Chapter 4: Project Timesheets

CHAPTER 4: PROJECT TIMESHEETS

Objectives
The objectives are:

• Set up timesheet periods.

• Set up timesheet-related parameters.
• Configure timesheet workflows.
• Set up My favorites.
• Set up My delegates.
• Create timesheets.
• Approve timesheets.
• Use missing timesheets report.

Introduction
Microsoft Dynamics® AX includes a timesheet feature in the project management
and accounting module. Workers (employees and contractors) use project
timesheets to enter and approve hours through the Enterprise Portal or the
Microsoft Dynamics AX client.

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Timesheet Periods
A timesheet period determines the interval of entering and measuring project
hours. Period types must be set up to control the reporting period for workers and
are used in the hour utilization calculations.

NOTE: Period types are also used by the estimate system on fixed-price projects
to recognize revenues for an estimate period. However, the period types that are
used by the estimate system differ from the period types that are used by
timesheets.

Period Types
When you create a period type, specify the Period frequency. The supported
period frequencies for timesheets are as follows:

• Weekly
• Bi-weekly
• Semi-monthly
• Monthly

Open Organization administration > Common > Calendars > Period types.

FIGURE 4.1 PERIOD TYPES FORM

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Generating Periods
On the Period types form, click Generate periods after you select the
frequency. Use this option to generate periods for a new period type.

FIGURE 4.2 GENERATE PERIODS

Select Update worker periods to update a period automatically for all workers
attached to this period. Similarly, you can select Update timesheet periods to
update the timesheet periods automatically for all workers attached to this period.
Enter a number for the number of periods to be created in the length of period
field. For example, if the period frequency for the period type is monthly. Then
enter “12” to create periods for 12 months.

You can also specify the day of the week that should be the first day in a period.
For example, if you enter “Thursday” as the first day of every period. Then the
periods will be generated accordingly and any days before Thursday will be
created as a separate period to maintain the constraint.

Click Periods after the periods are created to view the changes. You can split or
delete periods from this window, or view the period's status to see the overall
worker utilization for this period.

Procedure: Create Periods

Use this process to create periods for a new period type.

1. Open Project management and accounting > Setup >

Timesheet > Timesheet period types.
2. Click New.
3. To create a period type, specify the Frequency.

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4. Create the periods in the system by clicking Generate periods.

o If a period already exists for the selected period code, you can
generate more periods by specifying the number of new periods
to be generated.
o The periods created always start based on the specified start date.

5. Click Update worker periods to update a period automatically for

all workers attached to this period.
6. Apply a period code on the individual worker record on the Setup
tab of the Worker form. Timesheets will use this period type for this
worker.

Worker Setup
To create and submit a timesheet, a worker must be assigned a project
management user profile.

1. Open Human Resources > Common > Workers.

2. Select a worker from the list.
3. On the Action Pane, select the Project Management tab. Then click
Project Setup.
4. From the Project setup form, select a Period code.

FIGURE 4.3 WORKER SETUP

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NOTE: The Project setup will only be enabled for workers employed in the
current legal entity.

Set Up Timesheet-Related Parameters

Timesheet-related parameters can be set to control the overall behavior of
timesheets. Open Project management and accounting > Setup > Project
management and accounting parameters. Click the Timesheet tab.

FIGURE 4.4 SET UP WORKFLOW AND TIMESHEET OPTIONS

Maximum number of timesheets per period: This parameter controls the

maximum number of timesheets a worker can submit in a period. The default
value of 0 allows an unlimited number of timesheets.

Use favorites: This parameter controls whether workers in your organization can
use the favorite’s functionality on timesheets.

Minimum time increment: This parameter controls the minimum increments in

which workers can record hours. This number is a fraction of an hour. For
example, to allow workers to enter hours in increments of 30 minutes (for
example, 1 hour, 1:30 hour, 2 hour, 2:30 hour). Then set the value for this
parameter to 0.5. A default value of 0 does not enforce any minimum increments
and allows all values.

Require start/stop time: This parameter controls whether workers must enter
time by specifying the start and stop times for a task in the timesheet.

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Allow time range overlap: This parameter is available only if Require

start/stop time is enabled. Use it to allow workers to enter overlapping times for
different tasks. For example, for a task that applies to multiple projects, do you
want the worker to report the same hours against multiple projects and bill
multiple times? Based on your organization’s policy, you can set one of the
following three values.

• Accept: allow overlapping entries

• Warning: allow overlapping entries but with a warning
• Error: prevent overlapping entries completely

Set voucher date: This parameter controls the accounting date when the
timesheet is posted. The available options are the following:

• Project period end date: this results in a timesheet being accounted

for on the last day of the period in which the timesheet was created.
• Ledger period end date: this results in a timesheet being accounted
for on the last day of the ledger period that corresponds to the
timesheet period.
• Project date: this results in the timesheet being accounted for on the
same day as the project date for which the hours were submitted in
the timesheet.

Default posting level: This parameter controls the level of timesheet details in
the corresponding hours journal. The following options are available:

• Details: Select this option if you want the hour journal to be created
by using maximum detail. When this option is selected, each day in
the timesheet will result in a new hour journal line.
• Summary: Select this option if you want summarized journal lines
from the timesheet. When this option is selected, the timesheet lines
are summarized based on the project ID, activity, category, and line
property in such a way that timesheet lines that have the same values
for these fields will result in one hour journal line.

NOTE: If the project date was used as the voucher date, the summary option will
behave exactly as posting in detail.

Journal posting: This specifies how approved timesheet journals are handled.

• Automatic: Select this option if you want the hour journal posted as
soon as it is created (approved).
• Manual: Select this option to manually post timesheet journals
through the Hour journal form after they are approved.

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Configuring Timesheet Workflows

This section shows how to set up workflows for timesheets.

Procedure: Create a Workflow for Timesheet Document -

Level Review
Use this process to create a workflow for a timesheet document-level review.

1. From the project accounting and management module, under setup,

click Project management and accounting workflows to open the
workflow list page.
2. Click New.
3. Select Review timesheet workflow, and then click Create
workflow.
4. On the workflow canvas, drag the Approve timesheet element from
the left navigation bar to the canvas.
5. Connect this element with the Start and End elements to create the
flow, Start > Approve timesheet > End.
6. Right-click Approve timesheet to open the properties form.
7. Enter an appropriate name for the workflow. Then, close the
properties form.
8. Double-click Approve timesheet to get inside the approval step.
9. Right-click the approval step to open the properties.
10. Enter messages for Work item subject and Work item
instructions. These messages will appear to users interacting with
timesheets.
11. On the left navigation bar, click Assignment to configure the
reviewers of the timesheets.
12. Select User from the list, and then click the User tab to select one or
more users who will review the timesheets.
13. Close the form, and Save and close the workflow. The system will
prompt you to enter any version notes for this version of the
workflow and to make this workflow active.

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Lab 4.1 - Create a Timesheet Workflow

In this lab, you will create a timesheet workflow.

Scenario

At Contoso Ltd, only project managers can review and approve timesheets for
their projects. In this lab, create a new workflow that directs timesheets to project
managers for review.

Challenge Yourself!
Create a line-level approval workflow for timesheets.

Need a Little Help?

• Create a line-level workflow by following the first three steps in the

procedure, Create a Workflow for a Timesheet Document-Level
Review, above. But select Review timesheet line workflow instead
of Review timesheet workflow.
• You will also have to create the document-level workflow for
timesheet as described in the procedure, Create a Workflow for a
Timesheet Document-Level Review. However, in step 5, select the
Timesheet line-level workflow element instead.
• In the properties of the Timesheet line-level workflow you will see
an option to map this element to the timesheet line-level workflow
that you created in step 1 of this section.

Step by Step

1. From the Project management and accounting module, under Setup,

click Project management and accounting workflows to open the
Workflow list page.
2. Click New.
3. Select Review timesheet workflow, and then click Create
workflow.
4. On the workflow canvas, drag the Approve timesheet element from
the left navigation bar to the canvas.
5. Connect this element with the Start and End elements to create the
flow, Start > Approve timesheet > End.
6. Right-click the Approve timesheet element and open the properties
form.
7. You can enter an appropriate name for the workflow. Close the
properties form.

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8. Double-click the Approve timesheet element to get inside the

approval step.
9. Right-click the approval step to open the properties.
10. Enter messages for Work item subject and Work item
instructions. These messages will appear to users interacting with
timesheets.
11. On the left navigation pane, click Assignment to configure the
reviewers of the timesheets.
12. Select Participant from the list, and then click the Role based tab.
Select Project participant as the type of participant and Project
manager as the participant.
13. Close the form, and Save and close the workflow. The system will
prompt you to enter any version notes for this version of the
workflow and to make this workflow active.

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Set Up Favorites
If workers work on a project(s) for a long time, they can ease the process of
timesheet creation by creating favorite timesheet lines called My favorites. Once
favorites are created, timesheets can be directly created using the favorite lines in
one click.

Procedure: Create and Manage My Favorites

Use this process to create and manage lines you frequently use.

1. Open Enterprise Portal in your Internet browser or the Microsoft

Dynamics AX client, navigate to the Timesheet list page.
2. Click My favorites on the top navigation panel.
3. In the My favorites form, enter the Project ID, Activity number, and
Category you expect to frequently use. You can create as many
favorite lines as you want. However, you cannot create duplicate
favorite lines.
4. Save and close the form.
5. At any time, you can return to this form to add/update/delete favorite
lines.

FIGURE 4.5 MY FAVORITES FORM

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Set Up Delegates
Workers can designate other workers to create and submit timesheets on their
behalf. This can be done using My delegates on timesheets.

Procedure: Create and Manage My Delegates

Use this process to create and manage names of workers who can enter timesheet
information on another’s behalf.

1. Open Enterprise Portal in your Internet browser or the Microsoft

Dynamics AX client, navigate to the Timesheet list page.
2. Click My Delegates on the top navigation pane.
3. In the My Delegates form, select the worker you want to enter data
on your behalf on your timesheets. You can also specify the time
during which this delegation will be active.
4. Save and close the form.
5. At any time, you can return to this form to add/update/delete the
delegates.

FIGURE 4.6 MY DELEGATES FORM

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Timesheet Creation
Workers can enter hours through the Enterprise Portal or the Dynamics AX
client. This course focuses on entry of timesheets through the portal.

Procedure: Create a Timesheet

Use this process to create timesheets.

1. Log on to the Employee Services page of Enterprise Portal using

either the Internet or the Intranet site.
2. Click Timesheets on the top menu bar.
3. In the Action Pane, select the Timesheets tab. Then in the New
group, click New timesheet. By default, the timesheet period will be
calculated from the current date.
4. Click New line.
5. Enter values for the following:
a. Project
b. Category
c. Number of hours spent on each day
d. Line property

6. Click New line to create more timesheet lines.

7. Timesheet periods may include multiple weeks. Select a different
week from the Work week menu.
8. Select a workflow if applicable. Then click Submit.

Procedure: Copy a Timesheet

Use this process to copy a timesheet.

1. Log on to the Employee Services page of the Enterprise Portal.

2. Click Timesheets on the top menu bar.
3. On the timesheet list page, select the timesheet to copy from.
4. In the Action Pane, select the Timesheets tab. Then in the New
group, click Copy selected timesheet.

By default, the timesheet period will be calculated from the current

date. The new timesheet is created with the lines copied from the
timesheet selected in step 3 above.
5. Enter the hours for the copied lines.
6. Add new lines if needed.
7. Click Submit to submit the timesheet for approval.

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Lab 4.2 - Create a Timesheet

In this lab, you will create a timesheet.

Scenario

Julia Funderburk is an employee of Contoso Ltd. currently engaged on two

projects. The first is for Retail Los Angeles and the second is an internal project.
For the week of January 20, 2010, she worked on the customer project for 8
hours on Monday, Tuesday, and Wednesday. She worked on the internal project
for 8 hours on Thursday.

Challenge Yourself!
Create a timesheet from favorites.

Need a Little Help?

Make sure that you have created My favorites.

Step by Step

1. Log on to the Employee Services page of Enterprise Portal using

either the Internet or Intranet site.
2. Click Timesheets on the top menu bar.
3. In the Action Pane, select the Timesheets tab. Then in the New
group, click New timesheet. By default the timesheet period will be
calculated from the current date.
4. Click New line.
5. Enter values for the following:
o Project
o Category
o Number of hours spent on each day
o Line property
o The activity option is only available if activities are set up on the
project reference.

6. Click New line to create more timesheet lines if needed.

7. Timesheet periods will include multiple weeks. Select a different
date rage from the Work week menu.
8. Click Submit to submit the timesheet for approval.

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Timesheet Approval
The following describes how to use the timesheet approval form to review and
approve timesheets.

Procedure: Review and Approve Timesheets

Use this process to review and approve timesheets.

1. Log on to the Employee Services page of Enterprise Portal.

2. Click Approvals on the top menu bar.
3. In the My approvals page, select the timesheet to review in the
worklist.
4. Right-click the timesheet, and then click Open timesheet to open the
timesheet approval form.
5. In the timesheet approval form, you can review the entire timesheet
and apply Actions.

Missing Timesheets Report

Use this report to:

• Access an overview of workers who have not entered hours within a

reporting period.
• Send employees an e-mail requesting they enter their timesheets.

Open Project Management and Accounting > Reports > Hour > Missing
Timesheets.

Summary
With Microsoft Dynamics AX, you can set up, enter, and approve timesheets.
Timesheet creation can be made easier by using the favorites and copy
functionality. Additionally, workers can allow other workers to manage
timesheets on their behalf.

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Test Your Knowledge

Test your knowledge with the following questions.

1. Which of the following is not an option for a period code?

( ) Hourly
( ) Weekly
( ) Monthly
( ) Quarterly

2. What fields are available on a timesheet line? (Select all that apply)
( ) Project
( ) Cost price
( ) Line property
( ) Category

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Quick Interaction: Lessons Learned

Take a moment and write down three key points you have learned from this
chapter

1.

2.

3.

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Solutions
Test Your Knowledge
1. Which of the following is not an option for a period code?
(•) Hourly
( ) Weekly
( ) Monthly
( ) Quarterly

2. What fields are available on a timesheet line? (Select all that apply)
(√) Project
( ) Cost price
(√) Line property
(√) Category

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