Support

centre

Welcome To The New Administrator Centre

On this page you will find answers to the some of the most frequently asked questions we receive from new administrators of expense@work, time@work or forms@work.

In addition, our New Users Portal contains tips and advice that will be of assistance and which you can share with your colleagues.

Irrespective of whether your organisation is using our software as an On Premise Solution or via the systems@work Cloud, all of the topics below will be of relevance to Administrators.

The topics covered apply equally to the administration of all 3 of our solutions (time@work, expense@work and forms@work) unless explicitly stated.

If your question is not answered below then you can search the Knowledge Base (using the search box above) or you can log a support call with us using any of the methods listed on the systems@work Support Portal.

Image

System Administration

Image

Introduction

Administrators of the system typically have 2 additional tabs on their home screen.

  • Data Maintenance
  • Administration Console

Data Maintenance

This is where the reference data in the system is created or amended. Examples of the reference data managed in this section include:

  • Employees
  • Projects
  • Expense Types
  • Clients
  • Analysis Values
  • Accounting Periods
  • Timesheet Periods
  • Transmission Text
  • Links Definition

Administration Console

This is where certain important admin functions can be carried out.

  • Routing
  • Posting & Validation
  • Timesheet Control
  • Form Control
  • Identity Switch

Update Reference Data

Image

Introduction

The principles surrounding the creation, amendment or deletion of reference data are the same no matter which data element you are working with.

Creation

You can create a new record by clicking the Create button in the bottom right corner of the screen and entering the data. When creating new Employees, Projects and Expense Types you will also have the option to Copy data from an existing record. In addition you have the option to Import and Export reference data using the Export/Import button in the top left corner.

Edit

To edit a reference data record you should click the Action Icon on the line of the item you wish to change.

Delete

As a general rule you can only delete records that have never been used in the system. So for example you cannot delete an Employee after they have submitted a timesheet or expense claim and you cannot delete a Project or Expense Type if they have ever been used in a document. In these situations you should Edit the record in question and close it by setting its Open To date.

Accounting Periods

Image

Introduction

Accounting Periods are an important and necessary part of your system setup. There must be Accounting Periods in place for every year that you are using the system.

Creation

You can create a new Accounting Period record by clicking the Create button in the bottom right corner of the screen and entering the data. In addition you have the option to Import and Export Accounting Periods using the Export/Import button in the top left corner.

Delete

As a general rule you can only change or delete Accounting Periods that have never been used in the system. So for example you cannot delete or change an Accounting Period after transactions have been entered for that period.

Timesheet Periods (AKA Calendar Months)

Image

Introduction

Timesheet Periods are an important and necessary part of your system setup. There must be Timesheet Periods in place for every week, fortnight or month that you wish to capture timesheet data.

Note that in expense@work and forms@work Timesheet Periods are known as Calendar Months and must also exist for all periods in which you are using the system.

Creation

You can create a new Timesheet Period record by clicking the Create button in the bottom right corner of the screen and entering the data. In addition you have the option to Import and Export Timesheet Periods using the Export/Import button in the top left corner.

Delete

As a general rule you can only change or delete Timesheet Periods that have never been used in the system. So for example you cannot delete or change a Timesheet Period after time has been entered for that period.

Administration Console

Image

Introduction

The Administration Console provides access to a number of tools that assist in the management of time@work, expense@work and forms@work.

You can find information on these and other Administration Functions in the Reference Guide which is available in the Download Section of the systems@work Website.

Timesheet Control

Timesheet Control is used to move a timesheet from one status to another or from one Next Action Employee to another.

Form Control

Form Control is used to move a form from one status to another or from one Next Action Employee to another.

Identity Switch

Identity Switch allows an Administrator to view the system from the perspective of another employee. For example you can "assume" the identity of a manager who asks you to  authorise a Timesheet or Expense Form on their behalf.

Routing

Routing is the process which moves a document (timesheet or form) one stage to the next. Generally Routing is handled automatically by the system but there may be circumstances when you wish to force a routing event. This is done by clicking on Routing and then select the Start option in the bottom left corner of the page.

Posting and Validation

Similar to Routing, Posting and Validation is the final stage of a documents workflow and is typically done automatically by the system. There may be circumstances where you will need to open the Posting and Validation screen to see why documents are not being posted. For example if you have hit your user count limit or have no Accounting Periods setup then forms and timesheets will wait here until you rectify the situation causing the posting failure.