Time tracking

Tracked time contributes to the cost of producing an item for a work order in Sage X3. Tracking the actual time it takes to set up a resource for a specific operation sequence number and for the resource to run for the operation adds a processing cost to the work order production costs. In addition to tracking setup and run times, you can track quantities processed for a specific operation sequence number. The cost of tracked time is calculated from the resource and employee records.

Prerequisites

All fields in the Time tracking pages are determined by the selected entry transaction, parameter values in Sage X3, and parameters in Sage X3 functions.

Functional prerequisites

You need to set up parameter values and sequence numbers in Sage X3. This page only provides guidance for the CTLOPEPRE—Expected operation tracking co parameter (GPA chapter, CTL group) because this parameter directly influences whether you can track time for the routing operation you select.

General parameters

Open: Setup > General parameters > Parameter values

Define the following parameter at the folder level in the GPA (Manufacturing) chapter / CTL (Production tracking controls) group:

• CTLOPEPRE—Expected operation tracking co: Defines if the operation must be tracked in order, based on the order of the sequence numbers in the routing defined for the work order in Sage X3.

  No: This is the default value for this parameter. No controls are applied. You can track operations in any order. You do not need to track the operation in the order of the routing defined for the work order.

  Yes, without block: The operation should be tracked in order. You can enter the tracking if the previous operation for the routing has not been tracked. The previous operation will be skipped.

  Yes, with block: The operation needs to be tracked in order. You can only enter the tracking if the previous operation for the routing has been tracked. You cannot skip an operation.

Sequence numbers

Open: Setup > General parameters > Sequence number definition > Assignment

Sequence numbers used by Material consumption are in the Manufacturing module.

• Check that the sequence number MFT is assigned to the Production tracking document type.

Web service prerequisites

1. Open: Administration > Web services > Classic SOAP pools configuration

   Stop the web service pool.

2. Open: Setup > Usage > Imports / exports > Import/export templates

   Validate the CWSMKO—Import operation tracking import template.

3. Open: Setup > Manufacturing > Entry transactions > Time tracking plan

   1. Check the Time tracking plan entry transaction (GESMOL) is Active and has an Access code assigned.
   2. Check the Unplanned operation tracking checkbox is selected if you need to track time for unplanned production operations for a work order.
   3. Check the Employee ID entry checkbox is selected if a Mobile Automation user is permitted to enter and modify time records for all employees.
   4. Check the Material consumption radio button is set to a Yes value if you want to issue the components linked to an operation for a work order from a Time tracking transaction. This means this transaction updates the work order in Sage X3 with tracked time and materials consumed for the tracked quantities. You do not need to use the Material consumption transaction to track components issued for an operation as well.
   5. Check the Production reporting radio button is set to a Yes value to receive the finished products for a work order from a Time tracking transaction if the tracked operation is the production step. This is the step in the production process at which the item can be received into stock. This means this transaction updates the work order in Sage X3 with tracked time and received products. You do not need to track receipt of finished items using the Work order production tracking transaction as well.
   6. Validate the Time tracking plan entry transaction.

4. Open: Development > Script dictionary > Scripts > Web services

   Publish the AOWSIMPORT web service using the Web services function (GESAWE).

5. Open: Administration > Web services > Classic SOAP pools configuration

   Start the web service pool.

How to track time for a work order

Open: Manufacturing > Time tracking

To track time for a production operation for a work order, you need to enter information on 2 pages:

1. You use the initial page to set the Tracking date, select the entry Transaction, identify the Work order number and the employee that spent time on the work order, and the Operation sequence number they worked on.
2. The Time tracking details page is the second page. You use this page to enter the machine or labor work center that was used for the work, quantities processed, setup and run times for the operation, and to confirm if the operation is complete and can be closed.

Operating mode

1. In the initial page, check the Tracking date and Site are correct.

   The default Tracking date is the current date. You can select a different date.

   The default Site is defined for the user.

   You can change the date until you tap to Create the time tracking record.
   

2. Select the entry Transaction to use. This field is not displayed if there is only one entry transaction assigned to your user profile.

3. Check the Employee ID is correct. This field is not displayed if the entry transaction is set to prohibit employee ID entry.

   The default Employee ID is the Mobile Automation user. You can select a different employee if permitted by the entry transaction.

4. Scan, select, or enter the Work order number.

5. Select the Unplanned operation tracking checkbox if you need to track time for an unplanned production operation for the work order.

   You can then:

   • Select or enter the Standard operation and the operation Description.

   • Enter the production Operation sequence number.

     The CTLOPEPRE—Expected operation tracking co parameter (GPA chapter / CTL group) in Sage X3 is checked.

   Skip the next step and go to step 7.

6. Scan, select, or enter the Operation sequence number in the routing for the work order.

   The CTLOPEPRE—Expected operation tracking co parameter (GPA chapter / CTL group) in Sage X3 is checked.

   If the operation is a milestone operation that's included in a range of operations all previous non-tracked operations are tracked automatically until the first operation is found that's set to Normal tracking or is itself included in a range of operations.

7. In the Time tracking details page, check the Actual work center is correct.

   This is the individual machine or labor resource assigned to the operation sequence number. You can change the default resource if a different resource was used for the production operation.

8. Enter the total Quantity processed including any rejected quantities that were processed during the actual run time on the operation sequence number. Then enter the total Rejected qty.

   The Quantity defaults to the remaining balance. This ensures the sum of the tracked quantity and remaining quantity always equals the required quantity for the work order. You can track more or fewer than the remaining or planned quantity.

9. Enter the actual setup and run times to track. This is the time taken to prepare the machine or labor resource assigned to the operation sequence number before production actually started and the time the resource was used for, or you or the employee performed the operation sequence number.

   You can enter your setup and run times as whole hours with decimal places for the minutes, in whole hours and additional minutes, or just in minutes.

   The total tracked setup and run time is the sum of the associated hours and minutes fields.

   Examples: Time entry​

   You worked for 1 and a half hours on an operation. You can enter your time worked in any of the following ways:

   • Run time hours = 1.5

   • Run time minutes = 90

     A warning is displayed because you have entered more than 60 minutes. The minutes are converted to 1.5 hours.​

   • Run time hours = 1 and Run time minutes = 30

10. You can now:

    • Track more time for the same operation sequence number for the same work order.

      Tap Add quantity.

      Repeat steps 7 to 9 until you have specified each resource, quantity, or times for the operation sequence number.

    • Track more time for the same work order but for a different operation sequence number.

      Tap Next. The initial page displays automatically. The saved and tracked operations and quantities are listed.

      Repeat steps 5 to 9.

    • Track more time for a different work order.

      Tap Next. The initial page displays automatically. The saved and tracked operations and quantities are listed.

      Repeat steps 4 to 9.

At this stage, the tracked quantities and times are saved in the UI only. They are not yet saved in the database.

Tap Create to track the quantities and times and update the work order in Sage X3.

Step by step: Initial page

To track time for a production operation for a work order:

1. In the initial page, leave the Tracking date or select an earlier date.
2. Select the entry Transaction to use. This field is not displayed if there is only one entry transaction assigned to your user profile.

3. Leave or select the Employee ID, if applicable.

   1. You can start typing to see a list of employee ID numbers.
   2. In the Employee ID selection page, to further filter the results, tap the Open filter icon.
   3. Switch ON the filters you want to use and enter the values. You can filter for results within a range of employee ID numbers and by all or part of a description.
   4. Tap Apply.

   Tap the Employee ID from the filtered results.

4. Scan, select, or enter the Work order number.

   1. You can start typing to see a list of work order numbers.
   2. In the Work order selection page, to further filter the results, tap the Open filter icon.
   3. Switch ON the filters you want to use and enter the values. You can filter for results by all or part of the work order number, the released routing, and within a range of production start and end dates and routing codes.
   4. Tap Apply.

   Tap the Work order number from the filtered results.

5. Select the Unplanned operation tracking checkbox if you need to track time for an unplanned production operation for the work order.

   • If you leave this checkbox clear, go to the next step.
   • If you select this checkbox, go to the Track an unplanned operation section.

6. Scan, select, or enter the Operation sequence number in the routing for the work order.

   1. You can search or start typing to see a list of operation sequence numbers.
   2. In the Operation selection page, to further filter the results, tap the Open filter icon.
   3. Switch ON the filters you want to use and enter the values.
   4. Tap Apply.

   Tap the Operation sequence number from the filtered results.

   The Time tracking details page displays.

Track an unplanned operation

To track an unplanned operation for the work order:

1. In the initial page, select the Unplanned operation tracking checkbox.

2. Select or enter the Standard operation you or the employee worked on, if applicable.

   1. You can start typing to see a list of standard production operations.
   2. In the Standard operation selection page, to further filter the results, tap the Open filter icon.
   3. Switch ON the filters you want to use and enter the values. You can filter for results by all or part of the description, and within a range of standard operation numbers, and setup and run times.
   4. Tap Apply.

   Tap the Standard operation number from the filtered results.

3. Leave the production operation Description, if applicable. You can change the description.
4. Enter the production Operation sequence number. The Time tracking details page displays.

Step by step: Time tracking details page

1. In the Time tracking details page, leave the Actual work center. This is the individual machine or labor resource assigned to the standard operation or to the operation sequence number.

   You can change the default resource if a different resource was used for the production operation.

   1. You can search or start typing to see a list of machine and labor work centers.
   2. In the Actual work center selection page, to further filter the results, tap the Open filter icon.
   3. Switch ON the filters you want to use and enter the values. You can filter for results by all or part of a work center code and description.

   4. Tap Apply.

      Tap the Actual work center from the filtered results.

2. Leave or enter the total Quantity processed including any rejected quantities that were processed during the actual run time on the Operation sequence number.

   The Quantity defaults to the remaining balance. You can track more or fewer than the remaining quantity.

3. Enter the total Rejected qty. processed during the actual run time on the Operation sequence number.

4. Enter the actual setup and run times to track. This is the time taken to prepare the machine or labor resource assigned to the Operation sequence number before production actually started and the time the resource was used for, or you or the employee performed the operation sequence number.

   You can enter your time in the "hours" fields as whole hours with decimal places for the minutes, in both the "hours" and "minutes" fields in whole hours and additional minutes, or in just the "minutes" fields.​

5. Leave Close as Yes if you did not edit the remaining production Quantity or you entered more than the remaining production quantity and you or the employee have completed the operation sequence number. This means that no more time should be tracked for any resource for the operation sequence number.

   If you expect production to continue, select No.

6. You can now:

   • Track more time for the same operation sequence number for the same work order.

     Tap Add quantity. Repeat steps 1 to 5 until you have specified each resource, quantity, or times for the operation sequence number.

     Tap Add quantity if you have worked on the same operation sequence number at a different work center.

   • Track more time for the same work order but for a different operation sequence number.

     Tap Next.

   • Track more time for a different work order.

     Tap Next.

   • Update the work order in Sage X3 if you have finished and entered all your time.

     Tap Next.

Step by step: Track time for a different operation sequence number for the same work order

To track time for a different operation sequence number for the same work order:

1. In the initial page, scan, select, or enter the Operation sequence number in the routing for the work order.

2. In the Time tracking details page, leave the Actual work center. This is the individual machine or labor resource assigned to the operation sequence number.

   You can change the default resource if a different resource was used for the production operation.

3. Leave or enter the total Quantity processed including any rejected quantities that were processed during the actual run time on the operation sequence number.

   The Quantity defaults to the remaining balance. You can track more or fewer than the remaining quantity.

4. Enter the total Rejected qty. processed during the actual run time on the operation sequence number.

5. Enter the actual setup and run times to track. This is the time taken to prepare the machine or labor resource assigned to the operation sequence number before production actually started and the time the resource was used for, or you or the employee performed the operation sequence number.

   You can enter your time in the "hours" fields as whole hours with decimal places for the minutes, in both the "hours" and "minutes" fields in whole hours and additional minutes, or in just the "minutes" fields.​

6. Leave Close as Yes if you did not edit the remaining production Quantity or you entered more than the remaining production quantity and you or the employee have completed the operation sequence number. This means that no more time should be tracked for any resource for the operation sequence number.

   If you expect production to continue, select No.

7. You can now:

   • Track more time for the same operation sequence number for the same work order.

     Tap Add quantity.

     Tap Add quantity if you have worked on the same operation sequence number at a different work center.

   • Track more time for the same work order but for a different operation sequence number.

     Tap Next. Return to step 1.

   • Track more time for a different work order.

     Tap Next.

   • Update the work order in Sage X3 if you have finished and entered all your time.

     Tap Next.

Step by step: Track time for a different work order

To track time for a different work order:

1. In the initial page, scan, select, or enter the Work order number.

2. Select the Unplanned operation tracking checkbox if you need to track time for an unplanned production operation for the work order.

   If you leave this checkbox clear, go to the next step.

   1. Select or enter the Standard operation, if applicable.
   2. Leave the production operation Description, if applicable. You can change the description.
   3. Enter the production Operation sequence number. Skip the next step.

3. Scan, select, or enter the Operation sequence number in the routing for the work order.

4. In the Time tracking details page, leave the Actual work center. This is the individual machine or labor resource assigned to the operation sequence number.

   You can change the default resource if a different resource was used for the production operation.

5. Leave or enter the total Quantity processed including any rejected quantities that were processed during the actual run time on the operation sequence number.

   The Quantity defaults to the remaining balance. You can track more or fewer than the remaining quantity.

6. Enter the total Rejected qty. processed during the actual run time on the operation sequence number.

7. Enter the actual setup and run times to track. This is the time taken to prepare the machine or labor resource assigned to the operation sequence number before production actually started and the time the resource was used for, or you or the employee performed the operation sequence number.

   You can enter your time in the "hours" fields as whole hours with decimal places for the minutes, in both the "hours" and "minutes" fields in whole hours and additional minutes, or in just the "minutes" fields.​

8. Leave Close as Yes if you did not edit the remaining production Quantity or you entered more than the remaining production quantity and you or the employee have completed the operation sequence number. This means that no more time should be tracked for any resource for the operation sequence number.

   If you expect production to continue, select No.

9. You can now:

   • Track more time for the same operation sequence number for the same work order.

     Tap Add quantity.

     Tap Add quantity if you have worked on the same operation sequence number at a different work center.

   • Track more time for the same work order but for a different operation sequence number.

     Tap Next.

   • Track more time for a different work order.

     Tap Next. Return to step 1.

   • Update the work order in Sage X3 if you have finished and entered all your time.

     Tap Next.

Update work orders in Sage X3

You can only update work orders in Sage X3 with tracked quantities and times when:

1. The Time tracking details page is complete.
2. You have tapped Next.
3. The initial page is displayed.

To update the production operations for the selected work orders in Sage X3, Create the time tracking.

Time tracking field descriptions

This section lists fields and their descriptions organized by page. For each page, fields are listed in alphabetical order.

Your access to the fields on this page is determined by user permissions granted by your administrator, the selected entry transaction, and your system setup.

Main page

Field	Description
Description	The production operation name of the template Standard operation.
Employee ID	The operator that performed the production operation. The default Employee ID is the Mobile Automation user. You can change it if permitted by the assigned entry Transaction.
Operation	The operation sequence number or the stage of production in the routing.
Site	The production site code. This field is populated with the site defined for the Mobile Automation user. You cannot change it.
Standard operation	The standard operation to use for the production Operation. Standard operations are simply "template" operations that provide default information to be assembled into routings for building or maintaining a product.
Tracking date	The current date is the default date. You can select an earlier date than today but not a later date. The date is used as the posting date for all for all stock transactions linked to the tracking.
Transaction	This Mobile Automation transaction is customized to the needs of your organization and your processes. The transaction you select determines the way in which you enter information, and how information is displayed and printed. If only one transaction has been set up you are not offered a choice, the default entry pages are displayed.
Unplanned operation tracking	Select if you need to track time for an unplanned production operation for the work order.
Work order	The work order reference. You can only select work orders at Firm status.

Time tracking details page

Field	Description
Actual work center	The planned production resource or actual work center used for the Operation sequence number. It can be a machine or a labor work center.
Close	Set to Yes if production of the quantity for the work order is complete and has ceased and no more time will be tracked for it. If you expect production to continue, set to No.
Quantity	The total quantity processed during the actual run time tracked for the operation sequence number. The total quantity includes the Rejected qty. The default quantity is the remaining quantity to be tracked. You can track more or fewer than the planned production quantity. The quantity is expressed in the operation unit. You cannot change it.
Rejected qty.	The actual quantity rejected. This figure cannot exceed the Quantity processed.
Run time hours	The actual time the resource was used for, or you or the employee performed the Operation sequence number. The time is expressed in the Time unit defined for the operation sequence number. The time is in whole hours with decimal places for the minutes or in whole hours only. The total run time is the aggregate of the Run time hours + Run time minutes.
Run time minutes	The additional minutes over a complete hour the resource was used for, or you or the employee performed the Operation sequence number, or the total time in minutes worked. The total run time is the aggregate of the Run time hours + Run time minutes.
Setup time hours	The actual time taken to prepare the machine or labor resource assigned to the Operation sequence number before production actually started. The time is expressed in the Time unit defined for the operation sequence number. The time is in whole hours with decimal places for the minutes or in whole hours only. The total setup time is the aggregate of the Setup time hours + Setup time minutes.
Setup time minutes	The additional minutes over a complete hour taken to prepare the machine or labor resource assigned to the Operation sequence number before production actually started or the total time in minutes taken to prepare the resource before production actually started. The total setup time is the aggregate of the Setup time hours + Setup time minutes.
Time unit	The unit in which time for the Operation is expressed. The time unit can be Hours or Minutes. It applies to the setup time, run time and is the rate for all routing operations. You cannot change it.
Unit	The unit in which the operation quantity is expressed. Work order operation quantities are expressed in the operation unit. You cannot change it.