TSE

The primary purpose of the Timesheet module is to track hours worked on either projects from the Project Accounting module or Work Orders. Hours can be entered without a project or work order for export to a payroll application. It is not intended as a payroll system, but timesheet data can be exported from TRX Enterprise{*}* to payroll systems. Pay periods are set up with beginning and ending dates as well as the number of standard hours per period. Hours for each employee are categorized by type so that sick time, vacation time and double time can be tracked in the system. Hours for projects and work orders are posted to the project or work order when timesheets are processed. General Ledger entries are made at that time for Work In Process (WIP) and allocated labor accounts.

The transaction processing in the Timesheet module is fairly simple. Hours are entered via timesheet entry or can be imported from text files. Once entered, hours are approved and/or actual pay rates calculated depending on the setup of the module. The timesheets are then processed, become a permanent entry in TRX Enterprise{*}* and the time is reflected in Project Accounting or Work Orders. Timesheet data can be exported to text files.

Enter Timesheets

Missing Timesheets

Timesheet Approval

Calculate Actual Pay Rate

Add/Change Employee Rates

Process Timesheets

Import Export Time sheets

Timesheet Query

Employees

Employees must be entered prior to entering timesheets. Information such as name, address, pay rates, billing rates (for projects), and email address are maintained using the Employee Entry/Query screen.

To create a new employee

Choose Employees from the TSE menu. If the window is already open, click on the Clear button on the toolbar.
Begin entering the data about the employee. Use the chart on the following page for detailed information on each field.
Click the Save button in the toolbar to save the new employee information.

To view or change information on an employee…

Choose Employees from the TSE menu. If the window is already open, click on the Clear button on the toolbar.
Click on the Enter/Execute Query button on the toolbar.
Enter the search criteria in the fields you wish to search with.
Click on the Enter/Execute Query button again. After the employee information is displayed, make and changes necessary. Use the chart on the following page for detailed information on each field.
Click the Save button in the toolbar to save the employee information.

To delete an employee
Employees cannot be deleted once a timesheet has been entered for that employee. Rather than delete an employee, simply uncheck the active checkbox and that will prevent further timesheets from being entered.

Follow the steps above to view or change an employee.
Once the employee to be deleted is displayed, click on the Delete button on the toolbar. A small dialog will ask you to confirm that you wish to delete the employee.

Use the table below for information on each field. Items in bold are required.

Field	Description	Type of Data
Employee Number	The employee's number, this number will default to Social Security Number if checked on the setup of the timesheet module.	Update 20 characters
SSN	The employee's social security number	Up to 20 characters
Active Checkbox	If checked, the employee is active and timesheets can be entered for this employee.
First Name	The employee's first name	Up to 60 characters
Last Name	The employee's last name	Up to 60 characters
Address1	The first line of the employee's street address	Up to 100 characters
Address2	The 2^nd line of the employee's street address	Up to 100 characters
City	The city portion of the address	Up to 100 characters
State	The state in which the employee resides	Up to 10 characters
Zip	The zip code of the employee's address	Up to 20 characters
Manager	The employee number of the employee who supervises or manages this employee, every employee must have a manager assigned and an employee can be their own manager.	An employee number use F9 to obtain a list of valid employee numbers.
Default Location	The code of the location in which the employee does most of the work which will be entered in the timesheet module This is used as a default when entering timesheets	A timesheet location code use F9 to obtain a list of valid codes.
Default Billing Rate	The default-billing rate for this employee Billing rates are used to determine the hourly rate charged on projects as well as the hourly cost factor. See Projecting Account for more detailed information on Billing Rates.	A billing rate code from Project Accounting. Use F9 to obtain a list of valid codes.
Pay Rate	This is the employee's gross hourly or salary pay rate. Use the radio button next to this field to denote if it is hourly or salary. If salary, this should be the gross amount per pay period, not annual salary.	A number in dollars and cents format.
Email Address	The employee's email address.	Up to 60 characters

Reports

Hours Reports

Timesheet Project Reports

Time Sheet Query

Special Functions

Pay Periods

Pay periods are used for several purposes. They denote the beginning and ending date of a period as well as the number of standard work hours in the period. The number of standard hours in a period is used on the timesheet entry screen to show the number of hours remaining to be entered for an employee. Each period can have a different number of standard hours to compensate for holidays that might occur in a pay period. Pay periods highlighted in blue reflect the current pay period. Pay periods can be designated as open or closed. You can only perform transactions on open periods. It is highly recommended that you only keep one or two periods open at a time as that will help eliminate erroneous transactions from being posted with incorrect dates.
On the right side of the pay period screen is a list of years for which pay periods have been defined. If you wish to see those periods, simply double click on the year. The current pay period is always highlighted in blue.

To create pay periods for a year

At the top of the screen enter the 4-digit year, the number of hours and days per pay period.
Tab down to the first period record, enter the period number (should start with 1).
Enter the date of the first day in the period.
Tab to the end date, it will default in based on the number of days in the period as previously specified. The hours in period will also default in from the top of the screen. Unless you need to change these values, simply press tab until you are on the next line.
Enter the next period number (should be 1 more than the previous period) and press tab. The beginning date for this period will default in as the day after the ending date of the previous period.
Repeat steps 2-5 until you have created all of the pay periods for the year.

Pay period dates and number of hours can be changed; however, the beginning date of a pay period must always be the next day after the ending date of the previous period. This does not apply to the first period.
To change a pay period

Double-click on the year in which the pay period falls from the list of years on the right side of the screen.
Locate the pay period to be changed. Make the necessary changes.
Click on the Save icon on the toolbar

Current Pay Period

There is always a current pay period defined and it will be highlighted in blue. The current pay period controls which date timesheets can be entered for. It also appears as the default pay period for many reports and transaction processing functions.
To make a pay period the current pay period…

Double-click on the year in which the pay period falls from the list of years on the right side of the screen.
Locate the pay period to be changed.
Double-click on the pay period. A dialog box will appear asking you to confirm that you wish to make that pay period the current period.

Locations

Locations is one of those setups in TRX that is may not be used to its fullest extent by most users; however neglecting to set up at least one location can cause issues within TRX. Locations are used to define where the time worked was performed. Examples of locations are branches, city, or work sites. For most TRX users the extent of locations impact will be in the employee setup, which is where project managers can be declared. So you will need to create at least one location. That location will more than likely be the company headquarters or a branch office.
Locations are associated with more closely with employee hours and time tracking. When employees are created they are assigned a default location that is used when entering time for the employee. This helps speed up the data entry process. If you will be tracking employee hours through TRX please consult your implementation representative for a more detailed setup. But for the Purposes of creating a workable training company set up the basic locations. You can always come back and edit locations at a later time.

Entering new locations…

Choose Locations from the Special Functions submenu of the TSE menu. The locations screen will appear and automatically display any locations previously entered sorted alphabetically by location.
Enter the location code and a description for the location. The location code can be up to 10 characters and numbers. The description allows for 100 characters.
List the hours in a work day for the location
List the hours in a Pay Period for that location
Click on the Save icon on the toolbar.

Note: If there are no remaining blank lines when creating a new location press the insert record icon on the tool bar and one will be opened for you. To remove a location, highlight it with the cursor then press the delete icon.

Departments

Departments are another one of the primary set ups that will need at least one definition. Departments affect the employee set up screens. Even if you do not intend to track any hours or payroll through TRX Enterprise ™ you will have to set up at least one Department for initial setup. This screen can be edited at any time so you will have full control to make changes as your needs evolve.

Creating new Departments

Enter a code for the Department
Define the code in the description box
Press F10 or the save icon

Note: If there are no remaining blank lines when creating a Department press the insert record icon on the tool bar and one will be opened for you. To remove a Department, highlight it with the cursor then press the delete icon.

Shifts

Shifts are another one of the primary set ups that will need at least one definition. Shifts affect the time tracking and employee set up screens. Even if you do not intend to track any hours or payroll through TRX Enterprise ™ you will have to set up at least one shift for initial setup. This screen can be edited at any time so you will have full control to make changes as your needs evolve.

Creating new Shifts

Enter a code for the Shift
Define the code in the description box
Press F10 or the save icon

Note: If there are no remaining blank lines when creating a shift press the insert record icon on the tool bar and one will be opened for you. To remove a shift, highlight it with the cursor then press the delete icon.

Rate Codes

Employee Types

Employee types are another one of the primary set ups that will need at least one definition. Employee types affect the time tracking and employee set up screens. At a minimum we suggest setting up a PT and FT employee type, as this is all you will need to for initial setup. This screen can be edited at any time so you will have full control to make changes as your initial setup unfolds.

TSE > TSE Special Functions > Employee types

Creating new employee types

Enter a code for the employee type
Define the code in the description box
Press F10 or the save icon

Note: If there are no remaining blank lines when creating a new Employee Type press the insert record icon on the tool bar and one will be opened for you. To remove an Employee Type, highlight it with the cursor then press the delete icon.

Hours Types

Setting up the hour type's field is essential to setting up the TSE module. Therefore even if you have no intention of utilizing the time sheet functions in TRX, and a lot of users do not, you must declare a few hour types. When timesheets are entered, regardless of whether it is for a project or work order, the type designation determines if it is regular hours, sick time, vacation time, etc. The Hours Types screen is used to define as many types of hours as necessary. You will need to define a minimum of four types: vacation, sick, holiday and regular. You may use any code and description for these, but they have to be entered into the TSE Setup screen. Examples of other Hour types include, overtime and comp time. These will be used in the TSE Setup screen to define default hour types.

To enter new hours types…

Choose Hours Types from the Special Functions submenu of the TSE menu. The Hours Types screen will appear and automatically display any types previously entered sorted alphabetically by type code.
Enter the hours type code and a description for the type. The type code can be up to 10 characters and numbers. The description allows for 100 characters.
Click on the Save icon on the toolbar.

Note: If there are no remaining blank lines when creating a new hour type press the insert record icon on the tool bar and one will be opened for you. To remove an hour type, highlight it with the cursor then press the delete icon.

Setup

The Timesheet setup screen is used to define several defaults and define the behavior of the module. Use the setup screen to define which hour's type code is to be used for vacation, sick, and holiday time. Then, also designate a default hour's type to be used when entering timesheets. Several check boxes are used to define behavior aspects of the timesheet module

To use the Timesheet Setup screen….
Choose setup from the Special Functions menu of the TSE menu. The Timesheet setup screen will appear with any current settings displayed.
Use the table on the following page for information on each field. Items in bold are required

Field	Description	Type of Data
Vacation Hours Type	This is the hour's type that you want to use to denote vacation time.	An hour's type code.
Sick Hours Type	This is the hour's type that you want to use to denote sick time.	An hour's type code.
Holiday Hours Type	This is the hours type that you want to use to denote holiday time	An hour's type code.
Default Hours Type	This is the hours type code to use as a default when entering new timesheets	An hours type code
Employee numbers are social security numbers	Checking this box tells TRX Enterprise than when you enter employees to use the employee's social security number as their employee number. This prevents having to enter both numbers and help ensure accuracy. With this box checked, you will not have access to the employee number field on the Employee Entry/Query screen.	Checkbox
Enter Hours For Projects	Checking these boxes tells TRX Enterprise that you are using the Timesheet module to track hours for projects and to display those fields when entering timesheets. Checking this box will not require you to enter a project number when entering hours, but is required to record hours against a project.	Checkbox
Enter Hours For Work Orders	Checking these boxes tells TRX Enterprise that you are using the Timesheet module to track hours for work orders and to display those fields when entering timesheets. Checking this box will not require you to enter a work order when entering hours, but is required to record hours against a work order.	Checkbox
Approve Timesheets Before Processing	Checking this box will require that timesheets get approved after they have been entered and before they can be processed. See the section of this manual that details the Timesheet Approval screen for more information	Checkbox
Calculate Actual Pay Rates Before Processing	Checking this box will require that actual pay rates are calculated prior to processing timesheets. See the section of this manual that details Calculating Actual Pay rates for more information	Checkbox
Default Rate for Timesheet Entry	Choose to use the employee's billing rate or the project's task rate for the default-billing rate when entering timesheets for projects.

Setup Recap

To recap the setup of the Timesheet module, create at least 3 hours types, create one location, and define pay periods and double-click a period to designate it as the current period. Use the Timesheet setup screen to designate defaults and module behavior.

Time Sheets Manual

TSE