Time Journal
Use the Time Journal page to create and edit journal batches specific to time entry and only include fields needed to enter time. Entries can also be imported into Time Journals from an Excel file. Manual entries can be posted to the GL using Time Journals.
Create new Time/Exp Journal Batches
To create a new Time/Expense Journal Batch, use one of two methods:
From the Time or Expense Journal page
- Click on the ellipsis next to the Batch Name field to open the Time/Exp. Journal Batches page.
- Click +New
- Add a Name and Description for the new Batch. Use the drop-down for No. Series and Posting No. Series to make a change. Complete the Reason Code and VAT fields if needed.
| Field Name | Description |
|---|---|
| Name | Specifies the name of the Batch. Enter a maximum of 10 characters, both numbers and letters are allowed. |
| Description | Specifies information about the Batch. |
| No. Series | Specifies the code for the Number Series from which entry or record numbers are assigned. |
| Posting No. Series | Specifies the code for the Number Series assigned to ledger entries after posting of the Batch. |
| Reason Code | Specifies the Reason Code, a supplementary source code used to trace the entry. |
| Allow VAT Difference | Specifies whether to allow the manual adjustment of tax amounts in the journal Batch. |
From the Role Center
Select Actions > Setup > Journal Batches Setup > Time/Expense Journal Batches.
The Time/Exp. Journal Batches page opens.
Click +New
Add a Name and Description for the new Batch. Use the drop-down for No. Series and Posting No. Series to make a change. Complete the Reason Code and VAT fields if needed.
| Field Name | Description |
|---|---|
| Name | Specifies the name of the Batch. Enter a maximum of 10 characters, both numbers and letters are allowed. |
| Description | Specifies information about the Batch. |
| No. Series | Specifies the Number Series from which entry or record numbers are assigned. |
| Posting No. Series | Specifies the code for the Number Series assigned to ledger entries after posting of the Batch. |
| Reason Code | Specifies the Reason Code, a supplementary source code used to trace the entry. |
| Allow VAT Difference | Specifies whether to allow the manual adjustment of tax amounts in the journal Batch. |
To Create New Time Journal Entries
Navigate to the Role Center > Journals > Time Journal.
Select a Batch Name or create a new Batch Name and complete the fields to create a Project Time Journal Batch.
| Field Name | Description |
|---|---|
| Batch Name |
Specifies the name of the Journal Batch, a personalized journal layout, on which the Journal is based. |
| Posting Date |
Specifies the Posting Date to assign to this journal line. |
| Document Number | Specifies a number for the journal line. Defaults to the next No. Series number available. |
| Project No. | Specifies a unique identifier for the Project. |
| Project Task No. | Specifies an identifier for distinctive work that is done for a Project. |
| No. | Specifies a unique identifier for the Resource. |
| Description | Specifies the name of information for the Resource, Item, or General Ledger Account to which this entry applies. The information is the Description field on the Resource, Item, or General Ledger Account Card. User can change the Description. |
| Time Pay Type | Specifies a value for the entry to determine cost and price. Options: Regular, Overtime 1, Overtime 2. |
| Work Type Code | Specifies alpha or numeric combination to filter for viewing or adding data or determining cost and/or price. |
| Currency Code | Specifies, if populated, the identifier to use for converting the cost and price amounts to a currency that is different from the default, local (LCY) currency. |
| Quantity | Specifies the number of units of the Type. |
| Unit of Measure Code | Specifies a standard of measurement of a quantity, i.e., hours, pieces, days. |
| Project Manager Code | Specifies the unique identifier for a Resource assigned as a project manager. |
| Hour Bank No. | Specifies a unique identifier for the information relating to a customer prepayment, to which this time entry will apply. |
| Resource Group No. | Specifies the code for the Resource Group of the Resource in this entry. |
| Resource Sub Group No. | Specifies the code for the Resource Sub Group of the Resource in this entry. |
| Chargeable | Specifies, if true, the price of the entry will be billed to the Customer. |
| Unit Cost | Specifies the amount of expense the company incurs for a single unit of the Type including fixed and variable costs. |
| Unit Cost (LCY) | Specifies the amount of expense the company incurs, in local currency, for a single unit of the Type including fixed and variable costs. |
| Total Cost | Specifies the sum of the cost amount, unit cost times quantity. |
| Total Cost (LCY) | Specifies the sum of the cost amount, unit cost times quantity, in local currency. |
| Unit Price | Specifies the amount charged to a Customer for a quantity of one, in a local or non-local currency. |
| Total Price | Specifies the sum of the price charges, unit price times quantity. |
| Line Discount % | Specifies the percentage that will be applied to the entry to determine a deduction amount. |
| Line Discount Amount | Specifies the deduction amount for the line. |
| Line Amount | Specifies the amount that will be posted to the project ledger. |
| Profit % | Specifies the profit percentage for the line. |
| Cost Type | Specifies a code used to classify the general ledger category for the entry. Categories: asset, liability, income, expense or other. |
| G/L Account No. | Specifies the General Ledger Account to which this entry will be posted. |
| Bal. Account No. | Specifies the offsetting General Ledger Account to which this entry will be posted. |
| Pay Type Cost Factor | Specifies the multiplier for calculating an additional amount added to the hourly cost for labor. |
| Pay Type Price Factor | Specifies the multiplier for calculating an additional amount added to the hourly price for labor. |
| Global Dimension 1: | Specifies the code for Shortcut Dimension 1, which is one of two Global Dimension Codes that you set up in General Ledger Setup. |
| Global Dimension 2: | Specifies the code for Shortcut Dimension 2, which is one of two Global Dimension Codes that you set up in General Ledger Setup. |
Note
Global Dimension 1 is only displayed if Progressus Multi-Company is activated. For more information, see: MEM and Progressus Multi-Company Integration Documentation
Note
Users can enter a Comment on a Time Journal transaction that will be visible and available to edit in Invoice Suggestions. Additional Comments can be added to existing Comments, or new Comments created in Invoice Suggestions. Navigate to the Time Journal > Line > Invoice Comments.
Create a new Time Journal Batch by Importing Values
Create an Import Template
Navigate to Journals > Time Journals > Home > Create Import Template.
An Excel file is created and exported to the Downloads folder of the local machine. The export file does not create sample data but contains the Header description of each column and the correct order for the imported data.
Import Time Entries
Prepare an Excel file with one line for each transaction to import into the Time Journal, using the appropriate values based on the field descriptions. For more information about importing data, see: Import Business Data from Other Finance Systems
From the Role Center, go to Journals > Time Journal.
Navigate to Home > Import Time Entries
On the Import Time Journal page that opens, complete the following:
- Project Task No.: Specify the value of the Project Task Number field. This value will be applied to any lines with a blank Project Task Number in the import file.
Caution
When formatting the Project Task No. field in Excel (in preparation for importing), you cannot use a leading zero or a trailing zero if the Task Number is formatted to two decimal places. For example, if the Task Number is 100.10, and you try to run the import, the file will fail to import and you will receive an error message "The field Project Task No. of table Project Journal contains a value (100.1) that cannot be found in the related table (Project Task)." To resolve this, format the field as Text by placing an apostrophe at the beginning of the number (i.e., '100.80) so the leading or trailing zero is not deleted by Excel and the file can import successfully.
- Select File: Click the ellipsis and either drop an upload file as indicated or navigate to the file to be imported.
Select OK to begin import.
A message will display upon successful completion: "Import Completed".
Click OK.
Review the imported data and select Post/Print > Post to post the batch, or Post/Print > Test Report to preview and print a report of the batch. Use the Preview Posting to display a preview of the entries prior to posting.
For more information see: