Download - Welcome to the Timekeeper Online Manual - … · Welcome to the Timekeeper Online Manual Our Is Your Solution MAS 90 How To Use This Guide Contents Index

Welcome to the TimekeeperOnline Manual

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MAS 90

How To Use This Guide

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Timekeeper Manual

How to Use This Guide

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Timekeeper Manual

Information in this document is furnished only under a Customer License Agreement or non-disclosure agreement, and may be used or copied only in accordance with the terms of such agreement. The software described in this document is protected by copyright, and may not be copied on any medium except as specifically authorized in the license or non-disclosure agreement.

This document is also protected by copyright, and may not be reproduced or transmitted, in whole or in part, by any means, including photocopying, facsimile transmission, or reduction to any electronic medium or machine readable form, without the express written consent of HighTower, Inc.

Copyright Statements:Food Distribution, MICR Encoded Laser Checks, Multi-Bin Advanced Distribution, Point of Sale® Professional, Professional Retainer Control, Remote Salesperson, Remote Salesperson Laptop, ScanBlaster, Time and Billing®, Time and Billing® Professional, and Timekeeper® are products of HighTower, Inc. Copyright © 2004. All rights reserved.

MAS 90®, MAS 200®, and MAS 500® are products of Best Software. Copyright © 2004. All rights reserved.

Palm™ Desktop name and logo are trademarks of palmOne™ Inc. Copyright © 2004.

HotSync® Manager name and logo are registered trademarks of PalmSource Inc. Copyright © 2004.

Microsoft® Windows® NT®, 95®, 98®, 2000®, ME®, and XP® names and logos are registered trademarks of the Microsoft Corporation. Copyright © 2004.

All other trademarks and copyrights are the property of their respective holders.

This manual was written for Timekeeper version 4.0. It was last updated on 7/27/2004.

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Table of Contents Timekeeper Manual

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Chapter 1 — Introduction 12The HighTower Ideal 12Welcome to Timekeeper 12

Integrating Timekeeper with other MAS 90/MAS 200 Modules 13Accounts Receivable 14Job Cost 14Payroll 14Sales Order 15Time and Billing 15Time and Billing Professional 15

Using the Timekeeper Manual 15Sections in this Manual 15Graphic Conventions 17Text Conventions 18

Getting Additional Help 18Getting Additional Copies of the Manual 18

Open the HighTower Online Manual 19Using the Timekeeper Online Help 21

Open the Online Help 21HighTower Support Services 22Related Manuals 22

Chapter 2 — Timekeeper Concepts 24Different Variations of the Timekeeper Module 24

Remote Device Licenses 24Synchronizing Data 25

Synchronizing Palm OS Devices 25Synchronizing Pocket PC (Windows CE) Devices 25Synchronizing Timekeeper Remote 25

How Timekeeper Works 25Timekeeper Work in Process (WIP) File 26Integrated MAS 90/MAS 200 Modules 27

Chapter 3 — Installing the Timekeeper Module 30System Requirements 30Installing Timekeeper 30System Startup 34

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Setup the Timekeeper Module in the Role Maintenance 34Register the Timekeeper Enhancement 35MAS 200 or MAS 200 for SQL Installations 36Defining the Timekeeper Enhancement 36

Chapter 4 — Navigating in Timekeeper 39Using the Modules Tree 39

Open a Timekeeper Window through the Modules Tree 40Using the Timekeeper Menu Bar 41

Open a Timekeeper Window through the Menu Bar 41Using Button Fields in Timekeeper 42

Chapter 5 — Using the Setup Menu 48How to Use the Setup Menu 48

Open a Window from the Setup Menu 48Add a Record 49Change a Record 49Delete a Record 49Print a Setup Listing 50

Timekeeper Options 51Configure the Standard Timekeeper Options in the Main Tab 51Change Timekeeper Terminology in the Terminology Tab 56

Department Maintenance 58Create a Department 58

Employee Maintenance 59Create the Employee on the Main Tab 59Setup a Device for an Employee 61View or Edit the Employee’s Historical Time on the History Tab 63Review an Employee’s Transactions 65

Division Billing Rate Maintenance 67Enter Billing Rates for Different Divisions 67

Customer Maintenance 68Create a Timekeeper Customer in the Main Tab 68View or Edit the Customer’s Historical Time on the History Tab 70Review a Customer’s Transactions 72

Project Maintenance 74Create the Project in the Main Tab 75View or Edit the Project’s Historical Time on the History Tab 76

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Review a Project’s Transactions 78Activity Maintenance 80

Create the Activity in the Main Tab 81View or Edit the Activity’s Historical Time on the History Tab 82Review an Activity’s Transactions 84

Billing Rate Multiplier Maintenance 86Enter Multipliers for Billing Rates 87

Word Substitution Maintenance 87Create a Word Substitution 88

Exception Maintenance 88Create a Billing Exception 89

Timekeeper Import 89Select Data to Import 90

Install Help on C/S Client 91

Chapter 6 — Using the Main Menu 92How to Use the Main Menu 92

Open a Window from the Main Menu 92Select Items from a Lookup List 93Delete a Record 93Print from a Window 93

Timekeeper Entry 94Time Entries 95

Enter a Time Record 95Search for a Specific Time Entry 97Place a Time Entry on Hold 97View the Summary of an Employee’s Hours 98

Expense Entries 99Enter an Expense Record 99Place an Expense Entry on Hold 101

Management Approval 101Approve an Employee’s Time and Expense Entries 102Search for a Specific Time/Expense Entry 102Change an Employee’s Entry 103View the Summary of an Employee’s Hours 106

Secondary Approval 107Complete a Secondary Approval for an Employee’s Time and Expense Entries 107Search for a Specific Time/Expense Entry 108

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Timekeeper History 109View an Employee’s Historical Time 109

Chapter 7 — Using the Posting Menu 110How to Use the Posting Menu 110

Open a Window from the Posting Menu 110Select Items from a Lookup List 111Delete a Record 111Print from a Window 111

Timekeeper WIP Selection 112Select the WIP Files to Post 112

Selection Maintenance 113Review/Edit the Time/Expense Entries 113

Timekeeper Register 115Update the Integrated Module with the Timekeeper Data 115

Chapter 8 — Using the Reports Menu 117How to Use the Reports Menu 117

Open a Window from the Reports Menu 117Select Data for a Report 118

Work in Process Report 118Print the Work in Process Report 119

Employee Summary Report 120Print the Employee Summary Report 121

Customer Summary Report 122Print the Customer Summary Report 123

Project Summary Report 124Print the Project Summary Report 125

Activity Summary Report 126Print the Activity Summary Report 127

History Report 128Print the History Report 129

Chapter 9 — Using the Period End Menu 131Purge Timekeeper History 131

Purge the History Information 131

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Chapter 10 — Setting Up and Using Timekeeper Remote 133Installing Timekeeper Remote 133

Install Timekeeper Remote on a PC or Laptop 133Configuring Timekeeper Remote 137

Create a Remote User 137Assign a Remote User to an Employee 139Create a Device 139Create a Remote License 140

Starting the Timekeeper Remote Application for the First Time 141Start the Device 142Activate the Application 143Synchronize the Data 144

Using Timekeeper Remote 145Timekeeper Remote Menu Bar 145

Configure 146Configure the Location of the MAS 90/MAS 200 System 146

Activate 146Sync 146

Setup the Synchronization Process 147Delete Databases 147

Use the Delete Databases Feature 148Time/Expense Entries in Timekeeper Remote 148

Enter a Time Record 148Enter an Expense Record 151Search for a Specific Time/Expense Entry 152View the Summary of an Employee’s Hours 153

Synchronizing MAS 90/MAS 200 with Timekeeper Remote Data 153Synchronize the Data 154

Chapter 11 — Installing and Configuring Timekeeper PDA 156Palm OS Instructions 156

System Requirements 156Configuring Timekeeper on the Palm OS Device 156


Installing Timekeeper on a Palm OS Device 160

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Install the Timekeeper Module on a Palm Device 161Use the Palm OS HotSync® Feature 165

Start Timekeeper on the Palm OS Device for the First Time 166Select the User and Synchronize the Timekeeper Files 166

Pocket PC (Windows CE) Instructions 168System Requirements 168Configuring Timekeeper on the Pocket PC (Windows CE) Device 168

Create a Remote User 169Assign a Remote User to an Employee 170Create a Remote Device 171Create a Remote License 171

Installing Timekeeper on a Pocket PC (Windows CE) Device 172Install Timekeeper on a Pocket PC (Windows CE) Device 173Synchronize the Pocket PC (Windows CE) Device 177

Start Timekeeper on the Pocket PC (Windows CE) Device for the First Time 178Select the User and Synchronize the Timekeeper Files 178

Chapter 12 — Using Timekeeper PDA 180Start Timekeeper on the PDA 180

Timekeeper PDA Menu Bar 181View Name 181Sync 182

Setup the Synchronization Process 182Change User 183

Change the User Information 183About 184

Access the About Screen 184Delete Databases 184

Use the Delete Databases Feature 185Entering Time and Expense Data 185

Add a New Time Entry 186Add a New Expense Entry 189Change a Time/Expense Entry 190Delete a Time/Expense Entry 191

Synchronizing the Data 191Synchronize the Palm OS Device 192Synchronize the Pocket PC (Windows CE) Device 193

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Chapter 13 — Installing and Configuring .timekeeper 195Architecture 195

Application Server 195ProvideX Web Server 195Microsoft Internet Information Server (IIS) 195

System Requirements 196Configure the ProvideX Web Server 197Setup and Configure the IIS Web Server 201Setup FTP for .timekeeper 201Configuring .timekeeper 202

.timekeeper Setup 202Creating Remote Users/Devices/Licenses for .timekeeper 205


Starting the .timekeeper Application 209Add the .timekeeper Icon to Your Company Website 209Launch the .timekeeper Default Page 210

Chapter 14 — Using .timekeeper 211Start .timekeeper 211

Using the Button Menu 213Change Companies 214Use the Search Feature 214

Entering Time and Expense Data 215Add a New Time Entry 216Add a New Expense Entry 217Change a Time/Expense Entry 220Delete a Time/Expense Entry 220View the Summary of an Employee’s Hours 221

Management Approvals 221Approve a Time/Expense Entry 222

Salesperson Approvals 223Approve a Time/Expense Entry 224

Customer Approvals 225Use the Customer Approval 226Change Companies 228

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Chapter 15 — Index 229

Chapter 1: Introduction Timekeeper Manual

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IntroductionChapter 1

The HighTower Ideal

At HighTower, we are committed to delivering superior accounting, time management, manufacturing and distribution solutions to small and mid-sized businesses.

HighTower is a Best Software Master Developer for MAS 90® and MAS 200® software with titles such as Food Distribution, MICR Encoded Laser Checks, Multi-Bin® Advanced Distribution, Point of Sale® Professional, Remote Salesperson PDA, Remote Salesperson Laptop, ScanBlaster, Time and Billing®, Time and Billing® Professional, and Timekeeper® to our credit.

HighTower uses a unique Patch Installation system, which installs the HighTower enhancements without overwriting your original Best Software program. Our patch installation method makes our products attractive to users installing enhancements from multiple Best Software Master Developers.

Our promise of exceptional technical products is only exceeded by our commitment to customer service. Our success is measured in customer satisfaction.

Welcome to Timekeeper

Timekeeper is a HighTower enhancement for the MAS 90 and MAS 200 applications developed by Best Software. Timekeeper creates accurate time reports that ensure your client invoices are correct and complete, that they are processed cost-effectively, and that they are sent out as quickly as possible. Timekeeper gives your employees the tools they need to maintain an accurate and comprehensive account of their time, wherever they are - whether they are sitting at their desk or out in the field with their Palm OS handheld or Pocket PC (Windows CE) device, or via the Internet.

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Employees that do not use MAS 90/MAS 200 do not need the full Best Software installation to use Timekeeper. Timekeeper Remote allows employees to launch Timekeeper from their workstations or laptops and enter time. After the time entries are uploaded to MAS 90/MAS 200, managers, HR, or accounting employees that do have MAS 90/MAS 200 installed can review the information and mark the data as approved or rejected. This feature allows you to ensure the information being added to MAS 90/MAS 200 is accurate.

Integrating Timekeeper with other MAS 90/MAS 200 Modules

The Timekeeper module must be integrated with at least one other MAS 90/MAS 200 module. When integrated, each module "shares" common information with any related modules. Your company can integrate the following MAS 90/MAS 200 modules with the Timekeeper module:

• Accounts Receivable• Job Cost• Payroll• Sales Order • Time and Billing• Time and Billing Professional

To integrate the Timekeeper module with the Accounts Receivable, Job Cost, Payroll, Sales Order, Time and Billing, and/or Time and Billing Professional modules, you must set up these modules before installing Timekeeper. You can integrate with Accounts Receivable, Job Cost, Sales Order, Time and Billing, or Time and Billing Professional and also integrate with Payroll.

�SPECIAL NOTE: Depending on which module you integrate with Timekeeper, the windows in the Timekeeper module may have different fields available.

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Accounts Receivable

When the Timekeeper module is integrated with the MAS 90/MAS 200 Accounts Receivable module, time entry data is posted to the A/R Invoice Data Entry feature, allowing your company to bill clients for time-based projects.

If the Accounts Receivable module is integrated with the Job Cost module and the Job Cost module is integrated with the Accounts Receivable module, you can set Timekeeper data to be available in both modules. As a result, time entries will be posted to A/R Invoice Data Entry with Job Cost data.

Job Cost

When the Timekeeper module is integrated with the MAS 90/MAS 200 Job Cost module, time entry data is posted to the J/C Job Posting Entry feature, allowing your company to accurately determine the cost of a project.

If the Job Cost module is integrated with the Accounts Receivable module and the Accounts Receivable module is integrated with the Job Cost module, you can set Timekeeper data to be available in both modules. As a result, time entries will be posted to A/R Invoice Data Entry with Job Cost data.

Payroll

When the Timekeeper module is integrated with the MAS 90/MAS 200 Payroll module, time entry data is posted to the Payroll Data Entry feature, allowing your company to print accurate payroll checks.

You can integrate Timekeeper with any of the other modules and with the Payroll module. The Timekeeper module will post time entries to the other integrated module and to Payroll. If you integrate Timekeeper with Accounts Receivable, Accounts Receivable with Job Cost, Sales Order, Time and Billing, or Time and Billing Professional and Payroll, you can also include Job Cost data when Timekeeper posts time entries to Payroll.

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If Timekeeper is only integrated with the Payroll module and the Payroll module is integrated with the Job Cost module, you can select the Additionally Integrated Payroll feature. This feature will update the Payroll Data Entry feature with the job number created in Timekeeper’s Project Maintenance feature.

Sales Order

When the Timekeeper module is integrated with the MAS 90/MAS 200 Sales Order module, time entry data is posted to the S/O Invoice Data Entry feature, allowing your company to create accurate sales invoices.

Time and Billing

When the Timekeeper module is integrated with the HighTower Time and Billing module, time entry data is posted to the Time/Expense Entry feature, allowing your company to create accurate billing invoices for time-based projects.

Time and Billing Professional

When the Timekeeper module is integrated with the HighTower Time and Billing Professional module, time entry data is posted to the T/2 Time/Expense Entry feature, allowing your company to create accurate billing invoices for time-based projects.

Using the Timekeeper Manual

This manual provides the information necessary for setting up and operating your Timekeeper module. Use the Timekeeper manual as a guide when initially setting up Timekeeper, and then as a resource for understanding features of the application. The manual contains overviews and samples of windows and menus.

Sections in this Manual

This manual is divided by the full workstation version, Timekeeper Remote version, the PDA version of the Timekeeper module, and the Internet version, .timekeeper. The first section of the manual discusses how to setup the full workstation module that runs on a MAS 90/MAS 200 system. The second section of the manual discusses how to setup and use the

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Timekeeper Remote on a local workstation or laptop. The third section of the manual discusses how to setup and use the Timekeeper module on a PDA (Palm OS handheld or Windows CE device). The final section discusses how to setup and use .timekeeper on the Internet. The following table describes the chapters available in this manual.

Chapter Description

Chapter 2: Timekeeper Concepts

This chapter explains different concepts you need to know about using your Timekeeper system.

Part 1: Full MAS 90/MAS 200 Workstation Instructions

This section of the manual contains instructions on how to setup Timekeeper on your MAS 90/MAS 200 system.

Chapter 3: Installing the Timekeeper Module

This chapter details the installation procedures for Timekeeper on a full MAS 90/MAS 200 system.

Chapter 4: Navigating in Timekeeper

This chapter describes the basic features available in the Timekeeper module.

Chapter 5: Using the Setup Menu

This chapter describes how to enter the basic information required to use the Timekeeper module. This chapter includes setting general options for the module.

Chapter 6: Using the Main Menu

This chapter describes how to enter time and expense records, and how a complete approvals.

Chapter 7: Using the Posting Menu

This chapter describes how to post data to integrated modules.

Chapter 8: Using the Reports Menu

This chapter details how to print reports based on information available in the Timekeeper module.

Chapter 9: Using the Period End Menu

This chapter details the steps required for period-end processing. This chapter includes period and year-end processing.

Part 2: Timekeeper Remote Workstation/Laptop Instructions

This section of the manual contains instructions on how to setup Timekeeper locally without installing MAS 90/MAS 200 on the workstation or laptop.

Chapter 10: Setting Up and Using Timekeeper Remote

This chapter details how to setup and use Timekeeper Remote for time/expense entry employees.

Part 3: PDA Instructions This section of the manual contains instructions on how to setup and use Timekeeper on a PDA device.

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Graphic Conventions

The following icons are used throughout this manual to indicate different types of information.

Chapter 11: Installing and Configuring the Timekeeper PDA

This chapter details how to setup Timekeeper on your PDA device.

Chapter 12: Using the Timekeeper PDA

This chapter details how to use Timekeeper on your PDA device.

Part 4: .timekeeper Instructions

This section of the manual contains instructions on how to setup and use Timekeeper on the Internet.

Chapter 13: Installing and Configuring .timekeeper

This chapter details how to setup .timekeeper on your Internet.

Chapter 14: Using .timekeeper This chapter details how to use .timekeeper.

Graphic Description

� The Note symbol is followed by additional information about a topic.

� The Helpful Hint symbol is located in the left margin and contains additional information about an option.

� The Warning symbol is followed by information to help you avoid costly mistakes.

Chapter Description

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Text Conventions

The following table describes the text conventions used in this manual.

Getting Additional Help

HighTower provides online manuals, online help, and technical support for all our enhancements.

Getting Additional Copies of the Manual

The Timekeeper manual is available when you install the module.

Text Convention Explanation

Field font Indicates a field name, list box name, options in a list, column name, or check box.

Example: The Modes button is available only if Windows Printer Port or Physical Device is selected at the Device Type field.

Italic font Indicates directory names or references to other manuals.

Example: For more information about setting up and processing sales tax, refer to your Accounts Receivable or Accounts Payable manual.

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Open the HighTower Online Manual

1 From the Help menu on the MAS 90/MAS 200 menu bar, select HighTower Manuals. The HighTower Manuals list appears on the right side of the screen.

2 Click on the Timekeeper link. This manual will appear in PDF format.

HighTower Manuals List

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Online Manual

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Using the Timekeeper Online Help

The Timekeeper module includes the standard content online help.

Open the Online Help

• For field level context-sensitive help, move your cursor to the field and press F1. A pop-up window appears with help for the field.

• For window level context-sensitive help, click the button on the window. The help screen for the window appears.

Online Help

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HighTower Support Services

HighTower provides several methods of support for your Timekeeper module:

• Contact your Authorized Reseller or Consultant. If you do not have an Authorized Reseller or Consultant, contact HighTower (1.888.583.3000).

• Refer to the HighTower Data Definitions available in the HighTower Library Master module in the Utilities menu. This feature lists all the data fields available on each window of each HighTower module.

• Access technical bulletins and download program corrections through the HighTower website (www.hightowerinc.com). Note that program corrections are available exclusively through the Internet.

For more information about HighTower’s fee-based customer support services, contact our Help Desk Department. Regular Help Desk hours are 9:00 A.M. to 5:00 P.M. Central Standard Time Monday through Friday. You can reach our Help Desk Department in the following ways:

• Phone: 1.888.583.3000• Fax: 847.674.0544• E-mail: [email protected]

Related Manuals

There are several manuals you might have to referred to while using the Timekeeper module. The following table lists the names of the manuals and locations of the manuals.

Manual Description and Location

Accounts Receivable Manual This manual documents the features available in the Accounts Receivable module by Best Software.

Job Cost Manual This manual documents the features available in the Job Cost module by Best Software.

Payroll Manual This manual documents the features available in the Payroll module by Best Software.

http://www.hightowerinc.com

http://www.hightowerinc.com

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___________________________________________________________

This concludes Chapter 1: Introduction of the Timekeeper manual.

Sales Order Manual This manual documents the features available in the Sales Order module by Best Software.

Time and Billing Manual This manual documents the features available in the Time and Billing module by HighTower, and is available through the Help menu.

Time and Billing Professional Manual This manual documents the features available in the Time and Billing Professional module by HighTower, and is available through the Help menu.

Manual Description and Location

Chapter 2: Timekeeper Concepts Timekeeper Manual

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Timekeeper ConceptsChapter 2

Chapter 2: Timekeeper Concepts explains different concepts you need to know to use your Timekeeper module to the fullest extent.

Different Variations of the Timekeeper Module

There are four variations of the Timekeeper module that different employees can use to record time.

• Timekeeper for PDA - The PDA version can be installed on a Palm OS or Pocket PC (Windows CE) device for users who enter their time using handheld devices.

• Timekeeper Remote Application - The Timekeeper Remote application includes a time-entry window for users that do not use a company’s MAS 90/MAS 200 system.

• Full Timekeeper Module - The full Timekeeper module runs on a fully installed MAS 90/MAS 200 system. This module allows MAS 90/MAS 200 to use the time entries created in the PDA and Timekeeper Remote application.

• .timekeeper - The .timekeeper module runs on your company’s website.

There are different installations for a Palm OS device, a Pocket PC (Windows CE) device, the Timekeeper Remote application, .timekeeper, and the full Timekeeper module. Review the correct section of this manual for the installation procedures.

Remote Device Licenses

Timekeeper PDA and the Timekeeper Remote application require HighTower remote device licenses. Each User/Device/Application combination requires one license. The number of device licenses available for any given MAS 90/MAS 200 system, is managed by the registration of the HighTower Library Master module from HighTower. Please contact a HighTower Salesperson to purchase licenses. If the HighTower Library Master module is not registered it will allow 45 days of access from the

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installation date for demonstration purposes, which is standard for any MAS 90/MAS 200 module. The Remote License Maintenance feature will allow one User/Device/Application to be entered and accessed 40 times. See the HighTower Library Master Manual for full details.

Synchronizing Data

To keep the data between the PDA device, Timekeeper Remote, and the MAS 90/MAS 200 system consistent, you must synchronize the data. By synchronizing the data, you send the information the user entered in the PDA or Timekeeper Remote to the Timekeeper module on the MAS 90/MAS 200 system, and you download the latest data from the MAS 90/MAS 200 system to the PDA or Timekeeper Remote application.

Synchronizing Palm OS Devices

Palm OS devices come installed with the HotSync® Manager application. This application exchanges the information available on the Palm device to the MAS 90/MAS 200 system. The MAS 90/MAS 200 workstation that will synchronize the data requires the Palm™ Desktop application by palmOne™, Inc. (version 4.0 or later). The installation will supply the HotSync® Manager application.

Synchronizing Pocket PC (Windows CE) Devices

Pocket PC (Windows CE) devices must be connected to the workstation running MAS 90/MAS 200 via ActiveSync® by Microsoft. To synchronize a Pocket PC (Windows CE) device, use the Windows CE Sync feature available in the Timekeeper module’s Remote menu.

Synchronizing Timekeeper Remote

The users running Timekeeper Remote can synchronize the data by clicking the Sync button available on the Timekeeper Remote window.

How Timekeeper Works

An employee records time spent on billable projects on a PDA, while another employee enters standard workable hours through Timekeeper Remote. The PDA user connects the Palm device to the computer that will use the synchronized data and performs the synchronization. The

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Timekeeper Remote user clicks the Sync button and sends the data to location of the MAS 90/MAS 200 system. Their time entries are sent to MAS 90/MAS 200 while their applications receive the latest MAS 90/MAS 200 information such as the latest customer, project, and activity lists.

Once the data is available in MAS 90/MAS 200, another user with the full MAS 90/MAS 200 system can view the time entries using the Timekeeper module. A manager or payroll personnel can also approve or reject time entries. If approved, time entries are updated throughout the entire MAS 90/MAS 200 system, and to the integrated modules.

Timekeeper Work in Process (WIP) File

The Timekeeper Work in Process (WIP) file is central to all data processing that occurs in the Timekeeper module. The WIP file can receive input from the Timekeeper Remote program and a PDA source. Timekeeper enables you to post WIP file data to the integrated application you specify.

Timekeeper setup enables you to use various sources for time data input. You can post WIP data to the integrated module that you specify on the Timekeeper Options Main tab. Timekeeper enables you to post data from the WIP file to any of the following modules:

• Accounts Receivable

• Job Cost

• Payroll

• Sales Order

• Time and Billing

• Time and Billing Professional

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The following diagram illustrates the data linkages in Timekeeper.

Integrated MAS 90/MAS 200 Modules

The Timekeeper Options window allows you to select other MAS 90/MAS 200 to integrate data with Timekeeper. The modules listed on the Timekeeper Options window are limited to the modules that are configured for the current company. The integrated modules allow Timekeeper to post data from the WIP file to Accounts Receivable, Accounts Receivable with Job Cost data, Job Cost, Payroll, Payroll with Job Cost data, Sales Order, Time and Billing, or Time and Billing Professional. The following list describes how data is posted.

• If Accounts Receivable is the integrated module, then data from the WIP file will be posted to A/R Invoice Data Entry.

If Job Cost is integrated with Accounts Receivable and Accounts Receivable is integrated with Job Cost, then you can select Accounts Receivable with Job Cost as the integrated module. Data from the WIP file will be posted to A/R Invoice Data Entry with Job Cost data.

INPUT PDA Import Timekeeper Remote

Timekeeper WIP File

Accounts Receivable

POSTING

Job Cost

Payroll Sales Order

Time & Billing

Time & BillingProfessional

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• If Job Cost is the integrated module, then data from the WIP file will be posted to J/C Job Posting Entry of the Direct Cost type.

• If Payroll is the integrated module, then data from the WIP file will be posted to Payroll Data Entry.

If Timekeeper is integrated with any module other than Payroll, then you can select the Additionally Integrate with Payroll check box in the Timekeeper options window. This integration allows you to post data from the WIP file to Payroll at the same time that you are posting data to the other integrated module.

If the integrated module is Accounts Receivable, Accounts Receivable with Job Cost, Sales Order, Time and Billing or Time and Billing Professional and you select the Additionally Integrated with Payroll check box, then if Payroll is integrated with Job Cost, you can also select the Include Job Cost Data with Payroll check box. This feature allows you to post data from the WIP file to Payroll with Job Cost data.

If the integrated module is Payroll and the Payroll module is integrated with Job Cost then you can also select the Additionally Integrated with Payroll check box. This option will update Payroll Data Entry with the job number setup in the Timekeeper Project Maintenance feature.

• If Sales Order is the integrated module, then data from the WIP file will be posted to S/O Invoice Data Entry.

• If Time and Billing is the integrated module, then data from the WIP file will be posted to T/B Time/Expense Entry.

• If Time and Billing Professional is the integrated module, then data from the WIP file will be Posted to T/2 Time/Expense Entry.

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This concludes Chapter 2: Timekeeper Concepts of the Timekeeper manual.

�NOTE: If you select Job Cost as your integrated module, you cannot select Include Job Cost Data with Payroll because it would result in a double posting to the Job Cost module.

Workstation Instructions

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Installing the Timekeeper ModuleChapter 3

Chapter 3: Installing the Timekeeper Module provides detailed installation instructions, and contains the steps to register the Timekeeper module.

System Requirements

Best Software does set standard system requirements for workstations using MAS 90/MAS 200. See the system requirements determined by Best (www.bestsoftware.com).

Installing Timekeeper

Complete the following steps to install the Timekeeper module.

1 Close all programs.

2 Insert your HighTower Enhancements CD-ROM into your CD-ROM drive. The installation screen appears.

http://www.bestsoftware.com

http://www.bestsoftware.com

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3 Select Install HighTower Enhancements. The system starts the installation wizard.

4 Click Next from the main welcome screen to begin installation.

Welcome Window

Software License Agreement Window

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5 Click Yes in the software license agreement screen.

6 Browse to the location on your computer where your MAS 90/MAS 200 system is installed and click Next.

7 Select the Timekeeper from the list of HighTower applications and click Next.

Installation Location Window

HighTower Components Window

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A warning dialog box displays reminding you to close MAS 90/MAS 200 before proceeding with the installation.

8 Verify the installation settings and click Next.

9 Click Finish to complete the installation. You may view the Read Me file by selecting the Launch Read Me check box.

Current Settings Window

Finish Installation Window

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System Startup

System Startup is an automatic procedure that must be performed once per company. This procedure is initiated the first time you access Timekeeper for a specific company.

Setup the Timekeeper Module in the Role Maintenance

You must make sure that you check the module in the Role Maintenance feature of the MAS 90/MAS 200’s Library Master module.

1 From the MAS 90/MAS 200’s Library Master, select Role Maintenance from the Main menu.

2 Select your user role defined for your MAS 90/MAS 200 system. See your MAS 90/MAS 200 Library Master Manual for more information.

3 Check the Timekeeper option.

4 Click the Accept button.

Role Maintenance Window

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Register the Timekeeper Enhancement

When you try to open the Timekeeper module for the first time, you will need to register the enhancement. You will receive a registration ID and key from your HighTower representative. You can install all HighTower enhancements for a 45-access trial period. When you purchase an enhancement, you will receive a registration ID and key from your HighTower representative. You register HighTower enhancements through the HighTower Library Master module.

1 From the HighTower Library Master module, select HighTower Enhancement Registration from the Main menu. The Enhancement Registration window appears.

2 Enter the registration key in the Registration Key field.

3 Enter the unlocking key in the Product Key field.

4 Click Accept. The system will register all purchased HighTower enhancements.

See the HighTower Library Master Manual for more information.

HighTower Enhancement Registration Window

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MAS 200 or MAS 200 for SQL Installations

After the installation or upgrade is completed on the MAS 200 server, you must run the a Client Server Workstation Install on each workstation for each HighTower enhancement that has been installed or upgraded.

1 To run the Client Server Workstation Install, click on the Utilities menu of HighTower Library Master module. Click on the Client Server Workstation Install menu option to display the Client Server Workstation Installation window.

2 For each enhancement there are three options that may be selected - Install, Help, and Manual. Select Install (the Help and Manual options are not required). After the options have been selected, click Proceed to install the selected options to the workstation.

See the HighTower Library Master Manual for more information.

Defining the Timekeeper Enhancement

The System Startup occurs when you try to access the Timekeeper module for the first time.

1 Select an option from the Timekeeper module. If the application has not been activated, the following dialog box displays.

MAS 90 Dialog Box

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2 Click Yes. The Company Maintenance window appears.

3 Click the Activate button. The Activate Application window appears.

4 Select the Timekeeper module and click Proceed.

�NOTE: For more information about activating modules, see the Library Master Module Manual by Best Software.

Company Maintenance Window

Activate Application Window

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5 On the Modules menu, click Timekeeper. The application displays the Change Date window.

6 Click OK. You can change the date, but the application defaults to the current accounting date. The following dialog box displays.

7 Click Yes to begin defining files to start Multi-Bin Advanced Distribution.

When all data files are defined, you automatically advance to options in the Timekeeper Setup menu. See Chapter 5: Using the Setup Menu for more information about the options in the Setup menu.

___________________________________________________________

This concludes Chapter 3: Installing the Timekeeper Module of the Timekeeper manual.

Change Date Window

MAS 90 Dialog Box

Chapter 4: Navigating in Timekeeper Timekeeper Manual

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Navigating in TimekeeperChapter 4

Chapter 4: Navigating in Timekeeper contains instructions on how to access specific features of the Timekeeper module. This chapter describes how to access windows in Timekeeper, use the menu bar, and use different button fields available in the module.

Using the Modules Tree

The Timekeeper module displays the menu options in the MAS 90/MAS 200 Modules tab, which contains the "tree-like" view. You can access a window in the Timekeeper module through the tree-like view.

MAS 90 Window

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Open a Timekeeper Window through the Modules Tree

1 Double-click the Timekeeper module from the Modules tab. The module expands to display all the menu options available in the Timekeeper module.

2 Click on the menu option you want to access. The names of the windows available in the menu appear on the right side of the MAS 90/MAS 200 window.

3 Double-click on the name of the window to open. The system displays the selected window.

Windows Available in the Setup Menu

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Using the Timekeeper Menu Bar

The Timekeeper menu bar is available through the MAS 90/MAS 200 menu bar. You can access the windows in the Timekeeper module through the menu bar.

Open a Timekeeper Window through the Menu Bar

1 From the Modules menu, select Timekeeper.

2 Select the menu option, then select the name of the window. The system displays the window.

After opening the Timekeeper module, the Timekeeper menu appears in the right side of the menu bar. You can access additional Timekeeper windows using this menu bar.

MAS 90 Window

Timekeeper Menu

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Using Button Fields in Timekeeper

The Timekeeper module uses the standard MAS 90/MAS 200 button fields that you use to perform a specific activity. You can also use the keyboard to perform many of the same functions. The following table describes each button and provides the keyboard variation of the button when applicable.

Button Keyboard Description

TAB Advances you to the next field on a window.In a grid, pressing the TAB key moves focus from cell to cell. At the end of the row, pressing TAB moves the key to the next row.

ENTER Advances you to the next required field on a window and allows you to save changes.

SPACEBAR You can use the spacebar to clear or select a check box or radio button field.

BACKSPACE Deletes the information in a field.

ESC Closes the current window.In a grid, pressing the ESC key cancels a cell entry.

DELETE Deletes information from a field.

HOME Highlights the first item in a list box or Lookup window.In a grid, pressing the HOME key moves focus to the first cell of a row.

END Highlights the last item in a list box or Lookup window.In a grid, pressing the END key moves focus to the last cell of a row.

PAGE UP Highlights an item in the previous page of a list box or Lookup window.

PAGE DOWN Highlights an item in the next page of a list box or Lookup window.

CTRL+HOME In a grid, moves focus to the first row in the same cell position.

CTRL+END In a grid, moves focus to the last row in the same cell position.

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CTRL+ENTER In a grid, adds line feeds to comments.

CTRL+INSERT Inserts a line.

CTRL+DELETE Deletes the current line.

ARROW In a grid, pressing the ARROW keys moves focus from cell to cell.

F1 in a Field Displays the pop-up help for the current field.

F1 on a Window Displays the help for the entire window.

F2 Displays the Lookup window for the current field. Select an item from the Lookup window and click Select. The item appears in the field.

F3orALT+L

Displays an alternate Lookup window for the current field. This window is usually more tailored for the current field than the general Lookup window. Select an item from the Lookup window and click Select. The item appears in the field.

F4 Allows you to print the information available on a window. This option my display an options window, where you can select the type of data to include in a printout.

F5 In a grid, allows you to toggle between the primary and secondary grids.

Opens a window for you to perform a special task associated to the field or window. Usually allows you to display/enter lot/serial items.

CTRL+F5 Many windows display Browse buttons in the lower left corner, to help you browse through existing records. This button displays the first record available.

CTRL+F6 Many windows display Browse buttons in the lower left corner, to help you browse through existing records. This button displays the previous record available.

CTRL+F7 Many windows display Browse buttons in the lower left corner, to help you browse through existing records. This button displays the next record available.


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CTRL+F8 Many windows display Browse buttons in the lower left corner, to help you browse through existing records. This button displays the last record available.

ALT+A Saves the information you added or changed in a window.

ALT+C Disregards any changes you entered in a window.

ALT+D Removes the currently selected record from the MAS 90/MAS 200 system.

ALT+P Click this button to print a report, journal, or listing.

ALT+V Click this button to preview a report, journal, or listing before printing it.

ALT+S Click this button to change the printing configurations for the report, journal, or listing.

SHIFT+F1 Displays Help text for the window.

ALT+O Click OK for dialog boxes and line entries.

ALT+U Undo line changes.

ALT+N Inserts a line.

ALT+E Deletes a line.

ALT+1, 2, 3 . . . In a data entry window, selects the first tab, second tab, third tab . . .

ALT+B Opens a Batch window where you can start a multiple data entry session.

Sends an e-mail to the address entered in the E-mail Address field.


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Displays a text window to enter or view additional information about an item.

ALT+M Opens the Memo Maintenance window where you can write a memo.

ALT+M Displays a memo already assigned to a customer or item.

ALT+Q Launches the MapQuest website for directions to a location.

ALT+S Shows the image specified at the adjacent field.

ALT+S Search through a list or Lookup window for items that match a specified search criteria. Use the Search option to limit the number of items in a list or Lookup window.

ALT+U Launches a website based on the URL entered at the URL Address field.

ALT+N Displays the next number for a record. Click this button to add a new item.

ALT+Z Displays the details of an item.

Calculates the net balance.

F2 Opens the calculator.

F2 Opens the calendar.

Displays options for changing budget amounts.

ALT+U De-selects all rows in a grid.

ALT+S Selects all rows in a grid.


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Selects a column in a grid.

Selects a row in a grid.

Selects all rows in a grid.

Selects the total row in a grid.

ALT+N Inserts a row in a grid.

ALT+W Moves a row down in a grid.

ALT+U Moves a row up in a grid.

Preview button.

ALT+E Deletes a row in a grid.

ALT+R Resets a row in a grid.

Saves changes.

Switches between displaying the New Balance view and the Debits and Credits view.

Lists files in a directory.

Opens a Text Maintenance window where you can write an extended description.

This button is available on a Lookup window. Click Filters to enter additional filters for the lookup. The text on this button will appear in red, if filters already exist.


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___________________________________________________________

This concludes Chapter 4: Navigating in Timekeeper of the Timekeeper manual.

This button is available on a Lookup window. Click Custom to create a unique lookup view by adding, removing, and/or modifying columns and filters.

This button is available on a Lookup window. Click Find to activate the search.

Click Select to select a record, or double-click the current line.


Chapter 5: Using the Setup Menu Timekeeper Manual

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Using the Setup MenuChapter 5

Chapter 5: Using the Setup Menu teaches you how to setup options for your company and how to create and maintain standard data used within the Timekeeper module. The activities in this chapter are performed by a manager or system administrator.

How to Use the Setup Menu

The Timekeeper Setup menu contains the features used to build and maintain the files required for the operation of the Timekeeper module. You might not need to use every feature available in the Setup menu. Select only the options your company requires.

This chapter does not describe every procedure that can be completed on a Setup window. This chapter describes each option so you can setup your Timekeeper system quickly and start using the module. Detailed instructions about changing information, deleting information, and printing from the Setup windows are available in the online help. The following instructions provide a quick overview of how to complete these procedures.

Open a Window from the Setup Menu


2 Click on the Setup menu. The names of the windows available in the menu appear on the right side of the MAS 90/MAS 200 window.

Windows Available in the Setup Menu

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Add a Record

1 Enter the new record name or number in the first field on the window.

Every window in the Setup menu, with the exception of the Timekeeper Options window and the Timekeeper Import window, allows you to manually enter new information in the first field.

2 Set the options your company requires from the fields available on the window. See the section in this chapter for detailed information about each option you can set.

3 Click the Accept button to save the changes.

Change a Record

1 Click the button in the first field to select a record account from the Lookup window. The system displays the record’s information in the window.

2 Set the options your company requires from the fields available on the window. See the section in this chapter for detailed information about each option you can set.


Delete a Record


2 Click the Delete button. The system displays a warning dialog box similar to the following.

Warning Dialog

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3 Click the Yes button. The record is deleted.


Print a Setup Listing

You can print information from any of the windows available in the Setup menu. These windows provide a listing of the options set or the records available. For many of the windows you can select the type of information to include in the listing. For detailed information about each type of listing, see the online help.

1 Click the button on the window. A Listing window similar to the following appears.

2 Select how to sort the list from the Sort Options field.

3 Select the type of information to include in the list from the remaining fields on the Listing window. For many fields you can select all records or a range of information. For example, in the previous picture you can check All to print all exceptions, or you can use the Lookup windows in the Starting and Ending fields and select specific exceptions. If there is a date field available in a Listing window and you want to print information for a particular date, enter the same date in the Starting and Ending fields.

4 Click the Print button to print the list or the Preview button to preview the list.

Exception Listing Window

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Timekeeper Options

The module "Options" window, a standard feature available in all MAS 90/MAS 200 accounting software modules, allows you to customize each module to fit your company’s specific accounting requirements. The Timekeeper Options window allows you to select from a wide range of options. Using this feature you tailor the Timekeeper module to suite your business requirements. Configure which MAS 90/MAS 200 modules will integrate with Timekeeper, set standards for company terminology, and determine billing procedures.

After installing Timekeeper, the system startup process begins and the Timekeeper Options window appears. You can setup the module right after installation and update the configuration whenever required by your business.

The Timekeeper Options window contains two tabs for different configuration settings.

Configure the Standard Timekeeper Options in the Main Tab

The Main tab contains the general settings for the Timekeeper module.

Timekeeper Options Window - Main Tab

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1 Select the main module that will integrate with the Timekeeper module from the Integrated Application field. You must select one module. The following table describes each option.

Field Description

Accounts Receivable Select this option to integrate Timekeeper with the Accounts Receivable module. Timekeeper will post time entries to the A/R Invoice Data Entry feature, allowing your company to bill clients for time-based projects. When you select this option, the Additionally Integrate with Payroll, Billing Rate Source, Allow Entry of Expenses, Require Management Approval, Require Secondary Approval, Lock Approved WIP, Allow On Hold WIP, Allow Billing Rate Inquiry, Post to Existing Invoices, Post Descriptions as Comment Lines, First Comment Line Includes, and Capitalization fields are the only fields available on the Main tab.

Accounts Receivable with Job Cost

If the Accounts Receivable module is integrated with the Job Cost module and the Job Cost module is integrated with the Accounts Receivable module, you can set Timekeeper data to be available in both modules. As a result, time entries will be posted to A/R Invoice Data Entry with Job Cost data. When you select this option, the Additionally Integrate with Payroll, Billing Rate Source, Allow Entry of Expenses, Require Management Approval, Require Secondary Approval, Lock Approved WIP, Allow On Hold WIP, Allow Billing Rate Inquiry, Post to Existing Invoices, Post Descriptions as Comment Lines, First Comment Line Includes, and Capitalization fields are the only fields available on the Main tab.

Sales Order Select this option to integrate Timekeeper with the Sales Order module. Timekeeper will post time entries the S/O Invoice Data Entry feature, allowing your company to create accurate sales invoices. When you select this option, the Additionally Integrate with Payroll, Billing Rate Source, Allow Entry of Expenses, Require Management Approval, Require Secondary Approval, Lock Approved WIP, Allow On Hold WIP, Allow Billing Rate Inquiry, Post to Existing Invoices, Post Descriptions as Comment Lines, First Comment Line Includes, and Capitalization fields are the only fields available on the Main tab.

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2 Select the additional Payroll and Job Cost integration options.

Time and Billing Select this option to integrate Timekeeper with the HighTower Time and Billing module. Timekeeper will post time entries to the Time/Expense Entry feature, allowing your company to create accurate billing invoices for time-based projects. When you select this option, the Additionally Integrate with Payroll, Billing Rate Source, Allow Entry of Expenses, Require Management Approval, Lock Approved WIP, Allow On Hold WIP, Post Descriptions as Comment Lines, and Capitalization fields are the only fields available on the Main tab.

Payroll Select this option to integrate Timekeeper with the Payroll module. Timekeeper will post time entries to the Payroll Data Entry feature, allowing your company to print accurate payroll checks. When you select this option, the Allow Salary Employees, Allow Entry of Expenses, Require Management Approval, Lock Approved WIP, Allow On Hold WIP, and Capitalization fields are the only fields available on the Main tab.

Job Cost Select this option to integrate Timekeeper with the Job Cost module. Timekeeper will post time entries to the J/C Job Posting Entry feature, allowing your company to accurately determine the cost of a project. When you select this option, the Additionally Integrate with Payroll, J/C Credit Account, Unit Cost Source, Allow Entry of Expenses, Require Management Approval, Lock Approved WIP, Allow On Hold WIP, and Capitalization fields are the only fields available on the Main tab.

Time and Billing Professional

Select this option to integrate Timekeeper with the HighTower Time and Billing Professional module. Timekeeper will post time entries to the T/2 Time/Expense Entry feature, allowing your company to create accurate billing invoices for time-based projects. When you select this option, the Additionally Integrate with Payroll, Billing Rate Source, Allow Entry of Expenses, Require Management Approval, Require Secondary Approval, Lock Approved WIP, Allow On Hold WIP, Allow Billing Rate Inquiry, Post to Existing Invoices, Post Descriptions as Comment Lines, and Capitalization fields are the only fields available on the Main tab.

Field Description

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• Check Additionally Integrate with Payroll to post time entries to Payroll, as well as the module selected in the Integrated Application field.

• Check Allow Salary Employees to post time entries of salaried employees to Payroll. If this option is not selected, Timekeeper posts time from hourly employees only. This field is available only if Additionally Integrate with Payroll is selected.

• Check Include Job Cost Data with Payroll to post Job Cost data with Payroll data. This field is available only when Additionally Integrated with Payroll is selected, and the Payroll module is integrated with the Job Cost module.

• Select the General Ledger credit account for direct job cost posting entry in the J/C Credit Account field. This field is only available if Job Cost is selected in the Integrated Application field.

• Select the source for the billing rate/cost rate for time entry in the Billing Rate Source or Unit Cost Source field. If you selected Job Cost in the Integrated Application field, the Unit Cost Source field appears. The following table describes each feature.

3 Check Allow Entry of Expenses to allow employees to enter expense data in Timekeeper Entry.

Option Description

Employee Timekeeper uses the billing rate configured for an employee in the Employee Maintenance window.

Customer Timekeeper uses the billing rate configured for a customer in the Customer Maintenance window.

Project Timekeeper uses the billing rate configured for a project in the Project Maintenance window.

Activity Timekeeper uses the billing rate configured for an activity in the Activity Maintenance window.

Application Timekeeper uses the billing rate configured in the integrated module selected in the Integrated Application field.

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4 Set approval standards for Timekeeper.

• Check Require Management Approval to require a manager to approve each time/expense entry before it can be posted to the integrated module.

• Check Require Secondary Approval to require a secondary approval for each time/expense entry before it can be posted to the integrated application. When this option is selected, the Secondary field becomes available.

• Select the person responsible for the secondary approval from the Secondary field. You can select either Customer or Salesperson. This field is available only if the Require Secondary Approval option is selected.

• Check Lock Approved WIP to prevent Timekeeper Remote users from changing approved work in process (WIP) entries. This field is only available when either the Require Management Approval or Require Secondary Approval options are selected.

• Check Allow On Hold WIP to mark a work in process entry as On Hold. Entries on hold cannot be approved unless a department manager or corporate administrator has override privileges.

• Check Allow Billing Rate Inquiry to allow a user to change an employee’s level of access in the Employee Maintenance window. This field is available only if Accounts Receivable, Accounts Receivable with Job Cost, or Sales Order is selected in the Integrated Application field.

5 Select how to post data to the integrated module.

• Check Post to Existing Invoices to post the imported Timekeeper data to existing invoices. This field is available only if Accounts Receivable, Accounts Receivable with Job Cost, or Sales Order is selected in the Integrated Application field.

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• Check Post Descriptions as Comment Lines to post descriptions as comment lines in the module selected in the Integrated Application field. This field is available only if Accounts Receivable, Accounts Receivable with Job Cost, Sales Order, Time and Billing, or Time and Billing Professional is selected in the Integrated Application field.

• Select the data to include in the first line of comments posted to the integrated module from the First Comment Line Includes field. You can select User Code, User Name, Date Only, or None. This field is only available if Accounts Receivable, Accounts Receivable with Job Cost, or Sales Order is selected in the Integrated Application field.

• Select how Timekeeper will capitalize descriptions in the Timekeeper WIP Selection window from the Capitalization field. Select All Uppercase to capitalize all letters, No Change to keep the capitalization as entered, or Proper Case to capitalize the first character of every word.

Change Timekeeper Terminology in the Terminology Tab

The Terminology tab enables you to change specific Timekeeper terminology to match the terminology your organization uses. Changing the terminology will change the names of menu bar descriptions, Timekeeper windows, and Timekeeper fields.

�NOTE: Some words do not look right when you choose to capitalize the first letter of every word. For example, small words like “and” or “in” should not be capitalized. Although you can define general capitalization settings in Timekeeper Options, use the Word Substitution Maintenance window to define custom rules for specific words and to override the setting made in Timekeeper Options when a conflict occurs.

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1 Enter the changes for the Timekeeper terms in the text fields available on the window. You can change the terminology for Employee, Customer, Project, and Activity.

2 Click Accept to save the changes.

Timekeeper Options Window - Terminology Tab

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Department Maintenance

Use the Department Maintenance window to maintain a list of your organization’s departments. You must define at least one department to use the Timekeeper module.

Create a Department

1 Enter a two-character, numeric only code to identify a department in the Department field. Click the button to search for a department that is already available in Timekeeper, so you can change the settings.

2 Enter a description for the department in the Description field.


�NOTE: Departments used in Timekeeper are independent of other MAS 90/MAS 200 modules, such as Payroll. It is highly recommended that you maintain a consistent department naming convention among modules.

Department Maintenance Window

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Employee Maintenance

A MAS 90/MAS 200 user must be assigned to an employee in order to use Timekeeper Entry. Use the Employee Maintenance window to view and maintain employee data. You may import employee data into Timekeeper from other systems including Payroll and Time and Billing Professional. In order to import employee data from other systems, you must specify the employee code as it appears in each system. Depending on your integration settings, certain fields may not be available. You can also set up preferences for the current employee and allow them to override on hold work in process (WIP) entries, or be defined as a department manager or corporate administrator.

The Employee Maintenance window consists of three tabs for different settings.

Create the Employee on the Main Tab

The Main tab of the Employee Maintenance window enables you to specify information about an employee. The Main tab also contains features required for remote solutions. See the Setup a Device for an Employee section for more information.

Employee Maintenance Window - Main Tab

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1 Enter an alphanumeric code (0-9 or A-Z) to identify a new employee in the Employee field. Click the button to search for an employee that is already available in Timekeeper, so you can change the settings.

2 Enter the employee’s full name in the text field available.

3 Enter the MAS 90/MAS 200 user code to link to this employee in the MAS90 User field. This field is only required if the employee will be entering time through Timekeeper Entry. Timekeeper Entry will verify the current MAS 90 user and default the entry window to the linked employee. If an employee linked to the current MAS 90 user is not found, Timekeeper Entry will not proceed.

4 For an employee that will use Timekeeper Remote, Timekeeper PDA, or .timekeeper, enter the remote user this employee will use for these applications in the Remote User field. Please see the Timekeeper Remote, Timekeeper PDA, or .timekeeper section for more information.

5 Select or enter the two-digit department code for the employee in the Department field. Click the button to create a new department code by launching the Department Maintenance window.

6 Enter the billing rate for the employee in the Billing Rate field. You may enter up to three decimal places. This field is available only if Employee is selected in the Billing Rate Source field on the Timekeeper Options window.

7 Select how much access the employee has to the billing rate information from the Billing Rate Access field. Options include None, View, Modify, and Override. This field is available only if the Allow Billing Rate Inquiry field is selected in the Timekeeper Options window.

8 Check Department Manager to mark an employee as a manager for the department.

9 Check Corporate Administrator to mark an employee as a corporate administrator.

10 Check Override On Hold WIP to allow this employee to override an entry that has been marked as on hold. This field is only available if Allow On Hold WIP is checked in Timekeeper Options, and the Department Manager or Corporate Administrator field is selected.

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11 Assign a salesperson to the employee from the Salesperson field to access the Secondary Approval window. This field is only available if Accounts Receivable is selected in the Integrated Application field and the Secondary Approval field is selected on the Main tab of the Timekeeper Options window.

12 To match this employee with data in the Payroll system, select the Payroll employee from the P/R Employee field. This field is only available if Payroll is selected in the Integrated Application field on the Main tab of the Timekeeper Options window.

13 To match this employee with data in the Time and Billing Professional system, select the Time and Billing Professional employee from the T/2 Employee field. Several Timekeeper employees can be cross-referenced to the same Time and Billing Professional employee. Click the button to create a new Time and Billing Professional employee. This field is only available if Time and Billing Professional is selected in the Integrated Application field on the Main tab of the Timekeeper Options window.

Setup a Device for an Employee

For employees to update their Timekeeper data using HotSync functions on a Palm OS handheld, the synchronization on a Pocket PC (Windows CE) device, or within Timekeeper Remote, you must set them up through the Device Export Configuration window, which you access by clicking on the Export Config button on the Employee Maintenance Main tab. All fields on this window are required to use the synchronization process. You can choose to include all customers and clients in Accounts Receivable, Time and Billing, or Time and Billing Professional, or specify a limited range to export.

�NOTE: You can use devices with Timekeeper, only when Timekeeper Remote or the PDA has a valid serial number and unlocking key entered in Product Registration.

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1 Click the Export Config button. The Device Export Configuration window appears.

2 To apply the configuration settings to the .timekeeper application, check Apply this configuration to .timekeeper.

3 If Timekeeper is integrated with Accounts Receivable, select the Accounts Receivable customers to include in the synchronization by clicking Select All Customers, or by entering a range of customers.

4 If Timekeeper is integrated with Time and Billing, select the Time and Billing clients to include in the synchronization by clicking Select All Clients, or by entering a range of clients.

5 If Timekeeper is integrated with Time and Billing Professional, select the Time and Billing Professional clients to include in the synchronization by clicking Select All Clients, or by entering a range of clients.

Device Export Configuration Window

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6 Select the synchronization process from the Sync Options section. The following table describes each option.

7 Click OK. The files required to synchronize the employee’s PDA and Timekeeper Remote are installed on the employee’s PC. For Pocket PC (Windows CE) devices, the files are also installed on the actual device. When the employee synchronizes the information, the data selected on the Device Export Configuration window is synced.

View or Edit the Employee’s Historical Time on the History Tab

Use the History tab to view/edit historical information concerning this employee. The History tab contains a list of time data for the employee based on the fiscal year specified in the Year field.

Option Description

Synchronize the files

This option performs the full synchronization process by sending any data available in the PDA to the Timekeeper module on MAS 90/MAS 200, and by sending the MAS 90/MAS 200 data to the PDA.

Device Updates MAS 90

This option sends any data available in the PDA to the Timekeeper module on MAS 90/MAS 200.

MAS 90 Overwrites Device

This option sends the MAS 90/MAS 200 data to the PDA.

No Sync This option does not perform any synchronization.

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1 Click on the History tab from the Employee Maintenance window to access an employee’s historical hours.

2 Select the year to view from the Year field. The History tab displays the employee’s billable, no charge, non-billable, and total hours and the total amount billed for each month and the whole year.

3 Select the type of data to edit. The History tab defaults to Time Only. Select Expense Only to display expense data or Time & Expense to list data for both time and expenses. Time Only allows you to change any of the information on this tab, except the Total Hours field. Expense Only does not allow you to change any of the information. Time & Expense allows you to change the Billable Hours, No Change Hours, and Do Not Bill Hours fields.

4 Change the number of Billable Hours posted to the employee in the Month fields.

5 Change the number of No Charge Hours posted to the employee in the Month fields.

6 Change the number of Do Not Bill Hours posted to the employee in the Month fields.

Employee Maintenance Window - History Tab

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7 Change the Total Billed Amount posted to the employee in the Month fields.

Review an Employee’s Transactions

Use the Employee Maintenance Transactions tab to display a list of billing transactions for the employee.

1 Click on the Transactions tab from the Employee Maintenance window to access an employee’s transactions.

2 Use the button fields to view further details about the invoices.

• Click to search for a particular invoice. The Transaction Filter window appears.

Employee Maintenance Window - Transactions Tab

Transaction Filter Window

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Select the Date, Customer, Project, and Activity criteria for the search by checking All for each, or entering a range of data in the Starting and Ending fields. When you click OK, the Transactions tab displays data matching the selection criteria you specified.

• Click on an invoice and click the button to view the time/expense details.

Timekeeper History Window

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• Click on an invoice and click the button to view the invoice details.


Division Billing Rate Maintenance

Use the Division Billing Rate Maintenance window to define billing rate by division. This option is only available if the Allow Billing Rate Inquiry field is selected in the Timekeeper Options window.

Enter Billing Rates for Different Divisions

1 Select a division from the Division No. field. Click the button to enable a division from a list of all MAS 90/MAS 200 divisions available. Click the button to search for a division that is already enabled in Timekeeper, so you can change the settings.

Invoice Drill Down Window

Division Billing Rate Maintenance Window

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2 Enter the desired billing rate amount for the selected division in the Billing Rate field.


Customer Maintenance

The Customer Maintenance window contains information about customers. You can import customer data into Timekeeper from other systems including Accounts Receivable, Time and Billing, and Time and Billing Professional. The availability of certain fields on the Customer Maintenance window depends upon the integrated module selected in the Integrated Application field on the Timekeeper Options window.

The Customer Maintenance window consists of three tabs for entering customer information.

Create a Timekeeper Customer in the Main Tab

The Main tab of the Customer Maintenance window enables you to specify information about a customer. You can also match Timekeeper customer information with customer information in other systems.

Customer Maintenance Window - Main Tab

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1 Enter the customer code in the Customer field. The picture of the Customer Maintenance window - Main tab uses the same code that was already created for the customer in the Accounts Receivable module.

2 Enter the full name of the customer in the text field.

3 Enter the billing rate for the customer in the Billing Rate field. This rate is used if Customer is selected in the Billing Rate Source field in the Timekeeper Options window. This field is only available if Accounts Receivable, Accounts Receivable with Job Cost, Sales Order, Time and Billing, or Time and Billing Professional is selected in the Integrated Application field on the Main tab of the Timekeeper Options window.

4 Enter the pay rate for the customer in the Pay Rate field. This field is only available if Payroll is selected in the Integrated Application field on the Main tab of the Timekeeper Options window.

5 Enter the cost for the customer in the Unit Cost field. This field is only available if Job Cost is selected in the Integrated Application field on the Main tab of the Timekeeper Options window.

6 Check the Do Not Charge field if the customer is not charged for hours. This field is only available if Accounts Receivable, Accounts Receivable with Job Cost, or Sales Order is selected in the Integrated Application field on the Main tab of the Timekeeper Options window.

7 Assign a memo to a customer, click the button and select the memo from the Memo Maintenance. This field is only available if Accounts Receivable, Accounts Receivable with Job Cost, Sales Order, Time and Billing, or Time and Billing Professional is selected in the Integrated Application field on the Main tab of the Timekeeper Options window.

8 Select the Accounts Receivable customer to match this customer’s data with from the A/R Customer field. This field is only available if Accounts Receivable, Accounts Receivable with Job Cost, or Sales Order is selected in the Integrated Application field on the Main tab of the Timekeeper Options window.

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9 Select the customer’s shipping address from the S/O Ship To field. This field is only available if Sales Order is selected in the Integrated Application field on the Main tab of the Timekeeper Options window.

10 If the customer’s transactions involve payroll, select the Payroll module’s department affected from the P/R Department field. This field is only available if Payroll is selected in the Integrated Application field on the Main tab of the Timekeeper Options window.

11 Select the Time and Billing client to match this customer’s data with from the T/B Customer field. This field is only available if Time and Billing is selected in the Integrated Application field on the Main tab of the Timekeeper Options window.

12 Select the Time and Billing Professional client to match this customer’s data with from the T/2 Customer field. This field is only available if Time and Billing Professional is selected in the Integrated Application field on the Main tab of the Timekeeper Options window.

View or Edit the Customer’s Historical Time on the History Tab

Use the History tab to view/edit historical information concerning this customer. The History tab contains a list of time data for the customer based on the fiscal year specified in the Year field.

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1 Click on the History tab from the Customer Maintenance window to access a customer’s historical hours.

2 Select the year to view from the Year field. The History tab displays the customer’s billable, no charge, non-billable, and total hours and the total amount billed for each month and the whole year.


4 Change the number of Billable Hours posted to the customer in the Month fields.

5 Change the number of No Charge Hours posted to the customer in the Month fields.

6 Change the number of Do Not Bill Hours posted to the customer in the Month fields.

Customer Maintenance Window - History Tab

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7 Change the Total Billed Amount posted to the customer in the Month fields.

Review a Customer’s Transactions

Use the Customer Maintenance Transactions tab to display a list of billing transactions for the customer.

1 Click on the Transactions tab from the Customer Maintenance window to access a customer’s transactions.



Customer Maintenance Window - Transactions Tab


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Select the Date, Employee, Project, and Activity criteria for the search by checking All for each, or entering a range of data in the Starting and Ending fields. When you click OK, the Transactions tab displays data matching the selection criteria you specified.

• Click on an invoice and click the button to view the time/expense details.


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Project Maintenance

The Project Maintenance window contains information about customer projects. You can link project data into Timekeeper from other systems including Job Cost, Time and Billing, and Time and Billing Professional. To link Timekeeper project data with information from other modules, you must specify the job number or engagement code to link with the project. The fields available on the Project Maintenance window depend upon the integrated module selected in the Integrated Application field on the Timekeeper Options window.


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Create the Project in the Main Tab

The Main tab of the Project Maintenance window enables you to specify information about a project. You can also match Timekeeper project information with project information in other modules.

1 Select the customer the project is for from the Customer field.

2 Enter the new project code in the Project field, or click the button to change an existing project.

3 Enter the full description of the project in the text field.

4 Enter the billing rate for the project in the Billing Rate field. This rate is used if Project is selected in the Billing Rate Source field in the Timekeeper Options window. This field is only available if Accounts Receivable, Accounts Receivable with Job Cost, Sales Order, Time and Billing, or Time and Billing Professional is selected in the Integrated Application field on the Main tab of the Timekeeper Options window.

Project Maintenance Window - Main Tab

�HINT: Click the Summary button to display a recap of the detailed budget amounts and hours. The Project History Summary window appears displaying the budget (hours and amount), WIP (hours and amount), billed (hours and amount), and available (hours and amount).

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5 Enter the pay rate for projects in the Pay Rate field. This field is only available if Payroll is selected in the Integrated Application field on the Main tab of the Timekeeper Options window.

6 Enter the cost for projects in the Unit Cost field. This field is only available if Job Cost is selected in the Integrated Application field on the Main tab of the Timekeeper Options window.

7 Select the status of the project from the Status field. Options include Open, Complete, and Closed.

8 Check the Hold Bill While Open field to not send customer bills for open projects.

9 Enter the expected number of hours for the project in the Budgeted Hours field. This field is only available if the Allow Billing Rate Inquiry field is selected in the Timekeeper Options window.

10 Enter the expected code of the project in the Budgeted Dollars field. This field is only available if the Allow Billing Rate Inquiry field is selected in the Timekeeper Options window.

11 Select the Time and Billing engagement code from the T/B Engagement field. This field is only available if Time and Billing is selected in the Integrated Application field on the Main tab of the Timekeeper Options window.

12 Select the Time and Billing Professional engagement code from the T/2 Engagement field. This field is only available if Time and Billing Professional is selected in the Integrated Application field on the Main tab of the Timekeeper Options window.

13 Select the Job Cost module’s job number from the J/C Job Number field. This field is only available if Job Cost is selected in the Integrated Application field on the Main tab of the Timekeeper Options window.

View or Edit the Project’s Historical Time on the History Tab

Use the History tab to view/edit historical information concerning this project. The History tab contains a list of time data for the project based on the fiscal year specified in the Year field.

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1 Click on the History tab from the Project Maintenance window to access a project’s historical hours.

2 Select the year to view from the Year field. The History tab displays the project’s billable, no charge, non-billable, and total hours and the total amount billed for each month and the whole year.


4 Change the number of Billable Hours posted to the project in the Month fields.

5 Change the number of No Charge Hours posted to the project in the Month fields.

6 Change the number of Do Not Bill Hours posted to the project in the Month fields.

Project Maintenance Window - History Tab

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7 Change the Total Billed Amount posted to the project in the Month fields.

Review a Project’s Transactions

Use the Project Maintenance Transactions tab to display a list of billing transactions for the project.

1 Click on the Transactions tab from the Project Maintenance window to access a project’s transactions.



Project Maintenance Window - Transactions Tab


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Select the Date, Employee, and Activity criteria for the search by checking All for each, or entering a range of data in the Starting and Ending fields. When you click OK, the Transactions tab displays data matching the selection criteria you specified.



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Activity Maintenance

The Activity Maintenance window contains information about activities. Depending on your integration settings, you can link activity data into Timekeeper from other systems including Accounts Receivable, Sales Order, Time and Billing, Time and Billing Professional, Payroll, and Job Cost. The fields available on the Activity Maintenance window depend upon the integrated module selected in the Integrated Application field on the Timekeeper Options window.


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Create the Activity in the Main Tab

The Main tab of the Activity Maintenance window enables you to specify information about an activity.

1 Enter the new activity code in the Activity field, or click the button to change an existing activity.

2 Enter the full description of the activity in the text field.

3 Enter the billing rate for the activity in the Billing Rate field. This rate is used if Activity is selected in the Billing Rate Source field in the Timekeeper Options window. This field is only available if Accounts Receivable, Accounts Receivable with Job Cost, Sales Order, Time and Billing, or Time and Billing Professional is selected in the Integrated Application field on the Main tab of the Timekeeper Options window.

4 Select the default status for the activity from the Default Billing Status field. Options include Billable, No Charge, and Do Not Bill.

5 Check Expense to include expense costs for the activity. The Unit Rate and Markup % fields become available.

Activity Maintenance Window - Main Tab

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6 Check Do Not Charge to not charge for a particular activity. This field is only available if Allow Billing Rate Inquiry is selected on the Main tab of the Timekeeper Options window.

7 Enter the rate for the expense in the Unit Rate field. This field is only available if Expense is selected.

8 Enter the percentage markup for the expense in the Markup % field. This field is only available if Expense is selected.

9 Select the Time and Billing work code from the T/B Work Code field. This field is only available if Time and Billing is selected in the Integrated Application field on the Main tab of the Timekeeper Options window.

10 Select the Time and Billing Professional work code from the T/2 Work Code field. This field is only available if Time and Billing Professional is selected in the Integrated Application field on the Main tab of the Timekeeper Options window.

11 Select the Job Cost module’s job number from the J/C Job Number field. This field is only available if Job Cost is selected in the Integrated Application field on the Main tab of the Timekeeper Options window.

View or Edit the Activity’s Historical Time on the History Tab

Use the History tab to view/edit historical information concerning this activity. The History tab contains a list of time data for the activity based on the fiscal year specified in the Year field.

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1 Click on the History tab from the Activity Maintenance window to access an activity’s historical hours.

2 Select the year to view from the Year field. The History tab displays the activity’s billable, no charge, non-billable, and total hours and the total amount billed for each month and the whole year.


4 Change the number of Billable Hours posted to the activity in the Month fields.

5 Change the number of No Charge Hours posted to the activity in the Month fields.

6 Change the number of Do Not Bill Hours posted to the activity in the Month fields.

Activity Maintenance Window - History Tab

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7 Change the Total Billed Amount posted to the activity in the Month fields.

Review an Activity’s Transactions

Use the Activity Maintenance Transactions tab to display a list of billing transactions for the activity.

1 Click on the Transactions tab from the Activity Maintenance window to access an activity’s transactions.



Activity Maintenance Window - Transactions Tab


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Select the Date, Employee, Customer, and Project criteria for the search by checking All for each, or entering a range of data in the Starting and Ending fields. When you click OK, the Transactions tab displays data matching the selection criteria you specified.



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Billing Rate Multiplier Maintenance

Use the Billing Rate Multiplier Maintenance window to setup custom billing rate calculation methods, using multiplier factors. Multipliers are only available for non-expense activities. This option is only available if the Allow Billing Rate Inquiry field is selected in the Timekeeper Options window.


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Enter Multipliers for Billing Rates

1 Enter a two-character, alphanumeric (0-1 or A-Z) code to identify the multiplier rate in the Multiplier Code field. Click the button to search for a code that is already available in Timekeeper, so you can change the settings.

2 Enter the description for the code in the Description field.

3 Enter the desired multiplier factor in the Multiplier field.


Word Substitution Maintenance

You can use the Word Substitution Maintenance window to specify unique capitalization rules for specific words. The capitalization rules are applied to the descriptions of the time entries during the work in process (WIP) selection process automatically using the Auto Text feature. For example, if Proper Case is selected in the Capitalization field in Timekeeper Options, the word HighTower would appear as Hightower. Use Word Substitution Maintenance to correct the capitalization to HighTower.

Word Substitution Maintenance can also be used to replace a word. For example, if the HighTower abbreviation HTI is entered, Word Substitution Maintenance will change it to HighTower.

When entries made in Word Substitution Maintenance conflict with the capitalization rules you defined in Timekeeper Options, the Word Substitution entry will take precedence.

Billing Rate Multiplier Maintenance Window

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Create a Word Substitution

1 Enter a word that is commonly not capitalized correctly or an abbreviation to replace in the Word Entered field. Click the button to search for word already available in Timekeeper, so you can change the settings.

2 Enter the word to use as the replacement in the Replace with field.


Exception Maintenance

Use the Exception Maintenance window to prevent specified Timekeeper entries from posting to your system. For example, employees enter Do Not Bill time against the company regularly, for lunch or administrative work. An exception occurs when an employee mistakenly bills that time. Exceptions cause import and posting functions to fail and print an Error Log. With the Exception Maintenance, you can create a Lunch or Administrative Work exception to prevent Timekeeper form posting the activity.

Word Substitution Maintenance Window

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Create a Billing Exception

1 Enter the exception in the Exception field. Click the button to search for an exception already available in Timekeeper, so you can change the settings.

2 Select the employee that can use the excepted circumstance from the Employee field. Leave this field blank for all employees.

3 Select the customer for the excepted circumstance from the Customer field. Leave this field blank for all customers.

4 Select the project for the excepted circumstance from the Project field. Leave this field blank for all projects.

5 Select the activity that can use the excepted circumstance from the Activity field.

6 Enter the billing status for the exception in the Billing Status field. Options include Billable, No Charge, and Do Not Bill.


Timekeeper Import

The Timekeeper Import window allows you to specify which data you want to import into Timekeeper from other MAS 90/MAS 200 modules. This feature allows you to import information such as customers and activities from other modules.

Exception Maintenance Window

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Select Data to Import

1 Select the type of data to import from the Import field. The options available depend upon the module integrated with Timekeeper.

2 Click the Proceed button to view the list of possible data to import.

Timekeeper Import Window

Timekeeper Import Window

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3 If there is any data you want to change or delete, click on the row of information. Enter any changes in the Timekeeper field, or click the

button to delete the data from the import.

4 Click the Proceed button to create the data import.

Install Help on C/S Client

Select this option to install help on a client machine. Help will not work on the client machine unless you perform this function.

___________________________________________________________

This concludes Chapter 5: Using the Setup Menu of the Timekeeper manual.

Chapter 6: Using the Main Menu Timekeeper Manual

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Using the Main MenuChapter 6

Chapter 6: Using the Main Menu teaches you how to access Timekeeper’s data-entry, approval, and history functions. Employees that have MAS 90/MAS 200 on their workstations can record their time through the Main menu, and managers that approve employee times and expenses can review those records in the Main menu.

How to Use the Main Menu

The Main menu contains the options used to enter and approve time and expense records. This chapter does not describe every procedure that can be completed on a Main window. For example, this chapter does not include detailed instructions on how to print or change information from certain windows available in the Main menu. Detailed instructions about changing, deleting, and printing information from the Main windows are available in the online help. The following instructions provide a quick overview of how to complete these procedures.

Open a Window from the Main Menu

1 Double-click on the Timekeeper module from the Modules tab. The module expands to display all the menu options available in the Timekeeper module.

2 Click on the Main menu. The names of the windows available in the menu appear on the right side of the MAS 90/MAS 200 window.


Windows Available in the Main Menu

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Select Items from a Lookup List

Many fields in the Main menu feature a Lookup list. These lists allow you to select data for the field.

• Click the button in the first field to select an item from the Lookup window. The system displays the information in the field.

Delete a Record





Print from a Window

You can print information from many of the windows available in the Main menu. These windows provide a listing of the options set or the records available. For many of the windows you can select the type of information to include in the listing. For detailed information about each type of listing, see the online help.

Warning Dialog

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2 Select how to sort the list from the Sort Options field.

3 Select the type of information to include in the report from the remaining fields on the Listing window. For many fields you can select all records or a range of information. For example, in the previous picture you can check All to print all employees, or you can use the Lookup windows in the Starting and Ending fields and select specific employees. If there is a date field available in a Listing window and you want to print information for a particular date, enter the same date in the Starting and Ending fields.

4 Click the Print button to print the list or the Preview button to print preview the list.

Timekeeper Entry

Timekeeper Entry enables you to enter and maintain employee time data. If Allow Entry of Expenses is checked in Timekeeper Options, you can also enter expense data.

The Timekeeper Entry window contains two tabs for different information.

History Report Window

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Time Entries

Enter a Time Record

1 Select the employee to enter the time for from the Employee field. This field will default to your employee name.

2 Click the button to select the calendar week to enter the time for. The Timekeeper Entry window defaults to the current week.

3 Select the customer for the time entry from the Customer field.

4 Select the project, if necessary, for the time entry from the Project field.

5 Select the activity for the time entry from the Activity field.

6 Enter the hours worked in the Day field. The fields in the bottom section of the window become available.

7 Enter a description for the time entry in the Description field.

Timekeeper Window - Time Tab

�HINT: Click the Memo button in the Customer field to access the Customer Memo Inquiry window and view the memos for a customer.

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8 Select the billing status for the time entry from the Billing Status field. Options include Billable, No Charge, and Do Not Bill.

9 Select the billing option for the time entry from the Billing Option field. This field is displayed if View, Modify, or Override is selected in the Billing Rate Access field on the Employee Maintenance window. The following table describes each option.

10 Select the multiplying factor, if necessary, to apply to the time entry from the Multiplier Code field. This field is displayed if View, Modify, or Override is selected in the Billing Rate Access field on the Employee Maintenance window. A multiplier code can be entered only if the access is set to Modify or Override. The factor appears in the Multiplier Factor field.

11 Enter the billing rate for the time entry in the Rate field. This field is displayed if View, Modify, or Override is selected in the Billing Rate Access field on the Employee Maintenance window. The rate can be changed only if access is set to Override.

The billable amount appears in the Amount field.

Option Description



Division Timekeeper uses the division billing rate configured for a customer in the Division Billing Rate Maintenance window.




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12 Check Approved to approve the time entry. This field is only available if Require Management Approval is checked in Timekeeper Options, and the user is a department manager or corporate administrator. You cannot approve time entries that have been placed on hold unless Override On Hold WIP is checked in Employee Maintenance.

13 Click Accept to save all changes.

Search for a Specific Time Entry

You can use the Search function available on the Timekeeper Entry window to view a specific list of time entries.

1 Click the button on the Timekeeper Entry window. The Transaction Filter window.

2 Select the customer criteria from the Customer field.

3 Select the project criteria from the Project field.

4 Select the activity criteria from the Activity field.

5 Click the OK button. The Timekeeper Entry window displays only the time entries that meet the search criteria.

Place a Time Entry on Hold

You can place a time entry on hold through the Timekeeper Entry window. This feature is only available if Allow On Hold WIP is checked in Timekeeper Options. You cannot place a time entry on hold if the entry has been approved.

1 Click on the Day field of the entry you want to place on hold, and click the Edit button. The Detail window appears.


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2 Check On Hold and click Accept. The Detail window closes and the Timekeeper Entry window displays the hours on hold.


View the Summary of an Employee’s Hours

You can view an employee’s hours and billable amounts.

Detail Window

Hours On Hold

�HINT: You can also use the Detail window to change any information about the time entry, including the customer, billing rates, and status level.

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1 Click the button from the Time tab. The Hours Summary window appears.

2 Click the OK button when finished.

Expense Entries

On the Expense tab of the Timekeeper Entry window, you can enter any expenses that the employee had that are billable, of no charge, or not billable to a customer.

Enter an Expense Record

1 Click on the Expense tab to enter expenses.

Hours Summary Window

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2 Select the customer for the expense entry from the Customer field.

3 Select the project, if necessary, for the expense entry from the Project field.

4 Select the activity for the expense entry from the Activity field.

5 Enter a description for the activity in the Description field.

6 Select the billing status for the expense entry from the Billing Status field. Options include Billable, No Charge, and Do Not Bill.

7 Enter the percentage of the markup for the expense entry in the Markup % field. This field is displayed if View, Modify, or Override is selected in the Billing Rate Access field on the Employee Maintenance window. The markup percent can be entered only if the access is set to Modify or Override.

8 Enter the quantity of the expense item in the Units field.

Timekeeper Window - Expense Tab

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9 Enter the billing rate of the expense item in the Rate field.

The standard amount without the markup percent appears in the Amount field. The billable amount with the markup percent appears in the Bill Amount field.

10 Make any changes to the billable amount in the Bill Amount field. This field is displayed if View, Modify, or Override is selected in the Billing Rate Access field on the Employee Maintenance window. The bill amount can be changed only if access is set to Override.

11 Check Approved to approve the expense entry. This field is only available if Require Management Approval is checked in Timekeeper Options, and the user is a department manager or corporate administrator. You cannot approve expense entries that have been placed on hold unless Override On Hold WIP is checked in Employee Maintenance.

12 Click OK to add the expense entry.


Place an Expense Entry on Hold

You can place an expense entry on hold through the Timekeeper Entry window. This feature is only available if Allow On Hold WIP is checked in Timekeeper Options. You cannot place an expense entry on hold if the entry has been approved.

1 From the Expense tab, check On Hold.


Management Approval

The Management Approval window enables department managers or corporate administrators to approve employee time and expense entries. A separate row appears in the list for each entry of the selected employee. Each entry row includes a check box to indicate whether the entry has been approved or not.

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Approve an Employee’s Time and Expense Entries

1 Select the employee from the Employee field. The employee’s time and expense entries appear in the Management Approval window.

2 Check each entry to approve, or click the Approve All to approval all the entries. If an entry is on hold, only a department manager or corporate administrator with Override privileges set in the Employee Maintenance window can approve the entry.


Search for a Specific Time/Expense Entry

You can use the Search function available on the Management Approval window to view a specific list of time or expense entries.

Management Approval Window

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1 Click the button on the Management Approval window. The Transaction Filter window.




5 Select the date criteria from the Date field.

6 Click the OK button. The Management Approval window displays only the time and expense entries that meet the search criteria.

Change an Employee’s Entry

You can change the details of an employee’s time or expense entry.

1 Click on the row of the time or expense entry you want to change.

2 Click the Edit button. The Detail window appears. This window will have different fields depending on the type of entry selected. The Detail window for a time entry is available in the Place a Time Entry on Hold section. The following is the window for an expense entry.


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3 Change the date of the entry in the Date field.

4 Change the customer for the entry from the Customer field.

5 Change the project for the entry from the Project field.

6 Change the activity for the entry from the Activity field.

7 Change the billing status for the entry from the Billing Status field. Options include Billable, No Charge, and Do Not Bill.

8 For an expense entry, change the percentage of the markup for the expense entry in the Markup % field. This field is displayed if View, Modify, or Override is selected in the Billing Rate Access field on the Employee Maintenance window. The markup percent can be entered only if the access is set to Modify or Override.

Detail Window

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9 For a time entry, change the billing option from the Billing Option field. This field is displayed if View, Modify, or Override is selected in the Billing Rate Access field on the Employee Maintenance window. The following table describes each option.

10 For a time entry, change the multiplying factor to apply to the time entry from the Multiplier Code field. This field is displayed if View, Modify, or Override is selected in the Billing Rate Access field on the Employee Maintenance window. A multiplier code can be entered only if the access is set to Modify or Override. The factor appears in the Multiplier Factor field.

11 For an expense entry, change the quantity of the expense item in the Units field.

12 For a time entry, change the number of hours in the Hours field.

13 Enter the billing rate for the time or expense item in the Rate field. For a time entry, this field is displayed if View, Modify, or Override is selected in the Billing Rate Access field on the Employee Maintenance window. The rate can be changed only if the access is set to Override.

Option Description







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14 Change the billable amount in the Bill Amount field. For an expense entry, this field is displayed if View, Modify, or Override is selected in the Billing Rate Access field on the Employee Maintenance window. You can change the billable amount only if the access is set to Override.

15 Check Approved to approve the entry.

16 Check On Hold to place an entry on hold.

17 Change the description for the entry in the Description field.




1 Click the button from the Management Approval window. The Hours Summary window appears.



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Secondary Approval

The Secondary Approval window enables the secondary approver (customer or salesperson) to approve employee time and expense entries. The title of this window varies depending on the selection made in the Secondary field of the Timekeeper Options window. If Customer is selected, this window is named Customer Approval. If Salesperson is selected, this window is named Salesperson Approval.

Complete a Secondary Approval for an Employee’s Time and Expense Entries

�NOTE: A customer will have to enter a login name and password before accessing the Secondary Approval feature.

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1 Select the customer from the Customer field. The time and expense entries for the customer appear in the Secondary Approval window.

2 Check each entry to approve, or click the Approve All to approval all the entries. Entries that have been approved by a department manager or corporate administrator in the Management Approval window contain a green check mark. If an entry is on hold, only a department manager or corporate administrator with Override privileges set in the Employee Maintenance window can approve the entry.



You can use the Search function available on the Secondary Approval window to view a specific list of time or expense entries.

1 Click the button on the Secondary Approval window. The Transaction Filter window appears.

2 Select the employee criteria from the Employee field.



5 Select the date criteria from the Date field.

6 Click the OK button. The Secondary Approval window displays only the time and expense entries that meet the search criteria.


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Timekeeper History

The Timekeeper History window displays historical time entry data based on the selection criteria you specify.

View an Employee’s Historical Time

1 Select an employee from the Employee field.

2 Select the date of records from the Date field.

3 Select the sequence number from the Sequence field.

The Timekeeper History window displays the customer, project, activity, billing status, multiplier, invoice number, hours/units, rate, amount, and invoice number.

4 Click OK when finished.

___________________________________________________________

This concludes Chapter 6: Using the Main Menu of the Timekeeper manual.


Chapter 7: Using the Posting Menu Timekeeper Manual

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Using the Posting MenuChapter 7

Chapter 7: Using the Posting Menu teaches you how to post time and expense data from the Work in Process (WIP) file to the integrated application.

How to Use the Posting Menu

The Posting menu contains the options used to post time and expense records to the integrated MAS 90/MAS 200 modules. This chapter does not describe every procedure that can be completed on a Posting window. For example, this chapter does not include detailed instructions on how to print or change information from certain windows available in the Posting menu. Detailed instructions about changing, deleting, and printing information from the Posting windows are available in the online help. The following instructions provide a quick overview of how to complete these procedures.

Open a Window from the Posting Menu

1 Double-click on the Timekeeper module from the Modules tab. The module expands to display all the menu options available in the Timekeeper module.

2 Click on the Posting menu. The names of the windows available in the menu appear on the right side of the MAS 90/MAS 200 window.


Windows Available in the Posting Menu

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Select Items from a Lookup List

Many fields in the Posting menu feature a Lookup list. These lists allow you to select data for the field.

• Click the button in the first field to select an item from the Lookup window. The system displays the information in the field.

Delete a Record





Print from a Window

You can print information from many of the windows available in the Posting menu. These windows provide a listing of the options set or the records available. For many of the windows you can select the type of information to include in the listing. For detailed information about each type of listing, see the online help.


Warning Dialog

Timekeeper Register Window

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2 Enter the date to include in the Transaction Date field.


Timekeeper WIP Selection

Use the Timekeeper WIP Selection window to enter selection criteria to specify which data to post from the WIP file to the integrated module.

Select the WIP Files to Post

1 Select the dates of the WIP files to include in the Date field.

2 Select the customers of the WIP files to include in the Customer field.

3 Select the projects of the WIP files to include in the Project field.

4 Select the activities of the WIP files to include in the Activity field.

5 Select the employees of the WIP files to include in the Employee field.

6 Click Proceed. A dialog box displays containing the number of records selected.

The records selected will be available in the Selection Maintenance window.

Timekeeper WIP Selection Window

MAS 90 Dialog

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Selection Maintenance

The Selection Maintenance window allows you to review and edit time/expense data before posting these records from the WIP file to the integrated module. Entries that are "On Hold" are displayed but cannot be selected.

Review/Edit the Time/Expense Entries

1 Select the employee from the Employee field.

2 Select the date of the time/expense entry from the Date field.

3 Select the time/expense entry from the Sequence field. The details of the entry appear in the Timekeeper WIP Selection Maintenance window.

4 Change the customer for the entry from the Customer field.

5 Change the project for the entry from the Project field.

6 Change the activity for the entry from the Activity field.

7 Change the billing status for the entry from the Billing Status field. Options include Billable, No Charge, and Do Not Bill.

Timekeeper WIP Selection Maintenance Window

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8 For an expense entry, change the percentage of the markup in the Markup % field. This field is displayed if View, Modify, or Override is selected in the Billing Rate Access field on the Employee Maintenance window. The markup percent can be entered only if the access is set to Modify or Override.

9 For a time entry, change the billing option from the Billing Option field. This field is displayed if View, Modify, or Override is selected in the Billing Rate Access field on the Employee Maintenance window. The following table describes each option.

10 For a time entry, change the multiplying factor to apply to the time entry from the Multiplier Code field. This field is displayed if View, Modify, or Override is selected in the Billing Rate Access field on the Employee Maintenance window. A multiplier code can be entered only if the access is set to Modify or Override. The factor appears in the Multiplier Factor field.

11 For an expense entry, change the quantity of the expense item in the Hrs/Units field.

12 For a time entry, change the number of hours in the Hrs/Units field.

Option Description







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13 Enter the billing rate for the time or expense entry in the Rate field. For a time entry, this field is displayed if View, Modify, or Override is selected in the Billing Rate Access field on the Employee Maintenance window. The rate can be changed only if the access is set to Override.

14 Change the billable amount in the Bill Amount field. For an expense entry, this field is displayed if View, Modify, or Override is selected in the Billing Rate Access field on the Employee Maintenance window. The billable amount can be changed only if the access is set to Override.

15 Change the description for the entry in the Description field.


Timekeeper Register

The Timekeeper Register window enables you post the time/expense data you have selected from the WIP file to the integrated module.

Update the Integrated Module with the Timekeeper Data

1 Enter the posting date for the transactions in the Transaction Date field.


Timekeeper Register Window

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The Timekeeper Register displays the files being posted including employee, date, entry, entry type, customer, project, activity, hours/units, rate, amount, and bill amount information.

After the Timekeeper Register, a dialog box appears to update the integrated module.

3 After ensuring the register is accurate, click the Yes button to update integrated module with the information. The time/expense data records you specified are posted from the WIP file to the integrated module.

___________________________________________________________

This concludes Chapter 7: Using the Posting Menu of the Timekeeper manual.

Timekeeper Register

MAS 90 Dialog

Chapter 8: Using the Reports Menu Timekeeper Manual

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Using the Reports MenuChapter 8

Chapter 8: Using the Reports Menu contains instructions on how to print reports based on the information available in the Timekeeper module. This module provides a variety of timely, informative reports that help you analyze time and expense data.

How to Use the Reports Menu

The options available in the Reports menu allow your company to print or preview different reports. You can select the type of data to include in a report and determine how to sort the report.

Open a Window from the Reports Menu


2 Click on the Reports menu. The names of the windows available in the menu appear on the right side of the MAS 90/MAS 200 window.


Windows Available in the Reports Menu

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Select Data for a Report

The sections in this manual detail the different types of information you can include in an individual report. The following steps teaches you how to select the information from the fields. When you open a Report window it contains fields similar to the following picture.

1 Select how to sort the report from the drop-down list in the Sort Options field.

2 Select the type of information to include in the report from the remaining fields on the Report window. For many fields you can select all records or a range of information. For example, in the previous picture you can check All to print all employees, or you can use the Lookup windows in the Starting and Ending fields and select specific employees. If there is a date field available in a Report window and you want to print information for a particular date, enter the same date in the Starting and Ending fields.

3 Click the Print button to print the list or the Preview button to preview the report.

Work in Process Report

Use the Work in Process Report to view all the time entries listed as work in process.

T/K Work In Process Report Window

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Print the Work in Process Report

1 Select how to sort the report from the Sort Options field. You can sort the report by Employee, Customer, Activity, or Billing Status.

2 Check Include ’Do not Bill’ Entries to include work in process entries that are marked as do not bill.

3 Enter the employees to include in the Employee field.

4 Enter the departments to include in the Department field.

5 Enter the dates to include in the Date field.

6 Enter customers to include in the Customer field.

7 Enter the projects to include in the Project field.

8 Enter the activities to include in the Activity field.

9 Click the Print button to print the report or the Preview button to preview the report.

T/K Work In Process Report Window

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The T/K Work In Process Report includes the employee, customer, project, activity, bill status, entry type, description, date, hours, rate, multiplier, amount billed, and billable amount.

Employee Summary Report

The Employee Summary Report contains the details of the hours worked by a particular employee.

T/K Work In Process Report

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Print the Employee Summary Report

1 Select how to sort the report from the Sort Options field. You can sort the report by Employee or Department.

2 Select the year of data to include from the Year field.

3 Check Print Billable Hours to include hours marked as billable in the report.

4 Check Print No Charge Hours to include hours marked as no charge in the report.

5 Check Print Do Not Bill Hours to include hours marked as do not bill in the report.

6 Check Print Billed Hours to include hours that have been billed in the report.

7 Check Print Billed Expenses to include expenses that have been billed in the report.




Employee Summary Report Window

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The Employee Summary Report includes the employee and hours and expenses per month for the selected year.

Customer Summary Report

The Customer Summary Report contains the details of the hours and expenses for a particular customer.

Employee Summary Report

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Print the Customer Summary Report







7 Enter the customers to include in the Customer field.


Customer Summary Report Window

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The Customer Summary Report includes the customer and hours and expenses per month for the selected year.

Project Summary Report

The Project Summary Report contains the details of the hours and expenses for a particular project.

Customer Summary Report

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Print the Project Summary Report







7 Enter the customers to include in the Customer field.

8 Enter the projects to include in the Projects field.


Project Summary Report Window

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The Project Summary Report includes the customer, project, hours and expenses per month for the selected year.

Activity Summary Report

The Activity Summary Report contains the details of the hours and expenses for a particular activity.

Project Summary Report

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Print the Activity Summary Report









Activity Summary Report Window

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The Activity Summary Report includes the activity, hours and expenses per month for the selected year.

History Report

The History Report contains the full time and expense history for each employee, including activities and customer projects.

Activity Summary Report

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Print the History Report

1 Select how to sort the report from the Sort Options field. You can sort the report by Employee, Customer, Activity, Billing Status, or Posting Date.

2 Check Include ’Do not Bill’ Entries to include work in process entries that are marked as do not bill.



5 Enter the dates to include in the Date field.

6 Enter customers to include in the Customer field.

7 Enter the projects to include in the Project field.


9 Enter the posting dates to include in the Posting Date field.


History Report Window

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The History Report includes the employee, customer, project, activity, bill status, entry type, date, hours, rate, multiplier, amount billed, billable amount, and the posting date.

___________________________________________________________

This concludes Chapter 8: Using the Reports Menu of the Timekeeper manual.

History Report

Chapter 9: Using the Period End Menu Timekeeper Manual

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Using the Period End MenuChapter 9

Chapter 9: Using the Period End Menu explains how to purge Timekeeper history fields. The activities in this chapter are usually performed by an accountant or financial administrator at the end of each accounting period.

Purge Timekeeper History

Perform Purge Timekeeper History at the end of each accounting period (usually the last business day of each month) to clear periodic files and prepare for the following period’s business.

Purge the History Information

1 From the Timekeeper Period End menu, select Purge Timekeeper History. The Purge Timekeeper History window appears.

2 Enter the last date to include in the purge process and click Proceed. The following dialog appears.

3 Click Proceed to purge the information.

___________________________________________________________

This concludes Chapter 9: Using the Period End Menu of the Timekeeper manual.

Purge Timekeeper History Window

MAS 90 Dialog

Timekeeper Remote

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Chapter 10: Setting Up and Using Timekeeper Remote Timekeeper Manual

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Setting Up and Using Timekeeper RemoteChapter 10

Chapter 10: Setting Up and Using Timekeeper Remote contains details on how to install and configure the Timekeeper Remote application to run on a workstation or laptop without a MAS 90/MAS 200 installation. This chapter also includes how to enter time and expense records using Timekeeper Remote.

Installing Timekeeper Remote

The Timekeeper Remote application is installed when the Timekeeper module is installed on the MAS 90/MAS 200 system (see Chapter 3: Installing the Timekeeper Module). After installing the application, you must create a remote user, create a device, create a remote license, and activate the device in the Timekeeper Remote application.

Install Timekeeper Remote on a PC or Laptop

1 Access the location of the MAS 90/MAS 200 system from your network. The MAS 90/MAS directory will contain the TKSETUP directory

TKSETUP Directory

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2 Open the Setup.exe application from the TKSETUP directory within the MAS 90/MAS 200 directory. The installation wizard starts.

3 Click the Next button. The License Agreement appears.

Welcome Window

License Agreement Window

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4 Click the Yes button. The Setup Type window appears.

5 Select either MAS 200 or MAS 90 and click Next. The MAS 90/MAS 200 Location window appears.

Setup Type Window

MAS 90/MAS 200 Location Window

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6 Enter the location of your company’s MAS 90/MAS 200 system and click Next. The Destination Location window appears.

7 Enter the location for the Timekeeper Remote application and click Next. The Start Copying Files window appears.

Destination Location Window

Start Copying Files Window

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8 Click Next. The system installs the program. When finished the InstallShield Wizard Complete window appears.

9 Click Yes and click Finish. The system reboots the computer.

Configuring Timekeeper Remote

Before a user can access or synchronize data in Timekeeper Remote, the remote device license must exist. First, the user must be created as a remote user. After creating the remote user, the user must be assigned to an employee. Next, a device along with a remote license needs to be created. The following section contains the steps for creating a remote user, assigning the remote user to an employee, creating a device and device license.

Create a Remote User

The Remote User Maintenance window available in the HighTower Library Master module allows you to create remote users.

InstallShield Wizard Complete Window

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1 From the HighTower Library Master Remote menu, select Remote User Maintenance to open the HighTower Remote User window.

2 Enter the login name of the user in the Remote User field.

3 Enter the full name of the user in the User Name field.

4 Enter the user’s password in the Password field.


HighTower Remote User Window

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Assign a Remote User to an Employee

The Employee Maintenance window from the Timekeeper module must have an employee assigned to the remote user. For example, the following picture displays the John Doe user in the Remote User field.

See the Employee Maintenance section for more information on configuring Timekeeper employees.

Create a Device

The Remote Device Maintenance window available in the HighTower Library Master module is used to create remote devices for MAS 90/MAS 200.

Employee Maintenance Window

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1 From the HighTower Library Master Remote menu, select HighTower Remote Device to open the HighTower Remote Device window.

2 Enter the name of the device in the Device Name field.

3 Select Computer from the Device Type field.


Create a Remote License

The Remote License Maintenance window available in the HighTower Library Master module is used to assign available licenses to particular applications. Each User/Device/Application combination requires one license.

HighTower Remote Device Window

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1 From the HighTower Library Master Remote menu, select Remote License Maintenance to open the Remote License Maintenance window.

2 Select Timekeeper from the Module field.

3 Select the name of the remote user created in the Remote User Maintenance window from the Remote User field.

4 Select the name of the device you created in the Remote Device Maintenance window from the Remote Device field.

5 Click the Accept button. This license is set to Pending until the user synchronizes the data.

Starting the Timekeeper Remote Application for the First Time

After installing the application and creating the license, you can start the application. The first time you start the application, you must activate the remote device and synchronize the data.

Remote License Maintenance Window

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Start the Device

• From the Windows Start button, select Programs/HighTower/Timekeeper Remote. The Timekeeper Remote window appears.

Timekeeper Remote Window

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Activate the Application

1 From the Options menu, select Activate. The HighTower Remote Device window appears.

2 Select the device created in the Create a Device activity from the Device Name field.

3 Click the button to activate Timekeeper Remote. The following dialog appears.

4 Click the OK button to save the changes.

Remote Device Configuration Window

MAS 90 Dialog

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Synchronize the Data

1 From the Timekeeper Remote window, click the Sync button. The Timekeeper Logon window appears.

2 Select the company from the Company field. The synchronization process will copy the MAS 90/MAS 200 data for the company selected.

3 Select the remote user from the Remote User field.

4 Enter the user password in the Password field.

5 Click the OK button. The system synchronizes the data and activates the Timekeeper Remote window.

Timekeeper Logon Window

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Using Timekeeper Remote

With Timekeeper Remote, you can record time entries, expenses, search for an entry, and review the summary of hours, just like with the Timekeeper Entry window available in the Timekeeper module.

Timekeeper Remote Menu Bar

The Timekeeper Remote application includes a menu bar that allows you to configure the location of the MAS 90/MAS 200 system, setup synchronization options, and delete databases.


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Configure

The Configure feature from the Options menu allows you to enter the location of the MAS 90/MAS 200 system. During the Timekeeper Remote installation, you enter the location of the MAS 90/MAS 200 system. You can change this information if needed.

Configure the Location of the MAS 90/MAS 200 System

1 From the Timekeeper Remote Options menu, select Configure. The Configure window appears.

2 Enter the location of the MAS 90/MAS 200 system, or use the button to search for the location.


Activate

The Activate feature from the Options menu allows you to activate the Timekeeper Remote application. See the Activate the Application section for details on how to use this feature.

Sync

Select the Sync feature to control the synchronization process between Timekeeper Remote and the MAS 90/MAS 200 system. You can synchronize the data between both, send the updates from Timekeeper Remote to MAS 90/MAS 200, do not synchronize the data at all, or update Timekeeper Remote with the information available in MAS 90/MAS 200. These synchronization options are also available on the Device Export Configuration window in Employee Maintenance.

Configure Window

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Setup the Synchronization Process

1 From the Timekeeper Remote Options menu, select Sync. The Sync window appears.

2 Select the synchronization process you need. The following table describes each process.

3 Click Accept to save the changes. See the Synchronize the Data section to sync Timekeeper Remote.

Delete Databases

From the Utilities menu, you can access the Delete Databases option. This feature removes all Timekeeper databases along with the device activation information, and should only be used when recommended by a HighTower Help Desk representative.

Option Description

Full Sync This option sends the information available in Timekeeper Remote to MAS 90/MAS 200, and sends the data available in MAS 90/MAS 200 to the Timekeeper. The full sync process is automatically completed the first time you synchronize Timekeeper Remote.

Computer updates MAS 90 This option sends the information available Timekeeper Remote to MAS 90/MAS 200.

MAS 90 updates Computer This option sends the data available in MAS 90/MAS 200 to Timekeeper Remote.

No Sync This option does not synchronize any data.

Sync Window

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Use the Delete Databases Feature

1 From the Timekeeper Remote Utilities menu, select Delete Databases. The following warning appears.

2 Click the Yes button. All Timekeeper data is removed and the activation settings are invalidated.

Time/Expense Entries in Timekeeper Remote

Enter a Time Record

1 Select the date for the time entry from the Date field.

Timekeeper Remote Warning


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2 Select the customer for the time entry from the Customer field.

3 Select the project, if necessary, for the time entry from the Project field.

4 Select the activity for the time entry from the Activity field. If the activity is a time related activity, the Timekeeper Remote window will display the time related fields.


6 Select the billing option for the time entry from the Billing Option field. This field is displayed if View, Modify, or Override is selected in the Billing Rate Access field on the Employee Maintenance window. The following table describes each option.

7 Select the multiplying factor, if necessary, to apply to the time entry from the Multiplier Code field. This field is displayed if View, Modify, or Override is selected in the Billing Rate Access field on the Employee Maintenance window. A multiplier can be entered only if the access is set to Modify or Override. The factor appears in the Multiplier Factor field.

Option Description







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8 Enter the hours worked in the Hours field.

9 Enter the billing rate for the time entry in the Rate field. This field is displayed if View, Modify, or Override is selected in the Billing Rate Access field on the Employee Maintenance window. The rate can be changed only if the access is set to Override. This field is not displayed if the Billing Option field is set to Application.


11 Check Approved to approve the time entry. This field is only available if Require Management Approval is checked in Timekeeper Options, and the user is a department manager or corporate administrator. You cannot approve time entries that have been placed on hold unless Override On Hold WIP is checked in Employee Maintenance.

12 Check On Hold to place the time entry on hold. You cannot place an approved time entry on hold.

13 Click OK to save the changes.

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Enter an Expense Record

1 Select the date for the expense entry from the Date field.

2 Select the customer for the expense entry from the Customer field.

3 Select the project, if necessary, for the expense entry from the Project field.

4 Select the activity for the expense entry from the Activity field. If the activity is an expense, the Timekeeper Remote window will display the expense related fields.



7 Enter the billing rate for the expense entry in the Rate field. The billable amount appears in the Amount field.


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8 Enter a description for the expense entry in the Description field.

9 Check Approved to approve the expense entry. This field is only available if Require Management Approval is checked in Timekeeper Options, and the user is a department manager or corporate administrator. You cannot approve time entries that have been placed on hold unless Override On Hold WIP is checked in Employee Maintenance.

10 Check On Hold to place the expense entry on hold. You cannot place an approved expense entry on hold.

11 Click OK to save the changes.


You can use the Search function available on the Timekeeper Remote window to view a specific list of time or expense entries.

1 Click the button on the Timekeeper Remote window. The Transaction Filter window appears.




5 Click the OK button. The Timekeeper Remote window displays only the entries that meet the search criteria.

�NOTE: To remove the search filter, open the Transaction Filter window and click the Clear button.


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1 Click the button from the Timekeeper Remote window. The Hours Summary window appears.


Synchronizing MAS 90/MAS 200 with Timekeeper Remote Data

Before closing the Timekeeper Remote application, you can synchronize the entries with MAS 90/MAS 200. During the synchronization process, Timekeeper Remote sends the new entries to MAS 90/MAS 200, and MAS 90/MAS 200 sends new customer, project, and activity lists to Timekeeper Remote.


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Synchronize the Data

1 From the Timekeeper Remote window, click the Sync button. The Timekeeper Logon window appears.

2 Select the company from the Company field. The synchronization process will synchronize the data for the company selected.

3 Select the common user from the Common User field.

4 Enter the user password in the Password field.

5 Click the OK button. The system synchronizes the data.

___________________________________________________________

This concludes Chapter 10: Setting Up and Using Timekeeper Remote of the Timekeeper manual.

Timekeeper Logon Window

PDA Instructions

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Chapter 11: Installing and Configuring Timekeeper PDA Timekeeper Manual

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Installing and Configuring Timekeeper PDAChapter 11

Chapter 11: Installing and Configuring Timekeeper PDA teaches you to install, configure, and synchronize your PDA for the Timekeeper application. You can install Timekeeper on a Palm OS or Pocket PC (Windows CE) device.

Palm OS Instructions

System Requirements

The Timekeeper Palm OS application must be installed to a Palm OS device running Palm OS 4.0 or later. It is not possible for the install script to determine what Palm OS version your device runs. Please make sure you install only to devices running Palm OS 4.0 or later. If you install to a device running an OS earlier than Palm OS 4.0, the program will display an error message indicating OS incompatibility and immediately exit.

Configuring Timekeeper on the Palm OS Device

Before a user can access or synchronize data in Timekeeper on a Palm OS device, the remote device license must exist in the MAS 90/MAS 200 system. First, the user must be created as a remote user. After creating the remote user, the user must be assigned to an employee. Next, a device along with a remote license needs to be created. The following section contains the steps for creating a remote user, assigning the remote user to an employee, creating a device and device license.



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Create a Device

The Remote Device Maintenance window available in the HighTower Library Master module is used to create remote devices for MAS 90/MAS 200.


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1 From the HighTower Library Master Remote menu, select Remote Device Maintenance to open the HighTower Remote Device window.

2 Enter the name of the device in the Device Name field.

3 Select Palm OS from the Device Type field.





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1 From the HighTower Library Master Remote menu, select Remote License Maintenance to open the Remote License Maintenance window.

2 Select Timekeeper module from the Module field.




Installing Timekeeper on a Palm OS Device

The Timekeeper module on the MAS 90/MAS 200 system features a Remote menu, which contains options for you to install Timekeeper to the Palm OS device and register the conduit.

Remote License Maintenance Window

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Install the Timekeeper Module on a Palm Device

1 From the Timekeeper Remote menu, select Install PDA Application. The Timekeeper PDA Application Installation wizard starts.

2 Click Next to access the next window.

Timekeeper PDA Application Installation Wizard Window


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3 The Workstation Setup window only appears if the workstation is not setup to synchronize with MAS 90/MAS 200. If this window appears, click the Run Workstation Setup button. The system installs the components and prompts you to reboot your system. After rebooting the workstation, open MAS 90/MAS 200 and relaunch the Timekeeper PDA Application Installation wizard, then continue with the next step.



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5 Select the remote device you created and check your device for the minimum requirements (see the instructions under the How do I check? section in the installation wizard). Check My device conforms and click the Next button to access the next window.

6 Check the Booster version (see the instructions under the How do I check Booster? section in the installation wizard) and select the installation option from this window. Perform a HotSync operation on the Palm OS device to finish installing the Booster application. Click the Next button to access the next window.



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7 Click the Next button to install the application. Perform a HotSync operation on the Palm OS device to finish the installation. See the Use the Palm OS HotSync® Feature section for more information.

After you perform a HotSync operation, the following window appears.

8 Click Finish to close the installation wizard.


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Use the Palm OS HotSync® Feature

• Start the HotSync® application on your Palm OS. The synchronization will include the Timekeeper files.

HotSync

HotSync Progress

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When the process is finished, the Timekeeper icon appears on the Palm device.

Start Timekeeper on the Palm OS Device for the First Time

The first time you start the Timekeeper application, you must select the user and synchronize the Palm OS device.

Select the User and Synchronize the Timekeeper Files

1 Tap the Timekeeper icon. The following warning appears.

Timekeeper Icon

Warning Screen

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2 Tap OK. The New User screen appears.

3 Enter the name in the New User field.

4 Enter the password in the New Password field.

5 Tap Accept. The following message appears.

6 Click OK and start HotSync again.

New User Screen

Information Screen

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7 Start Timekeeper after the HotSync. The TK Entry List screen appears.

The Timekeeper application on the Palm OS device is now ready to be used.

Pocket PC (Windows CE) Instructions

System Requirements

The Timekeeper Pocket PC application requires Microsoft’s ActiveSync® application to run on the workstation and Pocket PC (Windows CE) device that will be used for the synchronization process.

Configuring Timekeeper on the Pocket PC (Windows CE) Device

Before a user can access or synchronize data in Timekeeper on a Pocket PC (Windows CE) device, the remote device license must exist in the MAS 90/MAS 200 system. First, the user must be created as a remote user. After creating the remote user, the user must be assigned to an employee. Next, a device along with a device license needs to be created. The following section contains the steps for creating a remote user, assigning the remote user to an employee, creating a device and device license.

TK Entry List Screen

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Create a Remote Device


2 Enter the name of the device in the Device field.

3 Select Windows CE from the Device Type field.



The Remote License Maintenance feature is used to assign available licenses to particular applications. Each User/Device/Application combination requires one license.


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1 From the HighTower Library Master Remote menu, select Remote License Maintenance to open the HighTower Remote Licenses window.





Installing Timekeeper on a Pocket PC (Windows CE) Device

The Timekeeper module on the MAS 90/MAS 200 system features a Remote menu, which contains options to install Timekeeper to the Pocket PC (Windows CE) device and synchronize the data.

HighTower Remote Licenses Window

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Install Timekeeper on a Pocket PC (Windows CE) Device

1 From the Timekeeper module’s Remote menu, select Install PDA Application. The Timekeeper PDA Application Installation wizard starts.




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3 The Workstation Setup window only appears if the workstation is not setup to synchronize with MAS 90/MAS 200. If this window appears and you will not use a Palm OS device, uncheck the I will be using a Palm OS device, and click the Run Workstation Setup button. The system installs the components and prompts you to reboot your system. After rebooting the workstation, open MAS 90/MAS 200 and relaunch the Timekeeper PDA Application Installation wizard, then continue with the next step.



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5 Select the remote device you created and check your device for the minimum requirements (see the instructions under the How do I check? section in the installation wizard). Check My device conforms and click the Next button to access the next window.

6 Check the Booster version (see the instructions under the How do I check Booster? section in the installation wizard) and select the installation option from this window. Click the Next button to access the next window.



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7 Click the Install button to install the application. The installation process begins.

If you are installing the AppForge Booster, the following dialog appears.

8 Click the Yes button. The following dialog appears.

9 Check your device to see if any additional steps are required. After completing the additional steps, click the OK button. The following dialog appears.

10 Click the OK button. The following dialog appears.

11 Click the Yes button. The following dialog appears.

Installing Applications Dialog

Application Downloading Complete Dialog

MAS 90 Dialog

Installing Applications Dialog

Application Downloading Complete Dialog

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12 Check your device to see if any additional steps are required. After completing the additional steps, click the OK button.

After you install the application, the following window appears.

13 Click Finish to close the installation wizard.

Synchronize the Pocket PC (Windows CE) Device

1 From the Timekeeper module’s Remote menu, select Windows CE Sync. The following Timekeeper CE Sync window appears.

2 Click the Sync button. The system synchronizes the data.


Timekeeper CE Sync Window

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Start Timekeeper on the Pocket PC (Windows CE) Device for the First Time

The first time you start the Timekeeper application, you must select the user and synchronize the Pocket PC (Windows CE) device.

Select the User and Synchronize the Timekeeper Files

1 Tap the Timekeeper icon. The following warning appears.

2 Tap OK. The New User screen appears.

3 Enter the name in the New User field.

4 Enter the password in the New Password field.

Warning Screen

New User Screen

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5 Tap Accept. The following message appears.

6 Click OK and start the synchronization process described in the Synchronize the Pocket PC (Windows CE) Device section.

7 Start Timekeeper after the synchronization. The TK Entry List screen appears.

The Timekeeper application on the Pocket PC (Windows CE) device is now ready to be used.

___________________________________________________________

This concludes Chapter 11: Installing and Configuring Timekeeper PDA of the Timekeeper manual.

Information Screen

TK Entry List Screen

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Using Timekeeper PDAChapter 12

Chapter 12: Using Timekeeper PDA teaches you how to enter time and expense information on a Palm OS or Pocket PC (Windows CE) device. This chapter also includes information on synchronization options.

Start Timekeeper on the PDA

• Tap the Timekeeper icon from the application list on the PDA. The TK Entry List window appears.

Timekeeper Icon on Palm Device Timekeeper Icon on Pocket PC Device

TK Entry List Screen on Palm Device TK Entry List Screen on Pocket PC Device

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Timekeeper PDA Menu Bar

Timekeeper PDA includes a menu bar that allows you to change users, setup synchronization options, and delete databases.

View Name

The View Name feature allows you to toggle between viewing the customer’s name of viewing the customer number. The following pictures display both options on a Palm device. This feature is also available on a Pocket PC (Windows CE) device.

Palm Device Menu Pocket PC Device Menu

TK Entry List with Customer Number TK Entry List with Customer Name

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Sync

Select the Sync option to control the synchronization process between Timekeeper PDA and the MAS 90/MAS 200 system. You can synchronize the data between both, send the updates from the PDA to MAS 90/MAS 200, update the PDA with the information available in MAS 90/MAS 200, or do not synchronize the data at all. These synchronization options are also available on the Device Export Configuration window in Employee Maintenance.

Setup the Synchronization Process

1 Select Sync from the menu. The Sync screen appears.

2 Select the synchronization process you need. The following table describes each process.

Option Description

Full Sync This option sends the information available on the PDA to MAS 90/MAS 200, and sends the data available in MAS 90/MAS 200 to the PDA. The full synchronization process is completed automatically the first time Timekeeper PDA is synchronized.

Palm updates MAS 90 This option sends the information available on the PDA to MAS 90/MAS 200.

Sync Screen on Palm Device Sync Screen on Pocket PC Device

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3 Tap Back when finished. See the Synchronizing the Data section to sync the PDA.

Change User

Use the Change User feature allows multiple users to enter time through the same PDA device. Only one user can be active at one time.

Change the User Information

1 Select Change User from the menu. The Change User screen appears.

2 Enter the new user’s name in the New User field.

3 Enter the new user’s password in the New Password field.

4 Tap Accept. The Timekeeper application will synchronize the data for the new user the next time the synchronization process updates MAS 90/MAS 200.

MAS 90 updates Palm This option sends the data available in MAS 90/MAS 200 to the PDA.

No Sync This option does not synchronize any data.

Option Description

Change User Screen on Palm Device Change User Screen on Pocket PC Device

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About

Select this option to view the version number and build date of the Timekeeper application that is installed on the PDA device. You can use this information during troubleshooting or software inventory procedures. The About screen also contains the Utilities menu with the Delete Databases option.

Access the About Screen

1 Select About from the menu. The About Timekeeper screen appears.

2 Tap Back when finished.

Delete Databases

From the About screen, you can access the Delete Databases option. This feature removes all Timekeeper databases along with device activation information, and should only be used when recommended by a HighTower Help Desk representative.

About Timekeeper Screen on Palm Device About Timekeeper Screen on Pocket PC Device

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Use the Delete Databases Feature

1 From the About menu, tap the Utilities menu.

2 Tap the Delete Databases option. The following warning appears.

3 Tap Yes. The Timekeeper data is removed and activation settings are invalidated.

Entering Time and Expense Data

You can easily add, change, and delete time and expense entries using the Timekeeper application on the PDA device.

Delete Database Warning on Palm Device Delete Database Warning on Pocket PC Device

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Add a New Time Entry

1 From the TK Entry List screen, tap New. The New Entry screen appears.

2 Tap on the Date field or use the browse buttons next to the field to change the date of the entry. This field defaults to the current date.

TK Entry List Screen on Palm Device TK Entry List Screen on Pocket PC

New Entry Screen for Time Entry New Entry Screen for Time Entry on Pocket PCon Palm Device

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3 Tap the Customer field to select a customer. The Customer List screen appears.

Tap on the customer name and the name appears in the Customer field on the New Entry screen.

4 Tap the Project field to select a project for the customer. The Project List screen appears.

Tap on the project name and the name appears in the Project field on the New Entry screen.

Customer List Screen on Palm Device Customer List Screen on Pocket PC Device

Project List Screen on Palm Device Project List Screen on Pocket PC Device

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5 Tap the Activity field to select an activity for the time entry. The Activity List screen appears.

Tap on the activity name and the name appears in the Activity field on the New Entry screen. If the activity selected is a time related activity, the entry becomes a time entry and the New Entry screen displays the Hours field.

6 Enter the hours worked in the Hours field.



9 Tap Accept to save the changes.

Activity List Screen on Palm Device Activity List Screen on Pocket PC Device

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Add a New Expense Entry

1 From the TK Entry List screen, tap New. The New Entry screen appears.

2 Tap on the Date field or use the browse buttons next to the field to change the date of the entry. This field defaults to the current date.

3 Tap the Customer field to select a customer. The Customer List screen appears. Tap on the customer name and the name appears in the Customer field on the New Entry screen.

4 Tap the Project field to select a project for the customer. The Project List screen appears. Tap on the project name and the name appears in the Project field on the New Entry screen.


New Entry Screen for Expense Entry New Entry Screen for Expense Entry on Pocket PC Deviceon Palm Device

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5 Tap the Activity field to select an activity for the expense entry. The Activity List screen appears. Tap on the activity name and the name appears in the Activity field on the New Entry screen. If the activity selected is an expense related activity, the entry becomes an expense entry and the New Entry screen displays the Units, Rate, and Amount fields.



8 Enter the billing rate for the expense entry in the Rate field. The billable amount appears in the Amount field.



Change a Time/Expense Entry

You can change any field for a time/expense entry.

1 From the TK Entry List screen, tap on the time or expense to change. The Change Entry screen appears.

2 Make changes to any of the fields available in the Change Entry screen. See the Add a New Time Entry or Add a New Expense Entry for more information.


�HINT: Use the browse buttons to quickly navigate through the time and expense records.

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Delete a Time/Expense Entry

1 From the TK Entry List screen, tap on the time or expense to delete. The Change Entry screen appears.

2 Tap Delete. The following warning appears.

3 Tap Yes to delete the entry.

Synchronizing the Data

After entering time and expenses through the PDA, you must synchronize the data so that it is available in MAS 90/MAS 200. You can also update the PDA device with the latest customer, project, and activity lists available in the MAS 90/MAS 200 system.

If you have multiple companies’ data on a PDA device, all data from all companies are synchronized at the same time.

Delete Entry Warning on Palm Device Delete Entry Warning on Pocket PC Device

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Synchronize the Palm OS Device

1 From the Timekeeper Sync menu, select the synchronization method. See the Setup the Synchronization Process section for more information.

2 Start the HotSync® application on your Palm OS device. The synchronization will include the Timekeeper files.

The entries will be available for manager approval in the Timekeeper module in the MAS 90/MAS 200 system.

HotSync

HotSync Progress

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Synchronize the Pocket PC (Windows CE) Device

1 From the Timekeeper Sync menu, select the synchronization method. See the Setup the Synchronization Process section for more information.

2 From the Timekeeper module’s Remote menu, select Windows CE Sync. The following Timekeeper CE Sync window appears.

3 Click the Sync button. The system synchronizes the data.

___________________________________________________________

This concludes Chapter 12: Using the Timekeeper PDA of the Timekeeper manual.

Timekeeper CE Sync Window

.timekeeper Instructions

Our

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Chapter 13: Installing and Configuring .timekeeper Timekeeper Manual

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Installing and Configuring .timekeeperChapter 13

Chapter 13: Installing and Configuring .timekeeper teaches you to install and configure the .timekeeper website.

Architecture

The .timekeeper’s architecture is divided into three servers, which split the overall processing power requirement for optimal flexibility and performance.

Application Server

The Application Server is the server where MAS 90/MAS 200 and the system data files reside. When the Timekeeper module is installed, all .timekeeper’s program files are placed under the TK directory.

ProvideX Web Server

The ProvideX Web Server is responsible for servicing web requests between the IIS and Application Server. A request comes into the Web Engine from the Internet via a specific Transmission Control Protocol (TCP) port defined in the Web Engine Configuration program. The Web Engine merges standard HTML documents with the data obtained from the MAS 90/MAS 200 database. It then returns content to the IIS, which services the content back to the requesting user’s browser.

Microsoft Internet Information Server (IIS)

The IIS Server hosts the website used for the .timekeeper application. It directs Internet requests for web pages to the ProvideX Web Server. When you click the Publish button in the .timekeeper Setup program, all .timekeeper’s web pages are placed here, under a directory specified by the user.

The following diagram depicts the Corporate Intranet Architecture.

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System Requirements

Before proceeding with the installation of .timekeeper, you must have the following:

• A MAS 90/MAS 200 system with the Timekeeper module installed.

• The ProvideX Web Server installed with a secure connection to the Application Server and full rights to the data on that server. For operating system requirements, see the Supported Platform Matrix on the Best Software website. For installation procedures, refer to the product documentation. The configuration of the ProvideX Web Server that is required by .timekeeper is discussed in detail throughout this chapter.

• Microsoft Internet Information Server (IIS) installed properly configured (including FTP). The IIS Server will act as the web server for the .timekeeper web pages. FTP must be setup properly to allow Timekeeper to publish web pages to the server.

Picture from document "e-Business Manager with MAS 90 and MAS 200 White Paper" by Best Software.Copyright 2001.

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The .timekeeper application requires:

• Internet Explorer 6.0 or higher. For the application to function properly, your browser needs to be configured to allow session cookies.

Configure the ProvideX Web Server

This section teaches you how to configure the ProvideX Web Server. For more information regarding the ProvideX Web Server, please refer to the documentation provided by ProvideX.

1 From the Windows Start menu, launch the WebServer Status/Configuration window.

2 Click the Edit button to access the WebServer Details Configuration window.

WebServer Status/Configuration Window

WebServer Details Configuration Window

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3 Enter the web server name in the Server field. After you press ENTER, the following dialog appears.

4 Click Yes and enter the information for the rest of the fields. At a very minimum, the following fields need to be filled.

5 Enter the description in the Description field.

6 Enter the socket number that is not commonly used in the TCP Socket field. This number can be any open socket you want to use. Be careful not to choose a socket used for other protocols. We recommend using 2954.

7 Enter the directory in the Default Root Dir field. You can enter the local drive path or the UNC path to the MAS 90/MAS 200 TK directory.

8 To enable the web server, check the Server Enabled field.

9 Enter the number of task handlers in the Max Task Handlers field.

10 Click the OK button to save all the information.

ProvideX-WebServer Dialog

WebServer Details Configuration Window

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11 Click the OK button again to access the WebServer Status/Configuration window.

12 To start the web server, select it from the list and click the Start/Stop button.

If during installation you configured your Web Engine as an Application, the Timekeeper web server will start running. It does not require any other web server to be running.

If during installation you configured your Web Engine as a Service, you will be prompted to start it from the Control Panel.



ProvideX-WebServer Dialog

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From the Control Panel, select Administrative Tools/Services.

Select the MAS 90 Web Engine and click the Start button from the tool bar, or right-click on the MAS 90 Web Engine, choose Properties and click the Start option. Upon startup, the MAS 90 Web Engine automatically starts all web servers that are enabled in the WebServer Status/Configuration window. Both WebServer web server and Timekeeper web server must be running.

Your ProvideX Web Server is now ready to accept requests.

Services Window


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Setup and Configure the IIS Web Server

Setting up your IIS web server is beyond the scope of this manual. Please refer to your Microsoft documentation for complete details of setting up IIS on your server.

Setup FTP for .timekeeper

The full details of setting up your FTP server are beyond the scope of this manual. Please refer to the appropriate Microsoft documentation on the particulars of setting up FTP on your server.

Since .timekeeper makes use of FTP to publish web pages to IIS Web Server, we will mention here a few important things to note. The first is that you need to have IIS installed and running on your computer. The Microsoft FTP server is a part of the IIS package. Once the IIS is installed and running, you need to configure the FTP server.

IMPORTANT: FTP is not a secure protocol! All login information (username, password) and data (files, directory listings, etc.) are sent in plaintext. As a result, any computer that is on the network between the client and the server (host) can potentially read your data. Microsoft’s website provides extensive documentation on the security implications regarding FTP. Please be aware of them and take the time to review them at Microsoft’s website.

An overview of server administration is available at http://www.microsoft.com/resources/documentation/WindowsServ/2003/standard/proddocs/en-us/Default.asp?url=/resources/documentation/windowsserv/2003/standard/proddocs/en-us/sa_serveradmin.asp.

In setting up the FTP server, there are two requirements that must be met. The first is that the directory containing the website files must be accessible via FTP. The second is that there must be an FTP user that has read and write access to the previously mentioned directory.

The ultimate goal is that the FTP server needs to be configured such that a user can log on through .timekeeper setup and upload files to the desired directory on the IIS Web Server.

http://www.microsoft.com/resources/documentation/WindowsServ/2003/standard/proddocs/en-us/Default.asp?url=/resources/documentation/windowsserv/2003/standard/proddocs/en-us/sa_serveradmin.asp




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Configuring .timekeeper

Once the Application Server, ProvideX Web Server, and IIS Server (weband FTP) have been installed and properly configured, the .timekeeper files must be uploaded to the IIS Web Server and the .timekeeper application must be properly configured.

Before a user can access the .timekeeper application, a remote device license must also exist in the MAS90/MAS 200 system. First, the user must be added as a remote user. After the remote user is created, it must be assigned to an employee. Then, a device license needs to be created. (The remote device used in the remote license must be the INTERNET type.) Creating a remote user and assigning it to an employee is not necessary for the Customer Approval. To create a MAS 90/MAS 200 user, see the Library Master Manual by Best Software. The following section contains the steps for configuring the .timekeeper application, creating a remote user and device license.

.timekeeper Setup

The .timekeeper Setup window is used to install .timekeeper IIS Web Server components and configure the .timekeeper application.

1 From the MAS 90/MAS 200 Timekeeper’s Remote menu, select .timekeeper Setup. The following window appears.

MAS 90 Dialog

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2 Click OK to open the .timekeeper Setup window.

3 Enter the URL (e.g. server_name) or IP address (e.g. 555.555.55.55) of the website in the Site URL field. This URL indicates the location from which the .timekeeper application will be accessed.

�NOTE: Do NOT include "http://" in the Site URL.

�WARNING: If a new website is being created at your location, make sure your Internet Service Provider (ISP) allows web hosting. Microsoft’s IIS will be listening on port 80 by default, which your ISP may block if they do not allow web hosting.The imposed limitation can be overcome by changing Microsoft’s IIS to listen on a different port. If you have a firewall, remember to open the port there as well.Once the port is changed, change the IP address of the website in .timekeeper Setup to include the port (for example: xxx.xxx.xxx.xxx:pp). Make sure the IP address is a public IP address - an IP address someone would use outside of your network. (Private IP addresses resemble the following: 192.168.X.X or 10.X.X.X.)After making any changes in .timekeeper Setup, click the Publish button to send the updated .timekeeper files to the IIS server.

.timekeeper Setup Window

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4 Enter the URL (e.g. server_name) or IP address (e.g. 555.555.55.55) of the FTP site in the FTP URL field. This URL indicates the location of the .timekeeper pages on your IIS Web Server. It is strongly recommended that you use a subdirectory rather than your website’s default directory to avoid potential file conflicts. When files are published, the subdirectory will be created if it does not exist on the server.

5 Enter the URL (e.g. server_name) or IP address (e.g. 555.555.55.55) of the server where the Web Engine is installed in the EBM URL field. Specify the port number where your Web Engine is listening. The port number must match the port number entered in the Configure the ProvideX Web Server section. If no port number is entered, port number 80 will be used by default, however, for security purposes we do not recommend port 80.

6 Click the button located to the right of the Logo Image field, and select the image to be used as a logo on .timekeeper website. It is strongly recommended that you use a .gif file rather than a .bmp file as bitmaps tend to slow performance. Also, for best appearance the image should not exceed 36 pixels in height and 310 pixels in width. This field defaults to the hightower.gif.

7 Check the Active Validation field to validate the Customer, Project, and Activity fields in .timekeeper while the user is entering data in each field. If you do not check the Active Validation field, the data for the Customer, Project, and Activity fields will be validated when the user clicks the Accept button on the data entry screen.

�NOTE: Do NOT include "http://" in the FTP URL.Do NOT use your website’s root directory for the FTP URL as it might result in file conflicts.

�NOTE: Do NOT include "http://" in the EBM URL.

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8 Click the Publish button. The Login window appears.

9 Enter the name and password used to log into your web server in the Login Name and Password fields.

10 Click the OK button. The File Transfer Dialog appears and the following dialog appears when the file transfer is complete.

11 Click OK when finished. The .timekeeper files now reside on the IIS Web Server.

Creating Remote Users/Devices/Licenses for .timekeeper



�NOTE: If you are unable to connect to the server, ensure that your IIS has been set up properly to accept FTP requests, and that you have authorized access. Occasionally, you might also be experiencing a broken connection if the server stops responding under a heavy load. If for any reason you are unable to publish the files using the .timekeeper Setup program, manually copy (retaining the directory structure) the entire contents of <path to MAS 90>\TK\Web\ to the Timekeeper directory to be used by your IIS Web Server (for example, <path to IIS>\webroot\timekeeper\).

Login Window

MAS 90 Dialog

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Create a Device

The Remote Device Maintenance window available in the HighTower Library Master module is used to create remote devices for MAS 90/MAS 200. You do not need to create a device for .timekeeper. The Remote Device Maintenance window displays the INTERNET device, which is automatically available when you install the HighTower Library Master module.


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The HighTower Remote Device window displays the INTERNET device.

2 Click the Accept button to close the window.




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1 From the HighTower Library Master Remote menu, select Remote License Maintenance to open the HighTower Remote Licenses window.



4 Select INTERNET from the Remote Device field.

5 Click the Accept button.

Starting the .timekeeper Application

There are two ways to start the .timekeeper application: through your company’s website or the .timekeeper default page.

Add the .timekeeper Icon to Your Company Website

To launch .timekeeper from your company website, you need to place an image or a link at a desired location on your website. Include the following line in your <img> or <a> tag.

HighTower Remote Licenses Window

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onClick="popWin=window.open(’tk_start.asp?tkApprovalType=e’,’tkLogin’,’width=360,height=155,resizable=0,status=1’);"

See default.asp located in the timekeeper directory on your IIS Web Server for details.

Launch the .timekeeper Default Page

To launch the .timekeeper default page, in your browser window type the FTP URL entered in .timekeeper Setup. The following window appears.

___________________________________________________________

This concludes Chapter 13: Installing and Configuring .timekeeper of the Timekeeper manual.

Default Page

Chapter 14: Using .timekeeper Timekeeper Manual

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Using .timekeeperChapter 14

Chapter 14: Using .timekeeper teaches you how to enter time and expense information through your company’s website.

Start .timekeeper

1 Click the .timekeeper icon located on your website or the .timekeeper default page. (For details on adding a .timekeeper icon, see the Add the .timekeeper Icon to Your Company’s Website section. For details on launching the .timekeeper default page, see the Launch the .timekeeper Default Page section.)

�NOTE: .timekeeper logs out a user from the website after 15 minutes of inactivity.

.timekeeper Default Page

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2 Click on the .timekeeper application. The system displays a login window.

3 Enter your login in the Login Name field.

4 Enter your password in the Password field.

5 Select your company from the Company field.

6 Click the Login button. The system displays the .timekeeper application.

.timekeeper Window

.timekeeper Window

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Using the Button Menu

The .timekeeper application contains a button menu that allows managers and salespeople to approve time/expense entries, and all users to view total hours, change their user profile, and switch companies. The following table describes each button.

Option Description

The Management Approval button allows a manager or a corporate administrator to approve other employee’s time/expense entry data. See the Management Approvals section for more information.

The Salesperson Approval button allows a salesperson to approve other employee’s time/expense entry data. See the Salesperson Approvals section for more information.

The Timekeeper Entry button is available for managers or salespeople to logoff the approval window.

Click the Hours Summary button to review the summary of time spent on projects. See the View the Summary of an Employee’s Hours section for more information.

Click the Change Company button to switch to another company’s data. See the Change Companies section for more information.

Click the Help button to access help topics for different time/expense entry tasks.

Click the Search button to search for a specific time/expense entry. See the Use the Search Feature section for more information.

Click the Browse buttons to browse through the items in a list. See the Use the Search Feature section for more information.

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Change Companies

1 Click the button. The following window appears.

2 Select the company to view from the Company field.

3 Click the Submit button. The system displays the company’s information.

Use the Search Feature

You can use the Search feature to search for specific Work in Process items.

• To search for Work in Process items, click the button. The Search Options window will appear.

• Select how to sort the search options from the Search Options field. You can select Date or Customer.

• Enter the date range for the items in the From and Thru Date Range fields. You can click on the button to access the calendar.

.timekeeper Window

Search Options Window

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• Enter the range of customers in the From and Thru Customer Range fields.

• Select the type of Work in Process information to search for from the Type field. You can select Time & Expense, Time Only, or Expense Only.

• Click Accept to save the changes and the Work in Process list will contain the items that match your search criteria.

• To search for an item in a list, click on one of the Browse buttons from the top of the list.

• To search for a particular item in a list, enter the item name or the start of the item name in the Search field.

• Click the Find button. The system displays the item(s) that match the search criteria.

Entering Time and Expense Data

You can easily add, change, and delete time and expense entries using .timekeeper.

Customer List Window

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Add a New Time Entry

1 From the Timekeeper Entry screen, enter the date of the time entry in the Date field. You can click on the button to access the calendar. This field defaults to the current date.

2 Select Time from the Entry Type field. The window displays the time-related fields.

3 Click the button next to the Customer field to select a customer for the time entry. (You can also press the Up or Down arrow keys on your keyboard to view the last 10 customers entered.)

4 Click the button next to the Project field to select a project for the time entry. (You can also press the Up or Down arrow keys on your keyboard to view the last 10 projects entered.)

5 Click the button next to the Activity field to select an activity for the time entry. (You can also press the Up or Down arrow keys on your keyboard to view the last 10 activities entered.)

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6 Enter the details about the work that was completed in the Description field.

7 Enter the amount of time spent on the activity in the Time Spent field.

8 Select the billing status for the time entry in the Billing Status field. Select Billable, No Charge, or Do Not Bill.

9 Check On Hold to place a time entry on hold. The time entry will not be billed when on hold.

10 Click Accept to save the changes. The new time entry appears in the Work in Process list.

Add a New Expense Entry

1 From the Timekeeper Entry screen, enter the date of the expense entry in the Date field. You can click on the button to access the calendar. This field defaults to the current date.

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2 Select Expense from the Entry Type field. The window displays the expense-related fields.

3 Click the button next to the Customer field to select a customer for the expense entry. (You can also press the Up or Down arrow keys on your keyboard to view the last 10 customers entered.)

4 Click the button next to the Project field to select a project for the expense entry. (You can also press the Up or Down arrow keys on your keyboard to view the last 10 projects entered.)

5 Click the button next to the Activity field to select an activity for the expense entry. (You can also press the Up or Down arrow keys on your keyboard to view the last 10 activities entered.)



8 Enter the billing rate for the expense entry in the Rate field. The standard amount appears in the Amount field.


10 Check On Hold to place an expense entry on hold. The expense entry will not be billed when on hold.


12 Click the button to print a field ticket and for your customer to sign.

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Timekeeper Field Ticket Window

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Change a Time/Expense Entry

You can change any field for a time/expense entry.

1 From the Work in Process list, select the time or expense record to change. The Timekeeper Entry fields display the related information.

2 Make changes to any of the fields available in the Timekeeper Entry window. See the Add a New Time Entry or Add a New Expense Entry for more information.


4 Click the button to print a field ticket and for your customer to sign.

Delete a Time/Expense Entry

1 From the Work in Process list, select the time or expense record to delete. The Timekeeper Entry fields display the related information.

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2 Click the Delete button. The following warning appears.

3 Click OK. The system deletes the entry.


You can view an employee’s total, billable, no charge, and do not bill hours.

1 Click the button from the Time Entry window. The Hours Summary window appears.


Management Approvals

Managers or corporate administrators can use .timekeeper to approve users’ time/expense entries.

Delete Entry Warning


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Approve a Time/Expense Entry

1 Click the button from the Time Entry window. The following window appears.

2 Click on the employee whose entries you want to view from the Employee List. The entries appear in the Work in Process list.

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3 To view a time/expense entry, click on the line of the entry. The Timekeeper Inquiry window appears.

4 Click the OK button when you are finished reviewing the entry.

5 Check the entry you want to approve. To approve all entries, click the Approve All button.


Salesperson Approvals

Salespeople can use .timekeeper to approve users’ time/expense entries for their customers.

Timekeeper Inquiry Window

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Approve a Time/Expense Entry

1 Click the button from the Time Entry window. The following window appears.

2 Click on the customer whose entries you want to view from the Customer List. The entries appear in the Work in Process list.

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3 To view a time/expense entry, click on the line of the entry. The Timekeeper Inquiry window appears.

4 Click the OK button when you are finished reviewing the entry.

5 Check the entry you want to approve. To approve all entries, click the Approve All button.


Customer Approvals

You can setup .timekeeper to allow your customers to approve time/expense records.

Timekeeper Inquiry Window

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Use the Customer Approval

1 Click the Customer Approval icon located on your website of the .timekeeper default page. (For details on adding a Customer Approval icon, see the Add the .timekeeper Icon to Your Company’s Website section. For details on launching .timekeeper default page, see the Launch the .timekeeper Default Page section.) The Timekeeper window appears.

.timekeeper Default Page

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2 Click on the time/expense record you want to review from the Work in Process section. The entry appears in the Timekeeper Inquiry section.

3 Check the time/expense record you want to approve from the Work in Process section. To approve all the records, click the Approve All button.


.timekeeper Website

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Change Companies

1 Click the button. The following window appears.

2 Select the company to view from the Company field.

3 Click the Submit button. The system displays the company’s information.

___________________________________________________________

This concludes the Timekeeper manual.

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Index Timekeeper Manual

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AAccounts Receivable Module 13

How to Integrate 52Integrating with Point of Sale 14Manual 22

Accounts Receivable Module with Job Cost Module

How to Integrate 52ActiveSync® 25Activities

Billing Rate 54, 81Creating 80Historical Time 82View Past Transactions 84

Activity Maintenance 80Allow Billing Rate Inquiry 55Allow On Hold WIP 55Application

Billing Rate 54Approvals

Management 55, 101Secondary 55, 107

BBest Software 12Billing Rates

Creating 67Multipliers 86Setting for Timekeeper 54

Button Fields 42

CC/S Client

Installing Help for 91Capitalization 56

Word Substitution 87Companies

Viewing Name on PDA 181Corporate Manager

Setting 60Cost Rate

Setting for Timekeeper 54Customer Maintenance 68

CustomersBilling Rate 54, 69Creating 68Historical Time 70View Past Transactions 72

DDatabases

Deleting on PDA 147, 184Department Manager

Setting 60Departments

Creating 58Device Export Configuration 61Device Licenses

Pocket PC 168Windows CE 168

EEmployee Maintenance 59Employees

Billing Rate 54, 60Creating 59Historical Time 63Hours 106, 153Setting Devices for 61Synchronization Options 63Viewing Past Transactions 65Viewing Summary of Hours 98

Exception Maintenance 88Exceptions

Creating 88Expense Entries

Allowing Entry of 54Approving

Manager 101Changing for an Employee 103Creating 99Placing on Hold 101Posting 110Purging 131Searching for 102, 108Secondary Approval 107

Index

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Updating the MAS 90/MAS 200 System with 115

GGeneral Ledger Module 15Getting Started 39

HHelp 18

Context-Sensitive 21HighTower 12

Support Services 22HotSync® Manager 25

IInstall Help on C/S Client 91Installation

For MAS 200 or MAS 200 for SQL 36

for Palm OS 160for Pocket PC 172for Timekeeper Remote 133for Windows CE 172Patch Installation System 12

Integrated MAS 90/MAS 200 Modules 27

Introduction 12

JJob Cost Module

How to Integrate 53Manual 22

LLicenses

Common User 24Device License 24Remote Device License 24

MManagement Approval

Requiring 55Managers

Approving Time/Expense Entries 101

ManualGraphic Conventions 17Online 18Sections In 15Text Conventions 18Using 15

MAS 200 or MAS 200 for SQL Installations 36

Menu BarUsing 41

Modules TreeUsing 39

PPalm Desktop 25Palm Device

Installing a HighTower Module 161Palm OS 12, 24

Changing User 183Common User 156, 205Deleting Database 147, 184Device Licenses 156, 159, 208Expense Entries

Changing 190Creating 189Deleting 191

Installing Timekeeper 160Menu Bar 145, 181Remote Device License 158, 207Requirements 156Selecting User 166Setup Synchronization 146, 182Starting Timekeeper 180Starting Timekeeper for the First

Time 166Synchronizing 192System Requirements 156

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Time EntriesChanging 190Creating 185Deleting 191

Using HotSync 165Using Timekeeper 180

palmOne, Inc. 25Patch Installation 12Payroll Module


Period End Processing 131Pocket PC 12, 24

Changing User 183Common User 169Deleting Database 147, 184Device Licenses 168, 171Expense Entries


Installing Timekeeper 172Menu Bar 145, 181Remote Device License 171Selecting a User 178Setup Synchronization 146, 182Starting Timekeeper 180Starting Timekeeper for the First

Time 178Synchronizing 177, 193System Requirements 168Time Entries


Using Timekeeper 180Posting

Changing Files for 113Selecting Files for 112Time Data 115

Project Maintenance 74Projects

Billing Rate 54, 75Creating 75

Historical Time 76View Past Transactions 78

RRegistration 35Remote Device License 139, 158, 171,

207for Timekeeper Remote 137

Remote Device Licenses 24Remote Device Maintenance 139, 158,

207Remote License Maintenance 140, 159,

171, 208Remote Licenses 140, 159, 171, 208Remote User 137, 156, 169, 205Reports

Activity Summary Report 126Customer Summary Report 122Employee Summary Report 120History Report 128Project Summary Report 124Timekeeper Register 116Work in Process Listing 118Work in Process Report 118

SSales Order Module


Salesperson 61Secondary Approval 107

Requiring 55Selection Maintenance 113Setting Up Timekeeper

Timekeeper OptionsCustomizing the Module 51

Support 18HighTower Support Services 22

SynchronizationOptions for an Employee 63

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Process 25Pocket PC 177Timekeeper Remote 144, 154Windows CE 177

Setupfor Palm OS 146, 182for Pocket PC 146, 182for Windows CE 146, 182

Setup in Palm Device 147, 182Synchronizing Data 25System Requirements 30, 156, 168System Startup 34

TTechnical Support 18Terminology

Changing 56Time

Approving 101Time and Billing Module


Time and Billing Professional ModuleHow to Integrate 53Manual 23

Time EntriesChanging for an Employee 103Creating 95Placing on Hold 97Posting 110Purging 131Searching for 97, 102, 108Secondary Approval 107Updating the MAS 90/MAS 200

System with 115Viewing Historical Data 109

Timekeeperfor PDA 24How it Works 25Installation 30Integrating with Other Modules 13Integration to MAS 90/MAS 200

Accounts Receivable

Module 13Job Cost Module 13Payroll Module 13Sales Order Module 13Time and Billing Module 13Time and Billing Professional

Module 13Menu Bar 41Module 24Registering 35Remote Application 24Setting Options for 51Support 18System Requirements 30System Startup 34User Interface 39Using the Manual 15Welcome To 12

Timekeeper Import 89Timekeeper Module

Role Maintenance 34Timekeeper Options 51Timekeeper PDA

Installing 156Synchronization Process 191

Timekeeper Register 115Timekeeper Remote 13

Activating 143Configuring MAS 90/MAS 200

Location 146Expense Entries

Creating 151Searching for 152

Installation 133Remote Device License 137Starting for the First Time 141Synchronizing 144, 153, 154Time Entries

Creating 148Searching for 152

Using 133, 145Timekeeper Terminology 56Timekeeper WIP Selection 112Timekeeper Work in Process (WIP)

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File 26Accounts Receivable Module 26Job Cost Module 26Payroll Module 26Sales Order Module 26Time and Billing Module 26Time and Billing Professional

Module 26

WWelcome to Timekeeper 12Windows CE 12, 24

Changing User 183Common User 169Deleting Database 147, 184Device Licenses 168, 171Expense Entries


Installing Timekeeper 172Menu Bar 145, 181Remote Device License 171Selecting a User 178Setup Synchronization 146, 182Starting Timekeeper 180Starting Timekeeper for the First

Time 178Synchronizing 177, 193System Requirements 168Time Entries


Using Timekeeper 180WIP

Selection 112Word Substitution 87Word Substitution Maintenance 87www.bestsoftware.com 30www.hightowerinc.com 22