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StarWeb - Approvals Manual - Star System Solutions Companion

1. 7 Enter the number of times to repeat this line and select the OK button Result The timesheet line has been repeated for the selected number of times The repeat function can be set to zero quantity on repeat within the Star Web Projects Parameters refer to the Star Web Install Notes for further information Copyright 1998 2006 Star System Solutions Pty Ltd Page 47 Web Approvals V6 x Split Timesheets Introduction This section explains how to split a timesheet line for approval Conditions A timesheet line has a significant impact on the central invoicing system and careful consideration has to be taken into account when timesheet lines are split Procedure How to split a timesheet From the Main screen 1 Select the Timesheet Authorisation module 2 Select the filter criteria and display tab as required and when set select the Show button 3 Select the relevant timesheet summary detail line within the Summary grid to show all timesheet lines relating to the selected summary within the main grid 4 Select within the main grid the timesheet line to be split 5 Select the Split button 6 The following screen will appear 23 Split Timesheet Line Web Page Dialog Split Timesheet Line Quantity to split onto new line Jl http vmxp Star 20We a Local intranet 7 Enter the quantity to split onto new line and select the OK button Result The selected timesheet line has been spli
2. Expense editor allows the user to edit any detail within an expense line prior to approval Continued on the next page Copyright O 1998 2006 Star System Solutions Pty Ltd Page 7 Web Approvals V6 x Invoice approvals is the invoices generated within the central invoicing system such as Star System Solutions Pty Ltd s Star Projects to be approved There are various functions that can be carried out by a user from the invoice approvals screen These include a View current user employee code logged in a Filter invoices shown by client project phase if applicable manager if applicable reviewer if applicable company if applicable and invoice type if applicable a Apply advanced filter options if applicable by review or approve reviewer and authorisation state a Sort invoices by any column field a Authorise invoices a UnAuthorise invoices a Print invoices Parameters are values or switches that can be configured to customise the way functions of Web Approvals will work for your company Parameters are set within Module Manager Some parameters include user functions timesheet and expense functions and system settings Copyright 1998 2006 Star System Solutions Pty Ltd Page 8 Web Approvals V6 x Navigation Introduction Web Approvals provides a variety of navigational tools that will assist the user in moving around the system quickly and easily including Q Mouse and keyboard a Da
3. From the Main screen 1 2 Select the Timesheet Authorisation module Use the search links and Advance Filter to select the filter criteria as required for the timesheets to be rejected Select the Show button to display within the Summary grid all timesheets that meet the filter criteria and reject required timesheets as per the Reject Timesheets section of this manual Select the Notify button Select Yes to re advise all rejected notifications or No to advise current rejected notifications 3 Re Advise all rejected notifications Re Advise all rejected notifications Result Resources with rejected timesheets have been notified by e mail Copyright O 1998 2006 Star System Solutions Pty Ltd Page 56 Web Approvals V6 x Expenses Review Expenses Introduction This section explains how to review expenses for approval Conditions The user must be logged into Web Approvals and have the appropriate security access profile that allows them to carry out this function The reviewer field displays the resource code of the user who is logged into Web Approvals Only users who have a security level of Administrator will be able to delete or select a different Resource within the Reviewer field Procedure How to review submitted expenses for approval From the Main screen 1 Select the Expense Authorisation module 2 Use the search links to select the filter criteria as required for the expenses t
4. Introduction This section explains how a user can view summary records Conditions You must be logged into Web TimeRecorder Procedure How to view outstanding records From the Main screen 1 Select the Dashboard function tab and a screen similar to that which follows will appear 3 Star Web Microsoft Internet Explorer AE File Edit View Favorites Tools Help ay Q ex z x a CAN JO search She Favorites O A a w La rel 3 Address g http vmxp Star 20Web 20 6 45 Login asp Links gt Dashboard TimeRecorder Timesheet Authorisation Expense Authorisation Invoice Authorisation WIP Review Documents Star Reports Password Logoff Unsubmitted Timesheets 4 Rejected Timesheets 1 Unsubmitted Expenses 10 Rejected Expenses 1 Timesheet Approvals 18 Expense Approvals 16 Invoice Approvals 26 E Done ll amp Local intranet 2 Select the relevant link to show the record details Continued on the next page Copyright 1998 2006 Star System Solutions Pty Ltd Page 40 Web Approvals V6 x 3 Ascreen similar to that which follows will appear F Star Web Microsoft Internet Explorer DER Lad File Edit View Favorites Tools Help Q ex y Q x a O Search she Favorites O e a jw Ly rel 3 Address El http fvmxp Star20Web 20v6 45 Login asp a Go Links Dashboard TimeRecorder Timesheet Authorisation Expense Authorisation Invoice Authorisation WIP Review Documents Star Reports Password Logoff Unsubmitt
5. The UnAuthorise function can be set to unauthorise at timesheet line and or summary level only within the Star Web Projects Parameters refer to the Star Web Install Notes for further information a Multiple UnAuthorise Summary Details to unauthorise all timesheets relevant to several summary detail lines a Select the checkbox at the start of the summary detail lines to be unauthorised then the UnAuthorise button on the tool bar on the right hand side of the screen a Multiple UnAuthorise Timesheet Lines to unauthorise several timesheet lines within the main grid relevant to the selected summary information a Select the checkbox at the start of the timesheet lines within the main grid to be unauthorised then the UnAuthorise button on the tool bar under the main grid Result The timesheets have been unauthorised Copyright O 1998 2006 Star System Solutions Pty Ltd Page 53 Web Approvals V6 x Reject Timesheets Introduction This section explains how to reject submitted timesheets for approval Condition The user must be logged into Web Approvals and have the appropriate security access profile that allows them to carry out this function The reviewer field displays the resource code of the user who is logged into Web Approvals Only users who have a security level of Administrator will be able to delete or select a different Resource within the Reviewer field Procedure How to reject submitted timesheets for app
6. Aca 40 MA A A a 40 TIMES CAES A ie 42 Review TIMESNECUS ce cccscsesesescscsesesesesenesesessnsssssesesesesesesesssesesevesseessesesenenesesensssseaeseseseseseneseers 42 Edit NM A I oe A O ES 44 Repeat imesheetS inaro cet alist ea eR Gi ees 47 SPLIT WiIMOESH SOLS ii add 48 Delete Tirmesheets mic coda ei dead a data need Me ids pened da te eel eee 49 Author iSe TiMesheetS jcc csssesesesescscscscsesesenesenesesensssssssesesesesesensseseseseseseseseesesesesenensssnenseseaeaes 50 UnAuthorise TiMesheetS ee eceseeesessssssssesesesesesesesesesesssesesesesecsesesenenenssenssssseseaeseseseseseseesers 52 Reject Timesheets oo cccccccscsssseseseescscsessesesesssecsessesesesesecssssssessceseesssassessceceessseeseseeeceeseeeaeees 54 Notify Rejected TiMesheetS 0 ccc ccscsesesecscscsscesessescscsssesesssecscsessesessecscssseeseeececseseseeaeees 56 EXPENSES oea a a ETE E T OANA veudiov eel AA A senda taeda KAS 57 Review EXPENSES a Na 57 EdItiEXPENSOS N EA E EATE E AE A TE 59 Repeat EXpenses oien a EEE R E a E a a a a 62 Delete EXPENSES cid 63 AUthorIse EXPONE a a o hate o A a eos do 64 UnAuthorise EXPENSES niseni e e a E ENE EE NSISE enS 66 Reject EXPENSES ia dis 68 Notify Rejected Expenses 0 c cc cccccccccccssssesesscscscsessesesesecscsessesesesececsesssesesecscsesseseseeecsesesseseees 70 Copyright 1998 2006 Star System Solutions Pty Ltd Page 2 Web Approvals V6 x e ern ag ie iss ie hn ee a 71 AUthoriSe INVOICES ooo ccsesscesce
7. Result You have accessed the Web Approvals Continued on the next page Copyright O 1998 2006 Star System Solutions Pty Ltd Page 11 Web Approvals V6 x Procedure How to exit 1 From the Approvals Main screen select the Log Off module selection 2 Select Yes to confirm you want to log off Please note If any changes are pending the system will prompt you to save before exiting The system will exit once you have advised changes are to be saved or not Result You have logged out of Web Approvals Copyright 1998 2006 Star System Solutions Pty Ltd Page 12 Web Approvals V6 x How to change the Web Approvals password Introduction This section explains how a user changes the Web Approvals login password Conditions You need to be logged into Web Approvals Procedure How to change the password From the Web Approvals Main screen 1 4 5 Select the Password module selection 3 Change Password Web Page Dialog Change Password Enter the old password press to move between fields as required Enter the new password Re enter the new password to confirm Press the Change button Result The user password has been changed Copyright 1998 2006 Star System Solutions Pty Ltd Page 13 Web Approvals V6 x Web Approvals Layout Overview Web Approvals module consists of a number of tabs each tab screen can consists of a grid line details and or buttons each representing a Web Approvals
8. by the user The Staff field defines and allows the user to edit the resource that the work was performed by for this timesheet line prior to approval A central invoicing system uses this field to apply this timesheet line to the correct project resource when reports are printed The Approved AP field confirms that this timesheet line for approval has been approved or rejected Unapproved is defined by an exclamation mark approved by a tick and rejected by a cross within this field The Reviewed RV field confirms that this timesheet line for approval has been reviewed or rejected Unreviewed is defined by an exclamation mark reviewed by a tick and rejected by a cross within this field The reviewed and approved fields will be automatically updated when authorised or rejected based on the central invoicing system approver and reviewer setup refer to the Star Projects Maintenance Manual for further information a a The Start and End fields defines and allows the user to edit the start and end times for this timesheet line prior to approval Web TimeRecorder uses these fields to calculate the duration of the timesheet line The information entered into these fields can be set to appear on reports These fields can be left blank and the user would then need to manually enter the duration of time that applies to the timesheet line in the duration field The Duration field defines and allows the user to edit the amount of time
9. class and press tab Edit the free form text as required in the Internal Comments field if applicable press tab Edit the one line of free form text as required in the Details field press tab Select the Details link to access the Notes Editor for additional extended notes to be edited as required Select the Confirm button Select the Save button to save changes within the central invoicing system The timesheet line has been edited prior to approval Copyright 1998 2006 Star System Solutions Pty Ltd Page 46 Web Approvals V6 x Repeat Timesheets Introduction Conditions Procedure Please note This section explains how to repeat a timesheet line for approval A timesheet line has a significant impact on the central invoicing system and careful consideration has to be taken into account when timesheet lines are repeated How to repeat a timesheet From the Main screen 1 Select the Timesheet Authorisation module 2 Select the filter criteria and display tab as required and when set select the Show button 3 Select the relevant timesheet summary detail line within the Summary grid to show all timesheet lines relating to the selected summary within the main grid 4 Select within the main grid the timesheet line to be repeated 5 Select the Repeat button 6 The following screen will appear 3 Repeat this line how many times Repeat this line how many times OKA Cancel
10. quote invoice number when making your payment Description Amount Attention James Cockburn Customer Code BDC001 Standard Invoice text available for formatting TIMESHEET l Done Le Local intranet The user is able to view the invoice to the screen or select the print button to print the invoice to a selected printer Result The invoice is printed to the screen See below to direct the invoice to a selected printer Procedure How to print an invoice From the screen view of the Invoice 1 Click the Print button or select the File Print menu item 2 Select the relevant printer and setup 3 Press the OK Print Button Result The invoice is printed to the selected printer Copyright 1998 2006 Star System Solutions Pty Ltd Page 76 Web Approvals V6 x Glossary Admin Hours the number of hours entered on a timesheet that are within timesheet lines where the client has a client type of Admin Call Out a call out is a selection made by the staff member to charge the client a flat fee charge to cover travel costs Chargeable the combined hours of all lines within a timesheet where the lines are assigned to a client maintained as a client type of Productive and Chargeable plus one half hour for each timesheet line that has the call out checkbox selected The central invoicing system will raise an invoice for each relevant client for these hours See Appendix 1 for how this ca
11. that applies to this timesheet line prior to approval The duration is calculated using the start and end times entered and will automatically fill in the duration The user can however manually enter a different duration to deduct a lunch break for example that should not be included in the duration if different to time set in Module Manager parameters If the user has chosen not to enter start and end times within a timesheet line the relevant duration for this timesheet line can be manually enter The central invoicing system uses the duration in conjunction with rate and scale tables to calculate the cost that will appear on an invoice or report for this timesheet line being approved Continued on the next page Copyright O 1998 2006 Star System Solutions Pty Ltd Page 20 Web Approvals V6 x Please note Please note Please note Web TimeRecorder will also allow a timesheet line to be saved with the duration field left blank in this case the timesheet line will appear on the invoice and report as usual however the duration and cost will appear as zero a The compensatory time normal hours and overtime fields define and allow the user to edit the breakdown of timesheet line duration into Normal hours with up to 5 levels of overtime and allocate compensatory time that applies to this timesheet line prior to approval A central invoicing system uses these fields when reports are created and when integrated with a payroll syst
12. the Show button Select the relevant timesheet summary detail line within the Summary grid to show all timesheet lines relating to the selected summary within the main grid Select within the main grid the timesheet line to be edited The details relating to the timesheet line such as client project phase and activity are displayed in the editor details fields on the right hand side of the screen Edit the date as required for this timesheet line by using the Date calendar link or typing the date into the field in the following format DD MM YYYY press tab Using the numeric keys on your keyboard edit the start and end time as required for this timesheet line and press tab The duration will automatically be calculated enter an amended duration as required or accept the calculation press tab Edit the normal hours overtime and compensatory time if applicable as required pressing tab to move between fields Continued on the next page Copyright O 1998 2006 Star System Solutions Pty Ltd Page 44 Web Approvals V6 x 10 11 12 13 14 15 16 17 18 19 20 Edit the client code as required for this timesheet line or select the Client code link to search clients using the client code and client name as your selection criteria Select the relevant client and press tab Edit the project code as required for this timesheet line or select the Project code link to search projects using th
13. the client applied to this timesheet line prior to approval A central invoicing system uses this field to apply this timesheet line to the correct client project phase when invoices and reports are created The Activity field defines and allows the user to edit the particular activity if applicable that is part of a project for the client applied to this timesheet line prior to approval A central invoicing system uses this field to apply this timesheet line to the correct project activity when reports are printed Continued on the next page Copyright O 1998 2006 Star System Solutions Pty Ltd Page 21 Web Approvals V6 x The No Charge checkbox defines and allows the user to edit the client cost of this timesheet line being assigned to a client project phase if applicable prior to approval By selecting this checkbox the client cost of this timesheet line will be shown as no charge on any invoice that is created by a central invoicing system The No Charge Code field defines and allows the user to edit the reason for assigning the timesheet line as no charge if applicable prior to approval A central invoicing system uses this field to apply this timesheet line to the correct no charge reason when reports are printed The No Charge Details field defines and allows the user to edit additional information relating to assigning no charge if applicable to the timesheet line prior to approval This is a free form text field that all
14. 00 00 o ow AJAAIOO1 PHASE uso 640 00 0 00 AAIOOL NEW2006 ma USD 600 00 0 00 E IEA 4 a Local intranet Tool bar Module Selection Enables access to Timesheet Expense and Invoice authorisation Tool bar Contains the buttons that when selected displays additional approval screen functions Refer to the Navigation Program Icons section within this manual for additional information View Tabs Enables access to Web Approvals Invoices and Help functions Version Displays the current Web Approvals version number Filter boxes Enables selections to be made within the fields which filter the invoices that will be displayed for approval Invoices can be filtered by Client Project Phase Manager Reviewer Company Invoice Type and advanced filters if applicable by review and or approve reviewer and authorisation state Continued on the next page Copyright 1998 2006 Star System Solutions Pty Ltd Page 32 Web Approvals V6 x Main grid Fields Fields Please note Displays the invoice line details for approval in chronological control number order Details that the Invoice Authorisation screen displays are a Current user employee code a Approvals invoices and help tabs a Filter criteria fields Details that the Expense Authorisation main grid displays are a The Control number field defines the invoice control number assigned when the invoice is prepared a The Invoice number field def
15. A timesheet line when edited is set to unreviewed and unapproved Details that the Timesheet Authorisation screen displays are a Current user employee code a Approvals by resource client or project tabs and help tab a Filter criteria fields Summary details that the views display are By Resource a Staff optional o Name optional o Week optional a Hours a Total hours optional a Target Hours optional By Client a Client optional o Name optional a Hours a Total hours optional By Project a Client optional a Project optional a Description optional a Hours a Total hours optional Continued on the next page Page 18 Summary Fields Details that the Timesheet Authorisation Summary tab displays are a The Staff field defines the resource code that this timesheet summary line by resource applies to a The Name field confirms the actual name of the resource or client that this timesheet summary line applies to by resource or client a The Week field defines the week ending date that this timesheet summary line by resource applies to a The Hours field defines the total hours of all timesheet lines that are included in this timesheet summary line by resource client or project Timesheet summary by resource with hours shown in red indicates the hours for the week ending period are below the standard hours per week defined within the central invoicing system a The Total Hours show
16. Advance Filter to further filter timesheets reviewed for approval and the following screen will appear F Advanced Filter Web Pa Display As v Reviewer Mine amp Delegated v IAS Client amp Non Client Work Review Approve Unauthorised Authorised Invalid Auto Authorised Failed lt lt Be Y lt Rejected http vmxp Star 20Wek a Local intranet Continued on the next page Copyright 1998 2006 Star System Solutions Pty Ltd Page 42 Web Approvals V6 x 5 Select to display as reviewer type of work review and approve options and select the OK button 6 Select the Show button to display within the Summary grid all timesheets that meet the filter criteria 7 Select the relevant summary line to review all timesheet lines within the main grid Result Submitted Timesheets for approval have been reviewed by resource client and or project Copyright O 1998 2006 Star System Solutions Pty Ltd Page 43 Web Approvals V6 x Edit Timesheets Introduction This section explains how to edit a timesheet line prior to approval Conditions A timesheet line has a significant impact on the central invoicing system and careful consideration has to be taken into account when all details within a line are changed Procedure How to edit a timesheet line From the Main screen 1 2 Select the Timesheet Authorisation module Select the filter criteria and display tab as required and when set select
17. Function You can customise the availability of the view tabs and line details through the Web Projects module parameters in Module Manager The module parameters allow you to configure search lists expense and timesheet authorisation options expense and timesheet fields view tabs enabled and configuration options Copyright O 1998 2006 Star System Solutions Pty Ltd Page 14 Web Approvals V6 x Dashboard Introduction The key functions and screen buttons are explained in the following diagram Module selection Summary Records Edit View Favorites Tools Help Star Web Microsoft Internet Explorzr DER Ly CA Back O x a A y Search 2 Favorites 1 dess El http Jumxp Staro20Wg6 20v6 45 Login asp Eo Links gt Dashboard TimeRecorder Timesheet Authorisation Expense Authorisation Invoice Authorisation WIP Review Documents Star Reports Password Logoff O vel Ending staff ye 13 08 2006 Jermsonm i 03 09 2006 cesom Rejected Timesheets 1 Unsubmitted Expenses 10 Rejected Expenses 1 Timesheet Approvals 18 Expense Approvals 16 Invoice Approvals 26 Local intranet Module Selection Enable access to and defines what Star Web module is being displayed Dashboard TimeRecorder Timesheet Authorisation Expense Authorisation Invoice Authorisation WIP Review Documents and Star Reports modules are available Summary Displays number of unsubmitted timesheets and expenses rejected timesheets
18. O O Expense Authorisation Functions Review Edit Repeat Delete Authorise UnAuthorise Reject Notify Rejections D P PeDOoODOO Invoice Authorisation Functions a Review a Authorise a UnAuthorise a Print Copyright O 1998 2006 Star System Solutions Pty Ltd Page 36 Web Approvals V6 x Search links Introduction This section explains the search link maintenance functions available within Web Approvals Condition You must be logged into Web Approvals A field description must be underlined indicating a search link function is available for example Client Procedure For Example To search and select a client code within a timesheet line for approval 1 B click the Client or to Client and press the key to access the search link Alternatively within the client field double click or press Z to access the search link 2 The following screen will be displayed listing a maximum 10 records at a time 3 Search Microsoft Internet Explorer AE Search Clients By Starts with v E Show Inactive 3 B click on the code or name column heading to sort selected column Continued on the next page Copyright 1998 2006 Star System Solutions Pty Ltd Page 37 Web Approvals V6 x 4 Use the search list of clients by drop down list to select the column you wish to search by i e Code and where the column you which to search i e Starts with 5 Enter the search criteria in the field below the sear
19. Page 33 Web Approvals V6 x The Fee Basis description field confirms the actual name of the fee basis code that applies to this invoice for approval The Apply to field if applicable defines the invoice within the host accounting system that this invoice is to apply to for example if this invoice is to be treated as a credit note The Company field defines the company for the client project that applies to this invoice for approval The Discount field defines the percentage rate of discount that applies to this invoice for approval The Discount type field defines the type of discount that applies to this invoice for approval as either O none 1 on invoice or 2 on payment The Fee Basis field defines the fee basis applied to this invoice for approval as either FF fixed fee FFPD fixed fee disbursements or TM time and materials The Home currency field defines the currency of the country in which the company for the project resides that applies to this invoice for approval The Home rate field defines the exchange rate used to convert the project currency to the home currency that applies to this invoice for approval The Operational currency field defines the currency of the country in which the company operates that applies to this invoice for approval The Operational rate field defines the exchange rate used to convert the project currency to the operational currency that applies to this invoice for
20. Please note The repeat function can be set to zero monetary values on repeat within the Star Web Projects Parameters refer to the Star Web Install Notes for further information Copyright 1998 2006 Star System Solutions Pty Ltd Page 62 Web Approvals V6 x Delete Expenses Introduction This section explains how to delete an expense line for approval Condition An expense line has a significant impact on the central invoicing system and careful consideration has to be taken into account when expense lines are deleted Procedure How to delete an expense line From the Main screen 1 Select the Expense Authorisation module 2 Select the filter criteria and display tab as required and when set select the Show button 3 Select the relevant expense summary detail line within the Summary grid to show all expense lines relating to the selected summary within the main grid 4 Select within the main grid the expense line to be deleted 5 Select the Delete button 6 Select the Save button to save changes within the central invoicing system Result The expense line has been deleted Copyright O 1998 2006 Star System Solutions Pty Ltd Page 63 Web Approvals V6 x Authorise Expense Introduction This section explains how to authorise submitted expenses for approval Condition The user must be logged into Web Approvals and have the appropriate security access profile that allows them to carry out this functi
21. Pty Ltd Page 25 Web Approvals V6 x Week summary Filter boxes Displays the Staff name week ending date and hours of the selected expenses for approval Enables selections to be made within the fields which filter the expenses that will be displayed for approval Expenses can be filtered by Client Project Phase Resource Reviewer Expense Branch Department Period Company and advanced filters if applicable by review and or approve reviewer type of work receipt reimbursable value over and authorisation state Main grid Displays the expense line details for approval in chronological date and time order for the week selected Summary details Summary Displays an expense weekly summary by resource client or project of expenses that have been entered by a user documenting the costs that they have incurred whilst carrying out work they have performed within a specified period to be approved Editor Displays and allows the user to edit any expense line details within the main grid prior to approval An expense line when edited is set to unreviewed and unapproved Fields Details that the Expense Authorisation screen displays are a Current user employee code a Approvals by resource client or project tabs and help tab a Filter criteria fields Summary Summary details that the views display are By Resource Q Staff optional a Name optional a Week optional a Amount a Total amount optional By Client a Client
22. Select the relevant phase and press tab Continued on the next page Copyright O 1998 2006 Star System Solutions Pty Ltd Page 59 Web Approvals V6 x 10 11 12 13 14 15 16 17 18 19 20 21 22 Edit the activity code as required for this expense line if applicable or select the Activity code link to search activities using the activity code and activity description as your selection criteria Select the relevant activity and press tab Edit the expense code as required for this expense line if applicable or select the Expense link to search expense codes using the expense code and expense description as your selection criteria Select the relevant expense and press tab Edit the paid by code as required for this expense line if applicable or select the Paid By link to search the method of payment mop codes using the mop code and mop description as your selection criteria Select the relevant mop and press tab Edit the currency code as required for this expense line if applicable or select the Curr link to search currencies using the currency code and currency description as your selection criteria Select the relevant currency and press tab Confirm or override the Qty if applicable as required for this expense line press tab Confirm or override the Cost paid if applicable as required for this expense line press tab Confirm or override if permitted the exchan
23. Star System Solutions Version 6 x Jser Manual Page 1 Web Approvals Version 6 x Table of Contents About this manual ococcccccnconconcnnconcnnnnnnnnnnnnnnnrnn ran rn rn rra 4 A WE EENE AEEA EANET EIEEE bank E EEAO E elena 4 How to use this manual ooocncccnccncnncnncnncnnnnnnnnnnnn nan nnncnn cnn rnnrnnrnnnnrnrnnnnnnnnnns 5 OVOGIVIQW ir a dni cada 5 Introduction to Web Approvals oomccocnoconnncnnnncanancnnnncanancnnnncanancnnnncanancanancans 6 IN iientaccb ile scored unaa aa e eiaa o a Na aa cede AA A D A e EEEE E AGa E 6 N vigatio M es TT 9 Progra ICONS reeredirrtr tet roa EEEE AETIA EI EEEREN oa TEER LETE 10 How to access and exit Web Approvals oooococcccccccccconcncnnccnccnncnncnannnnncannrnnns 11 How to change the Web Approvals password ooococcccccccconcncnnccnccnncnannnnncannrnnns 13 Web Approvals LaYOUt oocccoonnconnnconcncnnnncnnnncanancnnnncnnnnrnnnnrnnnnrnnnnennanennanennaness 14 OVET EW hie e A Seen aes 14 DASH DO AR A O a deareaca Lapa nite aaa aara ha OE iA ica 15 Timesheet AUtNOriSatiOn cccccece cece cece eee e eee eee eeeeeeeeeee sees eeaeeaneeaneeaneeneeanes 17 Expense Authorisation anireu ae cece eee eee iaa renee i AAEE E a uiia 25 Invoice Authorisation i perseen inaina i aen i ia iea iaaa A aa EA iaaa Eiai 32 Web Approvals Functions cocccoonnconnncancncnnnncanancnnnncanancnnnnrananennnrnnanennaneananess 36 DUI Wi a dal ans oa bo si 36 Search Mk aci 37 ParameterS ii idad 39 Dashboard iii A
24. Star Web Install Notes for further information a Multiple Reject Summary Details to reject all timesheets relevant to several summary detail lines a Select the checkbox at the start of the summary detail lines to be rejected then the Reject button on the tool bar on the right hand side of the screen a Multiple Reject Timesheet Lines to reject several timesheet lines within the main grid relevant to the selected summary information a Select the checkbox at the start of the timesheet lines within the main grid to be rejected then the Reject button on the tool bar under the main grid 8 The following screen appears enter a reason for rejecting the timesheet lines for approval and select the reject button 3 Reason for Rejection Web Page Dialog X Reason for Rejection YAA AAA OKA Cancel Result The timesheets have been rejected Copyright O 1998 2006 Star System Solutions Pty Ltd Page 55 Web Approvals V6 x Notify Rejected Timesheets Introduction This section explains how to notify of rejected timesheet lines for approval Condition The Resource Masterfiles within the central invoicing system must be setup with the Master File Distribution e mail details to receive notification of rejected timesheet lines The MSSQLServer Service must be setup to log on as the account user instead of the local system account and the SQL Mail support service running Procedure How to notify rejected timesheet lines
25. and expenses and timesheet expense and invoice approvals records Records Selecting the link to show or hide details of the records and select the record required to open within the relevant module Continued on the next page Copyright O 1998 2006 Star System Solutions Pty Ltd Page 15 Web Approvals V6 x Record grids Displays the unsubmitted timesheets and expenses rejected timesheets and expenses and timesheet and expense approvals week ending date and staff name details The invoice approvals grid can display any of the following Control number Invoice number Approved status Reviewed status Client code and description Project code and description Phase code and description Fee Basis code and description Apply to Company Discount and Type Home Currency and Rate Operational Currency and Rate Manager Tax and code Write off code and description Date Progress and normal invoice status On Hold and void status Currency WIP amount No Charge amount Write off amount PO number Invoicable amount Discount amount Pre Tax amount Tax amount Invoice total COCOOOOCOOCOCOCOCOCOOCOOODOCOOODOCOCOCOCD Please note The grid details displayed are setup within the Module Manager Web Dashboard Parameters The summary caption and grid sort field can be set within the Parameters Display Settings Copyright 1998 2006 Star System Solutions Pty Ltd Page 16 Web Approvals V6 x Timesheet Authorisation Intro
26. approval The Manager field defines the resource assigned to manage the project that applies to this invoice for approval The Write off field if applicable defines the write off code to indicate the reason for the write off amount that applies to this invoice for approval The Write off description field if applicable confirms the actual name of the write off code that applies to this invoice for approval The Date field defines the invoice date that applies to this invoice for approval The Progress checkbox when ticked defines this invoice for approval is a progress invoice Continued on the next page Copyright O 1998 2006 Star System Solutions Pty Ltd Page 34 Web Approvals V6 x a The Invoice checkbox when ticked defines this invoice for approval is to be invoiced a The On Hold checkbox when ticked defines this invoice for approval is to be held a The Void checkbox when ticked defines this invoice for approval has been deleted after an invoice number was allocated by printing the invoice Q The Currency field defines the currency of the project that applies to this invoice for approval a The WIP amount field defines the total of this invoice for approval including no charge and prior to any discount write off or tax amounts being applied a The No Charge amount field if applicable defines the total not to be changed that applies to this invoice for approval a The Write Off amount field if applicable
27. ave been entered by a user documenting the costs that have been incurred whilst carrying out work they have performed within a specified period to be approved There are various functions that can be carried out by a user from the expense approvals screen These include o View summary expense information by resource client or project View summary and expense lines by resource client or project Authorise expense summary and or line UnAuthorise expense summary and or line Reject expense line and or summary Notify staff of rejected expenses Repeat an existing expense line Delete an existing expense line Edit an existing expense line Filter expense summary and lines shown by client project phase if applicable resource activity if applicable branch if applicable department if applicable period if applicable and company if applicable o Apply advanced filter options if applicable by review or approve reviewer type of work receipt reimbursable value and authorisation state a Sort expense summary and lines by any column field O DODODODOLDO Expense summary is a summary by resource client or project of expenses that have been entered by a user documenting the costs they have incurred to be approved Expense line is one line within a timesheet that captures one portion of expenses incurred assigned to a particular client project phase activity task if applicable to be approved
28. ch options and select the Search button The first 10 records that match the search criteria will be displayed Please note The current field value can be set to default as the search criteria within the global settings refer to the Star Web Install Notes for further information 6 User the Next gt button to scroll to the next 10 records and the lt Previous button to scroll to the previous 10 records displayed within the search window 7 B click the client code or client name to select the Client Selection of a client closes the search link window and fills the Client field within the timesheet line with the selected Client Result Clients have been search and required Client selected Copyright O 1998 2006 Star System Solutions Pty Ltd Page 38 Web Approvals V6 x Parameters Introduction Module Manager parameters are normally setup by the Database Administrator refer to the Web TimeRecorder Installation Guide for further information Conditions This option has significant effect on Web Approvals and careful consideration has to be taken into account when any parameters within the system and field settings are defined or changed You must be logged into Module Manager and have the Web Projects WP module added refer to the section on Configuring using Module Manager within the Web TimeRecorder Installation Guide Copyright O 1998 2006 Star System Solutions Pty Ltd Page 39 Web Approvals V6 x Dashboard View
29. ct location when reports are printed The Description field defines and allows the user to edit the information relating to this expense line prior to approval The text typed into this field appears on invoices and reports that are prepared by a central invoicing system The Notes field defines and allows the user to edit the additional information relating to this expense line prior to approval The text typed into this field appears on invoices and reports that are prepared by a central invoicing system A user is able to recognise an expense line that has notes by the expense line details displayed in bold characters The Period End Date field confirms the period end date of the week that the date of this expense line for approval applies to The ID defines a unique log number automatically assigned by Web TimeRecorder that applies to this expense line for approval This log number enables a central invoicing system to individually track every expense line for enquiry report and audit purposes Continued on the next page Page 30 Please note The staff phase tax home cost markup home charge no charge code no charge details client reference location notes period end date and ID fields will be visible to a user when Module Manager Star Projects Expense Fields parameters are set to use these fields Please note Module Manager parameters are normally setup by the Database Administrator refer to the Web TimeRecorde
30. curity access profile that allows them to carry out this function The reviewer field displays the resource code of the user who is logged into Web Approvals Only users who have a security level of Administrator will be able to delete or select a different Resource within the Reviewer field Procedure How to unauthorise invoices for approval From the Main screen 1 Select the Invoice Authorisation module 2 Use the search links to select the filter criteria as required for the invoices to be unauthorised 3 Select the Advance Filter to further filter invoices to be unauthorised 4 Select the Show button to display within the grid all invoices that meet the filter criteria to be unauthorised 5 Select the UnAuthorise button in the tool bar as required to unauthorise invoices using any of the following methods a UnAuthorise one invoice within the main grid a Select the invoice line within the main grid to be unauthorised then the UnAuthorise button on the tool bar under the main grid D Multiple UnAuthorise several invoices within the main grid a Select the checkbox at the start of the invoice lines to be unauthorised then the UnAuthorise button on the tool bar under the main grid Result The invoices have been unauthorised Copyright 1998 2006 Star System Solutions Pty Ltd Page 73 Web Approvals V6 x Print Invoices Introduction Condition Procedure This section explains how to print inv
31. d displays additional approval screen functions Refer to the Navigation Program Icons section within this manual for additional information View Tabs Enables access to and defines how Web Approvals are displayed By Resource By Client By Project and Help functions are available Version Displays the current Web Approvals version number Week summary Displays the Staff name week ending date and hours of the selected timesheets for approval Continued on the next page Copyright 1998 2006 Star System Solutions Pty Ltd Page 17 Web Approvals V6 x Filter boxes Main grid Summary details Fields Summary Copyright O 1998 2006 Star System Solutions Pty Ltd Web Approvals V6 x Enables selections to be made within the fields which filter the timesheets that will be displayed for approval Timesheets can be filtered by Client Project Phase Resource Reviewer Activity Branch Department Period Company and advanced filters if applicable by review and or approve reviewer type of work and authorisation state Displays the timesheet line details for approval in chronological date and time order for the week selected Summary Displays a timesheet weekly summary by resource client or project of timesheets that have been entered by a user documenting the work that they have performed to be approved Editor Displays and allows the user to edit any timesheet line details within the main grid prior to approval
32. defines the total to be written off that applies to this invoice for approval a The PO number field if applicable defines the purchase order number that applies to this invoice for approval a The lInvoicable amount field defines the total of this invoice for approval including no charge and write off amounts prior to any discount or tax amounts being applied a The Discount amount field if applicable defines the total to be discounted that applies to this invoice for approval a The Pre Tax amount field defines the total of this invoice for approval including no charge write and discount amounts prior to any tax amounts being applied a The Tax amount field if applicable defines the total tax that applies to this invoice for approval a The Invoice total field defines the total of this invoice for approval including no charge write discount and tax amounts Copyright O 1998 2006 Star System Solutions Pty Ltd Page 35 Web Approvals V6 x Web Approvals Functions Overview Introduction This section explains how to review edit repeat delete authorise unauthorise reject notify rejected and print each of the different procedural functions within Web Approvals In this section This section is divided into the following topics a Search links a Parameters a Dashboard Timesheet Authorisation Functions Review Edit Repeat Split Delete Authorise UnAuthorise Reject Notify Rejections P PEpeODODOoOD
33. dministrator will be able to delete or select a different Resource within the Reviewer field Procedure How to unauthorise submitted expenses for approval From the Main screen 1 Select the Expense Authorisation module 2 Use the search links to select the filter criteria as required for the expenses to be unauthorised 3 Select the relevant display tab to unauthorise expenses by resource client or project 4 Select the Advance Filter to further filter expenses to be unauthorised 5 Select the Show button to display within the Summary grid all expenses that meet the filter criteria to be unauthorised 6 Select the relevant summary line to show all the related expense lines within the main grid Continued on the next page Copyright O 1998 2006 Star System Solutions Pty Ltd Page 66 Web Approvals V6 x 7 Select the UnAuthorise button in the tool bar as required to unauthorise expenses using any of the following methods a UnAuthorise Summary Details to unauthorise all expense lines showing within the main grid relevant to the selected summary information a Select the Summary details line to be unauthorised then the UnAuthorise button on the tool bar on the right hand side of the screen a UnAuthorise Expense Line to unauthorise one expense line within the main grid relevant to the selected summary information a Select the expense line within the main grid to be unauthorised then the UnAuthorise button o
34. duction The key functions and screen buttons are explained in the following diagram Module selection View Tabs Week summary Filter boxes Main grid Summary details F Star Web Microsoft Internet Explorer ON A 1 a http vmxp Sftar 20Web 7lv6 45 Login asp x Go Links gt Dashbo rd TimeRecorder Timesheet Authorisation Expense Authorisecion Invoice Authorisation WIP Review Documents Star Reports Password Logoff By Client By Pri sect Help Staff Mm Name Mel Gibson Week 11 12 2005 Hrs 66 00 Client AA AA iS company faces RA cIESONM Dept V A advanced Options s Phase MMMM activity MIN Period MINA reset Filter Star System Solutions Summary Task F ost12 2005 H 34 AATOD1 Date E 05 12 2005 Y ABIOO1 Start 1 05 12 2005 i AAT001 End 1 05 12 2005 i A AAIOO1 5 Duration bospizizoos bs wo ooh aatoo1 o IA gt lt ES t 06 12 2005 BDCOD1 Sl Client Lac 1 lorpizr2005 fis y aaor B Coe 1 08 12 2005 ABCOO1 AN 1 08 12 2005 6 001131 laaloo1 ea 1 08 12 2005 6 001131 laaloo1 o A 1 08 12 2005 laaloo1 E losf12i2005 441001 1 Details I 09 12 2005 AAIOO1 Norm Hrs 1 09 12 2005 i AAIDO1 3 ori oT2 0T3 OT 4 oTs ls np Fier Notify J Rejects suthorise J Unduthorise rene so oetete E Done Local intranet Tool bar Module Selection Enables access to Timesheet Expense and Invoice authorisation Tool bar Contains the buttons that when selecte
35. e project code and project description as your selection criteria Select the relevant project and press tab Edit the phase code as required for this timesheet line if applicable or select the Phase code link to search phases using the subproject code and subproject description as your selection criteria Select the relevant phase and press tab Edit the activity code as required for this timesheet line if applicable or select the Activity code link to search activities using the activity code and activity description as your selection criteria Select the relevant activity and press tab Edit the no charge checkbox as required selecting the checkbox if the client is not to be charged for this work press tab Edit the no charge code as required for this timesheet line if applicable or select the NC code link to search no charge codes using the no charge code and no charge description as your selection criteria Select the relevant no charge code and press tab Edit the free form text as required for the No Charge Details field if applicable press tab Edit the task code as required for this timesheet line if applicable or select the Task code link to search tasks using the task id and task description as your selection criteria Select the relevant task and press tab Edit as required the task completed if applicable checkbox selecting if the task is completed press tab Edit as required the Task percentage com
36. e Main screen 1 2 Select the Expense Authorisation module Use the search links and Advance Filter to select the filter criteria as required for the expenses to be rejected Select the Show button to display within the Summary grid all expenses that meet the filter criteria and reject required expenses as per the Reject Expenses section of this manual Select the Notify button Select Yes to re advise all rejected notifications or No to advise current rejected notifications ELISA Re Advise all rejected notifications Result Resources with rejected expenses have been notified by e mail Copyright O 1998 2006 Star System Solutions Pty Ltd Page 70 Web Approvals V6 x Invoices Authorise Invoices Introduction This section explains how to authorise invoices generated within the central invoicing system Condition The user must be logged into Web Approvals and have the appropriate security access profile that allows them to carry out this function The reviewer field displays the resource code of the user who is logged into Web Approvals Only users who have a security level of Administrator will be able to delete or select a different Resource within the Reviewer field Procedure How to authorise invoices for approval From the Main screen 1 Select the Invoice Authorisation module 2 Use the search links to select the filter criteria as required for the invoices to be authorised 3 Sel
37. e Reviewer field Procedure How to unauthorise submitted timesheets for approval From the Main screen 1 Select the Timesheet Authorisation module 2 Use the search links to select the filter criteria as required for the timesheets to be unauthorised 3 Select the relevant display tab to unauthorise timesheets by resource client or project 4 Select the Advance Filter to further filter timesheets to be unauthorised 5 Select the Show button to display within the Summary grid all timesheets that meet the filter criteria to be unauthorised 6 Select the relevant summary line to show all the related timesheet lines within the main grid Continued on the next page Copyright O 1998 2006 Star System Solutions Pty Ltd Page 52 Web Approvals V6 x 7 Select the UnAuthorise button in the tool bar as required to unauthorise timesheets using any of the following methods a UnAuthorise Summary Details to unauthorise all timesheet lines showing within the main grid relevant to the selected summary information a Select the Summary details line to be unauthorised then the UnAuthorise button on the tool bar on the right hand side of the screen a UnAuthorise Timesheet Line to unauthorise one timesheet line within the main grid relevant to the selected summary information a Select the timesheet line within the main grid to be unauthorised then the UnAuthorise button on the tool bar under the main grid Please note
38. e line of free form text as required into the Description field press tab Select the Description link to access the Notes Editor for additional extended notes to be edited as required Select the Confirm button Select the Save button to save changes within the central invoicing system The expense line has been edited prior to approval Copyright 1998 2006 Star System Solutions Pty Ltd Page 61 Web Approvals V6 x Repeat Expenses Introduction This section explains how to repeat an expense line for approval Conditions An expense line has a significant impact on the central invoicing system and careful consideration has to be taken into account when expense lines are repeated Procedure How to repeat an expense From the Main screen 1 2 Select the Expense Authorisation module Select the filter criteria and display tab as required and when set select the Show button Select the relevant expense summary detail line within the Summary grid to show all expense lines relating to the selected summary within the main grid Select within the main grid the expense line to be repeated Select the Repeat button The following screen will appear E Repeat this line how many times Repeat this line how many times OKO Cancel 7 Enter the number of times to repeat this line and select the OK button Result The expense line has been repeated for the selected number of times
39. ect the Advance Filter to further filter invoices authorised 4 The following screen will appear Advanced Filter Web Pa Display As v Reviewer Review Approve Unauthorised Authorised Invalid Auto Authorised Failed http vmxp Star 20Wek a Local intranet 5 Select to display as reviewer review and approve options and select the OK button Continued on the next page Copyright 1998 2006 Star System Solutions Pty Ltd Page 71 Web Approvals V6 x 6 Select the Show button to display within the grid all invoices that meet the filter criteria to be authorised 7 Select the Authorise button in the tool bar to authorise invoices using any of the following methods a Authorise to authorise one invoice within the main grid a Select the invoice line within the main grid to be authorised then the Authorise button on the tool bar under the main grid D Multiple Authorise to authorise several invoices within the main grid a Select the checkbox at the start of the invoice lines within the main grid to be authorised then the Authorise button on the tool bar under the main grid Result The invoices have been authorised Copyright 1998 2006 Star System Solutions Pty Ltd Page 72 Web Approvals V6 x UnAuthorise Invoices Introduction This section explains how to unauthorise invoices generated within the central invoicing system Condition The user must be logged into Web Approvals and have the appropriate se
40. ed Timesheets 4 Geson i 20 08 2006 lesso 03 09 2006 Jamson _ _ _ Rejected Timesheets 1 Unsubmitted Expenses 10 Rejected Expenses 1 Timesheet Approvals 18 Expense Approvals 16 Invoice Approvals 26 a Local intranet Result The outstand records have been viewed Please note Select the record required to open within the relevant module You must have access to the Web TimeRecorder Timesheet Authorisation Expense Authorisation and Invoice Authorisation modules to enable this jump function Copyright 1998 2006 Star System Solutions Pty Ltd Page 41 Web Approvals V6 x Timesheets Review Timesheets Introduction This section explains how to review timesheets for approval Conditions The user must be logged into Web Approvals and have the appropriate security access profile that allows them to carry out this function The reviewer field displays the resource code of the user who is logged into Web Approvals Only users who have a security level of Administrator will be able to delete or select a different Resource within the Reviewer field Procedure How to review submitted timesheets for approval From the Main screen 1 Select the Timesheet Authorisation module 2 Use the search links to select the filter criteria as required for the timesheets to be review 3 Select the relevant display tab to review timesheets for approval by resource client or project 4 Select the
41. elongs to prior to approval The Cost inc tax field defines and allows the user to edit the amount paid for the individual expenses in the currency selected including tax if applicable prior to approval The Tax field defines and allows the user to edit the tax amount included in the cost inc tax if applicable prior to approval if the tax chosen is configured to allow overriding of tax The Home Cost field defines and allows the user to edit the total dollar value less applicable tax for the whole expense prior to approval shown in the TR Home Currency Star Projects Home Currency The Markup field defines and allows the user to edit the percentage markup to be applied to the cost field for the calculation of the charge to be assigned to the client project invoice relevant to this expense line prior to approval The Home Charge field defines the dollar value shown in the TR Home Currency Star Projects Home Currency to be assigned to an invoice to which the expense to be approved relates This field is a calculation of the Cost field multiplied by the Markup field The Reimbursable checkbox defines and allows the user to edit the reimbursement of the expense line prior to approval The No Charge checkbox allows the user to assign an expense line to a client project prior to approval however by selecting this checkbox the client cost of this expense line will be shown as no charge on any invoice that is created by a centra
42. em The staff start and end times compensatory time normal hours overtime 1 5 phase activity no charge no charge code no charge details task task done task complete suggest close call out clientele number client ref location resource class code internal comments details extended notes and id fields will be visible to a user when Module Manager Star Projects parameters are set to edit these fields The overtime 1 5 fields can be set to be independent of the duration entered Module Manager parameters are normally setup by the Database Administrator refer to the Web TimeRecorder Installation Guide for further information a a a The Client field defines and allows the user to edit the client applied to this timesheet line that the work was performed for prior to approval A central invoicing system uses this field to apply this timesheet line to the correct client when invoices and reports are created This field cannot be left blank for any timesheet line The Project field defines and allows the user to edit the particular project for the client applied to this timesheet line prior to approval A central invoicing system uses this field to apply this timesheet line to the correct client project when invoices and reports are created It cannot be left blank for any timesheet line The Phase field defines and allows the user to edit the particular phase if applicable that is part of a specified project for
43. ent that the work was performed for when the cost of this expense line was incurred prior to approval A central invoicing system uses this field to apply this expense line to the correct client project activity when invoices and reports are created The Paid By field defines and allows the user to edit the method of payment by the resource for this expense line prior to approval The Currency field defines and allows the user to edit the Natural currency for this expense line prior to approval This is the currency in which the item was paid for by the resource Continued on the next page Copyright O 1998 2006 Star System Solutions Pty Ltd Page 28 Web Approvals V6 x The Qty field defines and allows the user to edit the number of items purchase for this expense line prior to approval if the expense chosen is configured to use quantity The Exchange Rate field defines and allows the user to edit the exchange rate associated with the currency for this expense line prior to approval if the expense chosen is configured to allow overriding of exchange rates The Reimb Amt field defines and allows the user to edit the Home currency amount including tax if applicable for this expense line prior to approval This is relevant to the Home currency of the Company that the Resource for this expense belongs to The Reimb Currency defines and allows the user to edit the Home currency of the Company that the resource for this expense line b
44. ers who have a security level of Administrator will be able to delete or select a different Resource within the Reviewer field Procedure How to authorise submitted timesheets for approval From the Main screen 1 Select the Timesheet Authorisation module 2 Use the search links to select the filter criteria as required for the timesheets to be authorised 3 Select the relevant display tab to authorise timesheets by resource client or project 4 Select the Advance Filter to further filter timesheets authorised 5 Select the Show button to display within the Summary grid all timesheets that meet the filter criteria to be authorised 6 Select the relevant summary line to show all the related timesheet lines within the main grid Continued on the next page Copyright 1998 2006 Star System Solutions Pty Ltd Page 50 Web Approvals V6 x 7 Select the Authorise button in the tool bar as required to authorise timesheets using any of the following methods a Authorise Summary Details to authorise all timesheet lines showing within the main grid relevant to the selected summary information a Select the Summary details line to be authorised then the Authorise button on the tool bar on the right hand side of the screen a Authorise Timesheet Line to authorise one timesheet line within the main grid relevant to the selected summary information a Select the timesheet line within the main grid to be authorised then t
45. ge rate for this expense line press tab Confirm or override if permitted the Tax if applicable for this expense line press tab Confirm or override if permitted the Reimb Amt for this expense line press tab Edit the Reimbursable check box as required selecting if the expense is to be reimbursed to the resource press tab Edit the No Charge if applicable check box as required selecting if the client is not to be charged for this work press tab Edit the no charge code required for this expense line if applicable or select the NC code link to search no charge codes using the no charge code and no charge description as your selection criteria Select the relevant no charge code and press tab Edit the free form text as required in the No Charge Details field if applicable press tab Continued on the next page Copyright O 1998 2006 Star System Solutions Pty Ltd Page 60 Web Approvals V6 x 23 24 25 26 27 28 Result Edit the Receipt Obtained check box as required selecting if a receipt has been supplied for the expense press tab Edit the location code as required for this expense line if applicable or select the Location code link to search locations using the location code and location description as your selection criteria Select the relevant location and press tab Edit the client ref number if applicable as required for this expense line press tab Edit the on
46. h page for example the heading How to use this manual located on this page Q Block labels The minor headings on each page for example the heading Access aids located on this page Copyright 1998 2006 Star System Solutions Pty Ltd Page 5 Web Approvals V6 x Introduction to Web Approvals Overview Web Approvals is a system used for authorising timesheet expense and invoice entries electronically The system works best when used in conjunction with a central invoicing system such as Star System Solutions Pty Ltd s Star Projects Each user must be configured as a review approver and or delegate within the central invoicing system Changes to the default settings are normally carried out by the Database Administrator and should comply with the guideline set out in accordance with your company standards Dashboard is a user summary of outstanding unsubmitted timesheets expenses rejected timesheets expenses and timesheet expense and invoice approvals with links to the records Timesheet approvals is the combination of a timesheet summary and any number of timesheet lines that have been entered by a user documenting the work they have performed within a specified period to be approved There are various functions that can be carried out by a user from the timesheet approvals screen These include o View summary timesheet information by resource client or project View summary and timesheet line
47. he Authorise button on the tool bar under the main grid The Authorise function can be set to authorise at timesheet line and or summary level only within the Star Web Projects Parameters refer to the Star Web Install Notes for further information Please note a Multiple Authorise Summary Details to authorise all timesheets relevant to several summary detail lines a Select the checkbox at the start of the summary detail lines to be authorised then the Authorise button on the tool bar on the right hand side of the screen a Multiple Authorise Timesheet Lines to authorise several timesheet lines within the main grid relevant to the selected summary information a Select the checkbox at the start of the timesheet lines within the main grid to be authorised then the Authorise button on the tool bar under the main grid Result The timesheets have been authorised Copyright 1998 2006 Star System Solutions Pty Ltd Page 51 Web Approvals V6 x UnAuthorise Timesheets Introduction This section explains how to unauthorise submitted timesheets for approval Condition The user must be logged into Web Approvals and have the appropriate security access profile that allows them to carry out this function The reviewer field displays the resource code of the user who is logged into Web Approvals Only users who have a security level of Administrator will be able to delete or select a different Resource within th
48. icing system parameters Module Manager parameters are normally setup by the Database Administrator refer to the Web TimeRecorder Installation Guide for further information Details that the Expense Authorisation Editor tab displays are a The Expense field defines and allows the user to edit the type of item purchased that applies to this expense line prior to approval a The Date field confirms and allows the user to edit the actual date of the year that this expense line applies to prior to approval A user is only able to select a date that is within the period that this expense relates a The Staff field defines and allows the user to edit the resource that the expense was incurred by for this expense line prior to approval A central invoicing system uses this field to apply this expense line to the correct project resource when reports are printed Continued on the next page Copyright O 1998 2006 Star System Solutions Pty Ltd Page 27 Web Approvals V6 x Please note a a The Approved AP field confirms that this expense line for approval has been approved or rejected Unapproved is defined by an exclamation mark approved by a tick and rejected by a cross within this field The Reviewed RV field confirms that this expense line for approval has been reviewed or rejected Unreviewed is defined by an exclamation mark reviewed by a tick and rejected by a cross within this field The reviewed and approved fields
49. ime normal hours overtime 1 5 client project phase activity no charge no charge code no charge details task task done task complete suggest close call out clientele call number client ref location resource class internal comments details extended notes and log number Worked Hours the total number of hours worked and entered into a timesheet regardless of whether they are charged or not charged Copyright 1998 2006 Star System Solutions Pty Ltd Page 78 Web Approvals V6 x
50. ines the invoice number assigned at the time of invoice print a The Reviewed RV field confirms that this invoice for approval has been reviewed Unreviewed is defined by an exclamation mark and reviewed by a tick within this field Q The Approved AP field confirms that this invoice for approval has been approved Unapproved is defined by an exclamation mark and approved by a tick within this field The reviewed and approved fields will be automatically updated when authorised based on the central invoicing system approver and reviewer setup refer to the Star Projects Maintenance Manual for further information Q The Client field defines the client that applies to this invoice for approval a The Project field defines a particular project for the client that applies to this invoice for approval a The Phase field if applicable defines a particular phase that is part of a specified project for the client that applies to this invoice for approval Q The Name field confirms the actual name of the client that applies to this invoice for approval a The Description field confirms the actual name of the project for the client that applies to this invoice for approval Q The Phase description field if applicable confirms the actual name of the phase that is part of the specified project for the client that applies to this invoice for approval Continued on the next page Copyright 1998 2006 Star System Solutions Pty Ltd
51. l invoicing system Continued on the next page Copyright 1998 2006 Star System Solutions Pty Ltd Page 29 Web Approvals V6 x Copyright O 1998 2006 Star System Solutions Pty Ltd Web Approvals V6 x The No Charge Code field defines and allows the user to edit the reason for assigning the expense line as no charge if applicable prior to approval A central invoicing system uses this field to apply this expense line to the correct no charge reason when reports are printed The No Charge Details field defines and allows the user to edit the additional information relating to this expense line not charged prior to approval The text typed into this field will not appear on invoices and reports that are prepared by a central invoicing system The Receipt Obtained checkbox defines and allows the user to edit if the expense is substantiated with a receipt providing proof of the expense prior to approval If this checkbox is selected it indicates the relevant resource has a receipt to prove the expense The Client Reference field defines and allows the user to edit the reference if applicable relevant to the client for this expense line prior to approval The Location field defines and allows the user to edit a particular location if applicable that is relevant to a project for the client that applies to this expense line prior to approval A central invoicing system uses this field to apply this expense line to the correct proje
52. lculation is performed Please Note the terms Chargeable and Productive can be interchanged Client Hours the number of hours entered on a timesheet that are within timesheet lines where the client has a client type of Client Database a file composed of records each containing fields with a set of operations for searching sorting combining and other functions Database Administrator an individual responsible for the design and management of the database The administrator determines the content internal structure and accesses strategy for the database defines security and integrity of the data structure Expense Line captures a cost that has been incurred by a resource whilst carrying out their work on any particular day Expense lines facilitate reimbursement of funds to the resource or on costing of the expense as a disbursement to the relevant client project Expense claim form a printed summary of all expenses incurred within a selected timesheet Leave Hours the number of hours entered on a timesheet that are within timesheet lines where the client has a client type of Leave Continued on next page Copyright 1998 2006 Star System Solutions Pty Ltd Page 77 Web Approvals V6 x Non Chargeable the combined hours of all lines within a timesheet where the lines are assigned to a client maintained as a client type of Non Chargeable or lines marked as No Charge Please N
53. n the tool bar under the main grid Please note The UnAuthorise function can be set to unauthorise at expense line and or summary level only within the Star Web Projects Parameters refer to the Star Web Install Notes for further information a Multiple UnAuthorise Summary Details to unauthorise all expenses relevant to several summary detail lines a Select the checkbox at the start of the summary detail lines to be unauthorised then the UnAuthorise button on the tool bar on the right hand side of the screen a Multiple UnAuthorise Expense Lines to unauthorise several expense lines within the main grid relevant to the selected summary information a Select the checkbox at the start of the expense lines within the main grid to be unauthorised then the UnAuthorise button on the tool bar under the main grid Result The expenses have been unauthorised Copyright 1998 2006 Star System Solutions Pty Ltd Page 67 Web Approvals V6 x Reject Expenses Introduction This section explains how to reject submitted expenses for approval Condition The user must be logged into Web Approvals and have the appropriate security access profile that allows them to carry out this function The reviewer field displays the resource code of the user who is logged into Web Approvals Only users who have a security level of Administrator will be able to delete or select a different Resource within the Reviewer field Procedure How t
54. ne until a correct entry has been made into the client ref field The Location field defines and allows the user to edit the particular location if applicable applied to this timesheet line that is relevant to a project for the client prior to approval A central invoicing system uses this field to apply this timesheet line to the correct project location when reports are printed The Resource Class Code defines and allows the user to edit the particular resource class if applicable assigned to the resource applied to this timesheet line prior to approval A central invoicing system uses this field to apply this timesheet line to the correct resource class when reports are printed The Internal Comments field defines and allows the user to edit the internal information relating to this timesheet line prior to approval Unlimited lines of free form text can be entered The text typed into this field will not appear on invoices and reports that are prepared by a central invoicing system The Details field defines and allows the user to edit the information relating to this timesheet line prior to approval This is a free form text field that allows the user to type one line of text required Each detail line accepts eighty characters of alphanumeric entry The text typed into this field appears on invoices and reports that are prepared by a central invoicing system Continued on the next page Copyright 1998 2006 Star System Solutio
55. ns Pty Ltd Page 23 Web Approvals V6 x a The Extended Note field defines and allows the user to edit the additional information relating to this timesheet line prior to approval Unlimited lines of free form text can be entered The text typed into this field appears on invoices and reports that are prepared by a central invoicing system A user is able to recognise a timesheet line that has extended notes by the timesheet line details displayed in bold characters a The ID defines a unique log number automatically assigned by Web TimeRecorder that applies to this timesheet line for approval This log number enables a central invoicing system to individually track every timesheet line for enquiry report and audit purposes Q All timesheet lines appear on the timesheet in chronological date order from top to bottom of the timesheet approvals screen by default A user is able to click on a column heading to sort the timesheets by the selected column field a A user is able to recognise a timesheet line approval state by looking at the icon in the RV reviewed and AP approved column An exclamation mark indicates unauthorised a tick indicates authorised and a cross indicates rejected a A timesheet rejected during the approval process becomes the responsibility of the Timesheet Author to log into the Rejected Timesheet screen of Star Projects and resolve the issue on the timesheet that has been rejected thus resulting in the time
56. o be review 3 Select the relevant display tab to review expenses for approval by resource client or project 4 Select the Advance Filter to further filter timesheets reviewed for approval Continued on the next page Copyright O 1998 2006 Star System Solutions Pty Ltd Page 57 Web Approvals V6 x 5 The following screen will appear 3 Advanced Filter Web Pa IE Display As v Reviewer Mine amp Delegated NAS Client amp Non Client Work w Receipt all v Reimbursable Value Over M Review Approve UndAuthorised Authorised Invalid Auto Authorised Failed Rejected http vmxp Star 20Wek B Local intranet 6 Select to display as reviewer type of work receipt reimbursable value over review and approve options and select the OK button 7 Select the Show button to display within the Summary grid all expenses that meet the filter criteria 8 Select the relevant summary line to review all expense lines within the main grid Result Submitted Expenses for approval have been reviewed by resource client and or project Copyright 1998 2006 Star System Solutions Pty Ltd Web Approvals V6 x Page 58 Edit Expenses Introduction This section explains how to edit an expense line prior to approval Condition An expense line has a significant impact on the central invoicing system and careful consideration has to be taken into account when all details within a line are changed Pr
57. o reject submitted expenses for approval From the Main screen 1 Select the Expense Authorisation module 2 Use the search links to select the filter criteria as required for the expenses to be rejected 3 Select the relevant display tab to reject expenses by resource client or project 4 Select the Advance Filter to further filter expenses to be rejected 5 Select the Show button to display within the Summary grid all expenses that meet the filter criteria to be rejected 6 Select the relevant summary line to show all the related expense lines within the main grid Continued on the next page Copyright O 1998 2006 Star System Solutions Pty Ltd Page 68 Web Approvals V6 x 7 Select the Reject button in the tool bar as required to reject expenses using any of the following methods a Reject Summary Details to reject all expense lines showing within the main grid relevant to the selected summary information a Select the Summary details line to be rejected then the Reject button on the tool bar on the right hand side of the screen a Reject Expense Line to reject one expense line within the main grid relevant to the selected summary information a Select the expense line within the main grid to be rejected then the Reject button on the tool bar under the main grid Please note The Reject function can be set to rejected at expense line and or summary level only within the Star Web Projects Parameters refer
58. ocedure How to edit an expense line From the Main screen 1 2 Select the Expense Authorisation module Select the filter criteria and display tab as required and when set select the Show button Select the relevant expense summary detail line within the Summary grid to show all expense lines relating to the selected summary within the main grid Select within the main grid the expense line to be edited The details relating to the expense line such as client project phase and expense are displayed in the editor details fields on the right hand side of the screen Edit the date as required for this expense line by using the Date calendar link or typing the date into the field in the following format DD MM YYYY press tab The day will automatically appear check to ensure that it is correct Edit the client code as required for this expense line or select the Client code link to search clients using the client code and client name as your selection criteria Select the relevant client and press tab Edit the project code as required for this expense line or select the Project code link to search projects using the project code and project description as your selection criteria Select the relevant project and press tab Edit the phase code as required for this expense line if applicable or select the Phase code link to search phases using the subproject code and subproject description as your selection criteria
59. oices generated within the central invoicing system The user must be logged into Web Approvals and have the appropriate security access profile that allows them to carry out this function The reviewer field displays the resource code of the user who is logged into Web Approvals Only users who have a security level of Administrator will be able to delete or select a different Resource within the Reviewer field How to print invoices From the Main screen 1 Select the Invoice Authorisation module 2 Use the search links to select the filter criteria as required for the invoices to be printed 3 Select the Advance Filter to further filter invoices to be printed 4 Select the Show button to display within the grid all invoices that meet the filter criteria to be printed 5 Highlight the invoice line within the grid to be printed and select the Print button Continued on the next page Copyright 1998 2006 Star System Solutions Pty Ltd Page 74 Web Approvals V6 x 6 Ascreen similar to the following will appear a 4a star Web Microsoft Internet Explorer a ek File Edit View Favorites Tools Help ay Q sxx z O x a A pO search Je Favorites 2 w La rel 3 Address El http vmxp Star 20Web 20v6 45 Login asp Links v Eo Dashboard TimeRecorder Timesheet Authorisation Expense Authorisation Invoice Authorisation WIP Review Documents Star Reports Password Logoff Invoice Authorisation Te
60. on The reviewer field displays the resource code of the user who is logged into Web Approvals Only users who have a security level of Administrator will be able to delete or select a different Resource within the Reviewer field Procedure How to authorise submitted timesheets for approval From the Main screen 1 Select the Expense Authorisation module 2 Use the search links to select the filter criteria as required for the expenses to be authorised 3 Select the relevant display tab to authorise expenses by resource client or project 4 Select the Advance Filter to further filter expenses authorised 5 Select the Show button to display within the Summary grid all expenses that meet the filter criteria to be authorised 6 Select the relevant summary line to show all the related expenses lines within the main grid Continued on the next page Copyright O 1998 2006 Star System Solutions Pty Ltd Page 64 Web Approvals V6 x 7 Select the Authorise button in the tool bar as required to authorise expenses using any of the following methods a Authorise Summary Details to authorise all expense lines showing within the main grid relevant to the selected summary information Select the Summary details line to be authorised a then the Authorise button on the tool bar on the right hand side of the screen a Authorise Expense Line to authorise one expense line within the main grid relevant to the selected summa
61. optional a Name optional a Amount a Total amount optional By Project a Client optional a Project optional a Description optional a Amount a Total amount optional Continued on the next page Copyright O 1998 2006 Star System Solutions Pty Ltd Page 26 Web Approvals V6 x Summary Fields Please note Editor Fields Details that the Expense Authorisation Summary tab displays are a The Staff field defines the resource code that this expense summary line by resource applies to a The Name field confirms the actual name of the resource or client that this expense summary line applies to by resource or client a The Week field defines the week ending date that this expense summary line by resource applies to a The Amount field defines the total of all expense lines that are included in this expense summary line by resource client or project a The Total Amount shows the total amount of all the expense summary lines included in the summary by resource client or project a The Client field defines the client code that this expense summary line by client or project applies to a The Project field defines the project code that this expense summary line by project applies to a The Description defines the project name that this expense summary line by project applies to The fields visible within the Expense Summary screen by resource client or project can be configured within the Module Manager central invo
62. ote the terms Non Chargeable and Non Productive can be interchanged Non Productive the combined hours of all lines within a timesheet where the lines are assigned to a client maintained as a client type of Non Productive Please Note the terms Non Productive and Non Chargeable can be interchanged Not Charged Hours the total number of hours worked for one period less the charged hours and less any leave hours Parameters various selection criteria set within Module Manager in order to define the way that Web TimeRecorder performs certain functions Period the length of time between a start date and end date inclusively Web TimeRecorder has a default period of a week within TimeRecorder Productive the number of hours worked within one timesheet that will be invoiced to a client from a central invoicing system See Appendix 1 for how this calculation is performed Please Note the terms Productive and Chargeable can be interchanged Timesheet the completed header and line information details on a timesheet Timesheet Header the completed header information fields on a timesheet Web TimeRecorder timesheet Header information fields are employee number and week ending date Timesheet Line the completed line details field information fields on a timesheet Web TimeRecorder timesheet line details fields can be configured to include date day start end staff duration compensatory t
63. ows the user to enter unlimited lines of free form text The text in this field will not appear on invoices and reports that are prepared by a central invoicing system The Task field defines and allows the user to edit the particular task if applicable that is part of a project for the client applied to this timesheet line prior to approval Tasks can be set as required by specific projects and phases within the central invoicing system If a Project Masterfile is set to require a task whenever a user edits a timesheet line applying to that project Web Approvals will not allow the user to save the timesheet line until a correct entry has been made into the task field A central invoicing system uses this field to apply this timesheet line to the correct project task when invoices and reports are created The Task field can be set to allow selection of other users tasks The Task Done checkbox defines and allows the user to edit the project task completed flag prior to approval Selecting the checkbox will raise the completed task flag within this timesheet line within the central invoicing system The Task complete defines and allows the user to edit the percentage the task is complete by prior to approval This field will be used by the central invoicing system to allocate the client project task percentage complete The Suggest Close checkbox defines and allows the user to edit the project phase or activity completed flag prior
64. plete if applicable between O and 100 press tab Edit as required the suggest close check box if applicable selecting if the project is completed press tab Edit as required the call out check box if applicable selecting if the client is to be charged a call out fee relating to this timesheet line press tab Continued on the next page Copyright O 1998 2006 Star System Solutions Pty Ltd Page 45 Web Approvals V6 x 21 22 23 24 25 26 27 28 29 Result Edit as required the clientele no if applicable as required for this timesheet line press tab Edit as required the client ref number if applicable as required for this timesheet line press tab Edit the location code as required for this timesheet line if applicable or select the Location code link to search locations using the location code and location description as your selection criteria Select the relevant location and press tab Edit the staff code as required for this timesheet line if applicable or select the Staff code link to search resources using the resource code and resource description as your selection criteria Select the relevant resource and press tab Edit the resource class code as required for this timesheet line if applicable or select the Class code link to search resource classes using the resource class code and resource class description as your selection criteria Select the relevant resource
65. pprovals Introduction There are two ways you can access the Web Approvals through your local LAN or through the Internet Refer to the Web TimeRecorder Installation Guide for further information Conditions The user must be set up in the external invoicing systems resource Masterfile and have Microsoft Internet Explorer version 5 or later browser to access the Web Approvals Procedure How to log on 1 From Microsoft Internet Explorer screen 2 Select the File menu select Open 3 Enter the applicable Web Approvals location based on how access have been setup Access from the Local LAN type the computer name eg http WEBSERVER1 WebTR Access over the Internet type the fully qualified domain name FQDN eg http www mycompany com WebTR 4 Select OK If the Then Star Web Log in screen you have accessed appears the Approvals Web Edition site 5 Enter the User Name Password and select Log In 6 Select from the list at the top the module Timesheet Approvals Expense Approvals or Invoice Approvals If the Then Approvals Main screen you have accessed appears the Approvals Web Edition Please note Integration with the Star System Solutions Pty Ltd s Star Projects allows the User Name to be either the Resource code or user name setup within the Resource Masterfile The Module Manager Settings Login option determines the applicable user name The Password is set within the Resource Masterfile
66. r Installation Guide for further information a All expense lines appear on the expense in chronological date order from top to bottom of the expense approvals screen by default A user is able to clicking on a column heading to sort the expenses by the selected column field a A user is able to recognise an expense line approval state by looking at the icon in the RV reviewed and AP approved column An exclamation mark indicates unauthorised and a tick indicates authorised Copyright O 1998 2006 Star System Solutions Pty Ltd Page 31 Web Approvals V6 x Invoice Authorisation Introduction The key functions and screen buttons are explained in the following diagram Module selection View Tabs Filter boxes Main grid A Star Web Microsoft Internet Expiorer File Edit fiew Favorites Tools Help Q ax Y x fe LA JO search sie Favortes s http ivmxp x4r 20Web 20v6 45 Login asp Dashboard TimeRece der Timesheet Authorisation Expense Authoriszcion Invoice Authorisation WIP Documents Star Repo Ep Client REA O O invoice Type El Invoices fv Project D Reviewer icissonm S Advanced Options Phase MM company MN reset Filter Star System Solutions dapcoo FF ooo oz loejoajzo0e 7 ja usp 1000 00 lapcoot FF 03 losjo4 z004 luso 150000 001 ABCOD1 FF 1000 los 06 04 2004 uso 150000 00 American AJAAI001 1 01 2006 SD 100000 0 0 00 American AjAA1001 puranen USD ee 50 0 00 597d ia 24
67. roval From the Main screen 1 Select the Timesheet Authorisation module 2 Use the search links to select the filter criteria as required for the timesheets to be rejected 3 Select the relevant display tab to reject timesheets by resource client or project 4 Select the Advance Filter to further filter timesheets to be rejected 5 Select the Show button to display within the Summary grid all timesheets that meet the filter criteria to be rejected 6 Select the relevant summary line to show all the related timesheet lines within the main grid Continued on the next page Copyright 1998 2006 Star System Solutions Pty Ltd Page 54 Web Approvals V6 x 7 Select the Reject button in the tool bar as required to reject timesheets using any of the following methods a Reject Summary Details to reject all timesheet lines showing within the main grid relevant to the selected summary information a Select the Summary details line to be rejected then the Reject button on the tool bar on the right hand side of the screen a Reject Timesheet Line to reject one timesheet line within the main grid relevant to the selected summary information a Select the timesheet line within the main grid to be rejected then the Reject button on the tool bar under the main grid Please note The Reject function can be set to rejected at timesheet line and or summary level only within the Star Web Projects Parameters refer to the
68. ry information a Select the expense line within the main grid to be authorised then the Authorise button on the tool bar under the main grid The Authorise function can be set to authorise at expense line and Please note or summary level only within the Star Web Projects Parameters refer to the Star Web Install Notes for further information a Multiple Authorise Summary Details to authorise all expenses relevant to several summary detail lines Select the checkbox at the start of the summary a detail lines to be authorised then the Authorise button on the tool bar on the right hand side of the screen Q Multiple Authorise Expense Lines to authorise several expense lines within the main grid relevant to the selected summary information a Select the checkbox at the start of the expense lines within the main grid to be authorised then the Authorise button on the tool bar under the main grid Result The expenses have been authorised Page 65 Copyright 1998 2006 Star System Solutions Pty Ltd Web Approvals V6 x UnAuthorise Expenses Introduction This section explains how to unauthorise submitted expenses for approval Condition The user must be logged into Web Approvals and have the appropriate security access profile that allows them to carry out this function The reviewer field displays the resource code of the user who is logged into Web Approvals Only users who have a security level of A
69. s by resource including Charge Ratio client or project Authorise timesheet summary and or line UnAuthorise timesheet summary and or line Reject timesheet line and or summary Notify staff of rejected timesheets Repeat an existing timesheet line Split an existing timesheet line Delete an existing timesheet line Edit an existing timesheet line Filter timesheet summary and lines shown by client project phase if applicable resource activity if applicable branch if applicable department if applicable period if applicable and company if applicable o Apply advanced filter options if applicable by review or approve reviewer type of work and authorisation state o Sort timesheet summary and lines by any column field O DODODODODO O Continued on the next page Copyright O 1998 2006 Star System Solutions Pty Ltd Page 6 Web Approvals V6 x Timesheet summary is a summary by resource client or project of timesheets that have been entered by a user documenting the work that they have performed to be approved Timesheet line is a single line within a TimeRecorder timesheet that captures one portion of work assigned to a particular client project phase activity task if applicable to be approved Timesheet editor allows the user to edit any detail within a timesheet line prior to approval Expense approvals is the combination of an expense summary and any number of expense lines that h
70. s the total hours of all the timesheet summary lines included in the summary by resource client or project a The Target Hours field shows the resource standard hours per week defined within the central invoicing system a The Client field defines the client code that this timesheet summary line by client or project applies to a The Project field defines the project code that this timesheet summary line by project applies to a The Description defines the project name that this timesheet summary line by project applies to Please note The fields visible within the Timesheet Summary screen by resource client or project can be configured within the Module Manager central invoicing system parameters Module Manager parameters are normally setup by the Database Administrator refer to the Web TimeRecorder Installation Guide for further information Continued on the next page Copyright O 1998 2006 Star System Solutions Pty Ltd Page 19 Web Approvals V6 x Editor Fields Please note Details that the Timesheet Authorisation Editor tab displays are a The Date field confirms and allows the user to edit the actual date of the year that this timesheet line applies to prior to approval A user is only able to select a date that is within the period that this timesheet relates The Day of the week confirms the day that this timesheet line for approval applies to The day is controlled by the date allocated and cannot be altered
71. scssccsccsecssesscssssscvsscesesecssesscssssscsssessesecssesscsssssesssssssecssenscaeens 71 UNAUthoriSe INVOICES eee cecescssecscesecesesscsssssesscssesecssesscssssscssssssssecssesscsesssesscssssecssesscaeeess 73 PEINE OVOICOS ni EE ti oes Cae Cesta eaten dati 74 Glossary a coed eee ce snie ceca ssne eee de esenedeeneceeceesesedevaseceaceesesadesercuesceercsedesasessaceee TD Copyright 1998 2006 Star System Solutions Pty Ltd Page 3 Web Approvals V6 x About this manual Overview This section explains the features of this manual It is intended to assist the user in getting the most out of Web Approvals by knowing how to use the manual effectively This manual describes and outlines the set up procedures maintenance and day to day use of Web Approvals in a manner that will fulfil the business requirements of your company The user must ensure they have Adobe Acrobat Viewer Version 4 or above installed on their computer in order to display this PDF user manual correctly Copyright O 1998 2006 Star System Solutions Pty Ltd Page 4 Web Approvals V6 x How to use this manual Overview Introduction This manual has been written to assist in setting up and using the Web Approvals system Access aids There are various access aids to help you to find the information required o Table of Contents The listing of this manual s content which is located at the front of the manual a Topic titles The major headings on eac
72. sheet becoming unapproved unreviewed again Copyright 1998 2006 Star System Solutions Pty Ltd Page 24 Web Approvals V6 x Expense Authorisation Introduction The key functions and screen buttons are explained in the following diagram Module selection View Tabs Week summary Filter boxes Main grid Summary details 4 Star Web Microso t Internet SOTA OBS Ay v Es Links Project MJ Reviewer SES Dept MA Advanced Options A A period MARN reset Filter Star System Solutions Summary a Date Staff 0 E E 10 10 2005 ascoo1 j Date C E E 11 10 2005 ascoo1 Client El ABCOD1 5 Project O O O 1 E lisfiofz005 ascoo1 Phase gt 13 10 2005 ABcoD1 E E 13 10 2005 ascoo1 Expense Activity Paid By Curr Qty Cost Tax Tax Amt Exch Rate Reimb Curr Reimb Amt es Client Ret NC mM RI Receipt Description Tool bar Module Selection Enables access to Timesheet Expense and Invoice authorisation Tool bar Contains the buttons that when selected displays additional approval screen functions Refer to the Navigation Program Icons section within this manual for additional information View Tabs Enables access to and defines how Web Approvals are displayed By Resource By Client By Project and Help functions are available Version Displays the current Web Approvals version number Continued on the next page Copyright 1998 2006 Star System Solutions
73. t and a new line created with the quantity entered Copyright 1998 2006 Star System Solutions Pty Ltd Page 48 Web Approvals V6 x Delete Timesheets Introduction This section explains how to delete a timesheet line for approval Conditions A timesheet line has a significant impact on the central invoicing system and careful consideration has to be taken into account when timesheet lines are deleted Procedure How to delete a timesheet From the Main screen 1 Select the Timesheet Authorisation module 2 Select the filter criteria and display tab as required and when set select the Show button 3 Select the relevant timesheet summary detail line within the Summary grid to show all timesheet lines relating to the selected summary within the main grid 4 Select within the main grid the timesheet line to be deleted 5 Select the Delete button 6 Select the Save button to save changes within the central invoicing system Result The selected timesheet line has been deleted Copyright O 1998 2006 Star System Solutions Pty Ltd Page 49 Web Approvals V6 x Authorise Timesheets Introduction This section explains how to authorise submitted timesheets for approval Condition The user must be logged into Web Approvals and have the appropriate security access profile that allows them to carry out this function The reviewer field displays the resource code of the user who is logged into Web Approvals Only us
74. ta entry Q Common buttons Mouse and keyboard the user can use the keyboard to perform the same actions as the mouse Some important keyboard actions are described below Keys Description Links A link is an underlined word that can be selected using the mouse or enter key Once actioned a pop up list window opens Example Client will display the client search list Date will display a pop up calendar Display the online help for the Explorer program Toggles between Web Approvals and other open Windows applications Hot keys A hot key is a combination of At and the letter underlined in a button Once actioned a hot key will display a screen or perform the action required Data entry data can be entered into the field on a screen by three different ways by direct entry from a drop down list or pop up list o Direct entry to enter text into a field place the cursor inside the field and type in the data Q Drop down list this is a drop down list button When selected it displays a list of values Select a value and it will display into the selected field Q Pop up list when a field label link is clicked on the field is double clicked in or 2 pressed a search pop up list box displays a list of options The user selects an option either by using their mouse or using the keyboard tab and the enter key Once selected the option will appear in the relevant field Copyright O 1998 2006 Star Sys
75. tem Solutions Pty Ltd Page 9 Web Approvals V6 x Program Icons Common buttons below is a list of the most commonly used buttons Save Saves the timesheet lines within the Timesheet Filter Allows the use to change the filter options for the approvals to be loaded Show Is used to show submitted Timesheet Lines or Expense Lines for approval that match the filter criteria Notify Rejections Sends an email to the author of the timesheet or expense notifying them that it has been rejected Reject Allows the user to reject a selected timesheet or Reject expense week and or line A Repeat Repeat Allows the user to repeat a selected timesheet or expense line Authorise Allows the user to approve a selected Authorise i R A invoice timesheet or expense week and or line gt UnAuthorise Allows the user to unauthorise a selected UnAuthorise invoice timesheet or expense week and or line Split Allows the user to split a selected timesheet line by quantity Delete Deletes the selected timesheet or expense line Please note Save icon must be selected once line deleted to save changes to database Delete Cancel Changes Cancels any changes made to the Cancel current timesheet or expense line Confirm Changes Saves any changes made to the Confirm current timesheet or expense line Copyright O 1998 2006 Star System Solutions Pty Ltd Page 10 Web Approvals V6 x How to access and exit Web A
76. to approval Selecting the checkbox will raise the suggest close flag within this timesheet line within the central invoicing system Continued on the next page Copyright 1998 2006 Star System Solutions Pty Ltd Page 22 Web Approvals V6 x The Call Out checkbox defines and allows the user to edit prior to approval that this timesheet line should incur a Flat fee call out charge to cover the company for the users travel for example A central invoicing system uses this checkbox when selected to add a nominated flat fee maintained in the Rate Scale Masterfile to the client invoice for each timesheet line that has this checkbox selected The Clientele Number field defines and allows the user to edit the reference if applicable applied to this timesheet line prior to approval This will flow through to the central invoicing system and allow the user to use an external report writer other external program such as Clientele to write reports and gather information linked to a selected clientele call number The Client Ref defines and allows the user to edit the client reference if applicable applied to this timesheet line prior to approval The Client Ref can be set as required by specific projects and phases within a central invoicing system If a Project Masterfile is set to require a client ref whenever a user edits a timesheet line applying to that project Web Approvals will not allow the user to save the timesheet li
77. to the Star Web Install Notes for further information a Multiple Reject Summary Details to reject all expenses relevant to several summary detail lines a Select the checkbox at the start of the summary detail lines to be rejected then the Reject button on the tool bar on the right hand side of the screen a Multiple Reject Expense Lines to reject several expense lines within the main grid relevant to the selected summary information a Select the checkbox at the start of the expense lines within the main grid to be rejected then the Reject button on the tool bar under the main grid 9 The following screen appears enter a reason for rejecting the expense lines for approval and select the reject button 3 Reason for Rejection Web Page Dialog X Reason for Rejection AAA OKA Cancel Result The expenses have been rejected Copyright O 1998 2006 Star System Solutions Pty Ltd Page 69 Web Approvals V6 x Notify Rejected Expenses Introduction This section explains how to notify of rejected expense lines for approval Condition The Resource Masterfiles within the central invoicing system must be setup with the Master File Distribution e mail details to receive notification of rejected expense lines The MSSQLServer Service must be setup to log on as the account user instead of the local system account and the SQL Mail support service running Procedure How to notify rejected expense lines From th
78. will be automatically updated when authorised or rejected based on the central invoicing system approver and reviewer setup refer to the Star Projects Maintenance Manual for further information a The Client field defines and allows the user to edit the client that the work was performed for when the cost of this expense line was incurred prior to approval A central invoicing system uses this field to apply this expense line to the correct client when invoices and reports are created This field cannot be left blank for any expense line The Project field defines and allows the user to edit the particular project for the selected client that the work was performed for when the cost of this expense line was incurred prior to approval A central invoicing system uses this field to apply this expense line to the correct client project when invoices and reports are created This field cannot be left blank for any expense line The Phase field defines and allows the user to edit a particular phase if applicable that is part of a specified project for the client that the work was performed for when the cost of this expense line was incurred prior to approval A central invoicing system uses this field to apply this expense line to the correct client project phase when invoices and reports are created The Activity field defines and allows the user to edit a particular activity if applicable that is part of a specified project for the cli
79. xt to identify web site Current User Mel Gibson Print Invoices Normal Company Date From Date To gt all Unprinted Print Selection OO All Unposted 2 Print Specific Print Invoices in a Batch EPA Print a Specific Control Number Print a Specific Invoice atches Batches Include Invoices Not Approved Include Invoices Not Reviewed Include Balance Fwd Invoices Include Invoices On Hold Print Pro Forma Invoices A Local intranet 7 Select the format for the report HTML Java or Activex from the drop down list 8 Select to print to a new window by ticking the New Window Checkbox 9 Select the Run button Continued on the next page Copyright 1998 2006 Star System Solutions Pty Ltd Page 75 Web Approvals V6 x 10 A screen similar to that which follows will appear 3 Star Web Microsoft Internet Explorer File Edit View Favorites Tools Help Q ex z gt x a A JO search she Favorites gt eS mA Ly a 3 Address amp http vmxp Star 20Web 20v6 45 Login asp Dashboard TimeRecorder Timesheet Authorisation Expense Authorisation Invoice Authorisation WIP Review Documents Star Reports Password Logoff Help x amp amp fi00 a4 Preview INVOICE Sales Manager Invoice D10017 Best Retail Store 102 Issue Date 6 11 2003 aa nice Due Date 6 12 2003 Milwaukee WI bdc1024Mbdc102 com Page 1 of 1 Your Order Ref No Our Ref No PAICNO000034 Please

StarWeb - Approvals Manual - Star System Solutions Companion

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