Timekeeping Module
Overview
The Timekeeping module lets you record, view and manage timekeeping records.
A lookup list can be created for the Reference field from Menu (button) > Edit Reference lookup list. A lookup list lets you select a reference instead of typing one.
Timekeeping can be recorded in the following ways:
- Manually in the Timekeeping module.
- From the Mobile App.
- From the Production module.
- From the Service Management module.
- From the Tracker Timekeeping module.
Settings
General Settings
Info
These settings manage timekeeping for the Mobile and Tracker apps.
Note
The defaults are the values for new databases, new users and new Transaction Types. Your database may have different values.
| Setting | Description | Default |
|---|---|---|
| Mobile App > Timekeeping: Capture Signature on Timekeeping Start and Stop | Checkbox. If checked, the signature fields appear for customers or managers to sign (touchscreen devices). The signatures are captured as images. | Unchecked |
| Mobile App > Timekeeping: Enable Geolocation on Start/Stop | Checkbox. If checked, the user's location is captured when a travel timekeeping record is started and stopped. You must consent to this (grant the permission on your device). | Unchecked |
| Mobile/Tracker > Timekeeping: Alternate Caption for 'Complete Qty' | Field to enter a different caption. | Blank |
| Mobile/Tracker > Timekeeping: Alternate Caption for 'Spoiled Qty' | Field to enter a different caption. | Blank |
| Mobile/Tracker > Timekeeping: Enable Attachments | Checkbox. If checked, attachments can be added to timekeeping records. | Unchecked |
| Mobile/Tracker > Timekeeping: Enable Downtime | Checkbox. If checked, downtime is enabled. | Unchecked |
| Mobile/Tracker > Timekeeping: Enable NCR | Checkbox. If checked, Non-Conformance Reporting is enabled. | Unchecked |
| Mobile/Tracker > Timekeeping: Enable Notes | Checkbox. If checked, notes can be added to timekeeping records. | Unchecked |
| Mobile/Tracker > Timekeeping: Enable Teams | Checkbox. If checked, one user can record the time for the entire team. | Unchecked |
| Mobile/Tracker > Timekeeping: Record Quantities | Checkbox. If checked, you are asked to enter quantities completed and spoiled (if the standard captions are used). | Unchecked |
| Mobile/Tracker > Timekeeping: Update Status | Checkbox. If checked, completing a job on timekeeping can update the job's status elsewhere (e.g. on Production Planning). | Unchecked |
| Tracker > Timekeeping: Auto-Logout after Start - Seconds (0 = Disable) | Field to enter the number of seconds, or zero. | 0 |
| Tracker > Timekeeping: Auto-Logout after Stop - Seconds (0 = Disable) | Field to enter the number of seconds, or zero. | 0 |
| Tracker > Timekeeping: Enable Time & Attendance | Checkbox. If checked, time and attendance is enabled. | Unchecked |
| Tracker > Timekeeping: Mode | A dropdown list with the following options:
| Scan/Enter Trans No |
Transaction Settings
The following settings can be added to multiple Transaction Types (e.g. Work Orders, Sales Orders, Delivery Notes, Task Orders). The checkboxes in the Value column must be checked to enable timekeeping:
| Setting | Description | Default |
|---|---|---|
| Mobile App > Timekeeping: Enable Transaction | Allows timekeeping to be recorded against the transaction in the Mobile app. | Unchecked |
| Timekeeping > View/Edit in Timekeeping Module | Transfers the timekeeping record to the timekeeping module where it can be viewed or edited. | Unchecked |
| Mobile/Tracker > Module: Timekeeping (Production Mode) | Allows timekeeping to be recorded against the transaction in the Tracker app. | Unchecked |
User Settings
| Setting | Description | Default |
|---|---|---|
| Mobile App > Timekeeping Mode | The options are:
| Transactions |
| Other > Timekeeping - Access Allowed | The options are:
| None |
Statuses Explained
| Status | Description |
|---|---|
| Pending | The timekeeping record is not finished. |
| Query | The record does not look right and will be queried. |
| Approved | The record is approved. |
| Invoiced | The record is invoiced. |
| Complete | The record is complete. Often used when a record does not need to be approved or invoiced. |
| Cancelled | The record is cancelled. |
List View: Default View
Buttons Explained
| Button | Description |
|---|---|
| View | Generates a list of timekeeping records based on the selected filters. |
| New | Creates a timekeeping record. |
| Actions > Batch Update | Updates all the selected records when Update (button) is clicked. The options are:
|
| Delete | Deletes the selected timekeeping records. Administrator rights are required. |
| Menu |
|
Filters Explained
| Filter | Description |
|---|---|
| Trans (next to the top row of buttons on the right) | A dropdown list of Transaction Types that have timekeeping records for you to select one or all. |
| Set | Select a date option (e.g. Today, This week or to select No Date to view all the records). |
| Arrows | Adjusts the dates in the direction of the arrow. |
| Date ... to | Further refine the date selection. |
| Customer | A dropdown list of Customers for you to select one or All. |
| Staff | A dropdown list of Staff for you to select one or All |
| Status | A dropdown list of Statuses for you to select one or All. |
| Tracking | A dropdown list of production-related Tracking options for you to select one or All. |
| Type | A dropdown list of all the modules for you to select a specific module or All. For example:
|
| Shift | Select all or a specific shift. |
| Exceptions | A checkbox. If checked, shows only exceptions. Exceptions are timekeeping mistakes (e.g. timekeeping is only a few seconds long, or the end time was edited to be earlier than the start time). |
Fields Explained
Info
The displayed times depict the time zone that the server is in. If users access the server from a different time zone, the time may not match their local time.
| Field | Description |
|---|---|
| Field Chooser (*) | Add or remove columns. |
| ID | The system-generated number for the Timekeeping record. |
| Override Colour | Red if the record was overridden, and otherwise white. |
| Status | The Status of the timekeeping record. |
| Task ID | The system-generated number allocated to the task. Applies to projects, where timekeeping was recorded against a task. |
| Type | The type of record that the timekeeping is linked to (e.g. Transaction, Service Manager, Project). |
| Trans | An abbreviation indicating the Transaction Type. |
| No. | The transaction's number (e.g. Work Order number). |
| Item No. | The system-generated number allocated to the line Item. |
| NCR No. | The system-generated number allocated to the Non-Conformance Report record. |
| Estimate Caption | The linked estimate's caption. |
| Description | The Item's Description. |
| Tracking | A description of the type of Tracking (e.g. Setup, Run, Washup). |
| Cost Centre | A description of the Cost Centre (e.g. the machine the job was run on). |
| Workstation | A description of the Workstation. When an Outwork Service is selected, the Workstation field is cleared and hidden. |
| Customer | The Customer requiring the job. |
| Reference | The Reference selected on the timekeeping record. |
| Task | A description of the Task. |
| Text1 | User-defined text field inputs (as per the Transaction Type). The captions are set if only one Transaction Type is enabled for these modules. |
| Text2 | User-defined text field inputs (as per the Transaction Type). The captions are set if only one Transaction Type is enabled for these modules. |
| Text3 | User-defined text field inputs (as per the Transaction Type). The captions are set if only one Transaction Type is enabled for these modules. |
| Operator (Code) | The Operator Code of the person who completed the timekeeping record. |
| Day | The day of the week. |
| Week | The week number. |
| Operator (Full Name) | The full name of the Operator who completed the timekeeping record. |
| Shift | The staff member's shift (that is, the operator's shift). |
| Start Date | The Start Date of the timekeeping record. |
| @ (Start Time) | The Start Time of timekeeping record. |
| End Date | The End Date of the timekeeping record. |
| @ (End Time) | The End Time of the timekeeping record. |
| Completed | The Quantity of the items completed. |
| Spoiled | The Quantity spoiled. |
| Team | The number of team members. |
| Rate (Hr) | The hourly rate. |
| Hour/s | The duration of the task. |
| Odometer Start | The odometer reading when the trip was started. |
| Odometer Stop | The odometer reading when the trip was stopped. |
| Rate (Km) | The rate per kilometre. |
| Km | The distance travelled in kilometres. |
| Total Travel | The Rate (Km) multiplied by the distance travelled |
| Total Cost | The combined hourly and travel costs. (Rate (Km) x Km) + (Rate (Hr) x Hours) |
| Override by | The name of the User who changed the timekeeping record and the date. |
| Checked by | The name of the User who checked the timekeeping record and the date. |
| Status Note | Any note inserted on the status bar. |
| Exceptions |
|
| Location (Start) | The Start location of the trip. |
| Location (Stop) | The Stop location of the trip. |
| Sign (Start) | A checkbox. If checked, there is a start signature. |
| Sign (Stop) | A checkbox. If checked, there is a stop signature. |
| Menu (...) | A context menu that can also be accessed by right-clicking a line item.
|
| Stage | A description of the Production Stage. |
Edit View
Buttons Explained
| Button | Description |
|---|---|
| ⬆️⬇️ | Navigates to the next or previous timekeeping record. |
| New | Creates a timekeeping record. |
| Copy | Copies the timekeeping record to create a new one. |
| Delete | Deletes the timekeeping record. |
| Save | Saves the timekeeping record. |
| Menu |
|
Fields Explained
Info
The displayed times depict the time zone that the server is in. If users access the server from a different time zone, the time may not match their local time.
| Field | Description |
|---|---|
| Status |
|
| Status Note | Enter an optional status note. |
| Type | The type of record. Click Save (button) after selecting a Type to display the correct fields. The dropdown list:
|
| Customer | The name of the Customer. The field is disabled when a transaction is selected. |
| Operator | The person who completed the timekeeping record. Can be selected from a list of Staff that are marked as Operators. |
| Shift | The operator's shift. |
| Workstation | A dropdown list of Workstations for you to select one. The Hourly Rate is set from the linked Cost Centre. |
| Reference | Enter a reference or to select one from a lookup list. |
| Trans |
|
| Item |
|
| Service |
|
| NCR |
|
| Project |
|
| Task |
|
| Service Manager |
|
| Start | The date and time that the timekeeping was started. |
| End | The date and time that the timekeeping was ended. |
| Work | The duration of the timekeeping and the rate which can be the employee's hourly rate or the Cost Centre's rate. |
| Travel | The total distance travelled and the travel rate. |
| Team | The number of Team members that work on a task. |
| Total Cost |
|
| Tracking | Select one of these options:
|
| Odometer Start | The start odometer reading for travel timekeeping. |
| Odometer Stop | The end odometer reading for travel timekeeping. |
| Completed | The Quantity of the item that was completed. |
| Spoiled | The Quantity of the item that was spoiled. |
| Note | Enter a note about the timekeeping record or task. |
| Signature (Start) | If Show Signatures is checked under Menu (button), the Start signature block appears. If the block is blank, there is no signature. |
| Signature (Stop) | If Show Signatures is checked under Menu (button), the Stop signature block appears. If the block is blank, there is no signature. |