Overview

Timesheets is an optional integrated product providing employees the ability to create, update and, where authorised, approve timesheets instead of sending timesheets to a Payroll Department for processing.

If Timesheets is integrated to Payroll, when timesheets are approved, they will become visible in the Payroll Module and where applicable Job Costing. Further processing can be carried out for the timesheets in the Payroll Module.

If Timesheets is integrated to Job Costing only, a transfer to Job Costing option is available in Timesheets which will transfer approved timesheets to the Job Costing module for timesheet lines that have job details recorded.

A connection to the BusinessCraft Server and an authorised user login and password are required to access and use Timesheets. BusinessCraft security levels for the logged in user determine the data visible and the actions permitted.

Timesheets is designed to present a weekly view; however, users can record times daily and control when the timesheet is ready for further processing. The Week Ending Date is determined by settings in BusinessCraft and defaults to the last pay date plus 7 days.

A timesheet’s initial status is set to In Progress and when the user has completed recording times, they can mark the timesheet as Ready. Authorised users can approve timesheets that are ready and approved timesheets can either be transferred to the Job Costing Module or if integrated to Payroll and Job Costing, processed in the Payroll Module. There are options to un-approve timesheets that have not been transferred/processed and to revert Ready timesheets to In Progress.

Once a timesheet has been transferred or processed, it will no longer appear under the Current tab and will be stored under the Completed tab with a status of Completed or Locked.

Optionally users can be required to record start and end times per day with defaults populated from Shifts and a timesheet cannot be set to Ready unless time has been correctly accounted for each day/week.

There are additional options in BusinessCraft that can be used to determine what jobs are visible to users in the Timesheets.

System Requirements

BusinessCraft V4.95h12 or later

Synergy xfServerPlus V10.3.1b or later

Microsoft .NET 4.0

BusinessCraft Timesheets Server Files V4.9.5.12 or later

BusinessCraft Timesheets Client Files V4.9.5.12 or later

Installing Timesheets

Check BusinessCraft and Synergy requirements

Ensure that the BusinessCraft installation is using the minimum required versions of BusinessCraft, Synergy and .NET as described in the System Requirements section of this document.

Create an xfServerPlus User Account

If not already created, use Windows Server Administration Tools on the BusinessCraft Server to create an xfServerPlus user account. Please note this user account cannot belong to the Administrators Group. Various versions of Windows provide different User Groups – it is known that the Server Operators or Power Users Group will provide sufficient authority for the user account.

  1. Select Start/Administrative Tools/Computer Management/Local Users and Groups/Users:

  1. Right click in the Name/Full Name/Description pane and select New User.

  2. Add the xfServerPlus user with the password typically used for accounts created to run services, making the user part of the Server Operators group or equivalent.

Make sure the xfServerPlus user account has full security control of the folders where BusinessCraft is installed on the server.

Create an xfServerPlus Service for BusinessCraft Timesheets

Use the Synergy Configuration Program on the BusinessCraft Server to create an xfServerPlus service specifically for BusinessCraft Timesheets. Select the third tab “xfServer/xfServerPlus” and the following screen will be displayed:

Please note in the screen shot above an xfServerPlus service has already been created for another BusinessCraft product running on port 2340. It is strongly recommended that an xfServerPlus service be specifically created for BusinessCraft Timesheets running on another port. Click the “Add xfServerPlus Service…” button and the screen below will appear:

Service Name Enter a unique name to describe the service.
Port Number Enter a port number to be used by this xfServerPlus service (must not be in use by any other service and must not be blocked).
Display Name Unless there is a reason to make it different use the same name as the Service name. (Used when viewing services via administration tools.)
Persona Username and Password The Windows xfServerPlus user account name and password.

Click on the Environment Settings button and a screen similar to that shown will appear. Initially the bottom panel will only contain the DBLDIR variable settings. The other settings need to be added by clicking the Add button in the bottom panel.

The PRG, BCP and XFPL_SMCPATH variables need to point to the \Program Files\BusinessCraft\BusinessCraftTimesheetServer folder or equivalent based on the BusinessCraft installation. Please note if you are installing on a 64-bit operating system, then the variables (including DBLDIR) need to point to the Program Files (x86) path.

Click on the OK button to return to the previous screen and once more to return to the Synergy Configuration Program screen as shown.

If the xfServerPlus service for BusinessCraft Timesheets just created has not started, click the Start Service button and ensure a “Yes” appears in the Started Column. Click OK to exit the Synergy Configuration Program.

Obtain the BusinessCraft Timesheets Server and Client Files

When setting up Timesheets there are two parts to the installation – the server and the client. The Server installation is carried out on the BusinessCraft Server.

For Client Installations:

  • If the PC connects to the BusinessCraft Server via a LAN (or a VPN that in effect places that PC on the LAN) then a client installation is required on that PC.

  • If the PC connects to a Terminal Server environment which in turn connects to the BusinessCraft Server, then a client installation is required on that Terminal Server and no client installation is required on the PCs that connect to that Terminal Server.

The required Server and Client installation files are available on the BusinessCraft ftp site under the Products > BusinessCraft Timesheets folder. There are subfolders for the Client and Server files respectively.

Copy these folders and their contents into the Releases directory within the MapDr folder on the BusinessCraft server into a subfolder called BusinessCraft Timesheets (the versions installed may be a later version from those shown here).

Install the BusinessCraft Timesheets Server Files

  • Create a BusinessCraft Timesheets Server folder in the Program Files (x86 if 64bit server)\BusinessCraft folder.

  • Extract the BusinesCraftTimesheets_ServerFiles_495_12.zip (or later version where applicable) and copy the files to the Program Files (x86 if 64bit server)\BusinessCraft\BusinessCraft Timesheets Server folder.

Install the BusinessCraft Timesheets Client Files

  • Extract the BusinessCraftTimesheets_Setup_495_12.zip (or later version where applicable)

  • Run the setup.exe file on any client PCs requiring access to the Timesheets module following the prompts provided.

Initial Server Connection

The first time that Timesheets is accessed, a prompt will require connection details for the BusinessCraft Server to be provided. The Server is the BusinessCraft Server and the Port is the one used by xfServerPlus for Timesheets.

When the correct Server and Port has been recorded in the fields provided, click on the Connect button. If the PC has established a successful connection to the BusinessCraft Server, the following acknowledgement is provided. Click OK and the Timesheets login screen is displayed.

If the PC was unable to establish a connection to the BusinessCraft Server, a message similar to the following is displayed. There are a number of reasons why this could be the case that will require trouble shooting by the person who installed Timesheets.

Logging into Timesheets

After a successful connection to the BusinessCraft Server has been established, the Timesheets login screen is displayed. The Settings Icon in the bottom left hand corner opens the Server Connection screen if required.

Enter a valid BusinessCraft User Name and Password in the fields provided. Green ticks to the right of the fields indicate that the system has validated the data entered. A message in red will be displayed if the username and/or password cannot be validated.

Enter the BusinessCraft Company Code to access or select from the drop-down list by clicking on the small arrow to the right of the Company field and click the Login Button.

Timesheets Navigation

After successfully logging in, the BusinessCraft Timesheets screen is displayed. The appearance of the screen will depend on whether Start and End Times are required, whether the logged in user has accessed the screen before, if panels are collapsed/expanded, the logged in user’s security access level and whether the logged in user has already recorded timesheets.

The Menu Bar across the top of the screen and the Timesheet Panel on the left-hand side of the screen provide a number of icons. The icons displayed will change as the selected timesheet status changes.

Hovering over the icons provides a tool tip. If the Timesheets Panel is not displayed, click on the Right Arrow just below the Current heading to expand the panel.

Login Provides the ability to logout and login back in to another dataset or the same one (equivalent to the Switch Company capability within BusinessCraft).
Refresh Refreshes timesheets to pick up changes made by other users.
Add Add a new timesheet.
Save Save the selected timesheet(s).
Delete Delete the selected timesheet(s).
Ready Change the selected timesheet(s) to Ready.
Print Print a timesheet report for the selected timesheet(s).
Report Print timesheet reports.
Transfer If Timesheets is not integrated to Payroll, provides the option to transfer approved timesheets to the Job Costing module.
About Provides details of the BusinessCraft Timesheets version in use which is important to provide when logging Service Requests.
Settings Provides access to detailed settings including copy behaviour and whether panels are collapsed or expanded when logging in. Only experienced users should change these settings.
Close Provides the ability to exit the application completely.
User and Company The logged in User and Company are shown just below the Menu Bar.
Default Week Ending Date The Default Week Ending Date is shown to the right just below the Menu Bar. The date is calculated by adding 7 days to the Last Pay Date in BusinessCraft. The Default Week Ending Date is used to populate the Pay End Date when a Timesheet is created. If required, the Default Week Ending date can be changed, or the Pay End Date can be changed for individual timesheets.
Zoom Slider A Zoom Slider is provided in the bottom right hand corner of the screen.

Timesheets Panel Icons and Context Menu

The Timesheets Panel contains icons to Add, Save, Delete, Create From, Export, Print, Mark as Ready and Transfer to Job Costing. Additional icons appear to change timesheet status as the status of the timesheet changes.

The Context Menu can be displayed by right clicking in the Timesheet Panel other than on the Column Headings.

The Context Menu will change as the status of a Timesheet changes in the same way that the icons at the top of the Timesheet Panel will change. Icons or Context Menu selections are subject to the user’s security access level.

Timesheet Panel Column Heading

The Column Headings in the Timesheet Panel provide the ability to sort and filter the timesheets shown in the Timesheet Panel.

  • To sort the timesheets, click on the column to be used for sorting and the records will sort. Click again and the column will sort in the reverse order.

  • To filter records hover over the column heading to be used for filtering and click on the small filter icon that appears within the heading. An option is provided to select certain records - blanks, non-blanks and reset to no filter.

Right clicking on any column in the Column Heading row, provides a further Context Menu that enables Sort Ascending, Sort Descending, Clear Sorting, Group by the Selected Column, Show/Hide the Group Panel, Show/Hide the Column Chooser, Best Fit the Column selected, Best Fit All Columns, access to a Filter Editor, Show/Hide the Search Panel and to Reset all Columns.

The Show Column Chooser determines which columns will appear in the view.

Creating Timesheets

Creating a new Timesheet

To create a new timesheet, click the Add icon in the menu bar at the top of the screen or click the + icon in the Timesheets Panel or right click within the Timesheets Panel to display the Context menu and select Add from that menu.

A new timesheet will appear in the Timesheet Panel, a Sheet ID will be assigned, the Pay End Date will be populated from the Default Week Ending Date and the status of the Timesheet will be In Progress.

Unless the logged in user has supervisory access or the system is unable to determine the employee from the user login, the employee code and name will be populated.

If security access permits the logged in user to record a timesheet for another employee, enter the employee code in the Employee field or click on the field and a drop-down list will appear. A wild card search field is provided to search for a match in either the code or description field. The logged in user will only have visibility of employees permitted by that user login:

When the required record has been located, click on it and the Employee and Employee Name fields will be populated in the timesheet. The Pay End Date can be changed if required. If the wrong employee has been selected, click back on the Employee field and change it.

The Sheet ID, Employee Name, Total Hours and Status fields cannot be edited. The Total Hours will calculate based on the Timesheet Details entered and the Status field will change as the Timesheet is processed.

Creating a Timesheet from another Timesheet

A new timesheet can be created from an existing timesheet from either the Current or Completed tabs on the Timesheet Panel. The following timesheet will be copied:

Select the timesheet to copy from and then click the Create From icon in the Timesheets Panel or right click within the Timesheets Panel to display the Context menu and select Create From in that menu. A prompt is displayed to confirm whether to proceed or not. Choosing No will stop the process.

If Yes is selected, a new timesheet will be created and appear in the Timesheet Panel. An option is offered to proceed to edit the timesheet immediately. Choosing No will leave the original timesheet selected. The Clear Hours on Copy and Clear Notes on Copy settings determine whether hours and/or notes are copied or not.

Choosing Yes, will select the new timesheet just created. Please note that the newly created timesheet is assigned the next available Sheet Id, the Status is set to In Progress and the Pay End Date is populated from the Default Week Ending Date. Otherwise the Timesheet is a replica of the one that it was created from.

You can proceed to make any required changes before marking the timesheet ready for approval.

Timesheet Summary Panel, Grid and Details

After successfully creating a timesheet and with that timesheet selected, the Timesheet Summary Panel for that timesheet (to the right of the Timesheet Panel) is populated.

The Timesheet Summary Panel can be hidden by clicking the up arrow next to the Period End Date, if this panel is not displayed, click the drop-down arrow next to the Period End Date. A vertical split bar is provided to resize the panel as required.

If Start and End Times are required to be entered, then they will be displayed as shown, populated from the Payroll Module > Setup > Timecard Control File Maintenance screen or, if available, the default Shift Code for the employee. If Start and End Times are not required, that portion of the screen will be suppressed from view.

Additional details for the employee and timesheet are displayed on the right-hand side of the Timesheet Summary Panel. If an image file named with the employee code is located in the MapDr > Graphics > Company Name > Employees folder, that image will be displayed. Otherwise, the employee silhouette can be right clicked and an image file for the employee can be selected. This will take effect for all future timesheets for that employee.

Warning Messages if applicable will be displayed between the Start and End Times and the Additional Employee Details as shown.

Below the Timesheet Summary Panel is the Timesheet Lines Grid where individual timesheet lines are recorded for the Total Hours.

Below the Timesheet Lines Grid is a Timesheet Line Details Panel, which provides the ability to record additional text in relation to the selected Timesheet Line. When text is entered against a Timesheet Line, the Note field for that line is ticked in case the Timesheet Line Details Panel is collapsed and it is not apparent that there is additional detail recorded.

Besides being able to be Collapsed or Expanded, the Timesheet Line Details Panel provides a horizontal split bar so that the panel can be resized as required.

Entering Start and End Times

If Start and End Times are required to be entered as part of timesheet processing, then the Start and End Time fields will display as shown. Please note that the order in which the days appear are consistent with the pay week ending day.

Start and End times will default from the shift code for the employee or if shifts are not used from the Time Card Control File Maintenance in the Payroll Module:

There are a number of ways to enter/edit times:

  • Key start and end times in manually (24-hour clock) including any lunch break for each day

  • Key start and end times (and lunch) in manually for one day and then click on the down arrow to copy down to the next day and continue doing so for each day

  • Key start and end times (and lunch) in manually for one day and then Control click on the down arrow to copy down to the remaining days

  • Click on the X to the right of the down arrow to clear any incorrect times quickly

  • Control click on the X to the right of the down arrow to clear the current and subsequent times quickly

  • Select a Shift Code from the field in the top left hand corner to populate times for all days

As times are entered, the Total Hours and Remaining Hours fields are updated automatically. Later as the actual work done is recorded in the Timesheet Line Details Grid, the Remaining Hours will adjust. When all hours are accounted for correctly for each day, the Remaining Hours will be 0.00 for each day and the field/s will change to green.

The Timesheet Lines Grid can be completed first and the Start and End times later but the Timesheet cannot be marked ready until all hours are properly accounted for:

Recording Timesheet Lines

Timesheet Lines are recorded in the Timesheet Line Details Grid underneath the Timesheet Summary Panel. The following Timesheet has the Timesheet Summary Panel completed but no Timesheet Lines entered:

To add Timesheet Lines, click the + icon just above the Timesheet Line Details Grid or right click in the Timesheet Line Details Grid and select Add from the Context menu. A Line Sequence number will be automatically assigned to the line.

Enter/select the job number or proceed to the next required field for non-job work. Depending on company requirements record the Section, Cost Centre, Department and Activity. In each case drop downs and searches are provided similar to those provided for the Employee field in the Timesheet Panel.

Select the correct Hour Type for the work carried out. The Description defaults to the Activity Description, but this can be overwritten if required.

Record the time worked in the correct day/s. A week total is calculated for each line and the Productive and Total Hours fields are updated in the Timesheet Summary Panel.

As each day is recorded, if Start and End Times are used, the Remaining Hours will reduce. Please note if excess hours are recorded against a day the Remaining Hours will become negative and the field will be red. This will need to be fixed before the timesheet can be marked Ready.

Please note that the Timesheet Line Details Grid provides the same capabilities to Sort and Filter as well as a Context Menu by right clicking on the Column Headings. The Column Chooser enables the grid to be customised to suit company requirements.

Setting Timesheet Status to Ready

Once a timesheet has been properly recorded and all time for the week is entered, it can be marked ready for approval. Here is a timesheet completed but not yet marked ready:

Timesheets need to be approved before they can be transferred to Job Costing or processed in Payroll. However, the icon that enables a timesheet to be approved will not appear until the Timesheet status has been set to Ready.

When the timesheet is ready for approval, make sure the timesheet is selected and then click the Ready icon either in the Menu Bar or at the top of the Timesheet Panel or right click on the record and select Ready from the Context menu.

Providing the timesheet lines agree with the Total Hours and any other company required fields have been correctly completed, the status changes to Ready and both the In Progress and Approve icons become visible. If the logged in user is not permitted to approve timesheets the Approve icon will not be visible.

The In Progress icon is provided so that the Timesheet can be changed back from Ready to In Progress so that any errors can be corrected. An approved timesheet cannot be changed to In Progress. It must be unapproved by an authorised user which will change the status to Ready and then can be changed to In Progress.

Approving Timesheets

Here is a Timesheet Ready for Approval. Subject to user security, the Approval icon may not be visible, or the Approval icon may only be visible for certain timesheets if the logged in user is the Manager of certain employees.

After reviewing one or more timesheets, select them in the Timesheet Panel. Standard Windows navigation options are available for selecting timesheets. Shift Click to select a range, Control Click to select specific records etc.

With the required records selected, click the Approve icon either in the Menu Bar or at the top of the Timesheet Panel or right click on the record and select Approve from the Context menu.

The status changes to Approved and an Unapprove icon becomes visible. The Unapprove icon provides the ability to revert one or more timesheets back to the Ready status, which in turn provides the ability to revert a timesheet back to In Progress so that any required corrections can be made.

Transferring Timesheets to Job Costing or Processing in Payroll

Here is an approved timesheet ready for transfer to Job Costing or processing in Payroll:

BusinessCraft provides two options for processing timesheets created in the Timesheets module and depending on which option is configured will determine how approved timesheets are processed.

Transfer Timesheets to Job Costing Only

When this option is configured, approved timesheets containing job details can be transferred from Timesheets to the Job Costing module from within Timesheets using the Transfer icon.

There is no need to select timesheets - the system will transfer all approved timesheets. Click the Transfer icon in the menu bar at the top of the screen or click the transfer icon in the Timesheets Panel or right click within the Timesheets Panel to display a Context menu and select Transfer from that menu.

A prompt to proceed with the transfer will be displayed:

Click Yes to proceed with the transfer of approved timesheets to Job Costing or No to cancel the process.

After clicking Yes to proceed with the transfer, the Timesheets module will transfer those approved timesheets to the Job Costing module and provide a confirmation of the timesheets transferred:

The approved timesheets will no longer appear in the Current Tab of the Timesheet Panel. They will only be visible in the Completed tab and their status will be set to Completed.

Process Timesheets in Payroll

If an attempt is made to transfer approved timesheets to Job Costing when the Transfer Timesheets to Job Costing Only option is not configured, the following message is received:

If Timesheets is integrated to Payroll and Job Costing, approved timesheets are processed as part of the Payroll process using the Calculate Payroll screen within the Payroll Module.

In this case, it is important for the person responsible for producing payroll to know what timesheets have been recorded and approved in Timesheets as these timesheets will only become visible in Payroll and Job Costing after the Calculate Payroll process has been run.

When the Calculate Payroll process is run and the Approved Timesheets are picked up in that process, the Approved Timesheets will be moved to the Completed tab in the Timesheet Panel with a status of Locked.

Viewing Completed Timesheets

Once approved timesheets have either been transferred to Job Costing or processed in Payroll, they are no longer visible on the Current Tab of the Timesheet Panel. They are now stored on the Completed Tab, however as there could be a large volume of timesheets to display, an employee must be selected to view relevant timesheets.

All previous described navigation options described are available other than where the option would permit the timesheet to be edited or changed. As these timesheets are either Completed or Locked no changes can be made to them.

Timesheets with a status of Completed have been transferred to Job Costing only, whilst timesheets with a status of Locked were processed to Payroll and Job Costing.

Printing Timesheets

Current Timesheets can be printed by selecting the timesheets to be printed from the Timesheets Panel and then clicking the Print icon in the menu bar at the top of the screen or the Print icon in the Timesheets Panel or right click within the Timesheets Panel to display a Context menu and select Print from that menu.

The Timesheet Report Selector will appear. The Timesheets module is supplied with one Timesheet Card layout. This layout can be customised to suit specific requirements or additional layouts created.

Select the report required, click the OK button and the Report Preview screen will appear. Across the top of the screen a range of icons (with tool tips) provide various options including printing the report. The drop-down arrows on the Export and Send icons provide file format choices.

Exporting Timesheet Headers and Lines

Besides the Export options available from Reports, Current and Completed Timesheet Headers and Lines can be exported by selecting the timesheets to be exported.

Timesheet Headers

Click the Export icon in the Timesheets Panel or right click within the Timesheets Panel to display a Context menu and select Export from that menu. Excel will launch and the data exported will be presented ready for viewing.

Timesheet Lines

Click the Export icon in the Timesheet Lines Grid or right click within the Timesheet Lines Grid to display a Context menu and select Export from that menu. Excel will launch and the data exported presented ready for viewing.

The Export will contain the data that is in the Timesheets Lines Grid view at time of export and will only contain Timesheet Line information. Adding or removing columns from the view will determine the data exported.

Timesheet Reports

Timesheet Reports are available for Current and Completed Timesheets. These reports can be produced by clicking the Report icon in the menu bar at the top of the screen. The reports will show all timesheets that appear in the view. These layouts can be customised to suit specific requirements or additional layouts can be created.

Select the report required, click the OK button and the Report Preview screen will appear. Across the top of the screen a range of icons (with tool tips) provide various options including printing the report. The drop-down arrows on the Export and Send icons provide file format choices.

Timesheet Security

The Timesheets product is designed for either employees (or their supervisors) to enter times and for this reason it is important for employees to only be able to enter, view and update their timesheets or in the case of managers/supervisors their timesheets and employees for whom they are responsible.

Employee Access

For an employee (including Managers) to record their Timesheet in BusinessCraft timesheets, they must be able to login. BusinessCraft Timesheets uses the same username used to login to BusinessCraft to login in to BusinessCraft Timesheets.

For details on how to setup BusinessCraft Users, please refer to the Users Product Guide. For users who do not normally access BusinessCraft, create a user login for them and assign them to a Timesheet Users Group that has access to the UT module only.

After ensuring that all employees (including Managers) who need to login to BusinessCraft Timesheets have a User Name correctly setup, login to BusinessCraft and go to Payroll > Maintain > Employees and enter select an employee.

Enter/select the BusinessCraft User Code for the User Name used by that Employee to login to BusinessCraft (including BusinessCraft Timesheets) in the BSN User ID field:

Complete the process for all employees (including managers) who need to login to BusinessCraft Timesheets.

Provided the user is not a manager, when they login to BusinessCraft Timesheets they will not be able to select any employee other than themselves. Instead, BusinessCraft Timesheets automatically populates their timesheets with their employee code and name.

Using the previous employee as an example, Jim Johnson logs into BusinessCraft Timesheets using his BusinessCraft User Name (USER1) and his password:

When the BusinessCraft Timesheets screen is displayed, Jim cannot choose any employee code other than his code. This prevents Jim from entering, updating or viewing any timesheets other than those for his employee code:

This control will apply to all employees set up in this manner including managers. However, Managers need to be able to review and approve/un-approve their employee’s timesheets and depending on the processes used even enter timesheets for their employees. For this reason additional setup is required for managers.

Timesheet Approval Authority

In most cases, Managers need to be able to approve timesheets. Approving Timesheets is controlled by BusinessCraft Extended Module Security which requires the Managers to a member of a Group that has a data access level that equates with the data access level assigned to the Approve Timesheets Module Function in Extended Module Security.

In BusinessCraft, go to Security Setup > General > Groups and create a Timesheet Managers group:

Use the Users (F5) function key to link the Managers to the Group:

Use the Module (F6) function key to link the Payroll Module to the Group making sure that a Data Access Level is specified (in this example, 8).

Now, in BusinessCraft, go to Security Setup > General > Access Levels and ensure that the Data Access Level specified for the Group is entered against the Approve Timesheets module function in the Extended Module Security screen for the dataset and Payroll Module:

Enable Manager access to Employee Timesheets

Two methods of enabling manager access to Employee Timesheets is available:

  • Linking Managers to Employees

  • Linking Managers to Departments

The decision as to which method is used depends on how well the existing Payroll Department structure satisfies the delineation of employees for managers for timesheet purposes.

Both methods can be used at the same time, however it must be understood that this can mean that two managers may be able to view, update and approve timesheets for the one employee.

Linking Managers to Employees

The Linking Managers to Employees method enables a manager to be specified for each employee. This method is used when the Home Departments for employees do not adequately delineate the employees for whom the manager is responsible for timesheet purposes.

In BusinessCraft, go to Payroll > Maintain > Employees and enter/select an employee to be linked. Enter/select the BusinessCraft User Code for the User Name used by the Manager to login to BusinessCraft (including BusinessCraft Timesheets) in the Manager field:

Complete the process for all employees to be linked for each manager.

Linking Managers to Departments

The Linking Managers to Departments method enables a manager to be specified for each payroll department. This method is used when the Home Departments for employees delineate the employees for whom the manager is responsible for timesheet purposes.

In BusinessCraft, go to Payroll > Tables > Departments and enter/select a Department:

  • Enter/select the BusinessCraft User Code for the User Name used by the Manager to login to BusinessCraft (including BusinessCraft Timesheets) in the Manager field.

  • Enter a Data Access Level in the Security Employee Access field ensure that the Data Access Level is different from the one used in the Approve Timesheets Module function.

  • It is important to ensure that these steps are carried out for all Departments, otherwise employees linked to Departments without Managers will display for all managers.

After Linking Managers either to Employees and/or to Departments, when the Manager logs in to BusinessCraft Timesheets, the Manager will only be able to add, view, update and approve/un-approve timesheets for employees for which they are the manager or for employees whose Home Department is one which the Manager is responsible for.

The Manager will also be able to add, view, and update timesheets for themselves but they will only be able to approve/un-approve their own timesheets if they do not have a manager.

Payroll users linked to a Group with a Data Access Level that matches the Data Access Level for the Access All Employees Module Function in the Extended Module Security screen for the dataset and Payroll Module will be able to access and approve/un-approve all timesheets.

Revision 2

25th June 2019