WAP Help and User Guide – Timesheets Module v17

1. Costing Module Integration

If required, the Timesheet module can be configured to integrate with Sicon Job Costing or Sage 200 Project Accounting.  Select accordingly within System Setup – System Settings – Costing Tab.

1.1. Project Accounting

1.2. Sicon Job Costing

When integrating with Sicon Job Costing:

Each WAP user who will be submitting timesheets will need to be linked to an Employee in Sicon Job Costing.

Each WAP user who will be submitting timesheets need to be linked to the Sicon JC Employee within WAP.  This link is made in User Setup – Users – Company Access tab – Time and Attendance tab.

2. Work Patterns

Work Patterns are a key part of the Timesheet module and allow users to log start and end times (Login Activity and Job/Project Entry) with appropriate rates being applied in accordance with the shift patterns set up.

To set up work patterns, select System Settings – Work Pattern & Rates.

2.1. Add a New Work Pattern

2.2. Maintain Work Pattern Rates

There are four default rates but additional rates can be added, e.g. Overtime.

Rates are then allocated to users and linked to cost and charge rates (User Setup – Work Pattern Rates).

2.3. Maintain Work Pattern Rules

This functionality allows rules to be set to deduct lunch breaks automatically from timesheets.

Once a rule has been created; i.e. in the above example for shifts longer than 6 hours to deduct 30 minutes, the rule must be linked to a Work Pattern.

2.4. Reprocess Pay Rates

If rates are changed and timesheets already created, this option allows for the timesheets to be reprocessed to pick up the revised rates.

2.5. Link Users to a Timesheet Work Pattern

Once work patterns have been created for each scenario, the timesheet user will need to be linked to the appropriate work pattern (User Setup – Users – User profile – Time and Attendance tab).

3. New Timesheet

Once the timesheet settings have been configured as required, attendance or hours worked can be recorded as follows:

• Login Activity. Record attendance only – enter the start and end times on Login Activity tab.  The time payable is calculated based on the user’s work pattern.
• Job/Project entry. Record time against a Job/Project – enter the total hours and minutes (if no work pattern has been set) or start and end time (if a work pattern is being used) on the Job/Project entry tab.
• Login Activity and Job/Project time – entry status can be checked on both to ensure all login activity has also been recorded against a Job/Project.

3.1. Login Activity

This page is to record attendance based on start and end time.  Time payable is calculated based on the user’s work pattern.

Select Add, enter the start and end times and select Update to save the line.  The timesheet can then be saved to add to later, or submitted for approval if completed.

3.2. Job / Project Entry

This page is to record time against a Job or Project in relation to the Costing module integration and can be used in conjunction with or without login activity.  Time can be entered as hours/minutes, start/end time (time payable is calculated based on the user’s work pattern) or decimal time.

Select Add, enter time, select job and job header or project and project item and select relevant cost code.  Note; it is possible to default a job header or project item to a user, if they only have access to one so they do not need to always select this.  It is also possible to set default cost and charge rates through either Job Costing or Project Accounting so the user won’t be required to always pick.

Once the line information has been entered correctly, select Update to add the line.  This timesheet can then be saved and added to later, or saved and submitted for approval.

3.3. Job/Project entry – automatic selection of Cost Rate based on a standard Timesheet Work Pattern

Sicon Job Costing or Sage PA cost rates which are selected per line on the Job or Project entry page can be linked to work pattern rates set in WAP; the appropriate rate will then be automatically selected when the user enters start and end times linked to a project.

• Project time entry format must be set to start and end time and all rates options hidden (System Settings – Timesheets – General – Display).

• The setting ‘Split Timesheet Project Lines by Work Pattern’ need to be switched on (System Settings – Timesheets – General – Functionality).

• Link rates set up in WAP to Job Costing or PA Cost Rates (and Pay or Charge rates if applicable); (User Setup – Work Pattern Rates). Note:  if the user’s work pattern rates don’t have the associated costing module rates linked then the user will not be able to submit timesheets.

• The user will only have to enter their start and end time on Job/Project entry and the system will work out the appropriate Sicon Job Costing or Sage PA rates. The resulting timesheet will then split the time out to separate liens.  In the example below, on Thursday the user recorded 9 hours on a job; eight were posted at one rate and one hour was an overtime rate.  Once approved, these costs will post accordingly to the correct job at the correct rate.

3.4. Rule Lines

The Rule Lines tab will only get populated if the timesheet has been readjusted by the system due to a rule created which will change pay rates depending on hours a user has worked.  A standard rule to deduct so much time when a user has worked over certain hours on a shift will display information on the Job Entry tab.

3.5. Entry Status

When using both Login Activity and Job/Project entry, the Entry Status page will check the hours recorded in Login Activity against the user’s work pattern and against the hours recorded in Job/Project entry.

In the example below:

Gordon’s hours on Monday and Tuesday need attention as the hours do not match but Wednesday matches perfectly.  Pay rates show the number of hours recorded under the Login Activity tab that have a rate assigned.  The Time Entry shows the hours recorded in the Job Entry against a job.

3.6. Adjustment History

The adjust timesheet function allows lines on Authorised timesheets to be adjusted and the changes will then be recorded in the Adjustment History tab.

3.7. Pay Rates

This tab will show the timesheet split down to show the login activity and the applicable pay rates as set in the user’s work pattern.  The Pay Rates tab can be hidden (System Settings – Timesheets – Display).

3.8. Notes

Notes can be added to a timesheet by a user as required; these notes will remain in WAP and won’t post through to Sage.  The Notes tab can be hidden (System Settings – Timesheets – Display).

3.9. Time Off in Lieu (TOIL)

TOIL calculation for each user will be visible on the Time off in Lieu tab.  This information generally applies to organisations which cap TOIL as it will show the calculations and adjustments.  If required, this tab can be hidden (System Settings – Timesheets – Display).

In the below example the user begins week 31 with 0.00 TOIL.  The hours worked are compared with the contracted hours (picked up from their holiday work pattern) for the day as well as any submitted TOIL holiday requests.  Over the week the user works a total of 5 hours over the contracted hours and will therefore start week 32 with 5.00 TOIL.

3.10. Attachments

Documents can be attached to a timesheet as required; i.e. if an overtime sheet is required to provide proof of any overtime hours worked.  These documents won’t post through to Sage but will be visible in WAP during the approval process.

3.11. Approval History

An approval history line is automatically recorded within this tab when a user approves or rejects a timesheet line.

4. Additional Sicon Job Costing Features

Additional functions are possible if linking WAP with Sicon Job Costing.

4.1. Adding Resources to TImesheets (Job Costing)

This functionality allows time to be added against a Job Costing Resource in WAP which in turn are posted to a Job in Job Costing.

The resources are set in Sage (Job Costing – Maintenance – Maintain Employees – Other Resources).  Any resources added on this screen will be pulled through to WAP and can be selected as an additional resources on a timesheet.

Users in WAP will require the user type permission to be able to add resources onto their timesheet (User Setup – User Types – Timesheets).

To add a resource onto a timesheet, the user will initially need to add the labour line; once this has been added the resources button will be available on the timesheet line.  It is possible to search by either name or description to find the correct resource and then select the relevant days to add to the timesheet line.  Multiple resources can be added per day.

Once the lines have been entered and approved, the resource cost will post through to the job with the appropriate cost figures along with the user’s hours.

4.2. Adding Allowance Lines to Timesheets (Job Costing)

This functionality allows allowance lines to be added to a timesheet.  Allowance rates are defined within Job Costing settings (Utilities – Job Costing Settings – Rate Descriptions tab).  If a rate has the type of ‘Allowance’ the line will become an allowance line in WAP when selected on a timesheet.

A value for this allowance is set per user in Sicon Job Costing against the Employee (Job Costing – Maintenance – Maintain Employees – Cost Rates).

When a timesheet line is added in WAP with an allowance rate (e.g. Overnight Stay), it is highlighted in blue and the hours will not be included in the day or timesheet totals.  Total allowances are displayed at the bottom of the screen.

4.3. Populate Job Header by Job Code (Job Costing)

This functionality will automatically select the Job Header based on the Job Code selection.

Ensure ‘Obtain job header from job rate’ is enabled (Job Costing – Utilities – Job Costing Settings – Labour).

Ensure the rates all have default Job Headers allocated (Job Costing – Utilities – Job Costing Settings – Rate Descriptions).

In WAP when a timesheet line is added and a job selected, the job header will be displayed as ‘Automatic’.

When the line is updated, the job header will be populated pulling through the default job header as configured in the Job Costing settings.

5. Copying Timesheets

If required, users can be allowed to copy timesheets to another week (System Settings – Timesheets – Functionality – General); if enabled the option to Copy will appear on an Existing Timesheet.  It is only possible to copy authorised timesheets.

It is also possible to allow at a user type level the ability to copy timesheets to other users; this may be suitable for Team Leaders, Department Managers etc. to create timesheets for their team members (User Setup – User Types – Timesheets – ‘Copy timesheet to other users’).  This will appear as an option to ‘copy to’.

When copying a timesheet, the below is applicable:

• All Job/Project lines are copied by default and it is possible to also copy across login activity. Payment lines are not copied as these are specific to the user’s work pattern and pay rates.
• Holiday and absence lines are not copied.
• Once the copy has been completed, a notification is shown to list all users that a successful copy has been completed for. A notification will also be shown listing any timesheets that have failed to copy.
• A timesheet line will only copy once; if subsequent lines are added to the original timesheet and the copy is run again, only new lines will be copied.

6. Rapid Timesheet

The Rapid Timesheet format (this is a User Type permission – User Setup – User Types – Timesheets) is for entering hours against a Job/Project in a quick and simple format.

Attachments can be added to a timesheet but it is not possible to enter login time, check pay rates or TOIL.  If this functionality is required, the New Timesheet screen will need to be used.

7. Existing Timesheets

All timesheets entered by the user into WAP can be viewed by selecting Existing Timesheets in the side menu.

The Quick Link options allows users to see their own timesheets, those submitted by other users in their business unit and any that the user may have approved (these quick links will vary depending on User Type permissions).

The Search facility is to filter timesheets to view only applicable ones; i.e. a Team Manager may use this to find all timesheets submitted in a given period by a particular user.

• New – timesheet has not yet been submitted for approval.
• Submitted – timesheet has been submitted and has lines awaiting approval.
• Approved – timesheet has been approved (and posted through to Sage if integrated with a costing module).
• Rejected – either one or many lines or the whole timesheet has been rejected by an approver.
• Completed – not currently used by the Timesheet module.
• Failed – the timesheet has failed to post to Sage if integrated with a costing module. Check the Event Logs for explanation of failure; the most common cause of a timesheet failing is due to a Job/Project being closed prior to all timesheets posting.
• Archived – not currently used by the Timesheet module.

8. Approve by Timesheet User

When approving timesheets, the view will initially default to the Lines tab; from this screen, and by checking in conjunction with information recorded on other tabs (e.g. Notes, Entry Status etc.) the approver can decide to either approve or reject either individual lines or the whole timesheet.  Any rejected lines will be sent back to the user who submitted the timesheet to edit and re-submit.

• Login Activity – if configured, this tab will show log in and out times recorded by the user.
• Lines – this tab will show a breakdown of all lines visible to the approver with the option to approve or reject either individual lines or the whole timesheet.
• All Lines – this tab shows all lines on the timesheet with a further breakdown of whether there are any holiday or allowance hours on the timesheet.
• Notes – this will show any notes added to the timesheet by the user.
• Approval History – any prior approval done by other users will be visible here.
• Attachments – if the user has added any attachments prior to submitting the timesheet, they can be viewed through this tab.
• Entry Status – if applicable, this tab will show login times compared to job/project time.
• Analysis Values – if WAP analysis labels have been configured against timesheets, the values entered by a user can be viewed under this tab.
• Work Patterns – this tab can be used to show a breakdown of how the user’s work pattern has been configured.

9. Automatically Submit Timesheets

In order to automatically submit timesheets, enable ‘Auto Submit Timesheets’ (System Settings – Timesheets – Functionality – General) and choose a day of the week and time of day to run.

The timesheets are submitted by the service which will check the day of the week against the week start day (day 1) and will check if the current time is after the time specified and will submit all.

10. Timesheet Reminders

Reminders can be created (System Setup – Document Type Reminders) which will email notifications to remind users to submit timesheets.

When selecting ‘Timesheet’ as the document type, an additional ‘Reminder Option’ is available where reminders can be set to notify for either outstanding timesheets from a previous week, the current week or future timesheets.

11. T&A Clock In

This screen will display the login status of all users in the organisations that are using a Time and Attendance login touch screen.  The ability to view this screen is a User Type permission.

12. Locked Weeks

Weeks can be locked which will prevent timesheets from being entered and will adjust TOIL hours if used in conjunction with the TOIL Period End (see below).

13. Time Off In Lieu (TOIL)

TOIL is calculated per user based on the hours worked per day compared with their contracted hours on their holiday work pattern.  Note:  a holiday work pattern must be configured as a user can work different hours per day.  TOIL calculations could therefore be different for each day and therefore it is not possible to compare to the user’s total contracted hours.  The hours worked per day is taken from one of two places; if Login Activity is enabled, the time here will be used for the hours worked, otherwise the time will be taken from the total Job/Project Entry time.

• Holiday Work Patterns need to be created to accommodate contracted hours for users – these work patterns will determine the normal working hours for a user per day (System Setup – Work Pattern and Rates).
• The appropriate Holiday Work Pattern can then be linked to User (User Setup – Users – Time and Attendance tab).
• Maximum accruable TOIL figures can be entered per user and is recorded on their user profile (User Setup – Users – Time and Attendance tab – TOIL subtab).

The TOIL Period End routine involves two steps:

1. Lock timesheet weeks – this process, although not obligatory, will improve accuracy and performance. This process can then be run each week/month end when timesheets are complete.  The last fully completed week should be locked initially to give a cut-off point to go back to.
2. Perform TOIL Period End – cap user’s TOIL in accordance with maximum/minimum allowance by running the TOIL period end. A prompt will appear if there are unlocked weeks to give the option to lock these prior to applying an adjustment of TOIL for that week to the user account.

N.B. the adjustments appear as a preview initially allowing the figures to be checked before selecting the Process button.

14. Reports

The highly configurable timesheet report functionality within WAP provides data structures which can be customised to an individual organisation’s requirements.  Data can be grouped by dragging column headings to the header bar as well as adding/removing fields by customising the report with the Field Chooser (click the Customise button for this to appear).  Reports can also be exported to Excel (XLS); some reports can also be exported to Excel (XLSX) or PDF.

N.B. the reports are Cookie based so please ensure the browser settings allow Cookies from the WAP website to retain a customised report.  A WAP or browser upgrade may clear Cookies so any customisation might be lost.

• Timesheet, TOIL and Overtime: this displays hours worked, contracted hours, TOIL hours and overtime hours with approval history.  Note; this report can take a long time to run if a large amount of data is being populated.  For a summary of timesheet totals without TOIL, use the ‘Timesheet Totals’ report.  The report will show data relating to Sage databases and delegate users assigned to the user running the report.  To enable further viewing permissions, configure the appropriate User Type permissions.
• Timesheet Totals: this is a simplified timesheet totals report which will not include TOIL figures.  The report will again show data relating to Sage databases and delegate users to the user running the report.  To enable further viewing permissions, configure the appropriate User Type permissions.
• Login Activity: this report displays data recorded on the Timesheet Login Activity tab.  The report will again show data relating to Sage databases and delegate users to the user running the report.  To enable further viewing permissions, configure the appropriate User Type permissions.
• Timesheet Projects: this report shows data recorded on the Job/Project Entry tab with job and job header and cost rate information.  The report will again show data relating to Sage databases and delegate users to the user running the report.  To enable further viewing permissions, configure the appropriate User Type permissions.
• Timesheet Projects Summary: this is a simplified report showing project information and will not show full approval history or specific start and end times.  The report will again show data relating to Sage databases and delegate users to the user running the report.  To enable further viewing permissions, configure the appropriate User Type permissions.
• Payment Lines: this report shows hours worked broken down by user with the relevant pay rate.  The report will again show data relating to Sage databases and delegate users to the user running the report.  To enable further viewing permissions, configure the appropriate User Type permissions.
• Users with Unsubmitted Timesheets: this will list all users who have permission to submit a timesheet and who have unsubmitted timesheets per week.  This report can be filtered to either show or hide leavers.

15. Settings

System settings relating to the Timesheets module are accessed in System Settings – Timesheets.

15.1. General – Display

• Show code on project dropdowns: untick this if the job/project code should not be visible to the user when selecting a project on a timesheet line.
• Show ‘Timesheet Entry’ button on dashboard: this option is not currently configured.
• Hide available and active projects on dashboard: this option will hide projects when a user clocks into the T&A screen.  This will be configured for sites who are using the T&A terminals for recording time in/out only rather than time against a job.
• Timesheet project time entry format: hours recorded against a Job/Project can either be logged as Decimal, Start/End time or Hours/Minutes.
• Timesheet Hide Cost Code Column: this will show or hide the cost code column; this will display cost rates to the user (e.g. Normal/Overtime etc.).
• Timesheet Hide Cost Rate Column: this will show or hide the cost rate column; this will display cost figures to the user.
• Timesheet Hide Charge Code Column: this will show or hide the charge code column; this will display charge rates to the user (e.g. Normal/Overtime etc.).
• Timesheet Hide Charge Rate Column: this will show or hide the charge rate column; this will display charge figures to the user.
• Timesheet Hide Sage Pay Code Column: this will show or hide the pay code column; this will display pay codes to the user (e.g. Normal/Overtime etc.).
• Timesheet Hide Sage Pay Rate Column: this will show or hide the pay rate column; this will display pay rate figures to the user.
• Timesheet Hide Notes: this will hide the Notes tab on the timesheet entry page.
• Timesheet Hide Sicon Pay Rates tab: this will hide the Sicon Pay Rates tab on the timesheet entry page.
• Timesheet Hide Time Off in Lieu tab: this will hide the TOIL tab on the timesheet entry page.
• Timesheet Hide Concurrent Jobs Column: if this is unticked a column will show on the timesheet entry page that will show the number of concurrent jobs booked onto at the same time.
• Timesheet Approval – Hide Edit button: this will remove the option to allow the approver to edit a timesheet when waiting their approval.
• Timesheet week Number – Hide Week Number: this option will hide the week number on the timesheet entry page.
• Timesheet Entry – Show Week End Date: this will show the week end date as well as the week start date on the timesheet entry page.
• Time and Attendance – Hide Job Activity: this will hide the job activity on the T&A terminal screens.
• Time and Attendance – Hide Payroll Posting Date: this will hide a payroll posting date on the T&A terminal screens.
• Timesheet make notes field compulsory: if this is ticked the user must enter some notes when adding lines onto a timesheet.
• Show total hours requiring approval on timesheet approval page: this will add an extra column in the Approval page showing the total hours requiring approval.  This is not a setting that is usually on as standard.
• Enable Login Activity tab on timesheet entry: enable this if it is required to record the user’s log in and out time.
• Number of Login Activity Records required to submit a timesheet: if required, set how many login lines must be recorded before a user can submit the timesheet.
• Login and Project Activity Totals must match when submitting a timesheet: configure this if it is mandatory for the login times to match time allocated against a job/project.
• The allowed variance between login total and project total (%) when matching totals: if a variance is allowed between total login and project time, configure this here.
• Enable Legacy Reports: this should only be configured for existing sites using an old style report.  Newer reports run faster and provide more information that the legacy reports so should be used.

15.2. Functionality - General

• Week Start Day: this denotes which day the timesheet starts on.  B. once work patterns have been created, this cannot be changed.
• Auto Submit timesheets: once enabled, configure the day and time to automatically submit timesheets.
• Day of the week to auto submit timesheets: the day required to for timesheets to automatically be submitted.
• Time of day to auto submit timesheets: the time for the timesheets to be automatically submitted.
• Limit Timesheet Notes to 60 characters: configure this if the notes field should be limited.
• Update Works orders as soon as time added to timesheet (on save): the hours will post through to the appropriate Works Order as soon as the user saves the timesheet.
• Update Job costing transaction as soon as timesheet submitted: when enabled, the labour transactions will appear as Committed at the point the timesheet is submitted for approval and will move to Actual once the timesheet has been approved.
• Split timesheet project lines by work pattern: this setting should be enabled if ‘Automatic selection of cost rate based on a standard timesheet work pattern’ functionality is required.
• Allow timesheets to be copied: if enabled, this will allow all users to copy approved timesheets to another week.
• Don’t allow users to submit timesheets if required contracted hours haven’t been reached: a user’s contracted hours can be set on their user profile (User Setup – Users – Time and Attendance).  If this setting is configured then the user won’t be able to submit a timesheet unless their hours have been reached.
• Automatically approve timesheets within variance allowance: an allowed variance can be setup to allow timesheets to be processed if the time logged on the ‘Login Activity’ tab compared to the time logged against job/project is within a certain percentage.  If the setting ‘Login and Project Activity Totals must match when submitting a timesheet’ is checked, the variance allowance is used to check if a timesheet can be manually submitted.  If ‘Auto Submit Timesheets’ is being used, this setting is overridden and timesheet lines that are not within the allowed variance can be set to go to different approval routes to allow a moderator or team leader to adjust the times against the projects.
• Show delegate user as final approver when a timesheet is approved as a delegate: if delegate access is used to approve a timesheet, the final approver will change to show the delegate user instead of the standard approver.
• Enable report approval lists using User Types: functionality relating to legacy reports – no longer applicable for newer WAP versions.
• Limit time entry to 24 hours per day: if this is configured, users won’t be able to enter more than 24 hours on a day.
• Create timesheet lines for time outside of work patterns: additional lines will be created for hours logged that are not picked up by a work pattern.
• Prevent timesheet being edited if employee contract has expired (Job Costing): a contract expiry date can be recorded on the Employee details in Job Costing (Job Costing – Maintenance – Maintain Employees) and the timesheet cannot be edited by the user if their contract has expired.
• Number of days to start warning that an employee’s contract is due to expire (Job Costing): if a contract expiry date has been set on the employee’s profile in Job Costing, a warning banner can appear when the user creates or submits a timesheet in WAP a certain number of days prior to their contract expiry date.
• Maximum number of weeks in advance to allow users to enter timesheets for: a value can be set here if users should not be allowed to enter their timesheets far in advance.
• Prevent multiple allowance lines of the same cost code to be added? This can be enabled if users are only allowed to add one allowance line at a certain allowance cost code per timesheet; i.e. if users can only claim one overnight allowance per day.
• Number of hours to limit allowance line entries to: the number of allowance hours entered on a timesheet can be limited as required.
• Automatically load existing timesheets on page load: for speed reasons this can be disabled, i.e. if it is taking too long to load up all timesheets.
• Use holiday work pattern when adding holiday to timesheets: by default the holiday hours approved through the WAP holiday module will post to users’ timesheets based on their timesheet work pattern but if a site requires, this setting can be enabled to pick up the hours from the holiday work pattern.  For example, is a user’s standard timesheet work pattern is for Monday 5 hours/Tuesday 4 hours/Wednesday 5 hours and the user books a Monday – Wednesday holiday, their holiday work pattern can be set as 4.25 hours each day to average the hours accordingly.

15.3. Functionality - Time & Attendance

• When click on “I’m here” go back to login screen if no available projects or jobs: if required, this can be configured for users to be taken back to the login screen if no jobs are available to select once logged in.
• Auto return to Time and Attendance Login screen: if a user does not select a job within set time period after login, the screen will return to the log in options.
• Interval in seconds for auto logoff: set as required the auto logoff duration.
• Maximum number of booked on jobs at one time: set if required the number of jobs that a user can log into at one time.
• Enable barcode mode in Time and Attendance: if required, users can log onto a job by scanning a barcode.
• Enable Works Order integration for Timesheets: set if required for works order integration.
• Show all cost items when booking to works orders in Time and Attendance: otherwise users can be limited as to what cost items they see.
• Auto Logoff users still logged in after the end of their work pattern: if required, users can be automatically logged out once the end of their work pattern has passed.
• Lenience for auto logoff after work pattern: used in conjunction with setting above; set in hours the time to automatically log off a logged in user once their work pattern has finished.
• Filter out completed work orders on terminal screens: if required, only works orders that are not completed can be shown.
• Force users to sign in before viewing jobs: users must sign in using their login details before being able to view available jobs.
• Book off all active jobs by booking onto a new job: the user will automatically be signed off a job when logging onto a new job.

Time and Attendance – number of characters to truncate job title/description to:  use this if there are jobs with long titles or descriptions.

15.4. Functionality - Costing

These settings are only visible if using Job Costing integration.

• Use ‘TimesheetHours’ work pattern to split timesheet lines by cost rate: this setting should be enabled if ‘Automatic selection of cost rate based on a timesheet hours work pattern’ functionality is required.
• For Job Costing, divide time of jobs if booked at the same time: total time logged against multiple jobs will be split out and posted to the jobs.
• Timesheets entered by a Job Costing team leader create transactions for the whole team: if a user who is marked as a Team Leader (Job Costing – Maintenance – Maintain Employees) submits a timesheet in WAP, this can automatically create timesheets for each member of their team (users marked as belonging to that team; Job Costing – Maintenance – Maintain Employees).

15.5. Reasons for Leaving

Create reasons for leaving that will be visible for the T&A users to select from when they are logging out at the end of a shift.

15.6. Sign on Locations

Create locations to be used for the T&A terminals.  N.B. the Name must contain no spaces (i.e. “FrontOffice”) but the Description can (i.e. “Front Office”).  Click New to save the location prior to saving the System Settings.

16. WAP Timesheet/Job Costing/Sage Payroll Integration

This section explains the procedure to follow for timesheets that are entered and approved in WAP, post through to Job Costing and thereafter imported into Sage Payroll.

1 Ensure all timesheets are approved in WAP and nothing relevant for the current period is under the Submitted tab; this will update the Sage database with the timesheet entries.

2. Run Job Costing reports within Sage 200 for the appropriate weeks (using the Wages Summary report is quite useful for checking against WAP and can be compared to the Timesheet, TOIL and Overtime Report).

3. Run and check Wages Extract from within Job Costing – Period End Routines – Payroll Extract. This will produce a CSV file of the wages for the relevant weeks/month you are wanting to process.

4. If employees are grouped under one pay rate or a pay rate is missing, this is most likely because the pay rates set-up against the employee are not correct (check in Job Costing – Maintenance – Maintain Employees – select Employee – Pay Rates). If a rate is to be exported to payroll it should also have the pay element description completed.  B. this must be the same as set-up in Sage Payroll.

5. Once the export has been run correctly:

1. Import to Payroll
2. Check Payroll and run any reports
3. Process Payroll.

6. You can then run regular payroll reports as you would normally.

N.B. if you have added a new employee or pay rates have been added or changed, update the rates within Job Costing (Job Costing – Utilities – Labour Tab).  Running this feature will pull through changes from Sage Payroll and apply them.

17. Enable Module

Each year your WAP system will require a new enable string to continue working.  When the new one has been issued, select System Settings – Misc – Licencing.

NB: for your information, the module expiry date is shown along with the modules that have been enabled and the maximum number of users.

18. New Features & Important Information

18.1. Sicon v21.1

18.2. Sicon v21

18.3. Sicon v20.1

18.4. Sicon v20

18.5. Sicon v19.2

18.6. Sicon v19.1

18.7. Sicon v19

18.8. Sicon v18

New Features:

• A Redesigned Default Expense Voucher and Default Categorised Expense Voucher Report to include Pay Code as a column.  To view these, you may need to delete your existing report and refresh (if there are no report customisations or you do not need to keep the customisations) or add the field manually in design view.
• Added ability to disable posting of Mileage- or Expense Item Lines on a per user These lines need to be processed separately using the Expense Payroll Posting functionality. This is a User Type permission.
• Added ability to book off jobs on time and attendance screens by scanning a barcode.
• Added popup to TA screen for quantity complete (works orders) when booking off a job.
• Booking off all jobs on TA screen asks if you want to set all the Qty completed to the total amount for any works orders in the list.
• Logging out of TA screen will warn if there are any works orders that need a Qty set before logging off.
• Initial list of Job costing headers are filtered by a setting on the Job in Sage.
• Quantity complete and operation ID posting to works.
• Added Goods received approval A new entry will be created each time goods are received against an item.
• Added Goods fully received approval A new entry will be created each time an item is fully received. The entry will indicate whether it was part of a final receipt.
• Added Order Goods Fully Received approval A new entry will be created once an entire Order is fully received. o Added a Goods Fully received notification. A new notification will be generated when an Order has been fully received. o Added a Goods Received Amended approval history. A new entry will be created each time a receipt line is amended.
• Added Job costing user import page.
• Added new costing popup to rapid timesheet entry which allow selection of job, variation, item, phases and stages.
• Allow invoice lines to be split by invoice editors as well as approvers.
• Added the ability to split expense lines that were created by Credit Card Statement Once a line is split, it can only be submitted if the total for the statement line still matches up. If a split line is deleted the value will be added back to the original line regardless of changes to the expense line such as expense type or nominal.
• Added ability to configure a Nominal per line on Order Setting this nominal will override the default nominal set from the Stock/Warehouse.
• Added ability to export the imported statement result grid of Credit Card Statement Import.
• Added Line Numbers to all document types, reports and approval history controls.
• Added a popup keypad to the book off works order quantity control to allow easier editing of quantities.
• Changed standard timesheet entry to allow editing of JC and WO time that has been posted to sage when the timesheet is submitted.
• New user popup to collect initial details and validate before Existing user can be used as a template to create new users.
• Added a new feature to determine whether machine time appears on the Book on job control for operations.
• Added a new popup keypad control on TA.
• Added the ability to pick the finished works order quantity by keypad.
• The operation name will be shown in addition to the operation description on the touch screen terminals.
• Works Order transactions posted to sage will now have the start and end date set.
• Added new theme ‘R18Dark’
• Added button to show cleared system messages.
• Added Quotes User type settings.
• Added Quotes menu.
• Added Quote screens and approval.
• If default supplier contact doesn’t exist or the contact has no telephone or fax number, it will be populated from the supplier details.
• Added a column to invoice approval report for Sage user name for invoices generated in Sage.
• Added a new approval history type for when items restart an approval route to distinguish from items that are sent for approval the first time.
• Added User Self Approval Values to User Approval Values Report.
• Added Setting to include Sage Company in The setting is off by default and can be found in the Misc Tab of System Settings under the Notifications section.
• Added “Allow previous approvers” columns to approval route import template.
• When selecting a stock item on an order line it will now drop down the warehouse comobox if there is not a value selected.
• Added the ability to specify the first cut-off rate when adding a rate change for fuel rates.
• Added ability to record low level auditing of database field changes to Order and Order Line The setting is enabled by default and can be disabled in the Misc Settings logging section.
• Added an Audit History Tab to Order.
• Added Line summary text to existing holiday request list.
• Added ability to record low level auditing of database field changes to Timesheet and Timesheet Line tables.
• Added setting to hide “Remember Me” option on the Log in screen.
• Auditing of new document and document item creation added.
• Added Date filter to Audit History.
• Added Audit History to User.
• Added Separate Audit Tab to System.
• Added the ability to export approval routes.
• Added the ability to export user nominal values on the import user nominals page.
• Added option to set default tax rate of order line free text and charge item to be set from the Supplier’s default rate on page load.
• Added option to set default tax rate of sales order line free text and charge item to be set from the Customer’s default rate on page load.
• Added Audit Log type to record when an order gets a PO Number allocated from Sage.
• Added option to nominal allocations import to maintain or delete existing records.
• Added the ability to see stock item images on sales and purchase order stock line entry.
• Added Business Units column to Timesheet Projects report.
• Changed all instances of report user selection filters to read “My Delegates” and “My Business Unit(s)” rather than “Delegates” and “Business Unit”.
• Moved the job / barcode search text box on the time and attendance dashboard to the top of the page, it’s now used to book on and book off jobs.
• Added an additional popup when booking on to a job to show the job / works order / operation details.
• Added the ability to view the works order finished item image when booking onto a job from the touch screen terminals.
• Added a hover over on the description for stock lines on requisition entry to show the amended description.
• Load thumbnail for attachment and use zoomable image control to view on approve expenses page.
• Added the ability to reset the route for all lines on Expense entry.
• Added the ability to reset the route for all lines on Sales Order Entry.
• Added the ability to reset the route for all lines on Proposed Payment Entry.
• Added the ability to reset the route for all lines on Timesheet Entry.
• Added a status flag to the operation details popup to show if the operation is complete or not.
• Changed the job and item selection control to load the job analysis labels from JC settings.
• Operation Comments are now scrollable on the time and attendance page.
• Added a warning to the book off job control if the entered quantity is more than the outstanding qty.
• Added a warning to the book off job control if the entered finished item quantity is more than the Works order quantity.
• Added the ability to specify the finished item quantity to book into stock on the final operation.
• Changed the TA login screen to not show the keypad if it’s not a touch screen location.
• Changed the TA dashboard page to not show popup keyboards when not at a touch screen location.
• Order Line entry now supports selecting Confirmation Methods.
• Majority of reports will now have a link on the report lines to redirect a user directly to the relevant document entry screen.
• Users will now be given a notification when booking time on the same day as time already approved as holiday on the current timesheet.
• Added ability to include leavers in Search page user filters.
• The Time and attendance dashboard screen will now always focus on the project code / barcode box when the page loads (even after postback).
• Changed WAP to check the quantity outstanding in WAP on operations that have not been sent to sage yet.
• Added Job Manager to the job costing selection control.
• Added a banner at the bottom of the settings page as a note the WAP service may need a restart after changing Settings.
• Changed the book off job control to focus the cursor on the quantity box when it opens.
• Added Proposed Payments functionality.
• (WAP Add-on) Changed the Generate payments screen to check whether there is an unapproved proposed payment in WAP and stop generation if it’s not approved.
• Added the ability in the WAP add-on to use the WAP objects directly.
• Improved the readability of Audit History page by displaying user friendly properly values when auditing only record related IDs, such as costing Header ID.
• Proposed payments generated in sage will now complete the payment in WAP.
• Added ability to submit holiday requests from time and attendance o Added ability to submit holiday requests from time and attendance screens.
• Added All Sales Order Lines Report.
• Implemented Analysis code support for Sales Analysis codes can now have custom labels and be configured to display or hide in approval reports and Sales Order search page and be searchable in Sales Order page.
• Added Audit History for User Type Edit page.
• Added ability to add Justification Value bands to This allows specification of a minimum amount of attachments required to submit a requisition based on requisition value. This functionality can be configured by a System Account user through the System Settings page under the Requisitions tab.
• When MRP orders are now picked up by WAP the nominal account will be taken from the job Header if specified.
• Added a file viewer to the view proposed payment page.
• Added the ability to view DMS attachments from the invoices on the approve proposed payments page.
• Added Requisition Quote Requests.
• Setting added to determine whether to show the Book In finished item quantity box on the book off job control.
• Added ability to import Requisitions from User Types need to be granted permission to import Requisitions. Contact your Business Partner/Sicon if you wish to enable this feature.
• Sales Order attachments will now be added to DMS if integration is enabled.
• Requisition attachments will now be added to DMS if integration is enabled.
• Requisition Justification documents will now be added to DMS if integration is enabled.
• Added a “Justification” tab to sales order and moved the file attachment control to the tab so users won’t have to enable viewing additional information to perform file attachments.
• Made it clearer on Expense Line entry which lines are split from an original line with row highlighting.
• Users will no longer be able to select nominal accounts that aren’t posting accounts on order line entry.

Important Information

v17.534.0.10

• Added an analysis code to the Expense Meeting Entity for reporting purposes.
• Added the ability to determine whether subsistence can be claimed per user. v17.558.0.126
• Added a setting to determine whether client files are synchronised in the service configuration. v17.571.0.168
• After this upgrade, existing PO reports will have to be deleted and refreshed to get the new call-off orders reports. If there are customisations to original reports, these will be lost through this process so is optional.

v17.588.0.256 Database changes

• SiWorksOrderLineID added to TimesheetLine Table
• SiWorksOrderLineID added to JobActivity Table

v17.601.25.0

• All taken, Submitted and Booked holiday hours will now be calculated dynamically rather than stored in the database, this way it will be impossible to get out of sync with the totals for holiday requests in the database.
• Added SQL server client tools as a pre-requisite on the installer for sites that force TLS 1.2 security due to windows update.

v17.605.28.5

• Latest version of Job Costing will be required to address an issue with changing jobs for lines that already have receipts recorded.

v17.607.30.0

• ‘Rework’ column added to JobActivity table.
• Rework column added to TimesheetLine table. v17.590.0.270
• Changed the WAP service and installers to no longer deploy sage assemblies and instead copy them from the sage server folder when it starts.
• Database change: Added SOPMandatoryAnalysisBehaviour setting.
• The SOP analysis codes and mandatory analysis behaviour need to be configured in WAP system settings to validate the analysis codes as required.

v17.608.31.1

• WOFinishedItemQuantity added to JobActivity table.
• WOFinishedItemQuantity added to TimesheetLineTable table. v17.609.32.1
• Changed the WAP service and installers to no longer deploy sage assemblies and instead copy them from the sage server folder when it starts.

v17.611.33.0

• The SOP analysis codes and mandatory analysis behaviour need to be configured in WAP system settings to validate the analysis codes as required.

v17.613.34.1

• To view the Sales Order Lines report, the user type needs to be allocated the View Sales Order Reports permission.

V17.618.36.0

• InvoiceID Added to ProposedPaymentLine table.

V17.618.37.0

• In order to use Quote Requests, the report needs to be configured for each Sage Connection and the user type needs permission to print quotes.
• Added Columns [QuoteRequestPrinted] and [QuoteRequestEmailed] columns to Order table.
• Added [QuoteRequestReport] column to SageDatabase table.
• Added [CanPrintQuoteRequests] column to UserType table.

V17.590.0.275

• The exchange rate between the two currencies need to be configured in both the base currency database and the document database. Differences between these two could lead to issues with approval value conversion.

[Last Important Information August 20, 2018.]