Timekeeping Module

Settings

General Settings

 ℹ️ These settings manage timekeeping for the Mobile and Tracker apps.

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

• Mobile App > Timekeeping: Capture Signature on Timekeeping Start and Stop: Checkbox. If checked the signature fields are displayed for customers or managers to sign (touchscreen devices). The signatures are captured as images.

• Mobile App > Timekeeping: Enable Geolocation on Start/Stop: Checkbox. If checked the user's location is captured when a travel timekeeping record is started and stopped. The user must consent to this (grant the permission on their devices).

• Tracker > Timekeeping:  Alternate Caption for 'Complete Qty': Field to type a different caption.

• Tracker > Timekeeping:  Alternate Caption for 'Spoiled Qty': Field to type a different caption.

• Tracker > Timekeeping:  Auto-Logout after Start - Seconds (0 = Disable): Field to enter the number of seconds, or zero.

• Tracker > Timekeeping:  Auto-Logout after Stop - Seconds (0 = Disable): Field to enter the number of seconds, or zero.

• Tracker > Timekeeping: Enable Attachments:  Checkbox. If checked, attachments can be added to timekeeping records.

• Tracker > Timekeeping:  Enable Downtime: Checkbox. If checked, downtime is enabled. 

• Tracker > Timekeeping:  Enable NCR: Checkbox. If checked Non-Conformance Reporting is enabled.

• Tracker > Timekeeping:  Enable Notes: Checkbox. If checked, notes can be added to timekeeping records.

• Tracker > Timekeeping:  Enable Teams: Checkbox. If checked, one user can record the time for the entire team.

• Tracker > Timekeeping:  Enable Time & Attendance: Checkbox. If checked, time and attendance is enabled.

• Tracker > Timekeeping:  Mode: A dropdown list with the following options:

  • Scan/Enter Trans No.: Users must enter or scan a transaction number to start timekeeping for the transaction.

  • Scan/Enter Item ID: Users must enter or scan an item ID to start timekeeping for producing that item.

  • Scan/Enter Service ID: Users must enter or scan a service item ID to start timekeeping for performing that service.

  • Production Planning: Active tasks are automatically displayed on the Tracker. Once complete, they are removed.

• Tracker > Timekeeping:  Record Quantities: Checkbox. If checked, users are requested to input quantities completed and spoiled (if the standard captions are used).

• Tracker > Timekeeping:  Update Status: Checkbox. If checked, completing a job on timekeeping can update the job's status elsewhere (e.g. on Production Planning).

Transaction Settings

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

The following settings can be added to multiple Transaction Types (e.g. Work Orders, Sales Orders, Delivery Notes, Task Orders). The checkboxes in the Value column must be checked to enable timekeeping:

• Mobile App > Timekeeping: Enable Transaction: Allows timekeeping to be recorded against the transaction in the Mobile app.

• Timekeeping > View/Edit in Timekeeping Module: Transfers the timekeeping record to the timekeeping module where it can be viewed or edited.

• Tracker > Module: Timekeeping: Allows timekeeping to be recorded against the transaction in the Tracker app.

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 selected filters.

• New: Creates a new timekeeping record.

• Actions > Batch Update: Updates all the selected records when 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 here: Menu (button) > Edit Reference lookup list).

  • NCR: Provides a dropdown list of all the NCRs for the timekeeping record to be linked to one.

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

• Menu:

  • Reset Data Filter: Resets the selected data filters.

  • Show Note: Displays any timekeeping note.

  • Views

    • Default: Displays a grid view of timekeeping records.

    • Dashboard: Displays a visual summary of timekeeping records.

  • Actions

    • Synchronise with open Transaction: Synchronises the timekeeping records if they are opened in their own panel.

  • Settings

    • Edit Reference lookup list: Create or edit a lookup list to use as timekeeping references. The reference is 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.

  • Export

    • 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 (next to the top row of buttons on the right): 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 production-related Tracking options for users to select one or All.

• Type: A dropdown list of all the modules for users to select a specific module or All. For example:

  • Transaction

  • Project

  • Service Manager

  • Clocking (Time and Attendance)

• Exceptions: A checkbox. If checked shows only 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

ℹ️ The displayed times depict the time zone that the server is in. If users access the server from a different time zone, the time may not match their local time.

• 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 Workstation. When an Outwork Service is selected, the Workstation field is cleared and hidden.

• 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 are set if only one Transaction Type is enabled for these modules. 

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

• Text3: User-defined text field inputs (as per the Transaction Type). The captions are 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 distance travelled in kilometres.

• 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. If checked only displays 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. If checked there is a start signature.

• Sign (Stop):  A checkbox. If checked 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. (If Google Maps is installed on the device.)

  • Open Stop Location in Google Maps: Opens Google Maps and displays the Stop Location.  (If Google Maps is installed on the device.)

• 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 > Show Signatures: Toggles showing the start and stop signatures. 

Fields Explained

ℹ️ The displayed times depict the time zone that the server is in. If users access the server from a different time zone, the time may not match their local time.

• 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.  Statuses cannot be changed to approved if the timekeeping record is still active (i.e. there is no end date and time). However, the Status can be changed to Cancelled.

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

• Type: The type of record. Users should click Save (button) after selecting a Type to display the correct fields. The dropdown list:

  • Unlinked: The timekeeping is not linked to a specific item. Users must type a note to explain what they are doing.

  • Transaction: Users can select a transaction from the dropdown list.

  • Project: Users can select an active task from a project.

  • Service Manager: Users can select a service manager ticket or task.

  • Clocking: Records users clock in and clock out times.

• 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 a reference or to select one from a lookup list. 

• Trans: A dropdown list to select a specific Transactions where the Timekeeping module is enabled.  If a transaction is selected, the Customer is set from the selected transaction. Only displayed if Transaction is selected as the Type.

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

• 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). Only displayed if Transaction is selected as the Type.

• NCR: A dropdown list to select whether the record is linked to an NCR or not. Only displayed if Transaction is selected as the Type.

• Project: A dropdown list of projects for users to select one. Only displayed if Project is selected as the Type.

• Task: A dropdown list of active tasks linked to the selected project. Only displayed if Project is selected as the Type.

• Service Manager: A dropdown list of Service Manager Ticket Numbers for users to select one. Only displayed if Service Manager is selected as the Type.

• 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 production 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 is displayed. If the block is blank, there is no signature.

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

Related Topics

• Tutorial: Timekeeping Module

• Reference: Mobile App > Timekeeping

• Reference: Tracker App > Timekeeping

• Tutorial: Mobile App > Timekeeping

• Tutorial: Tracker App > Timekeeping