Time and Expense Entry. Weekly Timesheet ◦ Time Entry Expense Report ◦ Types of Expense ◦...
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Beyond SoftwareTime and
Weekly Timesheet ◦Time Entry
Expense Report ◦Types of Expense◦Expense Report Screen◦Expense Entry
Team Leader ApprovalChanging Password
Accessing Timesheet Entry
Select Timesheet Entry on the Home screen
Or Projects|Weekly Timesheets from Toolbar
Time Entry - Header Fields
• Resource ID – Your identification in Beyond Software (will default to you)
• Resource Name – Your name (will default to you)• Previous – Use to move to a week previous to the week showing• Week of - Select the date from the calendar based on which week
time is performed• Can enter date• Can select date using calendar
• Next - Use to move to a week after the week that is showing• Approve All – Use to approve timesheet detail shown in the screen
Time Entry – Save As
• New timesheets can be started from scratch; or• A previous timesheet using Save As
• Select the week to use as a template• Click Save As• Select the week for the new timesheet• Determine if you want to keep any comments from the previous timesheet• Click ok• A new timesheet is created with all the projects from the previous timesheet, with
no hours carried forward
Time Entry – Detail
Enter time in the Detail sectiono Project
Click the Lookup to select the desired project from the
list and a pop-up screen will appear In the pop-up screen, scroll to the project or use the blank
field at the top of a column to filter to the project To Filter, enter what the desired record starts with and use
the Tab key to move to a new field. This will filter the records Once the project is found, double click on it to populate the
timesheet. Or use the down arrow to select a project from the Recently
Used Project list Project Description and Customer information will default from
Time Entry - Detail
◦ Task – Use the down arrow to select the desired task◦ Hours
Directly enter the time in the Day/Date field, OR Use the Timer to track time
Click in the time field below Day/Date and click the Timer The Timer will open If there are multiple projects entered on the timesheet, select the
Project/ Task to record time on Click start Pause the Timer by clicking pause Stop the Timer by clicking stop Once the timer is closed, time will automatically populate the time
field on the timesheet grid If you want to change time, the timer time can be overwritten
Note: If the timer screen is open, the only way to enter time into another Project/Task is via the Timer screen
Time Entry - Detail
Project Account – will auto populate based on default values already established
Labor Category - will auto populate based on default values already established
Pay Category – will auto populate based on default values already established
Comment - use this field if you need to enter additional information about the time entered, such as detail on work performed, if the work is billable, etc.
Task Complete – select this when a task is completed. This will set the task status to complete in Project|Task tab.
Columns can be moved and reordered by clicking and holding the column and moving it to where you want it
Use Save at any time to save the timesheet
To delete a line item in the time entry grid, click on the Remove filed for the row and it will be deleted when the timesheet is saved
When completed for the reporting period, click Send on the toolbar and send to your team leader to let them know your timesheet is ready for review and approval
Expense Report Entry
Accessing Expense Report
Select Expense Report on the Home screen
Or Projects|Expense Report Entry from Toolbar
◦ Enter an Expense Report for expenses incurred by you for which the company will reimburse you such as Cell Phone, Training Classes, Mileage, etc.
◦ Types of Expenses Project related – expenses incurred for a customer.
These may or may not be billed to the customer Non-project related – expense not incurred for a
Expense Report Entry - Header
• Number – will populate when saved• Status – Approved, Pending, Submitted, Template (leave as pending until done. Set to
Submitted when complete and ready for approval.)• Period – Current reporting period (This will default based on current date. May need to
change if entering time for previous month.)• Date – Defaults to current day. Change if want different date.• Description – Reference the expense you are being reimbursed for such as “Cell Phone”
or “Travel” • Session Reference – Can be used to group expense reports to an event or project• Resource ID – Your identification in Beyond Software (will default to you)• Resource Name – Your name (will default to you)
Expense Report Entry - Detail
Enter expense items in the Detail Section Date - click the field to activate the field and use the calendar to
select the appropriate date. Tab to next field. Description – enter the expense description such as mileage, cell
phone, etc. Expense Category - use the down arrow to select the desired
category. Note there are 3 types of expense – client billable, client non-billable (end with “Non-billable”), and non-client overhead (end with “OH”)
Project If the expense category relates to a project, then a project must be
entered. To do so: Click the Lookup to select the desired project from the list Or use the down arrow to select a project from the Recently Used
Project list If the expense does not relate to a project, the project field will not be
Expense Report Entry - Detail
Project Description – will auto populate based on the project ID selected Task – This field is only active if a project has been selected. Using the down
arrow , select the desired task. Task Description – will auto populate based on the task selected. Quantity – enter the quantity related to the expense Unit Cost- enter the unit cost for the expense. In some cases, such as mileage,
the unit cost may be defined and populate when the expense category is selected.
Total Cost – Enter the total cost to be reimbursed here. If both a quantity and unit cost have been entered, this will be calculated.
Comment - use this field if you need to enter additional information about the expense item, such as where expense occurred, purpose, etc.
Use Save at any time to save the expense report. When completed and ready to be approved, change status to Submitted, click
Send on the toolbar and send to your team leader to let them know your expense report is ready for review and approval.
Columns can be moved and reordered by clicking and holding the column and moving it to where you want it.
Expense Report Entry
To print your expense report, with the expense report open, click Print on the toolbar and select the Print Expense Report Printout option and then
print the report. Attach receipts and submit. ◦ Alternatively, you can attach receipts electronically by opening
Attachments on the toolbar.
◦ Select Source Type for receipt and open the file where the receipts are, select document, and click open. Tab off the field and Save attachment.
◦ Close the attachment screen.
Team Leader Approval
Timesheet or expense report is submitted for approval New task is sent to the approver’s My Task list
◦ Receive notification via email Use setup option in Administration I Setup I User Preferences
in the Tasks Options section -Receive Tasks In to receive email.
◦ Access task from My Tasks slide-out found at the right of all screens
◦ The new task includes a hyperlink in the Subject column.◦ Click the hyperlink to open the screen and display the
Approve Timesheets and Expense Reports
Review document to ensure correct Date, Project, Task, Hours, Costs, etc.
If the document requires correction, set the Status Field, in the Header section, to Pending, save the document, and send it back to the employee. ◦ Use the message box in the Send screen to explain why
the document is being returned To approve, set the Status Field, in the Header
section, to Approved and save the document.
Select Administration|Setup|User Preferences from Toolbar The following screen appears:
Under Password Options, enter new password and confirm the password Click on the Save icon to save the change