A Time Card is a document used to track theactual time spent by a person on work or tasks.
How to create
It can be created/generated based on-
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Requisition
When generated from Resource Planning, a Purchase Order, or a Requisition, the Time Card is automatically pre-filled with planned data, allowing users to review, adjust, and enter the actual hours worked.
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- Project Position in Time Card - Use Header if the project applies to the entire time card; use Tabular if employees/Fixed Assets need to record multiple projects.
- Project Task Position in Time Card - Use Tabular to show tasks per line for multiple tasks under one project; use Header if there’s only one project and task.
- Department Position - Use Tabular to assign departments per line when work spans multiple departments; use Header if all entries belong to a single department.
- Basis Position - Includes details like requisitions, POs, and resource planning. UseTabular to show the basis per line when entries vary; use Header if the entire document is based on a single type of workbasis.
Main Tab
The Main tab is used to record the general information about the Time card.
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For example, when the resource type is Employee, the system displays details such as the employee's name, position, and working hours, including regular and overtime hours. In case of Fixed assets, the following fields will be available
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- Total Amount - Total cost for the specific line entry
- Project WBS - WBS code of the project to which the item or resource belongs.
- Project Task - Specific project task linked to the time card entry
- GL Accounts - General Ledger account where to which the hired hire cost is recorded
- Expense Item - Category of expense being recorded (such as equipment or labor)
- Basis - Can be entered manually; however, if filled by using the fill table option, each entry is automatically linked to the corresponding requisition, resource planning document, or purchase order line.
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- Comment - Field for adding additional notes or description
Time details table
- columns description as usual.
- non working chaeck box.
- Time types.
- Hours and rates (if allocate cost).
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- by resource (rate searched by exact employee or fixed assets)
- by item (rate is searched by item (position or FA category).
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Fill Table
The Fill Table option lets users automatically populate data instead of entering it manually. For internal employees or fixed assets, it can be filled by entity, department (If if the department field is in the header), or resource allocation. For hired resources, it can only be filled by resource allocation.
When the Resource Allocation option is selected, a dialog box appears to enter the date. The system then pulls the details from the Resource Planning Document, automatically filling the time card with the specific employee or fixed asset assigned to that project on the selected date.
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The Fill Rates button automatically populates rates in the time card. This option appears when the Allocate cost option is enabled in the main tab.
For hired resources, rates are taken from the purchase order. For internal resources, rates come from either Project Item Pricing or the Resource Rates document (HR and Payroll→ Master data→ Register rates), depending on system settings. Rates can be filled by resource, using the exact employee or fixed asset, or by item, using the position or fixed asset category.
Set Date Button
If time card has to be filled based on particular date, The Set Date option allows users to change the date for one or more selected entries in the time card. Once the rows are selected and the Set Date button is clicked, a pop-up appears where users can enter the new date. Clicking OK updates all the selected entries to the new date at once, making it easy to add the date at once.
