Notes
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Outline
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REPORTING FUNCTIONS
  • Key Lesson
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LEARNING OBJECTIVES
        • BY THE END OF THIS LESSON, YOU SHOULD KNOW HOW TO PERFORM:
  • Project time registration
  • Project cost registration
  • REPORTING FUNCTIONS
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BENEFITS
  • The different reporting functions create project transactions which:
    • Help you keep track of the time and costs expended on a project.
    • Can be used for invoicing and follow-up purposes





  • REPORTING FUNCTIONS
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BASIC DATA
  • To use the reporting functions, you need to set up the following data:
    • A Complete Project Structure
    • Report Codes
    • Pricing


  • REPORTING FUNCTIONS
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REPORT PROJECT TIME AND COST
  • Reporting done by project members:
    • Time reporting
    • Travel expenses (covered in separate lesson)
    • Miscellaneous personal costs
  • Reporting done by the project manager or a central department at the company (e.g., Finance department)
    • Forwarding of supplier invoices (covered in separate lesson)
    • Miscellaneous non-personal costs
    • Material withdrawal (covered in separate lesson)



  • REPORTING FUNCTIONS
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PROJECT TIME REGISTRATION
  • To enter time spent on a project, you can use:
    • The Project Time Registration window – Only for project hours
    • IFS/Time Management (another component) – For reporting of hours on projects, shop orders and work orders in combination with attendance reporting
    • The web interface (Project Time Registration or Time Management)




  • REPORTING FUNCTIONS
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PROJECT TIME REGISTRATION
  • Open the Project Time Registration window:
    • The current week is chosen by default. You can change the week using the arrows next to the week number.
    • There are two tabs in the window :
      • Week—For weekly registration
      • Day—For day-by-day registration
  • REPORTING FUNCTIONS
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PROJECT TIME REGISTRATION
  • On the Week tab, enter hours for all project activities worked on during the week.
  • Select or insert a project activity in one of two ways:
    • By entering its short name, or
    • By entering the project, subproject and activity IDs
  • Also enter a report code.



  • REPORTING FUNCTIONS
  • WEEK
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PROJECT TIME REGISTRATION
  • When you enter project hours:
    • You can enter hours for each day of the week.
    • You can edit earlier entries.
    • You can see the total hours per line (on the far right).
  • The total hours per week are shown above the registration area in the Sum field.
  • REPORTING FUNCTIONS
  • WEEK
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PROJECT TIME REGISTRATION
  • When you have entered your hours for a week, right-click and click Confirm Week. This lets the project manager know that you are finished with your time reporting for a week.
  • If you change confirmed hours, the Confirmed status is removed for the current day
  • Confirming a week also approves all transactions for the current week for cost accounting




  • REPORTING FUNCTIONS
  • WEEK
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PROJECT TIME REGISTRATION
  • With day-by-day reporting, you can enter supplementary information about your project hours:
    • Use a price adjustment.
    • Enter an internal comment about the work/hours.
    • Enter an invoice comment to be printed on the project invoice specification.



  • REPORTING FUNCTIONS
  • DAY
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PROJECT TIME REGISTRATION
  • The following information is available on the Day tab (but not on the Week tab)
    • Transaction status (e.g., Not Invoiced, Invoiced, or Printed)
    • Invoice ID (if the project hours have been invoiced)
  • Confirm single days on the Day tab
  • Confirm the entire week on the Week tab



  • REPORTING FUNCTIONS
  • DAY
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PROJECT COST REGISTRATION
  • The Project Cost Registration window is used to enter costs on a project activity for invoicing and follow-up purposes.
  • Can be used as an alternative to the forwarding functions if costs from third-party applications need to be entered in IFS/Project Reporting.


  • REPORTING FUNCTIONS
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PROJECT COST REGISTRATION
  • The two tabs of the Project Cost registration window correspond to two different types of registration:
    • Personal – For personal costs (linked to an employee number)
    • Non-personal – For non-personal costs
  • Cost registration is always linked to a project activity and a report code.



  • REPORTING FUNCTIONS
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PROJECT COST REGISTRATION
  • Internal price and sales price are retrieved from the price lists. The prices can be changed manually (effective for the current line only)
  • Use the Internal Comments field to enter a comment for example, for the project manager
  • If you enter something in the Invoice Comments field, this will be printed on the invoice specification



  • REPORTING FUNCTIONS
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PROJECT COST REGISTRATION
  • The Invoiceability field is used to indicate whether the transaction should be invoiced or not.
  • The Transaction Status field shows whether the current line has been invoiced.
  • The organization code (in the Org Code field) will be set to the employee’s default organization code as defined in IFS/Organization.



  • REPORTING FUNCTIONS
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EXERCISES
  • Register project time
    • Register project time
  • Register cost for a project
    • Register project costs
  • REPORTING FUNCTIONS
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SUMMARY OF EXERCISES
        • WHAT YOU DID
  • Registered project time


  • Registered project costs







        • WHAT YOU LEARNED
  • How to register time for a specific project
  • How to register cost for a specific project


  • REPORTING FUNCTIONS
  • REPORTING FUNCTIONS
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END OF LESSON