M4 Systems. Advanced Timesheets and Expenses (ATS&E) User Guide

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1 M4 Systems Advanced Timesheets and Expenses (ATS&E) User Guide M4 Systems Ltd Tel: International: +44 (0)

2 Table of Contents Operating the Application General Notes Moving through Application Hide / Show Menu Scrolable Columns Width Administrator Menu Organisations Creating New Organisation Using Different Organisation Calendars Adding New Calendar Fiscal Periods Tab Shut Down Periods Public Holidays Non-Working Days Organisational Units Creating New Organisational Unit Adding GL Segment Codes Rates Adding New Rate Variable Time Codes User Roles Creating New User Role GL Codes Tab View Documents for OUs Tab Project Types Tab Users Adding New User GL Codes Tab Project Types Tab Currencies

3 Adding New Currency VAT Adding New VAT Project Codes Adding New Project Code GL Codes Recharge GL Codes Credits Add New Credit Time Codes Creating New Time Code Expense Codes Create New Expense Document Types Creating New Document Type Timesheet Document Type Expense Document Type Organisational Unit Tab User Roles Tab Project Codes Tab Expense Codes Tab Labels Tab GL Constrains Tab GP Link Configuration Reports Org Unit Tab User Roles Tab Settings General Tab Tab Import Tab Import Rates Example Import Users Example Logo Tab

4 Registration Tab Expense Tab Cost Categories (PA) Timesheet Tab Export for Header and for Line Custom Fields Example 1- Custom Fields User Menu User Reports Missing/Incomplete Report Timesheets My Timesheets Creating New TimeSheet Submit a Timesheet Example 2- TS with Regular Rate Example 3 - TS with 2 Different Time Codes Example 4 - TS with Non-variable TC and Hours Document Type Example 5 - TS using Multiplier Timesheets to Approve Approve Timesheet Approved Timesheets Status History Amend TS Post to GP History Timesheets Status History GP Documents History Timesheet Details Expenses My Expenses Add an Expense Attachments Submit an Expense Exporting Expense

5 Expenses to Approve Approve Expense Approved Expenses Status History Amend Expense Line GL account Export Expense Post to GP History Expenses GP Documents History Expense Details Example 6 - EX using Application code and Recharge set Example 7 - EX using GL code Using Analytical Accounting Features

6 Operating the Application For first access, use the same user as from the installation. This user has Admin rights and has defined account. Use Note: To run the application from client, Silverlight needs to be installed. If not installed IE browser itself will prompt to install. 005 Verify the Application version on the top right corner. Select Username and Password and click on Login button. When logged the first window that opens is the My Timesheets window which is listed last as a section of the menu: There are two different sections on the left pane, Administration Menu for users with admin rights and a User Menu.

7 Administrator Menu is consisted of: User Menu is consisted of: 006 Depending on the created User Role the menu on the left will be different. If starting application for the first time, use administration rights go to Settings page. General Notes Application is set to minimal 1024 X 768 dpi resolution To change the width of displaying column scroll mouse over the top row Logout button used for logging out of the application Change Password button for changong password for currently logged user Refresh button used for refreshing the settings In the upper-right corner of the screen, current Organisation, User and Version info are displayed After every Operation, Info window will appear. Moving through Application As this is Microsoft Silverlight application instead of using Back button inside IE browser, to get to the previous window, use menu on the left side or Cancel button provided on each screen.

8 Hide / Show Menu Menu itself can be collapsed by clicking on the ^ sign next to the Menu in order to hide Administrator and User Menu, or they can individually collapse by clicking on ^ signs next to them. In this manner, on the left side, it is possible to hide the menu by clicking on the Hide MENU tab after what the whole screen is reserved for the transaction view: When hidden the view looks like on the picture below with the option to show the menu by clicking on the Show MENU tab. 007 Scrolable Columns Width Timesheet / EX columns width is decreased, so that days can be scrollable. Filters can be expanded or retracted by clicking on the arrow icon. Every column can be sorted ascending or descending by clicking on the designated header of the column.

9 Administrator Menu Organisations Organisations section represents a list of Organisations that are created upon a designated database for using within the application. Multiple Organisations can be created with one database which adds to the multi facet way of using the same database which can be seen in the creating separate Organisational Units, Users, User Roles and other entities for different Organisations. To be able to create all entities for an Organisation only one Organisation can be active at a time which is visible in the top right corner next to the logged user and a application version as shown in the Moving Through Application section. Organisations are defined with Organisation Name and Database Name: 008 Note: to set organisation for GP company other than TWO (Fabricam), full registration key need to be applied. For more detial check instalaltion Guide for this product. Creating New Organisation Note: Only a User belonging to a User Role with administrator rights is able to create an Organisation. Organisation can be created by clicking on the New button which opens the Organisation Details window with fields that need to be populated: Organisation Name defines a unique Organisation name Database Name defines a unique database that will be used for throughout the application and represents an existing Dynamics GP company database (browse button next to the field opens the Databases lookup window listing all available databases from GP)

10 AA Trx. Dim. For Timesheets defines AA Transaction Dimensions for Timesheet documents and is operational if the Use Analytical Accounting option is selected in the Timesheet tab of the Settings section AA Trx. Dim. For Expenses - AA Trx. Dim. For Expenses - defines AA Transaction Dimensions for Expense documents and is operational if the Use Analytical Accounting option is selected in the Expense tab of the Settings section Unit Names and corresponding Descriptions need to be created separately for every Organisation which can be done in the Organisational Units section. Organisation can be deleted by clicking on the Delete button which raises a Confirm Delete message asking for confirmation for deleting the selected Organisation. After clicking OK the Organisation will no longer be listed. 009 Using Different Organisation To be able to use and create settings for a particular Organisation it needs to be activated. Use Organisation button is used for activating the selected Organisation from the list. The Info message raises stating that the selected Organisation is in use and is furthermore visible in the top right corner of the application next to the currently logged User and since most of the settings are Organisation dependable, the actions will apply to the currently used Organisation. Afterwards, the Organisation will be displayed at the top of the window. Note: Most of the settings are organisation dependable, meaning that user needs to set, for example, Calendar UR, Rates, Users or Document Types for every organisation.

11 Calendars Calendars window represents a list of Calendars defined with Calendar Name, Minimum Hours/Day and Maximum Hours/Day: Adding New Calendar New Calendar can be added by clicking on the New button which opens the Calendar window: 010 Calendar Name - defines unique name for the Calendar Minimum Hours/Day defines a minimum of working hours per day Maximum Hours /Day defines a maximum of working hours per day Working Days represents a section containing check-boxes for selecting the days for the created Calendar (all week days are included) Fiscal Periods Tab Description text description for this Fiscal period plenty Start Date/End Date in format set at Settings General tab this can be in any Year any period. When posting the Timesheets, posting date is defaulted from GP User Date, next application is looking if that date is inside Fiscal Period

12 Fiscal Period ID link to GP fiscal periods 011 GP Fiscal Period Year - automatically populated by selecting GP Fiscal Period ID GP Fiscal Period Start Date automatically populated by selecting GP Fiscal Period ID. This will be used as a posting date if Transaction Start date is in period earlier than GP Fiscal Period Start Date GP Fiscal Period End Date - automatically populated by selecting GP Fiscal Period ID - This will be used as a posting date if Transaction End date is in period later than GP Fiscal Period End Date Click on Save. Default Button used to define default Fiscal period this is the easiest way to create fiscal periods. Click on Default button, than select Type 4-4-5, monthly or from GP. Then choose year and click again on the default button: Warning message appears, click on OK. As a result, periods will be created for the selected year in example depicted below it is a (four-four- five weeks pattern)

13 012 Shut Down Periods Description description for the Shutdown period Start Date - in date time format from Settings End Date - in date time format from Settings Multiplier - for non-working days multiplier can be set; in the example above Saturday and Sunday are defined as non-working days. Saturday will be charged at 1 ½ and Sunday will be charged at Double time. More about Multiplier charging in the TS Example 5

14 Click on Save. 013 Public Holidays Description description for the Shutdown period Date - in format from Settings Non-Working Days Non-working days are taken from Calendar header part: Multiplier - for non-working days multiplier can be set; in the example above Saturday and Sunday are defined as non-working days. Saturday will be charged at 1 ½ and Sunday will be charged at Double time. More about Multiplier charging in the TS Example 5

15 Note: Settings from the Calendar are defaulted, if UR has different settings for Hours/Day it will be used instead of calendar s settings. 014 Organisational Units Organisational Units are defined as parts of designated Organisation that are using separate documents and Calendars. Note: User s affiliation, access and restrictions to one or multiple OU s is defined through Users and User Roles settings. OUs need to be created separately for every Organisation. Document Types can be restricted to one or more Organisational Units which results in User s ability to view and manage those documents depending on the business needs. Organisational Units are defined with Unit Name and Calendar: Creating New Organisational Unit Organisational Unit can be created by clicking on the New button which opens the Organisational Unit Details containing several fields that need to be populated:

16 Unit Name - defines a unique name for the organisational unit Calendar sets the unique time range for the OU and the browse button next to the field opens the Calendar window listing previously defined calendars (for more information refer to the Calendars section): Adding GL Segment Codes Company related GL Segment codes can be assigned to the Organisational Unit and will be used if OU is selected inside the GP Link Configuration. 015 GL Segment Codes can be added by clicking on the Add button which opens the GL Codes lookup window with relevant fields that need to be populated: GL Segment defines GL segment from Dynamics GP (browse button next to the field opens the GL Segment lookup window with a list of all available segment numbers and corresponding names):

17 GL Code defines unique GL code based on the previously selected GL Segment (browse button next to the field opens the GL Code lookup window with a list of all available codes and corresponding descriptions): GL Description defines description for the added GL Segment and is automatically populated if the code contains description or can be added manually. More segments can be added by clicking on the Add button or can be deleted by clicking on the Delete button. 016 Created Organisational Unit can be saved by clicking on the Save button or Cancel button which exits the window without saving selections. The OU can be deleted by clicking on the Delete button which is possible only if no Users belong to the OU, the OU does not belong to any Organisation, the OU or belonging User Roles are not added to Document Types. Rates Rates section is used for creating different rate types that are to be used for different business purposes. To be able to work with created Rates the User needs to define Time Codes. Rates are used for creating Projects. Rates are defined with Rate Name, Standard Billing Rate/Hour, Standard Cost Rate/Unit, High Billing Rate/Hour and High Cost Rate/Unit: Adding New Rate Rate can be created by clicking on the New button which opens the Rate Details window with fields that need to be populated:

18 The following fields are to be set for Non-Variable Time Code: 017 Rate Name defines unique name for the Rate Default Mileage Rate defines rate that would represent default mileage, will be used in EX code if checked Standard Billing Rate/Hour defines standard rate per hour in a two decimal digits format that is used for Regular Time Codes Higher Billing Rate/Hour defines high rate per hour in a two decimal digits format that is used for Non-Regular Time Codes Non-Working Billing Rate/Hour defines rate used for Non-Working days that are set in the Calendar (Shut Down Periods, Public Holidays and Non Working Days) Standard Cost Rate/Hour defines standard cost rate per hour in a two decimal digits format used for Regular Costs Time Codes Higher Cost Rate/Hour defines high cost rate per hour in a two decimal digits format used for Non-Regular Time Codes Non-Working Cost Rate/Hour defines cost rate for Non-Working days that are set in the Calendar (Shut Down Periods, Public Holidays and Non Working Days) Note: Upper part of Rate Details settings is reserved for non-variable time code. For variable time codes: In the lower part of Rate screen.

19 Variable Time Codes Variable Time Codes can be added to the created Rate by clicking on the Add button which opens the Rate Periods window used for adding billing and cost rates with time frames to the Rate: 018 Tip: Use Hours icon provided. For the variable time code, if hour used inside TS is not defined, document will generate an error and will not be posted into GP. Billing Rate defines billing Rate for the Variable Time Code Cost Rate defines cost Rate for the Variable Time Code Start and End Time define starting and ending points in the time frame for the Variable Time Code (times can be added manually or by using clock icons next to the fields which open the time drop-down menus used for selecting times in half-hour increments): When the fields are populated Variable Rate Period will be created by clicking on the Save button and in Rate Details window Period would be listed as:

20 Note: For the Variable Time Code the hour used inside TS must be defined otherwise the document will generate an error and will not be posted to GP. The Rate document is created by clicking on the Save button and is furthermore found listed in the Rates window. Rate document can be excluded from the list by clicking on the Delete button which deletes all data belonging to the Rate. For Non Working days with Multiplier defined, Standard Billing rate will be user with Multiplier, see more in the TS Example User Roles 019 User Roles can be defined as special roles that one user can take in order to perform certain activities throughout the application in a given time period. Each User needs to be a member of only one User Role. User Roles can be used as a method of containing certain Document Types by adding one or more URs to Doc Types which results in ability of added URs to use the document. User Roles are defined with Role Names and Calendars: Creating New User Role Note: Before adding a User Role, ensure that Calendars and Rates are setup. New User Role can be created by clicking on the New button which opens the User Roles Details window with fields that need to be set:

21 User Role Name defines a unique name for the User Role Calendar sets the unique time range by which the UR will be created (browse button next to the field opens the Calendar lookup window listing all available previously created Calendars): 020 Missing Report Calendar will be used for generating Missing Incomplete report Minimum Hours/Day - if the document type enforces the minimum then this field represents the minimum hours that must be entered per working day before a timesheet may be submitted Maximum Hours/Day represents an optional control that is used to limit hours entry per Timesheet, e.g. if 10 is set for max hours then the users from this UR will not be able to enter more than 10 hours per day Rate defines unique rate selected for the document and is a mandatory field (refer to Rates section for more information)

22 System Administrator defines ability of the UR to enter or change configuration Settings and see Administrator Menu Amend Other Timesheets - defines ability whether users linked to this role can approve documents and which documents may be approved such as from specific locations or departments. If selected choose among User s Organisational Unit All Organisational Units Overtime Allowed defined for the UR to allow overtime hours Example: Timesheet document has an entry of 10 hours set: 021 When the document is submitted the system will check the settings and an error message will appear if there is an inconsistent input: Since the UR has no overtime allowed, this action will not be approved (it would also be applicable even if a UR has max hours set to more than 10 hours). For the GL Posting Authority there are create and override options: Can Create GL Batches defines ability to create GL batches meaning that a User belonging to this UR is allowed to post approved documents to GP. If this option is not set even a User with admin rights will not be able to post batches to GP. In the screen below the document has created a User that belongs to the UR that has not

23 the option Can Create GL Batches checked which results in ability for the User to approve the document but there is no option for posting it to GP: Can Override Batch Numbers and Dates defines ability for the Users belonging to the current UR to change Batch Numbers and Post Date before posting the document to GP: 022 Approve Documents defines ability for the Users belonging to the current UR to Approve documents Self Approve defines ability for the Users belonging to the current UR to approve self-created documents Can Change Expense User defines ability for the User belonging to the current UR to change the User on the Expense document line:

24 Can Change Timesheet User defines ability for the User belonging to the current UR to change the User on the Timesheet document: 023 GL Codes Tab GL Codes Tab represents a GP Link for Transactions and is defined with GL Segment, GL Code and corresponding Description: New GL Codes can be added to the UR by clicking on the Add button and the GL Codes window opens in order for the GL Segments, GL Codes and GL Descriptions to be added which is explained in more detail in the Adding GL Segment Codes of the Organisational Units section.

25 In case that the UR is used inside the GP Link Configuration for Credit/Debit account composition then the GL Segment codes need to be added so the User belonging to the UR can be able to submit the Timesheet entry. View Documents for OUs Tab To allow UR to view documents from any Organisational Unit One or more need to be added to the UR: 024 Organisational Units can be added by clicking on the Add button which opens the Organisational Unit window listing all available previously created Organisational Units: For the cases that all OUs need to be added it can be done by clicking on the Add All button which instantly adds all available OUs to the list. Listed OU can be excluded from the list by clicking on the Delete button. Project Types Tab For the UR to be able to use projects from Projects one or more need to be added to the UR: Projects can be added by clicking on the Add button which opens the Code Type window listing all available previously created Project Types: Users belonging to the current UR can be restricted to certain Projects with the option: Restrict User to the listed Project Types defines ability for the UR to see only the listed Project Types Projects can be excluded from the list by clicking on the Delete button and the Project would not be found in the list anymore.

26 User Role selections can be saved by clicking on the Save button and the UR can be found listed in the User Role main window. The Cancel button is used to navigate away from the User Role Details window to the User Role main window. User Role can be deleted by clicking on the Delete button in cases that there are no Users, Projects and Document Types belonging to the UR. Users Users are created in order for them to be able to use different functionalities throughout the application. Depending on the business needs Users can have limited or unlimited access to different application functionalities by giving them. User needs to be linked to User Roles and Organisational Units which determine the amount of freedoms it has for using and manipulating the application functionalities. Users window represents a list of Users that are defined with Full Name, User Role Name, Organisational Unit Name, Status (visible only when the All Users option is selected), Address, Employee Number and Vendor ID: 025 Depending on the selected option for viewing the lists of Users can be filtered by Users that have or have not access to the application: Active Users lists Active status Users that have permission to access the application Inactive Users lists Inactive status Users that do not have permission to access the application All Users lists all Users Adding New User New User can be added by clicking on the New button which opens the User Details window with fields that need to be populated:

27 User ID defines unique login ID Password system access password (encrypted) for this user ID, mandatory Full Name defines User s full name 026 Address defines User s address Employee Number defines Employee from GP and is used inside GL transaction as GL Line Reference type if the Employee Number is set in the Settings section for Timesheet in the GL Line Reference option (this option needs to be set if the Power User is using this User as a creator of Timesheet): Employee Address defines address for the selected Employee Number from GP and (browse button next to the field opens the Address lookup window listing all available addresses from GP for the selected Employee): Important: Project Accounting needs to be enabled in GP for this functionality to work. When enabled navigate to Cards>>Payroll>>Employees and open the card for the selected employee:

28 027 The Employee ID field reads the Employee Number from application and to be able to feed the Address information in the Employee Address field it is needed to click on the Project button which opens the PA Employee Options window where the Files Employee Expense option needs to be checked:

29 028 After clicking OK and Save in the Employee cards respectively the Employee Address will be fed into as in the Address lookup window in the application Active User option defines ability for the User to access the application; inactive Users are not able to access the application User Has Corporate Card option defines ability for the User to use the Corporate Payment Type (if checked then the Corporate Vendor Id and Corporate Vendor Address are enabled) User Role defines User Role that will be assigned to the created User (browse button next to the field opens the User Role lookup window listing all available previously created User Roles): Organisational Unit defines the Organisational Un it to which the created User will belong to (browse button next to the field opens the Organisational Unit lookup window listing all available previously created Organisational Units): Vendor Id defines the unique name of the Vendor for the selected Dynamics GP Company and is used if the created User will post documents to GP (browse button next to the field opens the Vendors lookup window listing all available vendors from GP):

30 Rate defines Rate that the created User will use for documents (browse button next to the field opens the Rates lookup window listing all available previously created Rates with corresponding standard and higher billing rates per unit): Corporate Vendor Id defines Id for the Corporate Vendor of the selected GP company if the created User will be used as a corporate vendor and it is enabled if the User Has Corporate Card option is checked (browse button next to the field opens the Vendors lookup window listing all available vendors from GP) 029 Corporate Vendor Address defines address for the selected Corporate Vendor and is enabled if the User Has Corporate Card option is checked (browse button next to the field opens the Address lookup window listing all available addresses for the selected vendor from GP): In GP the Vendor s addresses are listed as Primary: And Remit To:

31 GP Item defines an Item from GP and is used for assigning the GP Item to a User which would be used when the created User creates a SOP document from Timesheet (browse button next to the field opens the GP Items lookup window listing all available Items from GP): 030 GP UOM defines unit of measure for the selected GP Item (browse button next to the field opens the GP UOM lookup window listing all available Units of Measure for the selected GP Item): GL Codes Tab GL Codes Tab represents a GL Link for Transactions and is defined with GL Segment, GL Code and corresponding Description: New GL Codes can be added to the UR by clicking on the Add button and the GL Codes window opens in order for the GL Segments, GL Codes and GL Descriptions to be added which is explained in more detail in the Adding GL Segment Codes of the Organisational Units section.

32 Project Types Tab Projects tab represents a connection of the created User to the Projects which enables the User to use the previously created Projects. Project Tab lists one or more Projects assigned to the User: Projects can be added by clicking on the Add button which opens the Code Type window listing all previously created Projects: 031 Projects can be removed from the Project Types tab by selecting the project and clicking the Delete button. Restrict User to the listed Project Types option represents option for the User to be restricted to the listed Projects User is created by clicking on the Save button in the Users Details window and can be furthermore found in User list or can be excluded from the list by clicking on the Delete button. Currencies Currencies are used as a means of calculating expenses. Currencies are defined with Currency Name:

33 Adding New Currency New Currency can be created by clicking on the New button which opens the Currency Details window: Currency Name defines unique name of the created Currency Different Exchange Rates for different time periods can be created by clicking on the Add button which opens the Currency Exchange Periods window: 032 Exchange Rate defines exchange rate for the Currency in a given period of time Start and End Dates define starting and ending points in time for exchange rate of the Currency (calendar icons next to the fields are provided for selecting the dates which are in DateTime format set in General tab of the Settings section)

34 VAT VAT is used for adding existing taxes of different countries to the application and is based on the taxes inherent to GP. VAT must be defined before creating Projects and represent base for creating Expense Codes and Expense Document Types. Show VAT option in Expense tab of the Settings section is used for defining whether the taxes represent a part of Expense document. VAT is defined with Tax Name and GP Tax Detail: 033 Adding New VAT New VAT can be created by clicking on the New button which opens the VAT Details window: Fields to be populated manually: Tax Name defines unique name for the created Tax GP Tax Detail defines Tax Detail from GP (browse button next to the field opens the Tax Detail lookup window listing all available Taxes from GP with corresponding Description, Tax Percent and Tax Amount): Depending on the selected Tax for the GP Tax Detail field the Tax Percent or the Tax Amount

35 fields can be populated according to the Tax Percent and Tax Amount from GP: Tax Percent defaulted for the selected Tax from GP if there is no Tax Amount for that Tax and can be edited by entering the amount in the Tax Amount field which overrides the percent amount in Tax Percent field Tax Amount defaulted for the selected Tax from GP if there is no Tax Percent for that Tax and can be edited by entering the percent amount in the Tax Percent field which overrides the amount in the Tax Amount field Created VAT can be saved by clicking on the Save button which can be furthermore found listed in the VAT window. Listed VAT can be excluded from the list by clicking on the Delete button which deletes all data from the created VAT. Project Codes Projects represent a closed planned construction containing project definition, start date, budget, expected costs and revenues, approval and responsibilities. 034 When the Project is defined and generated then it is used for creating Document Types and furthermore for creating Timesheet and Expense documents. Projects can be added to the User Role in the Project Types Tab which defines ability for the Users belonging to the User Role to use or to be restricted to certain Projects. Similar to UR Projects can be added to the User in the Project Types Tab which defines ability of the particular User to use or to be restricted to certain Projects. To be able to use full functionality of the Projects section in the application Users, Rates and VAT need to be previously defined. Projects window contains a list of created Project Codes and is defined with Type Name: Adding New Project Code New Project Code can be created by clicking on the New button which opens the Project Details window:

36 Type Name defines unique name of the Project 035 Description text field for describing the project VAT defines tax that will be used in Project calculations (browse button next to the field opens the Taxes lookup window listing all available taxes created in VAT): Manager defines User that will be in charge of managing the Project (browse button next to the field opens the User lookup window listing all available Users as candidates):

37 GP Customer defines unique GP Customer ID (browse button next to the field opens the Vendors lookup window containing a list of all available Vendors from GP): Rate defines Rate that will be used in Project calculations (browse button next to the field opens the Rates lookup window listing all available Rates showing Standard and Higher Billing Rates/Unit): 036 Pick Billing Rate From defines the source of the Billing Rate (drop-down menu next to the field offers Project, User Role or User as options for selection): Pick Cost Rate From defines the source of the Cost Rate (drop-down menu next to the field offers Project, User Role or User as options for selection similar to Pick Billing Rate From field) Is Rechargeable option defines ability for automatically populating full GL Code if the option is checked (Show Codes To User option in General tab of Settings section) User Can Override Recharge option defines ability for the User to override the recharging option Baseline Budget defines estimated budget baseline for the Project Expected Costs defines estimated costs for the Project

38 Expected Revenue defines expected revenue from the realization of the Project Date Approved defines point in time that the Project was approved Date Commenced defines point in time of starting the Project Expected End Date defines point in time of projected ending of the Project GL Codes Recharge GL Codes 037 For this Project Code we have: GL Code set to GL Recharge Code set to These settings will be used in EX Example later. Credits Credits are related to Time Codes. Credits list is displayed on the screen below:

39 Add New Credit To add a new credit, define: Type Name unique name for Credit Comment description for Credit 038 Click on add button to add: GL Segment and GL Code, GL Description will be automatically populated from GP table. Click on Save. Time Codes Note: before adding Time codes, refer to Credits section inside User Guide. This list of existing Time Codes for active organisation is displayed below: Creating New Time Code To add a Time Code click on New button - Time Code Details window will open. Several fields need to be populated, described below:

40 039 Type Name - unique name for Time Code Description text field used for description for Time Code Credit Type parent code for credit type; credits need to be previously defined Rate Type connected to Rates, can be Regular used with Standard rate per hour Non Regular - to be used with High rate per hour Non Chargeable to be used with rate for non-working days set inside calendar Public Holidays, Non Working Days etc. Variable this will take rate by hours Click on Add to select: GL Segment defines GL segment from Dynamics GP (browse button next to the field opens a GL Segments lookup window with a list of GL segment numbers with corresponding names from GP GL Code defines GL code for the previously selected segment ID (browse button next to the field opens the GL Codes lookup window listing all available GL Codes for the previously selected GL Segment with corresponding code descriptions) To get GL code faster, apply a filter:

41 Description automatically populated upon GL code is selected Click on Save. If it already exists warning message will appear: 040 When all GL segments are added click on Save. Operation successful message will appear. Expense Codes Expense Code list has only expense code Type Name. Note: before adding Expenses refer to Taxes section inside User Guide. Create New Expense To add a new Expense Code several fields need to be set:

42 041 Type Name - unique name for Expense Description text field VAT tax from list of Taxes previously defined User can override VAT user can change tax whether adding an expense GL Segment defines GL segment from Dynamics GP (browse button next to the field opens a GL Segments lookup window with a list of GL segment numbers with corresponding names from GP GL Code defines GL code for the previously selected segment ID (browse button next to the field opens the GL Codes lookup window listing all available GL Codes for the previously selected GL Segment with corresponding code descriptions) GL Description - defines description for the added GL segment which is automatically populated if a GL Code has a description or can be manually added When all GL segments are added click on save. Operation successful message will appear.

43 Document Types Creating New Document Type New Document Types can be created by clicking on the New button which opens the Document Type Details window: 042 Doc Type Name defines unique name for the Document Type Doc Number Prefix defines the first part of document number Doc Number Start represents a start number and will be used as a second part of the document number GL Batch Number Prefix represents a prefix for the batch and is used as first part of Batch name GL Batch Numbering Type - GL Batch can inrement Daily, Monthly, Weekly or Yearly - the interval of time after selected batch number will increment Type defines a Document Type which can be Timesheet or Expense, next screen is displaying TS:

44 Timesheet Document Type For Timesheet Document Type fields are: 043 Document Type Period can be: Weekly - one week will be displayed, based on start date Monthly up to 5 weeks will be displayed depending on start/end date, Weekly (within month) - days will be inside one month Fiscal - document of this type will be displayed within current fiscal period dates Post Total to be posted on Daily basis or by Period Enforce Min/Max Yes/No choice this is only for Timesheets document type. If yes is selected, than during a day a value between min and Max need to be added. Values are defined inside User Role and/or Inside Calendar. User Role Value has higher priority, and it will be used if set. Entry Type see more in Example Hours - user can add hours Period user can select working period in a half hour scale Show Non-working Days for billable non working days check this option and use multiplier inside Calendar

45 Expense Document Type For Expense Document Type fields are different: Zero Rated VAT tax taken and defined from GP Expense VAT- tax taken and defined from GP Payment Account account which will be used as PAY inside Transaction distributions Is Mileage Expense Type mileage Rate type need to be defined Default Project this field is available if using project accounting is checked inside Expense settings 044 Use Functional Currency only More about accounts distribution user can find inside Expense example link. Organisational Unit Tab Use Add button to add OU (check one, several or all) from Organisation with Calendar - Calendar field will be automatically populated:

46 User Roles Tab Select existing User Roles which can use this document type (one, several or all can be checked); also Calendar will be populated automatically. 045 Note: For user that is going to use this document type belonging UR need to be added. Project Codes Tab Select project to be associated with current document type. List is provided. Depending on the Settings for the Document Type can be set as: GL Codes, Application or Application Source Codes will appear.

47 046 User can choose the way the Project Codes are sorted: Default Sorting sorting is defaulted and there is no changing by user Custom Sorting when this option is selected the user can manually customize the way that the codes are sorted by clicking on Move Up or Move Down buttons Expense Codes Tab Before adding expense codes, they need to be defined, (For more information, check Expense Codes link). In order to choose Expense Codes, click on the Add button and select the codes. They can also be sorted by default or customized.

48 Labels Tab To choose labels different than default ones, use this tab: 047 Inside Timesheet we defined, labels are being changed:

49 GL Constrains Tab To add a Constraint, select GL Segment, than select Type drop down list displayed below: GL Segment - defines GL segment from Dynamics GP (browse button next to the field opens a GL Segments lookup window with a list of GL segment numbers with corresponding names from GP Type - condition from drop-down list like on the screenshot above 048 Value - value for selected GL segment and condition selected inside Type Click on Save. Also Save Document Type. Before adding a TS/Ex refer to GP Link Configuration GP Link Configuration GL Link configuration list window presented on the screen below contains previously defined document types and number of segments for each document type:

50 For each document type, user needs to define Credit/Debit Accounts ALL Segments need to be defined below in order to create full account string - e.g. if account is in form of xxxxxx-xxx-xxx-xxx contains 5 segments, than 5 link types need to be added for credit, and 5 for debit. Purchase Accounts for the Expense 049 Example for one document type is displayed on the next screen:

51 For this document type GL Segment, Link Type and Hard Coded Code need to be defined for both Debit and Credit tabs. Similar, for the expense document type, inside GP Link user will need to set on Purchase Tab: GL Segment - defines GL segment from Dynamics GP (browse button next to the field opens a GL Segments lookup window with a list of GL segment numbers with corresponding names from GP Link Type - from dropdown list: 050 Credit Type segment will be taken from Credit Hard Coded - this will be used as a fixed GL segment Organisational Unit - segment will be taken from Project Project Type segment will be taken from Project User Role - segment will be taken from User Role User - segment will be taken from User Related to Main Segment - select GL segment which will be used in a combination with selected GL segment Example TS GL transaction example Credit

52 GL transaction will have: 051 Note: If analysis information is enabled, distribution accounts that are linked to an account class. You can save transactions individually or in a batch with or without analysis information. Note: If using AA Codes, please refer to AA settings and instructions the end of this manual Reports Reports section is pre-defined during installation. Reports are defined with Name, Description of the report and Report Path:

53 Note: Report server needs to be set refer to section Settings inside this user guide. For each report inside report details Organisational Units and User Roles need to be added. 052 Send General Information - sends information to the address of the user Show Report Parameters option whether to show report parameters or not

54 The reports will be visible through User Reports only to Organisations and UR defined. Org Unit Tab For the Org Unit tab an organisational unit needs to be added by clicking on the Add button which opens the Organisational Unit window with the list of all available OUs and corresponding buyers for the units (for more information regarding OUs refer to the Organisational Units section). User Roles Tab For the User Role tab a UR that will use this report needs to be added by clicking on the Add button which opens the User Role window that lists all available URs (for more information regarding the URs refer to the User Roles section): 053

55 Settings Settings window is used for various settings of the application and consists of several tabs: General, , Import, Logo and Registration and Expense and Timesheet. The settings are the same for all Organisations. Note: After application is installed the settings have just few fields set, the rest need to be populted by user with admin rights: 054 Important: In order for the setting s changes to take effect it is advised to log out from the application and log in again. General Tab GP Server Name defines Dynamics GP Database server which is used inside the Application this is populated after installation but can be changed Date Time Format defines the type of format to be used for date/time inside application defaulted to dd/mm/yyyy Documents per Page defines the number of documents which will be listed on each page - e.g. if 10 is set then 10 Timesheets will be displayed Number of Decimal Places 2 is recommended as inside the GP the values are defined with 2 decimal places Reporting Server URL - http location of the SQL reporting server in form of

56 Reports Folder defaulted to TEGenericReports. If a user prefers to use another folder, folder name inside settings need to be changed accordingly Show GL Segments for Active Accounts only since the user can be in Active or Inactive status, defines ability for only the active users to see GL segments if checked for more information refer to the Users chapter Show Codes to User if checked users will see Project Code and Expense code columns Create Error Log defines ability for the application to create a log for occurring errors Tab SMTP Server defines the name or IP address to generate notice when the timesheet is rejected From Address this address will be used as sender s address inside the 055 Subject text to be used as an subject of the Import Tab There are several data type thet can be imported into ATS&E application:

57 Import Type defines the type of data which will be imported After the type is selected the rest of the window shows fields need to be set before import starts. In the next screens several examples are presented. Tip: To see video click on? sign next to Import button:: 056 Inside each video, the example of import file is presented showing fields. Import Rates Example To import Rates, select Import Type Rates, select file and click on Import: Separator defaulted to, File Path import file needs to be in a CSV format Each row inside the CSV file has the format: RateName; StandardBilling Rate; Higher Billing Rate; Non-Working Billing Rate

58 If the line is the following: Custom Rate; ; ; After clicking on the Import button, Rate will appear under the Rates: The result of the import will be displayed, showing the number of Imported and Rejected rates: 057 For the Rates Import Type, Working Day Periods File needs to be imported in the same manner. Import Users Example For importing the Users the procedure is similar: Import Type User, browse for the Import file in CSV format, and click on Import button: Example of row inside CSV file: Import vm4-3;test

59 User will be imported with following details: The import Results get displayed. In this example errors were generated 4 lines are rejected and can be seen by clicking on Show Errors: 058 In this example a user that already exists was attempted to be imported. GL Codes file needs to be imported as well. Tip: Help for Users Import will be loaded with detailed explanation of each field select Import Type and click on F2:

60 Click on Close to close the Help window. If needed, restart Help again. For the rest Import Types: Credits Import Credits file and GL Codes file 059 Expenses Import Expenses file and GL Codes file Projects Import Projects file, GL Codes file and Recharge GL Codes file Time Codes Import Time Codes File and GL Codes File Logo Tab Note: Company Logo must be in a.png format, in order for it to best fit inside the top left corner: File Path path to file type PNG with logo file Web Site web site of the company

61 Registration Tab This tab is used for setting the registration key. If not registered, the application will see only GP test Company (Fabricam). For more information about registration refer to Installation Guide. 060 Expense Tab After installation the settings for expenses are epicted on the next screen. On My Expenses staus tab admin user can check status of expenses that will be visible inside M4 Expenses window Functional Currency defines a currency that is to be used inside the application; the list of existing currencies set through Currencies with Exchange rates is provided Expense Code Type defines a source that will be dedicated GP segment - GL or Application code. If set to GL code, inside GP Link configuration for EX doc type, segments Expense need to be defined: Project Code Type AA Trx Dimension in this case user will select AA code for the Project; Note: to use these settings, GP needs to have Analytical Accounting installed Application Code - source is taken from Projects entity inside Application

62 GL code - source is target GP segment - inside GP Link configuration for EX doc type, segments for Project need to be defined 061 Set Document Number as the First Column defines where the document column is situated in the expense document Show Auto ID - automaticaly generated ID when expense gets created Show VAT defines whether taxes (defined inside VAT ) are a part of expense Use Analytical Accounting see more in Using AA chapter inside this manual Use Default Project when adding expense no project will be available, instead it will default from new created Default Expense Project which needs to be set Use Default Distributions

63 Use Project Accounting defines integrating with Dynamics GP Project Accounting module Cost Categories (PA) When Use Project Accounting option is selected in the Expense tab of Settings the Cost Categories section is available and: Expense Code Type is defaulted to PA Cost Category Project Code Type is defaulted to PA Project 062 When Use Project Accounting option is selected in the Timesheet tab of Settings the Cost Categories section is available and: Project Code Type is defaulted to PA Project

64 Timesheet Tab 063 Project Code Type Application Source if checked, an extra button will be displayed for connection string creation: Application Code - source is Projects entity inside Application, Use Default Project is checked automatically GL Code - source is target GP segment

65 GL Header Reference Type and value: reference type inside timesheet line; drop down list is provided containing: Comment Constant Value Employee Number User Name Document Number Comment and Document Number GL Line Reference Type reference type inside timesheet line; drop down list is provided containing: 064 Comment Constant Value Employee Number User Name Document Number Comment and Document Number Set Document Number as First Column inside My Timesheets or My Expenses view, (both for the TS/EX )document number can be listed as a first column: Allow Multiple Timesheets for same period this checkmark will allow multiple timesheets to be created inside the same period

66 Use Analytical Accounting - include Dynamics GP Analytical Accounting features Use Default Project if selected, project code type is automatically changed to Application code and the Default Project is created, with settings to be populated: Use Default Time Code - this will create Default Time Code which need to be set 065 In that case, user needs just to add project code as time code is defaulted from one set before. Use Project Accounting - defines integrating with Dynamics GP Project Accounting module

67 Export for Header and for Line GL Header Reference defines a GL Header inside the Dynamics GL Transaction 066 Custom Fields User with admin rights can add custom field and configure its source on Settings page (Timesheet tab). After he setup SQL Query, Connection string, unique column name, mapped column name and display column name, new field will be visible on Timesheet form. It is possible to include existing field in SQL query (etc. admin user can add two fields Customer and Project and can write SQL query that will filter all projects by entered customer).

68 Example 1- Custom Fields For the application source Connection string is defined: 067 Data Source=.;Initial Catalog=TWO;Integrated Security=True select BOM50209.SOPNUMBE, bom50209.docnumbr as WORKORDER, bom50209.itemnmbr from bom50209 where bom50209.docnumbr in (select docnumbr from bom50200) union all select sop10200.sopnumbe, 'NO WORK ORDER' AS WORKORDER, sop10200.itemnmbr FROM sop10200 INNER JOIN BOM50209 ON BOM50209.SOPNUMBE = SOP10200.SOPNUMBE AND SOP10200.ITEMNMBR NOT IN (SELECT ITEMNMBR FROM BOM50209) ORDER BY SOPNUMBE AA Trx Dimension in this case user will select AA code for the Project; Note: to use these settings, GP need to have Analytical Accounting installed Application Code - source is Projects entity inside Application, Use Default Project is checked automatically GL code - source is target GP segment

69 068 GL Line Reference Type reference type inside timesheet line; drop down list is provided containing: Comment Constant Value Employee Number User Name Document Number Comment and Document Number Set Document Number as First Column inside My Timesheets or My Expenses view, (both for the TS/EX )document number can be listed as a first column:

70 Allow Multiple Timesheets for same period this checkmark will allow multiple timesheets to be created inside the same period Use Analytical Accounting - include Dynamics GP Analytical Accounting features; if this is checked Project code type changes to AA TRX Dimension Use Default Project if selected, project code type is automatically changed to Application code and the Default Project is created, with settings to be populated: 069 Use Default Time Code - this will create Default Time Code which need to be set if selected, project code type is automatically changed to Application code and the Default Project is created, with settings to be populated:

71 In that case the user just needs to add project code as time code is defaulted from one set before. 070 Use Project Accounting if checked PA Project is set as Project Code Type Set Document Number as first Column

72 071 Export Options for Header and for Line Columns can be selected My Timesheet Status this tab defines status of timesheets that will be visible inside My Timesheets window

73 User Menu This menu is visible to all users defined inside Users setup. This section is divided into three separate units, based on the type of the document: Timesheets and Expenses and covering User Reports. User Reports All reports defined for the UR and Organisation will be visible from the Users section. If some of the reports is missing refer to Report Details section inside this User Guide. To run a report simple double click on it: 072 Note: Timesheet Details and Expense details reports are visible through drill down from main report (Timesheet or Expense report) or using print button inside Timesheet Details or Expense Details window. Missing/Incomplete Report This report allows users to see all people who have worked fewer hours than it is defined in appropriate calendar. Report can drill down from to Timesheet details report. User Roles need to have Missing Report Calendar defined, in order for this to work.

74 Timesheets My Timesheets Before adding a timesheet, ensure that: OU, UR and Time Codes are setup see more inside Document Type. My Timesheets window is displaying all Timesheets 073 Columns displayed are: Document Number generated from Doc Number Prefix and Doc Number Start, see more inside Document Types Started Date - period Start Date on TS User ID - ser name Status document Status, can be used as filter Saved created and saved Submitted - prepared for approval Rejected - did not pass the approval Approved - ready to be posted Posted - gone into GP Total Hours sum of the hours for TS Last Saved Date date of document last change Creating New Timesheet To add a Timesheet click on New button:

75 First, select Document Type select among previously defined types that are linked to users OU. Depending on document type, one or multiple week s tabs will be prepared for TS entries - for this type we have defined monthly period type: 074 Document Number is autogenerated Period Start Date - start date - calendar icon is provided or use datetime format from settings Period End Date - end date - calendar icon is provided or use datetime format from settings Username any of defined users lookup glas for a list is provided Document Status new until saved Comment optional text field Inside week tab click on Add, next define timesheet line: Project Project Code GL Segment for Project selected above Time Code use one of existing Time Codes defined in Document Type Note: If there are some user defined fileds they will be displyed like t1 fileds o the screenshow above. More about user defined fileds inside Settings Comment

76 075 Note: Labels can be different, depending on Document Type Settings Next add time codes (Regular, Non-regular or Non Chargeable) and hours for the time period. The total fields on the right side will give total hours based on time code. Buttons above TS list are:

77 Add to add more project codes Delete to delete seleted row Edit to change settings inside selected row Copy to copy selection, this action deletes all current timesheet lines Next user can: Save status will change to Saved Cancel TS will be deleted if not saved before Submit a Timesheet Next step is to submit saved TS. Operation Successful message will popup. 076 Example 2- TS with Regular Rate TS has Regular TS code which includes in a day 2 hours and another day 12 hours. User Role is using rate as the following: for regular rate and for high rate TS has been posted, inside history, GP document is 3527

78 This TS is calculated with Standard rate 120 * 14 hours = 1680 Example 3 - TS with 2 Different Time Codes TS in the example below has 20 hours in regular rate and 17 in non-regular rate: 077 GP documents will show:17* 150 = 2550

79 And 20 *120= Example 4 - TS with Non-variable TC and Hours Document Type User is using rate displayed below: And inside TS document type settings Entry type is Hours:

80 Document is Posted, can be seen inside Document Details: If using Non-regular Time code and 8 hours: TS35 8 hours taken from High rate will give Similar document using regular rate, and 3 hours will give Example 5 - TS using Multiplier TS on the screen below has two hours at different rate:

81 1 hour on Working Day rated at 150,00 1 hour on Sunday with Multiplier set to 2.00 so application will count as : (Standard Billing Rate) 200*2 (Multiplier) = 400, The GP transaction inside GL is showing the exact amount: Timesheets to Approve This window is reserved for Users associated to UR with rights to Approve.

82 If the list is large, use filter type in part of username or/and Document number or/and Document date and click on Filter button. Note: Filter area is closed; user needs to click on Filter button to open it: 081 Similar, to close the filter area, click on ˇ sign: Double click on selected TS will open it. From detailed window user can approve or reject TS.

83 Approve Timesheet For approval, click on mark all, or check selected TS. Click on Approve, info message popup, and the timesheet status will be changed to Approved. Also, by double clicking on a timesheet detailed window opens where the details regarding this timesheet are presented. From this window the timesheet can be approved or rejected. 082 Approved Timesheets The document (TS/E) can be posted to GP by a user member of UR with sufficient rights:

84 Sort can be applied on any column. Aplly the filter to narrow the list (you may use just part of a username or document number). Tip: Use arrows <<, >> to display the next screen of the list, or scrol down. 083 Status History Status History button is used to display any status changes on the document. Select Timesheet, then click on Status History button: The user, date and status will be displayed for any action on the timesheet. To close the screen and revert to Timesheets, use Cancel button.

85 Next, mark TS to be posted to GP, and click on Send to GP. 084 Timesheet Batch Number is used from setup. Post Date is defaulted to Period start date but can be changed. Amend TS User can change TS before Post to GP if his/her UR has amended rights. From Approved Timesheets, double click on TS will open TS Details window: Post Date, Batch Number can be changed. Also hours can be changed also. Post to GP Processing window will show the progress. All posted timesheets can be seen inside History Timesheets. In case of any error, a popup window shows up. Click on more details, and on Details>> which will expand window for full error:

86 Copy this screen for further notice to M4 if needed. Click on OK to close. History Timesheets All previously posted TS can be seen inside History window: 085 The example of History Timesheets is displayed on the screen above. The same filtering methods like on Approved Timesheets window can be performed. Each column can be sorted by clicking on top row. Status History To see history of document, select it, and click on Status History: user and dates when the document was saved, submitted, approved and posted are displayed.

87 Use Cancel button to revert back to History list. GP Documents On posting, relevant GP documents are created. Select Document and click on GP Documents to see GL Document number: 086 GL transaction inside GP is displayed in the next screen:

88 History Timesheet Details Select document and double-click, History Timesheet details window will open: 087

89 Expenses My Expenses My Expenses list contains all expenses from Users associated OU, and from all Organisational Units if set inside User Role. List can be filtered by status using selection from drop down list or by Document Number: The list contains expenses from currently logged user. Columns displayed are: 088 Document Number automatically generated when expense is beeing created, based on Document Type properties (this can be set as a first column see below) Status document Status displyed stus may vary depending on Expense Settings Saved created and saved Submitted - prepared for approval Rejected - did not pass the approval Approved - ready to be posted Posted placed into GP Total Amount - sum of Corporate Amount and Employee Amount Total VAT Amount sum of Corporate VAT Amount and Employee VAT Amount Total Net Amount Total VAT substracted from Total Amount (Corporate + Employee) Last Saved Date the date of last change of document Note: To check settings for the expenses refer to Settings

90 Add an Expense To add an Expense click on New button: 089 First, select Document Type select among previously defined Document Types that are set inside associated UR. Document Number is autogenerated From Date defaulted to start date period based on System Date and Document Type Period for selected document type, but can be changed. To Date defined as end date based on From Date settings Document status of document is set to new. Comment optional Click on Add, new row is ready for data; next define: Auto ID automaticaly generated when expense gets created

91 Date defaulted to system date and calendar is provided User- currently logged user Project ID Project Number Expense Code list is giving expense codes from Document type Expense populated according to cost category Id Currency select among previously defined currencies Exchange Rate automatically populated based on currency Or. Curr. Amount originated currency amount Amount automatically populated, based on exchange rates Comment text field mandatory for each expense line 090 Next to the Add and Delete buttons, there is also an Attachments button in order to attach certain files to Expense document: Attachments Click on Save. Attachments can be added or removed if needed.

92 Click on Save. Expense status is changed to saved. Note: If Project/Expense is not giving anything check Expense Tab inside Settings and change Project Code Type from AA TRX to Application or GL Code For Application Code: application will look into project and expenses, and for GL code application will look into codes: There are 6 fileds on the right side: For the Employee Payment type: Employee Amount - total value from amounts displayed below 091 Employee VAT Amount - total VAT value from amount displayed below Employee Net Amount - VAT subtracted from Amount Save the expense. If needed apply any change to it. Expense is in Saved status. Next step is to Submit the expense. Submit an Expense Expense is in Saved state, submit is the next step for user to perform. After submit, operation sucsessful pops-up. Now status is changed to Submitted.

93 Exporting Expense Every Expense can be exported into a PDF format: 092 Expenses to Approve Submitted expenses are waiting for an approval. This window is reserved for Users associated to UR with rights to Approve. If the list is large, use filter type in part of username and/or Document number and/or Document Number and click on Filter button. Note: by default, filter area is closed; user needs to click on Filter button to open it

94 Double click on selected EX will open it. From detailed window user can approve or reject the document. Status History button will present the list with status changes on selected expense. Approve Expense For approval, click on mark all, or check selected Expenses. Click on Approve, info message will popup, and the Expense status will be changed to Approved. Click on Approve, Info message will appear and the expense status will be changed to Approved: 093 When approved, inside expense details window, document is ready to go to GP click on send to GP. If the document is not ready for approval use Reject button rejected notification will be generated Also status can be changed to submitted by click on submit button. Approved Expenses The document (TS/E) can be posted to GP by user member of UR with sufficient rights:

95 Sort can be applied on any column. Apply the filter to narrow the list (you may use just part of a username or a document number). Status History To see history of the document, select it, and click on Status History: user and dates when the document was saved, submitted, approved and posted are displayed. 094 Use Cancel button to revert back to expense list. Next, mark TS to be posted to GP, and click on Send to GP. Timesheet Batch is used from setup. Amend Expense User can change TS before Post to GP if his/her UR has amended rights. From Approved Timesheets window, double click on TS will open TS Details window. Note: Batch Number and dates can be changed. If user changes Start Date, time code part needs to be added from scratch. Approved Expenses can be posted to GP this can perform User with proper rights: Expense Batch is used from Document Type setup. Select Expense check it and click on Send to GP. Line GL account Tip: There is a useful utility that checks GL Account for the expense:

96 Export Expense Submitted, approved or history expense can be exported to.xls: 095 If AutoID is set inside Expense settings it will be displayed as a first column in Excel. Send to GP Selected Expenses can be posted to GP by clicking on the Post To GP button which opens the Warning message asking for confirmation regarding the sending the Expense to GP afterwhat the Expensewill be posted to GP which can be seen on the Info window stating that the operation was successful. Selected Expense can be posted by opening the Expense Details window (for viewing or editing the document explained in more detail in the My Expenses section) and clicking the Post To GP button. Processing window will show the progress. All posted expenses can be seen inside History Expenses.

97 096 In case of any error, a popup window shows up. Click on more details, and on Detail s>> which will expand window for full error:

98 Copy this screen for further notice to M4 Support Team if needed. Click on OK to close. In this example: 097 Account is Taken as GP Link Segment 1 from User Role user is a member of Approve, View amend UR with GL segment 1 defined to be 500. After account is created, the expense is posted to GP successfully. It is inside History Expenses.

99 Processing window will show the progress. All Posted Expenses can be seen inside History Expenses. Postto GP example 2 Error 098 Checking GP link configuraton GL segment is defined on OU level: Then user with Admin rioghts needs to add GL Segemnt code on OU and for Segment 3 User (if not set already).

100 History Expenses All previously posted EX can be seen inside History window. The example of History Expenses is displayed on the screen above. The same filtering methods like on Approved Expenses window can be performed. Each column can be sorted by clicking on top row. 099 Double click on a document will open it. Print Posted Expense Posted expense can be printed Expense Details report will be generated.

101 GP Documents On posting, relevant GP documents are created. Select Document and click on GP Documents to see GL Document number: History Expense Details Select document and click, History Expense details window will open: 100 See more about expenses in the following examples. Example 6 - EX using Application code and Recharge set Inside Settings >> Expense tab, expense is set to Application code. Next, new expense is being created using 3 lines, 2 with rechargeable code and one without.

102 Document ID can be found under GP Documents button: GP 101 Next image is showing document inside GP: Distribution list is showing two PURCH accounts: rechargeable code as sum of Net Amounts for rechargeable lines non rechargeable code with one debit amount, made from: 1 expense code Travel GL segment se t to project type project Atrix has set segment 2 to hard coded to 00

103 102 Example 7 - EX using GL code Posted expense ex11145 document inside GP

104 Settings expense GL code, no default options. For this document type Payment account is set to Purchasing account is taken from GP Link Configuration for this document type: User role GL segment 1 set to 200 Project Type GL segment 2 set to 1100 Expense Code GL segment 3 set to 00 Payables Transaction window with Distribution is presented on the screenshot below: 103 Tax account is taken from GP

105 104

106 Using Analytical Accounting Features 1. Check Settings, TS or EX tab for Project Code Type AA: 2. Check/create relevant Document Type: 105 User needs to be a member of UR which is added to AA document type:

107 Inside GP check Financial >> Analytical Accounting Account needs to be linked to Node and add to Account Class 106 A Timesheet is added with AA Project/Project Code:

108 Timesheet is populated with hours, 107 Document is submitted, and then approved. The filter is being applied inside Approved TS window. Next, select document and click on post, click on Send to GP. Operation Successful popup will appear:

109 Relevant GP Documents can be found under click on GP Documents: 108 Inside Dynamics GP, documents are: Click on Analytical icon:

110 Expense 109

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