Workflow for Creating and Linking Timesheets Between Vision and TrafficLIVE

Timesheets can be linked between Vision and TrafficLIVE when you run the TrafficLIVE web service.

The following table provides the workflow for creating and linking timesheets between Vision and TrafficLIVE:

Step Description Location/Notes
1. Create and link the projects/jobs that will be associated with timesheets.
Before Vision can receive new timesheets from TrafficLIVE that have time applied to a project/job, you must complete the following for the project/job:
  1. Send the project/job from TrafficLIVE to Vision using the TrafficLIVE web service.
  2. In the Project Info Center in Vision, complete the fields for the linked project/job that are required for timesheet entry.
2. In TrafficLIVE, create new timesheets and approve them.

In TrafficLIVE, create a new timesheet in Menu > my traffic > my timesheets.

Approve a timesheet in TrafficLIVE in Menu > manage agency > timesheet search.

Before timesheets can be linked to Vision with the TrafficLIVE web service, TrafficLIVE timesheet line items must have both of the following:

  • A Signed Off or Ready for Export status (the Signed Off or the Ready for export check box for a timesheet line item is selected in Menu > manage agency > timesheet search).
  • A date on or before the end date of the current fiscal period in Vision. This ensures that future timesheet records (perhaps for vacation time that is entered for next month) are not posted in Vision too early.
3. In Vision, run the TrafficLIVE web service so Vision will receive new timesheets from TrafficLIVE.

In Vision, click Utilities > Advanced Utilities > TrafficLIVE Web Service:

  1. In the Received from TrafficLIVE section on the General tab:
    1. Select the Timesheets check box.
    2. In the field below the check box, specify whether you want Vision to receive timesheets from TrafficLIVE with a status of Signed Off or Ready for Export.
  2. On the TrafficLIVE Web Service form toolbar, click the Run or Schedule option to start the web service now or schedule it to run at a later time.
    • New timesheet records from TrafficLIVE are imported to the Transaction Center in Vision. The timesheet records in Vision and TrafficLIVE are now linked.
    • The status of the timesheets in TrafficLIVE is changed to Exported. (The Exported field in Menu > manage agency > Timesheet search is automatically changed to Yes.)
    • A timesheet data file that is created in Vision in the most current open fiscal period.
    • The start date and end date on the data file can help you identify whether a file has transactions outside the expected timeframe (period).
    • If you have multiple companies set up in Vision:
      • The data entry file for the new timesheets is created for the active company in Vision. This is the company that you selected when you logged into Vision and ran the TrafficLIVE web service.
      • It is possible to associate employees with more than one company in Vision. If an employee is associated with multiple companies in Vision, only the home company record for the employee is affected when you link timesheets between Vision and TrafficLIVE.
4. In Vision, review and post the timesheets.
  1. In Vision, review the timesheets in Transaction Center > Transaction Entry.
  2. Post the timesheets in Transaction Center > Transaction Posting.
5. In Vision, create a billing labor transfer to move time (labor) for a posted, linked timesheet from one project/job and task to another.
  1. From the Navigation menu in Vision, click Billing > Interactive Approvals or Billing > Interactive Billing.
  2. On the Labor tab of the Interactive Approvals form or the Interactive Billing form, use the Transfer option on the grid toolbar to enter the hours to transfer and the project/job, stage, and task to transfer the hours to.

    On the Billing Labor Transfer dialog box:

    • The project/job that you are transferring hours to, which you select in the Project/Job field in the Transfer target section, must exist in Vision (it has already been sent from TrafficLIVE to Vision using the TrafficLIVE web service).
    • The TrafficLIVE charge band that prefills in the Charge Band field is retrieved from the TrafficLIVE Charge Band field on the Budget & Revenue tab in the Vision Project Info Center for the project/job that you are transferring labor to.
    • You can change the labor code level 2, which defines whether or not the labor record is billable. This labor code updates the billable status on the record in TrafficLIVE.

For more information, see Billing Labor Transfers for Timesheets that Are Linked Between Vision and TrafficLIVE.

6. In Vision, run the TrafficLIVE web service to update linked timesheets in TrafficLIVE with the billing labor transfers made in Vision.
  1. In Vision, click Utilities > Advanced Utilities > TrafficLIVE Web Service.
  2. On the General tab of the TrafficLIVE Web Service form, select the Billing Labor Transfer check box in the Send to TrafficLIVE section.
  3. On the TrafficLIVE Web Service form toolbar, click the Run or Schedule option to start the web service now or schedule it to run at a later time.
Parent Topic: Linking Timesheets
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