A Time Card is a document used to track the actual time spent by a person on work or tasks.
How to create
It can be created/generated based on:
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.
HR & Payroll → Time tracking Documents → Time cards
Document Settings
The dialog box lets users control how information is displayed and recorded on a time card.
- Project Position in Time Card - Use Header if the project applies to the entire time card; use Tabular if employees 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. Use Tabular to show basis per line when entries vary; use Header if the entire document is based on a single type of work.
Main Tab
The Main tab is used to record the general information about the Time card.
- Entity - The entity recording the time card document.
- Project - the project for the time entry; can apply to the whole card or each line based on settings
- Resource type - the type of resource (Fixed Asset or Employees); this affects how the cost is calculated
- Allocate cost - decides if the time should create a project cost
- checked - cost will be calculated and added to the project
- unchecked - time is only recorded, no cost added
- Hired resources - shows if the resource is external (hired) or internal
Time Details
The Time Details tab is designed to fill and manage time entries at the line-item level.
- Total Amount - Total cost for that line entry.
- Project WBS - The project or project segment where the cost is assigned.
- Project Task - The specific activity or task within the project.
- GL Accounts - General Ledger account where the cost is recorded in finance.
- Expense Item - Type of expense being recorded (e.g., equipment, labor, etc.).
- Basis - Source or reference used for the entry (such as contract or agreement).
- Comment - Additional notes or description for that entry (optional).
Time details table
- columns description as usual.
- non working chaeck box.
- Time types.
- Hours and rates (if allocate cost).
- Fill table button
- by entity
- by department (if department in the header)
- by resource allocation (period planning and long term both planning will be considered while filling)
- fill rates button (if hired rates are taken from PO, if not hired → from Project item pricing or from resource rates register based on settings)
- by resource (rate searched by exact employee or fixed assets)
- by item (rate is searched by item (position or FA category).
- Set date button.
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 department 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.
Fill Rates
The Fill Rates button automatically populates rates in the time card. For hired resources, rates are taken from the purchase order. For internal resources, rates come from either Project Item Pricing or the Resource Rates Register, 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
