Timekeeping

Overview

The Timekeeping Module allows users to manage and view timekeeping records created in the Tracker module or directly in BOS Professional. We recommend that timekeeping is managed daily and operators are alerted if there are issues (e.g. if they forget to stop a job) to ensure the smooth running of operations.

This module may be used to capture manual timesheets. However, we recommend using the Tracker App instead and only using this module to view and edit timekeeping records.

Work Shifts are used in timekeeping as follows: If the Timekeeping is linked to a Planning Stage, that Stage's Work Shift will be used, else the Work Shift linked to the Operator is used.

Navigation: Main Menu > Production > Timekeeping

List view

Buttons Explained

• Reset: Resets the filters and the view.

• View: Generates a list of Timekeeping records based on the selected filters.

• New: Creates a new Timekeeping record.

• Output: N/A to this module unless custom output templates are created.

• Actions:

  • Batch Update: Updates all the selected records when Update (button) clicked and confirmed.

    • Completed: Changes the number of completed items to the number typed in the adjacent block.

    • Operator: Changes the operator to the one selected from the dropdown list of operators.

    • Spoiled: Changes the number of spoiled items to the number typed in the adjacent block.

    • Team: Changes the number of team members to the number typed in the adjacent block.

    • Tracking: Changes the tracking option to the one selected from the dropdown list (Setup, Run, Washup, Downtime).

    • Work Shift: Changes the work shift to the one selected from the dropdown list of all work shifts.

• Menu

  • Export

    • Email Excel: Opens the default email template and attaches the displayed timekeeping records in .xlsx format.

    • Export Grid: Allows users to choose a save location for the displayed timekeeping records in .xlsx format.

  • Layout

    • Save Grid

    • Restore Grid

    • Restore Default Grid (All Users)

Filters Explained

• Module

  • Allows the records to be filtered to show:

    • All: No module filter is applied.

    • Not Linked: Timekeeping records not linked to a transaction or task are shown.

    • WO: Required the Work Order Number to be typed in the adjacent block. Displays all the Timekeeping Records for the specific Work Order.

    • NCR: Shows all the Timekeeping Records linked to a Non-conformance Report (NCR) or where NCR Pending was selected. 

• Set: Sets a specific time frame such as Today, This Month, This Year, Fin Year.

• ← →: Adjusts the date in the direction of the arrow.

• Date ... to: Allows custom dates to be entered.

• Operator: A dropdown list of all the Operators to select all or a specific Operator.

• Cost Centre: A dropdown list of all the Cost Centres to select all or a specific Cost Centre.

• Work Shift: A dropdown list of all the Work Shifts to select all or a specific Work Shift.

Fields Explained

• Field Chooser (*): Allows users to add or remove columns.

• ID: The system-generated number for the entry.

• Operator: The name of the Operator who completed the timekeeping record.

• Started (Start Date): The date on which the timekeeping record was started.

• @ (Start Time): The time when timekeeping record was started.

• Finished (Finished Date): The date on which the timekeeping record was stopped.

• @ (Finished Time): The time when the timekeeping record was stopped.

• Stage: The Production Stage applicable to the timekeeping record.

• WO No.: The Work Order number.

• SO No.: The Sales Order number.

• Customer: The name of the Customer.

• Reference: The Reference field on the Work Order.

• Item: The item for which the Timekeeping was recorded.

• NCR No.: The NCR number, or NCR Pending if a number is not yet allocated.

• Cost Centre: The Cost Centre selected for the timekeeping record.

• Workstation: The Workstation linked to the Stage.

• Tracking: The Tracking options (Downtime, Run, Setup, or Washup) for the Stage, if applicable, or else the field is blank.

• Hr/s: The Hours Worked (for which the timekeeping record was active).

• Rate/Hr: The Hourly Rate of the Cost Centre.

• Cost: The Cost of the time on the timekeeping record. (Hr/s x Number of Team Members x Rate/Hr).

• Team: The number of Team members.

• Completed: The Quantity of the product Completed.

• Spoiled: The Quantity of the product Spoiled.

• Note: Any Note typed on the timekeeping record.

• Menu (...)

  • A submenu (that can also be accessed by right clicking an entry) with the following options:

    • Open linked Work Order: Opens the linked Work Order.

    • Edit: Allows users to edit the timekeeping record. 

    • Delete: Allows users to delete the timekeeping record.

• Work Shift: The Work Shift's description (e.g. Day Shift - Friday).

Edit View

Buttons Explained

• ∧ ∨: Navigates to the next or previous record.

• New: Creates a new timekeeping record.

• Copy: Copies the timekeeping record.

• Delete: Deletes the timekeeping record.

• Saves: Saves any changes.

• Close: Closed the Edit Time popup.

Fields Explained

• WO No.: A field to type the Work Order Number / The Work Order Number will be prefilled if the record is linked to a Work Order.

• Customer: The Customer's Name is prefilled if the record is linked to a Work Order.

• Reference: The Reference from the Work Order which is prefilled.

• Item: A dropdown list of Items for users to select one. Only applicable if a Work Order Number was entered.

• NCR No.: An NCR No is prefilled if applicable. The Operator may also select:

  • Not linked to NCR: Ordinary timekeeping record.

  • NCR Pending: The timekeeping relates to a non-conformance report.

• Operator: A dropdown list of Operators for users to select one.

• Team: A field to type the number of Team members.

• Cost Centre: A dropdown list of Cost Centres for users to select one.

• Rate: 

  • The Hourly Rate for the job that the timekeeping record is for.

  • If a Cost Centre is selected, the rate is automatically entered from the Cost Centre.

• Tracking Field 1: Details of the item that is being tracked based on the Work Order Number and selected Cost Centre.

• Tracking Field 2: If tracked, users can select a Tracking option from this list:

  • Downtime

  • Setup

  • Run

  • Washup

• Started: Fields to select the Start Date and Time from the calendar and time chooser.

• to: Fields to select the End Date and Time from the calendar and time chooser.

• Time (hr/s): This field is automatically calculated after the times are entered and Save (button) is clicked. It is the difference between the Start and End times.

• Cost: This field is automatically calculated after the times are entered and Save (button) is clicked as follows: Duration x Number of Team Members x Hourly Rate. (If any of those fields are zero, the cost will also be zero.)

• Work Shift: A dropdown list of Work Shifts for users to select one.

• Completed: A field to type the number of Products Completed.

• Spoiled: A field to type the number of Products Spoiled.

• Note: A field to type a Note about the Timekeeping record.