Time Sheets
Scheduling
Project Management
Dashboards
Geo Location
Clock On / Off
Check In / Check Out
GPS Tracking
Electronic Forms (Compliance)
Client SMS notification
Knowledgebase
Timesheet and Leave Approval
Quoting
Purchase Orders
Welcome to the Summer Release of 2024, TimeTrak 24.3! Please browse through this document to learn more about the new features and improvements.
Contents:1. In Grid Editing of Quote Lines within TimeTrak Professional 2. Generate Purchase Orders from Quote Lines 3. Live Integration to MYOB Acumatica Purchase Orders via TimeTrak Professional 4. MYOB Acumatica Item Class now in TimeTrak5. Ability to set Client Code as Read Only6. Default Location Available on Projects for Acumatica Clients in TimeTrak Professional7. Set Acumatica Employee Code on new user setup in TimeTrak 8. Set Acumatica Employee Branch in TimeTrak on new user setup in TimeTrak 9. Unit of Measure (UOM) available against disbursements in TimeTrak10. Global Search Items Collapsible11. Task Code column added to parent task drop down in TimeTrak Professional 12. TimeTrak Calendar Subscription13. Duplicating Reoccurring Appointments14. Task Contact Emailing15. Default Tasks16. Job Saving Behavior
Project and job quoting have been enhanced in TimeTrak Professional for both MYOB Exo and MYOB Acumatica clients with this release. Quote lines are now in an editable grid, and additional fields such as Markup, Margin, and Discount have been added to assist with the quoting process.
In addition to using the Add Quote Line button, you can also use the Insert shortcut key to speed up you data entry
In previous versions of TimeTrak, quote lines could not be added with a sell value of zero. This limitation has been removed in this release.
When creating a quote line and specifying a supplier, the “copy to” field will now default to “P – Purchase Order”.
If ERP integration is set to MYOB Acumatica and the “Add Purchase Order for Project/Job” option is enabled, an additional button, “Generate Purchase Order,” will appear on the quote tab.
When selecting “Generate Purchase Order”:
Once a supplier is selected, a purchase order will be generated for the supplier’s quote lines with all data prepopulated, as shown in the example below:
Note: The same quote line can be used to generate multiple purchase orders.
Quote lines that have had purchase orders generated for them already will display highlighted in blue as per below:
In this release of TimeTrak, live integration with MYOB Acumatica purchase orders is now available via TimeTrak Professional.
Note: Before using this functionality, the TimeTrak API user must be assigned to an employee and set up in the company tree. This ensures that TimeTrak has permission to view and create purchase orders for all employees.
The following profile settings are now available to control user purchase order permissions:
Show Purchase Orders
When enabled, purchase orders are available in the Professional menu for users to select, search, and view.
Add Purchase Order
When enabled, users assigned to the profile have permissions to create a new purchase order in Acumatica (via TimeTrak).
Supplier: When only the supplier option is enabled, users can raise purchase orders, but there is no option to assign them to a Project/Job. Purchase orders can only be raised directly to suppliers.
Project/Job: When only the Project/Job option is selected, users can create purchase orders, but every purchase order must be assigned to a project.
Supplier & Project/Job: When both options are enabled, users can raise purchase orders with the project being an optional field to map purchase order lines to.
Edit Purchase Order
When enabled, users can edit purchase orders by clicking the icon to change the status to “On Hold,” allowing changes to be made via TimeTrak.
Delete Purchase Order
When enabled, users can delete active purchase orders. Upon confirmation of deletion, the purchase order will be removed from both TimeTrak and Acumatica.
Restrict To My Purchase Orders
When enabled, only purchase orders created by the logged-in user (purchase order owner) are visible.
Restrict To My Branch’s Purchase Order
When enabled, only purchase orders for the logged-in user’s branch are visible.
On creation of a new purchase order, the branch is read-only. If the supplier has a default branch set in Acumatica, this will be the branch for the purchase order; otherwise, it will default to the logged-in user’s branch.
Note: If the two restrict settings above are not enabled, these are optional filters available within the purchase order grid as shown below:
When the logged-in user has “Show Purchase Orders” and “Add Purchase Order” for Supplier and Project/Job enabled:
Add Purchase Order: From the Main Purchase Order Grid in TimeTrak Professional:
If a project or project task is forgotten or incorrectly selected at the start, it can be reselected. Clicking “Assign Project” will update all purchase order lines to prevent staff from needing to do this manually line by line.
Viewing Purchase Orders Against a Project
On the purchase orders tab of a project, any purchase orders where the project has been assigned can be seen.
Add Purchase Order: From a Project/Job within TimeTrak Professional
Additional defaults are specified to speed up purchase order creation:
Purchase Order Ship To
Purchase orders created via TimeTrak default the Ship To Type of Customer.
If Branches and or Warehouses are enabled in Acumatica, these can be enabled in TimeTrak, providing additional options:
Ability to Raise Purchase Orders to GL Codes and Inventory Items
Purchase order lines can be raised to both inventory items and GL Accounts/Sub Accounts where required.
Upon saving, the purchase order number generated from Acumatica will be displayed in the purchase order heading, as shown below.
Displaying Closed Purchase Orders
Optionally displaying completed purchase orders can enhance transparency and provide valuable historical data for better decision-making and auditing purposes.
In this release, Item Classes for both Stock and Non-Stock Items in Acumatica now sync to TimeTrak.
This update allows you to filter items by Item Class “Group” within TimeTrak Mobile, as detailed here:
https://timetrak.co.nz/blog/category/timetrak-21-3-release-notes-whats-new/#stock-group-filter-added-to-stock-and-disbursement-search-screens-in-timetrak-mobile
Additionally, it offers greater flexibility in data reporting within TimeTrak.
For example, if a Project Quote has been created in TimeTrak, data can now be grouped by Item Class, thanks to this new synchronisation.
In this release of TimeTrak, the ability to make the client code a read-only field has been added.
Note: For Acumatica sites, if numbering conventions are in place for the customer code, Acumatica will set this when the customer is synced. TimeTrak will then be updated to reflect the Acumatica code when a change is made and synced back into TimeTrak.
The Project default location from Acumatica is now available to be viewed and set within TimeTrak Professional.
Profile Settings: Under a user’s profile, navigate to Form Layout > Project > Default Location to enable visibility. Once enabled, this field will be displayed.
With both visibility and “required” enabled for the Default Location, staff will be required to select the project’s default location when adding or editing a project in TimeTrak.
The Default Location displays all active locations associated with the client for the project.
Selecting the Default Location will automatically populate the Project Address with the customer’s location address from Acumatica, preventing the need for manual entry.
When you add a new employee and select the job resource (an employee synced from Acumatica), the payroll field will now automatically populate with the employee code from Acumatica if payroll is enabled. This improvement will streamline the process and reduce manual entry errors.
From this release, when you add a new employee and select the job resource (an employee synced from Acumatica), the user’s branch field will now automatically populate based on the “branch” field setting in Acumatica. This will further streamline the onboarding process and ensure consistency in employee data.
In this release of TimeTrak for clients with Acumatica integration when adding a disbursement in TimeTrak professional for a stock item and non-stock item with multiple units of measure there is now the ability to select and specify the unit of measure in order for the correct pricing to be returned and flow back to Acumatica.
When adding a disbursement, you will notice a new dropdown selection for the Unit of Measurement. By default, this will be the Sales Units for the Stock item in Acumatica.
On changing the unit of measure for the disbursement, the cost and sell prices will automatically update based on the Acumatica UoM multiplier.
It is worth noting that Units of Measure is an optional feature in Acumatica. For more information on how to implement it for your business please contact your MYOB solutions provider.
Global Search was introduced to TimeTrak Professional from version 20.1 as per this link.
With the latest enhancement, users can now collapse search items, similar to how TimeTrak reports work. This preference will be cached to the user’s browser, making it a personalized and efficient experience.
This is particularly helpful for users who don’t frequently need to open certain groups, like clients. By collapsing these groups, they can avoid unnecessary scrolling and quickly find and open projects, tasks, time entries, or knowledgebase articles.
Task Code was introduced to TImeTrak from version 24.1 as per this link.
From this release the ability to see the task code has been added to the parent task selection within TimeTrak Professional as per below:
This adjustment assists MYOB Acumatica clients using parent/ sub task relationships within TimeTrak to easily identify the correct parent task based on the task Code (Acumatica Code)
This release includes the ability for TimeTrak Professional users to generate a TimeTrak calendar subscription for themselves and other TimeTrak users which can be loaded into other calendars such as Google, IOS and Outlook.The subscription includes appointments (including recurring) from the Monday of the previous week until the Sunday of the week, 4 weeks from now. This covers 5 full weeks of appointments. See below whitepaper for full details:https://timetrak.co.nz/blog/category/timetrak-calendar-subscription/
Previously, moving recurring appointments between staff wasn’t easy, but with this new functionality available in TimeTrak 24.3, you can now easily duplicate any recurring appointment into a new one. This feature is designed to simplify your scheduling process, ensuring you can maintain consistency across all your appointments with minimal effort. Just select the unsupported recurring appointment you want to duplicate, with a simple right click and copy, create a new appointment with all the same details that can be scheduled for anyone and any time.
To duplicate a recurring appointment, simply right click on the desired instance and choose Copy from the popup menu.
This will instantly create a new appointment with all the same information that you can easily be dragged around the calendar or edited in exactly the same way any other appointment without affecting the original reoccurring series.
Emailing for task contacts has been greatly enhanced In addition to the already existing email functionality. It is now easier to email the contact directly or included as additional email recipients. This updated functionality can even be used to send task attachments to the task contact without the previous manual steps.
If the task contact has a valid email address, this will now be displayed in bold at the top of the list of available destination email addresses.
This is also available when emailing Task attachments
Enhance your staff time management efficiency by setting a default task per project. This powerful feature allows you to automatically assign a predefined task to new entries, ensuring consistency and saving valuable time.
With default task settings, every new entry is seamlessly assigned to the default task without the need for staff to manually select the applicable task.
This functionality has been designed for those integrating TimeTrak with MYOB Acumatica but is still a valuable feature for those using TimeTrak with MYOB Exonet with TaskTrak Enabled.
There are several different methods to set the default tasks, the following section will summarise these methods. Which one is right for you will largely depend on your business, workflows and underlying ERP. Please get in touch with us to help with the best match.
You can specify a default task directly in the Acumatica Project screen, this will then be copied through to TimeTrak on the next synchronisation run. Default tasks can also be specified on project templates. For more information on this method, please consult the Acumatica documentation or you Acumatica consultant.
When creating projects in Acumatica, you may choose to only create a single task. In this scenario, TimeTrak will automatically assume this is the default task.
Setting the default project task is simple, from the project task list, right click on the desired task and select “Select as Default Task”
Once this is set, the selected task will be displayed in bold
If for any reason you decide that you didn’t need to do this, simply right click the task again and this time select “Unset Default Task”
You can use this method to set/unset the default tasks regardless of how the default tasks are set.
Now that a default task is set, depending on user profile configurations different things may happen.
Generally, regardless of how the default task is set, when time entries are created for projects, the default task will be automatically selected for the user.
This is particularly useful in scenarios where the user profile has the “All Time must come from tasks” restriction enabled.
This will happen regardless of the medium used to do convert this time entry (Professional website, mobile website or app).
When default tasks have not been set on the project, the normal task selection process applies.
Small quality of life update has been made to the behavior when saving jobs. By utilising the Save option from the Save button popup options, the jobs screen will remain open on the tab you’re currently viewing
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