Attention, this is the published version. You can find the working version in the working space.
How to Create Working Time Orders
- Intact Publisher
Set Up the Working Time Order
On the Order tab, general information about the working time order can be entered.
| Column / field | Type | Description |
|---|---|---|
| Order no. - type | Listfield | Name of the number range which is used to create the Order no. See How to Predefine Number Ranges > Type = Working Time Order |
| Plus | Button | Button to create a working time order no. |
| Order no. | Label | Number of the working time order |
| Working time order | Text | Name of the working time order |
| Order type | Listfield | Type or categorization of the working time order See How to Predefine Order Types |
| Cost center | Listfield | Cost Center of the working time order See How to Predefine Cost Center |
| Auditee | Label | Shows the name of the entity for which the working time order is created |
| Auditee - Add | Search | Add the entity for which the working time order is created |
| Auditee - Delete | Button | Delete the entity for which the working time order is created |
| Order Status | Listfield | Status of the working time order See How to Prepopulate Lists Fields > Order status |
| Invoicing status | Listfield | Status of the invoicing. The status need to be set manually See How to Prepopulate Lists Fields > Invoicing status |
| Entity in charge | Label | Shows the name of the entity who is in charge of the selected working time order |
| Entity in charge - Add | Search | Add the entity who is in charge of the selected working time order |
| Entity in charge - Delete | Button | Delte the entity who is in charge of the selected working time order |
| Total time | Label | Total time booked on the working time order |
| Total travel time | Label | Total travel time booked on the working time order |
| Total kilometers | Label | Total kilometers booked on the working time order |
| Priority | Listfield | Priority of the working time order See How to Prepopulate Lists Fields > Priority |
| Order active from | Date | Date from which the working time order is active. The creation date is set automatically, but can be changed |
| Time | Time | Time of the day entered in Order active from from which the working time order is active |
| Order active until | Date | Date until which the working time order is active. The creation date is set automatically, but can be changed. The checkbox of this date needs to be activated in order to restrict the duration of the selected working time order |
| Contact person | Label | Shows the name of the designated contact person of the auditee |
| Contact Person - Add | Search | Add the designated contact person of the auditee |
| Phone | Text | Phone number of the contact person |
| Text | Email of the contact person | |
| Targeted date | Date | Target date of the working time order |
| Planned time | Time | Planned time in hours and minutes |
| Non-performance | Checkbox | Yes: the assigned order type is defined as a non-performance type |
| Activities | Checkbox | |
| Working time workflow - open audit date | Checkbox | Yes: in the working time order of an audit order, the start date of the audit order is used instead of the current day |
| Work packages | Checkbox | |
| Negative order | Checkbox | Yes: the booked working time will be registered as minus time and deducted from the other recorded working time No: the working time booked will be registered as plus time and added to the rest of the recorded working time. |
| Description of orders | Text | Description of the working time order |
| Comment | Text | Comment on the working time order |
| Description of expenses | Text | Description of expenses |
| Delete | Button | Action to delete the selected working time order |
| Select from template | Button | Action to create a new working time order by selecting a working time template |
| Save as template | Button | Action to enter the name of the template in the text field next to Save as template and click Save as template |
Assign Employees
In the Employees Tab it is possible to assign employees who are allowed to book on the selected working time order.
| Column / Field | Type | Description |
|---|---|---|
| Entity | Label | Name of the entity who is assigned to the working time order and who is allowed to book time or expenses |
| Employees | Button | Add employees to the working time order |
Define Work Packages
On the Work packages tab, work packages can be added that are required in the selected working time order.
| Column / Field | Type | Description |
|---|---|---|
| Name | Label | Name of the assigned work package |
| Work package/Opening date | Date | Date when the work package has been added. The date of the current day is set automatically and can be changed |
| End | Date | End date until which the work package is open |
| Planned days | Number | Number of planned working days per work package |
| Planned hours | Number | Number of planned working hours per work package |
| Current hours | Number | Number of current (estimated) working hours per work package |
| Time booked | Number | Number of hours which already have been booked on the selected working package |
| Work package cat. | Text | Category of the work package. This category triggers the activities of one work package when adding it to the working time template |
| Completed | Checkbox | Yes: the work package is completed, no time can be booked anymore No: the work package is still in progress, time can be booked |
| Add workpackage | Button | Action to add a work package to the selected working time order |
In Booked Working Time, authorized users can check how many hours have been booked by which employee on a particular work package.
| Column / Field | Type | Description |
|---|---|---|
| Booked hours | Label | Number of booked hours per employee on the selected work package |
| Percentage | Label | Percentage of an employee's booked hours of the total number of booked hours |
| Employee | Label | Name of the employee(s) who have booked on the selected work package |
Define Activities per Work Package
On the Activity tab you can find a list of activities that can be assigned to a work package. If the desired activity is not included, more can be created or added from the master data.
| Column / Field | Type | Description |
|---|---|---|
| Code | Label | Code of the activity which can be linked to a work package |
| Activity | Label | Name of the activity which can be linked to a work package |
| Assigned | Checkbox | Yes: the activity is assigned to a work package in the selected working time order No: the activity is not assigned to any work package in the selected working time order |
| Assign | Button | Action to select a work package PLUS the desired activities by pressing the Ctrl key to assign activities to the selected work package |
| Add activity | Button | Action to add relevant activities to the working time order in order to assign them to different work packages in a second step Activities are listed automatically if activities have been linked to the work package category before (Please compare How to Predefine Activities per Work Package Category) OR can be added manually with this action |
In the Activities assigned to work package area a user can see which activities already have been assigned to a selected work package.
| Column / Field | Type | Description |
|---|---|---|
| Code | Label | Code of the activity which is assigned to the selected work package |
| Activity | Label | Name of the activity which is assigned to the selected work package See How to Predefine Activities Activities that have been linked to the work package category before (please compare: How to Predefine Activities per Work Package Category) are assigned to the selected work package automatically. Activities that have been added manually to the working time template need to be assigned to the selected work package manually. This can be done as following:
|
| Booked | Label | Time booked on the activity in hours |
| Completed | Label | Yes: the activity is completed, no time can be booked anymore No: the activity is still in progress, time can be booked |
Define Functions per Work Package
Functions that are defined per work package are used in Planned times of an audit order to define planned time per function (e.g. auditor, reviewer, back office,...) and work package. See How to Define Planned Times
| Column / Field | Type | Description |
|---|---|---|
| Functions | Tree | Name of functions and sub-functions for which a selected work package is relevant. See How to Prepopulate Lists Fields > Audit team participant type Please note, that auditors, reviewers, and approvers show up automatically in this list if this feature is activated |
Upload Relevant Files
In the Upload Relevant Files area, you can upload all documents relevant to a working time order.
| Column / Field | Type | Description |
|---|---|---|
| Add new file | Button | Add new file(s) to the selected working time order |
| Refresh view | Button | Refresh the view |
| File overview | Table | See How to Upload and Remove Files |