TimeSite & ExpenSite Offline Utility 4.0

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1 User's Guide to TimeSite & ExpenSite Offline Utility 4.0 By DATABASICS, Inc.

2 Table of Contents Starting Up 1 Introduction 1 Logging On 1 User Profile 1 Offline Work Files 2 Timesheets 3 Creating a New Timesheet 3 Modifying an Existing Timesheet 3 Entering Time 3 Expense Reports 4 Creating a New Expense Report 4 Modifying an Existing Expense Report 4 Entering Expenses 4 Uploading 6 Uploading a Timesheet or an Expense Report 6

3 Starting Up Introduction DATABASICS TimeSite and ExpenSite Offline Utility (TEOffline) enables users to enter timesheets and expense reports while not connected to the Internet or intranet. The offline utility is an executable that must be loaded onto each computer on which offline timesheets and expense reports will be created. The very first time the utility is used, users must download an offline work file. This file acts as a template that can then be reused week after week to create new timesheets or expense reports. Users can their completed reports to a proxy or they can connect and upload the reports to the on line system once an Internet connection is available. Logging On The Offline utility can be accessed from the windows start menu under DATABASICS TESite => TEOffline. To logon: 1. Enter your employee ID in the ID field 2. Enter your password in the Password field. 3. Click on the OK button. Password verification will be performed when attempting to connect to the server to download an offline work file or to upload a timesheet or expense report. User Profile A default user profile is created when the offline utility is installed. The profile needs to have the URL location of the on-line TESite application as well as the directory where the offline work files are located. If a connection to the on-line application fails, verify the profile is setup correctly. To setup your profile: 1. Select File and then Setup Profile from the menu. 2. Enter the full URL location of the on-line application in the URL Location field. 3. Verify that the URL is correct by clicking on Test URL. 4. Enter your address in the Address field. 5. Enter the SMTP host name in the SMPT Host field. 6. Select a directory to save the offline work files in the Reports Location field. 7. Click on Save. TimeSite & ExpenSite Offline Utility 4.0 1

4 Offline Work Files Offline work files act as templates that are used to create timesheets and expense reports. To create an offline timesheet or expense reports, users must have an offline work file on their computers. So the first time the offline utility is accessed, users must download an offline work file. This file can be reused over and over again to create new timesheets and expense. There is no need to re-download this file unless users want to update their WBS templates or the on-line site has been updated and a new version of the offline work file is required. For Timesheets, only one offline work file is needed. For expense reports, one offline work file is need for every report type. An offline work file can be created and downloaded to a users computers directly from the offline utility (automated process) or it can be simply created so that users can save it to a disk and install of their computers (manual process). To download an offline work file from within the offline utility (automated process): 1. From the TEOFFLINE Options window select Create a New Timesheet or Create a New Expense Report option and click on Next or select File, New, and then Timesheet or Expense Report from the menu. 2. Select Download a new offline work file. 4. For an Expense Offline Work File, select a Report Type and click OK. To simply create an offline work file (manually process): 1. Logon to TESite 2. Click the Offline link 3. In the Offline Utility Page, select either: Create Timesheet Offline Work File or Create Expense Offline Work File by clicking on the appropriate link. 4. In the Create Offline File window, complete the name field and indicate whether you wish to be notified by when the file is completed. The file can be sent via as an attachment. 5. For an Expense Offline Work File, select a Report Type. 6. Click the Generate button. 7. If the option was selected, check your inbox and save the offline work file to a disk for later use 8. If the option was not selected, wait an interval and then click the Refresh button on the Reports List Page 9. Once the status shows Completed, click on the indicated report name. 10. Right mouse click on the link and choose Save Target As. 11. Enter a file name and click Save TimeSite & ExpenSite Offline Utility 4.0 2

5 Timesheets Creating a New Timesheet The first time the offline utility is accessed, users must download a timesheet offline work file. This file will act as a template that can be reused over and over again to create new timesheets (see offline work files above). To create a new timesheet: 1. From the TEOFFLINE Options window select Create a New Timesheet option and click on Next or select File, New, and then Timesheet from the menu. 2. Select Use current offline work file. If this is the first time using the application select Download a new offline work file. 4. On the calendar, click on the appropriate red reporting ending date. Modifying an Existing Timesheet To access a previously saved timesheet: 1. From the TEOFFLINE Options window select Open an Existing Timesheet option and click on Next or select File, Open, and then Timesheet from the menu. 2. Select the timesheet offline work file. Entering Time To enter time: 1. Click Add to add a line 2. Select a Time Code in the Time code field 3. Type in a WBS in the WBS fields. Use the scroll bars on top to view more fields. 4. Enter hours in the day fields. Use the scroll bars on top to view more fields. 5. Click on the white note icon to add notes. 6. Click on template to add lines from the WBS template. The WBS template can only be used to add lines from the template onto the timesheet. To add lines to the template, users must use the on-line application. 7. To delete a line, select the line and click on Delete. 8. To save your work, select File and then Save or click on the save icon on the tool bar. 9. See the uploading section below for details on how to upload the timesheet to the online system. TimeSite & ExpenSite Offline Utility 4.0 3

6 Expense Reports Creating a New Expense Report The first time the offline utility is accessed, users must download an expense offline work file. This file will act as a template that can be reused over and over again to create new expense reports (see offline work files above). To create a new expense report: 1. From the TEOFFLINE Options window select Create a New Expense Report option and click on Next or select File, New, and then Expense Report from the menu. 2. Select Use current offline work file. If this is the first time using the application select Download a new offline work file. Note: Work files are unique to report types. So if there is no work file already downloaded for the desired report type select Download a new offline work file. 4. Select a Report Type. 5. Click OK. Modifying an Existing Expense Report To access a previously saved expense report: 1. From the TEOFFLINE Options window select Open an Existing Expense Report option and click on Next or select File, Open, and then Expense Report from the menu. 2. Select the expense offline work file. Entering Expenses To enter expenses: 1. On the Expense Report Cover Page a. Enter a Report Title. b. Enter either a Date or a date range. c. If a Work Breakdown Structure (WBS) appears on the Cover Sheet, complete it by keying in valid codes. d. Click Next. 2. Click Add. 3. Select the appropriate Expense Type, and then complete the required and optional fields as appropriate. 4. Click the % icon to enter a WBS distribution. TimeSite & ExpenSite Offline Utility 4.0 4

7 5. Click the? icon to enter additional information. 6. Click the human stick icon to enter attendees. 7. Click Add to add another expense. 8. To delete a line, select the line and click on Delete. 9. Click the Mileage link and repeat steps 2 to 7 to enter mileage expense. 10. Click the Per Diem link and repeat steps 2 to 7 to enter per diem expense. 11. To see a summary of all the expenses click on Summary. 12. To go back to the cover page, click on the Report Title. 13. To save your work, select File and then Save or click on the save icon on the tool bar. TimeSite & ExpenSite Offline Utility 4.0 5

8 Uploading Uploading a Timesheet or an Expense Report Once the timesheet or expense report is complete, users need to submit their reports to the on-line application. If a connection to the Internet can be established, then users can upload the reports directly to the on-line application (automated process). Otherwise, users need to save the reports to a disk and then once logged on to the on-line application, manually upload the reports from the disk to the application (manual process). Users can also the file to a proxy administrator and have them upload the file. To upload a timesheet or expense report from within the utility (automated process): 1. From within the opened timesheet or expense report, select File and then Upload from the menu or click on the Upload icon on the tool bar. 2. Select Upload. 3. For timesheets, select an upload option: a. Select Append to the Current Timesheet to add hours entered in the offline timesheet to an online timesheet already in progress. b. Select Replace Current Timesheet to delete all hours previously entered in the online timesheet and replace them with the offline timesheet. 4. Click OK. 5. Once the upload is complete, Click OK to access the report on-line and release it for approval. If there were any errors during the upload, review the error log. To upload a timesheet or expense report manually: 1. From within the opened timesheet or expense report, select File and then Upload from the menu or click on the Upload icon on the tool bar. 2. Select Create File for Manual Upload to prepare the report for upload. The report will get save in a special format compatible with the on-line application. 3. Select Send the File as an Attachment to send the file as so that a proxy user can upload it. 4. Click OK. 5. Enter a directory location and file name. 6. Click on Save. 7. When on-line, logon to TESite. 8. Click the Offline link. 9. Select either Upload Timesheet File or Upload Expense Report File. 10. In the Upload File window, click the Browse button to search for and select the correct file entered in step 5. Note that the file must be in TXT format! 11. Click the Upload button. TimeSite & ExpenSite Offline Utility 4.0 6

9 12. A Service Status window appears, with the most recent upload at the top. If the Status is pending, wait an interval, then click the Refresh button. 13. When the Status is Complete, click the link in the Job Number Column to see the Job details. 14. To access the timesheet or expense report for validation and submission, go to TimeSite or ExpenSite and access the now uploaded timesheet or expense report. TimeSite & ExpenSite Offline Utility 4.0 7

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