How EERP determines which PL strings display in Time and Attendance

Owned by Knowledge Assistant
Aug 02, 2023
3 min read
Description of Issue

Some PL strings are missing in Timesheet entry in Time and Attendance (ExecuTime). They were just added in Project Master and are showing in Location Codes in the ESS Time Entry PL code set in EERP.

Context
  • Payroll
  • EERP (Munis)
  • Location Codes 
  • Project String Code Sets
  • Project String Settings 
  • Time & Attendance (ExecuTime)
  • Timesheet Entry
Cause

There are settings in Project Master and Project Expense String that determine if the Project String will display in TA (Time & Attendance)

Resolution
  1. Go to Location Codes in EERP (Payroll>Payroll Setup>Location Codes)
  2. Search for the applicable Location. Click the ESS Options tab. 
  3. Click ESS Time Entry PL folder. 
  4. Note the Project String Code Ranges. 
    1. Example 9601 to 9601
  5. Click Code Sets in the toolbar. 
  6. Click Search. Define the Code Set. 
    1. Example 9601
  7. Click Add/Edit Ranges folder
    1. This will show the Project (or phase, task or sub task) range.
      1. Individual Project strings cannot be added in here, it will all be based on which strings fall within the ranges. 
    2. Example Project range is from PW10001 to PW10001
  8. Click Return. Click Return again to the Project String Code Ranges screen.
  9. Click Preview Records in the the toolbar. 
    1. This will display all Project Strings within the code set range. 
    2. Example shows all Project String with Project PW10001 (PW10001-CON-SALARY-FULLTIME, etc.)

NOTE - Regardless of the status (closed, inactive, pending, etc.) of the Project in Project Accounting, all the Project Strings will display when viewing the Project String Code Sets Preview in Location Codes. Just because a string is listed here does not mean it will display in Time & Attendance. 

  1. Go to Project Master (Financials>General Ledger Menu>Project Accounting>Project Ledger>Projects/Inquiry>Project Master)
  2. Search for applicable Project 
    1. Example PW10001
  3. Note the Status and Workflow Status fields
    1. Example, Active, Pending, Hold, Closed. 
  4. Click Expense in the toolbar
  5. Note all the Project Expense Strings for that Project. Navigate to the applicable String.
  6. Note the Status and Workflow Status (Approved, Pending). 

NOTE - In order for the Project String to display in Time & Attendance, the Status on the Master and Expense String records must both be approved. If the Master is showing Approved, but the Expense String is showing Pending, it will not display in TA and vice versa (Regardless of it showing in Location Codes > PL code Set)

To add to the NOTE above, if the Project Accounting Role for the user has the option for, Post to Projects with a Closed Status, checked, those will display in TA. 

  1. Go to User Attributes (System Admin>Security>User Attribute Records)
  2. Search for the User. 
  3. Click the Role that gives financials Project Accounting Access and click Edit Role.
  4. Click the Project Accounting folder. 
  5. Note if the checkbox for Post to Projects with a Closed Status is checked. 
    1. If this is checked, Projects with a Closed Status will still display in TA (They will not if they are not Approved)
Additional Information

ExecuTime - Where does ExecuTime pull PL codes from

Unable to access PL and GL Accounts when entering time - Missing Default Position in Time & Attendance

Project Codes Not Integrating in ExecuTime - Permissions

Quick Reference Examples for Project Master and Project Expense String Setting Combinations:

  1. If Project Master Status is set to Pending and Workflow Status is set to Approved and Project Expense String Status is Active and Workflow Status is Approved - It will not display in TA.
  2. If Project Master Status is set to Active and Workflow Status is Approved and Project Expense String Status is set to Pending and Workflow Status is Approved - It will not display in TA.
  3. If any of the four settings (Project Master Status/Workflow Status and/or Project Expense String Status/Workflow Status) are set to Pending, the string(s) will not display in TA. 
  4. If Project Master Status is Closed and Workflow Status is Approved and Project String Status is Active and Workflow Status is Approved - It will not display in TA unless the Permission in the User's Project Accounting role is checked for, Post to Projects with a Closed Status.
  5. If Project Master Status is Active and Workflow Status is Approved and Project String Status is Closed and Workflow Status is Approved - It will not display in TA unless the Permission in the User's Project Accounting role is checked for, Post to Projects with a Closed Status.