Timekeeping Module

Settings

General Settings

Navigation: Main Menu > Setup > Settings > General (tab). 

• Mobile App > Capture Signature on Timekeeping Start and Stop: Checkbox, if checked the signature will be captured.

Transaction Settings

Navigation: Main Menu > Setup > Settings > Transactions (tab).

• Timekeeping > Select a Transaction (e.g. Work Orders (WO) > View / Edit in Timekeeping Module: Checkbox, if checked Work Orders are accessible in the Timekeeping module. 

• Tracker > Select a Transaction (e.g. Work Orders (WO) > Module: Timekeeping: Checkbox, if checked the Tracker is integrated with Work Orders' Timekeeping.

User Settings

Navigation: Main Menu > Setup > Settings > Users (tab).

• Mobile App > Timekeeping Mode: The options are Projects or Transactions.

• Other > Timekeeping – Access Allowed: The options are 

  • • None: No access to view Timekeeping records.

    • User: Users can only view their own Timekeeping records.

    • Administrator: Allows users to access Settings,  update the Start and End Date/Times, update the Status, use Batch Updates, and Delete records.

List View

Buttons Explained

• View: Generates a list of timekeeping records based on the displayed filters.

• New: Creates a new timekeeping record.

• Actions > Batch Update: Updates all the selected records when the Update (button) is clicked. The options are:

  • Status: Updates the Status to the one selected from the dropdown list.

  • Reference: Updates the Reference to the one selected from the dropdown list (the list is created via Menu (button).

• Delete: Deletes the selected timekeeping records. Administrator rights are required.

• Menu:

  • Reset Data Filter: Resets the selected data filters.

  • Views

    • Default: Displays a grid view of timekeeping records.

    • Dashboard: Displays a visual summary of timekeeping records.

  • Edit Reference lookup list: Create or edit a lookup list to use as timekeeping references. The reference will be displayed in the Reference field of the Production or Service Manager module.

  • Edit Downtime Codes lookup list: Create or edit a lookup list to use as downtime codes. The codes are used when recording downtime in the Tracker > Timekeeping > Planning Board mode.

  • Synchronise with open Transaction: Synchronises the record to the open transaction. Scroll up and down the transactions to view changes in the Timekeeping module.

  • Show Note: Displays any timekeeping note.

  • Email Excel: Opens the default email template and attaches the grid view in .xlsx format to an email.

  • Export Grid: Allows users to select a save location for the grid view in .xlsx format.

  • Layout & Grids

    • Save 

    • Save (All Users)

    • Restore Default (All Users)

Filters Explained

• Trans (top right-hand corner): A dropdown list of Transaction Types that have timekeeping records for users to select one or all.

• Set: Allows users to select a date option (e.g. Today, This week, or to select No Date to view all the records).

• Arrows: Adjusts the dates based on the selection under Set.

• Date ... to: Allows users to further refine the date selection.

• Customer: A dropdown list of Customers for users to select one or All.

• Staff: A dropdown list of Staff for users to select one or All

• Status: A dropdown list of Statuses for users to select one or All.

• Tracking: A dropdown list of Tracking options for users to select one or All.

• Exceptions: A checkbox that, if checked, will only show records that are exceptions. Exceptions are timekeeping mistakes (e.g. timekeeping is only a few seconds long, or the end time was edited to be earlier than the start time).

Fields Explained

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

• ID: The system-generated number for the Timekeeping record.

• Override Colour: A checkbox that is red if the record was overridden, and otherwise white.

• Status: The Status of the timekeeping record.

• Trans: An abbreviation indicating the Transaction Type.

• No.: The source transaction's number (e.g. Work Order number).

• Item No.: The system-generated number allocated to the line Item.

• NCR No.:  The system-generated number allocated to the Non-Conformance Report record.

• Caption:  The linked estimate's caption.

• Description: The Item's Description.

• Tracking: A description of the type of Tracking (e.g. Setup, Run, Washup).

• Cost Centre: A description of the Cost Centre (e.g. the machine the job was run on).

• Workstation: A description of the Work Station.

• Customer:  The Customer requiring the job. 

• Reference: The Reference selected on the timekeeping record.

• Task: A description of the Task.

• Text1: User-defined text field inputs (as per the Transaction Type). The captions will be set if only one Transaction Type is enabled for these modules. 

• Text2: User-defined text field inputs (as per the Transaction Type). The captions will be set if only one Transaction Type is enabled for these modules. 

• Text3: User-defined text field inputs (as per the Transaction Type). The captions will be set if only one Transaction Type is enabled for these modules. 

• Operator (Code): The Operator Code of the person who completed the timekeeping record.

• Day: The day of the week.

• Week: The week number.

• Operator (Full Name): The full name of the Operator who completed the timekeeping record.

• Start Date: The Start Date of the timekeeping record.

• @ (Start Time): The Start Time of timekeeping record.

• End Date: The End Date of the timekeeping record.

• @ (End Time): The End Time of the timekeeping record.

• Completed: The Quantity of the items completed.

• Spoiled: The Quantity spoiled.

• Team: The number of team members.

• Cost: The cost of the task.

• Hour/s: The duration of the task.

• Odometer Stop: The odometer reading when the trip was stopped. 

• Odometer Start: The odometer reading when the trip was started.

• Km: The mileage that was travelled.

• Override by: The name of the User who changed the timekeeping record and the date.

• Checked by: The name of the User who checked the timekeeping record and the date.

• Approval Note: Any note the User who approved the transaction wrote.

• Exceptions: A checkbox that, if checked, will only show records that are exceptions. Exceptions are timekeeping mistakes (e.g. timekeeping is only a few seconds long, or the end time was edited to be earlier than the start time).

• Location (Start): The Start location of the trip.

• Location (Stop): The Stop location of the trip.

• Sign (Start): A checkbox that if checked indicates there is a start signature.

• Sign (Stop):  A checkbox that if checked indicates there is a stop signature.

• Menu (...): A context menu that can also be accessed by right-clicking a line item.

  • Edit: Allows users to Edit the record.

  • Copy: Allows users to Copy the record.

  • Delete: Allows users to Delete the record.

  • Open Transaction: Opens the underlying transaction (e.g. Work Order).

  • Open NCR: Opens a linked non-conformance report record.

  • Open Start Location in Google Maps: Opens Google Maps and displays the Start Location.

  • Open Stop Location in Google Maps: Opens Google Maps and displays the Stop Location.

• Stage: A description of the Production Stage.

Edit View 

Buttons Explained

• ⬆️⬇️ : Navigates to the next or previous timekeeping record.

• New: Creates a new timekeeping record.

• Copy: Copies the timekeeping record to create a new one.

• Delete: Deletes the timekeeping record.

• Save: Saves the timekeeping record.

• Menu: Toggles showing the start and stop signatures. 

Fields Explained

• Status: A dropdown list of Statuses for users to select one. When the Status of a Transaction is changed to Complete (Complete Status Group), all the Timekeeping linked to the Transaction is stopped.  

• Status Note: A field for users to type in an optional status note.

• Customer: The name of the Customer. The field is disabled when a transaction is selected.

• Operator: The person who completed the timekeeping record. Can be selected from a list of Staff that are marked as Operators.

• Workstation: A dropdown list of Workstations for users to select one. The Hourly Rate is set from the linked Cost Centre. 

• Reference: A field to type in a reference or to select one from the lookup list.

• Trans: A dropdown list to select a specific Transactions where the Timekeeping module is enabled.  If a transaction is selected, the Customer will be set from the selected transaction.

• Item: A dropdown list to select a specific Item on the Transaction.  If the Transaction only has one item, it is auto-selected.

• Service:  A dropdown list of Services linked to the selected Transaction Item. Applicable when Transactions use Estimates or Costings.  The Service lookup shows the parent assembly (Code > Description). 

• NCR: A dropdown list to select whether the record is linked to a NCR or not.

• Started: The date and time that the timekeeping was started.

• Ended: The date and time that the timekeeping was ended.

• Duration: The duration of the timekeeping.

• Team: The number of Team members that work on a task.

• @: The Cost per hour of the selected Cost Centre.

• Cost: The Total Cost of the task. Calculated as Number of Hours x Rate x Number of Team Members.

• Tracking: A dropdown list to select the type of tracking done (e.g. Setup, Run, Washup).

• Completed: The Quantity of the item that was completed.

• Spoiled: The Quantity of the item that was spoiled.

• Note: A field to type in a note of the task completed.

• Signature (Start): If Show Signatures is checked under Menu (button), the Start signature block will be displayed. If the block is blank, there is no signature.

• Signature (Stop): If Show Signatures is checked under Menu (button), the Stop signature block will be displayed. If the block is blank, there is no signature.

Related Topics

• Tutorial: Timekeeping Module