ExpandIT 365 Time

Quick Guide

Setup Dynamics 365 Business Central

Connect Dynamics 365 Business Central to www.expandit365.com

Open the window ExpandIT 365 Time Connection and enter the API Login and the API Password, that you have been provided ExpandIT. You can buy access to ExpandIT 365 Time. Send a mail to access@expandit365.com with a request for access.

Leave the field API Server at 'Production Server'

When you have entered the information in the window, you can test the connection by pressing the button Test Connection.

Define Employees/field workers

The employees, that report time and material in the expandit365 client must be setup in Dynamics 365 Business Central.

You do this entering each employee as an Item in Dynamics 365 Business Central.

To create a employee, create a new Item. Open the window Items, and press the 'New' button. Enter a value in the field No., and the name of the employee in the field Description. In the field ExpandIT 365 Time, select the option employee.

You can update ExpandIT 365 Time with the information by pressing the Update ExpandIT 365 Time button on the actions tab of the ribbon.

Define Work Types

In ExpandIT 365 Time the field employees can register time and material. The time types and prices are defined as work types. These types must be setup in Dynamics 365 Business Central. Later you can assign which employees can use which work types. This is done in the Administration part of www.expandit365.com

Work Types for ExpandIT 365 Time are just defined as Items in Dynamics 365 Business Central. Create a new Item in the Items list window. In the Item Card you enter the information needed as if this was an ordinary item. In the field ExpandIT 365 Time, select the option employee.

You can update ExpandIT 365 Time with the information by pressing the Update ExpandIT 365 Time button on the actions tab of the ribbon.

Define Items for ExpandIT 365 Time

In ExpandIT 365 Time the field employees can register material used in at the job. The Items that can be used in www.expandit365.com are defined by selecting the option Item for ExpandIT 365 Time in the Item Card.

Items for ExpandIT 365 Time are just defined as Items in Dynamics 365 Business Central. Create a new Item in the Items list window or open an existing Item. In the Item Card you enter the information needed as if this was an ordinary item. In the field ExpandIT 365 Time, select the option Item for ExpandIT 365 Time.

Items for ExpandIT 365 Time can still be used for standard Dynamics 365 Business Central operations.

You can update ExpandIT 365 Time with the information by pressing the Update ExpandIT 365 Time button on the actions tab of the ribbon.

ExpandIT 365 Time Administration

Login

Open http://www.expandit365.com in a browser.

Now you get the logon screen:

Enter the username and the password for administration you have been provided by ExpandIT.

Enter information about your company

Now you get the following screen:

 

Click on 'Administration'

Then Click on Company Information

Enter information about your business. This information is used among other things to create KLS reports.

Give User Access

Click on User Access

Here you can see the employees which you have indicated as ExpandIT 365 Time employees in the Item Card of Dynamics 365 Business Central, access is given to the employees that should be users of the system. A common user access with basic registration, provide access to report time, material or reports (if reports are enabled). There can also be given access to approve hours, material or reports and for users to be administrators. An administrator can access the menu items under the 'Administration'.

Be aware that the number of different users affect the price to be paid for use of the system. The total cost can be seen in the upper right corner of the page.

Approvers

In the window Approvers, you set up which users are allowed to approve time and material for which employees.

Just follow the instructions on the page.

Assign Work Types to Employees

The work types, that you set up in Dynamics 365 Business Central, must be assigned to the individual Employee before it is possible for the Employee to use the work type. This is done in the page Work Types on Employees.

Daily tasks

Making sales order into a Job in ExpandIT 365 Time

Now you have done the initial setup of the system. And you are ready to go into productivity.

Open your Dynamics 365 Business Central and open the page Sales Orders.

Press the button 'New'. Enter the normal information on the header of the order. In order to make the order visible in ExpandIT 365 Time, place a checkmark in the field 'ExpandIT 365 Time' and enter a description of the job in the field 'Description for ExpandIT 365 Time. If you want to send the order to ExpandIT 365 Time, then press the button 'Update ExpandIT 365 Time'. The button is placed on the Actions tab.

Register time and material in www.expandit365.com

The time and material is registered in client pages for the field employee. The pages are designed, so they are suited for mobile-sized devices.

Each employee have to lock in with his individual login and password. The password is set up at the administration page called User Access.

Login into the client at the url m.expandit365.com. Touch the Login button.

And enter the employee login and password.

Press login and you will be in the folowing page.

Press the button 'Mobile Tid' and you are ready to register time and material.

Push the 'burger' menu-button in the top right corner.

And select the menu-item 'Jobs'

Now you will get a list of all the active jobs available. (Here in the picture there is only one Job). Pick the job by touching the one you would like to work on.

If this is a job you working on for a longer time, you can turn on the short-cut. The it will be in the list of Shortcuts on the front page.

Register time

Register time by touching the 'Time' button.

Enter the Work type, Quantity and maybe a comment. Press save when finished.

If you want to register other work types, the press the time button again.

Register material

Register time by touching the 'Material' button.

Now you will see a list of all the Items you originally marked as 'Item for ExpandIT 365 Time'.(Here there is only one item.)

Touch the item you want to register.

And enter Quantity and eventually a Comment for the registration.

Repeat in order to add more items to the job.

Now you can see the registrations in the bottom of the job.

Finishing up the job

When you have finished up the job, you can indicate this, by turning off the enable button. This will show the approver that the job is now disabled and ready for approval and invoicing.

You are now ready for the next job.

Approval

If you are set up as an approver you can log into www.expandit365.com and approve the time and material registered by the field employee. The registration need to be approved before they can be transferred into the sales order in Dynamics 365 Business Central.

Open the url www.expandit365.com in a browser. This will open the login page.

Enter the username and the password.

Click the Approval tab.

In the filter section, you can filter which time and material lines you want to see. You can filter on Date, Employee etc. You can also set a filter on the Employees that you are responsible for. The responsibility is set up in the Administration-Approvers page. Click the Apply button to apply the filter you want to use.

Approve Time

You can see the individual time lines by pressing the 'down-arrow' on the Employee-bar.

Here you can edit the line and approve it by setting the checkmark in the right site.

If the job has been set to not enabled, then it is marked with a yellow background.

If you change the line, you will have to enter the reason why it is changed. This reason can later be read by the employee that registered the time.

Click the 'Approve Time' button, when you are finished editing. Then all the time-lines with checkmark is ready to be transferred to Dynamics 365 Business Central.

Approve Material

Approval of material lines works the same way as the approval of time lines.

Transfering approved lines back to sales orders

When you have approved the lines in the approval pages in www.expandit365.com, then it is time to transfer them to the Sales Orders originally created in Dynamics 365 Business Central. You do this the following way:

In Dynamics 365 Business Central open the page ExpandIT 365 Time Incoming Lines.

Click the button 'Get Approved Service Lines'. Now you will have list of all the lines that have been approved in www.expandit365.com. You can review the lines here, but you have probably already done done that when they were approved www.expandit365.com.

Click on the button 'Transfer Lines to Sales Orders. Now the lines are transferred to the sales orders and you are now ready to continue with your workflow on the individual orders.