Step by Step Guide PSA 2015 Module 5 5.1 calendar view 5.2 by line 5.3 Instant Time Entry PSA 2015 (Release 2.3.0.243) PSA 2015 Step by Step Guide is published by Assistance Software. All rights reserved. No part of this publication may be reproduced. The information contained in this guide is provided without any express, statutory, or implied warranties. Assistance Software will not be held 1 liable for any damages caused or alleged to be caused either directly or indirectly by this guide. (C) Copyright 2015 Assistance Software
Module 5. Contents INTRODUCTION... 4 MODULE 5. TIMESHEET... 5 Overview... 5 5.1 TIMESHEET CALENDAR VIEW... 7 INTRODUCTION... 7 What you will learn in this section.... 7 TIMESHEET CALENDAR VIEW... 8 Introduction... 8 Exercise 1: Understand the interface and time entry screen.... 8 Exercise 2: Book hours via Outlook retrieval... 13 Exercise 3: Book hours manually... 16 Exercise 3.1: Book time on a T&M project item with an hourly rate... 18 Exercise 3.2: Book time on a T&M project item with a daily rate and specify a location.... 20 Exercise 3.3: Book time on a Fixed Fee project item... 21 Exercise 3.4: Book time on a T&M project item and apply an hourly rate adjustment... 22 Exercise 3.5: Book time on a T&M item and update the % of completion of the project item activity... 22 Exercise 3.6: Book time on a Fixed Fee item and update the % of completion of the project item.... 24 Exercise 3.7: Book time on an internal project and use an internal hour type.... 27 Exercise 3.8: Book time for another user... 28 Exercise 4: Book expenses in the timesheet... 29 Exercise 4.1: Book an expense on a project item defined with mark-up... 29 Exercise 4.2: Book an expense on a fixed fee expense item with an attachment.... 31 Exercise 4.3: Book a fee on an expense item.... 32 Exercise 4.4: Book an expense via the mileage functionality and mark it as reimbursable.... 33 Exercise 5: Make use of all the other functionalities available in the timesheet.... 34 Exercise 5.1: Drag & drop functionality... 34 Exercise 5.2: Copy a single time record.... 35 Exercise 5.3: Copy multiple time records.... 36 2
Exercise 5.4: Define the Report Ready date.... 37 Exercise 5.5: Post to Time Card.... 38 Exercise 5.6: Understand the hours summary.... 39 5.2 TIMESHEET BY LINE... 40 INTRODUCTION... 41 What you will learn in this section.... 41 TIMESHEET by Line... 42 Introduction... 42 Exercise 1: Understand the (Line) interface and time entry screen hours... 42 Exercise 2: Book hours in the (Line).... 45 Exercise 3: Book expenses in the timesheet (Line)... 48 5.1 INSTANT TIME ENTRY... 51 INTRODUCTION... 51 What you will learn in this section.... 51 INSTANT TIME ENTRY... 52 Introduction... 52 Exercise 1: Use the timer of the Instant Time Entry in a CRM Case.... 52 Exercise 2: Use the Booking Hours of the Instant Time Entry in a CRM case.... 55 Exercise 3: View the time booked via the Instant Time Entry on a CRM case.... 56 Exercise 4: Instant Time Entry on a Project, Account and Contact.... 58 3
INTRODUCTION Welcome to PSA 2015 Step by Step Guide series! The intent of these guides is to teach you the core functionalities of Assistance PSA. You can use them as a complete training tool or as a reference for implementation purposes. Based on the PSA methodology it is broken down into 7 modules, each one designed to walk you through the implementation process up to and including best practice when working with the solution. For a complete description of each module please refer to the Appendix of Module 1. Module 1. Concept & Navigation Module 2. Settings Module 3. Blueprint Module 4. Projects Module 5. Module 6.Time and Expenses Module 7. Invoicing Starting at the beginning and working your way through all the exercises* will provide you with enough proficiency to be able to work with all the common functionality of PSA and apply this knowledge to your own business requirements. Last but not least this series of step by step guide will also prepare you for the certification exam of Assistance PSA. Good luck! * PSA for Microsoft CRM can be accessed from a web browser, from Microsoft Outlook by using the Microsoft Dynamics CRM for Outlook feature or from a mobile device. The screen shots and examples in this guide show the web browser option. Also note that for the purposes of this guide the security role used for all the exercises is System Administrator. 4
MODULE 5. TIMESHEET Overview This step by step guide is the fifth of the series and covers the creation of time and expense entries via the as well as time entry via the Instant Time Entry functionality. It is the very next step following the creation of your projects and the definition of their respective budget, plan and forecast. In this module you will learn how to: Book time and expenses via the Book time and expenses via the by Line Book time via the Instant Time Entry functionality 5
PSA 2015 Step by Step Guide 5.1: (calendar) PSA Suite Basic for CRM 2013 5.1: Calendar view 6
5.1 TIMESHEET CALENDAR VIEW 5.1 TIMESHEET CALENDAR VIEW INTRODUCTION Assistance PSA will provide your resources with two user interfaces for the timesheet functionality: (calendar) Outlook calendar format Outlook retrieval of appointments (line) Instant time Entry Linear format CRM Cases Projects Accounts and Contacts* *In order to have access to the Instant Time Entry at the contact and account level you will need to install a separate solution file. In addition to these two user interfaces, Assistance PSA will also give your resources a third option for time entry (only) with the Instant Time Entry functionality. These three options are part of Assistance PSA but can also be accessed via Direct Links without starting Microsoft CRM. See below link: (Line) Instant Time Entry : https://[crm SERVER]/WebResources/psa_/.html : https://[crm SERVER]/WebResources/psa_/Line.html : https://[crm SERVER]/WebResources/psa_/Timer.html Example: https://crm.assistancesoftware.com/webresources/psa_/timer.html This section will focus on the (calendar) What you will learn in this section. In this section you will learn how to: Book hours in your timesheet via Outlook retrieval Book hours in your timesheet manually Book expenses in your timesheet 7
5.1 TIMESHEET CALENDAR VIEW TIMESHEET CALENDAR VIEW Introduction In the (calendar) of Assistance PSA you can book time but also: Retrieve your Outlook calendar appointments and save them as time entries Copy one or multiple time entries Update your project s items and activities (ex: % of completion) Select a CRM case Book hours for another user Define the report ready date of your timesheet or post it to a time card Book expenses and relate a document to the entry Generate automatically a mileage/kilometer expense entry Exercise 1: Understand the interface and time entry screen. Scenario: The different projects of your organization have been created; you are ready to book time and expenses towards them. The steps below will provide you with an understanding of the timesheet s interface and time entry screen. Step 1: Understand the interface Under Assistance PSA navigate to. In the header of the timesheet, you will find the following information/options. Next to your name, PSA will display the calculation of hours still to be booked for the selected week. 8
5.1 TIMESHEET CALENDAR VIEW 1. The first number displayed represents the work hours per week that must be completed by the employee. This work parameter is defined in the Employee s screen (ref. Work & Leave parameters Module 3. Blueprint). 2. The second number represents the total number of hours booked in the timesheet (approved or not). 3. The third number is the variance between the work hours per week and what has been booked so far. This will allow PSA to establish the remaining hours to be entered in order for this week to be considered completed. If you work with Time Cards PSA will use this number to validate if the time card can be posted or not (specifically in the case where the parameter full week mandatory is checked). Right below your name you will find the following: Previous and Next arrows: these arrows will bring you to the previous or next week. + Sign: If you click this icon you will be able to create a time entry. X sign: If you select a time entry and click this icon you will be able to delete the entry. Week range: This field indicates the date range of the week displayed. Day/Week/Full week: This three icons will respectively allow you to display your timesheet by day, week (work days) or full week (including the week-end days). Each view will allow you to retrieve your Outlook appointments according to the view (one day only, week or full week). The 5 other icons of the timesheet header are specific functionalities of PSA and will be further explained via exercises in this guide: Outlook: Will allow you to retrieve your Outlook appointments in your timesheet and convert them into time entries. Copy Week: Will allow you to copy the time entries of a week. Change User: Will allow you to access the timesheet of another user. Expenses: This functionality will allow you to book expenses. 9
5.1 TIMESHEET CALENDAR VIEW Post to Time card: Will allow you to post your timesheet to a time card. If you are not defined (PSA User) with the time card functionality you will then see the Report ready field in lieu of Post to Time Card; this will allow you to specify until what date your timesheet is completed. Step 2: Understand the Time Entry screen Whether you retrieve your Outlook appointments in the timesheet to convert them to a time entry or create a time entry manually, you will have to complete the following time entry screen. The following fields are standard on the form and mostly mandatory: Project (mandatory) (project) Item (mandatory) Date (mandatory) Start/End/Hours (mandatory) Hour Type (mandatory) Description (can be made mandatory via the PSA Settings record) Internal note (not mandatory) Expenses (for mileage entry) 10
5.1 TIMESHEET CALENDAR VIEW The other fields will be displayed according to the configuration of your PSA Settings record. Activity Case Location Rate adjustment If you uncheck these options in the PSA Settings record, the corresponding fields will no longer be displayed on the time entry screen. In the case of project item activities unchecking the box will allow you to leverage the Gantt chart of PSA without requiring your users to book their hours towards project item activities. The PSA Settings record will also modify the way some fields of the time entry screen react: If the option Hours Entry Scope is set to All Projects then PSA will display the list of all the projects where a resource is a team member in the dropdown menu of the Project field. (Keep in mind that a project manager is automatically considered as a project team member) If you are not a team member of a project you will then use the Search feature of the time entry. 11
5.1 TIMESHEET CALENDAR VIEW In the next screen you can do a search on the Account of the project. Simply type in letters/numbers that are part of the Account or project name and click Search. PSA will display all the possible options. If you have restricted the hours entry scope to user is a team member then you will only access projects where you are a team member. The search engine will also only show you projects where you are a team member. Note here that if you work with Program you might want to check the corresponding option in the PSA Settings record in order for the Program to be displayed. If the option Select First Active Item is checked then PSA will automatically show the first active project item (in alphabetical/numeric order) of the project selected in the time entry. If the option is unchecked the field Item will show up blank and you will have to select the item yourself. Last but not least if you want to leverage the automatic mileage entry of the timesheet you will need to have defined the Default travel expense item with a value in the PSA Settings record (Expenses) in order for the feature to work. 12
5.1 TIMESHEET CALENDAR VIEW Exercise 2: Book hours via Outlook retrieval Scenario: You want to retrieve your Outlook calendar appointments in your and convert them into time entries. Note: The Outlook retrieval functionality will require that you have connection with your exchange server. This set up is done in the PSA Settings of your organization (please refer to the installation document). This connection is not provided in the boot camp and virtual class training; the exercise below is, therefore, for information purposes only. Step 1: Book hours in your timesheet via Outlook retrieval Under Assistance PSA navigate to. In the header of the timesheet, click the button Outlook. Because it is fully embedded in Outlook, PSA will then bring all your Outlook appointments into your timesheet. Depending on the appointments retrieved from your Outlook calendar, you may notice 2 different colors when they appear in your timesheet: Yellow will indicate that a project has already been assigned to the entry when it was created in Outlook. Grey will indicate that no project has been allocated yet to your time entry. Double-click on a grey record. 13
5.1 TIMESHEET CALENDAR VIEW PSA will open the time entry. Click the magnifying glass next to Project. In the next window you can do a search on the Account or the project. Simply type in letters/numbers that are part of the Account name or project name and click Search. Select a project and click Ok. If you have checked the box Select First Active Item in the PSA Settings screen you will notice that PSA has automatically displayed the first project item checked as Active of the project template. It will also display the default hour type of this employee; determining the rate of the entry. If no default hour type has been defined in the PSA User, PSA will display the first related hour type of this resource (by alphabetical order). In both cases, you may change the selection by using the dropdown menu. You are now ready to complete your time entry. 14
5.1 TIMESHEET CALENDAR VIEW 1 2 3 4 5 6 1. Activity: Using the dropdown menu you can select an activity here or leave it blank. Note that if your project is set with the box Booking restriction check, you will only be able to book time towards project item activities assigned to you. 2. Case: You do not have to select a case for this entry; leave the field blank. 3. Date/Start-End/Hours: You can modify the date, the period or the amount of time that was initially scheduled; your outlook calendar will remain intact while your timesheet records these changes. 4. Location: You do not have to specify a location for this time entry; leave the field blank. 5. Rate adjustment: You do not have to specify an adjustment rate for this entry; leave the field blank. 6. Description/internal note: You can change the original description entered in Outlook or add an internal note; simply click in the box and make the change. Once you are done, click Save; PSA will then save and close the entry. Back in the timesheet screen you will notice that your time record has turned blue; it will remain as such until it is approved. You want to review and save your other time records. This time double-click on a yellow entry. 15
5.1 TIMESHEET CALENDAR VIEW You will see the Project information that was assigned to the record when it was created in Outlook. As with the previous entry, you can make any changes to the fields displayed here (ex: select an activity). Once you are done, simply click Save to save the data. Back in the timesheet screen, the time record will now be blue. 16
5.1 TIMESHEET CALENDAR VIEW Exercise 3: Book hours manually Scenario: You have created different projects in Assistance PSA (ref. module 4. Projects) and are now ready to book time towards them. In the list of exercises below you will get to: o o o o o o o Book time on a T&M project item (hourly rate) Book time on a T&M project item (daily rate) and specify a location. Book time on a Fixed Fee project item Book time and apply an hourly rate adjustment Book time and update the % of completion of a project item activity Book time and update the % of completion of a project item Book time and use an internal hour type related to the bank of hours for sick leave Follow the detailed steps below to book time on your different projects. Step 1: Understand how to book hours manually Under Assistance PSA navigate to. In Assistance PSA You can enter your time manually via 2 options and, in both cases, PSA will automatically open a new time record. 1 2 1. + sign top bar: In the top bar of the timesheet, click the + sign button. PSA will open a time entry window and automatically set the start time as of now. 2. Cell: In the timesheet hover your mouse over a cell, PSA will indicate the start time of that cell. If you double click on that specific cell the time entry will have this starting time. 17
5.1 TIMESHEET CALENDAR VIEW Exercise 3.1: Book time on a T&M project item with an hourly rate 1 2 3 4 5 6 7 8 9 You are in your timesheet; click on cell to create your first time entry. 1. Project: Click the magnifying glass to select Project E. 2. Item: By default PSA will display the first active project item of the project s template. You can change the selection if you click the dropdown arrow or the magnifying glass. Use the dropdown to select Project Management. 3. Activity: Use the dropdown arrow to select the activity Project Plan. Note that if your project is set with the box Booking restriction check, you will only be able to book time towards project item activities assigned to you. 4. Case: You do not have to select a case for this entry; leave the field blank. 5. Date/Start-End/Hours: Validate the date and use the start and End fields to define the duration of the time entry. Note that you can also enter a quantity in the Hours field (make sure however that the start time is accurate). You want to book 6 hours. 6. Location: You do not have to specify a location for this time entry; leave the field blank. 18
5.1 TIMESHEET CALENDAR VIEW 7. Hour type: PSA will automatically display the default hour type of this employee; determining the hourly rate of the entry. If no default hour type has been defined in the PSA User, PSA will display the first related hour type of this resource (by alphabetical order). Note that you can change the selection by using the dropdown menu. Select Project manager. 8. Adjustment rate: You do not have to specify an adjustment rate for this entry; leave the field blank. 9. Description/internal note: Enter a description for this time entry but leave the internal note blank. Enter Project plan Draft. Once you are done, click Save; PSA will then save and close the entry Back in the timesheet screen you will notice that your time record has turned blue; it will remain as such until it is approved. 19
5.1 TIMESHEET CALENDAR VIEW Exercise 3.2: Book time on a T&M project item with a daily rate and specify a location. You are in your timesheet; click on cell to create your first time entry. 1. Project: Click the magnifying glass to select Project B. 2. Item: Leave the project item as is (10.01 Consultancy). 3. Activity: There is no activity related to this project item; leave the field blank. 4. Case: Leave the field blank. 5. Date/Start-End/Hours: Validate the date and book 3 hours. 6. Location: The onsite meetings occurred in a different state which you need to specify: select Florida. 7. Hour type: Select Analyst. Because the project item is defined as T&M with a daily rate, you must select an hour type also defined with a daily rate; otherwise the value of this entry will be zero (since PSA won t be able to find a daily rate on an hour type defined with an hourly rate). 8. Adjustment rate: Leave the field blank. 9. Description/internal note: Enter a description for this time entry but leave the internal note blank. Note: Because this is a T&M project item with a daily rate PSA will not consider the actual number of hours booked on the entry when invoicing the client; it will however calculate a full day for each time entry and bill the client accordingly. Keep in mind that if two entries are made on the same day, they will be charged as 2 full days. Once you are done, click Save. 20
5.1 TIMESHEET CALENDAR VIEW Exercise 3.3: Book time on a Fixed Fee project item You are in your timesheet; click on cell to create your first time entry. 1. Project: Click the magnifying glass to select Project C. 2. Item: Leave the project item as is (10.01 Support contract) 3. Activity: There is no activity related to this project item; leave the field blank. 4. Case: Leave the field blank. 5. Date/Start-End/Hours: Validate the date and book 2 hours 6. Hour type: Select Consultant. 7. Location: leave the field blank 8. Adjustment rate: leave the field blank. 9. Description/internal note: Enter a description for this time entry but leave the internal note blank. Note: Because this is a fixed fee project item PSA will not consider the actual time booked when invoicing the client; however, it will display in the financial section of both your project and project item the value of this time entry with its respective rates i.e. cost, transfer and selling. Once you are done, click Save. 21
5.1 TIMESHEET CALENDAR VIEW Exercise 3.4: Book time on a T&M project item and apply an hourly rate adjustment You are in your timesheet; click on cell to create your first time entry. 1. Project: Select Project A 2. Item: Select 1.1.0 Requirements. 3. Activity: Leave this field blank. 4. Case: Leave the field blank. 5. Date/Start-End/Hours: Validate the date and book 1 hour. 6. Hour type: Select Consultant. 7. Location: Leave the field blank. 8. Adjustment rate: Click the dropdown list and select Travel Time. Your contract specifies that you charge 50% of your resources rate when they are travelling. 9. Description/internal note: Enter a description for this time entry but leave the internal note blank. Note: Because you have selected an adjustment rate PSA will now take the hourly rate X the adjustment rate and multiply the result with the number of hours. Ex: 125 X 50% = 62.50 hourly rate adjusted. Value of time entry: 62.50 X 1 = 62.50. Once you are done, click Save. 22
5.1 TIMESHEET CALENDAR VIEW Exercise 3.5: Book time on a T&M item and update the % of completion of the project item activity. You are in your timesheet; click on cell to create your first time entry. 1. Project: Select Project E. 2. Item: Select 1.1.0 Requirements 3. Activity: Select Gather Business Requirements. Click on the field Activity. PSA will bring you to the project item activity. Update the Percent Complete field: enter 20. Note that the Gantt chart will be updated with the value entered here. 23
5.1 TIMESHEET CALENDAR VIEW Now close the window to go back in the timesheet. 4. Case: Leave the field blank. 5. Date/Start-End/Hours: Validate the date and book 5 hours. 6. Hour type: Select Consultant. 7. Location: Leave the field blank. 8. Adjustment rate: Leave the field blank. 9. Description/internal note: Enter a description for this time entry but leave the internal note blank. Once you are done, click Save. 24
5.1 TIMESHEET CALENDAR VIEW Exercise 3.6: Book time on a Fixed Fee item and update the % of completion of the project item. You are in your timesheet; click on cell to create your first time entry. 1. Project: Select Project E. 2. Item: Select 5.2.0 Training Click on the field Item. PSA will bring you to the project item. Update the Percent Complete field: enter 50. Now close the window to go back in the timesheet. 3. Activity: Select Training Prep. 4. Case: Leave the field blank. 25
5.1 TIMESHEET CALENDAR VIEW 5. Date/Start-End/Hours: Validate the date and book 7 hours. 6. Hour type: Select Consultant. 7. Location: Leave the field blank. 8. Adjustment rate: Leave the field blank. 9. Description/internal note: Enter a description for this time entry but leave the internal note blank. Once you are done, click Save. 26
5.1 TIMESHEET CALENDAR VIEW Exercise 3.7: Book time on an internal project and use an internal hour type. You are in your timesheet; click on cell to create your first time entry. 1. Project: Click the magnifying glass to select Project D. 2. Item: Select 20.02 Sick days. 3. Activity: There is no activity related to this project item; leave the field blank. 4. Date/Start-End/Hours: Validate the date and book 7 hours. 5. Location: Leave this field blank. 6. Hour type: Select Sick day. Note that because this project was defined as internal, PSA will only display the hour types also defined as internal. 7. Adjustment rate: leave the field blank. 8. Case: Leave the field blank. 9. Description/internal note: Enter a description for this time entry but leave the internal note blank. Note: Because you have selected the hour type Sick day PSA will update the bank of hours related to Sick leave with the number of hours entered here once they are approved. Once you are done, click Save. 27
Exercise 3.8: Book time for another user 5.1 TIMESHEET CALENDAR VIEW In the header of the timesheet, click Change User. PSA will display the list of all the users; select April if you are logged in as James and vice versa. Click OK. Back in the timesheet screen, you will notice that your own records are no longer displayed; you are now in the timesheet of the other user. Now go ahead and create a time entry: 1. Project: Select Project E. 2. Item: Select 1.1.0 Requirements. 3. Activity: Use the dropdown arrow to select the activity Gather business requirements. 4. Case: You do not have to select a case for this entry; leave the field blank. 5. Date/Start-End/Hours: Validate the date and book 6 hours. 6. Location: You do not have to specify a location for this time entry; leave the field blank. 7. Hour type: By default PSA will also display the default hour type of this employee; determining the hourly rate of the entry. Note that you can change the selection by using the dropdown menu. Select Consultant. 8. Adjustment rate: You do not have to specify an adjustment rate for this entry; leave the field blank. 9. Description/internal note: Enter a description for this time entry but leave the internal note blank. Once you are done, click Save. 28
5.1 TIMESHEET CALENDAR VIEW Exercise 4: Book expenses in the timesheet Scenario: You have created different projects in Assistance PSA (ref. module 4. Projects) and are now ready to book expenses towards them. In the list of exercises below you will get to: Book an expense via the mileage functionality and mark it as reimbursable. Book expenses on a project item defined with mark-up. Book an expense and attach a document to the entry. Book a fee to an expense item. Follow the detailed steps below to book expenses on your different projects. Exercise 4.1: Book an expense on a project item defined with mark-up In the header of your timesheet click the Expenses icon. PSA will open up a window where you will enter the expenses spent during the week currently displayed. Note that you can also enter here an expense for a previous week, it will be saved but will only be displayed (once saved) in the week where it occurred (you will need to navigate to this week and hit the Expenses icon to see it again). You can maximize the screen to see the full description of each column or leave it as is. To enter an expense click the + sign. 29
5.1 TIMESHEET CALENDAR VIEW 1. Project: Click the magnifying glass to select Project E. 2. Item: Select 3.2.0 Training Material. 3. Fee: This expense is not related to a fee, go to the next field. 4. Description: Enter Training material. 5. Date : By default PSA will display today s date; leave the date as is. 6. Quantity: Enter 60 7. Price: Enter the price of each unit: 10. 8. Cost Amount: PSA will automatically calculate the cost amount of this entry. Because this project item is defined with a mark-up PSA will take the cost amount entered here and apply the mark-up % to define the selling amount. 9. Sales tax: you do not need to identify the value of the sales tax, leave the field blank 10. Attachment: Leave this field blank. 11. Reimbursable: Leave this field blank. 12. Approved: This field is for information purposes only and will display a check mark if the expense has been approved. Once you have completed your expense line you can either click the + sign to enter a new expense or close the window, PSA will automatically save the entry. Note that if you need to delete a line, simply select it and hit the X sign. 30
5.1 TIMESHEET CALENDAR VIEW Exercise 4.2: Book an expense on a fixed fee expense item with an attachment. In the header of your timesheet click the Expenses icon. In the Expenses window you will find any expense already booked during this week. To enter your new expense click the + sign and complete the line. 1. Project: Click the magnifying glass to select Project E. 2. Item: Select 4.2.0 Travel. 3. Fee: This expense is not related to a fee, go to the next field. 4. Description: Enter 1 trip to client. 5. Date : By default PSA will display today s date; leave the date as is. 6. Quantity: Enter 1. 7. Price: Enter the price of this trip: 1750. 8. Cost Amount: PSA will automatically calculate the cost amount of this entry. 9. Sales tax: you do not need to identify the value of the sales tax, leave the field blank 10. Attachment: You will attach the receipt of your airfare. 11. Reimbursable: Check this box, you have put this airfare on your personal credit card. 31
5.1 TIMESHEET CALENDAR VIEW Exercise 4.3: Book a fee on an expense item. In the header of your timesheet click the Expenses icon. In the Expenses window you will find any expense already booked during this week. To enter your new expense click the + sign and complete the line. 1. Project: Click the magnifying glass to select Project E. 2. Item: Select 4.2.0 Travel. 3. Fee: This expense is related to your daily allowances during your trip to the client. Use the dropdown menu to select Daily allowance. 4. Description: Enter 10 days. 5. Date : By default PSA will display today s date; leave the date as is. 6. Quantity: Enter 10. 7. Price: The price will automatically be populated with the cost price of the fee (as defined in your project). 8. Cost Amount: PSA will automatically calculate the cost amount of this entry. 9. Sales tax: you do not need to identify the value of the sales tax, leave the field blank 10. Attachment: There is no attachment here. 11. Reimbursable: Check this box, you are to be paid this allowance and will include it in your expense claim. 32
5.1 TIMESHEET CALENDAR VIEW Exercise 4.4: Book an expense via the mileage functionality and mark it as reimbursable. You are in your timesheet. Open the time record related to Project E with project item 1.1.0 Requirements. You need to book mileage related to these workshop sessions. Click the mileage icon at the bottom of the screen. PSA will open up a new window where it will display the calculation of the mileage based on the information found in the project or in the PSA settings record (if it can t find it in the project). You can change the project item as well as the quantity; the selling price however can t be changed. You do not want to make any modification to this entry; click Ok and close the time entry. In the header of your timesheet click the Expenses icon. You will find your detailed entry listed with the other booked expenses. Check the box Reimbursable for this entry as this expense is billable to your client but also reimbursable to you. 33
5.1 TIMESHEET CALENDAR VIEW Exercise 5: Make use of all the other functionalities available in the timesheet. Scenario: You have booked time and expenses towards your projects. You will now make use of the other functionalities of the timesheet. In the list of exercises below you will learn how to: Use the drag & drop functionality Copy a single time record Copy multiple time records Report Ready feature Post to Time Card Understand the hours summary. Follow the detailed steps below to learn the listed functionalities above. Exercise 5.1: Drag & drop functionality With Assistance PSA you can change the day and duration of a time record via the timesheet screen. Left click on a record and, while holding the left mouse button, drag the record over to a new day or period of time. Once you are in the new time slot, simply let go of the left mouse button; the time entry will change to yellow for a short moment as PSA saves the record with the new information. You can also increase or decrease the duration of a time record. Left click on a record and move the mouse over the record until the mouse pointer becomes an up-down arrow. Drag the record to increase or decrease its duration and let go of the mouse; the time entry will be saved with its new duration. Ex: increase by 1 hour your workshop session (Project E - 1.1.0 Requirements) 34
Exercise 5.2: Copy a single time record. 5.1 TIMESHEET CALENDAR VIEW In Assistance PSA, it is possible to copy a single time record: Right mouse click on a time record. Ex: Workshop session (Project E 1.1.0 Requirements) Select Copy. Click the cell where the time entry should be copied. Right mouse click and select Paste. PSA will copy the time entry with the same start time as the original entry (you can modify this time by simply using the drag & drop functionality). The time entry will change to yellow for a short moment as PSA saves the record with the new information. 35
Exercise 5.3: Copy multiple time records. 5.1 TIMESHEET CALENDAR VIEW In Assistance PSA, it is possible to copy multiple time records within a specific week: Navigate to the week where you want to copy the multiple time records: use the Next arrow to go to the following week. In the top bar of the timesheet, click Copy week. Assistance PSA will open up a window where it will display all the time entries of the previous week. By default all the records will be pre-selected. You want to remove the sick day from the copy: uncheck the corresponding box. This will exclude the time record from the copying process. Once you are done, click Ok. PSA will copy the time records in your timesheet and automatically save them. As with your other time records you will be able to modify them to reflect any changes that might have occurred. Note that the mileage related to a time record will not be copied over; PSA considers the expense to belong to the original entry. 36
5.1 TIMESHEET CALENDAR VIEW Exercise 5.4: Define the Report Ready date. In Assistance PSA you can report your timesheet as completed until a specific date; this feature is called Report Ready. Note that this feature will only appear in the header of your timesheet if you are NOT defined to be a Time Card user (in the PSA User screen Time Card User field is set to No). In order to execute this exercise you will need to log out and log back in as another user; if you are logged in as James, log back in as April and vice versa (simply change the name of your login ex: ASAzure\James for ASAzure\April). Use the same password. Go to the (calendar) you will see the Report ready field. Click the dropdown calendar of the report ready field and select the date until which the timesheet is completed (select Friday). PSA will now give you a warning message when you try to book time before or on that date. Note that it will still let you create the entry. The modification of an existing entry before or on that day however will no longer be possible. Note that you can always change the Report Ready date for a day in the past this will re-open the week for modifying an existing entry. The report ready date is saved in the CRM user screen and is displayed in the field Booked hours until. You will see this information in a related exercise of Module 6. Hours and Expenses. Once you are done with this exercise log back in with your original login (April or James). 37
Exercise 5.5: Post to Time Card. 5.1 TIMESHEET CALENDAR VIEW When a user posts his/her timesheet to a time card, PSA will group together the time entries posted for that week and for this employee. It will also block the user from creating new entries or modifying existing ones for that period. This means that a user can only post once his/her timesheet to a time card for a specific week. The feature Post to Time Card is located in the s header and will only appear if the resource is set to post his/her timesheet to a time card in the PSA User screen. In order for the timesheet to be posted to a time card the number of hours booked must correspond to the selected parameters in the PSA User screen: Yes or Yes with full week completed. You are defined as Yes with full week completed. Click the icon Post to Time Card. PSA will display the following message: With the parameter Yes with full week completed the number of hours booked needs to correspond to or be higher than the number of Work Hours (defined in the CRM user screen). You still have 2 hours to book in order to complete your week. Go ahead and create an entry or increase the number of hours of an existing one to complete your week. Now click the Post to Time Card. PSA will display the following message: Go ahead and post the timesheet of your other week where you have booked time. (you may need to book additional entries select Project E to do so). Note that a person can only post once his/her timesheet for a specific week to a time card. Afterwards he/she won t be able to modify or book additional time within that week. Only a person with PM or Administrative approval rights will still be able to modify or book time for that resource within that specific week. Note that any new entry will not be related to the time card. Note that in order to post a timesheet to a time card you must have defined 52 booking periods. Also note that if you have created your series of 52 booking periods manually their start day must correspond to the First day of the week of the PSA Settings record in the Hours section (ref: Module 2. Settings). 38
5.1 TIMESHEET CALENDAR VIEW Exercise 5.6: Understand the hours summary. At the very bottom of the timesheet, PSA will display the number of hours booked for the selected week. The blue row will show the number of hours booked but not approved yet. The green row will show the number of hours booked and approved. At the top of your timesheet PSA will display the calculation of hours still to be booked for the selected week. 1. The first number displayed represents the work hours per week that must be completed by the employee. This work parameter is defined in the Employee s screen (ref. Work & Leave parameters Module 3. Blueprint). 2. The second number represents the total number of hours booked in the timesheet (approved or not). 3. The third number is the variance between the work hours per week and what has been booked so far. This will allow PSA to establish the remaining hours to be entered in order for this week to be considered completed. If you work with Time Cards PSA will use this number to validate if the time card can be posted or not (specifically in the case where the parameter full week mandatory is checked). 39
5.2 TIMESHEET BY LINE PSA Step 2015 by Step Step Guide by Step PSA Guide Suite Basic for CRM PSA Suite Basic for CRM 2013 5.2: by line 5.2: PSA Timer PSA Suite Basic for CRM 2013 5.3: by line 40
5.2 TIMESHEET BY LINE 5.2 TIMESHEET BY LINE INTRODUCTION Assistance PSA will provide your resources with two user interfaces for the timesheet functionality: (calendar) Outlook calendar format Outlook retrieval of appointments (line) Instant time Entry Linear format CRM Cases Projects Accounts and Contacts* *In order to have access to the Instant Time Entry at the contact and account level you will need to install a separate solution file. In addition to these two user interfaces, Assistance PSA will also give your resources a third option for time entry (only) with the Instant Time Entry functionality. These three options are part of Assistance PSA but can also be accessed via Direct Links without starting Microsoft CRM. See below link: (Line) Instant Time Entry : https://[crm SERVER]/WebResources/psa_/.html : https://[crm SERVER]/WebResources/psa_/Line.html : https://[crm SERVER]/WebResources/psa_/Timer.html Example: https://crm.assistancesoftware.com/webresources/psa_/timer.html This section will focus on the by Line What you will learn in this section. In this section you will learn how to: Book hours in your timesheet by Line 41
5.2 TIMESHEET BY LINE TIMESHEET by Line Introduction In the by Line of Assistance PSA you can book time but also: Copy one or multiple time entries Update your project s items and activities (ex: % of completion) Select a CRM case Book hours for another user Define the report ready date of your timesheet or post it to a time card Book expenses and relate a document to the entry Generate automatically a mileage/kilometer expense entry Exercise 1: Understand the (Line) interface and time entry screen hours Scenario: You have created different projects in Assistance PSA (ref. module 4. Projects) and are now ready to book time and expenses towards them. The steps below will provide you with an understanding of the timesheet s interface and time entry screen Step 1: Understand the (Line) interface and time entry screen. Under Assistance PSA navigate to (Line). PSA will bring you to the following entry screen: In the header bar you will find the same functionalities as with the (calendar) except for the Outlook retrieval which is only accessible via the (calendar). For an explanation of these functionalities please refer to the exercises of the (calendar). 42
5.2 TIMESHEET BY LINE Note that you can display a full week by clicking the corresponding icon in the header. On the left hand side you will find the project information and in the right hand side you will find the days of the selected week. As with the Timehseet (calendar) the configuration of your PSA Settings record will influence the columns displayed in the left section. The three columns Project, Item and Hour type are standard and mandatory elements of the grid. You can add two additional columns to the grid: Item Activity and Accoun. To do so simply check their corresponding box in the PSA Settings record. In our example we only want to show Project Item Activity. Note that you must also check the box Show link to Project Item Activities if you want your resources to have access at all to this field in the. As with the (calendar) the fact that you have checked Select First Active Item in the PSA Settings record will also display the first active project item once you select your project. You can change it via the look up icon. Note that the Search function will be the same as with the (calendar). Your default hour type will also be displayed if it s been defined in the PSA User screen. 43
5.2 TIMESHEET BY LINE To view the other fields available for time entry you must first complete the time entry line. Then hover your mouse over the number of hours and click the Note icon. You will find here the standard fields Description and Internal note as well as the Expenses (for mileage) functionality. The configuration of your PSA Settings record will determine the display of Location, Rate Adjustment and Case. 44
5.2 TIMESHEET BY LINE Exercise 2: Book hours in the (Line). Scenario: You have created different projects in Assistance PSA (ref. module 4. Projects) and are now ready to book time towards them. This exercise will focus on booking hours towards a Fixed Fee project item. Note that any time entry will follow the exact same process. Follow the detailed steps below to book time on your project. Step 1: Book hour in the (Line). Under Assistance PSA navigate to (Line). PSA will bring you to the following entry screen and display any existing time entries for the current week, including entries booked via the (calendar). This is due to the fact that you are accessing the very same data only via a different user interface. For the purpose of this exercise click the Back arrow to navigate to the previous week. Click the + Sign of the header and then the magnifying glass of the empty line in order to select the project of your first entry. 45
5.2 TIMESHEET BY LINE PSA will open up a window where it will display all the projects where you are a team member (remember that a project manager is automatically considered a project team member of his/her project even if he/she is not selected in the Project Team Member section of the project). Note that the search function will be identical as with the (calendar). Select Project E and click Ok. Back in the previous screen, you will notice that by default PSA has displayed the first active item of the project template as well as your default hour type. You can change the project item via the look-up function. You do not want to change it; leave it as is. There is no project item activity related to Pre-Sales; go to the right section of the grid and click the cell of the column Monday. Enter 7 (for 7 hours) and hit the tab key; in the next day enter 6 (for 6 hours). PSA will save the information as you enter it in the grid and automatically update the total amount of hours for that day. You want to enter a description for the second time entry. Hover your mouse over the cell and click the note icon. 46
5.2 TIMESHEET BY LINE PSA will bring up a new screen where you will be able to enter a description and/or an internal note. Based on the configuration of your PSA Settings record you might also be able to specify a Location, Rate Adjustment or CRM case. These fields do not apply to this time entry; leave them as is. Finally, you will find the mileage functionality at the bottom of the screen. This doesn t apply to the entry. Once you are done, click Ok in order to save the information. Back in the timesheet you will see the Note icon displayed next to this last entry indicating that there is a description for this entry. If you need to book time towards another project/project item or project item activity simply click the + sign of the header. The time entries booked in the (line) will also be displayed in the (calendar) because you are accessing the same data but via a different user interface. Since no start time is defined in the (line) PSA will display all entries booked via this UI at 7:00am. 47
5.2 TIMESHEET BY LINE Exercise 3: Book expenses in the timesheet (Line) Scenario: You have created different projects in Assistance PSA (ref. module 4. Projects) and are now ready to book expenses towards them. This exercise will focus on booking an expense towards a billable expense item. Note that any expense entry will follow the exact same process. Also note that booking expenses in the (line) is identical to the one executed via the (calendar). Follow the detailed steps below to book an expense to your project. Step 1: Book an expense in the (Line). Navigate to the week where you have booked your previous hours (see previous exercise). In the header of your timesheet click the Expenses icon. PSA will open up a window where you will enter the expenses spent during the week currently displayed. Note that you can also enter here an expense for a previous week, it will be saved but will only be displayed (once saved) in the week where it occurred (you will need to navigate to this week and hit the Expenses icon to see it again). You can maximize the screen to see the full description of each column or leave it as is. To enter an expense click the + sign. 48
5.2 TIMESHEET BY LINE 1. Project: Click the magnifying glass to select Project A. 2. Item: Select 3.2.0 Training Material. 3. Fee: This expense is not related to a fee, go to the next field. 4. Description: Enter Training material. 5. Date : By default PSA will display today s date; change the date for Monday of next week (since you are in the following week). 6. Quantity: Enter 55. 7. Price: Enter the price of each unit: 10. 8. Cost Amount: PSA will automatically calculate the cost amount of this entry. Because this project item is defined with a mark-up PSA will take the cost amount entered here and apply the mark-up % to define the selling amount. 9. Sales tax: you do not need to identify the value of the sales tax, leave the field blank 10. Attachment: Leave this field blank. 11. Reimbursable: Leave this field blank. 12. Approved: This field is for information purposes only and will display a check mark if the expense has been approved. Once you have completed your expense line you can either click the + sign to enter a new expense or close the window, PSA will automatically save the entry. Note that if you need to delete a line, simply select it and hit the X sign. 49
5.3 INSTANT TIME ENTRY PSA 2015 Step by Step Guide 5.3: Instant time entry 50
5.3 INSTANT TIME ENTRY 5.1 INSTANT TIME ENTRY INTRODUCTION Assistance PSA will provide your resources with two user interfaces for the timesheet functionality: (calendar) Outlook calendar format Outlook retrieval of appointments (line) Instant time Entry Linear format CRM Cases Projects Accounts and Contacts* *In order to have access to the Instant Time Entry at the contact and account level you will need to install a separate solution file. In addition to these two user interfaces, Assistance PSA will also give your resources a third option for time entry (only) with the Instant Time Entry functionality. These three options are part of Assistance PSA but can also be accessed via Direct Links without starting Microsoft CRM. See below link: (Line) Instant Time Entry : https://[crm SERVER]/WebResources/psa_/.html : https://[crm SERVER]/WebResources/psa_/Line.html : https://[crm SERVER]/WebResources/psa_/Timer.html Example: https://crm.assistancesoftware.com/webresources/psa_/timer.html This section will focus on the Instant Time Entry functionality. What you will learn in this section. In this section you will learn how to: Book hours via the Instant Time Entry Book expenses in your timesheet 51
5.3 INSTANT TIME ENTRY INSTANT TIME ENTRY Introduction The Instant Time Entry of Assistance PSA will provide you with two features: Timer (which you will save as a time entry) Hour booking (which consists of a time entry) These 2 options are available in different area of the solution: In the CRM Case screen In the Project screen In the Account and Contact screens* *In order to have access to the Instant Time Entry at the contact and account level you will need to install a separate solution file). Exercise 1: Use the timer of the Instant Time Entry in a CRM Case. Scenario: You have created a project for your support contract with Client A. You want your helpdesk to use CRM cases to manage their support activities and have them book their time towards both the cases and the support contract project. This will allow you to monitor the number of hours spent as well as compare the value of these hours with the recurring billing of this contract. Follow the steps below to use the timer of the Instant Time Entry to book time. Step 1: Use the timer of the Instant Time Entry in a CRM case. Under Service navigate to Case. You will start with the creation of a CRM case. In the command bar click + New Case 52
5.3 INSTANT TIME ENTRY In the next screen complete the general information of this case. Once you are done hit Save. Now go to the Project field and select the project related to your support contract. Select Project C. And save the data. You are now ready to use the Instant Time Entry; click the corresponding icon on the local command bar of the case. PSA will open up the following window: You will find here the same fields as with the time entry screen of your. In this case however: PSA will automatically populate the Project field with the project selected at the case level (and, if defined as such in the PSA Settings, the first active project item). You can change the information if necessary. It will also automatically populate the Case field with the current case. You have two options: Use the Timer or book time directly. You want to start the timer. Click the corresponding icon. 53
5.3 INSTANT TIME ENTRY PSA will now start the timer and present you with the following options: + New Time Entry: you can start an additional time entry (and specify a different project) at the same time as your first timer is running. Open Timer: this feature will allow you to open the timer and pause the timer or stop it and save the time. Delete Timer: this feature will allow you to delete a running timer. Once you have started your timer, you can navigate away from CRM (or even close the solution), PSA will continue to run the timer until you save it to a time entry. You are ready to save the timer to a time entry; select the line and click Open Timer. PSA will open up the timer again. At the bottom of the screen you will find the options to pause or stop the timer; you want the second option. Click Stop. Enter a description in the Description field (if you haven t already done it when you started the timer). At this point you can decide to override the time displayed in the Hours field or to save the time as is. Click Save Hour Booking; you do not wish to make any change to the time displayed. And close the window now empty. 54
5.3 INSTANT TIME ENTRY Exercise 2: Use the Booking Hours of the Instant Time Entry in a CRM case. Scenario: You have created a project for your support contract with Client A. You want your helpdesk to use CRM cases to manage their support activities and have them book their time towards both the cases and the support contract project. This will allow you to monitor the number of hours spent as well as compare the value of these hours with the recurring billing of this contract. Follow the steps below to use the booking hours of the Instant Time Entry to book time. Step 1: Use the booking hours of the Instant Time Entry Under Service navigate to Case. You need to book time towards an existing case. In the list display select and open the case created earlier. In the next screen validate that a project is related to this case. On the local command bar click Instant Time Entry. PSA will open up the entry window: Validate the project information and hour type. Enter a description (if necessary). You want to book 1 hour on this case (from a meeting you ve just attended). Enter 1 in the Hours field and hit Save Hour Booking. And close the window now empty. 55
5.3 INSTANT TIME ENTRY Exercise 3: View the time booked via the Instant Time Entry on a CRM case. Scenario: You have created a project for your support contract with Client A. You want your helpdesk to use CRM cases to manage their support activities and have them book their time towards both the cases and the support contract project. This will allow you to monitor the number of hours spent as well as compare the value of these hours with the recurring billing of this contract. Follow the steps below to view the time booked on a CRM case via the Instant Time Entry. Step 1: View the time booked via the Instant Time Entry on a CRM case. Under Service navigate to Case. You want to vie the time booked towards a CRM case via the Instant Time Entry.. In the list display select and open the case created earlier. In the next screen go to the Navigation bar, click the dropdown menu of the case and go to Hours. You will find here the time entries booked via the Instant Time Entry. You can open these records and modify them (if not approved). 56
5.3 INSTANT TIME ENTRY The information will also be available at the project level where you will be able to include the CRM case number in the view. 57
5.3 INSTANT TIME ENTRY Exercise 4: Instant Time Entry on a Project, Account and Contact. The Instant Time Entry functionality is available at the project as well as the Account and Contact level.* This will allow you to make use of the timer (or hours booking) while you are, for example, discussing your project with your resources or with a client. The Instant Time Entry functionality will be the same, for these 3 entities, as it was for the CRM case. The location however as well as how the project field is populated will vary. The steps below illustrate the difference between the Instant Time Entry at the project level and the Account and Contact level. *In order to have access to the Instant Time Entry at the contact and account level you will need to install a separate solution file. Step 1: Instant Time Entry on a Project. The Instant Time Entry at the project level will be found in the local command bar of the Project screen. Once you click on the functionality PSA will automatically populate the project field with the current project record. Step 2: Instant Time Entry on an Account. The Instant Time Entry at the account level will be found in the ellipsis button of the local command bar of the Account screen. 58
5.3 INSTANT TIME ENTRY In this case you will need to select the project related to this account where you want to book time. In the dropdown menu PSA will only present you with projects related to the current account. Step 3: Instant Time Entry on a Contact. The Instant Time Entry at the contact level will be found in the ellipsis button of the local command bar of the Contatc screen. In this case you will need to select the project related to this contact where you want to book time. In the dropdown menu PSA will only present you with projects related to the account of this contact. 59