Employee time card (EP305000)

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You use this window to enter new time cards or adjust existing ones.
Each time card should span a one-week period, and a new time card can be entered only when the previous time card has been released.
For more information about time cards, see: About time cards

Element Description
Actions Provides the following menu commands, which you can click to invoke actions:
  • Release:
    Releases the time card.
    As a result of this menu command being invoked, the status of the time card changes to Released.

    This action is available if the time card has the Approved status.

  • Approve:
    Approves the time card.
    As a result of this menu command being invoked, the status of the time card changes to Approved.

    This action is available if the Approval workflow functionality is enabled in your system in the Aktivera/inaktivera funktioner (CS100000) window, and if the time card has the Pending approval status.

  • Reject:
    Rejects the time card.
    As a result of this menu command being invoked, the status of the time card changes to Rejected.

    This action is available if the Approval workflow functionality is enabled in your system in the window, and if the time card has the Pending approval status.

  • Correct:
    Updates the released time card.
    As a result of this menu command being invoked, a new time card of the Correction type is created.
    The new time card has the On hold status.

    This action is available if the time card has the Released status.

  • Submit:
    Submits the time card for approval.
    As a result of this menu command being invoked, the status of the time card changes to Pending approval.

    This action is available if the time card has the On hold status.
    If the Time reporting on activity functionality is enabled in your system in the Aktivera/inaktivera funktioner (CS100000) window, you cannot submit a time card for approval unless all the activities included in the time card have been approved (if required).

  • Put on hold:
    Puts the time card on hold so it can be adjusted.
    As a result of this menu command being invoked, the status of the time card changes to On hold.

    This action is available if the time card has the Pending approval, Approved, or Rejected status.

View transactions

Opens the Project transactions (PM304000) window, where you can view the list of project transactions that have been created as a result of time cards being released.

This button is available if the time card has the Released status.

You use the elements in this area to create a new time card or to select an existing time card to view (and edit, if needed) its properties.

Element Description
Ref no. The unique reference number of the time card, which Visma.net ERP automatically assigns according to the numbering sequence specified as the Time card numbering sequence in the Time and expenses preferences (EP101000) window.
Status The status of the time card, which is set by the system and can be one of the following options:
  • On hold:
    The time card is a draft and cannot be released.
  • Pending approval:
    The time card has been completed and is ready for approval.
  • Approved:
    The time card has been approved.
  • Rejected:
    The time card has been rejected.
  • Released:
    The time card has been released.
    If any of the activities from the time card are associated with a specific project, at least one transaction will be generated in the Projects module.
Week The week for which the time card has been created.
Employee The name of the employee whose time card is currently open.
Type The type of the time card. The following options are available:
  • Normal:
    A regular time card
  • Correction:
    A corrective time card, which is a time card that updates a released time card
Orig. ref. no.

The reference number of the time card being corrected.

This field is filled in only when Correction is specified in the Type field.
Element Description
Time spent The work hours spent by the employee during the week on activities with the Regular hours earning type.

Visma.net ERP handles validation of this amount based on the Regular hours validation setting for the employee in the Employees (EP203000) window.
Invoiceable The invoiceable work hours spent by the employee during the week.
Element Description
Time spent The work hours spent by the employee during the week on activities with the Overtime earning type.
Invoiceable The invoiceable overtime spent by the employee during the week.
Element Description
Time spent The total working time (regular and overtime) for the week.
Invoiceable The total invoiceable working time (regular and overtime) for the week.

This tab includes the information on the work hours the employee has spent on specific projects and project tasks broken down by the days of the week.

Element Description
Preload from tasks Opens the Preload from tasks dialog box, where all available tasks are listed.
In this dialog box, you can create summary rows with the Type of hour, Project, and Project task values preloaded from the tasks that you select.
Preload from previous time card Copies the data from the time card for the previous week.
Preload holidays

Adds to the table a new row with the holiday earning type specified in the Earning type column and the 8 value in the column of the weekday that is a holiday.

By default, the Project column includes the non-project code, but you can change the value before releasing the time card.
Normalise time card

Adds to the table a new row that completes the number of regular work hours for the week.
The missing regular work hours are added starting from Monday.

For instance, if the employee is required to work 40 regular hours per week and the time card includes only 30 regular work hours, when you click this button, the system adds a new row with 8 in the Mon. column and 2 in the Tue. column.
Column Description
Earning type The type of the work time spent by the employee.
Job code

The ID of the particular job that determines payroll rates.

This column is available only if the Payroll functionality is enabled in your system in the Aktivera/inaktivera funktioner (CS100000) window.
Shift code

The ID of the particular shift worked by the employee.
Employees can receive a premium on their normal wages depending on the work shift.

This column is available only if the Multiple work shifts functionality is enabled in your system in the Aktivera/inaktivera funktioner (CS100000) window.
Task ID

The task activity associated with the time activity.
Only tasks that belong to the selected employee are available for selection.
Project

The project that the employee worked on.

This column is available only if the Project accounting functionality is enabled in your system in the Aktivera/inaktivera funktioner (CS100000) window.
Project task

The project task that the employee worked on. Cancelled project tasks cannot be used in time cards.

This column is available only if the Project accounting functionality is enabled in your system in the Aktivera/inaktivera funktioner (CS100000) window.
Cost code

The cost code with which this record is associated to track project costs and revenue.

The field is available if the Cost code functionality is enabled in your system in the Aktivera/inaktivera funktioner (CS100000) window.
Mon The work time reported for Monday, including overtime.
Tue The work time reported for Tuesday, including overtime.
Wed The work time reported for Wednesday, including overtime.
Thu The work time reported for Thursday, including overtime.
Fri The work time reported for Friday, including overtime.
Sat The work time reported for Saturday, including overtime.
Sun The work time reported for Sunday, including overtime.
Time spent The work time (regular and overtime) that the employee spent on the project and task during the week.
Invoiceable A check box that you select to indicate that these work hours are invoiceable.
Description The description of the reported work hours.
Approval status The approval status, which indicates whether the summary row requires approval and, if it does, what the current state of approval is.
The following options are available:
  • Not required:
    Approval is not required for the activities in the summary row.
  • Approved:
    All activities in the summary row have been approved.
  • Rejected:
    All activities in the summary row have been rejected.
  • Partially:
    The summary row includes both approved and rejected activities.
  • Pending:
    At least one activity included in the summary row is neither approved nor rejected yet.
Approver The ID of the person authorised to approve the activity, if approval is required.
This is either the approver of the project task or, if no approver is assigned to the project task, the project manager.

You can use this dialog box to select the tasks based on which a summary row will be created with the Earning type, Project, and Project task values preloaded from these tasks.
The dialog box includes the following elements:

Element Description
ID The identifier of the task.
Summary A summary of the task.
Project

The project associated with this task (or the non-project code indicating that this task is not associated with any project defined to Visma.net ERP.
Project task The particular project task with which this task is associated.
Preload from tasks (button) Creates summary rows based on the selected tasks.
Cancel (button) Discards any task selections and closes the dialog box.

This tab includes the detailed information on the work hours the employee has spent on various activities that may be associated with particular projects and project tasks.
Cancelled activities are not listed on this tab.
If any of the listed activities is associated with a project that has the Restrict employees check box selected on the General settings tab of the Projects (PM301000) window, an error may occur during the processing of the time card if the selected employee is not included in the list of employees on the Employees tab of the Projects (PM301000) window for the related project; if that is the case, the employee has to be added to the list of employees for the time card to be available for release (and after the time card has been released, the employee may be removed from the list again).

If you delete a detail row in a time card, the corresponding activity is deleted from the system.

Element Description
Add activity

Opens the Activity (CR306010) window, which you can use to create a new activity.
After adding a new activity, you can report in the time card any work hours spent on that activity.
View

Opens in a pop-up window the Activity (CR306010) window with the details of the selected activity, which you can adjust if the activity has the Open or Cancelled status.
This action is applicable only to the time activities created through the Activity (CR306010) window.
Date

The date of the record.

The default date is defined by the Default date in time cards setting on the General settings tab of the Employee classes (EP202000) window.
Type of hour The type of work time spent by the employee.
Job code This column is only available if the Payroll functionality is enabled in the Aktivera/inaktivera funktioner (CS100000) window.
Shift code This column is only available if the Multiple work shifts functionality is enabled in the Aktivera/inaktivera funktioner (CS100000) window.
Task The task associated with the worked hours
Project The project with which the worked hours are associated. This column is only available if the Project accounting functionality is enabled in the Aktivera/inaktivera funktioner (CS100000) window.
Project description The description of the project.
Project task The project task associated with the worked hours. This column is only available if the Project accounting functionality is enabled in the Aktivera/inaktivera funktioner (CS100000) window.
Project task description The description of the project task.
Appointment no. This column is only available if the Service management functionality is enabled in the Aktivera/inaktivera funktioner (CS100000) window.
Customer no. This column is only available if the Service management functionality is enabled in the Aktivera/inaktivera funktioner (CS100000) window.
Employee line ref. This column is only available if the Service management functionality is enabled in the Aktivera/inaktivera funktioner (CS100000) window.
Service This column is only available if the Service management functionality is enabled in the Aktivera/inaktivera funktioner (CS100000) window.
Time This column is only available if the Service management functionality is enabled in the Aktivera/inaktivera funktioner (CS100000) window.
Time spent The time the employee spent on the project and task.
Invoiceable A check box that indicates (if selected) that the work hours are by an authorised person.
Invoiceable time The invoiceable time for the employee.
Invoiceable OT The invoiceable overtime for the employee.
Summary The description of the record.
RH The regular work time the employee spent on the project and task.
OT The overtime the employee spent on the project and task.
OT mult. The value by which the employee cost for this earning type is multiplied when the time activity is released.
Approval status The value by which the employee cost for this earning type is multiplied when the time activity is released.
Day

The status of the time activity record, which is one of the following:

  • Pending approval:
    The time activity requires approval by an authorised person.
  • Completed:
    The time activity has either been approved by an authorised person or accepted without approval.
  • Rejected:
    The time activity has been rejected by an authorised person; a warning appears for the rejected record.
  • Cancelled:
    The time activity has been cancelled.
  • Released:
    The time activity has been released.
Case ID The ID of the case associated with the activity.
Contract ID The ID of the contract associated with the activity.
Element Description
Project

The project on which the material has been used.

This column is available only if the Project accounting functionality is enabled in your system in the Aktivera/inaktivera funktioner (CS100000) window.
Project task

The project task on which the material has been used.
Cancelled project tasks cannot be used in time cards.

This column is available only if the Project accounting functionality is enabled in your system in the Aktivera/inaktivera funktioner (CS100000) window.
Item ID The ID of the material in the Lager workspace.
Description The description of the material.
UoM The unit of measure used for the material.
Mon. The quantity of the material used on Monday.
Tue. The quantity of the material used on Tuesday.
Wed. The quantity of the material used on Wednesday.
Thu. The quantity of the material used on Thursday.
Fri. The quantity of the material used on Friday.
Sat. The quantity of the material used on Saturday.
Sun. The quantity of the material used on Sunday.
Total qty. The total quantity of the material that was used.

Related reports

Employee time activities (EP307000)