Housekeeping

To activate and work with the Timecard Registration module, you need to perform the following setup:

1) Company Options and Definitions

Go to Setup > Organization Structure > Company > Payroll (General):

Set Time Card Registration Enabled option.

Specify Time Card Period. Must be the same as Payroll Period.

Click Apply button.

In Organization Structure -> Company -> Payroll -> Period, the Time Card intervals must be defined for each Payroll Period:

Time Card data can only be pushed to payroll after the First Date and before the Last Date set as Time Card period.
A first date of each Time Card period is calculated as the next day after a Time Card Finish Date of the previous period and you set manually a finish date of a Time Card period in the payroll period properties.

Use payroll period dates for Timecard option – set it if you prefer using a First Date of a payroll period as a first date of a corresponding Time Card period.

Click OK.

2) Define Activities as Work Time

You can register Time Card entries only for the activities for which the Work Time option is set in the General Codes -> Activities -> Activity Codes.

To be able to register Time Card entries you should specify at least one Activity Code with the Work Time option set.

3) Define Work Type for Time Card Registration

You should specify the Work Types which will appear during registration of Work Time under General Codes > Time Card > Worktypes.

The number of Work Types is unlimited.

Click New to add a work type code:

Enter Code – unique Adonis alphanumeric code.
Text – code name (description).
Sort is used to define the order of codes.
'0' means the very first.

Is Passive. Set this option for the code which you do not want to be in use.
Security Code field. When a security code other than '0' is defined, it is possible to set up different access rights (Read, Write, None) to this worktype code for different users' levels.
This can be done by administrator in Adonis Control Centre > General Codes > Time Card > Worktypes:

Each Worktype can be set as a registration of Time (normally Hours/Days) or as an Amount.
For any Amount registration, there will be a possibility to override the standard Currency Code during data registration.
Corresponding value for Amount will be pushed to the Payroll Entry Code which is linked here.

Note: It is not possible to change the worktype from Time to Amount and vice versa if any record with this type has already been created in the Timecard module. You will get the corresponding message.
Currency handling
Each worktype is linked to an entry code. The entry codes in their turn are linked to currency.

Corresponding entry codes should be previously created and set up.
Please note, Adonis creates and sets up ECs.
When a user creates new entries in Timecards module, the system will automatically fetch the currency that is defined for the entry code of this worktype.
The Disable Currency Column option allows to hide the currency column for selected worktype.
It is possible to display additional columns in Timecard Registration module for each Worktype by setting check boxes in Additional Columns section.

These columns will be displayed in Timecard Registration Module to the right of the selected Worktype (e.g.: Advances):

Create as many worktypes as you need.

4) Define Projects, Vessel Locations, Vessel Cost Group, Person Cost Place, Person Cost Group

In the Timecard entries properties, you may need to define such optional properties, as: Projects, Vessel Locations, Vessel Cost Group, Person Cost Place, Person Cost Group.
They can be found/added under:
Projects - Setup -> Tables -> Projects.
Vessel Locations - General Codes Table > Vessel > Vessel Location.
Vessel Cost Group - General Codes Table > Vessel > Cost Group.
Person Cost Place - General Codes Table > Person Details > Cost Place.
Person Cost Group - General Codes Table > Person Details > Cost Groups.

All these fields are not mandatory. So, you don't have to input information in all the tables.
You can just set up what you need.

5) Filter away Work Type, Person Cost Place, Person Cost Group for payscales

On the payscales level it is possible to filter a worktype, person cost group and cost place records for certain payscale(s).
Timecards module shows only those Worktypes, Person Cost Place/Groups records that are available for the payscale table to which an activity is linked.
Open payscale properties > Time card:

By default, all records are tagged, i.e. all of them will be available.
Clear the check-box near a record that should be hidden for this payscale in Timecards Registration module.

6) Check Global Options
Go to Global Options > Modules > Time Card:

Transfer To Payroll section
According to selected option, the program will check organization connection either in the Personal Details or in the Activities.

If Activity organization connection is selected (it is the default value), the program will pick up all the timecard entries connected to activities running on corresponding organizations and transfer them to the Payroll;
If Persons organization connection is selected, timecard entries for all people connected to a corresponding organization will be transferred to the Payroll.
It is possible to register timecard entries for historical and planned activities within current timecard period.
Allow registration for planned activities is ON by default.
It allows to use planned activity in Timecard Registration module.
In some cases, you may need to register timecard entries for historical activities, for example, if you receive information about seaman's onboard expenses later on.
In this case please set Allow registration for historical activities option.
A special option - Show Previous Activities will be ticket by default in the module then:
Leave Days Balance information is shown in the Time Cards module.
It is possible to choose, according to which date you would like to see leave balance information in the module.
Choose one of the available options in Leave Days Balanced Base On section

Time Card Period - If option is ON, leave days information will be displayed according to Time Cards period start and end (setup in org. structure).

Clients Payroll Period –If option is ON, the information will be shown in the following way:

a. if Leave Balance Dates are defined for payroll periods in Organization Properties > Payroll > Periods, then Leave Balance B/F shows leave balance up to leave balance date of the previous payroll period, C/F - up to leave balance date of current payroll period, This Period - leave days earned from previous leave balance date to leave balance date of the current period.
b. if Leave Balance Dates are not defined, leave days information is shown according to start and end dates of payroll period.
c. Current Date - If option is ON, leave days balance on today's date will be shown in C/F field, while the other fields will be disabled.
Current date as default for first new entry:

if ON then the module creates a new first entry for a person with current date, and the next new entries start next day.
if OFF then the module creates a new first entry for a person with the first date of current timecard period. And the next new entries start next day.

When Allow new entry on the same date option is ON, it is possible to create entries with the same date.
It is also possible to select a new entry with the same date from right-click menu:
Hide Fields
In case if the user wants to hide columns (Project, Person Cost Place, Date To) in Details (Timecard Transactions Properties) / Overview window, it is possible to set necessary check boxes.
The columns will then be hidden, for example:

As a result, there is no Project field:

If Date To is hidden for Time cards module Overview, the system believes that the user expects to have date from and date to equal. So, Date To is automatically changed to the same date as Date From each time when date from is changed by the user.
If Date To is not hidden, the system will update Date To automatically only in the case when the user moves Date From forward. If, the user changes Date From – October, 10 to October, 5. Date To will still remain as October, 10.
If Date-time registration in Date From and Date To columns option is ON, it gives the possibility to show Time From and Time To columns. Can be used for timecard registrations of Amount kind to indicate time.
Periods information section - depending on the selected option, Timecards module will fetch the timecards period either from Current Client or from company a pin is linked to.

User Interface

You can open Timecard Registration module either by selecting icon on Modules ribbon or pressing Ctrl+Alt+M hotkeys.

Let's look at an example screen:

You can use View Filter – to select Current or Historical page.
The Current shows all records from current period, even if they are related to another activity.
When a current client is a vessel, only the activities belonging to this vessel are shown in Timecards module.
The History shows timecards records from previous periods.
Your working area with various data: linked activity; days field shows a number of days in the time card period.
Payscale table and code fields show payscale information defined in the selected activity (if there is no payscale information in the activity, payscale information from Personal Details is shown).
Additional information - like in Personal Details -> Seniority, this field shows some additional information from payscale. This info is read-only.

Leave Days Balance information (B/F; this period; C/F) is also shown in the Time Cards module.
The rules defining the base on which date you would like to see leave balance information is set up in Global Options > Time Cards (Time Card Period; Clients Payroll Period or Current Date).
To see Leave Account of a selected person, please use Leave Days button.

Below you can see Timecards registration Grid with defined worktypes.
Its layout depends on settings performed in global options and on the payscale (see Housekeeping section).

Entries which have been already transferred/sent to payroll are grey
Total
Here you can see sum of all amounts for every work type for current Employee (pin) and for whole Current opened organization.

Currency depends on defined currency code in Organization Structure > Company > Payroll >General:
When registration is done, it is possible to push the Time Card entries (for current person or all organization) to the Payroll module by clicking Send To Payroll button.
As a result, corresponding entry codes (with amounts) linked to every worktype (see Housekeeping section) will appear in person's payroll entries.

To add a time card record, click button under Manage menu or use Insert key.
To view any worktype details, select needed and click button under Manage menu or use double-click.
If you need to remove the record, click button.

By clicking icon, you will be switched to The Timecard Registration Module help user manual.
For all details, see Functionality section.

Customization - Dock Crew List

We propose you the new customization approach to make your work with APM even more convenient.
We replaced internal Crew Lists (hide/show option) from Personal Details, Payroll & Timecard modules with a new functionality to Dock the current crew list.

This gives you full filter and search functionality in the crew list view that was not available earlier in the embedded crew list.
It also allows you to open any module, in our case - Timecards Registration or datagroup.

So, the result can be as below:

Docked Crew List to Left.
The Crew List view will always be visible in the area you selected.
Its appearance will not be affected by other modules/datagroups being open.
You can customize the width of Docked area according to your needs by moving borders with cursor.
Opened Timecards module will appear on the rest of the screen in tabbed or window mode according to your preference. You can switch between them freely.
When selecting another pin in the Crew list, Time card module will be updated according to new person's data
Context/Manage buttons will be shown belonging to the docked crew list and datagroup/module currently selected at the main workspace area.

Open Crew List module, under Manage tab you will find the possibility to dock the crew list to the place on your working area as you wish (to left, right, top or bottom):

When we dock the crew list to the selected area for example to left, it fixes/freezes the crew list screen:

The remaining part can then be used to display the other screens (modules, datagroups) according to your needs without overwriting the crew list.

They we will be displayed on the right side from the crew list.
In addition to the crew list, you can also dock almost every datagroup (Activities, Competence, Overview, etc.) to various screen areas, using the same Dock button under Manage menu of opened datagroup.

This allows you to customize your workspace in the most suitable way, for example in addition to Timecard module, we can dock Activities datagroup:

We docked Crew list and Activities datagroup to the Left.
On the right-hand side, we can work with the Time Card Registration module.

These Docking settings are user-related and will not affect any other application user.
To reset the Dock functionality back, click button under Manage menu.

Functionality

Get Started

The Adonis Timecard Registration module gives you access to flexible and time-saving registration of Time Card data based on daily, weekly, biweekly or monthly Time Card periods.
The number and types of Time Card data you need to register can be defined by the employing company.
After registration, the data is pushed to Adonis Payroll and automatically included into the periodical payroll calculation.

pw001p03TC audit table is available for registered time cards.

To access the Timecard Registration module:

Click Timecard Registration on the Modules ribbon.

or

Use the Ctrl+Alt+M hotkey combination.

Make sure the access rights to the 470 Time Cards routine are granted to you in Adonis Control Center:

471 Time Card Transactions allows regulating the rights to send data to payroll. Besides, you can specify whether a user can send timecards for a person or for an organization:

472 Organization
473 Current Person

Creating Timecard Record

Current Page
When opening module, you are on Current page by default. It shows all records from current period, even if they are related to another activity.
Note: Timecards Grid worktypes layout depends on settings performed in global options and on the payscale (see Housekeeping section).
Click to begin registration.
To enable the New button, it is mandatory that a person has at least one activity that covers Time Card Period (defined in org. structure) you are going to link the time card registration to.
The activity must be set up accordingly - Work Time option set.
See Housekeeping section for setup details.
Depending on Date from, the program locates the corresponding activity automatically:

Activity section
Here we can see read-only information (on light-yellow background):
Suitable activity that covers Time Card Period.
Days field shows a number of days in the time card period.
Payscale table and code fields show payscale information defined in the selected activity (if there is no payscale information in the activity, payscale information from Personal Details is shown).
Additional information - this field shows additional information from payscale if defined.

Leave Days Balance information (B/F; leave days for this period; C/F).
The rules defining the base on which date you would like to see leave balance information is set up in Global Options > Time Cards (Time Card Period; Clients Payroll Period or Current Date – see Housekeeping section).
To see Leave Account of a selected person, please use button:

From Date is the first day of timecard period, Balance Date is today's, by default.
But you can define your own parameters.
You can also switch between tabs to review total balance, by vessel, by payscale, etc. and also to print it.
Start Registration
After you enabled and clicked New, you can start registration.
By default, the first date within the Time Card period will be proposed as From/To dates.
But these dates can be overridden.

If Current date as default for first new entry option is ON (global options) then the module creates a new first entry for a person with current date.

It is possible to have more than one registration per day if Allow new entry on the same date option is ON (global options), in case it is necessary to put hours or costs on various projects or other cost dimensions.
If option is ON, then It becomes possible to select a new entry with the same date from right-click menu:

Update dates:

if Date To is hidden for Timecards module overview (Global options-> Modules -> Time Cards -> Hide columns section (In Overview), the system believes that the user expects to have the same Date From and Date To.

So, Date To is automatically changed to the same date as Date From each time when date from is changed by a user.

If Date To is not hidden, the system will update Date To automatically only in the case when user moves Date From forward.
Timecard entry is automatically re-linked to the activity that covers its date.

When dates are entered, you can fill in worktypes information.
To open Worktype details window, select worktype column and click Open button under manage menu or just double click it.
Date From/To and Worktype are read-only fields.
Enter all needed values and define properties. The number of available fields in Timecard Registration Properties window depends on setup made in Global options-> Modules -> Time Cards -> Hide columns section (In Details).

They also differ per worktype setup: hours field for Time worktype and amount with currency for Amount worktype.
It is possible to input decimal and negative figures in Timecards module as well.

See Housekeeping section.

To be available in drop-down lists, Currency/Projects/Vessel Locations (Cost Group)/Person Cost Place (Group) must be previously added in General Codes.

Cost Dimensions:
The accounting cost dimensions, including project, will as default be proposed from the activity that covers the registration day or period. When the project has been set, all the following registrations on the line will by default be allocated to the same project, if it is not overridden. If you need to override any of the Cost Dimensions -here it is possible to override any of the values.

Click Save.

To achieve the fastest registration possible, you can sort needed persons in crew list in the most optimal way and dock crew list (see User Interface > Customization - Dock Crew List section).

Create Records for Planned/Historical Activities

It is possible to register timecard entries for historical and planned activities within current timecard period.
This possibility is defined in Global Options > Modules >Time Cards:

Allow registration for planned activities option is ON by default.
It allows to use planned activity (within current timecard period) in Timecard Registration module.

In some cases, you may need to register timecard entries for historical activities (within current timecard period).
In this case, please set Allow registration for historical activities option.
As a result, a special option - Show Previous Activities will be ticked by default, and you can use activities with Historical status while performing timecard registrations.

View History

History page - shows timecards records from previous periods:

You just need to define what period you want to review in Year, From Period, To Period fields and click History button.

Transfer Timecard Entries to Payroll

When registration is done, it is possible to push the Time Card entries to Payroll by clicking Send To Payroll button under Manage menu.
You can sent entries for current person or transfer entries for full organization.
As a result, corresponding entry codes (with amounts) linked to every worktype (see Housekeeping section) will appear in person's payroll entries.

If a person does not have any records to be transferred to payroll, the Send To Payroll button is disabled.

It is also disabled if Payroll period and Timecard period do not match.

Make sure the access rights to the 470 Time Cards routine are granted to you in Adonis Control Center:

471 Time Card Transactions allows regulating the rights to send data to payroll. Besides, you can specify whether a user can send timecards for a person or for an organization:

472 Organization
473 Current Person

There are two main approaches for timecard entries to be transferred into Payroll, depending on the option set for Transfer To Payroll in Global Settings:

If Activity organization connection is selected (it is the default value), the program will pick up all the timecard entries connected to activities running on corresponding organizations and transfer them to Payroll.
If Persons organization connection is selected, timecard entries for all people connected to a corresponding organization will be transferred to the Payroll.

On Current view, click Send To Payroll button and select to push entries only for the current pin or all organization:

In our example, we chose current person.
The system asks if the user really wants to transfer the records for current timecard period to payroll.
If your answer is Yes, all the timecards records that have not been transferred earlier will be sent.
The system will show a message 'Sent to Payroll has been completed' when done.

Transferred entries became grey after successful sending:

As a result, corresponding entry codes (with amounts) linked to every worktype (see Housekeeping section) will appear in person's payroll entries.
Note: To have the accounting cost dimensions, like Project, Cost Place, Cost Group transferred correctly to payroll, it is required that a proper set-up of the corresponding Entry Codes in payroll has been prepared. The same rule applies to correct handling when other currencies than the company's base currency is used.

For Organization:

If you select to push all timecard entries for organization (all the crew members on the Crew List), you should select an organization for which transferring will be run.

Note: org. units are available for tagging only if Timecard Registration is enabled and timecard period is the same.
|

See Housekeeping section.

The list of organizations displays only one current vessel name if current client is a vessel.
Tag needed org. unit(s) and click OK button.
Confirmation.
After the transfer you will see the following message: 'Time card period will be closed. Do you want to continue?'.

If you answer 'yes', the current timecard period will be closed for this organization and set to the next timecard period;

If' no', you will be able to continue working with this period.

So, be careful when making choice.

Transferred entries became grey in Timecard module after successful sending.

The details from the Timecard module will appear in the payroll screen.

Note: To have the accounting cost dimensions, like Project, Cost Place, Cost Group transferred correctly to payroll, it is required that a proper set-up of the corresponding Entry Codes in payroll has been prepared. The same rule applies to correct handling when other currencies than the company's base currency is used.

All further work should be done there, checking, calculation, etc.