August 2012 Document Version: Product Version: SAP Version: Localization: 1.0.2 1.2.3863 SAP 2007A, SAP 2007A SP01, SAP 8.8 All regions
2012 Enprise Solutions All rights reserved. No parts of this work may be reproduced in any form or by any means - graphic, electronic, or mechanical, including photocopying, recording, taping, or information storage and retrieval systems - without the written permission of the publisher. Products that are referred to in this document may be either trademarks and/or registered trademarks of the respective owners. The publisher and the author make no claim to these trademarks. While every precaution has been taken in the preparation of this document, the publisher and the author assume no responsibility for errors or omissions, or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it. In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document. Printed: August 2012 in Auckland, New Zealand 2
Table of Contents Chapter 1 Introduction 4 1. 1 Web Timesheets v Field Service Pro 4 Chapter 2 Installation 6 2. 1 Installation Prerequisites 6 2. 2 Installation Process 6 2. 3 Installation Application 6 Licence Application 7 Port Configuration for Web Applications 7 IIS 7 Requirements 8 Windows 2008 Server 8 Windows 7 8 Chapter 3 Configuring the Web Application for multiple sites 11 3. 1 Process 11 Chapter 4 Setup 17 4. 1 Users 17 4. 2 Web Timesheet User 18 Field Service Pro User 27 Settings 28 3
1 Introduction The intention behind this manual is to provide a hands on guide that will take you through what is involved in the installation, setup and configuration of the web applications. 1.1 Web Timesheets v Field Service Pro The web applications are provided with two levels of licensing: 1. Enprise Service: which is intended for companies who have remote employees who need to record their timesheets 2. Enprise Service Pro: which is intended for companies who carry out remote servicing of equipment and need their technicians to be able to record timesheets and allocate materials to a job. In the grid below is a list of functions that are available with each of the licenses: Function Enprise Service Enprise Service Pro Timesheet entry Uploading and downloading attachments Running reports Expense entry Submitting or approving timesheets Viewing assigned activities 4
Introduction Function Enprise Service Enprise Service Pro Entering materials on the job Viewing and updating sub-job details Capture customer signatures 5
2 Installation The Enprise Web applications consists of two ASP.NET (2.0 framework) applications. The application is dependent on the Enprise Job Costing database which is installed as part of the Job costing application. Please ensure that this is installed and operational prior to installing the web timesheet application. 2.1 Installation Prerequisites The following conditions must be satisfied before installation can proceed: Microsoft Windows 2003 server (For hosting of the web timesheet application) Microsoft IIS enabled Ensure that IIS is not configured to operate in IIS5.0 Isolation mode. SAP Business One and Enprise Job Costing installed on a server accessible from the web server Microsoft.NET framework runtime v2.0 installed. 2.2 Installation Process Installation is by means of a fully automated setup program which will setup and configure your web server and Enprise Job Database server for the Timesheet application. Execute the setup.exe application and follow the wizard through to completion. 2.2.1 Installation Application The setup program will: 1. Show the Enprise License Agreement 2. Validate the License key provided by Enprise Solutions Limited. 3. Obtain and validate the SQL database connection information of the SAP Business One Database. 6
Installation 4. Execute the database update scripts against the SAP Business One Database 5. Register the application 6. Create new application pools 7. Create a new virtual web site for the timesheet web service called TimesheetJobCostingWS 8. Create a new virtual web site for the timesheet web application called TimesheetJobCosting 9. Configure the Web Service to connect to the SAP Business One database You should be able to Access the web application just after the setup program has been run successfully via: http://localhost:1234/timesheet.aspx. If you need to customize this automated default configuration please follow the steps below. 2.2.2 Licence Application Once installed you will need to complete the licence and user setup in SAP Business One before configuring the Web Timesheet application. In SAP Business One: 1. Open Administration > Licence > Enprise Licence Administration 2. Install the appropriate licence as provided by your reseller or set the application to demo mode. (Limits to 700 job lines and 1 user. 3. Link the applicable SAP employee records to user records and ensure SAP employee records have appropriately assigned manager for timesheet approval system. 2.2.3 Port Configuration for Web Applications To avoid conflict with other applications the following ports are configured by default: TimesheetJobCostingWS 1233 TimesheetJobCosting 1234 7
These ports can be changed to suit your requirements however if the TimesheetJobCostingWS port is changed the TimesheetJobCosting configuration will need to be amended to reflect this see below for more details. 2.3 IIS 7 Requirements If you are installing the web application into an environment running IIS 7 (which is the standard version for Windows 2008 server and Windows 7) you need to ensure that you have IIS 6 Management Compatibility installed. These are optional components that are available in the Windows configuration. Failure to have these components installed will result in the installer giving an error message that it cannot detect IIS. 2.3.1 Windows 2008 Server Here is a link to the official Microsoft TechNet page relating to the installation of the IIS 6 Compatibility Components. Please also make sure that the Common HTTP Features Role Service is installed. 2.3.2 Windows 7 Adding the IIS 6 Management Compatibility components to Windows 7 is controlled via the Windows Features functions. The can be accessed from the Programs and Features menu option within the Control Panel. Step 1 Open the Windows Control Panel. This can be accessed directly from the main Start menu 8
Installation Windows 7 Control Panel Step 2 Select the Programs & Features option and select the Turn Windows features on or off on the left hand pane of the resulting window Step 4 Expend the Internet Information Service option, and the Web Management Tools option under that. An option for IIS 6 Management Compatibility will be available. Make sure that all the components are ticked 9
IIS 6 Management Compatibiltity 10
Configuring the Web Application for multiple sites 3 Configuring the Web Application for multiple sites This technical document was written to serve as a guide for implementing the Web Timesheets solution against multiple databases. The current release for Web Timesheets does not support implementation against multiple databases as standard; the process documented herein outlines a series of tasks with screenshots to achieve this solution. 3.1 Process Install the first instance against database 1 - this adds all the tables etc needed and sets up the website. 1. Install Web Timesheets against database 1 by running the setup.exe installation program. Installation will add all the required files, tables and stored procedures needed by Web Timesheets and creates the website, web service and application pools in IIS 6.0. 2. Test and confirm that the website created is working correctly against database 1. 3. Browse to the file location and backup the entire Timesheet directory and all its sub-directories. 4. Uninstall Web Timesheets using Control Panel > Add / Remove Programs. Uninstalling the application will allow you to setup the second database. 5. Install Web Timesheets against database 2 by running the setup.exe installation program. Installation will add all the required files, tables and stored procedures needed by Web Timesheets and creates the website, web service and application pools in IIS 6.0. 6. Test and confirm that the website created is working correctly against database 2. 7. Rename the \Timesheet\ directory and the copy of the \Timesheet\ directory made in step 3 appropriately. 11
8. In IIS, rename the existing TimesheetJobCosting and TimesheetJobCostingWS websites to match the directory names you are using (for ease of configuration tracking). 9. Open the properties window for the website and web service (WS). On the Web Site tab make note of the port number assigned to the website and web service.9. 12
Configuring the Web Application for multiple sites 10. On the Home Directory tab set the local path to point to the Timesheet directory in the newly renamed path from step 7 for the TimesheetJobCosting website and the TimesheetJobCostingWS directory in the newly renamed path from step 7 for the TimesheetJobCostingWS website. 13
11. Save each of the 2 website configurations to a file by right clicking on each and selecting All Tasks Save Configuration to a File. 12. Right Click on Web Sites and select New Web Site (From File) and import each file as a new website. You can also manually create a new website and go through each tab matching the settings to the existing. 13. Rename the 2 newly created websites to different names to match the directory structure naming. 14
Configuring the Web Application for multiple sites 14. Edit the new TimesheetJobCosting site and change the following details: 14.1. The TCP port number on the Web Site tab to a free TCP port number. 14.2. The local path on the Home Directory tab to the 2nd directory created in Step 7. It is not required that you create a unique application pool for this site. 15. Edit the new TimesheetJobCostingWS site and change the following details: 15
15.1. The TCP port number on the Web Site tab to a free TCP port number. 15.2. The local path on the Home Directory tab to the 2nd directory created in Step 7. It is not required that you create a unique application pool for this site. 16. Test the new site for database 2 by browsing to it in IIS or entering the URL with the correct port number 16
Setup 4 Setup There are various different setup elements associated to the web applications. 4.1 Users The fist and primary setup element are the users of the system. This setup and configuration element is accessed via the Users link on the main menu, and is only available to system administrators. The users of the web applications are separate to the users of SAP Business One. The setup for the users are separated into two categories: 1. Users of Enprise Service Pro 2. Users of Enprise Service For a functionality comparison between the two licenses, please refer to the following grid. User Listing 17
4.1.1 Web Timesheet User Web Timesheet User Setup 18
Setup Setting Options Reference User Listing of all the HR Records This function allows you to link the within SAP Business One. Details web user through to an employee within SAP Business One. All users within the web applications need to be setup as employees within SAP Business One in order to be able to link the records together when posting timesheets. The link between the user record and the HR record within SAP Business One is also required if activities are used within processing. Activities can only be linked to SAP Business One users, and inside the setup of the HR records, you can identify which SAP Business One user is associated to a specific HR record. By establishing these links the system can show activities linked to a specific user on the web. Display Name The name that is displayed when the user has logged into the system. Username The username that needs to be entered in order to log in. 19
Password The password associated to the user. Status Allows you to disable a user account if it is no longer required. This has an impact on the licenses in the system as the system counts the number of active users to determine the license allocations. User Group Web Timesheet User This option allows you to choose Field Service Pro User which license type the user is allocated. Default Warehouse A listing of all the warehouses The default warehouse allocated to that have been configured inside the user. By setting this value, when SAP Business One, excluding the user enters a material entry the the Job Costing work in progress system will default the warehouse on warehouse. the line to the value selected. This also impacts the stock on hand quantities that are displayed when a user searches for an item code. Stock on Hand Qty Available Qty View Instock Qty When searching for an item code in material entry the system will display the total stock on hand for the warehouse selected on the line, or, where no warehouse has been selected, the total stock on hand for the item (excluding the quantities that are in the work in progress warehouse). When displaying these 20
Setup figures, the system will display either the Available Quantity (the quantity after incoming stock and commitments) or the Instock Quantity (the physical stock on hand). Default View Today Timesheet The default view that a user will see Week Timesheet when they first log into the system. This value is overridden if the user is set to a system administrator in which case the system will automatically open the admin screen when they log in. Resolution 'Signed Mandatory By' field Not Mandatory If the value is set to mandatory, the user will have to have a resolution entered before a job can be closed. This is ideal for instances where work is being done in service related environments to allow feedback to be passed to the customer on what has been done. Customer Signature Mandatory on Close Not Mandatory Identifies whether or not the customers' signature is required prior to a job being closed. This allows you to obtain acknowledgement by the customer of the work that has been done. Non-Billable Entry By Item Each entry within the web applications 21
Default No can be set to a non-billable entry Default Yes indicating that the customer assigned Force No to the job will not be charged for the Force Yes work. This control allows you to control how the non-billable value is defaulted: By Item: on the inventory item master there is a UDF to indicate whether the item code is a nonbillable item code. When entering a new transaction, if the Non-Billable drop down box is set to By Item the system will default the Non-Billable check box on the transaction line to the value specified on the item master. Default No: the system will ignore the value on the item master and automatically set the value of the Non-Billable check box on the transaction line to No. The user will be able to override this value if required. Default Yes: the system will ignore the value on the item master and automatically set the value of the Non-Billable check box on the transaction line to Yes. The user will 22
Setup be able to override this value if required. Force No: the system will ignore the value on the item master and automatically set the value of the Non-Billable check box on the transaction line to No. The user will not be able to override this value. Force Yes: the system will ignore the value on the item master and automatically set the value of the Non-Billable check box on the transaction line to Yes. The user will not be able to override this value. Auto-Populate Entry Default Yes The auto-populate Default No complete as many details within the Force Yes transaction as possible based on Force No various setup function and will configuration options. On the timesheet entry screen, there is a check box which controls, on a transaction by transaction basis, to determine if the system should auto-populate the transaction. This user control will determine the state of the check box on the transaction. Default Yes: indicates that the 23
check box will be checked, but the user will be override the value. Default No: indicates that the check box will not be checked, but the user can check the value if required. Force Yes: indicates that the check box will be checked, but the user will not be able to uncheck the box. Force No: indicates that the check box will not be checked and the user will not be able to override the value. Linked Supplier Identifies the supplier code that is to Code be used when entering reimbursable expense entries. If this field is not populated with a valid vendor business partner code the Reimbursable field on the expense entry will be read only. Reimbursable Expense Process AP Invoice This value identifies which type of Goods Receipt transaction the system should default Type to when creating the reimbursable expense within SAP Business One. This is only a default value which can be changed when processing the reimbursable expenses from the transaction screen within Job Costing. 24
Setup Can Approve Timesheet / Identifies whether a user is able to approve timesheet and expense Expense Entries transactions. Only users that have been identified as being able to approve transactions will be available i the approval setup. Force Activities on Timesheet Entry With this option enabled, the user is required to enter an activity onto the timesheet entry. The activity needs to be an activity linked to a quote line and will be used to force the item code that is used on the transaction. 25
Permissions Options Details Administrator No Access Identifies whether the user is an Read Only administrator. Full Access System Administrator No Access Identifies whether the user is a system Read Only administrator. Full Access Timesheet Entry No Access Identifies whether the user is able to Read Only enter timesheets in the system. Full Access Other User No Access Identifies whether the user is able to Read Only enter timesheets on behalf of other Full Access people. No Access Identifies whether the user is able to Read Only enter expenses into the system. Timesheet Entry Expense Entry Full Access Other User Expense No Access Entry Attachments Entry Identifies whether the user is able to Read Only enter expenses on behalf of other Full Access users. No Access Identifies whether the user is able to Read Only access the attachments function Full Access within the web applications. 26
Setup 4.1.2 Field Service Pro User The configuration of a user for Field Service Pro provides additional permissions relating to the extra functions that are available within the module. These additional permissions are: Permissions Options Details Activity View No Access Determines the users' ability to view Read Only the activities that have been assigned to them. Activities cannot be updated via the web applications. Other User Activity No Access View Material Entry Determines the users' ability to view Read Only other users assigned activities. No Access Determines the ability of the user to Read Only enter materials on a job. Full Access Other User Material No Access Entry Allow Read Only enter materials on a job on behalf of Full Access another user. Material No Access Receipts Determines the ability of the user to Full Access Determines whether a user is able to enter receipts of material on a job. This is used in a situation where the work that is carried out on a job generates new parts that need to be brought into stock for tracking purposes. Sub Job No Access Determines the ability of the user to Maintenance 27
Read Only access and change the details on a Full Access sub-job. Sub Job Scheduling No Access Determines whether the user has the Read Only ability to access the scheduling Full Access functions within Field Service Pro. No Access The Read Only currently available within the product. Worksheet Entry worksheet function is not Full Access 4.2 Settings The settings function provides additional functions relating to options around the data entry within the system. Access to the settings can be found on the timesheet entry screen. These settings are saved as a cookie on the local machine which means that the settings are specific to each machine rather than to a specific user or the company. Timesheet Header By opening the settings the screen will expand to provide you with the following options: 28
Setup Date Entry Settings Setting Default Options Timesheet 12 Hour Time Format 24 Hour Details Determines whether to show the time on the calendar and timesheet entry in 12 hour format or 24 hour format. Default Timesheet Calendar Entry View Grid Determines for the machine whether the system should default to the calendar entry when the user opens the timesheet entry screen, or the grid entry screen. Intervals 15 Minutes This relates to the time interval that is 30 Minutes displayed on the calendar. 60 Minutes Default Start Time 12:00am - 11:00pm The default start time of a day. This 29
controls when the time list starts on the calendar entry screen. Default End Time 12:00am - 11:00pm The default end time of a day. This controls when the time list ends on the calendar entry screen. Default Duration 0 The duration intervals that are 6 mins available when entering timesheets 12 mins via the calendar entry screen. 15 mins 30 mins 45 mins 1 hour Online Help The URL to access the online help Location manual. Signature A disclaimer that can be printed at the Disclaimer Maximum of bottom of the signed job card. number Default items in The total number of items that will be 10 selected when the user does a search 15 in any of the search boxes. autosuggest dropdown selection 20 30 40 50 The higher the number of items that are selected, potentially the longer it will take for the system to retrieve the items. Full List 30
Setup Shown number of Default items in autosuggest This option controls the number of 5 items that are visible in the drop down 10 list before the system requires scroll Auto bars. Please note however, this setting dropdown selection can be overridden by the system if the list is deemed to be too long. 31