About time cards

Time cards are available in Visma.net ERP only if the Advanced financials check box is selected in the Aktivera/inaktivera funktioner (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) 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) window and then, on the Employment history tab, click Generate time cards on the table toolbar.

In the 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

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.

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

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) window.

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) 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) 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.

In Visma.net ERP, 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) 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