Timer registration – Uniconta

Hour registration is used to register entries for an employee. In the Employee FMIS, for example, under Project/Maintenance/Employees , the individual employee must be linked to a uniconta login in the Login ID field, otherwise the system will not know which employee's timesheet is to be displayed when the menu item Project/Templates/Time registration is selected. In other words, the timesheet opens the current uniconta user's timesheet for the current week. Using the Back and Forward buttons on the ribbon, you can jump to previous weeks and subsequent weeks.

Time can be registered per day per project/case in the timesheet In the timesheet, you can only select and register time on projects that are not blocked and that have the phases 'Created', 'Approved' or 'In progress'. In the upper part of the screen, the hours are registered. Alt+center in the Hours drawer creates a new line in the text field. In the lower part, the hours are summed up. The standard time per day is shown and the difference is counted. The standard time is only shown if the employee has been assigned a standard time calendar under Project/Maintenance/Time/Calendar setup. The standard time MUST be filled in, i.e. the number of hours per day listed as standard time must be registered before the time sheet can be approved and posted. If you do not have enough billable time to fill in the standard time, you can either:

Create one or more lines with 'Not billable', 'Internal', 'Flex time' etc.
Create a calendar with '0' hours as normal time.

ATTENTION! Remember that internal/non-billable salary types must be set up without a check mark in 'billable' on the salary type and the internal project group must not be billable.

Registration by workspace and task

If workspace and/or tasks are set up, it is possible to register these in the timesheet. Workspaces can be blocked, warned or open. Read more here. Ready to use Time registration Status = Warning In Controls you get the following message - when the status is set to Warning

When you clear the draft, you get the following dialog with Ok/Cancel. Pressing Ok will clear the draft.

Approve Timer registration Status = Warning A new column has been added to Approve timesheet registration. The 'Confirm warning' column. If the timesheet has a warning, you must confirm this before the timesheet can be finally approved.

If there is a wage type on the task and the task is selected, the wage type is downloaded to the line. If Residual budgets are used, these are looked up via the task. Read more here.

Reports in the Timecladder

Under Reports, relevant posts for the individual employee can be viewed or accessed.

Checking the timesheet

When the draft lines in the timesheet are filled in, the timesheet should be checked using the Check button on the ribbon. When checking the timesheet, the following is checked: The project

Must be filled in on the line
Project must not be blocked

Salary type

Must be filled in on the line
A Project type must be specified on the Salary type
If a salary type is selected and the Internal type field is filled in, check that the project on the line in the time registration journal is equal to the project filled in the Internal project field on the salary type.

Billable

The project team decides whether a project is billable or not
The project type determines whether the project type, item and/or wage type is invoiced or not.
If a billable type is to be set as non-billable, the billable field must be retrieved via layout and unchecked

Driving

Address from and to must be filled in
Purpose must be filled in. Text from draft line is inserted as Purpose.
A rate must be specified on the payroll card for driving
Only salary types with Internal type=Driving can be registered in the Driving section
If Project is specified on the Salary type, only register on this

Description of buttons

Button	Button description
Add record	Adds a time recording line or a mileage recording line depending on whether you are in the time recording tab or in the mileage recording view at the bottom (only shown if you have selected Show mileage on tape)
Copy record	Copies the record you have placed the cursor on.
Delete record	Deletes the record you have placed the cursor on.
Save this	Save the entered information
Refresh	Update the information in the draft.
Layout	Read more about the options for changing/saving layouts here.
Show driving/Hide driving	The Show driving button is only highlighted if you have a salary type where the Internal type field is filled with Driving. Select this button if you want to display a mileage registration image at the bottom of the screen in connection with the timesheet. To close the driving record image again, select the Hide driving button. This button is selected when you want to create mileage registrations at the same time as your time registration. Read more about registering mileage in the timesheet in the separate section on mileage in this article.
Add drive	This button is only highlighted if you have first selected the Show driving button
Today's date	Select this button if you want to jump to the weekly draft with the current date
Back to previous weeks	Select this button to jump to previous weeks' weekly drafts
Forward	Select this button to jump to subsequent weeks' weekly drafts
Controllers	Select this button to check the lines you have entered in the timesheet. Read more about what is checked in the separate section Checking the timesheet in this article. In the System information field on each line in the time registration screen and the mileage registration screen, you can see any error messages if the draft is not OK. If you have registered overtime, the system can automatically create overtime lines in the draft. Read more about overtime in the separate section on overtime in this article.
Reports	Here it is possible to view personal reports. That is, reports that only show records that are registered on the employee. The reports that are retrieved are: Mileage accounting. The employee's km in a selected period. Vacation and Flex. Employee's vacation and flex balance. period. Production. Shows employee production on billable and non-billable hours in a selected period Follow up. Read more here. (Only if CRM is enabled Read more here) Tasks. Read more here. (Only if tasks are enabled Read more here) Scheduling. Version-91 Displays in Pivot table format the hours scheduled for the employee. Requires scheduling to be enabled under Company/Maintenance/Turn features on/off. Calendar scheduling. Displays in Calendar format the hours scheduled for the employee. Requires scheduling to be enabled under Company/Maintenance/Turn features on/off.
Ready message	Clear the draft when you have finished registering the hours for the week. The hour registration draft can only be cleared if there are no errors in the draft. See the error messages in the System information field on each line in the draft. If you are not allowed to select a ready message in the time sheet, check the employee file for the current employee. On the employee, the date of the day before the first time registration must be entered in the Date reported field. This field is then automatically updated every time a weekly draft is cleared. If you have registered overtime, the system can automatically create overtime lines in the draft. Read more about overtime in the separate section on overtime in this article.
Open again	This button is only highlighted if the timesheet has been cleared and you want to open it again to make changes and clear it again.
Approved	This button is only highlighted if the timesheet is cleared and if the employee has the right to approve their own timesheets. If the employee is not allowed to approve their own hours, the approver must instead approve the time registration draft under Project/Drafts/Approve time registration. If the timesheet cannot be approved, check the employee record for the current employee. On the employee, the date of the day before the first approval must be entered in the Approved date field. This field is then automatically updated every time a weekly journal is approved.
Working hours	Here you can enter working hours related to the new law on time registration that applies from 01-07-2024. Read more here. When the button is pressed, working hours can be registered here. Tap Add. Select the registration type and enter the rest of the information. After registration, the lines will appear here.
Residual budget	Here the budget on Project/Workspace/Tasks is shown. The number field shows the expected number of hours missing from the Project/Workspace. Add line automatically inserts the following values from the Timecladder. Project number Date (Start date from draft) Employee Work area Task In the number field, enter the number of hours until the task is complete. If the task is complete, enter 0 or delete the line. If the task is not completed in the period, the date can be moved to a subsequent period. If you want to move the item to another employee, you can do it from here. By default, only records for the employee the timesheet applies to are shown. If you uncheck "Current employee", all budget items on the case will be shown for all employees in the period shown by default. By default, only budget items for the previous and next month are shown. If "All transactions" is checked, all budget items are shown on the case for all employees in all periods. Expected occupancy for the coming period is now available in Planning. Read more here.
Efficiency percentage	The value of the field is calculated as: (Billable hours / (Billable hours + non-billable hours)) NB! Project entries with salary types that have the Internal type field filled in are not included.
Billable hours	The value of the field is calculated as: Billable hours on all projects
Holiday/Free time	These information fields on the ribbon only appear if you have salary types created where the Internal type field is filled in with Vacation and Holiday off. Next to the words Vacation and Vacation free, the number of Vacation and Vacation free hours are shown. Read more about vacation in this article.
Overtime/Flextime	These information fields on the ribbon only appear if you have a salary type created where the Internal type field is filled in with Overtime and Flextime. Next to the words Overtime and Flextime, the number of overtime and flex hours are shown.
Mileage	This information field on the ribbon only appears if you have payrolls created where the Internal type field is filled with Mileage. Next to the word Mileage, the total number of kilometers driven is shown.
All fields	When this button is selected, the values in all fields on the current line are displayed, regardless of whether the fields are visible in the screenshot or not.

Driving

Setting up

If you want to be able to register mileage in the timesheets, you must first create a wage type (and possibly also a project type) for mileage, for example as shown below. The rate on the wage type is the cost price of driving per unit (in this example per km). The sales price is the expected sales price per unit. Note! If mileage should always be registered on an internal project, the Internal project field on the salary type must also be filled in with the internal project number.

Entering driving

Check out this video showing how to register driving: https://www.uniconta.com/da/video/projekt/koerselsregistrering/ In the timesheet, select the Show driving button to display an image at the bottom of the timesheet with driving lines. To remove this image again, select Hide driving. To register mileage, first enter a line in the timesheet with the project and the time you spent on the work. For example, if you visited a customer, select the customer's project and enter the number of hours you spent on the customer visit. Then select the View mileage button to also register the mileage for the visit. the visit. Now select the Add mileage button to add a mileage registration. A screen like the one shown below will appear. The system automatically suggests that you have driven from the company address to the customer address, but in the From and To fields, you can choose between Company, Debtor, Private (employee's address from the employee directory) or Other. If Other is selected, an address is entered manually in the address field. You can now also register on company addresses. Read more here. Always fill in the Purpose field with the purpose of the drive and the Registration number field with the vehicle registration number, as these fields MUST be filled in. The Purpose field is automatically filled in with the text from the hours registration line, e.g. if you enter 2 hours on a project with the text "Meeting regarding X with Y" in the weekly journal, and then add a drive to the line, the purpose text on the drive will be filled in with the same text. However, the text can easily be changed if you want different texts on the hours and on the run. TIP! The Registration number field is automatically filled in when registering driving if the field with the same name is filled in for the employee in the Employee card index. If you have driven back and forth, check the Return box and the system will automatically register both the outbound and return journeys. If possible, the system suggests how many kilometers there are between the two addresses in the fields under the individual days, i.e. the days you have registered to be on customer search in the hour registration. hours registration. In other words, if you have visited the customer on both Monday and Thursday, and have registered it on the same line in the timesheet, the number of kilometers is suggested for both Monday and Thursday. If you have only visited the customer on Monday and only performed the other hours on the case from the office, simply delete the suggested number of kilometers for the days when you have not driven. For example, in the image below you could delete the 104.7 under Wednesday and Thursday if you only visited the customer on Monday and Tuesday. When the driving image is filled in, select the OK button and the system will automatically create driving lines in the driving image at the bottom of the timesheet. Mileage can be registered on both internal and external projects if the Internal project field is not filled in on the mileage wage type. Read more about this here. The lower part of the Timecladder which is driving lines has also been changed.

Lines can no longer be copied
Lines can no longer be manually added
The Registration number or From/To address column cannot be edited

This is because the addresses and registration numbers have now been moved to the new table.

Overtime

See the setup of salary types for overtime here.

Simulation. As shown during setup in salary types, overtime is calculated with two different rates. Read more here.

NOTE: If there is more than one overtime line and you delete one of them, the automatic system may not always do it correctly when you press Check. The same applies if you edit the overtime line. The automatic system tries to compensate for the excess hours according to the logic described above. It is therefore recommended to delete all overtime lines if corrections have been made.

Total overview of the employee's hours

If you want to see an overview of the employee's total hours under "Hour registration", remember to set up the types under"Salary types".

Holidays and vacation time off

On the tape in the timesheet, employees can keep track of their vacation and holiday balances calculated in hours if payroll types have been created for this and these payroll types are filled in with Internal type = Vacation and Holiday. Accrual of vacation and time off An employee normally earns 2.08 vacation days per month, which means that the employee's vacation balance must be revalued by 15.4 hours per month. This revaluation of the employee's vacation balance is done by posting a project entry with the employee's vacation pay type in a project draft. Remember that the number of hours accrued must be entered with a negative sign, because vacation is saved in minus and consumed in plus. It is recommended to create a project draft under Project/Drafts/Draft for this purpose, and in the setup of the draft to specify that the lines should not be deleted when posting, so that the draft can simply be posted each month with a new date. When new employees start, they simply need to add a line in this project draft, and when an employee leaves, their line is deleted in the project draft for vacation accrual. A similar project template can be created for vacation-free hours, which are attributed in the same way, but with the salary type for vacation-free. Consumption of vacation/holiday leave The employee can consume their vacation by entering a line in the timesheet with the internal project number and the wage type for vacation/holiday leave and then entering the number of hours consumed from the vacation or holiday leave balance. The employee enters the number with a positive sign, as the saved balance is posted with a negative sign. Vacation and holiday free balances at year-end The holiday and holiday-free balances shown on the tape in the timesheets are only a sum of holiday and holiday-free hours from 1/1 xx to date. This means that the holiday and holiday-free balances must be manually moved from the old calendar year to the new calendar year at year-end. year-end. This is done by entering a line per employee in a project draft, e.g. 31/12 2022 with the holiday pay type and with the employee's holiday balance in plus if the employee had holiday credit at the end of 2022, and also entering a corresponding line with the date 1/1 2023 and with the holiday balance to be transferred to the next calendar year. The last line is entered with a negative number if the employee is owed vacation. The project draft is then posted. It is not necessarily the entire holiday balance that must be transferred to the new calendar year, as the Holiday Act states that only a maximum of 5 vacation days of the vacation earned in the period 1/9 21 - 31/8 22, and which should have been used before 31/12 2022, may be transferred. Therefore, it is not necessarily the same number +/- that is entered on the two lines in the project draft per employee. TIP! Employee holiday/holiday leave balances can be found by selecting the period 1/1 22 - 31/12 22 and the salary types for holiday and holiday leave under Project/Reports/Postings . Then group the entries per employee and per salary type and you have a list of employees' holiday and vacation balances as of 31/12 22.

Error messages

Not all calendar days are defined. A calendar setup for the period being directed in is missing here. Read about calendar setup here.