Timesheet Special Categories Form

Use the Timesheet Special Categories form to set up special labor charge categories for Timesheet users.

The fields on this form also appear on the Special Categories dialog box. The dialog box gives you an easier way to add and edit information, without scrolling across a broad set of columns.

Sorting

To sort information, click the appropriate column heading in the Timesheet Categories grid. For example, to sort by category, click the Category column heading. You can sort information in ascending or descending order. Click a column heading once to establish a sort order. Click the column heading again to reverse the sort order.

SQL Queries

You can use SQL queries to identify the projects, phases, tasks, labor codes, and labor categories associated with special categories. Commonly used variables for these SQL queries are:

• :emp
• :wbs1
• :wbs2
• :wbs3
• :laborcode
• :billcat
• :activecompany (Multicompany)

Multicompany and Special Categories

If your firm uses the Multicompany feature, you must configure special categories for each company in your enterprise. For timesheet-related queries, it is important to note that an employee may be associated with multiple companies. For this reason, queries that reference a company-specific field (such as Organization) should use the EMAllCompany view to search all the companies associated with the employee, and then use the :activecompany variable to look at the company-specific record for the timesheet's active company.

For example, to select the correct WBS2 for a Multicompany employee entering a timesheet, you need to know all of the company records for that employee, as well as which company record matches the active company for the timesheet.

SELECT WBS2 FROM PR INNER JOIN EMAllCompany ON LEFT(EMAllCompany.Org.2) = LEFT(PR.Org.2) WHERE PR.WBS1 = 'SPECIAL' AND EMAllCompany Employee = :emp AND EMAllCompany.EmployeeCompany = :activecompany AND PR.WBS2 <> ' '

Display the Timesheet Special Categories form

You display the form in Configuration.

To display the form, complete the following step:

From the Vision Navigation menu, click Configuration > Time & Expense > Timesheet Categories.

Toolbar of the Timesheet Special Categories Form

Use toolbar options to save special categories for timesheets, create new special categories or copy existing ones, or to print a report that lists your special categories.

Contents

Field	Description
Save	Click this option to save Timesheet Special Categories entries and/or changes.
New	Click this option and then click one of the following: Click New Group Categories to enter new special categories for a selected employee group. Click Copy Current Group Categories to copy special categories from the currently selected employee group to a different employee group. Click Select Group Categories to Copy to open the Timesheet Category lookup and select the employee group whose categories you want to copy.
Delete Group Categories	Click this option to delete all of the timesheet special categories for the currently selected employee group.
Print	Click this option and then click Print Current Group to print a Timesheet Special Categories report that includes only the currently selected employee group. Alternatively, click Print All Groups to print a Timesheet Special Categories report that includes all employee groups (for the active company).
Help	Click this option to view help for Timesheet Configuration.

Contents of the Timesheet Special Categories Form

Use the fields and grid options to set up special categories for your timesheets.

Fields

Field	Description
Employee Group	You can set up timesheet special categories for all employees or for specific employee groups: The special categories you set up for all employees appear on the timesheets of all employees, regardless of their group affiliation. To set up special categories for use by all employees, select the [All Groups] option. The special categories you set up for specific employee groups appear only on the timesheets of employees belonging to those groups. To set up special categories for use by a specific group of employees, select an employee group from the Group drop-down list. The Group drop-down list only displays employee groups for which you have not yet set up any special categories. To add categories to an established group, click on the Timesheet Special Categories form and select the group from the Timesheet Category Lookup. Vision displays the selected group in Employee Group. This field is active only when you click New > New Group Categories.
Category	Enter a unique code for this special category. Use up to six numbers and/or letters.
Description	Enter a description for this special category. The description you enter here appears on users' timesheets.
Sort Order	Enter a sort order number for this special category. The sort order number determines the order in which special categories appear on user timesheets.
Project	Select one of the following options from the drop-down list in this field. Select Project to enter a single project number in Single Project. Select Query to enter a project query in Project Query. The option you select determines which project fields are enabled on the Timesheet Special Categories form.
Single Project	If there is a single project associated with this special category, enter the project number in this field. Enter a project number directly in this field, or use the Quick Find feature to select a project from the Project Lookup. If the project varies by employee, do not enter a project number in this field. Select Query in the Project field and enter a project query.
Project Query	Enter a SQL query to identify the appropriate project for this special category. Use a project query only if the project varies by employee.
Phase	Select one of the following options from the drop-down list in this field. Select Phase to enter a single phase number in Single Phase. Select Query to enter a phase query in Phase Query. The option you select determines which phase fields are enabled on the Timesheet Special Categories form.
Single Phase	If there is a single phase associated with this special category, enter the phase number in this field. Enter a phase number directly in this field, or use the Quick Find feature to select a phase from the Phase/Task Lookup. If the phase varies by project or employee, do not enter a phase number in this field. Select Query in the Phase field and enter a phase query.
Phase Query	Enter a SQL query to identify the appropriate phase for this special category. Use a phase query only if the phase varies by project or employee.
Task	Select one of the following options from the drop-down list in this field. Select Task to enter a single task number in Single Task. Select Query to enter a task query in Task Query. The option you select determines which task fields are enabled on the Timesheet Special Categories form.
Single Task	If there is a single task associated with this special category, enter the task number in this field. Enter a task number directly in this field, use the Quick Find feature, or use the Phase/Task Lookup. If the task varies by project, phase, or employee, do not enter a task number in this field. Select Query in the Task field and enter a task query.
Task Query	Enter a SQL query to identify the appropriate task for this special category. Use a task query only if the task varies by project, phase, or employee.
Labor Code	Select one of the following options from the drop-down list in this field. Select Labor Code to enter a single labor code in Single Labor Code. Select Query to enter a labor code query in Labor Code Query. The option you select determines which labor code fields are enabled on the Timesheet Special Categories form.
Single Labor Code	If there is a single labor code associated with this special category, enter the labor code in this field. Enter a labor code directly in this field, use the Quick Find feature, or use the Labor Code Lookup. If the labor code varies by project, phase, task, or employee, do not enter a labor code number in this field. Select Query in the Labor Code field and enter a labor code query.
Labor Code Query	Enter a SQL query to identify the appropriate labor code for this special category. Use a labor code query only if the labor code varies by project, phase, task, or employee.
Labor Category	Select one of the following options from the drop-down list in this field. Select Labor Category to enter a single labor category in Single Category. Select Query to enter a labor category query in Category Query. The option you select determines which labor category fields are enabled on the Timesheet Special Categories form. The Labor Category fields display on the Timesheet Special Categories form only if you are using Vision Accounting, Vision Billing, or Vision Resource Planning.
Single Category	If there is a single labor category associated with this special category, select the category from the drop-down list in this field. If the labor category varies by project, phase, task, labor code, or employee, do not enter a Labor category in this field. Select Query in the Labor Category field and enter a labor category query. The Labor Category fields display on the Timesheet Special Categories form only if you are using Vision Accounting, Vision Billing, or Vision Resource Planning.
Category Query	Enter a SQL query to identify the appropriate labor category for this special category. Use a labor category query only if the labor category varies by project, phase, task, labor code, or employee. The Labor Category fields display on the Timesheet Special Categories form only if you are using Vision Accounting, Vision Billing, or Vision Resource Planning.

Timesheet Special Categories Grid

Field	Description
Search	Use this field to search for and open timesheet group category records: Use the Timesheet Category Lookup to display all timesheet groups (within the active company) for which you have defined special categories. Use the Timesheet Category Lookup to search for and open the timesheet special category records for one or more timesheet groups. You can also search for groups using the Quick Find feature.
Drop-Down	Click the drop-down arrow on a grid header to complete any of the following actions: To print grid data, click Print. On the Print Preview form, click File > Print to send the grid data to your default printer. To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the grid data, or to save the spreadsheet file locally. To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into the field, in the sequence that you want them to display. Not all options are available on all grids.
Edit	Click this option to edit a the currently selected timesheet special category. When you click this option, Vision displays the Special Categories dialog box. Use it to make changes to the special category.
Insert	Click this option to add a new timesheet special category to the Timesheet Special Categories grid. When you click this option, Vision inserts a blank row on the Timesheet Special Categories grid, directly below the currently selected row. Enter the new special category information in this row, or double-click anywhere in the row to enter information using the Special Categories dialog box.
Copy	Click this option to copy the currently selected timesheet special category to a new row on the Timesheet Special Categories grid. When you click this option, Vision inserts a new row on the Timesheet Special Categories grid (directly below the currently selected row) and copies the special category information to the new row.
Delete	Click this option to delete the currently selected timesheet special category from the Timesheet Special Categories grid.