Time entry
Use this function to enter labor time on a day-by-day basis.
If you’re entering your own time, you can enter labor time for your projects, for specific task operations and budget codes, and for non-project activities such as training or annual leave.
If you're authorized as a time entry administrator, you can enter labor time for any employee assigned to a project.
Time management stages
Entry, approval, and posting labor time for projects occurs in separate individual stages. An optional stage is available to your organization if they need it. This additional stage is called a "control" phase. It’s essentially the opportunity for one time entry record administrator to review a validated time entry record before a different time entry record administrator approves it. With a control phase in place, a time entry record is processed as follows:
- Entry: Labor time is entered, then validated.
Entry and validation take place in this function (PJMTE) or in the Weekly timesheet function (PJMTEW). Time can be entered in both functions. The Weekly timesheet function simply provides a quicker way to enter and validate time across a working week.
Entry and validation that the time entered is correct is usually made by the employee themselves, by the user that entered the time entry record, or by a time entry administrator.
Each new time entry record is created at Validated status if the PJMTIMAUTO—Time entry auto. validation parameter (TC chapter, PJM group) is set to Yes. - Control: All validated 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 takes place in the Time approval function (PTEVAL).
Time entry record control is usually carried out by a project manager or a project administrator. Whatever the role of the manager or administrator they need to be authorized as such in their function profile, as defined in their user record. -
Approval: Validated and controlled (optional phase) time entry records are approved or rejected.
Approval or rejection of a validated and controlled time entry record takes place in the Time approval function (PTEVAL), again usually by a project manager or a project administrator.- Time entry records need to be approved before they can be posted.
- A time entry record cannot be changed after it was controlled.
- Rejected time entry records are redisplayed in this function and in the Weekly timesheet function for correction.
- Posting: When a time entry record is posted, it’s included as a project cost in the accounting module.
Approved time entry records are posted in the Time posting function (PTELABPOS).
Prerequisites
Screen management
The Time entry function contains a home section for you to enter your selection criteria, 2 sections for you to enter labor time spent, and 2 reference sections.
- Home section
- Time summary: Use this section to enter labor time spent, by date.
- Assignments: Use this section to enter labor time spent by date for the list of operations you or the employee are assigned to for the filtered projects.
- Analytical dimension: This section displays the analytical dimension types associated with the selected time entry line.
- Activity template selection: Use this section to select predefined activities to add to your timesheet.
Home section
Use this section to filter or select your employee time records.
Block number 1
| Employee (CLB) |
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Your user code displays. If you’re authorized to record time for all employees, enter the user code to record time for. Note - settings
If you’re recording your own time, your user record needs to be enabled to permit you to do this. The Time entry checkbox on your user record needs to be selected.
If you’re recording labor time for other users, the Time entry checkbox on their user record needs to be selected and your user record needs to be defined as an administrator user. The Time entry administrator checkbox on your user record needs to be selected. |
| Start date (TSDATE) |
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Filter for results within a range of dates. For a single day, enter the same date in the Start date and End date fields. You can leave the Start date field blank to search all records to date. Note - tip
These dates also filter lines in the Activity template selection section to template activities defined without dates and activities with dates that match the entered dates.
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| Project (OPPNUM) |
| Filter the parent or source project codes you or the defined employee are assigned to. Enter a specific project code or to include all project codes, leave blank. |
| Active projects only (ISOPEN) |
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Filter the results to only active project codes, otherwise leave clear. Active project codes are those projects at Launched or Delivered status. Note - information
Only employees defined as active on projects can be assigned to tasks. The user is activated using their user record.
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| Assigned projects only (ASSIGNED) |
| Filter the results to only those project codes that the employee is assigned to, otherwise leave clear. |
| Non validated only (STAVAL) |
| Filter the results to only those time entry records for the employee at Awaiting validation status, otherwise leave clear. |
| Rejected only (STAREJ) |
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Filter the results to only those time entry records for the employee at Rejected status, otherwise leave clear. Rejected time entry lines are redisplayed in this function for correction. |
Summary
| Today (TODAY) |
| The total combined project and non-project labor time entered for the employee today, according to the defined selection filters. |
| Weekly (TWEEK) |
| The total combined project and non-project labor time entered for the employee this week, according to the defined selection filters. |
| Monthly (PTEMON) |
| The total combined project and non-project labor time entered for the employee this month, according to the defined selection filters. |
| Total (PTETOT) |
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The total cumulative labor time entered for the employee, according to the defined selection filters. Note - information
If the filters are changed, each of these summary figures is updated accordingly.
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| Time unit (TIMU) |
| The time unit as specified on the task operation on the project. |
Tab Time summary
This section displays the time spent, by date, according to the defined selection filters. Use this section to enter labor time for a project, a task, an operation, for a specific budget code, and for non-project activities such as training or annual leave. Each time entry line for a project provides expense information, which is used to calculate the rate to be charged to the project.
You can use the PJMTIMBUD-Allow time entries on budgets and PJMTIMTAS-Allow time entries on tasks parameters (TC chapter, PJM group) to control mandatory or optional time entry for task operations and budget codes.
Grid
| Desc (BTBLIG) |
| To provide a free-format narrative description and/or comment for the record, select the Edit icon. This opens a screen in which you can add a clear, supporting description for the record with comments in a separate field. Any comments should be specific to the record. They should do more than just describe the record. |
| Date (PTEDAT) |
| The date to enter labor time for. |
| Time category (PTETYP) |
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Assigns the labor time to a specific time category such as overtime or double time. The time category code displays if this is a new time entry line and a time category is defined on the employee's user record or the project. You can change it if necessary. Note - information
You can only assign a non-project category such as sick leave or annual leave when the Project field (OPPNUMSCR) is blank.
Note - settings
Time categories for a project can be defined on budget codes, task codes, task operations, and on employee assignment lines.
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| Project (OPPNUMSCR) |
| The code of a particular project or job your company is working on that you want to record labor time for. |
| Task (TASCODSCR) |
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The specific task code to record labor time for. Each task code corresponds with an operational phase of a project. Note - settings
You can leave this field blank if the PJMTIMBUD-Allow time entries on budgets parameter (TC chapter, PJM group) is set to Yes.
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| Operation (OPENUM) |
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The specific task operation sequence number to record labor time for. Note - settings
You need to enter this field if the Task code field (TASCOD) is populated and the PJMTIMTAS-Allow time entries on tasks parameter (TC chapter, PJM group) is set to No. You can leave this field blank if the PJMTIMTAS-Allow time entries on tasks parameter is set to Yes.
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| Budget (PBUCODSCR) |
| The specific budget code to record labor time for. Each budget code represents a financial phase of a project. |
| Unit (PTEUOM) |
| The time unit as specified on the task operation on the project, but can be amended. |
| Time spent (PTEQTY) |
| The amount of labor time in the defined time unit you or the employee spent working on the project, on the task, on the operation, on the specific budget code, or on a non-project activity such as training or annual leave. |
| Description (PTEDESAXX) |
| The description of the task, the operation, or the specific budget code defined on the project, or the non-project activity. You can change this description to make this activity more meaningful to you. |
| Validated (PTEVAL) |
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This checkbox is initially controlled by the PJMTIMAUTO-Time entry auto. validation parameter (TC chapter, PJM group):
Note - settings
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| Billable (BILLABLE) |
| Status (PTESTA) |
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The current work in progress status of the time entry line, as follows:
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| Billable from (BILFRO) |
| Planned load (STDQTY) |
| The total time planned or estimated for the task operation for the project. The quantity is expressed in the time unit. |
| Consumed load (CSMQTY) |
| The total time consumed by all employees for the task or task operation, the aggregated time. The quantity is expressed in the time unit. |
| Remaining load (RMNQTY) |
| The total remaining time (planned time - consumed time) to be consumed for the task or task operation. The quantity is expressed in the time unit. |
| Unit (POUOM) |
| The time unit as specified on the task operation on the project. |
| Financial site (FCY) |
| The site from which the project is managed. |
| Project cost type (PJMPCC) |
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The project cost type for the labor time. You can change the default code.
Note - tip
Project cost types define types of cost that can affect a project such as raw materials, labor costs, and indirect costs.
Note - information
The Financial overview function (PJMFINOV0) uses this cost type to calculate actuals.
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| Employee cost type (CLBPCC) |
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The employee cost type for the labor time. The cost type code is determined by the cost type defined on your or the employee's user record but can be amended.
Note - tip
Project cost types define types of cost that can affect a project such as labor costs.
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| Project labor rate (PJMCST) |
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The labor rate at which time is charged to the project for this time entry line. You can change the default rate.
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| Employee labor rate (CLBCST) |
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The rate at which the labor time is charged to the project for this time entry line. You can change the default rate.
Note - information
The financial overviews use this rate to consolidate time entry expenses.
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| Rate multiplier (PTETYPRAT) |
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The factor by which the labor rates defined in the Project labor rate (PJMCST) and Employee labor rate (CLBCST) fields for this time entry are multiplied. It's determined by the value of the Time category field (PTETYP). For example, it displays 1 if the time category is blank as this equates to standard working time or 2 if the defined time category equates to a rate to be paid at double standard working time. If set to 0 (zero), this time entry record will be valued at zero. This rate multiplier is used in the Financial overview function (PJMFINOV0) (cost calculation) and in the Time posting function (PTELABPOS) to calculate the value of the associated journal entry line. The amount posted will be calculated using the appropriate formula:
Note - warning
If the time category equates to a zero rate, this will result in the amount of time recorded in the Time spent field being recorded for the defined project but the value of that labor time will be zero.
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| Currency (CUR) |
| The currency associated with the sales site (Sales site field) defined for the project. It cannot be changed after the project is created. |
| Created by (CREUSR) |
| The code of the user that created or entered the record. |
| Updated by (UPDUSR) |
| The code of the last user to modify the record. |
| Validated by (VALUSR) |
| The code of the user that validated the record. |
| Rejected by (REJUSR) |
| The code of the user that formally rejected the record. |
| Billing plan number (PRGBILNUM) |
| Time entry line number (PTESEQ) |
| Remaining load update | ||||||||||||||
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Field descriptions
Operation load
Select Remaining load update from the Actions icon to change the remaining workload figure for launched tasks for the project operational task. This ensures that the project can provide real time estimates on this individual operation's workload. Note - information
The cumulative planned and remaining load quantities for all employees need to match or be less than those defined for the operational task line.
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| Currency rate | ||||||||||||||
| Select Currency rate from the Actions icon to view or change the exchange rate applied to the line. |
Tab Assignments
This section displays the list of operations you or the defined employee are assigned to for the projects selected from the selection criteria entered in the home section. Use this section to enter labor time instead of or in conjunction with the Time summary section.
Grid
| Desc (BTLIGAFF) |
| To provide a free-format narrative description and/or comment for the record, select the Edit icon. This opens a screen in which you can add a clear, supporting description for the record with comments in a separate field. Any comments should be specific to the record. They should do more than just describe the record. |
| Date (PTEDAT) |
| The date you want to record labor time for. The default is the current date. |
| Time spent (PTEQTY) |
| The time spent for the displayed task operation on the defined date. |
| Unit (PTEUOM) |
| The time unit as specified on the task operation on the project, but can be amended. |
| Start date (POASTR) |
| The date from which you, or the defined employee were assigned to work on the task operation. |
| Start time (POASTRHM) |
| The time you, or the defined employee should have started working on the task operation. |
| End date (POAEND) |
| The last date you or the defined employee were assigned to work on the task operation. |
| End time (POAENDHM) |
| The time you or the defined employee should have finished working on the task operation. |
| Operation (OPENUM) |
| The specific task operation sequence number that your or the employee's labor time will be recorded for. |
| Description (PTEDESAXX) |
| The description of the task, the operation, or the specific budget code defined on the project or the non-project activity. You can change this description to make this activity more meaningful to you. |
| Project code (OPPNUM) |
| The code of the particular project or job the task operation applies to. |
| Task code (TASCOD) |
| The task code that your or the defined employee's labor time will be recorded for. |
| Time category (PTETYP) |
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Assigns the labor time to a specific time category such as overtime or double time. The time category code displays if this is a new time entry line and a time category is defined on the employee's user record or the project. You can change it if necessary. Note - settings
You can only assign a non-project category such as sick leave or annual leave when the Project field (OPPNUMSCR) is blank.
Note - information
Time categories for a project can be defined on budget codes, task codes, task operations, and on employee assignment lines.
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| Billable (BILLABLE) |
| Billable from (BILFRO) |
| Planned load (STDQTY) |
| The total time planned or estimated for the task operation for the project. The quantity is expressed in the time unit. |
| Consumed load (CSMQTY) |
| The total time consumed by all employees for the task or task operation. The aggregated time. The quantity is expressed in the time unit. |
| Remaining load (RMNQTY) |
| The total remaining time (planned time - consumed time) to be consumed for the task or task operation. The quantity is expressed in the time unit. |
| Unit (POUOM) |
| The time unit as specified on the task operation on the project. |
| Financial site (FCY) |
| The site the project is managed from. |
| Budget code (PBUCOD) |
| The specific budget code your or the defined employee's labor time will be recorded for. Each budget code represents a financial phase of a project. |
| Rate multiplier (PTETYPRAT) |
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The factor the labor rates defined in the Project labor rate (PJMCST) and Employee labor rate (CLBCST) fields for this time entry are multiplied by. It's determined by the value of the Time category field (PTETYP). For example, it displays 1 if the time category is blank as this equates to standard working time or 2 if the defined time category equates to a rate to be paid at double standard working time. If set to 0 (zero), this time entry record will be valued at zero. This rate multiplier is used in the Financial overview function (PJMFINOV0) (cost calculation) and in the Time posting function (PTELABPOS) to calculate the value of the associated journal entry line. The amount posted will be calculated using the appropriate formula:
Note - warning
If the time category equates to a zero rate, this will result in the amount of time recorded in the Time spent field being recorded for the defined project but the value of that labor time will be zero.
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| Remaining load update | ||||||||||||||
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Field descriptions
Operation load
Select Remaining load update from the Actions icon to change the remaining workload figure for launched tasks for the project operational task. This ensures that the project can provide real time estimates on this individual operation's workload. Note - information
The cumulative planned and remaining load quantities for all employees need to match or be less than those defined for the operational task line.
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| Currency rate | ||||||||||||||
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Select Currency rate from the Actions icon to view or change the exchange rate applied to this line. |
Tab Analytical dimension
This section displays the analytical dimension types associated with the selected time entry line.
Grid
| Dimension type (DIE) |
| This table is loaded automatically with the default dimension types for the site of the selected time entry line. |
| Analytical dimension (CCE) |
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The dimension code to assign to the associated dimension type. Note - information
This field might display the dimension code that meets various conditions that have been created and assigned to the associated dimension type.
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Tab Activity template selection
You use this section to select predefined activities to add to your timesheet.
The template activities listed are filtered to those activities defined without dates and activities with dates that match the dates defined in the home section.
Each activity you select in this section is added as a new line in your timesheet. An activity template line can be for a specific date, for a specific working day, or generic. A generic line provides a quick reference for you to add common activities to your time entry record as and when required. A template line is just that, a basic outline of a timesheet activity. You can change most of the template fields after the line displays in the Time summary section.
Grid
| Select (PTESEL) |
| Add the template line to your timesheet. |
| Date (PTEDAT) |
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The specific date that the activity applies to. The prerecorded labor time displays in your timesheet for this date. Note - warningThe validity start date and end dates defined in the Dimensions function (GESCCE) define the period during which a dimension can be used and therefore whether the activity date is valid.
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| Day (PTEDAY) |
| The specific day of the week that the activity applies to. The prerecorded labor time displays in your timesheet for this day. |
| Time category (PTETYP) |
| The specific time category such as overtime, double time, travel time that the activity applies to. |
| Project (OPPNUM) |
| The code of a particular project or job your company is working on to record your or the employee's labor time for. |
| Task (TASCOD) |
| Displays a specific task code from the operational, task structure of the parent project. Each task code corresponds with an operational phase of a project. |
| Operation (OPENUM) |
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The specific task operation sequence number that your labor time will be recorded for. Note - settings
You need to enter this field if the Task code field (TASCOD) is populated and the PJMTIMTAS—Allow time entries on tasks parameter (TC chapter, PJM group) is set to No. You can leave this field blank if the PJMTIMTAS—Allow time entries on tasks parameter is set to Yes.
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| Budget (PBUCOD) |
| Displays a specific budget code from the budget structure, the cost structure of the parent project. Each budget code represents a financial phase of a project. |
| Description (PTEDESAXX) |
| The description of the task, the operation, or the specific budget code defined on the project, the description of the non-project activity, or the description you added to your template to make this activity more meaningful to you. You can change this description. |
| Time unit (PTEUOM) |
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The code that defines how your labor time for this activity is recorded. Note - information
You need to enter this field if you’ve specified a Date or a Day for this activity.
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| Time spent (PTEQTY) |
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Displays your labor time for the defined date or day of the week. Note - information
You need to enter this field if you’ve specified a Date or a Day for this line.
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| Origin (PTEORI) |
| Indicates if time entered for the activity is entered manually or imported using the PJMTIMACTI-Activity template import template. |
Specific actions
| Select the Search action to load the Time summary table with project and non-project activities that meet the entered selection criteria. |
| Select the Time inquiry action to inquire on labor time you or the defined employee has entered for 1 or between a range of dates. You can inquire by company and site, category of time and status of the time entry records for 1 or a range of projects. |
| Select the Time verification action to check that time entry records are up to date. |
Select the Activity template action to define or modify your own personal time entry activity template. You can use the template activities with both daily time entry records and with weekly time entries.
Grid
| Date (PTEDAT) |
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The date to enter labor time for. Note - information
This field is optional. If you specify a Date, you need to leave the Day field blank. If you specify a Day, you need to leave the Date field blank.
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| Day (PTEDAY) |
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The day of the week to enter labor time for. Note - information
This field is optional. If you specify a Date, you need to leave the Day field blank. If you specify a Day, you need to leave the Date field blank.
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| Time category (PTETYP) |
| Assigns your labor time to a specific time category such as overtime, double time, travel time. |
| Project (OPPNUM) |
| The code of a particular project or job that your company is working on to record labor time for. |
| Task (TASCOD) |
| The specific task code to record labor time for. Each task code corresponds with an operational phase of a project. |
| Operation (OPENUM) |
| The specific task operation sequence number to record labor time for. |
| Budget (PBUCOD) |
| The specific budget code to record labor time for. Each budget code represents a financial phase of a project. |
| Description (PTEDESAXX) |
| The description of the task, the operation, or the specific budget code defined on the project, the description of the non-project activity, or the description you added to your template to make this activity more meaningful to you. You can change this description. |
| Time unit (PTEUOM) |
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The code that labor time you enter for this activity is measured in. Note - information
You need to enter this field if you’ve specified a Date or a Day for this line.
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| Time spent (PTEQTY) |
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Time worked on the defined date or day of the week. Note - information
You need to enter this field if you’ve specified a Date or a Day for this line.
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| Origin (PTEORI) |
| Indicates if time entered for this activity is entered manually or imported using the PJMTIMACTI-Activity template import template. |
Error messages
The only error messages are the generic ones.