Admin and User Guide

This is not a complete user manual. While we are preparing a comprehensive user manual, we hope this document will give you initial boost on how to use TEMS.

Fist few steps to make your experience enjoyable:

  1. Login to the application as http://www.yourcompany.com/tems or http://tems.yourcompany.com/ (as you have installed),
  2. Login as user “admin” (default password is ”admin”),
  3. Change the admin password to a complex password, logout and verify that password is working fine,
  4. Go to System Administration, edit the company master record,
  5. Go to Authorization, set one authority having all authorities, and another for normal user.
    Note: User "admin" has all authorities; you cannot limit admin's authorities. It is hardcoded in the application.
  6. Create a few users, [Try to specify as much information as you can at this stage. You can always change these later.]
  7. Create Expense Categories, Tasks, and Roles,
  8. Now you create accounts and then projects,
  9. Then you assign a. roles to a project, b. tasks to a project, and c. users to a project with a role Please pay attention to sequence of set up, especially steps 7, 8, and 9, until you become an expert. You are all set to use time and expense.
Notes:
  1. All entries are case insensetive.
  2. All entries are just an example, you do not have to use the exact same token.
  3. User "admin" has all authorities without any restrictions. It is very important that you change the password of admin user before allowing your users to use it in production.

Company wide data (Master records, technically speaking):

  1. Change your Company record. It is under System Administration menu.
  2. Create a Authorization List - give appropriate authorities in all modules and all activities.
  3. Create Roles. Create as many roles those will possibly be used in your organization. This will come handy when you define project. You can always add more later.
  4. Create Tasks. Create as many tasks as you can think about relevant to your organization regardless of department and project. You can always add more later.
  5. Create Expense Categories. Create all types of Expenses here and specify the order they will apprear in the expense report. You can always add more and change the sequence. Sequence is unique in the system. You will understand better after you print an expense report.

Accounts, and Projects:

  1. Create an user and provide an already defined Authorization. User Group (can be any alpha-numeric token) puts users into a group who can view, edit, create, submit each others time and expense entries. You will understand it better when you create time cards. This filed can be changed later.
  2. Create an account.
  3. Create a Project, assign Account and Bill to Account. If you invoice to the client directly, Bill to Account will be same as Account.
  4. Assign tasks to the project. Task has to be previously defined.
  5. Assign roles to the project. Role has to be previously defined. Provide the billing rate to the client for this role.
  6. Assign users to the project and assign their role. Normal users activities:

Times:

  1. User enters the time records for each project for each date.
  2. At the end of the week users submit their time cards.
  3. Managers approves suers time cards for each week. Once approved, time cards cannot be changed any more.
  4. Time cards can be held or released from hold status anytime before it is approved.

Expenses:

  1. User enters the expanse by project and weekend date.
  2. User submits the expense report when he completes it.
  3. Normally the accountant or project manager verifies the expense report after matching this with actual receipts, as applicable by the company or client. Once verifies these entries cannot be changed.

Invoices:

All time cards and expense reports get accumilated in the open invoices of each account.

  1. Accountant creates invoice. System picks up all approved times and verified expenses based on the billing cycle period and creates a new invoice.
  2. Print the invoice and send to the client.

Reports:

There are reports based on different situations.

  1. Weekly time sheet for each employee.
  2. Weekly time sheet for each projects for all people working in the project. 3. Weekly time sheet for each account for all projects and all people working at each projects under the account. 4. Invoice with summary and details, and all supporting documents.