Time & Material Journal

Source: This article refers to Time & Material Journal

In a Nutshell

The Time & Material Journal feature allows administrators to view, edit, delete, and approve technician-input values such as mileage, time, efforts, and material critical for billing and service call completions.


Prerequisites

In order to operate the Time & Material Journal approval functionality, you must complete the following configuration steps.

Assign Approval Permission Settings


Enable Sync Business Rules

Note The Approval Status will display only after the following business rules have been enabled.


Time & Material Approval Lifecycle

Service Call Checklist Entry
When technicians respond to a service call, often they are required to enter effort, expense, material, and mileage information for customer billing or record-keeping purposes. Once the activity is closed, the information can no longer be edited by the technician.
Approve/Deny Time & Material Expenses
When this checklist data is synchronized from the mobile application, Time & Material information will then be available in the T&M Journal tab. From there, you can review, edit, approve and/or deny records.
Approved Data Synced with ERP
When Time & Material data is approved, it will then be synchronized with the ERP. Please note that only approved data will be synchronized.

Time & Material Actions

The following statuses occur in the Time & Material Journal:



Action Description Impact
Duplicate Duplicate the effort, equipment, material, and/or mileage record. By selecting this option, the application will create a copy of the record. Changes can then be made as needed to the duplicated record.
Review Review the effort, equipment, material, and/or mileage record. By selecting this option, the status of the record will change from Pending to Review and the record can be reviewed and/or modified as needed before being approved, declined, deleted, or sent back to the technician/field employee as a change request.
Approve Approve the effort, equipment, material, and/or mileage record. By selecting this option, the status of the record will change from Pending/Review to Approved. The information from the record can then be synchronized with the ERP system in the backend for billing/invoicing purposes.
Request Change Send a change request to the technician/field employee so they can modify the record or add additional information. By selecting this option, the techncian/field employee will receive a notification with a prompt to update/append the record and resubmit for approval.
Decline Decline the effort, equipment, material, and/or mileage record submission. By selecting this option, the record status will change from Pending/Review to Declined.
Delete Delete the effort, equipment, material, and/or mileage record. By selecting this option, the record will be removed from the Time & Material screen and will no longer be visible/available.

Filters

Time & Material Entries can be filtered by both Approval Status (example: pending) or certain column headers (example: service call).

Approval Status Filters

The following Approval Status filters can be applied to Time & Material entries:


Standard Filters

In addition to status-based filters, you can also filter Time & Material entries by the following column types:


Save Filter

Filters comprised of one or more filters can be saved by selecting the ⋮ action menu.



When saved, the filter is saved to the account in the Select Filter dropdown and can be used as needed in future sessions.




Screen Reference


Effort


It is here in the Effort tab where you can view and manage technician time records for service calls and other activities.

Field Description
Customer The customer associated with the service call.
Approval The current approval status of the record.
Technician The name of the responsible technician that responded to the service call.
Call ID The unique numerical ID of the service call. This number is generated by the application.
Subject The subject of the activty/service call. This information is entered when creating an activty/service call.
Duration The total duration of the service call.
Chargeable Slider. When blue, it indicates that the effort is chargeable, meaning that it can be included in the bill.
Start The date and time on which the activity related to the effort occured.

Effort Details



When you click on a record from the Effort tab (or create a new Effort record), the application will then display the following in the right-hand pane with additional information:

Field Description
Object Type Dropdown menu. Options include: Service Call and Activity
Call ID The unique numerical ID of the service call. This number is generated by the application.
Technician Required. The name of the responsible technician that responded to the service call.
Approval The current approval status of the effort (example: Pending).
Task Dropdown. Predefined list of values. The task associated with the service call (example: repair, inspection).
Start The start date and time of the service call logged by the technician.
End The end date and time of the service call logged by the technician.
Break in Minutes If applicable, the break time in minutes taken during the service call logged by the technician.
Chargeable Slider indicator. When blue, indicates that the effort expense is chargeable, meaning that it can be included in the bill.
Remarks Text entry field. If applicable, any customer-facing remarks. By clicking on this field, you can enter customer-facing remarks.
Internal Remarks Text entry field. If applicable, any internal remarks (not shared with the customer). By clicking on this field, you can enter internal remarks.
Threshold Exceeded Calendar/date selector.

Expense


Field Description
Customer The customer associated with the expense.
Approval The current approval status of the record.
Technician Required. The name of the responsible technician that responded to the service call.
Service Call The unique numerical ID of the service call. This number is generated by the application.
Subject The subject of the activity/service call.
Internal Amount The internal cost for the expense.
Type The type of expense (example: food, travel).
Chargeable Yes or no. $ indicates that the expense can be invoiced to the customer.
Date of Expense The date and time on which the expense occurred.

Expense Details

When you click on a record from the Expense tab (or create a new Expense record), the application will then display the following in the right-hand pane with additional information:


Field Description
Service Call The Service Call associated with the expense.
Activity If applicable, the activity associated with the expense.
Technician The name of the responsible technician.
Approval The current approval status of the expense (example: Pending).
Type Dropdown. Predefined list of values. Examples include:
  • Lunch
  • On call flat rate
  • Accomodation
  • Travel cost
Date of Expense The date on which the expense occured.
Internal Amount Not shared with customer. The internal cost of the expense.
External Amount If chargeable, the amount invoiced to the customer.
Chargeable Slider indicator. When blue, indicates that the expense is chargeable, meaning that it can be included in the bill.
Remarks Text entry field. If applicable, any customer-facing remarks. By clicking on this field, you can enter customer-facing remarks.
Attachments If applicable, any attachments associated with the expense detail.

Material


Field Description
Customer The customer associated with the service call.
Approval The current approval status of the record.
Item The items associated with the Material record.
Technician The name of the responsible technician.
Call ID The unique numerical ID of the service call. This number is generated by the application.
Subject The subject of the activity/service call.
Chargeable Yes or no. $ indicates that the material can be invoiced to the customer.
Unit Price The unit price of the item.
Quantity The total number of items.
Date of Material The date and time on which the material was used.

Material Details

When you click on a record from the Material tab (or create a new Material record), the application will then display the following in the right-hand pane with additional information:


Field Description
Object Type Dropdown menu. Options include: Service Call and Activity
Call ID The unique numerical ID of the service call. This number is generated by the application.
Technician The name of the responsible technician.
Approval The current approval status of the material (example: Pending).
Item Dropdown. Predefined list of values. The item used in the service call. Item data is managed using the Master Data Management module.
Equipment Dropdown. Predefined list of values. The equipment repaired in the service call. Equipment data is managed using the Master Data Management module.
Warehouse Dropdown. Predefined list of values. The warehouse from which the item was taken.
Date of Material The date on which the item was purchased.
Unit Price The unit price of the item.
Quantity The number of items purchased.
Chargeable Slider indicator. When blue, indicates that the effort expense is chargeable, meaning that it can be included in the bill.
Remarks Text entry field. If applicable, any customer-facing remarks. By clicking on this field, you can enter customer-facing remarks.

Mileage


Field Description
Customer The customer associated with the service call.
Approval The current approval status of the record.
Technician The responsible technician.
Call ID The unique numerical ID of the service call. This number is generated by the application.
Subject The subject of the activity/service call.
Duration The duration of the travel time.
Distance The total distance associated with the mileage record.
Chargeable Slider indicator. When blue, indicates that the mileage can be invoiced/charged to the customer.
Date The date and time on which the mileage occurred.

Mileage Details

When you click on a record from the Mileage tab (or create a new record), the application will then display the following in the right-hand pane with additional information:


Field Description
Object Type Dropdown menu. Options include: Service Call and Activity
Call ID The unique numerical ID of the service call. This number is generated by the application.
Technician Required. The name of the responsible technician.
Approval The current approval status of the mileage record (example: Pending).
Date The date on which the mileage occurred.
Travel Start Time The beginning date/time of travel.
Travel End Time The ending date/time of travel.
Start Position Text entry. The beginning position associated with the mileage.
Destination Text entry. The destintation, or location of the scheduled activity/service call.
Distance The total distance between starting position and destination.
Private Car Indicator. Indicates that the automobile associated with the mileage record is privately-owned.
Driver Indicator. Indicates that the responsible technician was also the driver.
Chargeable Indicator. Indicates that the mileage record can be invoiced/charged to the customer.
Remarks If applicable, any remarks associated with the mileage record.

Overview


The Overview tab provides a high-level overview of T&M Journal entries.

Field Description
Type The type of Time & Material record (effort, expense, material, mileage).
Creation Date The date on which the service call was created.
Approval The current approval status of the record (example: Pending).
Technician The name of the technician associated with the record.
Service Call The unique numerical ID associated with the service call.
Details The total duration of the Service call, with start and end time displaying below.
Chargeable Indicates whether the item is chargeable/can be invoiced to the customer.
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