Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Time Sheet preparation Option.
Before we begin, let us understand about the need of Time Sheet and the usage of this particular activity.
Time Sheet is method to record the amount of time spent by person on a particular job. Time Sheets can reduce costs in three ways: by making payroll processing more efficient, by making costs visible so they can be reduced and invoicing / Billing purposes. Time sheet can also be used to build a body of knowledge about how much effort tasks take to develop and Time sheet patterns can be used to make more accurate project plans.
You can also edit and delete an already created set of information with required authorization.
The key functions of a Time Sheet Module are:
Creation of a New Time Sheet;
Modification of an existing Time Sheet;
Delete of an existing Time Sheet;
There are three modes to enter details in Time Sheet Module :
Multi Employee: In this option, In voucher entry you can input Time Sheet for One Date for Multiple Employees.
Multi Date: In this option, In voucher entry you can input Time Sheet for One Employee for Multiple Date.
Multi Employee and Date: In this option, In voucher entry you can input Time Sheet for Multiple Employee for Multiple Date.
Configuration
AlignBooks provide you the facility to configure your Time Sheet documents with respect to choice of linking with parent document, choice of maintaining multiple series of documents, choice of sending Email and SMS on creation/edit/approval of the document and for Approval System setting etc.
We will be going through the Multi Date option out of these set of information.
Let’s enter the fresh set of data for the first time;
Location / Branch
Under this field, You can select the location, if you are handling Multi Locations. System will ask for this information only if you have configured Multi Locations - "ON” under General Setup and System will fill the default Location if you have configured the Default Location under Data Access Rights.
If your desired Location does not exist in the menu, you can create a New Location by clicking on option within the dropdown menu. You can also Edit or Delete a Location from Here. Select a Location to be edited / deleted and then click on . The Location will be opened in Edit mode and you can edit it and save by click on . You can delete it by click on .
: System will generate voucher number based on the Voucher Numbering configuration, if you have opted to maintain "auto prefix” and “auto numbering”.
Prefix : While configuring your document, if you have opted to “maintain manual prefix”, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. This field will not be available if you have opted "Not required".
Number: While configuring your document, if you have opted to “maintain manual numbering”, enter a document number here.
: Enter the date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function.
This field will not be available in "MultiEmployee&MultiDate" mode.
: Enter the date which you are preparing the time sheet. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function.
This field will not be available in "MultiDate" and "MultiEmployee&MultiDate" mode.
: Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data.
: Click on this Button, If you want to send a Email (with Attachment). Click on beside Mail and click on Email Link (Email with Link included for Document Print) or click SMS.
: Click here to know the History of the Document for date and time of creation / modification / delete / cancel / restore. This button will be active only when document is open an existing document and when Manage Document History : “ON” in General Setup.
: Click on this button to Import Data and select a file from which Data is to be imported. Click here “Import Utility”, to know more about this utility.
: If you wish to delete any existing Time Sheet Voucher, open an existing voucher and specify the reason for delete in "Edit Remark" field then Click on this button to delete the Voucher.
: If you wish to cancel any existing voucher, open an existing voucher and specify the reason for cancel in "Edit Remark" field then Click here to Cancel the voucher. when you cancel a document then document status will update as "Cancel" and All financial / stock impact (whichever applicable) will reverse for this voucher.
: If you wish to restore any existing voucher, open an existing voucher and specify the reason for restore in "Edit Remark" field then Click here to Restore the voucher. when you Restore a document then document status will update as "Open" and All financial/stock impact (whichever applicable) will be restored for this voucher.
option within the dropdown menu. You can also Edit or Delete a Location from Here. Select a Location to be edited / deleted and then click on 
. The Location will be opened in Edit mode and you can edit it and save by click on 
. You can delete it by click on 
. 
: Select the Employee from the drop down list for which the Time sheet is created. 
: 
Icon or 
option within the dropdown menu and input a name. 
:
:
: We will now enter the specific details to generate a Time Sheet Voucher;
: Click here to add a Row to the table
: Click here to delete a row from the table.
: Here specify the remark for this application.
: 
: 
: 
: 
beside Mail and click on Email Link (Email with Link included for Document Print) or click SMS.
: Click here to know the History of the Document for date and time of creation / modification / delete / cancel / restore. This 
button will be active only when document is open an existing document and when 
: 
: 
: If you wish to delete any existing 
to delete the Voucher.
: 
: If you wish to cancel any existing voucher, open an existing voucher and specify the reason for cancel in "
to Cancel the voucher. when you cancel a document then document status will update as "Cancel" and All financial / stock impact (whichever applicable) will reverse for this voucher.
: If you wish to restore any existing voucher, open an existing voucher and specify the reason for restore in "
to Restore the voucher. when you Restore a document then document status will update as "Open" and All financial/stock impact (whichever applicable) will be restored for this voucher.