Timekeeping Module Tutorial

Viewing Timekeeping Records

How to Display a List of Timekeeping Records

1. Navigate to Timekeeping.

2. Apply any of the filters (as described below).

3. Click View (button).

How to Filter Timekeeping Records by Date

1. Navigate to Timekeeping.

2. Select a Date option next to Set (e.g. Today, This week, or No Date).

3. Refine the date selection in the date fields below (if available).

4. Click View (button).

How to Filter Timekeeping Records by Customer

1. Navigate to Timekeeping.

2. Select a Customer from the dropdown list next to Customer.

3. Click View (button).

How to Filter Timekeeping Records by Staff Member

1. Navigate to Timekeeping.

2. Select a Staff Member from the dropdown list next to Staff.

3. Click View (button).

How to Filter Timekeeping Records by Status

1. Navigate to Timekeeping.

2. Select a Status from the dropdown list next to Status.

3. Click View (button).

How to Filter Timekeeping Records by Tracking

1. Navigate to Timekeeping.

2. Select a Tracking option from the dropdown list next to Tracking.

3. Click View (button).

How to Filter Timekeeping Records by Transaction

1. Navigate to Timekeeping.

2. Select a Transaction from the dropdown list next to Trans (next to the top row of buttons).

3. Click View (button).

How to View Timekeeping Exceptions

ℹ️ Timekeeping exceptions are those that do not conform to normal timekeeping norms (e.g. the end date is sooner than the start date, or the record is only a few seconds long.)

1. Navigate to Timekeeping.

2. Check the checkbox next to Exceptions.

3. Click View (button).

How to Open a Linked Transaction

1. Display a list of Timekeeping Records.

2. Right-click the applicable entry and select Open Transaction from the context menu to view the source transcation.

How to Open a Non-Conformance Report

1. Display a list of Timekeeping Records.

2. Right-click the applicable entry and select Open NCR from the context menu.

How to View a Start Location in Google Maps

1. Display a list of Timekeeping Records.

2. Right-click the applicable entry and select Open Start Location in Google Maps from the context menu.

How to View a Stop Location in Google Maps

1. Display a list of Timekeeping Records.

2. Right-click the applicable entry and select Open Stop Location in Google Maps from the context menu.

How to View Job Progress on a Work Order

1. Open the Work Order you want to view (e.g. Main Menu > Production > Work Orders > Double-click a Work Order that has been planned).

2. From the open Work Order, click Menu (button) >View / Edit Production Planning.

3. A list of jobs, number of hours and Progress % will be displayed.

   • Note: If the job has not yet been started, the number of hours will be the estimated number of hours.

Creating and Editing Timekeeping Records

How to Create a Timekeeping Record

1. Navigate to Timekeeping.

2. Click New (button).

3. Fill in the details as follows:

   1. Status = Select a Status. By default, a new record is set to Pending. The Status can be used to Approve timekeeping records.

   2. Status Bar = Type a Note (optional).

   3. Customer = Select a Customer from the dropdown list.

   4. Operator = Select an Operator from the dropdown list.

   5. Workstation = Select a Workstation from the dropdown list.

   6. Reference = Select a Reference from the dropdown list.

   7. Trans = Select a Transaction from the dropdown list to link the timekeeping to, or select Unlinked.

   8. Item = If a Transaction is selected, select an Item on the transaction to link to.

   9. Service = Select a Service from the dropdown list if applicable (e.g. if the selected transaction has a service component).

   10. NCR = Select one of these two options:

       1.  Not linked to NCR: An ordinary timekeeping record.

       2. NCR Pending: The timekeeping record is for goods or services that are non-conform (e.g. remaking items because they were wrong).

   11. Started = Fill in the date and time. The date and time at which the New (button) was clicked is filled in but can be edited.

   12. Ended = Fill in the date and time when the job is complete. 

   13. Team = Fill in the number of team members that are working on the job.

   14. Tracking = Select an option from the dropdown list if applicable:

       1. Setup: The time it takes to set up the job.

       2. Run: The actual job.

       3. Washup: The time it takes to clean up after the job.

       4. Downtime: The time lost due to some problem such as maintenance. 

       5. Adjust Qty: The time spent because of adjusted quantities.

       6. Travel: The time spent travelling to a location.

   15. Completed = Type the number of items that were completed in the adjacent block.

   16. Spoiled = Type in the number of items that were spoiled in the adjacent block.

   17. Odometer Start = Type in the vehicle's start odometer reading. 

       2. • Note: This field only appears if Travel is selected under Tracking and Save (button) is clicked.

   18. Odometer Stop = Type in the vehicle's odometer reading at your destination. 

       2. • Note: This field only appears if Travel is selected under Tracking and Save (button) is clicked.

   19. Travel (km) = This field will be calculated based on the Start and Stop Odometer readings. You can also enter the km and the Stop Odometer reading will be adjusted accordingly.

       2. • Note: This field only appears if Travel is selected under Tracking and Save (button) is clicked.

   20. Note = Type additional information about the job or the task in the block.

4. Click Save (button).

How to Edit a Timekeeping Record

1. Display a list of Timekeeping records.

2. Right-click the applicable entry and select Edit from the context menu.

3. Make any changes (see How to Create a Timekeeping Record above).

4. Click Save (button).

How to Copy a Timekeeping Record

1. From within a Timekeeping record, click Copy (button).

2. From a list of Timekeeping records, right-click the applicable entry and select Copy from the context menu.

3. Confirm the Copy on the popup.

How to Delete a Timekeeping Record

1. From within a Timekeeping entry, click Delete (button).

2. From a list of Timekeeping entries, right-click the applicable entry and select Delete from the context menu.

3. Confirm the Deletion on the popup.

How to Change Timekeeping Statuses

Statuses can be used to approve records and are ideal if customers are billed hourly. Once a record is in an Approved status, the record is read-only. Set the Status back to Pending to make edit, if required.

1. Display a list of Timekeeping records.

2. Select the entries you want to change (use Ctrl + left click to multi-select).

3. Click Actions (button) > Batch Update.

4. Select Status from the dropdown list next to Update.

5. Select a Status from the dropdown list in the adjacent block.

6. Click Update (button).

7. Confirm the change on the popup.

Note: Statuses can also be updated within the timekeeping record.

How to Change Timekeeping References

1. Display a list of Timekeeping records.

2. Select the entries you want to change (use Ctrl + left click to multi-select).

3. Click Actions (button) > Batch Update.

4. Select Reference from the dropdown list next to Update.

5. Select a Reference from the dropdown list in the adjacent block or type a reference if there is no list.

6. Click Update (button).

7. Confirm the change on the popup.

How to Display / Hide Notes

1. Display a list of Timekeeping records.

2. Click Menu (button) > Show Notes. If checked, notes will be displayed.

Creating and Editing Lookup Lists

How to Create or Edit a Reference Lookup List

1. Navigate to Timekeeping.

2. Click Menu (button) > Edit Reference lookup list.

3. In the block that opens, type a list of entries, one entry per line that users should select for the reference.

   • Entries can be deleted using the backspace key.

   • Entries can be edited by overtyping them.

4. Click OK (button).

How to Create or Edit a Downtime Codes Lookup List

ℹ️ This list applies to the Tracker App. Users are prompted to select a code if they record Downtime.

1. Navigate to Timekeeping.

2. Click Menu (button) > Edit Downtime Codes lookup list.

3. In the block that opens, type a list of entries, one entry per line that users should select for the reference.

   • Entries can be deleted using the backspace key.

   • Entries can be edited by overtyping them.

4. Click OK (button).

Related Topics

• Reference: Timekeeping Module