Back to P200: Project Accounting Extended Scenarios

Lesson 12: Tracking Employees’ Work on Projects

Part 5: Time and Expenses

This lesson describes how to track billable hours and employees’ work time on projects, and how to bill projects based on this time.

Employee Time Billing: General Information

In Acumatica ERP, you can use the time reporting functionality to give employees the ability to report the time that they spend for the project. During project billing, you can bill customers for this time.

Learning Objectives

In this lesson, you will learn how to do the following:

Enter a billable time activity related to a project, and log the time spent for the project
Enter a billable time card related to a project, and log the time spent for the project
Bill a project for employees’ time spent working on it

Applicable Scenarios

You may want to learn more about employee time billing if you are an employee who needs to log work time spent on particular project. This information is also useful if you are a project accountant, and you need to bill the customer for employee time that was spent for a particular project and logged by using time cards.

Entry of Time Tracking Documents

In Acumatica ERP, employees can report their work time by creating time cards that include separate detail records associated with diﬀerent projects or project tasks. A time card, which an employee enters on the Employee Time Cards (EP305000) form, is a weekly report on the time an employee has spent on each activity. In each line of a time card, the following information is specified:

The earning type, which defines whether the reported work should be billed
The project and project task related to the reported hours
The labor item assigned to the employee who performed the work

The time spent on each day of the week for which the time card is prepared For each time duration reported in the time card, the system creates a time activity linked to the project; the activity is assigned the Completed status. You can review the list of time activities related to a project on the Activities tab of the Projects (PM301000) form.

        If time tracking with time activities is configured, on the Activities tab, you can add an individual
        project-related activity to the selected project by clicking Create Activity on the table toolbar and
        selecting the type of activity to be created. Then you enter the details of the time activity on the
        Activity (CR306010) form, which opens. To indicate that the time activity is related to a project,
        you select the Track Time and Costs check box and specify the project-related information in the
        Summary area of the form. Finally, you complete the activity to submit it. The reported data from the
        time activity becomes available in the employee time card; the time activity can be released within
        this time card or individually.

When the time card is released, the related project transaction is created and released, so that the logged employee time is tracked in the related project and can then be billed. Also, on release of the time card, for each day of the week with reported time, a separate time activity is released.

Workflow of the Submission of a Time Card

For a project-related time card, the processing involves the actions and generated documents shown in the following diagram.

Billing Employee Time in Projects

Once time tracking is configured for projects and the system is configured to generate transactions from time activities, the working time reported by employees is tracked in the related projects and can be billed automatically during the project billing procedure. Each line of a time card is a time activity. On release of a time card with project-related lines, the system processes these lines as follows:

Generates project transactions for each time activity within a time card that is associated with a project. This extra step between the release of the time-tracking document and the updating of balances of general ledger accounts makes it possible to define labor costs and bill customers based on these costs and the quantity of working hours reported by employees for the project. The system further processes the project transactions originating from a time card based on the allocation or billing rules assigned to the project tasks of the project to which this transactions relates.
Generates general ledger transactions (and does not generate project transactions) for each time activity within a time card that is associated with a non-project code.

Employee Time Billing: Process Activity

This activity will walk you through the process of billing employee time spent on a particular project.

Story

Suppose that Lake Cafe has requested 40 hours of training on operating juicers that were previously purchased from and installed by the SweetLife Fruits & Jams company. Jon Waite, SweetLife's senior consultant, has provided 16 hours of training (three hours on Monday, January 27, 2025; five hours on Tuesday, January 28; and eight hours on Thursday, January 30). Acting as SweetLife's project accountant, Pam Brawner, you need to create a project to account for the provided services. Then acting as Jon Waite, you need to enter a time card to log the work related to the project. Finally, again acting as Pam Brawner, you need to bill the project and review the invoice prepared for the customer.

Configuration Overview

In the U100 dataset, the following tasks have been performed to support this activity:

The Project Accounting feature has been enabled on the Enable/Disable Features (CS100000) form.
The 54100 (Project Labor Expense) account is mapped to the LABOR expense account group, which has been defined on the Account Groups (PM201000) form.
On the Billing Rules (PM207000) form, the TM billing rule has been created, and a step for billing project transactions associated with the LABOR account group has been added to the rule.
On the Customers (AR303000) form, the LAKECAFE (Lake Cafe) customer has been created.
On the Projects (PM301000) form, the TRAINCAF project has been configured.

Process Overview

You will create and release a time card on the Employee Time Cards (EP406000) form. You will review the project transaction generated based on the time card on the Project Transactions (PM304000) form. Next, you will bill the project on the Projects (PM301000) form, and release both the prepared pro forma invoice on the Pro Forma Invoices (PM307000) form and the AR invoice on the Invoices and Memos (AR301000) form. Finally, on the Projects form, you will make sure that the project cost and revenue budget have been updated with the billed employee time.

System Preparation

To prepare to perform the instructions of this activity, do the following:

Sign in to the system as Jon Waite by using the waite username and the 123 password.
In the info area, in the upper-right corner of the top pane of the Acumatica ERP screen, click the Business Date menu button, and select 1/30/2025 on the calendar. Step 1: Entering an Employee Time Card In this step, you will enter Jon Waite's working hours for the project by creating an employee time card as follows:
On the form toolbar of the Employee Time Cards (EP406000) form, click Add New Timecard to create a new time card. The system opens the Employee Time Cards (EP305000) form with the new time card created for the employee who is currently signed in (Jon Waite).
In the Summary area, make sure that 2025-05 (01/26 - 02/01) is specified in the Week box. This is the work week during which the work for the project has been performed.
On the Summary tab, add a row, and specify the following settings:

Earning Type: RG (inserted automatically)
Project: TRAINCAF
Project Task: TRAINING (inserted automatically)
Cost Code: 00-000
Labor Item: CONSULTSR (inserted automatically)
Mon: 03:00
Tue: 05:00
Thu: 08:00
Time Spent: 16:00 (calculated and inserted automatically) When you enter hours in the columns representing the days of the week for any row, the system calculates the Time Spent in the Summary area as the sum of all these columns.
Billable: Selected (selected automatically based on the settings of the selected earning type)
Description: Training provided by senior consultant
Approval Status: Not Required (inserted automatically)

Save the time card.
On the form toolbar, click Submit to submit the time card. The status of the time card is changed to Approved.
On the form toolbar, click Release to release the time card; its status is changed to Released.
On the form toolbar, click View Transactions. On the Project Transactions (PM304000) form, the system opens the project transaction that has been generated based on the released time card. Notice that the system has created a separate project transaction line for each time activity within the time card. The total billable quantity of the transaction is 16, which is the quantity of reported hours, and the total amount is calculated based on the billable quantity and employee labor cost as follows: 16.00 * 44.00 = 704.00
Sign out of the system.

Step 2: Billing the Project To review the cost budget of the project and bill the project on behalf of the project accountant, do the following:

Sign in to the system as Pam Brawner by using the brawner username and the 123 password.
In the info area, in the upper-right corner of the top pane of the Acumatica ERP screen, click the Business Date menu button, and select 2/5/2025 on the calendar.
On the Projects (PM301000) form, open the TRAINCAF project. On the Cost Budget tab, notice that the system has updated the actual quantity and amount with the data of the project transaction that was generated on release of the time card, as shown in the screenshot below. Figure: The cost budget updated based on the released time card
On the form toolbar, click Run Billing. The system creates a pro forma invoice and opens it on the Pro Forma Invoices (PM307000) form. On the Time and Material tab of this form, notice that based on the settings of the step of the TM billing rule that processes the project transactions associated with the LABOR account group, the invoiced amount for each line has been calculated as the amount of the related project transaction line (that is, the cost of the provided employee labor) multiplied by 1.25. The total invoiced amount is $880 ($704.00 * 1.25).
On the form toolbar, click Remove Hold to assign the pro forma invoice the Open status, and then click Release to release the pro forma invoice.
On the Financial tab, click the AR Ref. Nbr. link to open the accounts receivable invoice that has been created.
On the form toolbar of the Invoices and Memos (AR301000) form that opens, click Remove Hold to assign the invoice the Balanced status, and then click Release to release the accounts receivable invoice.
On the Projects form, open the TRAINCAF project, and in the only line on the Revenue Budget tab, make sure that the Actual Amount is now $880.

You have billed the project for the employee labor. Additional Materials | 93

Additional Materials

This part provides supplemental information related to the processes and examples in the course.

Appendix 1: Two-Tier Change Management

This appendix provides additional materials for the lessons of Part 1.

Two-Tier Change Management: Related Report and Forms

In the following sections, you can find details about the reports and forms you may want to review to gather information about change requests.

Reviewing Change Requests by Project

You can review the list of change requests related to a particular project on the Change Requests tab of the Projects (PM301000) form.

Reviewing Change Requests by Change Order

You can review the list of change requests related to a particular change order on the Change Requests tab of the Change Orders (PM308000) form.

Printing of a Change Request

You can print a change request with any status by clicking Print on the toolbar of the Change Requests (PM308500) form. The system opens the printable form of the change request, which is project-specific and specified for the CHANGE REQUEST mailing of the project on the Mailing & Printing tab of the Projects (PM301000) form. By default, the generated report is the Change Request (PM643500) report, which supports the printing of estimation lines of the change request, header-level and line-level notes, and the detailed description of the change request. You can review the change request and print it.

Appendix 2: Budgets

This appendix provides additional materials for the lessons of Part 2.

Overhead in the Project Budget: Generated Transactions

When you allocate projects, the system creates allocation transactions based on the settings of the allocation rules associated with the project tasks. Depending on the settings of the allocation rules and project tasks, the system can also create reversing allocation transactions. These transactions are described in the following sections. Additional Materials | 94

Allocation Transactions Generated on the Allocation of a Project

When a project is allocated, the system generates a batch of allocation transactions shown in the table below. The system assigns the Allocation for description to the generated batch. The system uses the following account groups as the source accounts in the batch it creates:

The debit account group, which is specified in the Account Group box on the Allocation Settings tab (Debit Transaction section) of the Allocation Rules (PM207500) form.
The credit account group, which is specified in the Account Group box on the Allocation Settings tab (Credit Transaction section) of the Allocation Rules form.
Debit Account Group Credit Account Group Source of Account Orig. Doc Type
Debit account group Empty Allocation rule Allocation
You can review the created allocation transactions on the Project Transaction Details (PM401000) form. In the Selection area of this form, you select the project in the Project box. In the table, the allocation transactions have the Allocation type in the Orig. Doc. Type column. You can review only allocation transactions on the Allocation Transactions tab.

Overhead in the Project Budget: Related Reports and Forms

In the following sections, you can find details about the reports and forms you may want to review to gather information related to the allocation process performed for a project.

Reviewing Allocation Transactions

You can review the list of all the corresponding allocation transactions of a project, including reversing allocation transactions, on the Project Transaction Details (PM401000) form. In the Selection area of this form, you select the project, as well as the project task, account group, and inventory item to narrow the listed project transactions. You can review only allocation transactions on the Allocation Transactions tab. If the Allocation is in the Orig. Doc. Type column of the table, the transaction in the line is an allocation transaction.

          The project transactions that have already been used as a source of allocation transactions have the
          check box selected in the Allocated column.

Printing Allocation Transactions

You can prepare the printable list of project transactions related to a particular project, including allocation transactions and reversing allocation transactions, by using the Project Transactions (PM633000) report.

          The report shows the project transactions that the signed-in user has access rights to view.

Reviewing Project Balances

You can review the project budget broken down by account group on the Balances tab of the Projects (PM301000) form. To review the corresponding project transactions of an account group, including allocation transactions and reversing allocation transactions, you click the line with this account group; then on the table toolbar, you click View Transactions, and the system opens the Project Transaction Details (PM401000) form. Additional Materials | 95

Overhead in the Project Budget: Mass-Processing of Documents

This topic explains how to allocate multiple projects, and how the system generates, changes, or works with projects as a result of the mass processing.

Mass-Allocating Projects You can initiate allocating for multiple projects on the Run Allocations by Projects (PM502500) form; this allocation entails the creation of allocation transactions. On this form, you select the unlabeled check boxes in the rows of the projects to be processed in the table, and you click Allocate on the form toolbar. The system initiates allocation for the selected projects. Allocation transactions will be created for only those projects that have tasks with an associated allocation rule. To initiate processing for all the projects listed in the table of the Run Allocations by Projects form, you click Allocate All on the form toolbar. The system initiates allocating for all the projects listed in the table.

Mass-Allocating Project Tasks You can initiate allocating for multiple project tasks on the Run Allocations by Tasks (PM502000) form; this allocation entails the creation of allocation transactions. On this form, which displays only those project tasks that have an associated allocation rule, you select the unlabeled check boxes in the rows of the project tasks to be processed in the table, and you click Allocate on the form toolbar. The system initiates allocation for the selected project tasks. To initiate processing for all the project tasks listed in the table of the Run Allocations by Tasks form, you click Allocate All on the form toolbar. The system initiates allocation for all the project tasks listed in the table.

Project Budget Forecasts: Related Reports and Inquiries

In the following sections, you can find details about the reports and inquiry forms you may want to review to gather information about project budget forecasts.

Navigating to the Last Modified Revision of the Budget Forecast

You can navigate to the last modified revision of the budget forecast of the project by clicking Project Budget Forecast on the More menu of the Projects (PM301000) form. The system opens the last modified revision of the project budget forecast on the Project Budget Forecast (PM209600) form. If the project has no budget forecast, a new budget forecast revision is created for the project.

Printing of a Budget Forecast Revision

You can print a budget forecast revision by clicking Print on the More menu of the Project Budget Forecast (PM209600) form. The system opens the printable form of the budget forecast on the Project Budget Forecast by Month (PJ629600) form.

Appendix 3: Corrections and Adjustments

This appendix provides additional materials for the lessons of Part 3. Additional Materials | 96

Time and Material Billing: Generated Transactions

The following sections describe the transactions that are related to time and material billing.

The release of a pro forma invoice does not generate general ledger transactions or project transactions directly. When you release the pro forma invoice, the system creates a corresponding accounts receivable invoice with all the information copied from the pro forma invoice. On release of the accounts receivable invoice, the system generates the general ledger transactions and project transactions. For more information about these transactions, see Pro Forma Invoices: Generated Transactions.

Project Transactions Generated for an Unbilled Remainder

If an amount has been postponed in a pro forma invoice and the corresponding accounts receivable invoice (which contains the line from which this postponed amount originates) is released, the system generates the project transaction shown in the following table.

 Billable               Billed                 Amount                  Orig. Doc. Type           Orig. Doc. Nbr.

 Selected               Cleared                Postponed amount        Unbilled Remainder        The AR invoice in
                                                                                                 which the amount
                                                                                                 was postponed

The main attributes of the created transaction—such as the project, project task, and inventory item—are the same as those of the original project transaction from which this unbilled remainder originates. The date and financial period of the unbilled remainder transaction is the date of the AR invoice on release of which this unbilled remainder transaction was created. The system uses the following accounts as the debit and credit accounts in the project transaction it creates:

If the project transaction to which the unbilled remainder relates was not posted to the general ledger, the system copies the debit and credit accounts (the specified accounts or empty values) of the corresponding project transaction from which the unbilled remainder originates.
If the project transaction to which the unbilled remainder relates was posted to the general ledger, the system copies the accounts that are specified in the GL Settings for Unbilled Remainders section of the General tab of the Projects Preferences (PM101000) form. If no accounts are specified in the GL Settings for Unbilled Remainders section, the system copies the debit and credit accounts of the corresponding project transaction from which the unbilled remainder originates. In the line, the system also specifies the account group that is mapped to the debit account. On release of the project transaction generated for the unbilled remainder, the system also generates a batch of general ledger transactions. For details, see Project Transactions: Generated Transactions. When the accounts receivable invoice that contains the unbilled remainder is released, the system generates the reversing project transaction for the unbilled remainder that is shown in the following table.
Billable Amount Orig. Doc. Type Orig. Doc. Nbr.
Cleared –(Postponed amount) Unbilled Remainder Re- The AR invoice in which versal the postponed amount was billed Additional Materials | 97
The main attributes of the created transaction—such as the project, project task, inventory item, account group, debit account, and credit account—are the same as those of the original project transaction of the unbilled remainder. The date and financial period are copied from the AR document that has caused the reversal of the unbilled remainder transaction (either credit memo that reverses the original AR invoice, or the AR invoice prepared for the unbilled remainder). You can review the created transactions on the Project Transaction Details (PM401000) form. In the Selection area of this form, you select the project in the Project box. In the table, you can find the project transactions by the original document type in the Orig. Doc. Type column.

Project Invoice Correction: Reversing AR Documents

In Acumatica ERP, the amount of a released accounts receivable invoice cannot be changed directly in the released document. If you have found out that you have undercharged or overcharged the customer, you first need to reverse the accounts receivable invoice to correct the customer balance.

Reversal of AR Invoice

You reverse an account receivable invoice by clicking Reverse on the More menu of the Invoices and Memos (AR301000) form. When you reverse a released accounts receivable invoice that was created based on a project transaction, the system creates the credit memo in the same amount. When you release this reversing credit memo, the system automatically creates project transactions that clear the project revenue budget, adjust the customer balance, and make the amount billable again.

          Project transactions generated on release of the reversing credit memos are excluded from further
          allocations.

Aer you have reversed the invoice, you can run billing procedure for the project again and make changes to the newly created accounts receivable invoice.

Generated Project Transactions

As a result of reversal of the accounts receivable invoice that was created during billing of a project, the system generates the following project transactions:

The project transaction that have PM in the Module box in the Summary area on the Project Transactions (PM304000) form. This transaction originated from credit memo and includes the following lines:

The line with non-billable reversing project transaction. This line has the amount opposite to the amount of the original project transaction and the same expense account group. That is, this project transaction line reverses the impact of the original project transaction.

                   The system reverses only the project transactions that have been billed with the invoice
                   being reversed. If you have processed any additional allocations for the original cost
                   transaction, the system does not reverse them automatically. You need to reverse such
                   allocation transactions manually by opening them on the Project Transactions form and
                   clicking Reverse Allocation on the form toolbar.

The line with billable project transaction, which is the copy of the original project transaction with the same quantity and amount. This project transaction is ready for billing. The date and the financial period in both lines are copied from the original project transaction if the financial period is not locked or closed. If the financial period of the original transaction is locked or closed, the financial period of the created transactions is copied from the credit memo. Additional Materials | 98
The non-billable project transaction that have AR in the Module box in the Summary area on the Project Transactions (PM304000) form. This line has the amount opposite to the amount of the project transaction that was generated on release of the AR invoice and the same revenue account group. This transaction reverses the impact of the AR invoice to the project budget. The date and the financial period of this project transaction are the date and period of reversal, that is the system copies these values from the credit memo. Notice that aer reversal of the AR invoice, the original project transaction remains billed.

Appendix 4: Billing Rates and WIP Costs

This appendix provides additional materials for the lessons of Part 4.

WIP Labor Costs in Cost-Plus Projects: Generated Transactions

When you allocate projects, the system creates allocation transactions based on the settings of the allocation rules associated with the project tasks. Depending on the settings of the allocation rules and project tasks, the system also can create reversing allocation transactions. These transactions are described in the following sections.

Allocation Transactions Generated on Allocation of a Project

When a project is allocated, the system generates a batch of the allocation transactions shown in the table below. The system assigns the Allocation for description to the generated batch. The system uses the following accounts as the source accounts in the batch it creates:

The debit account, which is specified in the Account Origin box on the Allocation Settings tab (Debit Transaction section) of the Allocation Rules (PM207500) form
The credit account, which is specified in the Account Origin box on the Allocation Settings tab (Credit Transaction section) of the Allocation Rules form
Debit Account Credit Account Source of Account Orig. Doc Type Amount
Debit account Credit account Allocation rule Allocation Amount
You can review the created allocation transactions on the Project Transaction Details (PM401000) form. In the Selection area of this form, you select the project in the Project box. You can review allocation transactions in the table on the Allocation Transactions tab.

Reversing Allocation Transactions Generated on Billing of a Cost-Plus Project When a cost-plus project is billed with a time and material billing rule, the system generates a batch of reversing allocation transactions shown in the table below, which prevents the allocation transactions used for billing from aﬀecting the project balance. Reversing transactions copy original allocation transactions and reverse the sign of the amount. The system assigns one of the following descriptions to the reversing batch, depending on when the reversing batch is created according to the option selected in the Reverse Allocation box on the Allocation Settings tab (Transaction Reversal section) of the Allocation Rules (PM207500) form:

Allocation Reversal on AR Invoice Release: The batch is created with the Released status on the release of the corresponding accounts receivable document based on the On AR Invoice Release option of the allocation rule. Additional Materials | 99
Allocation Reversal on AR Invoice Generation: The batch is created on the creation of the corresponding accounts receivable document based on the On AR Invoice Generation option of the allocation rule. If the accounts receivable document is created with the Balanced status, the reversing batch is also created with the Balanced status. The reversing batch is automatically released or deleted when the corresponding accounts receivable document is released or deleted, respectively.
Debit Account Credit Account Source of Account Orig. Doc Type Amount
Debit account Credit account Allocation transac- Allocation Reversal –(Amount) tion
You can review the created allocation transactions on the Project Transaction Details (PM401000) form. In the Selection area of this form, you select the project in the Project box. In the table, you can find the allocation transactions, which have the Allocation Reversal type in the Orig. Doc. Type column. You can review only allocation transactions on the Allocation Transactions tab.

WIP Labor Costs in Cost-Plus Projects: Related Reports and Forms

In the following sections, you can find details about the reports and forms you may want to review to gather information related to the allocation process performed for a project.

Reviewing Allocation Transactions

You can review the list of all the corresponding allocation transactions of a project, including reversing allocation transactions, on the Project Transaction Details (PM401000) form. In the Selection area of this form, you select the project, as well as the project task, account group, and inventory item to narrow the listed project transactions. You can review only allocation transactions on the Allocation Transactions tab. The Allocation type in the Orig. Doc. Type column corresponds to allocation transactions. The Allocation Reversal type in the Orig. Doc. Type column corresponds to reversing allocation transactions.

          The project transactions that have already been used as a source of allocation transactions have the
          check box selected in the Allocated column.

Printing Allocation Transactions

          The report shows the project transactions that the signed-in user has access rights to view.

Reviewing Project Balances

WIP Labor Costs in Cost-Plus Projects: Mass-Processing of Documents

This topic explains how to allocate multiple projects, and how the system generates, changes, or works with projects as a result of the mass processing.

Billing Rates: Rate Selection Rules

When a project transaction is billed or an allocation is run, the system finds the applicable rate—that is, the value of the @Rate parameter specified in the billing rule formula. This selection is based on the combination of the rate type assigned to the current step of a billing rule (or allocation rule) and the rate table that is assigned to the project task to which the billed or allocated transaction corresponds. Each combination of rate table code, rate type, and rate code includes one rate sequence or multiple rate sequences, each of which defines billing rates based on a set of factors. The numeric identifiers of the sequences in the table define the order in which the system will search these sequences to find the applicable rate during the project billing or allocation process. Starting with the first sequence defined in the table on the Rate Lookup Rules (PM205000) form, the system compares the settings specified in the project transaction to the factors defined by the rate sequence. If all the settings match, the system stops the search and uses the rate it has found as the value of the @Rate parameter in the formula. If any factor does not match, the system continues searching for the applicable billing rate in the next rate sequence until an applicable rate is found. The system may not find an applicable rate in all sequences defined in the system for the combination of rate table code, rate type, and rate code. In this case, the system performs the action determined by the option selected in the If @Rate Is Not Defined box on the Billing Rules (PM207000) or Allocation Rules (PM207500) form for the step being performed. The system can do one of the following:

Set the @Rate value to 0
Set the @Rate value to 1
Skip billing or allocating for the current project transaction Additional Materials | 101
Throw an error and stops the billing or allocation process The following diagram shows how the system selects the value of the @Rate parameter if the account group specified in the project transaction is the same as the account group of the billing rule step. Additional Materials | 102

Appendix 5: Time and Expenses

This appendix provides additional materials for the lessons of Part 5.

Expense Receipts with Corporate Cards: Bank Reconciliation for a Corporate Card

You can maintain internal control over corporate credit cards by performing regular reconciliations of the cash account configured for corporate cards. Generally, the goal of reconciliation is to find discrepancies between account balances tracked by diﬀerent means, locate any errors, and make needed corrections or adjustments. Reconciliation is usually done at the end of each period or more frequently. For more information on the reconciliation process, see Bank Reconciliation: General Information.

Learning Objectives

In this topic, you will learn how to do the following:

Upload a bank statement to the system
Reconcile a bank statement for the corporate credit card
Create and release a bill for the bank

Importing of Bank Transactions

On the Import Bank Transactions (CA306500) form, you upload bank statement records for the liability cash account of corporate cards. If a bank statement record contains the corporate card number in text format, this number is shown in the Card Number column on the form. A single bank statement may contain the transactions of all the corporate cards associated with the same cash account. For more information about importing bank transactions, see Bank Reconciliation: Uploading and Processing of Bank Transactions and Importing Transactions.

Processing of Imported Bank Transactions

On the Process Bank Transactions (CA306000) form, for the selected liability cash account configured for corporate cards, you match an uploaded bank statement record to an existing payment, AP bill, or expense receipt, as well as create a cash transaction if such a transaction has not been found in the system. For details about matching bank transactions, see Processing Imported Transactions. When you click Auto-Match on the form toolbar, the system uses the available information about imported transactions for calculating the relevance rate, which is a measure of how closely a document matches the selected transaction and for searching for matching documents with the following priority:

The system searches payments and invoices as matching candidates by using the following settings in the Weights for Relevance Calculation section of the Transaction Match Settings dialog box: Ref. Nbr. Weight, Doc. Date Weight, and Doc. Payee Weight. For more information about the matching process and the relevance calculation, see Transaction Matching Settings.
If no payment or invoice is found, the system searches expense receipts for matching candidates by using the following settings in the Weights for Relevance Calculation and Expense Receipt Matching sections of the Transaction Match Settings dialog box: Ref. Nbr. Weight, Doc. Date Weight, and Amount Weight.
Aer the system has matched imported bank transactions on the Process Bank Transactions form, for a bank transaction selected in the le pane, in the right pane, the system shows the list of matching documents it has found. The documents are shown on the followings tabs of the form:

Payments are shown on the Match to Payments tab. Additional Materials | 103
AP documents (bills, debit adjustments, cash purchases,and cash returns) are shown on the Match to Invoices tab.
A cash transaction can be created for the bank transaction on the Create Payment tab.
Expense receipts (both with positive and negative amounts) that have Open or Pending Approval status are shown on the Match to Expense Receipts tab, which is displayed on the form only for the cash accounts that are used for corporate cards. The system selects the Matched check box for the best candidate among all the found candidates by using the following rules:

The best match is the document with the highest match relevance that is greater than 0.75.
If multiple documents have the same highest match relevance, the system selects the first document it finds by using the following priority: a payment, an AP document, and an expense receipt.
If no documents have a match relevance greater than 0.75, the best match is a document whose match relevance is greater than or equal to 0.2. For example, if the match relevance of one document is 0.25 and the match relevance of another document is 0.5, the system selects the document with a match relevance of 0.5. If more than one document satisfies this condition, the system selects the first document it finds by using the following priority: a payment, an AP document, and an expense receipt.
If only one document is found, it is the best match if its match relevance is greater than or equal to 0.2.
If none of the conditions above has been met, there is no best match for the transaction of the bank statement. When the imported transactions are matched, you click Process on the form toolbar of the Process Bank Transactions form to complete reconciliation. An expense receipt and a corresponding bank statement record that have been matched and processed are no longer displayed on the form.

Limitations of the Matching Process

The matching process on the Process Bank Transactions (CA306000) form has the following limitations:

If you match a bank transaction to an expense receipt in a diﬀerent currency with an amount that is within the amount diﬀerence threshold, release the corresponding claim, and the cash transaction is posted, and then you unmatch the bank transaction from the expense receipt, the cash transaction will not appear as a candidate for matching because the amounts diﬀer.
If a cash transaction originates from an expense claim, the cash transaction date in the system is the same as the expense claim date. There can be a significant delay between the date of the bank statement transaction and the date of the cash transaction in the system, which should be considered in the filter of dates in the Transaction Match Settings dialog box.

Calculation of the Relevance Rate for Expense Receipts

Unlike the relevance calculation for payments and invoices, for calculating the relevance rate for expense receipts on the Process Bank Transactions (CA306000) form, the system includes in the calculation the amount weight instead of the payee weight, by using the following formula: AmountDistance() = NORMDIST(x, 0, DifferenceAmount, probability mass function) / NORMDIST(0, 0, DifferenceAmount, probability mass function) x = ABS(BankTransactionAmount - ExpenseCardCurrencyAmount) DifferenceAmount = Amount Difference Threshold (%) * BankTransactionAmount / 100 Payments and invoices are selected as matching candidates by the exact amount of a bank transaction, which is consistent to the logic of bank transaction matching for regular bank accounts. The Amount Diﬀerence Threshold (%) is not applied for matching of payments and invoices and applied for matching of expense receipts that are Additional Materials | 104

recorded with the expense currency that diﬀers from the card currency and therefore a diﬀerence between the amount of a bank transaction and the amount of an expense receipt may take place. The AmountDistance() formula returns a floating number that ranges in value from 0 to 1. The system calculates the relevance rate for an expense receipt by using the following formula: Match Relevance = DocDateWeightDateDistance() + RefNbrWeightRefNbrDistance()

AmountWeight*AmountDistance()

Expense Receipts with Corporate Cards: Generated Transactions

The release of an expense claim does not generate general ledger transactions or project transactions directly. When you release the expense claim, the system creates the corresponding accounts payable documents. On release of the accounts payable documents, the system generates the general ledger transactions. For the project- related lines of the AP documents, the system also generates project transactions.

GL Transactions Generated on Release of a Cash Purchase

When a cash purchase related to an expense claim is released, the system generates a batch of the general ledger transactions shown in the table below.

Account                             Source of Account                   Debit                  Credit

The expense account                 The inventory item                  Amount                 0.00

The liability account               The cash account of the corpo-      0.00                   Amount
                                    rate card

You can view the details of the batch associated with the release of a cash purchase by clicking the link in the Batch Nbr. box on the Financial tab (GL Link section) of the Cash Purchases (AP304000) form. The system opens the batch on the Journal Transactions (GL301000) form. If a cash purchase line is related to a project, on release of the cash purchase, the system generates a batch of the general ledger transactions shown in the table below.

Account                       Source of Account             Project Budget      Debit              Credit
                                                            Key

The expense account           The inventory item            The project,        Amount             0.00
                                                            project task,
                                                            and cost code
                                                            in the cash pur-
                                                            chase line

The liability account         The cash account of the       X (non-project      0.00               Amount
                              corporate card                code)

GL Transactions Generated on Release of an AP Bill

When an accounts payable bill related to an expense claim is released, the system generates a batch of the general ledger transactions shown in the following table. Additional Materials | 105

Account                              Source of Account                    Debit                   Credit

The expense account                  The inventory item                   Amount                  0.00

The liability account                The AP bill                          0.00                    Amount

If an accounts payable bill line is related to a project, on release of the bill, the system generates a batch of the general ledger transactions shown in the table below.

Account                        Source of Account             Project Budget       Debit               Credit
                                                             Key

The expense account            The inventory item            The project,         Amount              0.00
                                                             project task,
                                                             and cost code in
                                                             the bill line

The liability account          The AP bill                   X (non-project       0.00                Amount
                                                             code)

You can view the details of the batch associated with the release of a bill by clicking the link in the Batch Nbr. box on the Financial tab (Link to GL section) of the Bills and Adjustments (AP301000) form. The system opens the batch on the Journal Transactions (GL301000) form.

GL Transactions Generated on Release of an AP Debit Adjustment

When a debit adjustment related to an expense claim is released, the system generates a batch of the general ledger transactions shown in the following table.

Account                              Source of Account                    Debit                   Credit

The liability account                The AP account of the employ-        Amount                  0.00
                                     ee

The liability account                The cash account of the corpo-       0.00                    Amount
                                     rate card

If a debit adjustment line is related to a project, on release of the debit adjustment, the system generates a batch of the general ledger transactions shown in the table below.

Account                        Source of Account             Project Budget       Debit               Credit
                                                             Key

The liability account          The AP account of the         The project,         Amount              0.00
                               employee                      project task,
                                                             and cost code in
                                                             the bill line

The liability account          The cash account of the       X (non-project       0.00                Amount
                               corporate card                code)

Additional Materials | 106

You can view the details of the batch associated with the release of a debit adjustment by clicking the link in the Batch Nbr. box on the Financial tab (Link to GL section) of the Bills and Adjustments (AP301000) form. The system opens the batch on the Journal Transactions (GL301000) form.

Project Transactions Generated on Release of the GL Batch

If a cash purchase line or bill line is related to a project, on release of this cash purchase or AP bill, in addition to the creation of a batch of general ledger transactions, the system also generates a batch of the project transactions shown in the following table.

Project Budget Key      Account Group            Debit Account           Credit Account          Amount

The project, project    The account group        The expense ac-         Empty                   Amount
task, inventory         mapped to the ex-        count in the GL
item, and cost code     pense account            transaction
in the GL transac-
tion

You can review the created transactions on the Project Transaction Details (PM401000) form. In the Selection area of this form, you select the project in the Project box. In the table, you can find the project transactions created on release of the accounts payable bill or cash purchase by the reference number of the document in the Orig. Doc. Nbr. column.

Expense Receipts with Corporate Cards: Related Reports and Forms

In the following sections, you can find details about the reports and forms you may want to review to gather information about expense claims.

Printing Expense Claims

You can print an expense claim that you are viewing on the Expense Claim (EP301000) form by clicking Print on the More menu. The system opens the printable form of the expense claim, which is the Expense Claim Details (EP612000) report. You can review the expense claim and print it.

Printing the Expense Claims of an Employee

You can prepare a printable list of expense receipts that are grouped by expense claims related to the employee associated with the current user, as well as any subordinates of this employee, by using the Expense Claim Details (EP613000) report.

Printing Expenses Claimed by Employee

You can prepare a printable list of expenses claimed by the employee associated with the current user, as well as any subordinates of this employee, by using the Expense Claim Details by Employee (EP614020) report. The report displays total claimed amounts that can be optionally broken down by expense items.

Printing Expenses Claimed by Department

You can prepare a printable list of expenses claimed by a particular department by using the Expense Claim Details by Department (EP614010) report. The report displays the total claimed amounts, which can be optionally broken down by expense items. Additional Materials | 107

Expense Receipts with Corporate Cards: Mass-Processing of Documents

This topic explains how to process multiple expense claims, and how the system generates, changes, or works with documents as a result of the mass processing.

Mass-Claiming Expense Receipts Expense receipts can be mass-claimed. To claim multiple expense receipts at a time, you open the To Be Claimed tab of the Expense Receipts (EP301010) form, select the unlabeled check boxes in the rows of the expense receipts to be claimed, and click Claim on the form toolbar. The system creates expense claims for the selected expense receipts. To create expense claims for all the expense receipts listed on this tab, you click Claim All on the form toolbar.

Mass-Releasing Expense Claims Expense claims can be mass-released. To release multiple expense claims at a time, you open the Release Expense Claims (EP501000) form, select the unlabeled check boxes in the rows of the expense claims to be processed, and click Release on the form toolbar. The system releases the selected expense claims. To release all the expense claims listed in the table on this form, you click Release All on the form toolbar.

Mass-Billing Customers for Claimed Expenses Customers can be mass-billed for claimed expenses. To create invoices for all the approved expense claims of particular customers at a time, you open the Bill Expense Claims (EP502000) form, select the unlabeled check boxes in the rows of the customers to be billed, and click Process on the form toolbar. The system releases the corresponding expense claims of the selected customers and creates invoices. To bill all the customers listed in the table on this form for claimed expenses, you click Process All on the form toolbar. The system releases the corresponding expense claims of all the customers listed in the table and creates invoices.

Labor Items: Related Forms

This topic describes forms you may review to gather information about labor items.

Reviewing Sales Prices

You can review the sales prices of a labor item by clicking Sales Prices on the More menu of the Non-Stock Items (IN202000) form. The system navigates to the Sales Prices (AR202000) form, where you can review and add the sales prices for the selected labor item. For details about managing sales prices, see Sales Prices: General Information.

Reviewing Vendor Prices

You can review the vendor prices of a labor item by clicking Vendor Prices on the More menu of the Non-Stock Items (IN202000) form. The system navigates to the Vendor Prices (AP202000) form, where you can review and add the vendor prices for the selected labor item. For details about managing vendor prices, see Vendor Prices: General Information. Additional Materials | 108

Employee Time Billing: Generated Transactions

To be able to bill customers for employee time spent on particular projects, you configure time tracking in projects. When project-related time cards are released, the system generates the transactions described in the following sections.

Project Transaction Generated for a Time Card

When you release a project-related time card, the system generates the following project transaction for each time activity in the time card line.

Project and Project       Account Group     Inventory ID       Billable Quan-     Unit Rate           Amount
Task                                                           tity

Project and project       Account group     Labor item in      Reported bill-     Labor cost rate     Billable quanti-
task in the time card     mapped to Ex-     the time card      able hours in      defined on the      ty * unit rate
line                      pense account     line               the time card      Labor Rates
                                                               line               (PM209900)
                                                                                  form

You can review the project transaction that was generated on release of a particular time card by opening a time card on the Employee Time Cards (EP305000) form and clicking View Transactions on the form toolbar.

GL Transaction Generated from a Project Transaction

When a project transaction related to time card is released, the system creates a batch of the following accounting transactions.

Account                 Project            Project Task          Debit                              Credit

Expense account         The value in the   The value in the      Billable quantity * unit rate      0.00
defined by the          time card line     time card line
Expense Ac-
count Source
setting on the
Projects Prefer-
ences (PM101000)
form

Expense Accrual         Non-project code   Empty                 0.00                               Billable quantity *
account defined                                                                                     unit rate
by the Expense
Accrual Account
Source setting on
the Projects Pref-
erences form

You can view the reference number of the GL batch in the GL Batch Nbr. box in the project transaction line on the Project Transactions (PM304000) form. You can click the link in this box to view the details of the batch on the Journal Transactions (GL301000) form. Additional Materials | 109

GL Transaction Generated from an AR Invoice

When an AR invoice generated by the project billing procedure is released, the system creates a batch of the following accounting transactions.

Account               Project                Project Task            Debit                           Credit

Accounts Receiv-      Non-project code       Empty                   Invoiced amount                 0.00
able account of
the customer

Sales account of      The value in the       The value in the        0.00                            Invoiced amount
the labor item        time card line         time card line

Project Transactions Generated from GL Transaction

When the batch of GL transactions generated on release of an AR invoice generated by the project billing procedure is released, the system generates the following project transaction for each invoice line.

Project and Project Task      Account Group           Inventory ID           Amount                 Debit Account

The values in the time        Account group           Labor item as-         Amount calculated      Sales account of
card line                     mapped to the           signed to the em-      by billing rule        the labor item
                              Sales account           ployee

Employee Time Billing: Related Report and Inquiry Forms

In the following sections, you can find details about the reports and inquiry forms you may want to review to gather information about employee time spent on a project.

Reviewing Time-Tracking Documents for a Project You can review the list of all time cards and time activities (if applicable) that relate to a particular project on the Activities tab of the Projects (PM301000) form.

Reviewing Time Cards for an Employee

You can review the list of time cards submitted by a particular employee on the Employee Time Cards (EP406000) inquiry form. You select the employee in the Employee box of the Selection area, and the system groups this employee's time cards by their status. Additional Materials | 110

Reviewing Time Activities for an Employee

You can review the list of time activities on the Employee Time Activities (EP307000) form. In the Summary area of this form, you select an employee and the time range (in weeks) for which you want to review the time activities submitted by the employee. You can also select a particular project (and, optionally, a project task) to review only the time activities that have been performed by the employee for the project. You can review all existing time activities in the system on the Activities (EP404300) form.

Finding Project Transaction Generated for Time Card

Employee Time Billing: Mass Processing of Documents

This topic explains how to perform mass-processing operations related to employee time tracking, and how the system generates, changes, or works with documents as a result of the mass processing.

Mass-Releasing Time Activities To mass-release time activities, you use the Release Time Activities (EP507020) form. On this form, you select the unlabeled check boxes in the rows of the documents to be released and click Release on the form toolbar to process the selected documents; alternatively, you can click Release All to process all the documents shown in the table.

Mass-Releasing Time Cards To mass-release time cards, you use the Release Time Cards (EP505010) forms. On this form, you select the unlabeled check boxes in the rows of the documents to be released and click Release on the form toolbar to process the selected documents; alternatively, you can click Release All to process all the documents shown in the table.