Time and Expense

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Time and Expense
Time and Expense
Maconomy Workspace Client
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Copyright Information
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This edition is published on November 2014.
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Course Agenda




Entering Proxy Time
Daily Time Sheet
Expense Sheet
Approve Expense Sheets
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Learning Objectives
After completing this course, you
will be able to:
1.
2.
3.
4.
Enter Time as Proxy
Register Time
Register Expense Sheets
Approve Expense Sheets
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4
Entering Proxy Time
Time and Expense
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Entering Proxy Time Process
Workspace
Time and Expenses
Open Time Sheet
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Choose Employee
Enter and Submit
Time
6
Time Registration
Time registration on behalf of another employee can be done if the user is set up
set up for it.
 The user must be listed as the Proxy (Secretary) on the other employee’s
information card.
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Time Registration
In the Employee Information tab window, use the Employee drop-down to
choose the name of the other employee for whom you are logged in and
assigned as Proxy.
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8
Time Registration
The daily timesheet contains a calendar describing the status of each day. The
calendar is color-coded to identify the status of each day’s time entry requirements:
No color = not submitted; however, not overdue
Red = overdue
Green = submitted
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Demonstration: Time Registration
In this demonstration, you will learn
how to register time on behalf of
another employee.
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10
Helpful Tip
 The Description has a limit of 255 characters.
 When all entries for the day are entered, click Submit at the top of the
timesheet. The day changes from red to green on the calendar.
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11
Daily Time Sheet
Time and Expense
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Invoice Creation Workflow
Workspace Time and
Expenses
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Register Time
Submit Time
13
Daily Time Sheet
Depending on the user’s role, the ”Time & Expenses” workspace may open
automatically upon logging into the Maconomy solution. If not, open the
”Time & Expenses” workspace under the ”Time & Expenses” menu.
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14
Daily Time Sheet
The daily timesheet contains a calendar describing the status of each day. The
calendar is color-coded to identify the status of each day’s time entry
requirements:
No color = not submitted; however, not overdue
Red = overdue
Green = submitted
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15
Demonstration: Time Registration
In this demonstration, you will learn
how to register time.
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16
Helpful Tip
 Create commonly used combinations of Clients, Engagement, and Tasks
using the ”Favorites” feature. Use the ”Favorites” drop-down when
entering time. To choose your favorite, click Enter to quickly register the
line for each of your favorite settings.
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17
Helpful Tip
 If you want to save a particular time sheet line, prior to submission, click
Keep in the first column. The combination of Client, Engagement, and
Task will appear in your new timesheets going forward.
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18
Expense Sheet
Time and Expense
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Expense Sheet Overview
This guide assists in the expense sheet business process for the types of
employees listed below. You may have a different set of approval
requirements than the standard CPA solution (1 Level: Supervisor, possible
Substitute).
Relevant Employees
Employee
Employee’s Proxy1 (optional)
Responsibility
Enters expense sheet
May enter expense sheet on behalf of employee
Employee’s
Supervisor1/Substitute2
Performs level 1 approval – can be performed by
Supervisor or the Substitute approver
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20
Expense Sheet Overview
The activity guide will focus on registration by the
Individual Employee, Proxy, and Supervisor.
Proxy and Supervisor are identified on the Information Tab in the Employees
Workspace:
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21
Expense Sheet Registration Process
Workspace
Time and Expense
Create Expense
Sheet
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Register Expenses
Submit Expense
Sheet
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Expense Sheet Registration
 Once an expense sheet is created, it cannot be deleted, but it can be
posted without any entries.
 All expense sheets are assigned a unique number, which is used for the
posting.
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23
Demonstration: Expense Sheet Registration
In this demonstration, you will learn
how to register an expense sheet.
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24
Expense Sheet Approval Process
To Do Approve
Expense Sheet
Review Entries and
Receipts
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Approve or Reject
Entries
Carry Out Approval
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Expense Sheet Approval
The Supervisor and/or Substitute has the ability to approve or reject the entire
expense sheet during the approval process. They will begin by receiving a
notification, called “Approve Expense Sheet,” in the To-Dos section.
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26
Demonstration: Expense Sheet Registration
In this demonstration, you will learn
how to approve an expense sheet.
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27
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