Time inquiry

Use this function to display labor time recorded for one, or between a range of dates.

You can inquire by company and site, employee, category of time, and status of the time entry record for one, a range of projects, or for all time entry records.

You can access this function directly from a project.

Prerequisites

See also Refer to documentation Implementation

Screen management

This function is customized to the needs of your organization and your processes. The Inquiry screens function for the PTE code determines the way in which you enter information, and how information is displayed, and printed.

The Time inquiry function contains a section for you to enter your selection criteria, and a table in which the results of the search are displayed.

Home

Use the Selection section to filter or select employee time records:

  • Start date. The default Start date is the first date of the month 2 months before the current month, but can be amended.
  • End date. The default End date is the last date of the current month, but can be amended.

The search covers a 3 month period, by default.

You can filter the results by the category of time and the status of the time entry record using the Category and Status sections.

You can use the Criteria action to enhance the selection criteria applied.

Selection

Company (field CPY)
The legal company to select the employee time records from.
Operating site (field OPEDEFFCY)
Filter for employee time records for a budget site, which will be a financial site, or for a task site, which will be an operational site. Enter a specific site code or to include all sites, leave blank.
Financial site (field FCY)
Employee (field PAUS)

The user to select the employee time records for.

This user needs to be enabled for recording time against projects. The Time entry checkbox on their user record is selected.
Time unit (field UOM)
The code that represents the unit of time in which labor is measured for the project or activity.
Start date (field PTEDATDEB)
Filter for results for a specific period of time. For a single day, enter the same date in the Start date and End date fields.
Time category (field PTETYP)
The time category, such as overtime, double time, travel time to select the employee time records for. Leave blank to include all time categories.
From project (field PJTDEB)

Filter for results within a range of project codes. For a single project, enter the same project code in the From project and To project fields. The content can be one of the following:

  • A project code.
  • A project code and a project budget code.
  • A project code and a project task code, that is a labor task code, or a combined (mixed) labor and material task code.

If the value of this field includes a character such as an exclamation mark "!", this field links to the structure of the project. The character is the separator between a project code and the structure, either the project budget structure or the project operational (task) structure. For example, if a material task code is "USA-P3" and a project code is "USA12345678", this field displays a link to the project operational structure as "USA12345678!USA-P3".

To provide a quick and easy visual reference, the link to the project or project structure is distinguishable by the number of separator characters used. If there's no separator, the link is made to the project. A single separator character such as an exclamation mark after the project code, the first code, indicates that the link type is a task. The link is to the project operational structure. 2 separators placed after the project code mean that the link corresponds to a budget code. The link is to the project cost structure.

This field is populated by default with the project code if you accessed this function directly from the project. If you accessed this function from the project structure, the project code and project budget / task code is displayed.
Whole project (field PJTDSPALL)

View all records linked to the selected projects. To only view records linked to the selected structure of the projects, leave the checkbox clear.

If the value of the From / To project field includes a character such as an exclamation mark "!", the search includes the structure of the project. The character is the separator between a project code and the structure, either the project cost structure or the project operational structure. For example, if a material task code is "USA-P3" and a project code is "USA12345678", this field displays a link to the project operational structure as "USA12345678!USA-P3".

Status

Pending validation (field PTESTA1)

Filter the employee time records to be selected by the current status, the work in progress of the time entry. The following stages are associated with the processing cycle of a time entry record:

  • New / Awaiting validation: for a new time entry.
  • Validated: if the time entry is complete and was validated, or a new time entry was created at Validated status (the PJMTIMAUTO—Time entry auto. validation parameter (TC chapter, PJM group) is set to Yes).
    Validation that the time recorded is correct is usually made by the employee or user that entered the time entry record, or by a time entry administrator.
  • Controlled: if the time entry is complete and was validated and controlled.
    All time entry records need to be "controlled" before they can be approved if the PJMTIMENT—Time entry control phase parameter (TC chapter, PJM group) is set to Mandatory. The "control" phase is usually carried out by a project manager, or a project administrator. Whatever the role of the time entry record administrator, they need to be authorized as such in their user record. See Note below.
  • Approved: if the time entry is complete and was validated and controlled (optional phase), and is approved for posting.
    Approval of a time entry is usually made by a project manager, or a project administrator.
  • Posted: if the time entry is complete, and was validated and controlled, approved, and posted.
  • Rejected: if the time entry is complete and was validated, and then rejected.
    Rejected time entries are redisplayed in the Time entry (PJMTE) and Weekly timesheet (PJMTEW) functions for correction.

All time entry need to be validated first, then controlled (mandatory if the PJMTIMENT—Time entry control phase parameter (TC chapter, PJM group) is set), before they can be approved then posted. Authorization for each stage of the processing cycle of a time entry record is controlled by the user record, as follows:

  • The Time entry checkbox needs to be selected to enter and validate your own labor time.
  • The Time entry checkbox and the Time entry administrator checkbox need to be selected to enter labor time for a different user.
  • The assigned function profile needs to be authorized for function PTEVAL (Time approval) with option 4 to "validate" labor time for a different user.
  • The assigned function profile needs to be authorized for function PTEVAL (Time approval) with option 5 to "control", and option 6 to "approve" labor time.
  • To "reject" a time entry line, the assigned function profile needs to be authorized for function PTEVAL (Time approval) with option 7.
Validated (field PTESTA2)
Controlled (field PTESTA3)
Approved (field PTESTA4)
Posted (field PTESTA5)
Rejected (field PTESTA6)
Billable only (field BILLABLE)

Tab Search results

This section displays all time entry lines that meet the defined selection criteria. Details for each line can include the employee, time spent, date, activity, project, task code, budget code, operation, and cost type information.

The columns displayed in the table and the order in which they’re displayed, is determined by the Inquiry screens function for the PTE code.

Grid

Employee (field PAUS)

The user code that the employee time records were entered for.

This user is enabled for recording time against projects. The Time entry checkbox on their user record is selected.
Name (field PTENAM)
The name defined on the employee's user record.
Time spent (field PTEQTY)
The amount of time the employee entered against a specific activity on a specific date. Time can be entered against a project, a task, a task operation, and against a specific budget code, and for non-project activities such as training or annual leave.
Time unit (field PTEUOM)
The code that applies to the unit of time for recorded labor time.
Date (field PTEDAT)
The specific date that the labor time was carried out by the employee. Time can be entered against a project, a task, an operation, for a specific budget code, and for non-project activities such as training or annual leave.
Project (field OPPNUM)
The code of a particular project or job your company is working on.
Project description (field OPPDES)
The description of the particular project or job.
Budget code (field PBUCOD)
The specific budget code for the displayed project against which the labor time is recorded. Each budget code represents a financial phase of a project.
Budget description (field PBUDES)
The description of the budget code.
Task (field TASCOD)
The specific task code for the displayed project against which the labor time is recorded. Each task code corresponds with an operational phase of a project.
Task description (field TASDES)
The description of the task operation.
Operation (field OPENUM)
The specific task operation sequence number against which the employee's labor time is recorded.
Operation description (field OPEDES)
The description of the task operation sequence number.
Time (field INQQTY)
Labor time spent on a specific date against a project in the unit of time defined in the search criteria in the home section.
Unit (field INQUOM)
The code of the unit of time defined in the search criteria.
Billable time (field BILLABLE)
Billed on (field BILFRO)
Billing plan number (field PRGBILNUM)
Planned load (field EXTQTY)
The total time planned or estimated for the task operation for the project. The quantity is expressed in the time unit.
Consumed load (field CSMQTY)
The total time consumed by all employees (the aggregated time) against the task or task operation. The quantity is expressed in the time unit.
Remaining load (field RMNQTY)
The total remaining time (planned time - consumed time) to be consumed against the task or task operation. The quantity is expressed in the time unit.
Assigned planned (field ASNPLN)
The total time planned (estimated) for the employee for the task operation in the project. The quantity is expressed in the time unit.
Assigned consumed (field ASNCSM)
The total time consumed by the employee against the task operation in the project. The quantity is expressed in the time unit.
Assigned remaining (field ASNREM)
The total remaining time (planned time - consumed time) to be consumed by the employee against the task operation in the project. The quantity is expressed in the time unit.
Project cost type (field PJMPCC)

The project cost type against which the employee's labor time is recorded.

Project cost types define types of cost that can affect a project such as raw materials, labor costs, and indirect costs. The following rules are applied to time entry records to assign the project cost type:

  • If a link with a work center is established, the cost type defined on the operation resource (work center record) is assigned.
  • If a link is established at the task category level, the cost type defined on the task category is assigned.
  • If a link with a work center or task category fails, the link is established at the user level and the cost type defined on the user record is assigned.

The Project overview function (PJMOVE) uses this cost type to calculate actuals.
Employee cost type (field CLBPCC)

The cost type against which the employee's labor time is recorded.

Project cost types define types of cost that can affect a project such as labor costs. The employee cost type is defined on the employee's user record. If the user cost type is blank, the cost type is defined on the project, or if the user cost type is blank and the project cost type is blank, the cost type is defined in the PCCCOD—Default labor cost type parameter (TC chapter, PJM group).
Time category (field PTETYP)
The specific time category, such as overtime, double time, travel time, against which the employee's labor time is recorded.
Status (field PTESTA)

The current work in progress status of the time record. The following stages are associated with the processing cycle of a time entry record:

  • New / Awaiting validation: for a new time entry.
  • Validated: if the time entry is complete and was validated, or a new time entry was created at Validated status (the PJMTIMAUTO—Time entry auto. validation parameter (TC chapter, PJM group) is set to Yes).
    Validation that the time recorded is correct is usually made by the employee or user that entered the time entry record, or by a time entry administrator.
  • Controlled: if the time entry is complete and was validated and controlled.
    All time entry records need to be "controlled" before they can be approved if the PJMTIMENT—Time entry control phase parameter (TC chapter, PJM group) is set to Mandatory. The "control" phase is usually carried out by a project manager, or a project administrator. Whatever the role of the time entry record administrator, they need to be authorized as such in their user record. See Note below.
  • Approved: if the time entry is complete and was validated and controlled (optional phase), and is approved for posting.
    Approval of a time entry is usually made by a project manager, or a project administrator.
  • Posted: if the time entry is complete, and was validated and controlled, approved, and posted.
  • Rejected: if the time entry is complete and was validated, and then rejected.
    Rejected time entries are redisplayed in the Time entry (PJMTE) and Weekly timesheet (PJMTEW) functions for correction.

All time entry records need to be validated first, then controlled (mandatory if the PJMTIMENT—Time entry control phase parameter (TC chapter, PJM group) is set), before they can be approved then posted. Authorization for each stage of the processing cycle of a time entry record is controlled by the user record, as follows:

  • The Time entry checkbox needs to be selected to enter and validate your own labor time.
  • The Time entry checkbox and the Time entry administrator checkbox need to be selected to enter labor time for a different user.
  • The assigned function profile needs to be authorized for function PTEVAL (Time approval) with option 4 to "validate" labor time for a different user.
  • The assigned function profile needs to be authorized for function PTEVAL (Time approval) with option 5 to "control", and option 6 to "approve" labor time.
  • To "reject" a time entry line, the assigned function profile needs to be authorized for function PTEVAL (Time approval) with option 7.
Financial site (field FCY)
The site from which the project is managed.
Entry number (field JOUNUM)
The journal number generated when the time entry line was posted as a cost against a project. This field is only populated if the time entry line is at Posted status.
Journal

Select Journal from the Actions icon to view the journal details for the journal generated when the time entry line was posted. The transaction you select determines the way in which you enter information, and how information is displayed and printed. If only 1 transaction is set up you are not offered a choice, the default entry screen is displayed.

This action is only available for a posted time entry line.

Specific actions

Select the Search action to load the list of time entry lines that meet the entered selection criteria.

The maximum number of lines displayed is defined in the Inquiry screens function for code PTE.

Select the Criteria action to access additional selection and display criteria. You can filter the time entry lines to be processed by project cost type, routing operation number, and employee cost type.

Selection

Company (field CPY)
The legal company to select the employee time records for.
Operating site (field OPEDEFFCY)
Filter for employee time records for a budget site, which will be a financial site, or for a task site, which will be an operational site. Enter a specific site code or to include all sites, leave blank.
Financial site (field FCY)
Employee (field PAUS)

The user to select employee time records for.

This user needs to be enabled for recording time against projects. The Time entry checkbox on their user record is selected.
Time unit (field PTEUOM)
The time unit as specified on the task operation on the project, but can be amended.
From project (field PJTDEBC)

Filter for results within a range of project codes. For a single project, enter the same project code in the From project and To project fields. The content can be one of the following:

  • A project code.
  • A project code and a project budget code.
  • A project code and a project task code, that is a labor task code, or a combined (mixed) labor and material task code.

If the value of this field includes a character such as an exclamation mark "!", this field links to the structure of the project. The character is the separator between a project code and the structure, either the project budget structure or the project operational (task) structure. For example, if a material task code is "USA-P3" and a project code is "USA12345678", this field displays a link to the project operational structure as "USA12345678!USA-P3".

To provide a quick and easy visual reference, the link to the project or project structure is distinguishable by the number of separator characters used. If there's no separator, the link is made to the project. A single separator character such as an exclamation mark after the project code, the first code, indicates that the link type is a task. The link is to the project operational structure. 2 separators placed after the project code mean that the link corresponds to a budget code. The link is to the project cost structure.

This field is populated by default with the project code if you accessed this function directly from the project. If you accessed this function from the project structure, the project code and project budget / task code is displayed.
Whole project (field PJTDSPALL)

View all records linked to the selected projects. To only view records linked to the selected structure of the projects, leave the checkbox clear.

If the value of the From / To project field includes a character such as an exclamation mark "!", the search includes the structure of the project. The character is the separator between a project code and the structure, either the project cost structure or the project operational structure. For example, if a material task code is "USA-P3" and a project code is "USA12345678", this field displays a link to the project operational structure as "USA12345678!USA-P3".
Start date (field PTEDATDEB)
Filter for results for a specific period of time. For a single day, enter the same date in the Start date and End date fields.
End date (field PTEDATFIN)
Operation (field OPENUM)
Filter the results for a specific task operation sequence number in the selected projects. Leave blank to include all operation sequence numbers for the selected projects.

Status

Pending validation (field PTESTA1)

Filter the employee time records to be selected by the current status, the work in progress) of the time entry. The following stages are associated with the processing cycle of a time entry record:

  • New / Awaiting validation: for a new time entry.
  • Validated: if the time entry is complete and was validated, or a new time entry was created at Validated status (the PJMTIMAUTO—Time entry auto. validation parameter (TC chapter, PJM group) is set to Yes).
    Validation that the time recorded is correct is usually made by the employee or user that entered the time entry record, or by a time entry administrator.
  • Controlled: if the time entry is complete and was validated and controlled.
    All time entry records need to be "controlled" before they can be approved if the PJMTIMENT—Time entry control phase parameter (TC chapter, PJM group) is set to Mandatory. The "control" phase is usually carried out by a project manager, or a project administrator. Whatever the role of the time entry record administrator, they need to be authorized as such in their user record. See Note below.
  • Approved: if the time entry is complete and was validated and controlled (optional phase), and is approved for posting.
    Approval of a time entry is usually made by a project manager, or a project administrator.
  • Posted: if the time entry is complete, and was validated and controlled, approved, and posted.
  • Rejected: if the time entry is complete and was validated, and then rejected.
    Rejected time entries are redisplayed in the Time entry (PJMTE) and Weekly timesheet (PJMTEW) functions for correction.

All time entry records need to be validated first, then controlled (mandatory if the PJMTIMENT—Time entry control phase parameter (TC chapter, PJM group) is set), before they can be approved then posted. Authorization for each stage of the processing cycle of a time entry record is controlled by the user record, as follows:

  • The Time entry checkbox need to be selected to enter and validate your own labor time.
  • The Time entry checkbox and the Time entry administrator checkbox need to be selected to enter labor time for a different user.
  • The assigned function profile needs to be authorized for function PTEVAL (Time approval) with option 4 to "validate" labor time for a different user.
  • The assigned function profile needs to be authorized for function PTEVAL (Time approval) with option 5 to "control", and option 6 to "approve" labor time.
  • To "reject" a time entry line, the assigned function profile needs to be authorized for function PTEVAL (Time approval) with option 7.
Validated (field PTESTA2)
Controlled (field PTESTA3)
Approved (field PTESTA4)
Posted (field PTESTA5)
Rejected (field PTESTA6)
Billable time (field BILLABLE)

Category

Time category (field PTETYP)
The time category, such as overtime, double time, travel time, to select the employee time records for. Leave blank to include all time categories.

Cost type

Project cost type (field PJMPCC)

Filter the results for a specific project cost type. Leave blank to include all project cost types.

Project cost types define types of cost that can affect a project such as raw materials, labor costs, and indirect costs. The following rules are applied to time entry records to assign the project cost type:

  • If a link with a work center is established, the cost type defined on the operation resource (work center record) is assigned.
  • If a link is established at the task category level, the cost type defined on the task category is assigned.
  • If a link with a work center or task category fails, the link is established at the user level and the cost type defined on the user record is assigned.
Employee cost type (field CLBPCC)

Filter the results for a specific employee cost type. Leave blank to include all cost types.

Project cost types define types of cost that can affect a project such as labor costs. The cost type is defined on the employee's user record. If the user cost type is blank, the cost type is defined on the project, or if the user cost type is blank and the project cost type is blank, the cost type is defined in the PCCCOD—Default labor cost type parameter (TC chapter, PJM group).

Employee

Employee company (field CPYAUS)
Employee site (field FCYAUS)
Role (field ROLAUS)

Display

Screen code (field ECRAN)
Memo code (field MEMO)

Error messages

The only error messages are the generic ones.

Tables used

See also Refer to documentation Implementation