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The time recording allows the control, evaluation and management of working time bookings of your personnel.
SummaryWhat do I use the time recording for?The time recording module gives you access to your personnel's working time bookings and evaluates them based on various criteria. Furthermore, you have the opportunity to view the history of existing bookings, can add, correct and delete time bookings. Under the tab cost centers you have an overview of all current active cost centers of your company as well as the totals of the booked times, grouped by activities. Users who have enabled the time recording on their displays can make time bookings. In addition, the user also has the option to assign a new booking to an existing cost center or, if desired, to create a new cost center. General basics of the moduleTo any time booking belongs always an activity that on the one hand fundamentally describes whether a time booking is part of working hours and on the other hand, a way to group time bookings. A time booking can also be assigned to a cost center. The duration of an activity is the time between this and another activity. In other words, each activity ends the previous activity. The standard activity "Go" or "End of work" ends the current activity and automatically starts a break or rest period. RequirementsAccess to the time recording module can be booked as an option. From this point of time on you can grant access to time recording to each of your users. Functions of time recordingBookingsThe booking overview allows a check or evaluation of the working hours of all persons with time bookings. After selecting a person, evaluation of the last month is displayed. Using the button for switching the type of data presentation , you can switch between the calendar view and shift-based processing of the data. From the views, it is also possible to display the detailed bookings of a period. Such a period can be either a single day, a week or even the entire selected period in the calendar view. In the evaluation by shift days, the possible periods are either a single shift or the entire period. The detail view is again subdivided into 3 ways of representation. First, a purely tabular edition with the exactly booked times. This table can also be displayed in a graphic evaluation. Here, the individual time bookings are entered on a bar per day. The colors in the graphical representation correspond to the color of the activity assigned to each time booking. The third possible view is the editor, in which it is possible to change, delete or create new bookings. In the Editor view, a change history is displayed for each booking day, if any. From every view a export to PDF, Excel or CSV file is possible. The content of the files depends on the data currently displayed.
Cost centersThe cost center overview allows a quick evaluation of all active cost centers of the company. Each cost center is displayed in the overview with its own tile. The basic structure of each cost center tile is the same, however, depending on the set parameters, there are different representations of this structure. If a planned duration has been defined for a cost center, a progress bar is displayed next to the account name in the tile. The same behavior exists for the individual activities that were booked to a cost center. If a planned duration defined for an activity within a cost center, a progress bar is displayed for this in the overview in the appropriate tile. These progress bars fill up with each successful time booking made to a cost center. Via the action menu you have the possibility to view the detail view of the booked activities for this cost center (more about this point under the item "display cost center bookings). You can also change the settings of a cost center that have already been made here. Among other things, you can set to allow only certain activities or persons for a cost center.
Create new cost centerYou will be guided through all necessary steps by an assistent to create a new cost center. cost center basic dataIn first step of the assistent you can set common data for your new cost center. Choose a description, an identification, the valid time range and a planned duration. Valid to and planned duration are optional and can be left empty. The planned duration can also be filled automatically during next step. It is possible to finish the assistent after this step. All further data is optional. activitiesIn next step you define activities which should be booked to this cost center. It is optional to set a duration for these activities. If you have chosen at least two activities, the total duration will be displayed. Select 'set planned duration to total duration' to adjust the planned duration from step 1 to the value of total duration. By clicking 'allow other activities' it is also possible to define wether only the set activities or also other activities should be able to book to your cost center. If you have set a planned duration manually in step 1 and now assigned activities which total duration is longer than the planned duration, you will get a hint about that. Again you can decide if you want to adjust planned duration automatically. To delete an activity click on symbol behind the corresponding activity. You are also able to sort your activities. Click and hold the symbol and drag the actvity to the desired position to do so. This influences the order in which the activities will be shown in portal and on the displays of your personnel. personnelIn third step you can assign personnel to your cost center. If you do not assign any persons, be default all personnel can book to this cost center. To choose a personnel, select an optional group first and afterwards the desired person. Choose 'all persons' if you want to add all persons of currently selected group. To delete personnel, click on symbol behind the person. If you have chosen at least two persons, you can also reset the entire assignment by clicking 'deselect all'. doneWith following step you finish creating the cost center. All your set data will be summarized. Edit basic dataChange here the global data of a cost center. See cost center basic data. Edit activitiesDefine here which activities can be booked within this cost center. See activities. Edit personnelIf you only have certain people in your company who are allowed to book into a cost center, then here you have the option to define them. See personnel. If this cost center was created or edited by another user, there might be personnel assigned on whom you do not have the necessary rights. These persons will be displayed as a number of anonymized persons. It is not possible to edit these assignments. Even if you click 'deselect all', these assignments will still remain. Close cost centerClose a cost center by setting a new "valid to" date. This always corresponds to the current date and time. Display cost center bookingsGives you a tabular overview of all time bookings of a selected cost center. The default view automatically displays all postings of all persons involved over the entire period of the cost center.
SettingsWork time profilesEvery person in your organization is automatically linked to a default profile once time recording has been activated. Changes to the break regulation always have an effect on the following 2 evaluation columns: Working time according to working time profile (formerly shift working time according to ArbZG) and break time according to working time profile (earlier break in shift according to ArbZG). You can store up to 3 separate time periods in each working time profile. These are then offered as a exentsion to the column "shift time" and "booked work". If you are creating a time span for the first time, then you must adjust the desired table configuration in the "Bookings" area. The newly created time periods are not visible in reports by default.
It is also possible to activate all 3 conditions at the same time. Please note, however, that all conditions must always be met so that a period of time is taken into calculation (AND operation). In the overview table for the currently existing profiles, you have the following possible actions:
Below the table with the currently available profiles is a listing with all persons who currently have no valid profile. ActivitiesAll usable activities of a company are presented in an overview table. PersonsFor the overview of the personnel, you can specify which table columns should be displayed in which order. LabelsCertain labels of time recording can be adapted globally for a company to its own requirements. Absence managementIn absence management you can create user-defined absence reasons and manage them. To create a new absence reason, please select add another absence reason. You are now able to define your new absence reason by a description, a shortcut and a color. To change these settings for an existing absence reason, open the action menu in the action column and click on edit. Please notice that this also effects absence bookings that were done in the past. To delete an absence reason, click on delete in the action menu. Wage exportThe portal offers you the possibility to export your time recording bookings in different formats, so you can import them later on to a suitable payroll accounting program. YellowFox supports the following formats:
To be able to export data, first you have to create a configuration for the desired format. This is done at this part of settings. First you have to choose the desired format at format. Next you have to enter the needed numbers. Depending on which format you picked, different fields are mandatory. For Lexware you do not have to enter either a mandate ID nor a consultant ID. Sage needs a mandate ID. DATEV LuG and DATEV LODAS both need both numbers. All formats need at least a wage type number for working time to be saved. Entering a wage type number for any absence is optional. Please notice though, that only bookings which have a valid wage type number will be exported later on. Furthermore you can only export persons, who have a personnel number registered in the personnel management. Wage type IDs for deleted absences are still stored. Nevertheless you are not able to edit them after deleting the respective absence reason. To delete a configuration click on reset configuration. Alternatively you can also empty all fields by yourself and click on save. To dismiss all changes in the current session, click on cancel. You will return to the last save state. |