Journyx Timesheet v4.5 Owner's Manual

Currency Conversion settings, Expenses Entry screens and Expenses Entry Columns Management, Expenses entry and the Expenses Approvals process are all covered in this section.

Currency Conversion Table

Currency Conversion Rates

• A 'From' Currency
  Timesheet ships with thirteen default currencies:
  1. The US Dollar (US$)
  2. The Deutsche Mark (DM)
  3. The Canadian Dollar (CA$)
  4. The French Franc (F)
  5. The Australian Dollar (A$)
  6. The Brazilian Real (R$)
  7. The Euro (EUR)
  8. The Peso (MEX$)
  9. The Japanese Yen (¥)
  10. The Russian Ruble (R)
  11. The Spanish Peseta (Ptas)
  12. The Swiss Franc (SwF)
  13. The UK Pound (£)
  If your organization uses a different currency for expenses, you may create new currencies in the Expense Entry Columns Management portion of Timesheet, which is discussed under Expenses, later in this manual.
• A 'To' Currency
• A Rate
  Currency rates are positive integers that reflect the exchange rate between the two currencies selected. If the US Dollar is worth 117.55 Japanese Yen, the rate for this currency conversion would be 177.55
• An Effective Start Date
  This date determines the point at which this Currency conversion becomes effective. Expense entries before this date will use a previous conversion rate.
• An Effective End Date
  This date determines the point at which this currency conversion ceases to be effective. Expense entries after this date will use a later conversion rate. Please Note: A blank effective end date results in a conversion rate that lasts through the present. This means that the rate will not expire until it is manually closed; however, such a "current" conversion does not extend into the future for recording purposes. To enter records in the future, a currency conversion must be in place that has an Effective End Date at least one day after the records to be created.

The Currency Conversion Maintenance Screen

The Currency Conversion Maintenance screen is used to:

• View current Currency conversion rates
• Close those current rates when changes are needed
• Create new currency conversion rates
• Modify existing currency conversion rates
• Search for previous currency conversion rates

Current Currency Conversion Rates

The controls available in the Current Conversion Rates portion of this screen are:

• The History Link
  Located under the Rate History header, this link displays a page that details the history of a particular conversion rate.
• The Rate Modification Field
  Located under the Rate header, this field allows you to enter a change to the actual rate value for a particular Currency conversion. To enact a change to a rate, simply enter the new rate value and click the Modify Rates button.
• The Close Rate Link
  Located under the Close Rate header, this link closes a particular Currency conversion rate by setting its Effective End Date to today.

New Currency Conversion Rates

1. Select the 'from' currency for the new conversion rate
   The available currencies appear in the drop down menu located under the Convert From Currency column.
2. Select the 'to' currency for the new conversion rate
   The available currencies appear in the drop down menu located under the Convert From Currency column.
3. Enter the numerical value for this rate
   The numerical value for the rate in question must be a positive integer. Remember, this rate will determine the exchange rate from the selected 'from' currency to the selected 'to' currency.
4. Enter the effective start date for this currency conversion rate
   You may enter the effective start date manually, in YYYYMMDD format or you may use the calendar button to select a date from a popup calendar window. If this field is left blank, Timesheet will set today's date as the default effective start date.
5. Enter the effective end date for this currency conversion rate
   You may enter the effective end date manually, in YYYYMMDD format or you may use the calendar button to select a date from a popup calendar window. If this field is left blank, Timesheet will assume the effective end date to be open and this conversion rate will remain in effect until it is manually closed.
6. Click the Create Rates button
   Timesheet will refresh the Currency Conversion Maintenance screen and the newly created rate(s) will be displayed in the list of existing currency conversion rates that is located at the top of this screen.

Past Conversion Rates

1. Select a 'from' currency for this search
2. Select a 'to' currency for this search
3. Click the Search button

Expense Entry Screens

1. Multi-currency
2. Project Only CA$
3. Project Only Deutsche Mark
4. Project Only US$
5. Project and Expense CA$
6. Project and Expense Deutsche Mark
7. Project and Expense US$

The toolset for creation, modification and deletion of Expense Entry Screens is available from the Global Modification/Deletion of Expense Screens screen, which is accessed via the Expense Entry Screens link located under the Users' Entry Interface Management header on the main admin screen. This screen is used for these three functions, each of which is outlined below.

Creating An Expense Entry Screen

1. Click the Create A New Expense Screen Button
   Timesheet will display the Create/Modify Custom Expense Screen, which will be used for the remainder of this process.
2. Enter a name for the new Expense entry screen
   Choose a name that will help you identify this screen. Expense Entry Screen names are limited to 64 characters.
3. Modify the column names
   Timesheet allows you to modify the names of the columns that will be displayed on this Expense Entry Screen. Please Note: Changing the name of a column when creating or modifying a Expense Entry Screen changes the name of that column throughout Timesheet. While this is normally not an important issue, it is critical to note that it is possible to modify the Project column's name in this screen. Modification of the projects column here will have a global impact. Therefore, Journyx recommends that the project column not be renamed via this screen.
4. Establish the column display order
   Timesheet allows you to change the order in which the dropdown menu columns appear on each Expense Entry Screen. Up to five columns can be displayed on each screen. By default, all columns are set to 'unused' when a new screen is created. Select the desired placement for each column you wish to be displayed on this Expense Entry Screen. Columns can be hidden by leaving their display order set to 'unused.' Unused columns must have a default value established. See below for information on setting default column values. Please Note: Each placement (first, second, etc.) should only be used once for each given screen.
5. Select the default values for any unused columns
   Any unused columns must have default values established. Additionally, all users who will be using a Expense Entry Screen with hidden columns must have access (via group membership) to every default value that will be used. Finally, setting default values for non-hidden columns has no effect, i.e., setting the default value for the projects column will not affect the order in which values for that column are listed if that column is displayed.
6. Click the Modify button
   Timesheet will display the Global Modification/Deletion of Expense Screens screen, including a green text message confirming that the Expense Entry Screen in question has been modified.

Modifying Expense Entry Screens

1. Select the Expense Entry Screen to modify
2. Click the Modify Button
   Timesheet will display the Create/Modify Custom Expense Screen, which will be used for the remainder of this process.
3. Modify the Attributes of the Expense Entry Screen in question
   Again, each of the attributes listed above, under Creating An Expense Entry Screen, can be modified as needed.
4. Click the Modify To Values Above button
   Timesheet will display the Global Modification/Deletion of Expense Screens screen, including a green text message confirming that the Expense Entry Screen in question has been modified.

Deleting A Expense Entry Screen

Expense Entry Screen Columns

• Expense Code
• Currency
• Source

Expense Code

The default expense codes that ship with Timesheet v4.5 are:

• Airfare/Rail
• Car Rental
• Entertainment
• Lodging/Room
• Meals - Breakfast
• Meals - Dinner
• Meals - Lunch
• Mileage
• Office Supplies
• Parking/Tolls
• Per Diem
• Phone/Fax
• Porter/Laundry
• Postage/Shipping
• Seminar/Conference
• Taxi/Bus/Limo

Creating An Expense Code

1. Enter a name for the new expense code
   The name for each expense code should be a simple and descriptive term that users will be able to understand easily. This field is limited to 60 characters.
2. Enter a description for the new expense code
   The description for each expense code can be a more in depth explanation of that expense code. This field is limited to 252 characters.
3. Choose which currently existing Groups should have access to this expense code.
   You may select one or more existing groups to assign the new expense code to automatically. Each new expense code must be assigned manually, through group modification, to any groups not selected during expense code creation.
4. Indicate automatic assignment to new groups
   Click the checkbox for this option if the new expense code is one that will be used commonly throughout your organization. This option will cause the new expense code to be included automatically in all newly created groups, thereby eliminating the need to add it to new groups manually.
5. Click the Create New Expense Code(s) button
   Timesheet will refresh the Global Expense Code Entry and Modification screen, displaying a green text message confirming the creation of the new expense code.

Modifying An Expense Code

• Description
• Status
• Group Membership
• Auto Add to New Groups

1. Select the expense code(s) in question on the Global Expense Code Entry and Modification screen
2. Click the Modify button
   Timesheet will display the Global Expense Code Modification screen, which will be used for the remainder of this process.
3. Modify the description, status, group membership and auto add characteristic of the expense code(s) in question
   Description, Group Membership and Auto Add are discussed above, under expense code creation. Status is a characteristic that determines how Timesheet handles each expense code. There are three status options:
   • Loggable and Reportable
     Loggable and Reportable status represents full functionality for a given expense code. Each expense code with Loggable and Reportable as its status will be available for users to select during Expense Entry and will also be displayed within reports.
   • Reportable Only
     Reportable Only status represents partial functionality for a given expense code. Each expense code with Reportable Only as its status will not be available for users to select during Expense Entry but will be displayed within reports. This status is best used for expense codes that have been discontinued but that still need to be available for historical reporting purposes.
   • Hidden
     Hidden status represents zero functionality for a given expense code. Each expense code with Hidden as its status will not be available for users to select during Expense Entry, nor will records associated with that expense code be displayed within reports. For this reason, Journyx recommends setting discontinued expense codes to Loggable and Reportable rather than Hidden.
4. Click the perform modifications button
   Timesheet will display the Global Expense Code Entry and Modification screen, displaying a green text message confirming the modification of the expense code(s) in question.

Deleting An Expense Code

1. Select the expense code(s) to be deleted
2. Click the Delete button
   Timesheet will display a popup window asking you to confirm the deletion of the selected expense codes. If you are certain you wish to delete these expense codes, click OK in this popup window. Timesheet will refresh the Global Expense Code Entry and Modification screen, displaying a green text message confirming the deletion of the expense code(s) in question.

Currency

Timesheet v4.5 ships with thirteen default currencies:

1. The US Dollar (US$)
2. The Deutsche Mark (DM)
3. The Canadian Dollar (CA$)
4. The French Franc (F)
5. The Australian Dollar (A$)
6. The Brazilian Real (R$)
7. The Euro (EUR)
8. The Peso (MEX$)
9. The Japanese Yen (¥)
10. The Russian Ruble (R)
11. The Spanish Peseta (Ptas)
12. The Swiss Franc (SwF)
13. The UK Pound (£)

Creating A Currency

1. Enter a name for the new currency
   The name for each currency should be a simple and descriptive term that users will be able to understand easily. This field is limited to 60 characters.
2. Enter a description for the new currency
   The description for each currency can be a more in depth explanation of that currency. This field is limited to 252 characters.
3. Choose which currently existing Groups should have access to this currency.
   You may select one or more existing groups to assign the new currency to automatically. Each new currency must be assigned manually, through group modification, to any groups not selected during currency creation.
4. Indicate automatic assignment to new groups
   Click the checkbox for this option if the new currency is one that will be used commonly throughout your organization. This option will cause the new currency to be included automatically in all newly created groups, thereby eliminating the need to add it to new groups manually.
5. Click the Create New Currency(s) button
   Timesheet will refresh the Global Currency Entry and Modification screen, displaying a green text message confirming the creation of the new currency.

Modifying A Currency

• Description
• Status
• Group Membership
• Auto Add to New Groups

1. Select the currency(s) in question on the Global Currency Entry and Modification screen
2. Click the Modify button
   Timesheet will display the Global Currency Modification screen, which will be used for the remainder of this process.
3. Modify the description, status, group membership and auto add characteristic of the Currency(s) in question
   Description, Group Membership and Auto Add are discussed above, under currency creation. Status is a characteristic that determines how Timesheet handles each currency. There are three status options:
   • Loggable and Reportable
     Loggable and Reportable status represents full functionality for a given currency. Each currency with Loggable and Reportable as its status will be available for users to select during Expense Entry and will also be displayed within reports.
   • Reportable Only
     Reportable Only status represents partial functionality for a given currency. Each currency with Reportable Only as its status will not be available for users to select during Expense Entry but will be displayed within reports. This status is best used for currencies that have been discontinued but that still need to be avialble for historical reporting purposes.
   • Hidden
     Hidden status represents zero functionality for a given currency. Each currency with Hidden as its status will not be available for users to select during Expense Entry, nor will records associated with that currency be displayed within reports. For this reason, Journyx recommends setting discontinued currencies to Loggable and Reportable rather than Hidden.
4. Click the perform modifications button
   Timesheet will display the Global Currency Entry and Modification screen, displaying a green text message confirming the modification of the currency(s) in question.

Deleting A Currency

1. Select the currency(s) to be deleted
2. Click the Delete button
   Timesheet will display a popup window asking you to confirm the deletion of the selected currencies. If you are certain you wish to delete these currencies, click OK in this popup window. Timesheet will refresh the Global Currency Entry and Modification screen, displaying a green text message confirming the deletion of the currency(s) in question.

Source

The default sources that ship with Timesheet v4.5 are:

• Company
• Customer
• Employee

Creating A Source

1. Enter a name for the new source
   The name for each source should be a simple and descriptive term that users will be able to understand easily. This field is limited to 60 characters.
2. Enter a description for the new source
   The description for each source can be a more in depth explanation of that source. This field is limited to 252 characters.
3. Choose which currently existing Groups should have access to this source.
   You may select one or more existing groups to assign the new source to automatically. Each new source must be assigned manually, through group modification, to any groups not selected during source creation.
4. Indicate automatic assignment to new groups
   Click the checkbox for this option if the new source is one that will be used commonly throughout your organization. This option will cause the new source to be included automatically in all newly created groups, thereby eliminating the need to add it to new groups manually.
5. Click the Create New source(s) button
   Timesheet will refresh the Global Source Entry and Modification screen, displaying a green text message confirming the creation of the new source.

Modifying A source

• Description
• Status
• Group Membership
• Auto Add to New Groups

1. Select the source(s) in question on the Global Source Entry and Modification screen
2. Click the Modify button
   Timesheet will display the Global Source Modification screen, which will be used for the remainder of this process.
3. Modify the description, status, group membership and auto add characteristic of the source(s) in question
   Description, Group Membership and Auto Add are discussed above, under source creation. Status is a characteristic that determines how Timesheet handles each source. There are three status options:
   • Loggable and Reportable
     Loggable and Reportable status represents full functionality for a given source. Each source with Loggable and Reportable as its status will be available for users to select during Expense Entry and will also be displayed within reports.
   • Reportable Only
     Reportable Only status represents partial functionality for a given source. Each source with Reportable Only as its status will not be available for users to select during Expense Entry but will be displayed within reports. This status is best used for sources that have been discontinued but that still need to be avialble for historical reporting purposes.
   • Hidden
     Hidden status represents zero functionality for a given source. Each source with Hidden as its status will not be available for users to select during Expense Entry, nor will records associated with that source be displayed within reports. For this reason, Journyx recommends setting discontinued sources to Loggable and Reportable rather than Hidden.
4. Click the perform modifications button
   Timesheet will display the Global Source Entry and Modification screen, displaying a green text message confirming the modification of the source(s) in question.

Deleting A Source

1. Select the source(s) to be deleted
2. Click the Delete button
   Timesheet will display a popup window asking you to confirm the deletion of the selected sources. If you are certain you wish to delete these sources, click OK in this popup window. Timesheet will refresh the Global Source Entry and Modification screen, displaying a green text message confirming the deletion of the source(s) in question.

Entering Expenses in Timesheet

1. Select the Project for this particular expense from the drop down menu containing Projects
2. Select the Expense Code for this particular expense from the drop down menu containing Expense Codes
3. Select the Source for this particular expense from the drop down menu containing Sources
4. Select the Currency for this particular expense from the drop down menu containing Currencies
5. Enter Comments relating to this expense, this is typically an identifer such as "Flight 123" or "Lunch with Joe and Jane"
6. Enter the amount of the actual expense.
   Please Note: Timesheet currently supports expense amounts of up to 9 digits, including the decimal point. Therefore, Timesheet will allow amounts up to 999,999.99 for any particular line item if two decimal places are required.

Expense Approvals

Expense Approval Templates

Creating New Approver Templates

Create Expense Approval Templates Screen
This screen provides the admin with all the necessary tools for the creation of new Expense Approver Templates. The admin should name the new template and specify the number of levels of approval that this template specifies. The admin should then choose a primary and a backup approver for each level of approval from the dropdown menus provide at the top of this screen. Finally, this screen allows parameters for email notifications to be set up for the template that is being created. The admin should select any and all email notification parameters that are desired at this time. Below is a list of the possible parameters and information on what they mean.

Once all desired email parameters have been entered, the admin should click the Create button. The screen will refresh and display a green text message confirming that the new approver template has been created. The newly created template will now be available for assignment to new users in the expense approver template dropdown in the User Creation and Modification Screen.

Modifying and Deleting Approver Templates

Modify/Delete Expenses Templates Screen
This screen allows an Admin to modify or delete an existing expense approver template.
To delete a template, the Admin should simply select that template from the list of currently existing templates and click the delete button. Please Note: At this time, deleting a template does not change the current approvers for users who were assigned that template. Users who would be affected by this change will need to be modified directly to put this change into effect.
To modify a template, the Admin should select the template that needs changes and click the modify button. The admin will then be taken to the Modify Expense Template screen, which is the same as the Create Expenses Template screen, discussed above. Once the desired changes have been made, the screen will refresh display a green text message confirming that the Expenses approver template in question has been modified. This message will also indicate the number of users who have been affected by this change.

Assigning an Approver Template to a User

Expense Approvals

Approving Expensesheets

Regular approvers have two links available under the Expense Approval Process Management header on their admin screen:

1. Expensesheet Approval
   This link allows regular approvers to view a list of users who are in groups that the approver himself is in. The user list provides approvers with the ability to view open and submitted expensesheets for each user. Expensesheets that are open (i.e., not submitted for approval) can be viewed but not approved. Expensesheets that have been submitted may be approved via this user list, but the more common approach for regular approvers approving expensesheets is to view Expensesheets Awaiting My Approval.
2. Expensesheets Awaiting My Approval
   This link will only appear active if at least one expensesheet that the approver is responsible for has been submitted for approval. If this link is active, a number in parenthesis to the right of this link will be displayed. This number indicates the number of submitted expensesheets that are awaiting the approval of this approver. Clicking on this link will display the Expensesheet Approval screen, which is discussed below.

Superapprovers use the same general procedures for expense approval as regular approvers; however, their views are not limited by the group structure; therefore, a superapprover can see all users with open expensesheets when they take the Expensesheet Approval process as discussed above. Further, superapprovers will have all submitted expensesheets included in the count of Expensesheets Awaiting My Approval. In short, a superapprover has access to approve all submitted expensesheets regardless of group membership or approvals process design.

The Expensesheet Approval Screen

To approve these expensesheets, the approver should click the checkbox to the right of each available expensesheet , or click the Select All checkbox at the bottom of the list, and click the Approve button at the bottom of this screen. Timesheet will the display a screen containing a green text message confirming that the selected expensesheets were confirmed.

The All Group

Group Creation, Modification and Deletion

Creating Groups

• Enter the desired group name(s) and descriptions
  Please Note: At this time, Timesheet does not support renaming of groups, so please choose you group names carefully
• Click the Create New Group button
• The Group Entry and Modification Screen will refresh and display a green text message confirming the creation of the new group(s)
• The newly created group(s) will be displayed in the list of existing groups that occupies the upper portion of this screen

Modifying Groups

• Select the group to modify from the list of available groups in the Group Entry and Modification Screen
• Click the Modify Group button
• The Group Modification Screen will be displayed
  This screen is the master control center for determining which items are contained in a particular group. The two columns on this screen serve as a graphical representation of group membership. Items in the left column are "in" this group, while items in the right column are "out" of this group.
  • To add items to this group, highlight them in the left column by clicking them (or CTRL-clicking for multiple items in a section)
  • To remove items from this group, highlight them in the right column by clicking them (or CTRL-clicking for multiple items in a section)
  • You may also change the text description of a group in this screen
• Once the desired changes have been indicated, click the Modify Group button
• The Group Modification Screen will refresh, displaying a green text message confirming that changes were made to the group in question

Deleting Groups

• First, how will deleting this group affect your users?
  Remember, if a user has been removed from the All group and does not exist in at least one other group, that user may not be able to use Timesheet. Therefore, if you will be deleting any group, please ensure that the users that are in that group are reassigned to a new group immediately, preferably before you delete the group in question.
• Second, how will deleting this group affect any projects, tasks, etc. that are associated with it?
  Remember, access to any item is controlled through the group structure. If you delete the only group that contains a particular item without first putting that item into another group that your users can access, that item will be inaccessible to everyone who might still need access to it.

• In the Group Entry and Modification Screen, select the group you wish to delete
• Click the Delete Group button
• A pop-up window will confirm that you truly intend to delete this group. If so, please click yes.
• The Group Entry and Modification Screen will refresh, displaying a green text message confirming the deletion of the group in question