Whitepaper: TimeTrak’s Basic Business Process

November 8, 2018 General,Whitepapers,

Creating and booking the Job – TimeTrak Professional

The first step of the TimeTrak Basic Business process is to create a Job from within TimeTrak Professional, based on a Job Template already set up in MYOB Job Costing.

Along the top link menu item click on the Jobs link

This opens the Jobs panel on the right hand side of the TimeTrak Professional screen.

Click on the Add Job icon

This will bring up a pop up allowing the user to select the client the new Job is going to be created for.

Select the correct client.

Click OK

Choose the Template

Many fields will be pre-populated for the user based on what was set up in the Job Template in MYOB Job Costing.

Enter in the Job Title and adjust or update any other required Job Fields.

Please note this creates a new Job in MYOB Job Costing immediately on Save.

Click Save

If the Coordinates are not yet set up, set them up and click Save.

The Job is now created in MYOB Job Costing and visible in the TimeTrak Modules.

Depending on the user’s calendar settings, if “Auto Pin Job after Job Creation” and “Open Create Time Entry/ Appointment Screen After Selection” is enabled as per below:

The newly created job will be pinned after you click Save.

When a Job is pinned, on creating a Time Entry or Appointment in the TimeTrak Calendar the job’s details will automatically populate in the Time Entry or Appointment.

Select the User and time frame for the Appointment in the TimeTrak Calendar

So long as the time frame is in the future and the user has the calendar setting “Open Create Time Entry/ Appointment Screen After Selection” enabled, then the Appointment screen will automatically pop open.

The Appointment will populate with the pinned job or task details, including the client and contact. Set all the required fields.

If materials are going out on the job, they can be added to the Disbursements tab, likewise for Call out fees. If the Appointment is recurring then that can be set up in the Recurrence Tab.

Note: To add the appointment across multiple users, tick on all the required users in the Users field.

The Appointment is now booked in for the correct User(s) against the new Job

Completing the work – TimeTrak Mobile

When the user logs into TimeTrak Mobile, they land in the Home Screen, depending on the custom layout or size of the device, they should be able to see the current day’s appointments.

An Appointment may have the Calendar Icon text to it – again this depends on the size of the device.

The User can then drill into the next Appointment on the list and ‘Start Travel’

(If your business process is to capture time spent traveling – otherwise you will ‘Check In’ to the Appointment)

Our ‘Start Travel’ and ‘Check In’ options capture time from the moment the button is clicked on.

When the User has arrived on site they can click on the ‘Arrived at Destination’ button.

There are two options on how the Travel time is created:

1. TimeTrak has a Profile setting to automatically create the time entry for the user.

2. The Mobile User can manually create the travel time entry.

Note:

For the TimeTrak Professional User they will see the Appointment with an orange truck on it to indicate the user is travelling to site.

or a green house to indicate the user is on site.

The Mobile User can move about all the screens and view data they have access to while Travelling or Checked in to a job. They will have a Black toolbar along the bottom of their screen showing their checked in status.

Checklists can be set up to fire off on events of working on the job and they will prompt the user to complete an online form. In this example, a Checklist is set up to fire off on the ‘Check Out’ Event.

When the User finishes their work and clicks on the ‘Check Out’ button as per below:

The Checklist is the next loaded screen:

The user will run through the checklist and complete as required.

The completed checklist will be saved as a PDF against the job and can be emailed to users defined in the checklist setup. For more information about checklists, click here.

The Mobile User will then need to complete their time entry for the time spent on the job.

Depending on your TimeTrak settings, the user may or may not see all options to action on the time entry.

The user manually enters the narration explaining the work they have completed.

They can also select a “standard narration” which can be setup in the Admin Console.

The Mobile User will then save the Time Entry for work on the Job. They will be returned at this stage to the Job screen, or be asked to complete another checklist depending on setup.

To start travelling to the next location click on the ‘Home’ button to start the process again.

Adding Materials (Disbursements) used on the Job

In TimeTrak Professional and Mobile, materials can be added directly to the Job and time entry.

Materials added to the Time Entry in TimeTrak Professional

Create a time entry in TimeTrak Professional, or open an existing time entry or job. On time entry window, the disbursement is located on the tab above the time entry.

You will see a Disbursements tab next to the General Time Entry tab.

Note: Disbursements can be renamed to something more familiar to your company in some cases Materials.

Click into the Disbursements tab

Click on the Add button

The Disbursement selection screen will pop up.

Enter in the stock code or description into the ‘Search’ field.

Select the correct stock item.

Click on ‘Assign’ or if you need to add more than one disbursement click on ‘Assign & Add New’

Save the Time Entry.

This assigns the materials to the time entry.

To be noted, all of the Materials that are added through Time Entry, will be also posted into the job automatically.

Materials added to the job in TimeTrak Professional

To put a material (disbursement) directly against the job, go to the job you want to add the materials to and select the disbursement tab as per below:

Click add disbursement with ‘+’ symbol on top right

Select whether you wish to add a disbursement or travel fee, as per below

The Disbursement selection screen will pop up.

Enter in the stock code or description into the ‘Search’ field.

Select the correct stock item, and populate other required fields.

Click on ‘Save’ or if you need to add more than one disbursement click on ‘Save & Add New’ via the arrow selection on the Save button.

Keep in mind that all the materials (disbursements) that have been added against time entries will land against the job on posting as well.

Materials added onto the Job via Quote Lines in TimeTrak Professional

In TimeTrak Professional, you can also consume the materials (disbursements) from the job quote lines. Additional profile settings to allow this must be enabled, click here for more information about job quoting in TimeTrak 4.0 and the profile settings required.

The process is very similar to the ability to assign disbursements directly against a job.

Select the job.

Select the disbursement tab.

Click add disbursement with ‘+’ symbol on top right.

Select “From Quote” as per below:

From here, you can select a quote line:

There is the ability to click the “Add 4 Remaining” button, which will populate the amount of the disbursement, which is left to be consumed from the quote lines in this case 4.

Update and add details, as required.

Save, or Save & Add New to add additional disbursements.

Materials added to the Time Entry in TimeTrak Mobile

Create a new time entry or open an existing time entry in TimeTrak Mobile

When the User goes to Save the time entry, choose the option ‘Save and Add Disbursement’

This will take the user to the ‘Stock Item Search’ screen, they can enter in the Stock code, Description or Barcodes into the search to return results.

If they are unsure of which stock item to assign and there are no ‘Recently Searched Stock Items’ in the list, the User can place the cursor in the search bar and click on the Enter key.

Select the Stock item and click on the arrow to assign the Disbursement onto the time entry.

Depending on the set up and permissions the user has against the Disbursements, they may not have all fields visible.

Update the required fields and Quantities used against the stock item.

Click on ‘Save’ to add the single Disbursement onto the time entry or click on ‘Save & New’ to add more disbursements.

Materials added directly onto the Job in TimeTrak Mobile

Generally Users in Mobile will need to be on the Job Details screen in TimeTrak Mobile.

On the Job Details screen the User will see the Disbursements (Materials) button under the Financial Summary.

Drill into the Disbursements link

Click on ‘Add Disbursement’

Update the required fields and Quantities used against the stock item.

Click on ‘Save’ to add the single Disbursement onto the time entry or click on ‘Save & New’ to add more disbursements.

Please see above images for saving Disbursements against a time entry.

Materials added onto the Job via Quote Lines in TimeTrak Mobile

For TimeTrak Mobile users, very similar to TimeTrak Professional, there is the ability to consume quote lines against a job. Additional profile permissions are required.

Against the job, via disbursements:

Click Add Disbursement from Quote Line as per below:

This will display quote lines the user has access to and show the quantity quoted, what has already been consumed and what is left remaining to be consumed.

Select the applicable quote line.

Update fields as required.

Save, or Save & New to be redirected back to the quote lines screen.

Posting Time and Materials into MYOB Job Costing

TimeTrak generally has two methods of posting into MYOB Job Costing, daily and monthly.

If the organisation is posting daily, it is advised to include the monthly posting procedure into the MYOB End of Month process to ensure no time or materials are missed.

Daily Posting from TimeTrak Professional

This posting process allows organisations to be posting from TimeTrak and then invoicing from Job Costing as the work is completed, rather than in a routine time frame.

Once all time and materials are entered onto the job, generally from TimeTrak Mobile users, the TimeTrak Professional User will see time in the User’s Calendar

Note: All time and materials not yet posted from TimeTrak against the job, regardless of the user against them or the date they were entered will be posted to Job Costing – not just the selected Time Entry.

The Professional User may have received a checklist email saying that work is completed for the job.

Select a Time Entry against the job

Right Click so that the tool tip pops up

Click on the ‘Post Job’ option

The posting screen will come up, this screen will display the Client and Job Details, it will show the value of the Time and Disbursements against the Job, Call out Fees and

Un-Receipted Purchase Order values will also display.

It is recommended before posting that the user runs, at least, the ‘Detailed Job Report’ to see what the values on the posting screen are made up of.

It is at this stage that if the values are not logical they can be addressed within TimeTrak Professional by updating the Time Entries and Materials assigned to the Time Entries.

Before you click ‘Post’, make sure that everything is correct. According to the warning, once you post data from TimeTrak to Exo it is unable to be edited in TimeTrak and TimeTrak reports will be incorrect.

When the Values are correct the User clicks on the ‘Post’ button

The Posting pop up will show the Posting is processing

Once posting is completed the Time Entries will show with a small green tick on them and if the user drills into the Time Entry or Disbursement they will show as locked and posted.

The lines will now be in Job Costing – Time Entries land in the TimeSheets tab of the Job and Disbursements land in the Costs tab of the Job.

Monthly Posting from TimeTrak Professional – part of your End of Month Process

It is highly recommended that at the end of every month a user will run through the below process to ensure all Time and Disbursements within TimeTrak are posted to a job.

Within TimeTrak Professional, we have some Time Verification Reports which can display all Time and Materials not yet exported into MYOB Exo. These reports are permission-based so not all Professional users may have them.

Timesheet Verification By Job and TimeSheet Verification by User Reports are found here:

These reports can be run over a date range, select a month before the current month and up to the posting date.

The below example is the TimeSheet Verification By Job report

This report can be limited by User Group, users, dates and you can Exclude Previously Exported Time – all filters are across the top of the report.

Double click to drill into each job to check the Time Entries and Disbursements on the Time Entry – Make any changes required before verifying the time entries. For more information on Time Sheet Verification click here.

At the end of these processes, a user with “Global Admin” rights will need to login to the TimeTrak Administrator Console, as per below they will need to click on the Post to MYOB Exo Option:

This Screen will display all Time Entries and Disbursements that are to be posted, it is highly recommended that before a bulk post is completed a backup of both the TimeTrak and Exo databases is completed. For more information on backing up databases via the posting screen click here.

Select the period that time and materials will be posted to:

Filter by date range

Tick on “Only post verified” if the business process is to only post entries that have been verified by a Manager