Creating resource time entries

Use resource time entries to enter transactions by resource. Resources must be assigned to the activities. The application calculates the transaction amounts by multiplying the units entered by the resource rates. Use this procedure to create AC Only resource time entries or AC and GL resource time entries.

Procedure flow: Creating a resource time entry

Follow these steps to create a resource time entry:

  1. Access the time entry form.
    To Use
    Create an AC Only resource time entry Resource Time Entry (AC only) (AC41.1)
    Create an AC and GL resource time entry Resource Time Entry (AC and GL) (AC41.4)
  2. Define the time entry. Use these guidelines to specify the field values:
    Control Group

    Leave this field blank when adding a new entry; the system automatically creates the control group number.

    Specify a description of the time entry in the adjacent field.

    Posting Date

    Specify the posting date for the time entry. If you selected Posting Date in the Date Edit field on Activity Group (AC00.1), the date you specify here must fall within the date range of each activity you include in the entry. Date ranges are defined on Activity (AC10).

    Resource Type

    Select the resource type for which you want to create the entry. Options include:

    • Asset

    • Employee

    • Person

    • Vendor

    • Equipment

      The resource type cannot be changed after the resource is entered. If the resource type is incorrect, delete the time entry and add a new time entry.

    Company

    Specify the general ledger company number you want to define the entry for.

    If you are defining an intercompany time entry, this is the From company. You identify the To company by clicking More.

    Resource

    Select the resource code for which you want to record the time entry. The resource must be associated with the activity you select in the transaction line. The resource can be assigned to the posting activity, a summary activity or the activity group. See Assigning resources to activities (AC/BR).

    The adjacent field displays the resource description. You can override this description.

    Date

    Specify the transaction date for the time entry. If you selected Transaction Date in the Date Edit field on Activity Group (AC00.1), then the date you specify here must fall within the date range of the activity you include on this line. Date ranges are defined on Activity (AC10).

    Activity

    Select the activity to which you want to post the transaction.

    Acct Cat

    Select the account category to which you want to post the transaction.

    Units

    Specify the number of units. The system calculates the entry amount by multiplying this number by the cost rate associated with the resource and activity. If the transaction is posted to a billable activity and bill rates are defined for the resource, then a billing amount is also calculated in the transaction.

    Note: Details about how resource rates are determined during Resource Time Entry are found elsewhere in this user guide.

    See Resource rates (AC/BR).

    Desc

    Specify a description of the transaction. If you leave this field blank, the control group description defaults.

  3. Click More to access Additional Information (AC41.2 or AC41.5).
    1. On the Main tab, override or define new transaction information. Use these guidelines to specify the field values:
      Company, Accounting Unit, Account

      Select a company, accounting unit, account, and subaccount. The company, accounting unit, account, and subaccount information from the resource assignment defaults. If this information is not defined at the resource level, it defaults from Activity (AC10.1).

      Reference

      Specify a reference for the transaction, such as a purchase order or invoice number.

      Unit of Measure, Bill Rate, and Billable Amount

      If the activity in the transaction line is billable, you can override the resource's bill rate and billable amount. You cannot override the Unit of Measure.

      User Analysis

      This field appears only for AC and GL resource time entries. To post the transaction to Strategic Ledger, select the user analysis values you want to associate with the transaction. User analysis values defined for the activity default.

    2. On the Attributes tab, define attributes for the transaction line. Use these guidelines to specify the field values:
      Category

      Transaction attributes defined for source journal RS (Resource Entry) appear.

      Value

      Specify or select an attribute value for each of the transaction attributes. See Defining transaction attributes.

      For resource entries these values can default from Resource Account (AC03.9), which you can define when assigning resources.

      Note: For activities with cost plus billing parameters, values are first validated against Cost Plus Billing Labor Category Assignment (BR03.3). If no values are present on Cost Plus Billing Labor Category Assignment (BR03.3), then the values are validated against any values present for the transaction attribute on Attribute (MX00.1). These values are also edited against values on Billing Category Rates (BR03.1).
    3. On the Amounts tab, change the currency information. If you override currency information, process the change for the Additional Information (AC41.2 or AC41.5) form and change the line on AC41.1 or AC41.4. Use these guidelines to specify the field values:
      Transaction Amount, Currency

      The transaction amount and currency entered on the transaction line appear. Since the transaction amount and currency are determined by the resource's rate, you cannot change them.

      Base Amount, Rate

      The base amount and rate are calculated automatically. Base currency is determined by the activity group associated with the activity in the transaction line.

      To override the base currency amount, specify a new amount and leave the base currency rate blank. The rate will be calculated based on the amount.

      To override the base currency rate, specify a new rate and leave the base currency amount blank. The amount will be calculated based on the new rate.

      Activity Amount, Rate

      The activity amount and rate are calculated automatically. Activity currency is determined in Activity (AC10).

      To override the activity currency amount, specify a new amount and leave the activity currency rate blank. The rate will be calculated based on the amount.

      To override the activity currency rate, specify a new rate and leave the activity currency amount blank. The amount will be calculated based on the new rate.

      One, Two, Amount (Report Currencies), Rates

      The report one and report two amounts and rates are calculated automatically. Report currencies are determined by the activity group associated with the activity in the transaction line.

      To override a report one or report two currency amount, specify a new amount and leave the rate fields blank. The rate will be calculated based on the amount.

      To override a report one or report two currency rate, specify a new rate and leave the amount fields blank. The amount will be calculated based on the new rate.

  4. If you are using Resource Time Entry (AC and GL) (AC41.4), click GL Offset to access GL Offset Information (AC41.7). Use these guidelines to specify the field values:
    Company, Accounting Unit and Account

    Select the General Ledger company, accounting unit, account, and subaccount to which you want to post the balancing entry. The company, accounting unit, account, and subaccount defined in each transaction line determine where the detail transaction amounts will be posted.

    Description

    Specify a description to use in the General Ledger transaction. If you leave this field blank, the resource time entry description defaults.

    User Analysis

    To post the transaction to Strategic Ledger, select the user analysis values you want to associate with the transaction. User analysis values defined for the activity default.

    Reference

    Specify a reference, such as a purchase order or invoice number, to include in the transaction.

    Amount and Currency Code

    The amount and currency for the General Ledger transaction appear. The amount is determined from the total transaction lines to create a balanced General Ledger entry. The currency is the company's base currency.

    Note: If you created balanced entries within the transaction lines, you should still define GL Offset information to accommodate any rounding differences.
  5. Click Totals on either resource time entry form to display debit, credit, and net totals by amounts, units, and currency code. You can specify up to six currency codes to display.
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