User Guide - Microsoft Azure Dynamics CRM / XRM Platform User Guide CRM Versions Supported: CRM 2015, IFD and CRM Online Time and Billing for Microsoft Dynamics CRM Online or On-Premise

Microsoft Dynamics CRM / XRM Platform

User Guide

CRM Versions Supported: CRM 2015, IFD and CRM Online

Time and Billing for Microsoft Dynamics CRM Online or On-Premise is a flexible enhancement that starts by allowing you to dollarize yours resources flexibly with CRM Users and Contacts. Manage their burdened-able cost and selling amounts they generate automatically. Designed for user-easy time tracking flexibly, to close the loop on all time, cost, and revenue. As your Resources’ time is tracked in CRM Activities to Jobs or Cases, cost and revenue accumulate. T&B’s Pre-Bill editor allows easy Account Activity line-item approval management. Completing your business cycle is Billing Generator production ease with final managed Invoice or Statement oversight for the best customer image and billing professionalism. Coding Version : 4.0.0.0 Document Version: 5.0.0.0

Document Date : OCT-06-2015

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Table of Contents

COPYRIGHT ........................................................................................................................... 2

DISCLAIMER .......................................................................................................................... 2

PRODUCT OVERVIEW ............................................................................................................ 8

DESIGN & FLOW .................................................................................................................. 11

LICENSE KEY ........................................................................................................................ 13

INSTALLATION PROCESS ...................................................................................................... 14 Installing Licensing Solution .................................................................................................................... 15 Installing Time and Billing Solution ......................................................................................................... 17 Placing License Key ................................................................................................................................. 19

USEFUL TIPS ........................................................................................................................ 20 Concept of Serial No – (S.No) .................................................................................................................. 20

GENERAL ............................................................................................................................. 21 Security Role Privileges ........................................................................................................................... 21 Sitemap of Time and Billing .................................................................................................................... 23 Time and Billing Settings ......................................................................................................................... 24 Resource ................................................................................................................................................. 25 Resource Group ...................................................................................................................................... 32 Job Template ........................................................................................................................................... 34 Job Task Template ................................................................................................................................... 36 Work Types ............................................................................................................................................. 37 Work Type Costs ..................................................................................................................................... 39 Resource Work Types ............................................................................................................................. 40

TIME AND BILLING ............................................................................................................... 41 Dashboard ............................................................................................................................................... 41 Resource Calendar .................................................................................................................................. 42

Calendar View – Day wise ................................................................................................................... 43 Calendar View – Week wise ................................................................................................................ 44 Calendar View – Month wise .............................................................................................................. 45 Calendar View – My Calendar and Completed Activities ................................................................... 46 Time Line View – Day wise .................................................................................................................. 47 Time Line View – Week wise............................................................................................................... 47 Time Line View – Month wise ............................................................................................................. 48

Internal Resources .................................................................................................................................. 49 Legend: ................................................................................................................................................ 49

External Resource ................................................................................................................................... 50 Jobs ......................................................................................................................................................... 51

Information ......................................................................................................................................... 51 New Job Creation ................................................................................................................................ 52 Charts .................................................................................................................................................. 53 Billing Information: ............................................................................................................................. 53 Gantt ................................................................................................................................................... 54 Job Task & Resource ........................................................................................................................... 55 Resource ............................................................................................................................................. 55 Job Task ............................................................................................................................................... 56


Issues ................................................................................................................................................... 56 Expenses ............................................................................................................................................. 57 Task Board ........................................................................................................................................... 58 Issue Board .......................................................................................................................................... 60

Job Task ................................................................................................................................................... 63 Manage Resource ............................................................................................................................... 64 Resource Name ................................................................................................................................... 65 User Availability .................................................................................................................................. 66 View Calendar ..................................................................................................................................... 66 Resource ............................................................................................................................................. 68 Time Posting ....................................................................................................................................... 69 Expense ............................................................................................................................................... 69 Gantt Settings ..................................................................................................................................... 70

Cases ....................................................................................................................................................... 71 Expenses ................................................................................................................................................. 74 Time Sheets ............................................................................................................................................. 76 Time Posting ............................................................................................................................................ 77

CUSTOMERS ........................................................................................................................ 82 Accounts .................................................................................................................................................. 82 Contacts .................................................................................................................................................. 83

BILLING ............................................................................................................................... 85 Time Posting ............................................................................................................................................ 85 Billing Line Items ..................................................................................................................................... 86 Invoices ................................................................................................................................................... 87 Invoice Generator ................................................................................................................................... 92

SALES PROCESS AUTOMATION ............................................................................................ 93

ADMINISTRATION ............................................................................................................... 94 Resource Utilization ................................................................................................................................ 94 More ........................................................................................................................................................ 95

UNINSTALL PROCESS ........................................................................................................... 96

MTC OVERVIEW .................................................................................................................. 97 The Global CRM Community DynamicsExchange.com ........................................................................... 97 End User License Agreement (EULA) ...................................................................................................... 98


Table of Figures

Figure 1: Time and Billing Project Manager’s Flow ..................................................................................... 11 Figure 2: Time and Billing – Resource’s Flow .............................................................................................. 12 Figure 3: Developer Resources ................................................................................................................... 13 Figure 4: Organization Unique Name.......................................................................................................... 13 Figure 5: Import Solution ............................................................................................................................ 14 Figure 6: Select Solution Package ............................................................................................................... 15 Figure 7: Importing Options window .......................................................................................................... 15 Figure 8: Import Option .............................................................................................................................. 16 Figure 9: Importing Solution – Licensing ..................................................................................................... 16 Figure 10 : Select Solution........................................................................................................................... 17 Figure 11: Solution information window .................................................................................................... 17 Figure 12: Activate Process ......................................................................................................................... 18 Figure 13: Solution imported ...................................................................................................................... 18 Figure 14: License Key for CRM Survey ....................................................................................................... 19 Figure 15: JOBS Tab - Shown with S.No ...................................................................................................... 20 Figure 16: Navigation to Security Roles ...................................................................................................... 21 Figure 17: Select the User ........................................................................................................................... 21 Figure 18: Manage User Roles .................................................................................................................... 22 Figure 19: Site Map 1 .................................................................................................................................. 23 Figure 20: Site Map for More Option .......................................................................................................... 23 Figure 21: Navigation to Time and Billing Settings ..................................................................................... 24 Figure 22: Time and Billing Settings ............................................................................................................ 24 Figure 23: Active Resources form ............................................................................................................... 25 Figure 24: Add Users ................................................................................................................................... 26 Figure 25: Office 365 – Active Users List ..................................................................................................... 26 Figure 26: Office 365 – Details .................................................................................................................... 27 Figure 27: Office 365 – Settings .................................................................................................................. 27 Figure 28: Office 365 – Licenses .................................................................................................................. 28 Figure 29: Office 365 – Send Result Mail .................................................................................................... 28 Figure 30: Office 365 – Result ..................................................................................................................... 29 Figure 31: Office 365 – Active User after Adding New ............................................................................... 29 Figure 32: CRM showing Active Resources ................................................................................................. 30 Figure 33: CRM Resource form ................................................................................................................... 30 Figure 34: CRM Resource form... Cont. ...................................................................................................... 31 Figure 35: Resource Group showing active groups .................................................................................... 32 Figure 36: Resource Group Form ................................................................................................................ 33 Figure 37: Job Template entry form ........................................................................................................... 35 Figure 38: Job Template entry form... Cont. ............................................................................................... 35 Figure 39: Job Template entry form... Gantt .............................................................................................. 35 Figure 40: Job Task template form ............................................................................................................. 36 Figure 41: Work type form ......................................................................................................................... 38 Figure 42: Work type Cost from .................................................................................................................. 39 Figure 43: Resource Work Types record ..................................................................................................... 40


Figure 44: Dashboard screen ...................................................................................................................... 41 Figure 45: Calendar View ............................................................................................................................ 42 Figure 46: Calendar View - Day Wise .......................................................................................................... 43 Figure 47: Calendar View - Week Wise ....................................................................................................... 44 Figure 48: Calendar View - Month Wise ..................................................................................................... 45 Figure 49: My Calendar & Completed View ................................................................................................ 46 Figure 50: Time Line View - Hourly display ................................................................................................. 47 Figure 51: Time Line View - Day .................................................................................................................. 47 Figure 52: Time Line View - Week ............................................................................................................... 48 Figure 53: Time Line view - Dates (month wise) ......................................................................................... 48 Figure 54: Time Line View - Month ............................................................................................................. 49 Figure 55: Serial No and Job Names ........................................................................................................... 51 Figure 56: New Job form ............................................................................................................................. 52 Figure 57: Creation of Jobs - Charts ............................................................................................................ 53 Figure 58: Billing information in Job form .................................................................................................. 53 Figure 59: Gantt chart display ..................................................................................................................... 55 Figure 60: Job Task & Resource – in Job ..................................................................................................... 55 Figure 61: Job Resource - New Job Resource creation ............................................................................... 55 Figure 62: New Job Task creation in Job ..................................................................................................... 56 Figure 63: Issue – in Job .............................................................................................................................. 56 Figure 64: New Issue creation in Job .......................................................................................................... 56 Figure 65: Job Task - Add New Expense ...................................................................................................... 57 Figure 66: Navigation for Task Board .......................................................................................................... 58 Figure 67: Task Board .................................................................................................................................. 59 Figure 68: Navigation for Issue Board ......................................................................................................... 60 Figure 69: Issue Board ................................................................................................................................. 61 Figure 70: Job Task screen .......................................................................................................................... 63 Figure 71: Add new job task general information ...................................................................................... 64 Figure 72: CRM showing Manage Resource icon ........................................................................................ 65 Figure 73: Pop up - Manage Job Resource .................................................................................................. 66 Figure 74: Resource calendar from Manage resource ................................................................................ 67 Figure 75: CRM screen navigating thru Calendar ....................................................................................... 68 Figure 76: Add new Job Task resource........................................................................................................ 68 Figure 77: Job Task showing Time Posting .................................................................................................. 69 Figure 78: Adding New Time Posting in Job Task ........................................................................................ 69 Figure 79: Adding New Expense in Job Task ............................................................................................... 69 Figure 80; Gantt Settings in Job Task .......................................................................................................... 70 Figure 81: Types of cases displayed ............................................................................................................ 71 Figure 82: Cases - Create a New case ......................................................................................................... 72 Figure 83: Time Posting Associated View ................................................................................................... 73 Figure 84: Cases - Time Posting .................................................................................................................. 73 Figure 85: Expenses - Approve / Reject ...................................................................................................... 74 Figure 86: Expenses form ............................................................................................................................ 75 Figure 87: Expense Form showing Receipts stored .................................................................................... 75 Figure 88: List of all Times sheets ............................................................................................................... 76 Figure 89: Time Sheet ................................................................................................................................. 77 Figure 90: Time Sheet - Information ........................................................................................................... 78 Figure 91: Pop up for Billable Hours ........................................................................................................... 79


Figure 92: Time Sheet form showing icons ................................................................................................. 79 Figure 93: Pop up to Copy from time Sheet ............................................................................................... 80 Figure 94: Time Sheet with Look up Screen ................................................................................................ 80 Figure 95: Time Sheet with Template data ................................................................................................. 81 Figure 96: CRM Accounts form ................................................................................................................... 82 Figure 97: Account Form showing options ................................................................................................. 82 Figure 98: Account - Billing Preference ....................................................................................................... 83 Figure 99: CRM Contact form ..................................................................................................................... 83 Figure 100: New Contact Billing Preferences .............................................................................................. 84 Figure 101: CRM Time posting (unapproved) list ....................................................................................... 85 Figure 102: Billing line items ....................................................................................................................... 87 Figure 103: Billing line items new ............................................................................................................... 87 Figure 104: Invoice(s) list ............................................................................................................................ 88 Figure 105: Invoice ...................................................................................................................................... 88 Figure 106: Invoice creation – New ............................................................................................................ 89 Figure 107: New Invoice Created ................................................................................................................ 89 Figure 108: Add existing Billing Line Items ................................................................................................. 90 Figure 109: Invoice Products ....................................................................................................................... 90 Figure 110: Invoice Paid / Cancel Invoice ................................................................................................... 91 Figure 111: Invoice Generator .................................................................................................................... 92 Figure 112: Sales Process thru Opportunity form ....................................................................................... 93 Figure 113: Resource Utilization calendar .................................................................................................. 94 Figure 114: Administration - More option .................................................................................................. 95 Figure 115 : Deleting Time and Billing Solution .......................................................................................... 96 Figure 116: Solution Deleted ...................................................................................................................... 96


Product Overview

Time and Billing for Microsoft Dynamics CRM Online or On-Premise is a flexible enhancement

that starts by allowing you to dollarize yours resources flexibly with CRM Users and Contacts.

Time and Billing gives you a simple efficient way to track and bill

time. To eliminate redundant data entry and multiple tracking

systems, you can implement a time tracking system that is used

and accessed by everyone across the organization. Designed for user-easy time tracking flexibly,

to close the loop on all time, cost, and revenue

As your Resources’ time is tracked in CRM Activities to Jobs or Cases, cost and revenue

accumulate. Time & Billing’s Pre-Bill editor allows easy Account Activity line-item approval

management. Completing your business cycle is Billing Generator production ease with final

managed Invoice or Statement oversight for the best customer image and billing professionalism.

Designed for user-easy time tracking flexibly, to close the loop on all time, cost, and revenue.

Resource Costing and Revenue Flexibility makes billing easy; builds resources from CRM Users or

Contacts with costs, revenue basis, skills. Flexible components are added to CRM as a Managed

Solution which self-installs and builds end-to-end functionality along a best-practice capable

business process for time and billing in what most people are already doing in CRM.

Execute a set series of Activities for a single CRM Product referenced Template in order

management. Real-time status of resources is available.

Staff comments, billing notes, non-bill time in

CRM Activities is collected to trigger workflows.

Resource Costing and Revenue Flexibility make

Billing Easy

Invoice and statements to match your proposal

and orders

Never miss an expense in Job Costing or Billing

Instant service job and case cost and revenue

dashboards

Accurate costing, revenue projections, and

resource matching across all the Activities you

want to bill and cost control in your business.


Track time and serve as the “To Do” function fully contained to tell Resources what in detail, to do, when, where, with whom

View & Manage Resource Utilization in a single window

Displays your processes, resources, Activity and Case costs, and revenue automatically on set-up for intuitive business management from day one of use.

Time Collection Tools Capture 100% of Your Resources’ Time

Easy and Intuitive Expense entry and approval, Activity Editing Made Simple. Time posting

can be made from any of the entities like Job, Job Task, Cases, Accounts or Contacts

Time & Billing CRM integrates the business mission of tracking, pricing, and costing all

resource time simply within the processes extended from the client interactions you now

track in your Customer Relationship management from calls, emails, appointments, etc.

to assure efficiency and staff coordination.

Module is especially designed keeping in view of the business flows requirement’s and

management level securities.

Time collection tools that is simple while assuring accuracy in collecting every billable

resource Activity moment boosts revenue.

Easy to Operate Resource Utilization, Calendar and the Time posting to get total

information of the resource in graphical display

View Project in Gantt chart for overall information at a single place.


Resource Calendar is a Microsoft Dynamics CRM is an add-on enhancement that allows organizations to be more joint effort interactive participation by allowing users to view the CRM calendar of multiple users within their organization.

The key features of Resource Calendar are:

User Resources or multiple CRM users to view Resource calendar All activities like phone, email, appointment, task etc. are available to view in calendar Simple overview to control conflicts One simple Calendar for one and all View calendar as per your choice – day, week, month, year User specific rights assigned for every user Filter the results or customize your requirement as per your need Acts as Office admin tool for the executives


Design & Flow

Time and Billing module is especially designed keeping in view of the business flows requirement’s and management level securities. This module has is handled in two levels within an organization. The First Level is the Project Manager, who in turn has all the powers to allocate to create the jobs to various resources along with facility to edit the posting which include the financial part of the project. Few such operations are like Editing an Expense created by the resource or Approve / Reject an expense. Finally the Project manager is responsible to create an invoice for the project or case wise.

.

Figure 1: Time and Billing Project Manager’s Flow


The other level of user is Resource. This user can only view the jobs assigned to him by the Project manager or may start using the same. The other functionalities that a resource will do is to create a time posting and mark them either they are billable or non-billable tasks. The resource can also create an expense for the project he is involved as per the norms of the company

Figure 2: Time and Billing – Resource’s Flow


License Key To install Time and Billing for Microsoft Dynamics CRM you will require License Key, which you can

get by sending an E-mail request to [email protected] with your Organization Unique Name.

To access your Organization Unique Name Click on SettingsCustomizationsDeveloper resources

as shown

Figure 3: Developer Resources

A window will pop up with Organization Unique Name as shown

Figure 4: Organization Unique Name

Send this Organization Unique Name through Email to [email protected] and you will receive

your Licensing Key within 24 hours.

NOTE: After placing the request you will receive the LICENSE KEY within 24 hrs.

mailto:[email protected]



Installation Process To install the Time and Billing for Microsoft Dynamics CRM the following steps has to be followed

STEP 1:

Go to http://www.dynamicsexchange.com/TB.aspx click on Download to get Solution

STEP 2:

On Downloading you will get TimeAndBilling ZIP file.

Extract the files from the downloaded folder. You will get three WINRAR ZIP files.

Licensing_1_0_3_0_managed.zip TimeAndBilling_2_0_0_0_managed.zip TimeAndBillingActivities_1_0_1_0_managed.zip

STEP 3:

Open your CRM click on settingssolutionimport it will open import Solution window.

Figure 5: Import Solution

In Import Solution Window you can browse and Select Solution Package zip file and then click on Next

for further processing.

Always import and install Licensing solution first followed by Product Solution(s)

NOTE: To install the Time and Billing Solution, need to be imported into CRM

http://www.dynamicsexchange.com/Alerts.aspx


Installing Licensing Solution

Figure 6: Select Solution Package

In Import Solution Window you can browse and Select Solution Package zip file and then click on Next

for further processing.

Figure 7: Importing Options window


Click on Next to proceed

Figure 8: Import Option

Click on Next to proceed

Figure 9: Importing Solution – Licensing

Click on Close after successful completion message is displayed.


Installing Time and Billing Solution

To import the solution Open your CRM click on settings solution import

Import the TimeNBilling_2_0_0_0_managed.zip & Time AndBillingActivities_1_0_1_0

Figure 10 : Select Solution

Solution information gives you the information about the solution package details. Click on Next to

continue.

Figure 11: Solution information window


Select the check box which comes in between as “Activate any process and enable any SDK message

processing steps included in the solution.” Press Next to continue.

Figure 12: Activate Process

Click on Next it will open importing solution window in that dialog will be opened displaying the

message importing the customization please wait for the operation to complete and refresh the web

page.

Figure 13: Solution imported


Placing License Key

CRM->Settings->Solutions-> double click on Time & Billing Solution

Figure 14: License Key for CRM Survey

Select Product as TimeNBilling

Copy & Paste the License key which you have received from [email protected]

Click on Submit

A pop up window appears and displays the message as License Accepted. Click on OK.



Useful Tips

Concept of Serial No – (S.No)

In future operation you will notice that all the Job, Job Task, Mile Stone and Phases are listed against a Serial No which is auto generated while creating. This concept is very helpful at any given point of time to know how many jobs are there and how may job tasks have been created for a particular job. You will see this facility in coming operations.

Figure 15: JOBS Tab - Shown with S.No

For Example: Let’s take a Job task which has the Serial No as 2.0.0.3

2 0 0 3

First digit No 2 represents the JOB Number in the Job list

Second digit No 0 represents the Phase in the job list

Third digit No 0 represents the Mile Stone within the Job list

Last digit No 3 represents the JOB TASK No. in Job task list.


General

Security Role Privileges Security Roles are a standard function of Microsoft Dynamics CRM and Time and Billing is compliant to the privileges controlled by Security Roles. Your User’s access privileges to add or “Create” records and modify or “Write” records from Time and Billing can be controlled by the Security Role functionality explained briefly here and in CRM guides and “Help”.

A security role defines how different types of records can be accessed by one category of users, such as all salespeople. To control access to data, you can modify existing security roles, create new security roles, or change which security roles are assigned to each user. Each user can have multiple security roles.

Security role privileges (A user's rights to perform specific actions on specific record types or to perform tasks. Privileges are assigned by system administrators to security roles. Users are then assigned security roles. Examples of privileges include Update Account and Publish Customizations) are cumulative: when a user has more than one security role, the user will have any privilege allowed in any of the assigned security roles.

You can set your own guidelines for Security Roles privileges, Navigate to Settings Security Users as shown below

Figure 16: Navigation to Security Roles

It opens a new window with a list of Enabled User as shown in Figure.

Select the check box of user name to make a modification, which opens a new window, click on Manage Roles in the ribbon as shown.

Figure 17: Select the User

A new window will open as shown.


Based on the Resource Position in organization differentiated the security roles into 3 types. o Time and Billing Administrator – This resource has full privileges to create, delete,

update, approve, reject and billing (Administrator level). o Time and Billing Manager – This resource will have the privileges to create, delete,

update, approve and reject o Time and Billing Resources: This resource can able to see the assigned tasks and

performs the time posting for daily activities.

Based on the resource posting Select the role as “Time and Billing Administrator” or “Time and Billing Manager” or “Time and Billing Resources” and “MTC License” and click on Ok to assign the role to the user.

Figure 18: Manage User Roles


Sitemap of Time and Billing

Figure 19: Site Map 1

On Clicking More, the user gets the following options like resource, work Types, Templates and Settings

Figure 20: Site Map for More Option


Time and Billing Settings

You can set your own Time and Billing Settings Navigate to Workplace Time & BillingMore SettingsTime and Billing Settings as shown below

Figure 21: Navigation to Time and Billing Settings

Click on Time and Billing Settings, Click on New to create a record

Figure 22: Time and Billing Settings


All Inputs – fields marked with astriex are mandatory

Input Company name & Owner Under the General Settings

Under Time Sheet Settings you can define the Week Start Day i.e. Monday or Wednesday etc.

If Monday is the start day, then in Time sheets you will have a week from Monday to Sunday or if you start your week on Wednesday then the Time sheets will have week from Wednesday to Tuesday.

Similarly Hours to Display – on every click the Options are changed, so select the appropriate one such as Total Hours or Billable Hours These fields would be displayed in future process in Time sheets

Lastly Billing Line Items Settings – If you require a new Billing Line item (BLI) for every Time Posting then click the check box

If you wish to add the present BLI to the existing BLI and continue the process, just uncheck the box.

In Gantt Settings select the check boxes whatever is required.

Under the Customer Settings, The Customer Type has to be “Use CRM Accounts, Contacts and Invoices” which can be selected from the list provided.

If the Customer Type is blank then Cases are not created in the Site map of time and billing.

Finally save the form

Resource

Resource is required to carry out the job task. Resources page will allow you to add resources to your project. A task has to be assigned to a resource. A resource could possibly become a contact to the user.

Navigation for adding new user is Workplace Time & BillingMore SettingsResource Click on New Icon on the top left corner to create a new Resource

List of existing Resources are displayed here with Name, Designation, Per Hour Rate, and User and created on.

Figure 23: Active Resources form

NOTE: The procedure to create a new resource shown above is only applicable for On-Premise edition of CRM. For On Line version of CRM, it connects to Microsoft Office 365 to create a new user, the procedure would be as shown below:


Procedure to Create a New resource in Microsoft Office 365

Go to Time and Billing->Resource-> Click on New button

Figure 24: Add Users

New User screen pops up. Displays message as “This User’s Information is managed by Office 365.”

Create a New User click on Office 365 Portal and it pop up new window as shown

Figure 25: Office 365 – Active Users List


Click on to create a New User

Enter the Details and Click NEXT, Give the User Location and Press Next

Figure 27: Office 365 – Settings

Figure 26: Office 365 – Details


Figure 28: Office 365 – Licenses

Figure 29: Office 365 – Send Result Mail


The New User Name just created in Office 365 is being shown below

Make a note of the User name and Temporary password for further operations

Figure 30: Office 365 – Result

Click Finish tab to proceed

Figure 31: Office 365 – Active User after Adding New


Close the Office 365 page and go back to CRM

Refresh the look up screen, to get the new user displayed in the list, else go to Time and BillingResource

Figure 32: CRM showing Active Resources

Select the existing User or Create a New resource

Figure 33: CRM Resource form

Now in the New resource screen select designation and click Save or Save and Close as per use


The New user is added in the Resource list of the CRM main page.

After creating the resource need to set information regarding the resource.

Enter Price per Hour, Default Work type, and if the resource belongs to any of the existing groups, please do select the Group to which the resource belongs with the help of Look up icon

Select the check box against each question mentioned under Settings area such as o Can Approve / Reject Time Posting o Can Approve / Reject Time Sheets o Can Approve / Reject Expenses o Can Time post for future dates o Can complete / Stop Job Task o Can Create Expense / Time post for Others o Can Un Approve Time Sheets o Can Un Approve Expenses

Similarly also click the Check box for “Can Time post for” Job, Job task, Account, Contact or case.

Save the Page and scroll down to input more information

Enter Work Types by selecting – What does the resource do? Like Manager or Development, or Contract, Programmer, or General etc.

After work type click on to enter Resource work type Price

Figure 34: CRM Resource form... Cont.

Enter Cost Per Hour, Work Type, Price Per Hour and Resource Group

Finally click to Save


Resource Group User can create his/her own group for the resources. These group helps in actually saving time and work while assigning a bunch of resources to a single Job or Job task. Any changes made to the resource group will automatically reflect for every individual resource who are in the group. This will be irrespective to the original values assigned to individual like cost per hour.

Navigate CRM-> Time & BillingMoreResourceResource Group and click

Click on Resource group to open form

This is exclusively used for Group of resources only and not for Individual resources

If any existing groups are created earlier will get displayed as shown below or you can also create a new group of your choice by clicking the New tab on the CRM form

Figure 35: Resource Group showing active groups

Select any existing group and open

There are three screen shots showing the full length of the CRM resource Group form \

This for has information regarding o General o Settings o Resources o Work Types o Resource Work type costs


Figure 36: Resource Group Form


Under Settings Select the check box against each question mentioned under Settings area such as o Can Approve / Reject Time Posting o Can Approve / Reject Time Sheets o Can Approve / Reject Expenses o Can Time post for future dates o Can complete / Stop Job Task o Can Create Expense / Time post for Others o Can Un Approve Time Sheets o Can Un Approve Expenses

Similarly also click the Check box for “Can Time post for” Job, Job task, Account, Contact or case.

Save the page to record details.

Job Template Once the Job template is created, it reduces the process of creating similar and repetitive jobs over and over for every task. If once created and stored as template the user can recall at any given time to copy the job in active forms.

Navigate CRM-> Time & BillingMore TemplatesJob Template and click

Open a New form, Enter the name of the Job and Save it

Now enter the Description of the Job, Estimated Hours

Most Importantly user has to give the Billing Information from the drop down list o Per Resource price o Per Hour Price o Fixed price o Per Mile stone o Custom

Above 5 types of Billing are explained in detail under Billing Information section


Figure 37: Job Template entry form

Once the Job template is finished scroll down and continue to create even the Job task template

Figure 38: Job Template entry form... Cont.

Figure 39: Job Template entry form... Gantt


Job Task Template Once the Job task template is created, it reduces the process of creating similar and repetitive jobs task over and over for every job. If once created and stored as template the user can recall at any given time to copy the job task in active forms.

Navigate Time & BillingMore TemplatesJob Task Template and click

Click to open Job Task template

List of all Active Job Task templates are displayed – Edit the existing or create a new template

Figure 40: Job Task template form

Enter task name and Job template name

Enter priority of the task High or medium or Low etc.

Enter Estimated hour to finish to job task

Finally click to save the template


Work Types These work types are created for individual resources. This work type is also connected to work type cost and Resource work type costs. This helps in processing the billing easier and faster

Navigate CRM->Time and Billing MoreResources->Work Types and click

Click on work type – Click new to create a new work type or edit existing work type


Figure 41: Work type form


Work Type Costs Here under work type cost all costs like billing cost and cost to the company are mentioned for every type of work. For example work types in a software company are like tester, Contract, Developer, Designing etc. For each of these work you can assign different rates for billing.

Once the work type is created user can also assign the resources for the job or work.

Navigate Time and Billing MoreWork TypesWork Type Costs and click

Click Work Type costs and open.

To create a new work type Click on new to open a new form as shown

Figure 42: Work type Cost from

User can notice that various Work type are created with their cost pertaining to either Account or Job or Job task.

Linked with Work type user can also create the resources allotted to this particular work type with their costing and Billing costs.

User can always edit or create a new work type as per his requirements.

If any changes are made or entered click save to record the information for further process


Resource Work Types

Here in Resource Work Types user defines the nature of Work for example like Contract, Developer and Manager Etc. Each of the Work types will again have Work Type Costs & Resource Work type costs.

Work Type Costs will have details such as Account Name, Job details, Cost to the Company, Billing Rate, Resource name and other relevant details which are used to future operation to make it easy to operate. Similarly Work Type Costs will have Work Type, Resource Name their cost to company and project and etc.

Navigate CRM-> Time and Billing MoreWork TypesResource Work Types and click

Click Resource Work Types and open an new record to make changes as shown below.

Figure 43: Resource Work Types record

For a particular work type resource user can view all Work types and resource Work types connected to particular work type.

Finally after the changes are done, Save the Form to record data.


Time and Billing The Time and Billing helps you to identify all of the tasks that are required to complete your project on time

Dashboard First tab under Time & Billing is the Dashboard

This page gives you all and various graphical representation of the data that it already has

You can create and customize the graphs

By Selecting Time and Billing option from the drop down list you can also set this page as default page. The same can be done by clicking on Set as Default icon on the top

Various details like percentage completed by Project task or by Job, along with list of Active Jobs are shown in various columns of the sheet.

Various other available options are like Edit, Share, and Assign dashboard. Look at top ribbon

Figure 44: Dashboard screen


Resource Calendar

Only registered Users in the CRM will & can have Resource Calendar facility

Single or multiple user facility is available in Resource Calendar

Navigation of Resource calendar is CRMTime and Billing Click on Resource Calendar as shown

Figure 45: Calendar View

The working pane has Date Calendar on top, and Activities list at the bottom.

The right side of screen displays the Calendar with activities details

To View the Calendar Select the Users from the User list by selecting the check box

Only the users in the CRM are listed in this list


Calendar View – Day wise

In a highlight drop down list we can see three types of options i.e. Job Task and Activities, Resources, and Accounts.

Select the option as per your requirement. For example, selected as Job task and activities in the highlight.

To view the activities day wise click on Day as shown below or select the date in the calendar as shown below.

This will display the list of activities of the all users as per selected day.

Double click on any activity will open a CRM window to show details

Figure 46: Calendar View - Day Wise


Calendar View – Week wise

To view the activities Week wise click on Week as shown below or select the Week in the calendar as shown below.

This will display the list of activities of the all users as per selected Week.


Figure 47: Calendar View - Week Wise


Calendar View – Month wise

To view the activities Month wise click on Month as shown below or select the Month in the calendar as shown below.

This will display the list of activities of the all users as per Month.


Figure 48: Calendar View - Month Wise


Calendar View – My Calendar and Completed Activities

To see the Completed view records select the check box of Completed view as shown below.

You can identify the Completed records with the GREEN color and type will give you the activity information as Completed.

This will give the details of Completed records of all resources as per selected Day/Week/Month.

You can also get the records of Completed activities of all resources as per selected Day/Week/Month.

Similarly if you select My Calendar only information is displayed in calendar format for your selves only. And if you uncheck My Calendar you can view details for other resources also.

Figure 49: My Calendar & Completed View


Time Line View – Day wise

In a highlight drop down list we can see three types of options i.e. Job Task and Activities, Resources, and Accounts.

Select the option as per your requirement. For example, selected as Job task and activities in the highlight.

To view the activities day wise click on Day as shown below or select the date in the calendar as shown below.

This will display the list of activities of the all users as per selected day.


Against each user the day view will show from 0 hours to 23 hours, which enables us to have a clear picture of the resource activities.

Figure 50: Time Line View - Hourly display

Figure 51: Time Line View - Day

Time Line View – Week wise To view the activities Week wise click on Week as shown below or select the Week in the calendar as

shown below.

This will display the list of activities of the all users as per selected Week.



For example we have selected NOV 20, 2013 as date in the calendar but the Weekly views are displayed for the Current calendar starting from Monday to Sunday i.e. No 18, 2013 to Nov 24, 2013.

Figure 52: Time Line View - Week

Time Line View – Month wise

To view the activities Month wise click on Month as shown below or select the Month in the calendar as shown below.

This will display the list of activities of the all users as per Month.


Against each user the Month view will show dates from 01 to 31, which enables us to have a clear picture of the resource activities.

Figure 53: Time Line view - Dates (month wise)


Figure 54: Time Line View - Month

All the above documentation has dealt with Job Task and Activities. In the Similar way the user can do the same for Resource or Account also. For Accounts there is a separate provision for Filtering data to suit your requirements.

Select Project and Select account both have the Look up search facility.

Internal Resources

Internal resource are the ones who are working for the company, in other words employees of the company who are on payrolls. These internal resources will connect to the system through Microsoft Dynamics CRM. Whereas the other external resources are connect to the system via web based portal.

By default is Select All. If you want to uncheck all the resources click on Deselect All, it will uncheck the all the resources.

Legend: Using this Legend colors you can easily find out which resource is available and which resource has allotted activities.

- This color indicates the Resource Available information.

- This color indicates the Resource busy information with the 1 – 25%.



- This color indicates the Resource busy information with the 100%.


Note: - You can see the resource busy time by clicking on Day/Week/Month for all the above Note: The top right corner shows the following

- This image indicates the refresh icon. Using this we can refresh the Resource calendar.

- This image indicates the Full screen functionality. By clicking on this button Resource calendar functionality available in full screen mode.

Today will display the current day and arrows indicates that backward and forward dates for easy navigation.

On the left pane below the actual calendar you will notice the following

To view your own details check the my calendar View (exclusively for the logging credentials only) By checking the Completed Activities the user can view all completed task of all the resources. This calendar has two types of viewing, one is Calendar date/Week/Month wise and other is Time Line Day/Week/Month wise

External Resource

External resources are the people who are working on on-site projects or the Consultant who are involved in the project but not being on payrolls of the company. All the external resources have the Portal facility to login and connect to the System for updates.


Jobs A Job is a Project or Work involved in a particular job

CRM->Time and Billing->Jobs

New Job creation can only be done by Managers or the Authorized person having the Security roll privileges to do it. General Users only can use the Created Jobs or Job task.

Jobs can be viewed as “Active Jobs” or “Inactive Jobs”. The same is shown below in the screen with a Red Box marking.

All the existing jobs are listed serial number wise for easy reference. These are sorted and displayed ascending or descending order.

On selecting a New Job, the system automatically generates new serial No

Figure 55: Serial No and Job Names

Information

Enter the relevant Data in the appropriate fields as shown below in the new job screen.

Enter Name, Account, Start Date, End Date, Contact person and Billing Type (based on billing type amount) press save icon which is on the top left corner of this screen.

Click on Lookup icon(shown against the specific field) for ready reference or to create a new data

On Selecting the existing Job from the List you will be able to modify and do any correction needed. This screen also displays the following in the working screen.


New Job Creation New Job creation can only be done by Managers or the Authorized person having the Security roll

privileges to do it. General Users only can use the Created Jobs or Job task.

Click on New tab to open a New Job form

Enter General Information like Job Name, Account Start & End Date (all mandatory fields)

Under Billing Information apart from Hours select the Billing type which is again mandatory

The Billing type is of four method – Per Resource Price, Per Hour price, Fixed Price, Per Mile stone and lastly Custom.

User can define Job Task and its resources, Expenditure can be provided.

Gantt chart Settings and Display can be configured here

Figure 56: New Job form

On giving the Billing type Save the Form to record particular job.

Scroll down the form to enter Job Task & Resource, Information along with Expenses followed by Gantt Setting.

Save the form


Charts

Unless the data is saved the charts are not displayed.

It simple graphical representation of the Job on hand

Figure 57: Creation of Jobs - Charts

Billing Information:

Select the Billing information Tab to give Billing information for Resource.

Select from drop down list of Billing Type to give Billing Information as shown below. There are four types of billing types; each of it has a unique operational function in the system. All these are narrated in detail about their specific utility.

Figure 58: Billing information in Job form


1. Per Resource Price

If Billing Type is Per Resource Price, Input Estimated Hours as shown below. The billing is done on per resource basis. For example: If there is more than one resource working on a single task, then billing is done for all the resources individually. On completion save the record.

2. Per Hour Price

If Billing Type is Per Hour Price then you have to give the cost per hour to the company in Per Hour Cost as shown below. Even though many resources are working on a task, only one billing line item is generated per job task.

3. Fixed Price

If the Billing is Fixed Price, there will be no calculations of Billing. The Billing will be on Fixed Cost Only. Time posting is done in any case. But billing line items are not generated based on time postings.

4. Per Mile Stone

If the Billing type is Per Mile Stone. As and when the task is completed (on completion of mile stone) billing is generated and sent to Invoice module.

5. Custom This Custom option is used for a typical scenario of operations where in the Rates are different for different project, but the resource being the same. In such cases

The Billing rates are processed from Active Work Type Cost with particular resource attached to it (from Grid showing details just below the billing types).

If there are no work type cost with resource (time posted) in particular then work type cost without resource is taken into consideration.

If there is no work type cost then the price is picked up from Resource work type cost

If there is no resource work type cost then it process the bill with default price of the resource.

Gantt

Gantt Chart is a third party tool used in this Time and Billing to Enhance it utility to shown the Senior Managers, Management and other decision making person to view in all the details of the Job, Its task and other information in a single place with Graphical representation.

This Gantt chart has all editable tools as shown below for making immediate corrections and get the right perspective of the particular Job or Job task. This chart can also be views in most of the other foreign languages apart from the Standard English language.

This Gantt also has Search facility to get it by Task Name.


Figure 59: Gantt chart display

Job Task & Resource

Figure 60: Job Task & Resource – in Job

Resource Select the Job resource tab on the screen, To Add New Resource click on + on the right corner which

pops up a new screen to create New Job Resource.

Figure 61: Job Resource - New Job Resource creation


Job Task

How to create a new Job task and other operational details are discussed in detail below in the main module of the Job Task. But the user can also create the same Job Task from here itself.

To Add New Job task click on + shown against Job task tab for a new screen to create New Job task.

Figure 62: New Job Task creation in Job

(Refer above to JOB (Billing Information) for details. Just to avoid redundancy of description we have skipped it here)

Issues Issues are also recorded and captured here in Jobs. Any issues raised against any Job or Job task are displayed (existing Ones) here in this connected Job. Issues can also be created new from this screen itself by clicking on + as shown below

Figure 63: Issue – in Job

Figure 64: New Issue creation in Job

All fields marked with Astriex are mandatory and finally save the Issue to get recorded.


Expenses Scroll down further to get Expenses.

All expenses related to the Job or project can be recorded here. Expenses like Maintenance, Mileage, Food Expenses, Travelling Expenses and other miscellaneous expenses are stored here. The forecast system also helps the management to monitor and overview the expenses.

Click on + against Expenses tab on the screen to add New Expenses

Figure 65: Job Task - Add New Expense

Enter Subject, Expense Type for Expense

Finally enter the Amount of expense and click on “Save”

Advantage of creating a Resource, Job task, Expense, under Creating a Job

Anything created under this tab of JOB will en-route proper billing method procedure

Any omissions in creating under these heads may lead to non-billing of activity.

All of them be created under the individual tabs but, there the Job has to be mentioned manually


Task Board

Manage all your tasks in a single Board display. You get information such as (these columns are not mandatory, but as per your process whatever status you are using is shown here)

Task Not Started

Task pending

Task in Progress

Task Done

Task Inactive

Task Completed and

Task Stopped

CRM->Time and Billing->Jobs -> click on more (…)

Figure 66: Navigation for Task Board

Select a Job and click on (…) more for Options and select to open Task Board as shown above.


Figure 67: Task Board

The Task board display all the columns mentioned above to display information respectively.

If user wants to create a New Task he has to enter in the space provided at the bottom under Not Started column.

Select the Task and Right click to get

You Open the Issue record from here itself for any corrections or Modifications Add Time posting to the Task from here itself Get Information of the Task (also the Percentage of Work Completed) Delete a Task from the Task board

Once the task is created you can click on Manage resource button on Top of the form to assign Resources to the particular task. A pop up window opens with resource Details

Un check the box to remove resource or Select from the List to add resource

Click on add more button to get full list of resources available

Finally click on Ok to Save changes and continue


Bottom of each task you will find Small circle, click on it to view all assigned resources to this particular Issue with their picture or create a new resource for the issue.

These task tabs which are created have the Drag and Drop facility. Once the Job is started you can drag and leave the task in Progress Column or Leave it in Pending column. Similarly Once Job is completed can drag and Move to Done or Inactive or Completed etc. as per your requirement.

Issue Board

All issues managed under one simple Board and can be managed easily. This Board has three columns such as (these columns are not mandatory, but as per your process whatever status you are using is shown here)

New Issue

Issue in Progress

Issue Done (Completed)

CRM->Time and Billing->Jobs -> click on more (…)

Figure 68: Navigation for Issue Board


On selection of a job you can see Open Issue Board button. Click to open or Open a Job and click on More to get Open issue board button, click here to open the Issue Board.

Figure 69: Issue Board

The issue board display all the columns mentioned above to display information respectively.

User can create a New issue by entering in the space provided at the bottom under New column.

Select the Issue and Right click to get

You Open the Issue record from here itself for any corrections or Modifications Add Time posting to the Issue from here itself Get Information of the issue (also the Percentage of Work Completed) Delete a Issue from the Issue board

Once the task is created you can click on Manage resource button on Top of the form to assign Resources to the particular task. A pop up window opens with resource Details

Un check the box to remove resource or Select from the List to add resource


Click on add more button to get full list of resources available

Finally click on Ok to Save changes and continue

Bottom of each task you will find Small circle, click on it to view all assigned resources to this particular Issue with their picture or create a new resource for the issue.

These issue tabs which are created have the Drag and Drop facility. Once the Issue is started you can drag and leave the task in Progress Column or Leave it in done column as per your requirement.


Job Task

CRM->Time and Billing->Jobs Task->

Now Click on Job Task Tab as shown in the screen.

New Job creation can only be done by Managers or the Authorized person having the Security roll privileges to do it. General Users only can use the Created Jobs or Job task.

Figure 70: Job Task screen

All the Existing Job Tasks are shown with a Serial No.

The Serial Number can be viewed either Ascending or Descending wise as per convenience

To add new job task to Job click on new icon on the top left corner of the screen. A new Job Task window will pop up. Give general information for task as shown below.


Figure 71: Add new job task general information

Enter Task Name, Start Date, and End Date and select the Job with the help of icons provided next to the column. Once entered click on save icon which is on the top left corner of this pop up screen.

Click on Save icon on top left corner of the screen

In the Job Task Screen you will notice a Warning message “Warning: No Job task Resource have been added” as shown below inside. This is due to you have not assigned any resource to the job task before saving. A resource is a must for any job task

Manage Resource While you are in Jobs, Job Task creation Add or edit mode, you will able see the Manage Resource

button on the CRM screen.

It’s unique and very easy to use feature to Manage resource. You can manage your resources or allocate the task to any resources from the Active Job Task List

User can also select and open any record and then in the record also he can select the manage recourse button and select the Resource.


Figure 72: CRM showing Manage Resource icon

Simply click on the Icon to get a pop up menu (Manage Job Resources) as shown here

Enter Start Date and End Date

Select from Drop down list the resource type (Active / Inactive)

Click on Search go get listed all resources as per your choice.

Resource Name

Once the List of Resources is listed, select the check box against each individual resource name

Can select one or More resource at a time

Click on ADD button to display them under Assigned Resources


Figure 73: Pop up - Manage Job Resource

User Availability

Against each Resource name User availability is displayed

For Example the first record shows as 50%. Which mean this particular resource is only available for 50% of this total working time. He has been already assigned in other projects where he is involved.

If it shows as 0%, this indicated that the resource is already busy and there is no time for him to spare for any projects.

The others are shown as 100%, which denotes that the resource is free and can be assigned to a job or job task.

View Calendar Against each Resource name under View Calendar, a Calendar button is displayed

On click of this button, the user can see the resource work schedule that he has been assigned.

Like in any other calendar function, the details are displayed as shown below


Figure 74: Resource calendar from Manage resource

All navigational facilities are provided to drill down any kind of resource information

You can Check for the Moth, Week, Today, Change the month by clicking on the Arrow buttons

For example you click on Tes1 which is shown under Tuesday 10th date, it displays your CRM in respect to Transporting. (CRM screen shown below)


Figure 75: CRM screen navigating thru Calendar

Resource

If the Resources are already added after saving the information you may skip this section else add New Job Task resource as shown below

Figure 76: Add new Job Task resource


Time Posting

Scroll down to get Time Posting & Expenses shown below in brief. The detail time posting has been described in below pages saperately.

Figure 77: Job Task showing Time Posting

Click on + to Add New Time Posting module below.

Figure 78: Adding New Time Posting in Job Task

Expense Scroll down Job task form to get all details in Expenses,

Functionality of this mode has been already described in the previous module JOBS. Similarly all the expenses pertaining to a Job Task has to be recorded here.

Figure 79: Adding New Expense in Job Task


Gantt Settings

Scroll down Job task form to get Gantt Settings.

Figure 80; Gantt Settings in Job Task

All Gantt Settings can be done with the help of look up menu

All these will help to generate the actual Gantt chart for the Job.


Cases

Generally Cases are not seen in the Time and Billing Site map. If a user wants to use cases in Time and Billing, the User has to initially configure as discussed Under Time and Billing Settings in the previous pages.

Under the Customer Settings, The Customer Type has to be “Use CRM Accounts, Contacts and Invoices” in Settings area.

Cases are similar to Jobs or projects but the main difference in both of these are as follows:

In cases nature of job is very simple and small compared to project.

Cases will not have job tasks within. Cases are directly billed and goes to billing line items

Unlike Job tasks where time posting is done, here the time posting is done directly from cases

The method of operations is very much similar to Jobs

To navigate click on Time and Billing-> Cases

Once the Cases screen is displayed you can view them by selecting any one from the drop down list provided. As shown below

Figure 81: Types of cases displayed


To create a new case click on NEW icon on the top left corner

Figure 82: Cases - Create a New case

Enter Title – Give name for the case

Select Customer with the help of Look up icon

In Case Origin you have Phone, E-Mail or Web to select from the drop down list

In Case type you have 3 options to select from drop down list – Question, Problem or Request

Satisfaction you have Very Satisfied, Satisfied, Neutral, Dissatisfied and Very Dissatisfied to select

Under Status Reasons you have In Process, On Hold, Waiting for Details or Researching

Priority you have Normal, High or Low

Service Level you have Gold, Silver or Bronze.

Select any one Subject from the list “Default Subject”, “Query”, or “Service”

Select from the drop down list provided for Case Type, Case Origin, and Satisfaction

Select Billing type from the drop down list. (This is very much similar to Job task or Job as explained earlier in Billing Information topic)

Click on the top left corner “SAVE” icon to save the record. At this stage the a Automatic Case Number is generated by the CRM

Click on Case Resources on the left panel and add new resources to this case. (similar to Job tasks)


Figure 83: Time Posting Associated View

Figure 84: Cases - Time Posting

Finally click on Save or Cancel to push the data to Billing line items

All the operation are similar to Job Task, please refer previous topics to get full detailed information

Go back to main screen, refresh by clicking < F5 > key.

The Time post data is now shown in Billing Line item and Invoice can be created from Invoices (both the operations and using this module has been explaines in the previous sheets . Please refer for any more details)

Once the Invoice is generated the total Invoice amount generated is shown in the blue box as shown in the above figure against the column Billed till Date


Expenses

Click on Expenses tab as shown below

One should have proper Security Roles defined to use this module “Expenses”.

This module is available only to the manager designate to use

All the Expenses entered during the process are displayed (can be sorted list also)

Select an expense in the check box and click Approve or Reject.

Once this is done these records are processed for billing

Double click on the selected record to view details

Figure 85: Expenses - Approve / Reject

The Icons related to Expenses gets activated only if any of the Expense records are selected

Also all the expense scan be selected on single click on the check box next to Subject

Now you can either Approve, Delete, Deactivate, Reimburse or Reject an Expense(s)

Expenses are created for Job, Job Task, Cases, Account and Contact also. On all these entities you can create an expense in this Time and Billing module. (Same is shown below)


Figure 86: Expenses form

Receipts: This receipt area works as storage of receipt details. Any form of .JPG, JPEG, PDF format files can be placed here with Drag and Drop facility.

Figure 87: Expense Form showing Receipts stored

This Receipts will help in keeping copies of receipts, or any other relevant details pertaining to this expenses.

Select the Image and Right click on it to delete the image if needed.

Save the form to record information


Time Sheets

Time Sheets have made the time posting earlier and continent to use. The user can directly post time for a period of one week for any number of tasks at a time.

CRM->Time and Billing->Time Sheets->

This helps to view all the Time sheets which are pin pending state for Approval.

Click on Time Sheets to display all Time Sheets as shown below

Figure 88: List of all Times sheets

Select a time sheet to

Send to approve time sheet

Create a New Time Sheet

Email a link

Export data to Excel

Import data

Run Workflow

Run reports etc.

Click on New tab to create a New Time Sheet The details of time Sheet, how to enter, process, edit, How to select task are discussed below in Time posting.


Time Posting

Time posting is very important to record all working hour for any like Account, Job, Job Task, Case, Contact or an issue. It is one place where in the user will have option to input his working hour time for a total week in a single go.

Usually the time posting is displayed for the user who has logged in with right credentials. He can only do the Time post for his hard work. But if the user has the user privileges such as Manager or Administrator, he can also change the user name and post time for others. (This has been explained in detail in Security roles in the previous pages).

Is unique facility provided to the user to copy the previous time sheet stored or Copy it from Template. This is helpful if the user is working on similar projects. This also save lots of time in creating a new sheet.

This is available on the top right corner of the page. Click here to change the User accordingly.

Figure 89: Time Sheet

Enter all details like Time Sheet description, Start & End Date, Resource and Approver

Filter and Sort data by Account, Job, Job Task, Case, Contact or Issue

Click on to get the list of tasks

These are the icons for Refresh, Add and Delete any of the Activities.


Select any one to proceed to create time sheet for example, you have selected Job Task, then a look up screen populates to get information

Select the right Job Task from the list and click on Ok

A New row is created in the Time sheet from Monday to Sunday.( as defined previously)

You can directly input the Hours with the help of a drop down list provided as shown below

Figure 90: Time Sheet - Information

You can also write any comments that you wish against the time post in this sheet for your reference.

Click on to save the entry


User can also copy the Time post data from One day to another day. Such as When you click on (…) which is in the window a drop down is provided as shown below

Select Copy for data to get stored in,

Figure 91: Pop up for Billable Hours

For example the above data is for Monday Jan 19th, you can copy the same for Friday 23rd Jan also.

Click on Friday to get a pop up display, Select (…) and click on Paste followed by to save data. All the Billable Hours, Non Billable Hours, Total Hours and Comments are copied as it is from the previous one. User can repeat this process any number of times

Copy Time Sheet for Template or from other Time Sheet.

User can also copy Time sheet from Template (already Created) for from the Existing Time sheet already created.

On the form as shown below select the desired option

Figure 92: Time Sheet form showing icons

By clicking on from Time sheet it opens a new Pop up window as shown below


Figure 93: Pop up to Copy from time Sheet

Select the appropriate time sheet and Add to get the Time sheet copied.

Copy from template: Click on the Button, Select the desired record from the Look up Record and press Add to add data to existing from.

Figure 94: Time Sheet with Look up Screen

After adding the data the form will be as shown below.

When template is added to the existing time sheet, the Values will be Zeros.


Figure 95: Time Sheet with Template data

Once the time sheet is ready, you can sent this sheet to Approver for approval by clicking on SEND TO APPROVE tab which is placed on top of the sheet

When the Approver approves the time sheet it create Billing line items which enables you to easily make the Invoice.

The Approver can also reject the Time sheet.


Customers This section deals with Accounts and Contacts

Accounts

To navigate click on Time and Billing-> Accounts (Customers)

Create an Account. This Account form also consists of Billing Preference section. This is very important since while billing is done if there is no information provided for the Job task or Jab about the billing type, the same matches with this account/contact and creates a new bill with this billing preferences.

Figure 96: CRM Accounts form

On the form select Information as shown below

Figure 97: Account Form showing options


Figure 98: Account - Billing Preference

Contacts To navigate click on Time and Billing-> Customers->Contacts

Create a Contact. This Contact form also consists of Billing Preference section. This is very important since while billing is done if there is no information provided for the Job task or Jab about the billing type, the same matches with this contact/ account and creates a new bill with this billing preferences.

Figure 99: CRM Contact form


Figure 100: New Contact Billing Preferences


Billing This section deals with Time posting, Billing Line items and Invoices and Invoice generator

Time Posting

Time posting made very easy to operate for the Administrators and Managers. Time Posting gives the

working time details. Resources can post the working details like when they actually started working on

the activity, the time when they have completed the activity, resources Break Duration which comes

under Non Billable Hours, to which extent the resource have completed the activity assigned to him/her.

These details help in billing process and Payroll process, saving time of an organization. Resources can

also post the risks associated with task.

A resource who has logged in to the system with his credentials only will be able to do time posting

pertaining to him. In other words this user cannot do time postings for any other user

Time Posting Process from Time Posting entity

This will give you the details of Time Postings of all resources from the Job, Job task, cases, account and Contact.

You need to approve the time posting records for the billing purpose.

Select the records and click on Approve button to approve the Time Postings.

Figure 101: CRM Time posting (unapproved) list


All unapproved time Postings are listed

Can Approve, reject, Edit, Delete, Assign or Share

Also Create a New Time Post from here by clicking of New Tab

If you want to add one more task for time posting click on the icon displays the list and selects any one of them and enters the duration. Time posting will be done automatically by entering the hours.

You need to follow the above process for doing time posting for Job Task, Account, Contact and Case.

User can Also Do Time Posting from the Jobs Time Posting from the Job Task Time Posting from the Cases Time Posting from the Contact Time Posting from the Account

Billing Line Items

Billing line items are created for jobs when time posting is approved.

Billing type is “Fixed Cost” create a New Billing by clicking New icon on top left corner


Figure 102: Billing line items

Figure 103: Billing line items new

Once you get the above screen opened Input the Subject Description

Enter Detailed description

Select Job, Job Task and case, Account, or Contact with the help of Look up icon

Once done, it navigates to Billing Line Details for the Total Amount to be inputted

Click on Save or Save & Close or Save & New icon on top left corner as desired

Invoices

This is the last stage in this Time and Billing functionality. Till now whatever jobs / Projects have been created earlier along with relevant Job task or tasks are now processed to generate Invoice (commercial billing / revenue for the company).


To navigate Invoices click on left panel Time and BillingBillingInvoices

The below screen is opened in the working area. Existing Invoices are displayed if any

Figure 104: Invoice(s) list

Select an Invoice and click to view

Figure 105: Invoice

User has an option to mark it as Invoice paid, or Cancel this Invoice or Recalculate the Invoice

User can create a New Invoice or Delete this Invoice.

More options are shown under (…)


To create a new Invoice click on new

Figure 106: Invoice creation – New

Fields marked with Astriex are mandatory.

Figure 107: New Invoice Created


Once you click Save , On the left Panel, Related menu gets activated

Click either on Products under Common to Add Billing Line items or Add existing Expenses

The following screen is displayed after clicking products

Figure 108: Add existing Billing Line Items

Figure 109: Invoice Products

Select any of the icons shown in the top ribbon “Add Existing Billing Line items” to “Add Existing Expenses”

Only the relevant records pertaining to the selected Customer field (Account or Contact) are displayed in pop up screen.


Select the item(s) if any and say Ok. As shown in the below screen.

If finished with Billing line items, then select Add existing expenses now

Follow the same procedure to select from the pop up list for expenses

Only the Approved expenses will be displayed in the list

Complete all details like Bill to Address, Ship to Address Notes etc. and save to exit

Close the screen to go back to Invoice screen

In the main screen top ribbon you will have various icons as shown below.

You can select any of the icons and to a specific operation as mentioned like Cancel Invoice, Recalculate, Lock Pricing, and Get products etc.

Once the invoice is paid click on “Invoice Paid” icon and select the Status reason from the drop down menu

Click on Ok to continue. Once this operation is completed this particular Invoice is marked as Inactive mode and will not be further seen in the active mode selection.

Figure 110: Invoice Paid / Cancel Invoice


Invoice Generator

To navigate click on Time and Billing->Billing->Invoice Generator as shown

Click on to Expand as shown below

Figure 111: Invoice Generator

All the Billing Line times or the Expenses pertaining to the selected Account or Contact are displayed

You can toggle between Billing Line Item and Expenses

Select the record(s) or Click on new to create a new record by giving details as Project Information for Billing Line item or Expense details for Expenses.

Click Save to record the information.

Select an Account and click Generate Invoice button, which is placed on top left corner of the screen

Proceed to generate New Invoice.


Sales Process Automation

A User can create a Job from Opportunity or Quote or Order directly without the conventional method of opening the job.

To navigate click on Sales->Opportunity as shown

Open the Opportunity form, Again click on New to create a new opportunity

On a New form enter the Topic name and save the form.

On Save a New button on the ribbon is created as shown below

Figure 112: Sales Process thru Opportunity form

A pop up confirmation window is opened

Check the Radio Button either to create a Job from Template or Create a New Project by itself

Secondly select the Start date and End date of the project with the help of a Calendar icon provided

Finally Assign the resources by selecting them from the list provided and click OK

The Project will be created accordingly.

User can do the same from Quote or Order also.


Administration

Resource Utilization To navigate click on Time and Billing->AdministrationResource Utilization as shown

This resource utilization is very helpful for the management to view the users work load graphically. All the Users are listed here and graphical bar is being displayed against each date of the month showing if the User is busy or free.

This helps the management or the higher authorities to allot new projects and works to the users. There is a Small button against each user on the Left Side. On click on this a list of all Tasks are listed where the user is involved. Management can precisely pinpoint every day’s activities of the users.

The Calendar is from January to December and user has to click and select for the desired month details

Figure 113: Resource Utilization calendar


More To navigate click on Time and Billing->AdministrationMore as shown

Click on More to Show Resources, Templates and Settings

Figure 114: Administration - More option

All the above were discussed and narrated in detail in the earlier pages.


Uninstall Process

To uninstall Time and Billing you need to delete Time and Billing solution. Navigation is Settings

Solutions Select the check box of Time and Billing then click on Delete as shown below for all the

three solutions

Figure 115 : Deleting Time and Billing Solution

Click on OK to delete the solution from CRM. The solution will be deleted

Figure 116: Solution Deleted

Repeat the process for all the solutions.


MTC Overview

MTC develops an ever growing and extensive family of add-on products, complete solutions, and core development technologies for the Microsoft Dynamics CRM platform. MTC supports a product development effort with a highly efficient global Microsoft CRM exclusive services business 24/7. MTC’s products represent the refinements in functionality, deliverability, and long-term maintainability of unique highly customized Microsoft Dynamics CRM platform business solutions suggested as most important in MTC’s global volume customization business. MTC runs its internal operations and many of its partners and affiliates with this example

Small and medium sized businesses (SMB) can now affordably build the kind of enterprise automation system that distinguishes the best

unique-line-of-business enterprises on earth. MTC uniquely delivers a very-unique service of clear value to businesses globally seeking automation as a business advantage.

SMB Custom Enterprise is your business’s exact fit for a complete low cost business-specific companywide automation solution - marketing to operations to accounting in a closed loop - built on the Microsoft Dynamics XRM platform technologies. Starting with the Microsoft CRM platform in either a monthly Online or wholly owned on premise implementation you choose from a large and growing set of packaged option functionality where you determine what non-standard additional functions you want on this solution, then add them.

For more information on the dozens of integrated products of the “SMB Custom Enterprise” solution set visit: www.MTCCRM.com MTC’s low-cost and fixed-rate professional services current rate schedule: www.MTCCRM.com/MTC_Services.pdf.

Management Technology Consulting LLC (MTC) is dedicated exclusively to the Microsoft Dynamics CRM platform and CRM web portal technologies in the business of delivering add-on products and services.

MTC is a Microsoft Independent Solution Vender working on Microsoft CRM since the introduction of the platform. MTC’s product offerings include development technologies for the Dynamics CRM platform, add-on enhancements of features and major

functions to CRM, as well as complete vertical-market Enterprise versions of Dynamics CRM serving an every growing list of industries and organization types.

MTC’s services are built on a global 24/7 rapid-response and low-cost and fixed-rate ease of engagement. MTC is US headquartered company optimized for low-cost on-demand global engagement with regionalized contacts and a development facility in Hyderabad India adjacent to Microsoft’s facility.

The Global CRM Community DynamicsExchange.com MTC is the founding and managing partner of the Microsoft Dynamics CRM platform Community at www.DynamicsExchange.com. Dynamics Exchange is crowd-source built and dedicated to driving down the costs of implementation and enhancement of the Microsoft Dynamics CRM platform with unique and innovative social networking and knowledge resource allocation processes.

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Dynamics Exchange is the leading community free and open to Microsoft CRM uses and professionals for

support, training, knowledge, products, and services worldwide.

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Documents

User Guide - Microsoft Azure Dynamics CRM / XRM Platform User Guide CRM Versions Supported: CRM 2015, IFD and CRM Online Time and Billing for Microsoft Dynamics CRM Online or On-Premise