-created.

Borders
Users can choose to have borders around the table/grid or not.

Billing Value Template
In this section there are 16 display options can cover all the possible combinations of billed WIP. Users can select any one of them when they are made active. The options are made active based on the contents selected in WIP. In this video you will see that “Time Only with Tax” option is active. This is because in the background you will that the lines are all TIME with Tax of 10%.

If users choose to display all details then simply select “Detailed” or “Summary”. Detailed is straightforward and Summary will display a single line on the bill with WIP and Tax totals.

Be sure to Save and Close after every change is made. Preview will pick up the last change/s made to display the bill in MS Word.

Click Bill Editor and users will see a list of the billed WIP lines. Here users can edit the billing paragraph by selecting an existing paragraph or simply creating one. This option works only with Detailed option.

22/10/2020

In this video, we look at how to Create a Bill, Edit it and Eventually Delete it altogether.

In the WIP Manager module, users will see the options listed below :
a. Main Screen - Search and List
i. Client field – Users can select from the drop down list a particular Client and see only the bills for that Client.
ii. Jobs field - Users can select from the drop down list a particular Job and see only the bills for that Job.
iii. Un-Posted – User can use this option to view only Un-Posted Bills (Draft, Submitted & Approved).
iv. Posted - User can use this option to view only Posted Bills.
v. All Bills – Default Status where users can view all bills in the system, sort Descending showing the latest bills at the top.
vi. Drop down selector for Billing or Write Off.
b. New Bill - This option is for users to Create a New Bill.
c. New Write-Off - This option is for users to Create a New Write-Off.
d. Bill Editor - This option is for users to manage Bill Preview items using Bill Designer. Users can manage billing paragraph and bill display options.

We continue with creation of a bill, where users must select :
a. Company
b. Tax Rate
c. Template – This can be changed in Bill Designer if necessary.
d. Client
e. Job – Only the Active status Jobs for the selected Client will be shown here.
f. Notes – Not mandatory but if you are entering Estimates and MISC Charges then Notes is useful.
g. Date – System Date
h. Bill No – As set up in Systems Configuration.

Once the above fields are populated, users will either see a table of WIP entered in Time and Expense or a pop message indicating that there is no WIP for this client/job and if user wants to enter Estimate to Complete and/or MISC Charges.

In this video, we are going with a Job that has WIP, so you will see a table with all the WIP listed and their balances. This is to ensure that there is no multiple allocation of the same WIP over several bills.

Enter in the yellow column the values, taking note of the balance. In the Posted column you will see the actual posted value that remains constant for all bills. Once the total value is completely billed then the balance will be zero, when this happens the system will hide this line from future billing.

In the Tax column you will see the tax value computed automatically for each entry.

Complete entry and hit update button.

Once update is done, the bill will be listed in the Main Screen as a single line entry. Double click this entry to see details.
In the event user forgets to enter a particular line, you can use the Add Line button to add more lines to this bill. When the Add Line screen pops up, note that users must select a Tax Rate before the WIP lines can be viewed. Be sure to Click Update to ensure that the latest contents of the bill are updated to the database.

Click the PDf icon and a Billing Report will be generated whereby report will display all the details of this bill and WIP for this Job.

At this stage users can also add Estimate to Complete (Time yet incurred) and MISC Charge (Expenses yet incurred) to this bill.

Prior to Posting this bill, users can also remove lines from the bill. Simply select the line and Click Delete Line. Be sure to Click Update to ensure that the latest contents of the bill are updated to the database.

Users can also Delete the Entire Bill and start over again if necessary. Simply open the bill and Click Delete Bill.

22/10/2020

Create Job

In this video, we create a Job for a particular Client. Previously we mentioned that if the Client is a Chargeable Client the Jobs created under this Client will also be a Chargeable Job.

If the Client is a Non-Chargeable Client, then the Jobs would also be Non-Chargeable Jobs.

In this video we are creating a Job for a Chargeable Client. The process is the same for a Non-Chargeable Job.

22/10/2020

Navigating Job Profile

In the Job profile, we will see 4 Tabs and they are General Info, WIP, Additional Fields & Profitability. We will address the contents of each Tab.

General Info Tab

General Info
In this Box users will populate all the basic information about the Job, all the fields in this box is entered during Job creation.

Job Team
In this Box user will add the names of professional users who will enter time for this Job. By adding their name here, the time that these users enter will be listed and compiled in Profitability Tab.

Job Budget
In this Box, user can add budget values for this Job. Users can multiple values over the duration of the Job where needed.

Job Special Rates
In this Box, users can create Special Rates for specific tasks assigned to specific Employee. When this is done, that Employee selects this Job and the specified Task, only the Special Rate can be selected. This control allows management to fix certain rates for certain Jobs.

WIP Tab
In this Tab, users will see all the Time and Expense entries that were entered by Employees for this Job. Users can filter by Status, Employee, Year & Month.

At the bottom of this Tab, users can see the values in total for Un-Posted, Posted, Un-Billed, Billed and Write-Off WIP.

Additional Fields
If you need to capture data and the field to do it is not part of the standard screen, then you can create an Additional Field. There are 3 data types Text, Number & Currency. Fields can be entered by users or selected from list. Information from this Tab can be used in reports by way of linking them to Job profiles.

Profitability
In this Tab, users can see :
Project Value which is the Total Budget as added in Job - General Info Tab.

Profit which is a calculated field that updates as Time entries from any Job Team member is posted.

Profit Percentage is a calculated field.

Summary
Total Time Charge, Total Time (Hours * Charge Rate) entered by Employees for this Job.

Total Time Cost, Total Cost (Hours * Cost Rate) entered by Employees for this Job.

Total Material Cost, Total Expenses entered by Employees for this Job.

Job Team, lists the names of Job Team Employees entered in Job - General Info Tab and their Role, Year (entry year), Cost Rate from Employee profile, Units from Time Sheets, Cost value, Charge Rate selected and Charge for that line.

Chart button, Users can Click the Chart Button and you will see a pop of the Profitability values. Users can print screen and Paste into a document or email from here. A quick view and share option.

Report button, users can pre-select Bar or Pie chart and then Click the Report button. A PDf report with all the information will be generated (in PDf Creator, PDf Architect or Adobe Reader) and users can Print or Save using menu options in the viewer.

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