Employees in Project Accounting
In order to link activities and expenses to employees you must create a list and link to an employee group, so before you can create an employee you need create an employee group. Groups are also the bsis for reporting e.g. full time, part time etc.
How to create an employee group.
After an employee group has been created, you can create employees. There are three categories:
Project managers define projects, employees, time and cost entries on their own projects. In addition, the project manager can be granted permission to invoice the projects they manage.
Time loggers may register time, mileage and expenses connected with the projects they have access to.
‘Blank’ employees are linked to a project, but are not set up as e-conomic users and thus cannot register time etc. themselves.
This short video shows you how to create an employee in Project
To set up a new employee
It is necessary to define at least one employee group before setting up a new employee.
How to create a Employee Group
1.Click ‘Project’ > ‘Other setup’ > ‘Employees’
2.Click ‘New employee’ above the list area
3.Edit the fields Details
4.Click ‘OK’
Details about the fields
Note that not all fields are mandatory.
| Field | Action |
|---|---|
| Number | Enter the desired employee number. The number must be unique to this employee. Maximum nine characters, numeric only |
| Name, Address, Postcode, Town | The name and address of the employee |
| Group | Include the employee in this group |
| Cut-off date | The cut-off date for increases in employees’ cost/ sales prices |
| Sales price before/ after | Enter a sales price before and after the cut-off date. If there is no cut-off date, only edit ‘Sales price before’ |
| Note | Sales prices can be defined three places in the module: Under ‘Employees’, ‘Activities’ and special prices connected with a project. If a special project price has been defined, it overrides the two others; likewise, prices entered in ‘Activities’ override those in ‘Employees’ |
| Cost price before/ after | A cost price before and after the cut-off date. Enter ‘0’ if there is none |
| Type | The type of employee Description) |
| Blank | The employee is linked to a project but cannot log information |
| Time logger and Project manager: | |
| Initials/User | User name |
| The employee’s e-mail address | |
| Password /Repeat | Type the user’s password twice. It must comprise minimum eight characters including at least one number and one letter. Note: Inform the user of their new password. Note: Time loggers and project managers are created as users under the “Settings” tab and cost extra |
| Can approve | Check this to grant permission to approve his/her own time entries |
| Can invoice | Check this to grant project managers permission to invoice the projects they manage |
Employee entries (icons on the right)
| Field | Action |
|---|---|
| ‘Time’ | Register time or print weekly/monthly notes |
| ‘Mileage’ | Register mileage |
| ‘Expenses’ | Register employee expenses |
| ‘Recording rules’ | Administrators and project managers can define access for each employee. By default, employees have access to all projects and activities |
| ‘Employee card’ | Display an employee card showing the employee’s entries on the activities and projects that the employee has access to |
| ‘Copy’ | Copy the employee’s data to create several employees with similar data |
| ‘Delete’ | Delete an employee. (Not possible if entries have been made.) |
| ‘Edit’ | Edit an employee’s data |