How To Get Started with StoryPoint
How To Get Started with Time Management
Have you just installed StoryPoint and want to know what steps to take and in what order to be able to use all the StoryPoint features?
The best way to get started with StoryPoint is to start from the StoryPoint Setup page, which contains access to the start up guides and all the setup and data needed for StoryPoint. It can also be used for periodic activities such as creating time sheets, resource capacity and exporting absence to the payroll system.
StoryPoint Setup
The StoryPoint Setup page, is where functionality within StoryPoint are displayed and can be used for both manual and assisted setup of of Projects, Human Resources, Resources and Expenses.
Step 1: Setup Time Sheet Usage
Use the Setup Time Sheet Usage guide, to make the necessary settings to be able to add StoryPoint data.
- Choose the search icon (ALT+Q), enter StoryPoint Setup, and then choose the related link.
- Select the Setup Time Sheet Usage guide, from the menu item Assisted Setup.
Note
When the Setup Time Sheet Usage guide is finished, the basic setup needed for StoryPoint is done, but before you can use StoryPoint to manage projects and track time, you must set up data such as resources, employees, time sheets, and projects.
Tip
It is possible to run the guide several times. If you want to keep one of the settings, you can select it in the guide.
Step 2: New Time Sheet Users
Add Time Sheet Users
The fastest way to set up a resource, an employee and assign a time sheets owner and approver, is to use the StoryPoint guide New Time Sheet User.
To be able to report time on a project the user must exist as a resource and in order to report absence the user must exist as an employee. The resource and employee are linked to each other and the resource is linked to the user.
- Select the New Time Sheet User guide, from the menu item Assisted Setup on the StoryPoint Setup page.
Tip
The guide New Time Sheet User can be used every time a user is to be added as a Time Sheet User.
Tip
We recommend that you choose to supplement the resources with more information such as resource group, capacity, cost, and sales price. See information on how to set up resources on Microsoft Learn, and below on how to create capacity for resources in a batch.
Tip
We recommend that you select a role to the time sheet user in the New Time Sheet User guide.
Note
In the New Time Sheet User guide, you can choose whether you want to create a user as a resource and an employee or only as a resource.
Important
If you want to register Absence you need to create the user as an Employee.
Add a Time Sheet Administrator
One user needs to be set up as a time sheet administrator, which can create new time sheets and access any time sheet and then edit, change, or delete it.
- Open User Setup on the Setup FastTab on the StoryPoint Setup page.
- Select a user to be a time sheet administrator, and then select the Time Sheet Admin. check box.
Tip
We recommend that you designate only one (or very few) users as a time sheet administrator for a company. Preferably do not specify a user who reports and approves time.
Step 3: Periodic Activities
Create Time Sheets
When the StoryPoint guides Setup Time Sheet Usage and New Time Sheet User are completed, it is possible for the user who is time sheet administrator to create time sheets.
- Select the Create Time Sheets action, from the menu item Periodic Activities on the StoryPoint Setup page.
- Fill in the fields as necessary. Hover over a field to read a short description.
Tip
We recommend that you create time sheets for all resources (time sheet users) when selecting the Create Time Sheets batch project. Preferable have a routine where you create time sheets for at least 53 periods each time a new time sheet user is set up and once a year (during the same week of the year).
Create Resource Capacity
With StoryPoint it's possible to use a batch project to create and/or update resource capacity and to use templates for working hours per day and week.
- Select the Update Resource Capacity action, from the menu item Periodic Activities on the StoryPoint Setup page.
- Fill in the fields as necessary. Hover over a field to read a short description.
Note
To be able to create resource capacity with the StoryPoint batch project, you need to set up a base calendar, see more information on how to on Microsoft Learn.
Tip
We recommend that you create Work-Hour Templates for the most common working hours (per day and week) and that you you spend some time managing the Base Calender and registering public holidays.
Step 4: Create Master Data
The last step before you can start reporting time for projects is to set up Projects and Project Tasks.
Note
Resources are a part of the master data needed to use Time Sheets, but if you have used the New Time Sheet User guide, you have already created the necessary information.
Projects
The StoryPoint project improvements are focused on four areas:
- Reduce manual handling.
- Streamline the process from time sheets to invoicing and monthly closing.
- Provide the ability to report and approve time from all devices on projects (and absence).
- Facilitate invoicing of expenses to customers.
See the Project Card section in Pages Overview to view what fields and actions are added by StoryPoint.
Create a Project
- Open Projects on the Lists FastTab on the StoryPoint Setup page.
- Select the New action.
- A new project number will be assigned automatically if you have chosen the default settings in the Setup Time Sheet Usage guide. Proceed to fill in the fields as necessary. Hover over a field to read a short description.
Note
General FastTab | Person Responsible
It's mandatory in StoryPoint to select a Person Responsible and it's mainly used for two actions, to approve Time Sheets if Time Sheet by Project Approval is set to Always in Resources Setup, and to filter on when selecting the Suggest Lines from Time Sheets action, in the Project Journals. In StoryPoint the Project Journal Batches are extended with a Person Responsible Filter.
Tip
Field - Person Responsible
We recommend that you create one Project Journal Batch for each Person Responsible, with a filter set on that user, and one Project Journal Batch without filter on Person Responsible.
Field - Invoicing Type
We recommend that you create an Invoicing Type for each invoicing interval that you use to invoice each customer. If your customer wants to be invoiced every week you can create an Invoicing Type named WEEK. When you create weekly invoices, you will choose to filter on the invoicing type WEEK.
Field - Print Layout Code
We recommend that you use the StoryPoint Invoice and Credit Memo and that you add Print Layout Codes to define different layouts of the information on the project invoices.
Note
The Starting Date and Ending Date fields must be specified on the Duration FastTab to be able to change the Status to open.
Tip
Projects Setup | Get Invoice Details From You can choose whether it should be the invoice information on the customer or the project that will be displayed on the project invoices and credit memos in the Get invoice information from field, on the Project Setup page.
Create Project Tasks
Add Project Task Lines on the Tasks FastTab to create lines that can be used for registering billable and budget planning lines and post project ledger entries.
Note
It is possible to register planning lines manually on the Project Planning Lines, in a Project Journal or via a Time sheet. It is also possible to create planning lines on a recurring basis using the Parrot app.
Tip
Field - Default Line Type
We recommend that you specify a Default Line Type for each Project Task Line in order to reduce manual handling as the value will be set automatically in the Project Journals when using the Suggest Lines from Time Sheets action.
Field - Default Chargeable
You can specify if a project task should be chargeable by default. That means that the Project Task by default will use the specified Unit price when usage is registered on it. But this can be changed manually on Time Sheets and in Project Journals if needed.
Field - Auto. Acc. Group (only in Sweden)
You can assign an automatic account group to a Project Task Line. This can be very useful when you want to automatically reserve a part of the billable amount for a discount or commission on a general ledger account, without affecting the invoice amount or displaying it on the invoice.
Field - Hide From Time Sheet
We recommend that you select the Hide From Time Sheet check box for the lines that should not be used in Time Sheets.
Field - Estimate
You can add a budget or forecast to a Project Task Line as an Estimate without affecting the Project Planning Lines.
Field - Project Task Type
You can group the Project Task Lines into phases by selecting Begin-Total in the field Project Task Type for the first activity in the phase and End-Total to the last activity.
Copy Project and Project Tasks
You can use the Copy Project action, in the Projects List or the Copy Project Task From/To action, on the Project Card to create new projects and project tasks.
Tip
We recommend that you create projects as templates with the most common project tasks and that you use the Copy Project or Copy Project Tasks actions, when creating new projects. Preferable you set the Project No. on the templates manually to Template-X.
Create Causes of Absence
- Choose the search icon (ALT+Q), enter Causes of Absence, and then choose the related link.
- Select New
- Enter a name and description for the absence code. Hover over a field to read a short description.
Tip
We recommend that you enter the Salary Code for each Cause of Absence, making it possible to Export absence as a file.
How To Get Started with Expense Management
StoryPoint provides the feature of expense management, making it possible to add, post, charge projects, invoice and pay expenses to employees that should be handled within Business Central and not by a payroll system.
Tip
See the workflow for how to Set up Expenses.
Note
In Sweden, it is possible to handle all expenses that are not taxable outside a payroll system.
Step 1: Create Expense Users as Vendors
Users who should be able to register expenses needs to be added as vendors. See information on how to register new vendors on Microsoft Learn
Important
The vendors need to be set with Prices Including VAT, so that the expense users do not have to register VAT on the expense. The VAT Product Posting Group on the G/L Account will be set as default when the expense is created as a purchase invoice.
Note
It is possible to link two vendors for each expense user.
Tip
We recommend that you create one vendor for each expense users for private expenses to be payed to the expense user and that you add the (expense user´s) banking details on the vendor, and another vendor for company expenses that should be matched to an invoice that the company receives.
Step 2: Add Expense Users
Users who should be able to register expenses needs to be added to the Expense Users page.
- Choose the search icon (ALT+Q), enter Expense Users, and then choose the related link.
- Add the User-ID for the user(s) to the page and fill in the fields as necessary. Hover over the fields to read a short description.
Important
You need to appoint at least one user to be an expense administrator, and then select the Expense Administrator check box on the Expense Users page for the user(s).
Note
An expense administrator can view and edit all expenses, create expenses for other users and create expenses as purchase invoices.
Tip
We recommend that you select a user who works with accounts payable to be the expense administrator.
Step 3: Assign a Number Series to Expenses
Create a Number Series
- Add a number series for expenses. See information on how to create new number series on Microsoft Learn
Important
The No. Series for expenses needs to be set with automatic assignment of new numbers by selecting the Default Nos. check box.
Assign a Number Series to Expenses
- Choose the search icon (ALT+Q), enter StoryPoint Setup, and then choose the related link.
- Assign the new number series by selecting it in the Expense Purchase Invoice Nos. field on the Number Series FastTab.
Step 4: Set Up Project Expense Codes
When an expense should be registered on a project, it is only possible to select project tasks that have a Expense Project Code specified.
Create Project Expense Codes
- Choose the search icon (ALT+Q), enter Project Expense Codes, and then choose the related link.
- Select the New action and fill in the fields as necessary. Hover over a field to read a short description.
Tip
You can specify which Project Expense Code that should be available to register expenses on by linking Expense Codes to a specific Project Expense Code.
Assign a Project Expense Code to a Project Task
- Choose the search icon (ALT+Q), enter Projects, and then choose the related link.
- Select and open a project in edit mode.
- Find the Project Task No. and choose an expense code in the Project Expense Code field.
Tip
We recommend that you use the StoryPoint Project Manager role and choose the Project Task Lines on the home page, to reach all project tasks lines. This enables you to add Project Expense Codes to project tasks on multiple projects, which can be very useful when you get started.
Note
It is only possible to register expenses on Project Tasks that has a Project Expense Code specified.
Step 5: Set Up Expense Codes
Create Expense Codes
- Choose the search icon (ALT+Q), enter Expense Codes, and then choose the related link.
- Select the New action and fill in the fields as necessary. Hover over a field to read a short description.
Tip
You can assign a default amount to an expense code, which can be very useful for expenses that always (or often) have the same amount, example of use can be for allowances to employees for when they work in another place with overnight accommodation.
Tip
It can be useful to set a maximum amount on an expense code, for example, for wellness expenses for staff. Specify the maximum amount allowed for the expense code in the current calendar year for each expense user on the Expense Code. If the total amount exceeds this value, the expense will not be possible to submit.
Tip
On the Expense Code Log Entries page, entries for the expense code are displayed for either the user or, as an expense administrator, for all users. Only expense codes with a specified maximum limit are logged. This is useful for tracking costs by expense code or resource.
Note
It is possible to update the history using the report Update Expense Code Log Entries and log entries can also be manually registered when transitioning from another system.
Note
The expense users can choose from the existing expense codes when registering an expense. The expense codes are linked to a general ledger account. The VAT posting group specified on the account are used to calculate the VAT on the purchase invoice that will be created from the expense.
Step 6: Consider To Log Changes
It is not necessary but possible to set up logging of changes, which is a part of the standard functionality in Business Central and is described on Microsoft Learn.
Tip
An advantage of setting up logging of expense management can be to be able to track what changes are made to expenses, as well as by whom and when.