Time Sheet

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.

Click on

button to configure this document. Click here “How to Configure a Document”, to know more about this utility.

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

Employee Name

: Select the Employee from the drop down list for which the Time sheet is created.

This field will not be available in "MultiEmployee" & "MultiEmployee&MultiDate" mode.

Voucher No

: 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.

Voucher Date

: 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.

Time Sheet Date

: 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.

Time Sheet Detail Table

: 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.

Column Name	Description of Columns
Employee	Select the name of employee from the dropdown list for which the time sheet is being entered. This field will be available only in “Multi Employee” and “Multi Employee & Multi Date”
Date	Here Enter the Date for which the time sheet is entered. You can pick a date by just clicking on the calendar function.
Hours	Here Enter the No. of hours spent for the particular activity of this project.
Project	Select the project from the dropdown list on which the employee is working.
Activity	Select the Activity from the dropdown list on which the employee is working.
Customer	Select the Customer from the dropdown list for which the employee is working on the project.

Remark

: Here specify the remark for this application.

Save Voucher

: Click on the button to save the document prepared by you.

Print Voucher

: Click on this button to save voucher and Print the document prepared by you. Click here “Print Utility”, to know more about this utility.

You have completed creation of New Time Sheet.

Clear Detail

: 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.

Mail / SMS

: 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.

Document History

: 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.

Import Voucher (Excel File)

: 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.

Open Document

: Click here to open an existing Time Sheet Voucher. Click here “Open a Document”, to know more about this utility.

Delete Document

: 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.

Copy Document

: Click here to copy the values from an existing Time Sheet Voucher. Click here “Copy from a Document”, to know more about this utility.

Cancel Document

: 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.

Restore Document

: 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.

We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning!

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