ItmSUITE® - FM configuration

Financial Management is an optional itmSUITE® module that allows you to invoice at client and manage internal and external costs.

The itmSUITE® function need to handle the processess are:

1. Client
2. Supplier
3. Service / Project
4. Timesheet
5. Billing

Client

All the functions present enable an application manager to set:

1. Client Master data
2. Sales Contract

Supplier

All the functions present enable an application manager to set:

1. Supplier Master data
2. Purchase Contract

Service / Project

At Service Level usually we want to have a clear picture of Costs and Reveniew. To obtain this goal an applciaiton manager has to configure:

1. Sales Contract, at project / service level
2. Purchase Contract at resource level

Timesheet

Timesheet is inserted by resource or from their manager to record the time spent on the activity to obtain a service costs and, if the sales contract is Time and Material the invoice detail.

The main feature available on timesheet are:

1. Manage hours
2. Manage Transfer costs
3. Manage Group Declaration

Timesheet user interface can be split in the following session:

1. Timesheet General Information
2. Ticket information
3. Resource Information
4. Project Manager
5. Manager

Timesheet General Information

The table below shown the general information present into the Timesheet.

Field	Content
Creation date	Date the Timesheet has been created
"Created by"	Timesheet creation Resource name
"Edit date"	Last Edit Date of Timesheet
"Edit by"	Last Resource that has modified the Timesheet
"Code"	Timesheet code, automatically assigned by system
"Resource"	Timesheet resource name. Project Manager can create a Timesheet also for their resources.
"Act. Date"	Timesheet Activity Date
"Purchase Role"	The system shown the list of possible purchase role the resource is enable to at the activity date for the current ' project /service
"Location"	This information identify the location where resource activity has been performed
"Op.Status"	Timesheet Operative Status.Resource
"Purchase Contract"	The system retrieve the actual resource purchase contract that will be used to valorise the time spent.
"Adm. Status"	Timesheet Administrative Status

Timesheet Manage Hours

Timesheet UI session is divided in three main section:

1. Resource
2. Project / Service Manager
3. Manager

Based on user role the timesheet sections are shown to the user.

Resource once inserted the Timesheet record has to set the Op. Status to "Declared" to enable it at system level. All the Timesheets in status "Inserted" are not taken in consideration in the cost management process. If an inserted Timesheet is no more necessary, can be moved in "Cancelled" status.

Project / Service Manager take in charge the "Declared" Timesheet to:

1. Approve, changing the Op.Status in "Approved"
2. Reject, asking the user to change it , modifying the Op.Status in "Change Required".

Resource is notified via email for a Timesheet to review, so he/she can process it.

Timesheet Manage Group Declaration

This feature enables the resource to declare on timesheet the group they were working when they perform the activity.

Form the resource point of view in timesheet, will be possible to set the group the user belongs to. This information can be used to profile costs per group of report.

To enable this feature administrator as to:

1. Enable Group Declaration at company level
2. Define a proper setting at service level

Enable Group Declaration at company level in /General / Company tab Model Options / Timesheet there is a Group Declaration flag that enable the group management at company level

Project / Service setting The enable the group declaration management at service level is necessary to configure the following flags in Service Tab Settings / Timesheet:

1. Mandatory group declaration
2. Group Manager View
3. Group Manager Approval