Reporting of time
/visma-net-erp/help/time-and-expenses/reporting-of-time
section
Visma Net provides time reporting capabilities that you can use in the following instances:
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# Reporting of time
Visma Net provides time reporting capabilities that you can use in the following instances:
+ You want to track the time employees spend on individual activities to facilitate the calculation of costs and prices for particular projects and customer services.
Employees
can use time activities or activities for which employees must report the time
that they have spent on them.
To enable time activities in the system, you need to
enable the **Time reporting on activity** functionality.
+ You want to track the time employees spend on various activities each week in order to facilitate payroll calculations.
For each employee whose time should be reported, you
need to select the **Time card is required** check box in the [Employees (EP203000)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/employees-ep203000/) window.
A time card is a weekly report on the
time spent by the employee on activities.
If the **Time reporting on activity**
functionality is enabled for your company, you can report working hours by using time cards in
combination with time activities.
For more information, see: [About time cards](/visma-net-erp/help/time-and-expenses/reporting-of-time/about-time-cards/)
Create an employee
/visma-net-erp/help/time-and-expenses/reporting-of-time/create-an-employee
section
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# Create an employee
1. Go to the [Employees (EP203000)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/employees-ep203000/) window.
1. Click .
1. On the **General settings** tab, enter at least the last name and the e-mail address of the employee.
1. In the **Employee settings** section, in the **Employee class** field, select the **Employee class** for the employee. The **Branch** field is automatically filled in.
1. In the **Department** field, click  and select the department of the employee.
1. Fill in any relevant information on the other tabs, for example an account number for the employee on the **Financial settings** tab, and the cost of the employee on the **Employee cost** tab.
1. Click .
You will now get an **Employee ID** for the employee.
Related pages
Tasks
Windows
Create employee classes
/visma-net-erp/help/time-and-expenses/reporting-of-time/create-employee-classes
section
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# Create employee classes
1. Go to the [Employee classes (EP202000)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/employee-classes-ep202000/) window.
1. Click .
1. In the **Class ID** field, enter the ID of the new class. The ID can be alphanumeric have a maximum length of 9 characters.
1. In the **Description** field, enter a description for the class.
1. Go to the **General settings** tab.
1. In the **Cash discount account** field, enter the account you want to use for the class.
1. In the **Cash discount subaccount** field, enter the subaccount you want to use for the class. The remaining fields are optional.
1. Click . The new employee class is now created. To create another class, click 
When you change a setting for a class, this setting will only change for the new employees you create. It will not change for the existing employees in the class.
Related pages
Windows
Add an employee cost
/visma-net-erp/help/time-and-expenses/reporting-of-time/add-an-employee-cost
section
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# Add an employee cost
1. Go to the [Employees (EP203000)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/employees-ep203000/) window.
1. Go to the **Employee cost** tab.
1. Click  to add a new row to the upper table.
1. In the **Effective date** field, select the date from which the type of the employment will be effective for the active employee.
1. In the **Type of employment** field, select the type of employment you want to add for the employee.
1. Fill in the rest of the details in the table.
> [!NOTE]
> If the selected type of employment is **Hourly**, you cannot define an annual salary amount for the employee.
## Optional step
In the **Overrides** table, you can define project-specific information for the employee.
Related pages
Tasks
Windows
About time cards
/visma-net-erp/help/time-and-expenses/reporting-of-time/about-time-cards
page
To assist with invoicing, calculation of payroll, and estimation of project costs, Visma Net provides time card functionality.
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# About time cards
To assist with invoicing, calculation of payroll, and estimation of project costs, Visma Net provides time card functionality.
To assist with invoicing, calculation of payroll, and estimation of
project costs, Visma Net provides time card functionality.
A time card is a weekly report on time
spent on each activity.
By using the [Employee time card (EP305000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/employee-time-card-ep305000/) window, employees can enter new time cards or view, edit, or release existing time cards.
## Enabling time cards
Time cards are available in Visma Net only if the **Advanced financials** check box is selected in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window.
By default, employees are not required to fill in time cards. However, if time cards are mandatory in your company, you can make them required on a per-employee basis by selecting the **Time card is required** check box in the [Employees (EP203000)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/employees-ep203000/) window.
Time cards are always generated successively, which means that you cannot generate a successive time card for a particular week if no time card has been generated for the preceding week.
Suppose that the latest time card was generated for an employee a considerable
time ago, and now you want to resume the generation of time cards for this employee,
but you don't need any time cards for the intervening time interval.
To generate
multiple empty time cards for the intervening time interval, you can select the
employee in the [Employees (EP203000)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/employees-ep203000/) window and then, on the
**Employment history** tab, click **Generate time cards** on the table toolbar.
## Accessing time cards
In the [Employee time card (EP305000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/employee-time-card-ep305000/) window, you can create, view, or adjust any of the following time cards:
+ Your time cards
+ Time cards of the employees for whom you are an appointed delegate
+ Time cards of the employees who report to you
+ Time cards assigned to you for approval
+ Time cards of employees in the work groups at lower levels in the company tree than your work group
## Processing time cards
As a rule, each time card passes through several stages, which might include
preparation, approval, and release.
The processing stage of a time card is indicated
by its status.
## Preparing time cards
When preparing a time card, an employee reports work time by creating separate records for the following types of activities:
+ Those associated with different projects or project tasks
+ Those related to different earning types
+ Those that are invoiceable and those that are not invoiceable
## Approving time cards
A time card cannot be released until it has been approved (if approval is required).
If you are an approver, you can approve time cards by using the [Employee time card (EP305000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/employee-time-card-ep305000/) window.
## Using corrective time cards
If a released time card doesn't reflect the actual time that the employee spent on activities during the week (for example, if the employee reported 40 hours instead of actual 45 hours), the employee can create a corrective time card by opening the released time card in the [Employee time card (EP305000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/employee-time-card-ep305000/) window and clicking **Actions** > **Correct** in the window toolbar.
The data from the original time card is copied to the corrective time card, which has
**Correction** in the **Type** field and the reference
number of the original time card in the **Orig. reg. no.**
read-only field.
The employee can adjust the data of the corrective time card as
needed before submitting it for approval (if required).
After that, the original
time card, because it has been replaced by the corrective time card, is no longer
available in the [Employee time cards (EP406000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/employee-time-cards-ep406000/) inquiry window.
When the corrective time card is released, new transactions are generated for only the difference in the reported hours on this card as compared to the original time card.
A released corrective time card can also be corrected.
## Combining time cards and time activities
In Visma Net, an employee can report working hours by using time cards in combination with
time activities.
The reported data from a time activity instantly becomes available
in one of the employee's time cards.
In the [Employee time card (EP305000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/employee-time-card-ep305000/) window,
the employee can view details of all time activities associated with a particular
time card.
A time card can be approved only if all the activities associated with the time card
have been approved.
When the time card is released, the associated activities are
released automatically.
An activity cannot be released on its own if it is
associated with a time card.
A project transaction may be created during time card release if any of the activities included in the time card is associated with a project. Such transactions can be used for tracking the project costs. For more information about project cost tracking, see: [About project budgets](/visma-net-erp/help/project-accounting/manage-project-budgets/about-project-budgets/)
Related pages
Tasks
Windows
Create employee time cards
/visma-net-erp/help/time-and-expenses/reporting-of-time/create-employee-time-cards
section
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# Create employee time cards
1. Go to the [Employee time cards (EP406000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/employee-time-cards-ep406000/) window.
1. In the **Employee** field, click  to select the employee for whom you want to create a new time card. The ID of the currently logged in employee is the default.
1. Click  to add a new employee time card. This opens a new window.
1. In the **Week** field, enter the week number for which you want to create a time card.
> [!NOTE]
> You can only enter a new time card when the previous time card has been released.
1. In the **Status** field, select the status of the card.
1. Click .
You can now start entering the worked hours of the employee into the appropriate fields on the time card.
To view and edit the existing time cards, you can sort them by their status with the help of the status tabs.
Related pages
Concepts
Tasks
Windows
Release time cards
/visma-net-erp/help/time-and-expenses/reporting-of-time/release-time-cards
page
If you have selected to automatically release documents in the Time and expenses preferences (EP101000) window, time cards will be released automatically once approved.
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# Release time cards
If you have selected to automatically release documents in the Time and expenses preferences (EP101000) window, time cards will be released automatically once approved.
For more information: [Time and expenses preferences (EP101000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/time-and-expenses-preferences-ep101000/).
If you have not selected this setting, you must release time cards manually.
1. Go to the [Release time cards (EP505010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/release-time-cards-ep505010/) window.
1. Select the check box to the left of the relevant time card.
1. Click **Release**. The updated balance will be displayed on the **Balance** tab in the [Projects (PM301000)](/visma-net-erp/help/project-accounting/project-accounting-windows/projects-pm301000/) window.
> [!NOTE]
> If you want to release all time cards, you do not have to select them, just click **Release all**.
Related pages
Windows
Register time on a project
/visma-net-erp/help/time-and-expenses/reporting-of-time/register-time-on-a-project
section
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# Register time on a project
1. Go to the [Employee time cards (EP406000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/employee-time-cards-ep406000/) window.
1. Click  to start a new time card.
1. On the **Summary** tab, enter a line for the project and task(s) you created. Make sure that you register the hours on the right project and task.
1. Once done, click **Actions**, and select **Submit**, or select **Send to Approval**, if your company uses Approval.
> [!NOTE]
> The transaction is only visible in the project balance after a time card has been released.
## Correct a time card
If you discover errors in a time card, you can correct it as follows:
1. Go to the [Employee time cards (EP406000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/employee-time-cards-ep406000/) window.
1. Double-click the incorrect time card. The detailed time card is displayed.
1. Click **Actions** and select **Correct**.
> [!NOTE]
> You can only correct time cards with the **Released** status.
1. On the **Details** tab, make your corrections.
1. Click **Save and close**.
1. Click **Actions** and select **Submit** or **Send to Approval**. The system automatically calculates the difference between the original time card and the correction, and assigns a new reference number to the corrected time card.
Related pages
Concepts
Tasks
Windows