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Mobile Time Card

A new Mobile Time Card Application supports the entire Time Card entry process. Hourly employees can select an appropriate Batch, Load Schedule, update schedule, enter billable and non-billable time, notes, and Employee Approve Time Cards as well as approve individual Activities.

CONNECT TO THE Xytech Web Client MOBILE APPLICATION

Navigate to Xytech Web Client Mobile from your device and sign in. Tap on the ‘Timecard’ icon to open the Mobile Timecard application.

TIME CARD BATCHES

When a User connects to the application and opens the Time Card Batches, Xytech will display the earliest batch that is not Employee Approved, Manager Approved, or Posted for the Employee (the logged-in User).

Any Time Card Batches that are “Employee Approved”, “Manager Approved” or “Posted” will be removed from the list of choices. If there are no Open Time cards for the Employee, Xytech will respond with the message “There are no available Time Cards”.

Click on the dropdown menu to show the list of available Time Card Batches, which will display the date ranges for each Batch. Click on a date range to open the Time Card for that period.

Within the Time Card is a list of Activities assigned to the Employee, sorted by date and start time. Tap on any entry (to the right of the green or red icon on the far left) to view or edit the Activity’s details.

If the icon to the far left is a red ‘x’, the activity has not yet been approved. If you click the red ‘x’, a popup warning will be displayed stating “Are you sure you want to delete this activity?’ Tap ‘yes’ and the activity will be deleted.

If the icon to the far left is a green dot, the activity has been approved.

CREATE A NEW TIME CARD ACTIVITY

After opening a Time Card Batch, tap on a date to select it. Then tap the ‘+’ icon in the upper left corner. A ‘New Activity’ widow will be displayed for the date shown at the top.

NOTE: The date at the top of the window is the ‘Begin Date’ for the new activity. There may be left and right arrows bracketing the date (<DATE >). These arrows allow you to navigate through the date range of the Time Card Batch. Tapping the left arrow will adjust the date to the past. If there is no left arrow shown, the date shown is the first date of the Time Card Batch. Tapping the right arrow will adjust the date to the future. If there is no right arrow shown, the date shown is the last date of the Time Card Batch.

FIELD AND BUTTON DESCRIPTION

Begin Date/Time - The Begin Date will be the date shown at the top of the screen. Tap the clock icon to open a menu that will allow you to select the Begin Time. You may also enter the value in the field directly in the format HH:MM:SS.

NOTE:
The Begin Date defaults to the last date entered in the Time Card Batch for the Employee. If the Time Card is empty, it defaults to the Time Card Begin Date.
The Begin Time defaults to the end time of the last entry in the Time Card for the date shown at the top. If there are no entries for the date, the time defaults to 8:00am.

End Time - Tap the clock icon to open a menu that will allow you to select the End Time. You may also enter the value in the field directly in the format HH:MM:SS.

NOTE:
-The End Time defaults to the Start Time.
-Changing the Start Time will change the End Time by the same amount.

Activity - Tap the dropdown menu to select an Activity type.
Hours - Tap in this field and enter the numeric value for the number of hours devoted to this Activity. Use a decimal point to indicate fractions of hours (e.g. 7.5, not 7 ½ or 7:30).

NOTE: As times are entered or modified, this field will recalculate.

W/O - Tap in this field and enter the Work Order number to which this activity is assigned. You can also tap on the Lookup icon to open a search list to find and select the Work Order number to assign here.

NOTE: This field is disabled (along with W/O Description) if the Activity is non-billable.

W/O Description - This field will auto-populate with the Description configured for this Work Order, once the Work Order number has been entered.
Approved - Tap this checkbox to indicate that the Employee has approved this activity. The checkbox only approves this activity row.

NOTE:
-Tapping ‘Approve’ will show a popup warning, ‘Approve your Time Card from Start Date – End Date?’
-The ‘Approve’ field will not be shown if Employee does not have special rights code for ‘Employee Approve’.
-Once ‘Approved’ is tapped, all other fields for this Activity are disabled.

Save - Tapping this button saves the data, clears the form and returns the User to the time Card List.
Cancel (<) - Tapping this button returns the User to the Time Card List. If any changes have been made to the Time Card Activities, Xytech will display the popup warning “This Action Requires Saving First. Save Now?”
- Tapping ‘Yes’ saves the information in the Activity and returns the User to the Time Card list.
- Tapping ‘No’ does not save any changes made and leaves the form open.
- Tapping ‘Abandon Edits’ clears the form and and returns to the Time Card list.
Activity (Document Icon) - Tapping this button shows the field view.
Activity (Note Icon) - Tapping this button shows the Activity note.
Billing (Note Icon) - Tapping this button shows the Invoice note. This note is only available when the Activity has a Work Order specified.

EDIT AN EXISTING TIME CARD ACTIVITY

Editing an existing Activity is done in the same manner as creating a new Activity. Tap on the Activity to open it.

IMPORTANT!

If the Activity has the ‘Approved’ field checked, all other fields in the Activity will be disabled. In order to edit any field, uncheck the ‘Approved’ field and make the necessary changes.