Set Up Time Entry

Sparkrock 365 includes a Time Entry extension that makes your time entry process more efficient and traceable. The following list includes some of the key features of the extension:

  • Categorize activities on time sheets to collect the information you require

  • Automate approval notifications to managers about submitted time sheets

  • Load approved time sheet entries directly into payroll without any reformatting and seamlessly integrate allocation data for different departments, cost centers, or dimensions.

The time entry extension is designed to capture daily time entry for employees and allow for multi-level approvals.

Time entry and approvals are performed on a weekly basis to allow for a common unit of time across all types of employees. Approved time entry data is brought into the compensation journal via the Load Lines action. All approved timelines for the current pay cycle period and earlier that have not been processed for payroll are inserted into the compensation journal.

The central setup for time entry is the time entry unit. The time entry unit represents a group of employees that share an approval route, such as a school building or department within an office location. Time entry units can be as broad or as specific as necessary. An employee can belong to an unlimited number of time entry units. An approver can belong to an unlimited number of approval groups.

Enable the Time Entry Approval Workflow

To process a time entry approval request, the Time Entry Approval Workflow must be enabled. For more information, see Set Up HR Management Approval Workflows.

Set up the HR Approval Setup page

To specify distinct approval processes for time entry approvals, set up the HR Approval Setup page. For more information, see Set Up the HR Approval Setup page.

Advanced HR Setup

On the Advanced HR Setup page, the Week Start is used to calculate various dates that are associated with time entry lines, such as week end date, and submit and approval reminder dates for the time entry unit. The Week Start must be set to the appropriate day for the organization before using Time Entry.

Note

Note:
Due to the dynamic nature of how time entry lines are created, the Week Start cannot be changed after time entry lines exist. This design prevents time entry lines from being created with overlapping dates.

Time Entry Setup

The Time Entry Setup page includes some default values for new time entry units as well as data entry control.

To set up the Time Entry Setup page

  1. Choose Lightbulb that opens the Tell Me feature., enter time entry setup, and then choose the related link.

    The Time Entry Setup page opens.

  2. In Time Entry Unit Nos., specify which number series is to be used for time entry units that do not have a user defined code.

  3. In Entry Weeks Past, specify the number of weeks in the past a timesheet is to allow for missed time entry.

  4. In Entry Weeks Future, specify the number of weeks in the future a timesheet is to allow for future time entry.

  5. In Approval Weeks Past, specify the number of weeks that approvers can approve time in the past, not including the current week.

  6. In Approval Weeks Future, specify the number of weeks that approvers can approve time in the future, not including the current week.

  7. In Default mySparkrock Entry Mode, specify whether mySparkrock users can enter time for weekends and holidays.

    This field determines the initial setting for new units.

  8. If your local legislation allows employees to perform time entry after their termination date, turn on Hours Entry End Date on Assignments.

    When the Hours Entry End Date on Assignments field is turned on, the Hours Entry End Date field appears on the following pages:

    • HR Request-Termination

    • HR Employee Assignments

    • HR Employee Assignment Card

    The Hours Entry End Date field specifies the date after which a user cannot enter hours for time entry.

    Instead of turning on time entry for terminated employees for all HR employee assignments, you can specify the one or more specific HR employee assignments for which an employee can perform time entry after termination. For more information, see Set Up Time Entry for Terminated Employees.

Set up mySparkrock user groups

If your organization has two or more individuals that are responsible for data entry of time sheets, the individuals can be assigned to a mySparkrock user group. The mySparkrock user group can then be associated with a time entry unit where the Data Entry Model is Group. The users in that group can enter time for the employees of the unit. For more information about how to set up mySparkrock user groups, see Set Up mySparkrock User Groups.

Set up mySparkrock users

All time entry users must be a mySparkrock user.

If a mySparkrock user is to use time entry in Sparkrock 365, their mySparkrock user setup record must be linked with a mySparkrock user that is associated to an Internal User ID.

To set up the mySparkrock User Setup Card page for time entry

  1. Choose Lightbulb that opens the Tell Me feature., enter mysparkrock user setups, and then choose the related link.

    The mySparkrock User Setups page opens.

  2. Select the user that you want to set up, and then on the action bar, choose Manage > Edit.

    The mySparkrock User Setup Card page opens.

  3. On the General FastTab, in mySparkrock User Group, if this user is to perform time entry for other employees, specify a value.

See also

Customizing Business Central Online Using Extensions

Feedback

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