3
.. i18n: single: timesheet
18
.. i18n: In most service companies where Open ERP has been integrated, service sheets, or timesheets, have
19
.. i18n: revolutionized management practices. These service sheets are produced by each employee as they work
20
.. i18n: on the different cases or projects that are running. Each of these is represented by an analytic
21
.. i18n: account in the system.
24
In most service companies where Open ERP has been integrated, service sheets, or timesheets, have
25
revolutionized management practices. These service sheets are produced by each employee as they work
26
on the different cases or projects that are running. Each of these is represented by an analytic
27
account in the system.
29
.. i18n: Throughout the day, when employees work on one project or another, they add a line to the timesheets
30
.. i18n: with details of the time used on each project. At the end of the day, each employee must mark all
31
.. i18n: the time worked on client or internal projects to make up the full number of hours worked in the
32
.. i18n: day. If an account isn't in the system then the time is added to the hours that haven't been
33
.. i18n: assigned for the day.
36
Throughout the day, when employees work on one project or another, they add a line to the timesheets
37
with details of the time used on each project. At the end of the day, each employee must mark all
38
the time worked on client or internal projects to make up the full number of hours worked in the
39
day. If an account isn't in the system then the time is added to the hours that haven't been
42
.. i18n: .. _fig-servtimlis:
44
.. i18n: .. figure:: images/service_timesheet_list.png
46
.. i18n: :align: center
48
.. i18n: *Timesheet for a working day*
53
.. figure:: images/service_timesheet_list.png
57
*Timesheet for a working day*
59
.. i18n: The figure :ref:`fig-servtimlis` gives an example of a timesheet for an employee.
62
The figure :ref:`fig-servtimlis` gives an example of a timesheet for an employee.
65
.. i18n: pair: cost; allocation
69
pair: cost; allocation
71
.. i18n: .. note:: Don't confuse timesheets and attendence compliance
73
.. i18n: The timesheet system isn't intended to be a disguised attendance form. There's no control over the
74
.. i18n: service times and the employee is free to encode 8 or 9 hours or more of services each day if they
77
.. i18n: If you decide to put such a system into place, it's important to clarify this point with your
78
.. i18n: staff. The objective here isn't to control hours, because the employees decide for themselves what
79
.. i18n: they'll be entering – but to track the tasks running and the allocation of costs between them.
82
.. note:: Don't confuse timesheets and attendence compliance
84
The timesheet system isn't intended to be a disguised attendance form. There's no control over the
85
service times and the employee is free to encode 8 or 9 hours or more of services each day if they
88
If you decide to put such a system into place, it's important to clarify this point with your
89
staff. The objective here isn't to control hours, because the employees decide for themselves what
90
they'll be entering – but to track the tasks running and the allocation of costs between them.
92
.. i18n: Amongst the many uses of such a timesheet system for a company, here are some of the most important:
95
Amongst the many uses of such a timesheet system for a company, here are some of the most important:
97
.. i18n: * enabling tracking of the true costs of a project by accounting for the time used on it,
99
.. i18n: * tracking the services provided by different employees,
101
.. i18n: * comparing the hours really used on a project with the initial planning estimates,
103
.. i18n: * automatically invoicing based on the service hours provided,
105
.. i18n: * obtaining a list of the service hours for a given client,
107
.. i18n: * knowing the costs needed to run the company, such as the marketing costs, the training costs for a
108
.. i18n: new employee, and the invoicing rates for a client.
111
* enabling tracking of the true costs of a project by accounting for the time used on it,
113
* tracking the services provided by different employees,
115
* comparing the hours really used on a project with the initial planning estimates,
117
* automatically invoicing based on the service hours provided,
119
* obtaining a list of the service hours for a given client,
121
* knowing the costs needed to run the company, such as the marketing costs, the training costs for a
122
new employee, and the invoicing rates for a client.
124
.. i18n: Timesheet categories
125
.. i18n: --------------------
131
.. i18n: The different timesheet categories (working time sessions) can be defined in the menu
132
.. i18n: :menuselection:`Human Resources --> Configuration --> Working Time Categories` and select
133
.. i18n: one of the groups there such as :guilabel:`38 Hours/Week`.
136
The different timesheet categories (working time sessions) can be defined in the menu
137
:menuselection:`Human Resources --> Configuration --> Working Time Categories` and select
138
one of the groups there such as :guilabel:`38 Hours/Week`.
140
.. i18n: .. figure:: images/service_timesheet_def.png
142
.. i18n: :align: center
144
.. i18n: *Timesheet category for full time 38 hours per week*
147
.. figure:: images/service_timesheet_def.png
151
*Timesheet category for full time 38 hours per week*
154
.. i18n: single: employee; configuring
159
single: employee; configuring
162
.. i18n: Employee configuration
163
.. i18n: ----------------------
166
Employee configuration
167
----------------------
169
.. i18n: To be able to use the timesheets at all, you must first define those employees who are system users.
170
.. i18n: The employee definition forms contain the information necessary to use that sheet, such as the job
171
.. i18n: title, and hourly costs.
174
To be able to use the timesheets at all, you must first define those employees who are system users.
175
The employee definition forms contain the information necessary to use that sheet, such as the job
176
title, and hourly costs.
178
.. i18n: Two fields will be of particular interest to you for managing timesheets: the :guilabel:`Analytic
179
.. i18n: Journal` and the :guilabel:`Product`.
182
Two fields will be of particular interest to you for managing timesheets: the :guilabel:`Analytic
183
Journal` and the :guilabel:`Product`.
185
.. i18n: In the analytic journal will be stored all the analytic entries about the costs of service times.
186
.. i18n: These enable you to isolate the cost of service from other company costs such as the purchase of raw
187
.. i18n: materials, expenses receipts and subcontracting. You can use different journals for each employee to
188
.. i18n: separate costs by department or by function.
191
In the analytic journal will be stored all the analytic entries about the costs of service times.
192
These enable you to isolate the cost of service from other company costs such as the purchase of raw
193
materials, expenses receipts and subcontracting. You can use different journals for each employee to
194
separate costs by department or by function.
196
.. i18n: The employee is also associated with a product in your database in Open ERP. An employee is linked
197
.. i18n: with a product so they can be 'bought' (subcontracting) or 'invoiced' (project management). You have
198
.. i18n: to create a product for each job type in your company.
201
The employee is also associated with a product in your database in Open ERP. An employee is linked
202
with a product so they can be 'bought' (subcontracting) or 'invoiced' (project management). You have
203
to create a product for each job type in your company.
205
.. i18n: The following information is important in the product form:
208
The following information is important in the product form:
210
.. i18n: * :guilabel:`Name` : \ ``Secretary``\ \ ``Salesperson``\ \ ``Project Manager``\
212
.. i18n: * :guilabel:`Product Type` : \ ``Service``\
214
.. i18n: * :guilabel:`Unit of Measure` : \ ``Hour``\ \ ``Day``\
216
.. i18n: * :guilabel:`List Price`
218
.. i18n: * :guilabel:`Standard Price`
221
* :guilabel:`Name` : \ ``Secretary``\ \ ``Salesperson``\ \ ``Project Manager``\
223
* :guilabel:`Product Type` : \ ``Service``\
225
* :guilabel:`Unit of Measure` : \ ``Hour``\ \ ``Day``\
227
* :guilabel:`List Price`
229
* :guilabel:`Standard Price`
232
.. i18n: single: module; product_index
236
single: module; product_index
238
.. i18n: .. tip:: Price Indexation
240
.. i18n: The module :mod:`product_index` lets you generate indexes connected to the change of purchase or sale
241
.. i18n: price for individual products.
243
.. i18n: In human resources, this module can be used to change your prices or costs in step with a national
247
.. tip:: Price Indexation
249
The module :mod:`product_index` lets you generate indexes connected to the change of purchase or sale
250
price for individual products.
252
In human resources, this module can be used to change your prices or costs in step with a national
255
.. i18n: In summary, each company employee corresponds, in most cases, to:
258
In summary, each company employee corresponds, in most cases, to:
260
.. i18n: * :guilabel:`Partner`
262
.. i18n: * an :guilabel:`Employee` form,
264
.. i18n: * :guilabel:`System User`.
267
* :guilabel:`Partner`
269
* an :guilabel:`Employee` form,
271
* :guilabel:`System User`.
273
.. i18n: And each company job position corresponds to a :guilabel:`Product`.
276
And each company job position corresponds to a :guilabel:`Product`.
279
.. i18n: single: module; hr_contract
283
single: module; hr_contract
285
.. i18n: .. note:: Time charge rates
287
.. i18n: By default the hourly cost of an employee is given by the standard cost of the product linked to
288
.. i18n: that employee.
289
.. i18n: But if you install the :mod:`hr_contract` module it's possible to manage contracts differently.
290
.. i18n: The hourly cost of the employee is then automatically calculated from their employment contract
291
.. i18n: when they enter their timesheet data.
293
.. i18n: To do this, the software uses a factor defined in the contract type
294
.. i18n: (for example, the gross monthly salary, calculated per day).
295
.. i18n: Ideally this factor should take into account the salary costs, and the taxes, insurances and other
296
.. i18n: overheads associated with pay.
299
.. note:: Time charge rates
301
By default the hourly cost of an employee is given by the standard cost of the product linked to
303
But if you install the :mod:`hr_contract` module it's possible to manage contracts differently.
304
The hourly cost of the employee is then automatically calculated from their employment contract
305
when they enter their timesheet data.
307
To do this, the software uses a factor defined in the contract type
308
(for example, the gross monthly salary, calculated per day).
309
Ideally this factor should take into account the salary costs, and the taxes, insurances and other
310
overheads associated with pay.
313
.. i18n: single: timesheet; entering data
318
single: timesheet; entering data
321
.. i18n: Entering timesheet data
322
.. i18n: ------------------------
325
Entering timesheet data
326
------------------------
329
.. i18n: single: module; hr_timesheet
333
single: module; hr_timesheet
335
.. i18n: To be able to use timesheets fully, install the module :mod:`hr_timesheet_sheet`. Once this module
336
.. i18n: has been installed and the employees configured, the different system users can enter their
337
.. i18n: timesheet data in the menu
338
.. i18n: :menuselection:`Human Resources --> Working Hours --> My Working Hours --> My Working Hours of The Day`,
339
.. i18n: the click :guilabel:`New`.
342
To be able to use timesheets fully, install the module :mod:`hr_timesheet_sheet`. Once this module
343
has been installed and the employees configured, the different system users can enter their
344
timesheet data in the menu
345
:menuselection:`Human Resources --> Working Hours --> My Working Hours --> My Working Hours of The Day`,
346
the click :guilabel:`New`.
348
.. i18n: .. tip:: Shortcut to timesheets
350
.. i18n: It's a good idea if all employees who use timesheets place this menu in their shortcuts.
351
.. i18n: That's because they'll need to return to them several times each day.
354
.. tip:: Shortcut to timesheets
356
It's a good idea if all employees who use timesheets place this menu in their shortcuts.
357
That's because they'll need to return to them several times each day.
359
.. i18n: For a new entry:
364
.. i18n: #. The :guilabel:`User` : proposed by default, but you can change it if you're encoding the first timesheet
365
.. i18n: for another company employee.
367
.. i18n: #. The :guilabel:`Date` : automatically proposed as today's date, but it's possible to change it if you're
368
.. i18n: encoding the timesheet for a prior day.
370
.. i18n: #. :guilabel:`Analytic Account` : for the project you've been working on - obviously it should be predefined.
372
.. i18n: #. :guilabel:`Description` : a free text description of the work done in the time.
374
.. i18n: #. :guilabel:`Quantity` : number of units of time (the units are defined as part of the product).
376
.. i18n: The other fields are automatically completed but can be modified: the :guilabel:`Product`
377
.. i18n: which is the service product such as consultancy, the
378
.. i18n: :guilabel:`Unit of Measure` (predefined, and could perhaps be minutes, hours or days),
379
.. i18n: the :guilabel:`Cost` of the service (which is calculated by default),
380
.. i18n: and the associated :guilabel:`General Account`.
383
#. The :guilabel:`User` : proposed by default, but you can change it if you're encoding the first timesheet
384
for another company employee.
386
#. The :guilabel:`Date` : automatically proposed as today's date, but it's possible to change it if you're
387
encoding the timesheet for a prior day.
389
#. :guilabel:`Analytic Account` : for the project you've been working on - obviously it should be predefined.
391
#. :guilabel:`Description` : a free text description of the work done in the time.
393
#. :guilabel:`Quantity` : number of units of time (the units are defined as part of the product).
395
The other fields are automatically completed but can be modified: the :guilabel:`Product`
396
which is the service product such as consultancy, the
397
:guilabel:`Unit of Measure` (predefined, and could perhaps be minutes, hours or days),
398
the :guilabel:`Cost` of the service (which is calculated by default),
399
and the associated :guilabel:`General Account`.
401
.. i18n: The hours are then encoded throughout the day by each employee. It helps to revisit the list at the
402
.. i18n: end of the day to verify that the number of hours of attendance in the company has been properly
403
.. i18n: accounted for. The total entered is shown at the bottom right of the list of service hours.
406
The hours are then encoded throughout the day by each employee. It helps to revisit the list at the
407
end of the day to verify that the number of hours of attendance in the company has been properly
408
accounted for. The total entered is shown at the bottom right of the list of service hours.
410
.. i18n: The accuracy of the services entered is crucial for calculating the profitability of the different
411
.. i18n: jobs and the recharging of services. Different reports are therefore available for verifying
412
.. i18n: employees' data entry. Employees can verify their own timesheet using the following reports:
415
The accuracy of the services entered is crucial for calculating the profitability of the different
416
jobs and the recharging of services. Different reports are therefore available for verifying
417
employees' data entry. Employees can verify their own timesheet using the following reports:
419
.. i18n: * Printing the timesheets per month, using the menu :menuselection:`Human Resources --> Reporting
420
.. i18n: --> Timesheet --> Print my timesheet`.
422
.. i18n: * Reviewing all service entries using the menu :menuselection:`Human Resources --> Timesheets
423
.. i18n: --> My Timesheets --> My timesheets to confirm`.
424
.. i18n: You can then use the filters to analyze your services by project, by
425
.. i18n: period or by product.
428
* Printing the timesheets per month, using the menu :menuselection:`Human Resources --> Reporting
429
--> Timesheet --> Print my timesheet`.
431
* Reviewing all service entries using the menu :menuselection:`Human Resources --> Timesheets
432
--> My Timesheets --> My timesheets to confirm`.
433
You can then use the filters to analyze your services by project, by
434
period or by product.
436
.. i18n: .. tip:: Hiding service costs
438
.. i18n: By default, Open ERP is configured to show the cost of each service when an employee encodes the
439
.. i18n: number of hours per project.
440
.. i18n: You can modify this field by adding the attribute invisible=True in the timesheet view.
442
.. i18n: (And the way to do that is either to modify the view on the filesystem, or
443
.. i18n: to use the web client to modify the view in the current database.
444
.. i18n: For the latter, there's a pale grey :guilabel:`[CUSTOMIZE]` label
445
.. i18n: to the bottom left of each form that gives you access to the
446
.. i18n: :guilabel:`Manage Views` option.
447
.. i18n: If you have sufficient permissions you can edit the XML that defines the current view.)
449
.. i18n: The value in the cost field shows employees the cost of their time used in the company, so masking this
450
.. i18n: field might not always be the best option.
453
.. tip:: Hiding service costs
455
By default, Open ERP is configured to show the cost of each service when an employee encodes the
456
number of hours per project.
457
You can modify this field by adding the attribute invisible=True in the timesheet view.
459
(And the way to do that is either to modify the view on the filesystem, or
460
to use the web client to modify the view in the current database.
461
For the latter, there's a pale grey :guilabel:`[CUSTOMIZE]` label
462
to the bottom left of each form that gives you access to the
463
:guilabel:`Manage Views` option.
464
If you have sufficient permissions you can edit the XML that defines the current view.)
466
The value in the cost field shows employees the cost of their time used in the company, so masking this
467
field might not always be the best option.
469
.. i18n: Managers can draw on different reports for managing timesheets quite easily. You can print a summary
470
.. i18n: in the form of a table per user and per day in the menu :menuselection:`Human Resources -->
471
.. i18n: Reporting --> Timesheet --> Employees timesheet`. This helps you spot when an employee has
472
.. i18n: forgotten to enter her timesheet details on a certain day.
475
Managers can draw on different reports for managing timesheets quite easily. You can print a summary
476
in the form of a table per user and per day in the menu :menuselection:`Human Resources -->
477
Reporting --> Timesheet --> Employees timesheet`. This helps you spot when an employee has
478
forgotten to enter her timesheet details on a certain day.
480
.. i18n: .. figure:: images/service_timesheet_all.png
482
.. i18n: :align: center
484
.. i18n: *Employees' monthly summary timesheet*
487
.. figure:: images/service_timesheet_all.png
491
*Employees' monthly summary timesheet*
493
.. i18n: If you install the module :mod:`report_timesheet` you'll have many more reports available.
494
.. i18n: Some new graphs become available through the menus
495
.. i18n: :menuselection:`Human Resources --> Reporting --> This Month` and
496
.. i18n: :menuselection:`Human Resources --> Reporting --> All Months`, for example:
499
If you install the module :mod:`report_timesheet` you'll have many more reports available.
500
Some new graphs become available through the menus
501
:menuselection:`Human Resources --> Reporting --> This Month` and
502
:menuselection:`Human Resources --> Reporting --> All Months`, for example:
504
.. i18n: * :guilabel:`Timesheet by User`
506
.. i18n: * :guilabel:`Timesheet by Invoice`
508
.. i18n: * :guilabel:`Daily Timesheet by Account`
510
.. i18n: * :guilabel:`Timesheet by Account`
513
* :guilabel:`Timesheet by User`
515
* :guilabel:`Timesheet by Invoice`
517
* :guilabel:`Daily Timesheet by Account`
519
* :guilabel:`Timesheet by Account`
521
.. i18n: .. figure:: images/service_timesheet_graph.png
523
.. i18n: :align: center
525
.. i18n: *Chart of timesheet by account*
528
.. figure:: images/service_timesheet_graph.png
532
*Chart of timesheet by account*
534
.. i18n: The data making up these graphs can be varied using the filters available in the upper part of the
535
.. i18n: screen. If you want to see more detail, switch to the list view.
538
The data making up these graphs can be varied using the filters available in the upper part of the
539
screen. If you want to see more detail, switch to the list view.
541
.. i18n: .. note:: Project dashboard when signing in
543
.. i18n: The dashboard for managing projects has a graphical view that summarizes the current user's
544
.. i18n: timesheet for the last seven days.
546
.. i18n: you can assign a dashboard to users so that it appears when they sign into Open ERP.
547
.. i18n: Then each employee will be able to see if they forgot to complete their timesheet next time
548
.. i18n: they sign into the system.
551
.. i18n: single: module; board_project
553
.. i18n: To use this dashboard, install the module :mod:`board_project`.
556
.. note:: Project dashboard when signing in
558
The dashboard for managing projects has a graphical view that summarizes the current user's
559
timesheet for the last seven days.
561
you can assign a dashboard to users so that it appears when they sign into Open ERP.
562
Then each employee will be able to see if they forgot to complete their timesheet next time
563
they sign into the system.
566
single: module; board_project
568
To use this dashboard, install the module :mod:`board_project`.
571
.. i18n: single: timesheets; evaluation
576
single: timesheets; evaluation
579
.. i18n: Evaluation of service costs
580
.. i18n: ---------------------------
583
Evaluation of service costs
584
---------------------------
586
.. i18n: You already know that timesheets are closely linked with analytic accounts. The different projects
587
.. i18n: reported on the timesheets correspond to analytic accounts. The timesheet entries themselves are
588
.. i18n: analytic entries.
591
You already know that timesheets are closely linked with analytic accounts. The different projects
592
reported on the timesheets correspond to analytic accounts. The timesheet entries themselves are
595
.. i18n: These entries comprise various analytic operations that don't correspond to any of
596
.. i18n: the general accounts. Therefore all operations that modify and create timesheet lines automatically
597
.. i18n: impact the corresponding analytic line and, conversely are automatically modified by changes in that
601
These entries comprise various analytic operations that don't correspond to any of
602
the general accounts. Therefore all operations that modify and create timesheet lines automatically
603
impact the corresponding analytic line and, conversely are automatically modified by changes in that
606
.. i18n: .. note:: Timesheets and analytical data
608
.. i18n: The implementation of timesheets in Open ERP relating to analytic entries is managed by an
609
.. i18n: inheritance mechanism:
610
.. i18n: the timesheet object inherits the analytic entry object.
612
.. i18n: The information is therefore not encoded into the database as two separate events, which avoids
613
.. i18n: many synchronization problems.
614
.. i18n: They are stored in two different tables, however, because a service is an analytical entry, but an
615
.. i18n: analytical entry isn't necessarily a service.
618
.. note:: Timesheets and analytical data
620
The implementation of timesheets in Open ERP relating to analytic entries is managed by an
621
inheritance mechanism:
622
the timesheet object inherits the analytic entry object.
624
The information is therefore not encoded into the database as two separate events, which avoids
625
many synchronization problems.
626
They are stored in two different tables, however, because a service is an analytical entry, but an
627
analytical entry isn't necessarily a service.
629
.. i18n: This isn't a classical approach but it's logical and pragmatic. Employee timesheets are a good
630
.. i18n: indication of how the costs of a service enterprise are spread across different cases as reported in
631
.. i18n: the analytic accounts.
634
This isn't a classical approach but it's logical and pragmatic. Employee timesheets are a good
635
indication of how the costs of a service enterprise are spread across different cases as reported in
636
the analytic accounts.
639
.. i18n: single: benefits
641
.. i18n: An analytic account should be reflected in the general accounts, but there's no direct counterpart
642
.. i18n: of these analytic accounts in the general accounts. Instead, if the hourly costs of the employees
643
.. i18n: are correctly accounted for, the month's timesheet entries should be balanced by the salary +
644
.. i18n: benefits package paid out to all the employees at the end of the month.
650
An analytic account should be reflected in the general accounts, but there's no direct counterpart
651
of these analytic accounts in the general accounts. Instead, if the hourly costs of the employees
652
are correctly accounted for, the month's timesheet entries should be balanced by the salary +
653
benefits package paid out to all the employees at the end of the month.
655
.. i18n: Despite all this it's quite difficult to work out the average hourly cost of an employee precisely
656
.. i18n: because it depends on:
659
Despite all this it's quite difficult to work out the average hourly cost of an employee precisely
660
because it depends on:
662
.. i18n: * the extra hours that they've worked,
664
.. i18n: * holidays and sickness,
666
.. i18n: * salary variations and all the linked costs, such as social insurance charges.
669
* the extra hours that they've worked,
671
* holidays and sickness,
673
* salary variations and all the linked costs, such as social insurance charges.
675
.. i18n: The reports that enable you to relate general accounts to analytic accounts are valuable tools for
676
.. i18n: improving your evaluation of different hourly costs of employees. The difference between product
677
.. i18n: balances in the analytic account and in the general accounts, divided by the total number of hours
678
.. i18n: worked, can then be applied to the cost of the product. Some companies adjust for that difference by
679
.. i18n: carrying out another analytic operation at the end of the month in an account created for that
680
.. i18n: purpose. This analytic account should have a balance that tends towards zero.
683
The reports that enable you to relate general accounts to analytic accounts are valuable tools for
684
improving your evaluation of different hourly costs of employees. The difference between product
685
balances in the analytic account and in the general accounts, divided by the total number of hours
686
worked, can then be applied to the cost of the product. Some companies adjust for that difference by
687
carrying out another analytic operation at the end of the month in an account created for that
688
purpose. This analytic account should have a balance that tends towards zero.
690
.. i18n: Because you've got a system with integrated timesheets you can then:
693
Because you've got a system with integrated timesheets you can then:
695
.. i18n: * track the profitability of projects in the analytic accounts,
697
.. i18n: * look at the history of timesheet entries by project and by employee,
699
.. i18n: * regularly adjust hourly costs by comparing your rates with reality,
702
* track the profitability of projects in the analytic accounts,
704
* look at the history of timesheet entries by project and by employee,
706
* regularly adjust hourly costs by comparing your rates with reality,
708
.. i18n: .. important:: Project Cost Control
710
.. i18n: Controlling the costs and the profitability of projects precisely is very important.
712
.. i18n: It enables you to make good estimates and to track budgets allocated to different services and
713
.. i18n: their projects, such as sales and, R&D costs.
714
.. i18n: You can also refine your arguments on the basis of clear facts rather than guesses if you have
715
.. i18n: to renegotiate a contract with a customer following a project slippage.
718
.. important:: Project Cost Control
720
Controlling the costs and the profitability of projects precisely is very important.
722
It enables you to make good estimates and to track budgets allocated to different services and
723
their projects, such as sales and, R&D costs.
724
You can also refine your arguments on the basis of clear facts rather than guesses if you have
725
to renegotiate a contract with a customer following a project slippage.
727
.. i18n: The analyses of profitability by project and by employee are available from the analytic accounts.
728
.. i18n: They take all of the invoices into account, and also take into account the cost of the time spent on
729
.. i18n: each project.
732
The analyses of profitability by project and by employee are available from the analytic accounts.
733
They take all of the invoices into account, and also take into account the cost of the time spent on
736
.. i18n: .. index:: department
739
.. index:: department
741
.. i18n: Managing by department
742
.. i18n: ----------------------
745
Managing by department
746
----------------------
748
.. i18n: When they're used properly, timesheets can be a good control tool for project managers and can
749
.. i18n: provide awareness of costs and times.
752
When they're used properly, timesheets can be a good control tool for project managers and can
753
provide awareness of costs and times.
755
.. i18n: When employee teams are important, a control system must be implemented. All employees should
756
.. i18n: complete their timesheets correctly because this forms the basis of planning control, and the
757
.. i18n: financial management and invoicing of projects
760
When employee teams are important, a control system must be implemented. All employees should
761
complete their timesheets correctly because this forms the basis of planning control, and the
762
financial management and invoicing of projects
764
.. i18n: You'll see in :ref:`ch-services` that you can automatically invoice services at the end of
765
.. i18n: the month based on the timesheet. But at the same time some contracts are limited to prepaid hours.
766
.. i18n: These hours and their deduction from the original limit are also managed by these timesheets.
769
You'll see in :ref:`ch-services` that you can automatically invoice services at the end of
770
the month based on the timesheet. But at the same time some contracts are limited to prepaid hours.
771
These hours and their deduction from the original limit are also managed by these timesheets.
774
.. i18n: single: module; hr_timesheet_sheet
778
single: module; hr_timesheet_sheet
780
.. i18n: In such a situation, hours that aren't coded into the timesheets represent lost money for the
781
.. i18n: company. So it's important to establish effective follow-up of the services timesheets and their
782
.. i18n: encoding. To set up a structure for control using timesheets you should install the module
783
.. i18n: :mod:`hr_timesheet_sheet`.
786
In such a situation, hours that aren't coded into the timesheets represent lost money for the
787
company. So it's important to establish effective follow-up of the services timesheets and their
788
encoding. To set up a structure for control using timesheets you should install the module
789
:mod:`hr_timesheet_sheet`.
791
.. i18n: .. figure:: images/timesheet_flow.png
793
.. i18n: :align: center
795
.. i18n: *Process of approving a timesheet*
798
.. figure:: images/timesheet_flow.png
802
*Process of approving a timesheet*
804
.. i18n: This module supplies a new screen enabling you to manage timesheets by period. Timesheet entries are
805
.. i18n: made by employees each day. At the end of the week, employees validate their week's sheet and it's
806
.. i18n: then passed to the services manager, who must approve his team's entries. Periods are defined in the
807
.. i18n: company forms, and you can set them to run monthly or weekly.
810
This module supplies a new screen enabling you to manage timesheets by period. Timesheet entries are
811
made by employees each day. At the end of the week, employees validate their week's sheet and it's
812
then passed to the services manager, who must approve his team's entries. Periods are defined in the
813
company forms, and you can set them to run monthly or weekly.
815
.. i18n: To enter timesheet data each employee uses the menu :menuselection:`Human Resources --> Timesheets
816
.. i18n: --> My Timesheets --> My Current Timesheet`.
819
To enter timesheet data each employee uses the menu :menuselection:`Human Resources --> Timesheets
820
--> My Timesheets --> My Current Timesheet`.
822
.. i18n: .. figure:: images/service_timesheet_sheet_form.png
824
.. i18n: :align: center
826
.. i18n: *Form for entering timesheet data*
829
.. figure:: images/service_timesheet_sheet_form.png
833
*Form for entering timesheet data*
835
.. i18n: In the upper part of the screen the user starts with the sign-in and sign-out times. The system
836
.. i18n: enables the control of attendance day by day. The two buttons Sign in and Sign out enable the
837
.. i18n: automatic completion of hours in the area to the left. These hours can be modified by employee, so
838
.. i18n: it's not a true management control system.
841
In the upper part of the screen the user starts with the sign-in and sign-out times. The system
842
enables the control of attendance day by day. The two buttons Sign in and Sign out enable the
843
automatic completion of hours in the area to the left. These hours can be modified by employee, so
844
it's not a true management control system.
846
.. i18n: The area to the bottom of the screen represents a sheet of the employee's time entries for the
847
.. i18n: selected day. In total, this should comprise the number of hours worked in the company each day.
848
.. i18n: This provides a simple verification that the whole day's attendance time has been coded in properly.
851
The area to the bottom of the screen represents a sheet of the employee's time entries for the
852
selected day. In total, this should comprise the number of hours worked in the company each day.
853
This provides a simple verification that the whole day's attendance time has been coded in properly.
855
.. i18n: The second tab of the timesheet :guilabel:`By day` gives the number of hours worked on the different
856
.. i18n: projects. When there's a gap between the attendance and the timesheet entries, you can use the
857
.. i18n: second tab to detect the days or the entries that haven't been correctly coded in.
860
The second tab of the timesheet :guilabel:`By day` gives the number of hours worked on the different
861
projects. When there's a gap between the attendance and the timesheet entries, you can use the
862
second tab to detect the days or the entries that haven't been correctly coded in.
864
.. i18n: .. figure:: images/timesheet_sheet_hours.png
866
.. i18n: :align: center
868
.. i18n: *Detail of hours worked by day for an employee*
871
.. figure:: images/timesheet_sheet_hours.png
875
*Detail of hours worked by day for an employee*
877
.. i18n: The third tab :guilabel:`By account` shows the time worked on all the different projects. That enables you
878
.. i18n: to step back to see an overview of the time an employee has worked spread over different projects.
881
The third tab :guilabel:`By account` shows the time worked on all the different projects. That enables you
882
to step back to see an overview of the time an employee has worked spread over different projects.
884
.. i18n: At the end of the week or the month, the employee confirms his timesheet. If the attendance time in
885
.. i18n: the company corresponds to the encoded entries, the whole timesheet is then confirmed and sent to
886
.. i18n: his department manager, who is then responsible for approving it or asking for corrections.
889
At the end of the week or the month, the employee confirms his timesheet. If the attendance time in
890
the company corresponds to the encoded entries, the whole timesheet is then confirmed and sent to
891
his department manager, who is then responsible for approving it or asking for corrections.
893
.. i18n: Each manager can then look at a list of his department's timesheets waiting for approval using the
894
.. i18n: menu :menuselection:`Human Resource --> Timesheets --> My Department's Timesheets --> Timesheets to
895
.. i18n: validate`. He then has to approve them or return them to their initial state.
898
Each manager can then look at a list of his department's timesheets waiting for approval using the
899
menu :menuselection:`Human Resource --> Timesheets --> My Department's Timesheets --> Timesheets to
900
validate`. He then has to approve them or return them to their initial state.
902
.. i18n: To define the departmental structure, use the menu :menuselection:`Administration --> Users -->
903
.. i18n: Departments --> Departments`.
906
To define the departmental structure, use the menu :menuselection:`Administration --> Users -->
907
Departments --> Departments`.
909
.. i18n: .. tip:: Timesheet approval
911
.. i18n: At first sight, the approval of timesheets by a department manager can seem a bureaucratic
913
.. i18n: This operation is crucial for effective management, however.
914
.. i18n: We have too frequently seen companies in the situation where managers are so overworked that they
915
.. i18n: don't know what their employees are doing.
917
.. i18n: So this approval process supplies the manager with an outline of each employee's work at least once
919
.. i18n: And this is carried out for the hours worked on all the different projects.
922
.. tip:: Timesheet approval
924
At first sight, the approval of timesheets by a department manager can seem a bureaucratic
926
This operation is crucial for effective management, however.
927
We have too frequently seen companies in the situation where managers are so overworked that they
928
don't know what their employees are doing.
930
So this approval process supplies the manager with an outline of each employee's work at least once
932
And this is carried out for the hours worked on all the different projects.
934
.. i18n: Once the timesheets have been approved you can then use them for cost control and for invoicing
935
.. i18n: hours to clients.
938
Once the timesheets have been approved you can then use them for cost control and for invoicing
941
.. i18n: Contracts and their rates, planning, and methods of invoicing are the object of the following
942
.. i18n: chapter, :ref:`ch-services`.
945
Contracts and their rates, planning, and methods of invoicing are the object of the following
946
chapter, :ref:`ch-services`.
948
.. i18n: .. Copyright © Open Object Press. All rights reserved.
951
.. Copyright © Open Object Press. All rights reserved.
953
.. i18n: .. You may take electronic copy of this publication and distribute it if you don't
954
.. i18n: .. change the content. You can also print a copy to be read by yourself only.
957
.. You may take electronic copy of this publication and distribute it if you don't
958
.. change the content. You can also print a copy to be read by yourself only.
960
.. i18n: .. We have contracts with different publishers in different countries to sell and
961
.. i18n: .. distribute paper or electronic based versions of this book (translated or not)
962
.. i18n: .. in bookstores. This helps to distribute and promote the OpenERP product. It
963
.. i18n: .. also helps us to create incentives to pay contributors and authors using author
964
.. i18n: .. rights of these sales.
967
.. We have contracts with different publishers in different countries to sell and
968
.. distribute paper or electronic based versions of this book (translated or not)
969
.. in bookstores. This helps to distribute and promote the OpenERP product. It
970
.. also helps us to create incentives to pay contributors and authors using author
971
.. rights of these sales.
973
.. i18n: .. Due to this, grants to translate, modify or sell this book are strictly
974
.. i18n: .. forbidden, unless Tiny SPRL (representing Open Object Press) gives you a
975
.. i18n: .. written authorisation for this.
978
.. Due to this, grants to translate, modify or sell this book are strictly
979
.. forbidden, unless Tiny SPRL (representing Open Object Press) gives you a
980
.. written authorisation for this.
982
.. i18n: .. Many of the designations used by manufacturers and suppliers to distinguish their
983
.. i18n: .. products are claimed as trademarks. Where those designations appear in this book,
984
.. i18n: .. and Open Object Press was aware of a trademark claim, the designations have been
985
.. i18n: .. printed in initial capitals.
988
.. Many of the designations used by manufacturers and suppliers to distinguish their
989
.. products are claimed as trademarks. Where those designations appear in this book,
990
.. and Open Object Press was aware of a trademark claim, the designations have been
991
.. printed in initial capitals.
993
.. i18n: .. While every precaution has been taken in the preparation of this book, the publisher
994
.. i18n: .. and the authors assume no responsibility for errors or omissions, or for damages
995
.. i18n: .. resulting from the use of the information contained herein.
998
.. While every precaution has been taken in the preparation of this book, the publisher
999
.. and the authors assume no responsibility for errors or omissions, or for damages
1000
.. resulting from the use of the information contained herein.
1002
.. i18n: .. Published by Open Object Press, Grand Rosière, Belgium
1005
.. Published by Open Object Press, Grand Rosière, Belgium
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i18n/ru/source/book/4/4_11_HR/4_11_HR_timesheet.rst
