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Other optional fields are dimensions which are inherited from the project card.
Entering lines from the
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project journal into the system
Ideally, worklogs should be entered into the system on a monthly basis for a full previous month after the approval process has been completed in Tempo.
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If the unit cost or unit price is not filled in for any of the job project journal lines, the system automatically highlights those lines and fields in red. |
The user will then need to enter the missing prices for the resource in question directly on the resource card. Once the resource card has been updated, it is possible to add these prices to the already created lines of the job project journal using the Update Amounts action in the Home tab.
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If you have defined one of the rules for merging worklogs during posting when setting up the integration, either in the Tempo Integration Settings or directly on the individual job project cards, you will find a detailed description of how each of the three rules works below.
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For more information on general Tempo Integration settings or Job Project Card settings, see the corresponding sections of the documentation.
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When this rule is applied, the posted job project journal lines are merged according to each resource loaded into the job project journal. The user will be prompted to enter the posting date.
In the example below, we can see that there are currently nine worklogs in the job project journal for three different resources with a posting date interval from 4th to 6th March 2023, and a total of 7 hours in the project journal.
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The date selected affects the month in which the resource costs will be posted to the job project entries and therefore the subsequent analysis. At the same time, the selected posting date will be used as the date of the exchange rate used for conversion to the local currency. We recommend using the Preview Posting to understand how the merging rules work. |
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When this rule is applied, the posted job project journal lines are merged into a selected G/L account. The user will be prompted to enter a posting date and a financial account.
There are currently four worklogs in the job project journal for various resources with a billing date of 1st February 2024 and a total of 3 hours.
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The date selected affects the month in which the resource costs will be posted to the job project entries and therefore the subsequent analysis. At the same time, the selected posting date will be used as the date of the exchange rate used for conversion to the local currency. We recommend using the Preview Posting to understand how the merging rules work. |
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If you need to split the worklogs into multiple G/L accounts, you can use filters in the job project journal and sequentially post the filtered worklogs. |
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When applying this rule, the lines of the job project journal are not merged after posting, and one line of the job project journal will correspond to exactly one job project entry.
There are currently five worklogs in the job project journal for various resources with a billing date of 7th March and a total of 7,5 hours 2024.
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If you decide not to merge the worklogs, you can find all the information you need directly in the project ledger entries. In this case the value in the Line ID column will be 0 and it won’t be possible to use it to access the archive. |
Posting Checks in
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Project Journal
The following checks can take place before the worklogs in the job project journal are entered into the system using the Post action. The user is always alerted about the information they should focus on, and can then decide if they want to post the journal lines despite the alert. Therefore, all warnings below are non-blocking.
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The posted lines of the job project journal have a different document number. Since the document number is always created automatically according to the month and year for which the worklogs are currently being downloaded, this check alerts the user that they are about to post worklogs from two or more different months. |
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This check keeps track of duplicate postings. It will alert you if it detects that a line with the same document and project number has already been posted in the past. |
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If the downloaded job project journal line type is empty, the following message is displayed, indicating that after the job project journal line is posted, no job project planning lines will be created, instead the job project and resource ledger entries will be posted directly. Specific use cases for each type of job project journal line are described in this part of the documentation. |
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After posting/entering the job project journal lines into the system, the costs associated with the resource will be displayed on the given job project card, in the Tasks section, in the Actual (Total Cost) column.
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Clicking the value of the Actual (Total Cost) field displays a list of all job project ledger entries (posted worklogs for the project) that make up the value in the Actual (Total Cost) field.
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Another way to view the job project ledger entries for a specific job project task is to go to the Line tab in the Tasks section, select the History drop down menu and click Job Project Ledger Entries, with the line for that task selected in the tasks lines.
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If you want to see all entries for the entire project and all its tasks, you can go to the Project tab on the given project card and select the Ledger Entries action.
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Project Ledger Entries Cancellation
If some worklogs (job project journal lines) have been entered into the system incorrectly, it is possible to cancel them by reverse entry (cancellation) through the journal of the respective project. This can be done by using the Reverse function in the job journal project ledger entries.
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This function automatically converts the selected job project ledger entries lines entry line into the corresponding job project journal with a negative quantity. It is also possible to cancel lines in bulk by selecting multiple lines using Ctrl + click on a line. The newly created lines must then be posted to in the job project journal again so that they are recorded in the corresponding job project ledger entries and the resulting cost amount is reduced by the cancelled line. The whole process is described in detail below. |
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When using the Reverse function, the system displays a message to the user that they have created the corresponding lines in the job project journal.
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To post the reversed lines, the corresponding job project journal can be opened directly from the job project ledger entries using the action Open Job Project Journal.
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You need to unselect the lines to access this action. If more than one line is selected, the action is greyed out. |
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The cancelled line is then displayed in the job project journal with a negative quantity and the user records it into the system using the Post action.
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After posting, the cancelled lines are then reflected again in the ledger entries of the given jobproject, and after summing them with the original entry, the resulting value is zero (assuming that the user does not change the values of the cancelled lines in the job project journal).
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The posting of the cancelled line is reflected on the job project card in the tasks in the Actual (Total Cost) column by lowering the initial value. |
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It is possible that while using this integration, you may need to download some of the worklogs in one-time sessions session outside of the preconfigured job queue entry that provides automatic downloads. This might occur especially after additional changes to the worklogs in Tempo, after they have already been automatically downloaded.
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Bulk manual download of worklogs can be done from the Tempo Integration Settings table through the drop-down Actions and selecting Run Job Queue Function. When you run the function, all updated worklogs according to the selected parameters are downloaded to the corresponding job project journals. |
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During the download process you will be informed about the details for each project by the window below. Once the download is complete, this window will show a summary of the results of the entire process.
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Worklogs can be manually downloaded directly on the job project card from the Tasks section. Go to the Line tab, select the Job Project drop-down menu and click Load Tempo Worklogs.
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If the user will be downloading worklogs for multiple job project tasks at the same time, it is recommended to have the Save After Each Job Project Task field active.
The last filter allows the user to restrict the download of worklogs for a specific jobproject and a specific job project task.
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If the job project task number or job project number is blank in this window, the user will download the worklogs for all jobs projects and tasks that are in the system. |
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Downloaded worklogs will appear in the journal of the respective job project similarly to the automated download and again you will be informed about the results of the download.
The Load Tempo Worklogs action is also available directly in the Job Project Journal under the Home tab.
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The window with the filtering parameters request page with filters and options is the same as for the manual download from the job project card. Other operations related to posting and cancelling job project journal lines are the same as for the automated download. |