The Timekeeping module is used to track the time used to perform tasks. This module can be opened in the Main panel to work as a freestanding Job Tracker or Timekeeping module in Standard, Touch or Mobile mode. It can also be opened in the application side-panel for Users that need to record the work they do in BOSEnterprise.

Discover Timekeeping

• Get Started
• Timekeeping Interface
  • Transactions View
  • Planning Board View
  • Timekeeping View

Get Started

Make sure to complete the following to ensure effective and accurate Timekeeping functionality.

• Transaction Types (see below)
• Staff
• User Settings

Transaction Types

Navigate to Main Menu > Setup > Settings > Transaction Types and complete the Production Timekeeping Setups. See image below:

Staff

Navigate to Main Menu > Setup > My Company > Staff > Edit Staff

Staff members need to be linked to a default Cost Centre. The Cost Centre's hourly rate will be used to calculate the cost of the time worked. In the Planning Board View, the Cost Centre will also be used to select the correct Stage (Work queue) when the User logs in. See image below:

User Settings

Make sure to set-up the following Timekeeping User Settings. For more about User Settings, click here.

Navigate to Main Menu > Setup > Settings > Users. See image below:

• 'Not linked' Tracking Codes from... - Select the Production type from which the Tracking Codes will be selected. This is used when tracking time which is not linked to a Transaction or to the Planning Board.
• Default Transaction Type - Select the Transaction Type against which you will be tracking time by default.
• Default View for Touch/Mobile display - This setting determines the default view which will be used on Touch or Mobile displays - Production Board View or Transactions View.
• Enable Logout - This setting enables/disables the Logout functionality which can be used when multiple users are using the same Touch or Mobile display. When Logout is not enabled, a Back button is displayed to navigate back to the tile menu.
• Set Status 'Complete' - This allows the User to set the Task's Status to Complete.
• Show 'New' Tasks - This will display all the new Tasks in the Tracking queue.
• Start - Select Tracking Code - This setting determines whether or not timekeeping records will be linked to Tracking Codes. Records are linked to Tracking Codes when the Start menu item is clicked. A Start menu item will be added for each Tracking Code in the format Start (Code).
• Stop - Add Notes - This setting determines whether or not the User will be prompted to add a Note when the timer is stopped.
• Timekeeping - Access Allowed
  • None - Access to the Timekeeping module is not allowed.
  • User - Only able to view Timekeeping records which are linked to themselves and not able to change any timekeeping records that were created by starting and stopping the timer.
  • Supervisor - Able to access and update all the Timekeeping records.

Timekeeping Interface

Navigation

Main Menu > Production (Customisable Module Title) > Timekeeping > View

1. Date Filter - This allows you to filter the records displayed in the data grid by date. You are able to select from the following date periods; No Date, User Date, Today, Yesterday, This week, Last week, This month, Last month, This year, Last year and Financial Year.
2. Trans - This allows you to filter the records displayed in the data grid by Transaction Type.
3. Staff - This allows you to filter the records displayed in the data grid by Staff member.
4. Data Grid - The data grid will show all the records within the filter parameters. The Timekeeping module opens the Timekeeping View by default, find more about the Timekeeping, Transactions and Planning Board Views below.
5. Menu - The Menu button provides the following additional functionality:
   • Show Notes - This will make all Notes linked to Tasks visible.
   • The Timekeeping Module provides the following Views to streamline Job Tracking.
     • Transactions View (more below)
     • Planning Board view
     • Timekeeping View

Transactions View

The Transactions View allows you to Track time linked to Items on Transactions.

The Task list in the Transactions View depends on whether or not the Transaction Type uses Estimating. If the Transaction Type does not use Estimating, the Transaction Items that have been assigned to you (The active User) will be displayed. If the Transaction Type does use Estimating, the Services linked to your Cost Centre will be displayed.

Navigation

Main Menu > Production (Customisable Module Title) > Timekeeping > View > Menu > Transactions View

1. Refresh - This will refresh the Transaction View.
2. Select - Click the Select button to change the Task list. The Transaction lookup list depends on your Access Setting as follows:
   • User - You will only be able to select items that are assigned to you or if the Transaction Type uses Estimating, you will be able to select Cost Centres linked to the same Production Type as your Cost Centre.
   • Supervisor - You will be able to select any Transaction Items or Cost Centre.

Once you've clicked on the Select button, the Select interface will appear. Here you are able to select another Item or Cost Centre. See image below:

To Start a Task simply right-click on a task and select Start. With touch screen devices you can simply press on the Task. The Start (Not linked) option can be used to record time that is not linked to a task. See image below:

• The start menu will also contain items to Open Transaction or View Timekeeping linked to the selected Task.

Once the Task has started it will move to the top of the Task list and the Hrs indicator on the right will display green.

When the Task is completed or must be stopped, simply right-click on the Task again and select Stop with its respective Status. See image below:

• Select Edit Note to add a note to the selected task without stopping the Timer.

When a Task is stopped Users are prompted to enter a Note. Simply enter your notes in the text field and click Finish.

Once you've clicked Finish the Status colour of the Task will change to Complete and the Hrs indicator will display the total duration of time used to complete the Task. See image below:

Planning Board View

The Planning Board View allows you to Track time linked to Planning Board tasks (see image below).

The Planning Board View integrates closely with the Planning Board and is ideally used for shop-floor Job Tracking. Based on settings it can be a simple one-click start / stop operation or Users can be prompted to select a Tracking Code when Starting and to add quantities and a Note when stopping.

Navigation

Main Menu > Production (Customisable Module Title) > Timekeeping > View > Menu > Planning Board View > Select desired Planning Board

The Planning Board View has the same workings as the Transactions View where the Select button is used to select a different Task list / Planning Board Stage.

Timekeeping View

The Timekeeping View is displayed by default when the Timekeeping Module is opened.

This view is used to view and manage the timekeeping records. Similar to all the other modules in BOS Enterprise, it consists of a button bar, data filter and a grid list of timekeeping records. You can open a timekeeping record by double-clicking it or by right-clicking the item to open the popup menu.

Records can be added manually and they will be flagged by a red block on the left of the data grid.

Records that havee been created by starting and stopping the timer will be flagged in white and only the Note can be updated by Users. Supervisors are able to update all the fields on these records, however.

Navigation

Main Menu > Production (Customisable Module Title) > Timekeeping > View > Menu > Timekeeping View

1. Display - This shows your active filters set in the Data filter.
2. 
   
3. Trans - This indicates the Transaction Type.
4. No. - This indicates the Transaction's number.
5. Item No. - This indicates the Item's number.
6. Description - This shows the job description.
7. Cost Centre - This indicates the Cost Centre linked to the job.
8. Customer - This indicates the Customer linked to the job.
9. Staff - This indicates the Staff member whom performed the Task.
10. Date - This indicates the date when the Task was performed.
11. Start - This shows the time when the task was started.
12. End - This shows the time when the task was completed.
13. Cost - This indicates the Cost linked to the Task.
14. Hour/s - This indicates the duration of the Task, this is calculated from the Start and End times.
15. By right-clicking on a record allows you to do the following:
    • Edit - This allows you to manually edit a Timekeeping record. This can also be achieved by double-clicking on a record. Once you've clicked on Edit the Edit interface will open (see image below).

This Edit interface will also appear when a new Timekeeping record is created. New Timekeeping records are created by clicking on the New button in the Timekeeping Interface's Timekeeping View.

a. Trans No - This indicates the linked Transaction number.

b. Customer - This indicates the Customer linked to the Transaction.

c. Reference - This indicates the Transaction's reference.

d. Service - Select the appropriate Service for the Task.

e. Staff - Select the Staff member who is performing the Task.

f. Cost Centre - Select the Cost Centre.

g. Prod. Code - Select the Production Code for the Cost Centre.

h. Started - Enter the date and time when the Task is started.

i. Ended - Enter the date and time when the Task is ended.

j. Note - This field allows you to add notes to the Task, e.g., Task delayed because of tooling issues.

k. Note Text Field - This allows you to type any custom Notes you wish to add to the Task.

l. Hour/s - This field will automatically populate from the times specified in the Started (h) and Ended (i) fields.

m. Rate - This field will populate from the Cost Centre (f) and Prod. Code (g) selected, however you are allowed to alter the Hourly Rate here.

n. Cost - This field will automatically populate with the Cost of the Task.

• Copy - This allows you to copy the Timekeeping record.
• Delete - This allows you to delete the Timekeeping record.
• Open Transaction - This will open the linked Transaction.