Basic Data for Time Accounting

Basic Data for Time Accounting is used to specify and maintain basic data needed for creating, approving and transferring time reports to the general ledger.

Before you start

  • The company's chart of account must be clearly defined.
  • The company must have a clear policy for handling VAT.
  • If work schedules are used, these must be defined in 'Work Schedule. Open' (CRS515). If schedules are used, the scheduled time is displayed when the employee is reporting time in 'Time Report. Open Detailed' (TAS101).
  • The number series to use for time accounting must be defined in 'Number Series. Open' (CRS165).
  • If you use a user-defined accounting control object, as a further specification to the accounting string, the object must be defined in 'Control Object. Open User-defined' (CRS335).
  • To restrict access to activities and price lists to certain users, an object access group must be defined in 'Object Access Group. Open' (CRS006).
  • If it should be possible to convert costs for activities to other currencies, exchange rate types must be defined in 'Exchange Rate Type. Open' (CRS056).
  • If the time reports need to be authorized, the authorizer must be defined in 'Authorized Person Open for Invoice' (TAS050).
  • If time and costs are reported on customers, they must be defined in 'Customer. Open' (CRS610)
  • If necessary, project managers can be defined in 'Project Manager. Open' (POS015).
  • If the time reports are transferred to Payroll, the pay elements to apply for the different labor codes must be defined in 'Pay Element. Open' (PRS040).
  • If external documents are to be printed and to print the labor codes in different languages, these languages must be defined in 'Language. Open' (CRS010).
  • The employees that are using time accounting must be specified in 'Employee. Open' (CRS530).

Follow these steps

  1. Specify Parameters - Time Accounting

    In 'Settings - Time Accounting' (TAS900), this basic data is specified:

    • Accounting Dimension

      For labor codes, employees and projects it is possible to specify five user-defined fields. These fields can be connected to different accounting dimensions. In User-defined fields 1-5, specify the accounting dimension to be connected.

    • Printout Invoice

      If invoices are created based on reported time and costs in the time reports, specify in the 'Invoice level' field, the detail level to print in the invoice.

      These levels are available:

      • Per customer number
      • Per customer number and project
      • Per customer number, project and activity.

      In the 'Invoice line level' field, specify the detail level to print in the invoice lines. You can chose to print one line for these parameters:

      • Time accounting transaction
      • Labor code and employee ID
      • Labor code.

      You can specify exceptions for an invoice level per customer in 'Settings - TA Invoice Level per Customer' (TAS901).

    • Work Schedule

      In the 'Work schedule' field, specify, if necessary, a base work schedule that applies for the employee.

    • Journal

      In the 'Journal' field, indicate whether a journal, containing time transactions, is to be printed.

    • Time Report Number

      In the 'Time report no' field, specify rules for how the time report number is to be created.

    • Cost Center

      In the 'Cost center' field, specify from where the cost center is retrieved when a time report is specified.

    • Number Series

      In the 'Number series' field, define the number series to use for the invoicing.

    • Complete Internal Transactions

      In the 'Complete internal transactions' field, specify how to complete type 3 transactions, that is internal transactions that are not transferred to the general ledger.

    • Price List

      In the 'Price list' field, specify, if necessary, up to three base prices used to price various types of works and costs, where the price lists furthest to the left is the most general one.

  2. Specify Activities

    Activities are specified in 'TAC Project Activity. Open' (TAS002). The activities that are created in this program should be regarded as templates that can be copied and modified. When specifying an activity, fill in information such as the start date, finish date, transaction type and price list.

    In 'Project Element. Open' (POS001) in Project Management, activities can be selected for reporting in Time Accounting. The activities that have been selected is also automatically specified in 'TAC Project Activity. Open' (TAS002).

  3. Specify Labor Codes

    Labor codes are specified in 'Labor Code. Open' (TAS005). The codes are used when reporting time and costs. A code indicate the type of work and cost, for example certain time spent on a project or mileage allowance, and the code also includes rules for how it should be reported, totaled and priced. You can specify another labor code on a basic labor code. That results in the other labor code being created automatically whenever specifying the basic labor code. In 'Labor Code. Enter Names/Language' (TAS006), specify the language for printing external documents.

  4. Specify Employee Numbers

    Employee numbers are specified in 'Person. Open' (CRS530). On the E panel, indicate whether or not a time report is to be made for the employee in Time Accounting. On the H panel, specify the employee group that the employee belongs to, the approval ID of the person who approves the time reports, cost center, and so on.

  5. Specify Prices

    In 'Price List. Open' (TAS010), you can specify one or more price lists used for pricing different kinds of work. Up to three different price lists per project and per activity can be specified. Price lists are specified for each labor code and personnel group. During pricing, the system searches from right to left in the price list fields for the first available price.

  6. Specify Labor Code Groups

    'Labor Code Group. Open' (TAS020) is used to group labor codes. The purpose is to create templates for display and printing.

  7. Specify Labor Code Types

    'Labor Code Type. Open' (TAS030) is used to enter labor code categories that are then used to classify different codes. Labor code categories are only used to display and print reports.

  8. Specify Employee Groups

    'TAC Employee Group. Open' (TAS025) is used to indicate the employee group an employee belongs to. This group is used when labor codes are priced. A work schedule can also be specified in this program.

  9. Specify Areas

    Areas are specified in 'Project Area. Open' (TAS040). Areas can be used to record time accounting transactions.

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