Project management Accounting -6

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welcome back again to the project management accounting Basics and today we are going to discover

discuss about uh timesheet submission now how timesheets users will submit in

d365 what is the process and the various configurations relating to the timesheet

that we are going to discuss so what is timesheet why timesheet required

timesheet means uh recording the labor hours meaning uh

see whoever working for any immense any company they they need to book their

timing for building right so it may be depends on fixed price fixed price

project or time and material project but for example uh company

working on the project for uh for Company B Company B and a agreed

for a fixed price uh contract that means uh they they be not bother about the

employees how many uh Finance Consultants or technical concerned are

involved in their project because it is a fixed price billing uh so what is the

price they already discussed each other and uh the same price uh their uh a

company building to the B company and B company is paying to the company uh

maybe some uh some other companies are there maybe they will go with uh

how much time they spend uh at that time whatever the hovers they uh

invested for that particular project they will claim uh from the customer the

customer in the since B company from the B company they will uh uh the a company

will Bill to the B company so that uh B

company will pay to the hours work invested by the a company labels

okay that is the overall concept of timesheet and

coming to timesheet a process in the d365 first of all create timesheet I it

may be creation of timesheets it will be from new timesheet or we can extract

from the timesheets previous timesheets favorites those things we can do manual

are timesheet from the copy from the previous timesheet or from the favorites

we can take the lines lines of the timesheet and later once the creation of

timesheets then they will submit to the workflow

workflow is approved it may be Auto post uh it may be Auto post like uh they if

what is the design behind the workflow if it is auto post it will uh post

automatically otherwise uh it will be manual posting then once the posting is

completed it will create the uh journals it will create the project

labor journals whatever the project they submitted for a time in that uh

particular project a user can see the posted transactions for that uh employee

or labor okay these are the major things normally for timesheet things what are the

prerequisites means workflow is required for this timesheet and

timesheet period course uh what is the period like from Monday to uh

Monday to Sunday or Saturday to uh Sunday it depends on their requirement

uh what is the time sheet period course and

it requires employee setup without employee how they will book it right so

employee setup required because so normally it will be like this uh few

uh companies they will follow the workday

for uh they will maintain the work day uh

employees uh related information in the work day uh whatever the employees uh

whenever the new employee or old employee is terminated they will update

the details in the workday by the headshot team then same thing will come to the 365 it may be integration or it

may be through manual upload or something else uh once

data comes to the 365

worker worker record and user account uh will create uh once the worker worker

record is created once the worker record is created so that worker record can

um that worker record can create a worksheet in d365 so that that's that

means uh employee setup required in the employee setup timesheet period course need to be done and user relation user

relation in the sense uh user account in the system administration we have users

right user account and work worker relation supposed to be

there that I'll show you anyway but I'm uh just explaining the what are the

requirements needed for the timesheet there are a few timesheet parameters as

well in the project management parameters what required what not required what is the maximum hours

booking those type of fields available in the parameters level those we are

going to discuss and and posted timesheet from

approval and in this one approval timesheets it won't create anything once

the timesheet is posted it will create the labels and then we'll discuss

timesheet policy min max calendar audit Trail and absence reporting in this

session uh let's go and create the timesheet first for for example to

create the timesheet before going to timesheet creation I'll

show the user relationship how um how it will be assigned for example

system administration users in the user form we have all the users who are who

will access or who will access d365 if the user account is enabled they can

access the d365 these are the users we have currently in

oh sorry currently in d365 for example uh

here a liquor April we have a mail IDs here and uh the

a user account is enabled and we they can log into d365 when their account is

enabled status if it is disabled it will throw an error saying that you are not

authorized to log into the d365 application so

so here I am what I am trying to explain is that how user account is assigned to

the work uh what how relation will develop here from this screen so here you can see the

maintain versions in the maintained version see here this is the uh never

that means this employee not terminated still is in employment uh user ID is

this one person ID is this one I'll show you one more uh thing before yeah so person name is

there right let's take person name

and go to Human Resources where the employee

records will be available I'll go to the workers

I'll filter with the name

okay see this is the worker record and if you want to check the employment

history employment of this worker you can go to a worker Tab and click on

employment history you can see which legal entity this employee uh is working

currently employment is in usmf previously you see it is glsa and let me

drag it oh he is working in both the legal entities uh glsa as well as usmf

maybe I can create a in USM as well employment I'm starting

with January 1st

to never so his employment started in USSA as well

so now currently three Employments are there for this work okay

this is uh so let me uh show you how to

map this delete this one I'm just deleting and I'll do

again add back the same record anyway so

if I remove this see person go on here person relation gone

maintain versions grayed out if you want to build up the relation you need to map

the person here

filter with the person select and select and save it then you

can see the maintained versions enable status then you can click on and you can

check the uh relation

and one more thing uh

for any project how project and resource how it will be related how system will

recognize this person is working to this particular project

that I'll show you somewhere we need to set up right this

employee is working to this project so if you go to Resource list

okay

today few points I noted down

to explain it's okay here

you can see here there are many uh uh

employees let me go with this person

oh filter not working

let me

I'll go with this here liquor what is our name

I'll go with this filter where is that name begins with

Alika

it's not showing

hmm

okay

why it is not showing

okay uh how resource will be uh uh mapped to the project means for example

this uh iron first one only will take it

out uh and this is resource ID name sales price

of this cost price of this resource worker type calendar period uh

period types this I'll explain a bit later a period type now how we'll assign

the project as in projects we have here these are the projects assigned to this

particular uh particular

uh resource sorry

and I am trying to

add these projects as well which we created

okay I added and it's coming here as well so for Aaron corn

we have added few projects so now it is linked together

linked to each other resource and the project and later on I'll show that

how resource can be assigned here maybe I'll go to feature module

workers

um from here iron corn from here

projects you can check the his employment as well

I think it is in USA only previously that uh

Alika employment I just added right in ussi maybe that's not refreshed actually

this iron cone is belongs to a ussi only

so let's go with this here you have assign projects again from here we have

added there right automatically it will be vice versa uh

and if you add from the resource list of the project management it will appear in

the human resource uh and from the resource point you are adding uh

projects also fine it will pick okay let's go with uh know

period codes let me go to

so here employment details you can see and

here we create status [Music]

you you'll have the periods of this particular employee so it is like this a

one six two one until four and current uh data is there current dates

uh it is still 2018.

19 20.

so till 21 we have update worker periods

foreign

[Music]

period interval does not exist and the period table

so 12 1 12 it is there

maybe calendar also not there I think

so normally if you want to update uh latest periods this is what I need to do

for updating the periods so if

so period interval does not exist in the period table so

period interval is not there in the period table let me finish the

before that

working times you can see here calendar what are the working times and see here

you have open and close Uh current 8 AM to 12 p.m then this is 100 divisions you

see uh water open periods and closed

periods actually so here you can see working times

Saturday Sunday it's a closed period so there no need to submit the time compose

working times if you want to compose it this is the way to compose the uh

periods so you you can use from the template or you can

use manually by clicking ok

okay you understood right I'll go and create the timesheet now uh how to

create the timesheet from the project management accounting

our time and attendance also we have I'll go with project and management

accounting and

timesheet we have all timesheets my timesheets if you are submitting for viewers and you can go to the my uh my

time sheets and here all the timesheets available for the all employees and for

example take new timesheet periods in company ussi has

not been created for the Julia this person

so

so these are the basic errors when we create the timesheet we'll we'll

get it um let me go to

workers

I'm not sure whether employment is there for uh Julia for

ussi because I am currently logged in with this account so that's why

uh

USSA never employment is there

so let me go to here

period codes

Superior interval is not there this one uh let me check what is this error um

I'm not sure maybe Ledger calendar is the problem I think

so for this legal entity this is the physical calendar uh

uh let's see how many years it's created we have 2023 22 also we have I am let's

check this error message why it is causing

it maybe

let me check there so timesheet

hmm

so actually timesheet periods are not created over this one before this

we need to solve one more error that we are getting in the

resource form that not sure let's try

um human resource worker

and uh project

foreign

so here we can see one more thing like period code is uh this one and day week

starts on Monday update timesheet periods here and

I need from here to 24.

31

so timesheet periods created show timesheet periods if you want to

see this new H2O list

so timesheet periods it is not coming uh

generate periods

update

length of the period thank you

specific start date of the period and day week starts Monday

so both the timesheet periods as well as uh occur periods I am updating

let's take a bit time

so in now let's check the timesheet periods

and latest to oldest it is still 22 we got

still we need to create so we are in uh

2023 I'll give

you 100

.

normally they can use we can use this update timesheet periods as well as

update worker periods instead of generate if it is uh

like if timesheet periods are completed so we created for 2023 2023 is over to

for 2024 again we need to create it right so for that we can come here and

update a timesheet periods for the employees

oh

okay uh show timesheet periods

the newest oldest it is still 24 we created

a given 100 periods so I didn't calculated probably uh till so you can

create from here as well once the older periods are completed for the

timesheet periods worker periods also you can create from here okay and we have generate period and

generate periods maybe you can use for both and periods we created now

let's go back this is the period code and

uh resource scheduling calendar is this is the one they are following uh enable

project validation category validation we have here if you want to do that you

can do it and request start and stop time use efficient labor rate Max uh our

calendar if you want to put Max hover calendar you can assign here as well so

let's uh I'll there are many uh

things we can explain in this particular form but I'll stop here maybe in future

if I start with human resources maybe I'll explain those things so let's

cancel it create new timesheet see now we got the

timesheet period so if you if you want to book for

January month uh first so it's

January January month start so I given Monday date I think

so Monday start period right so Monday too it's uh eighth means 8th January

means Monday to Sunday so it is like that we defined like that

if you want to create from favorites you can do this one or click ok

so once you click OK this is the resource ID this is the Julia is the

person who is creating this time sheet this is timesheet period and worker

period currently it is in draft status and total timesheet submitted this is

the one so add the line here which legal entity you are trying to

submit ussi otherwise if you have any uh inter company inter company timesheets

you can select that particular legal entity So currently I'm using ussi and

project ID we need to select which project you are clocking the time

uh I'll go with our project

basic timesheet Pro time and material project okay

uh default category it came as this one maybe I'll use eight hours

once save it

you have external internal comments as well here you can update the comments

whatever the whatever you did in for this particular time we have that option as well

and we have Financial Dimensions if you uh to update the financial dimensions

for the lime level you can update it

say once it is saved total time she and time is timesheet total is eight hours

and we have General tab here sales tax group and item Sales Tax Group

assignment and financial Dimensions to assign the financial Dimensions here we

have Financial dimensions and

so from here you can submit the timesheet uh we have copy functionality

here timesheet copy from timesheet means if you want to copy from the previous time

sheets you can see you can select that particular time sheet which was

previously submitted uh for example I'll submit this to workflow maybe I'll show

you in the other timesheet creation how that copy functionality work so now we

submit a timesheet for January 1st to January 2nd to January okay

foreign so once it is submitted I'll show this

copy functionality

and the favorites functionality

foreign

you can update comments as well here if you want please approve my timesheet or

something like that once it is submitted and I'll do one

more thing before this timesheet

so I'll use this as a favorite as well favorites save as favorites

okay ah now I am trying to create the timesheet

for the second week of the January so I'll use January month only and here

till 8 we have Monday is the start date and click ok

so once this is done we have copy functionality you can copy from the timesheet previous timesheet date is

selected from Julia resource if you want to select you can select it so once you

click OK whatever previously you applied which project you selected what is the

category everything will come from that particular previous timesheet which you

already submitted you have copy from my Favorites we have you can copy from the

favorites as well it it will get created the line and we have my delegates here

so you can create the delegates if you are in options who supposed to create uh

your timesheet so admin is the person uh need to create my so for example uh this

one person going for annual vacation or some leave during that period who will

submit your timesheet that delegated name you are providing here

so till what date uh delegate is supposed to be there start date and end

date you can map so that that person can submit timesheet on behalf of you

okay so let's go to go back check I will

check the workflow it is in review status maybe I'm not

sure but how the workflow is designed whether it is auto approval or uh

is there any setup behind that that will check it out

in the workflow history how it is designed

so still absence reporting we need to

discuss today okay

okay

still pinning status

I think workflow bad jobs are running yesterday we checked up in the previous

class we checked we will wait for one more minute

to process the workflow

let me check again bad jobs foreign

related bad jobs

so it's executing only

yeah it's a

so Auto completion condition is there okay

okay oh wait for one more minute

mm-hmm

okay completion completed done

Let me refresh

it's approved status now

[Music] it is approved

post selected once it is posted

it will create the label have a lever hover Journal

and the project management accounting for that particular project

as I told you for our Journal it will be like a project cost will be debited and

payroll all creation will be credited so that will be the entry it depends on the project group setup as

well

meanwhile I'll go to that project to show the our Journal

posted transaction

cannot create a transition deadlock where one or more users say 17

is

okay anyway it's posted uh uh which project we posted I think basic

basic basic time and material project which we created

in the previous sessions that is the project we created we posted the entry

this is the one main step

poster transactions

[Music]

okay so today

of which date we posted January month right so here start date

is

see first one first line chargeable

View video watcher

once the tree is done as I told you see their project cost debited and payroll

allocation credited

as I showed you the calendar uh from where it will create means

organization Administration

calendars

see this is the calendar created working timings where we can

mention the hours per day so if it is Friday these are the uh eight hours

working timings uh 8 AM to 12

p.m it's 8 hours and one more is that you can add the ad here working timings

any if you have different shifts

and coming to we have timesheet policies as well

uh and the project management accounting

policies

so here timesheet policy

see here parameters

here we have company and Consulting Consulting uh sorry

contesso Consulting if you want a company's level or if you want the

dimension level or hierarchy level you can use this contest of Consulting as

well and I I need companies uh level and here policy rule type

parameter hovers for day you want her hours per week you want so hours per

week maybe we have two options here let's close this one

create new policy

here Max time

Max time per day maybe like that I'll give here uh companies

I'll go with this USSA

okay for this company and policy rule here we have

the at the down uh house per day uh create a policy rule

for the hours per day

foreign [Music]

few more parameters Fields I need to explain

after this uh later on absence reporting you we

need to do uh then yeah I'll stop

at this point [Music]

so in the I'll explain maybe you can try later for this one it's becoming a bit

late so I'll put this screen like this and may I'll jump into other fields that

I need to explain but you can what you can do is that you

can create a policy uh like a policy rule like how many hours

not supposed to be exceed like that maybe you create you can create your rule and test it uh it's supposed to

throw an error if it violated your rule and coming to next uh topic uh project

management parameters I am going to explain which uh relates to the

timesheet

the project management parameters

oh why just keep on

started it's taking time

here you can create see this one opened I mean well I'll complete this effective

date from when it's supposed to uh this policy rule need to applicable

maybe I'll give from 15th uh calendar for minimum uh hours per day

and calendar for maximum hours per day if you have you can give it out and give

and I'm giving a standard one uh anyway for the standard one uh

eight of us is there as we already checked that calendar allow user to

submit and approve but display warning message don't allow user to submit the

timesheet what type of error message do you want um don't allow maybe I'll try with this

message to be displayed

must be entered in the policy

translation

foreign

foreign

language

okay done I given something

this is display okay I'll try with this one the

translation that I need to select there maybe that's causing the issue so I'll

proceed with this allow user to submit and uh submit to the workflow but it's

supposed to send the warning message when the policy is violated

um

hmm

foreign

where it's supposed to enter

foreign

okay

it's not allowing only oh something's wrong with this

[Music]

uh okay I'll check this one later it's it's taking time

where it is coming almost here

new policy return policy we have option here

uh okay and after that you can test that

meanwhile I'll go to this parameters we have a few options uh to discuss

we have the day week start it is Monday maximum number of timesheets 0 means you

can create n number of timesheets uh for the same week and if it is one uh then

it will be it will allow for that particular period only one time sheet if

it is 2 2 it will allow use favorites favorites we can use or not from this

you will you need to enable this one if you want to use the favorites

minimum time increment and requires start and stop time if you want you need

to enable and then automatic posting

once the approval of time sheet allow date correction on the timesheet

block future time sheet if you want and the valid validate options next up since

uh thing we are going to discuss at that time uh how to validate it

whether a validate of options required or not maybe you can create one options

project if since

don't have maybe we can create one options uh project and we can test it

allow time sheet change region required times change reason display work item

notification these things are available here okay major fields in the parameters

and

we have options reporting we'll discuss this one now record the options what is

absence reporting to record the options time using project time sheets if you

want to record the any uh sorry

any employees of sessions we need to clock to that particular one of the

project then we can track the employees

who have taken leave for a particular period right so for that purpose options

reporting is required for options required I'll create one project uh

saying that options project

project category and Define parameters and these are the three things we need

to do let me create project

Diamond material uh sense

foreign

contract ID selecting one and

once this is done I'll stop here and remaining topics uh new I'll come with

new topic and the next episode I hope

timesheet creation these topics you understood

correlate with your company uh project and project that you are working

how you are clocking time and how the our company is taking amount from the

customer and when we take leave How We are

booking time which project We are booking time check that project how they

created how they did set up so that you can analyze how or how it is

happening in your company so that so that easily you can

understood the project management accounting

okay once this is done once the project is created

categories will create

together

project categories foreign

[Music] create new

and you can select

let me create from here I have since

used in product or project yes this will be used in Project

now come here absence

select the one using expense using production no

and category I will get Gary

and I'll select this one

absence save it

and you can create PTO electrically any type of categories that

you want to create it then once that is done

go to timesheet

new or maybe you can use this one already we

have one draft timesheet that I am trying to add the

line new line

and

here I have since oh that is in created status

maybe I'll use basic timesheet only

but category I'll use

for this category is not mapped with this project that is one more thing

let's go to this project

together then categories

assignment

oh sorry absence project let me go to

the projects all projects

absence project I'll change this to improv service

okay foreign

we'll select this parameter level uh I told you in a default

absence

here only data options and

project is not as in again that is one more problem

for this is okay it's game here and

here you can select what is this here

okay let me go to to go to this project

you can map default category default one or

Zen categories let me add this

to project

come on only one point is spending I can close

this session

we have one more thing our utilization as well

here you can mention the hover utilization uh billability definition

of billable rate utilization button not include according to line property

efficiency rate also you can mention billable rate also you can

so this is not coming because

category

let me go to Resource list

oh sorry

only one point here

okay resource so which resource We are booking

timesheet enjoy

Mist taking time for loading the resources

let me filter Julia starts with j

apply filter

here this person assigned projects

okay

why this project category not coming

ah the drop down list also category is not

coming

assign category absences and

resource

Julia

and

don't know okay I'll stop here I'll need

to check it out why this project category we selected options and

project we have created uh

enabled of sense to category

[Music] let me go to categories only

last final checking

oh let's get this

absence

foreign active in journals I think

this is the problem I guess

let me Google two timesheets again last

trial

so let me take the project

absence project yeah

so see a simple setup I just missed it and I am checking with the assign

validations whether it is up if it is uh we create if we created an illegal

entity and we did all the setups maybe we easily find out but in this scenario

I am thinking about assigning resources at the project level categories at the

project level those things but activate button is disabled the

category level so that is the problem you can book the timings like eight

hours for options or sick leave or any type of leaf you can

clock your time and you can post to the absence uh project or absence project or

categories uh different category substance Maps sickly will be their annual vacation or

different types of leaves will be there right so they can clock to that particular time

okay I'll stop here it's too late for me thank you all uh maybe in next session

I'll cover other topics yeah thank