User Guide

Time Management

Register time

  1. Select Last Week or This week on your start page (when using the StoryPoint role Time Sheet User or Project Manager (StoryPoint).
  2. In StoryPoint you can select your favorite projects or absence by selecting action Get Lines.
  3. Proceed to fill the fields as necessary. Hover over a field to read a short description.
  4. When you are finished, select Submit and the status will change to submitted and your manager can approve or reject the submitted time.
  5. See more information on Microsoft Learn.
Tip

See workflows for Reporting Time on Projects and Reporting Absence in Time Sheets.

Add time sheet favorites

Time Sheet Favorites are useful for adding the activities you normally register time on.

The Time Sheet Favorites can be accessed from Resources, Project Tasks and Time Sheets.

To use the Time Sheet Favorites in a Time Sheet:

  1. Choose the search icon (ALT+Q), enter Time Sheets, and then choose the related link.
  2. Open a Time Sheet
  3. Select the Get Favorites action.
  4. The Time Sheet Favorites are displayed. Choose an existing favorite or create a new one.
Note

The Time Sheet Favorites can also be accessed from Resources and Project Tasks.

Use a phone to report time

  1. Log on to Business Central from a mobile phone using the StoryPoint role Time Sheet User or Project Manager.
  2. Select the tile Last Week, This Week or Today to add time for the period.
    1. When Last week or This Week is selected, a list of all days in current week are listed. When Today is selected a page opens to add time.
  3. To report time from the list page, swipe from right to left on the day you want to enter time for. Swipe right to add a New Activity. It is also possible to reach New Activity at the bottom of the page. When selecting New Activity, a list of your favorites are shown. Choose a line by tapping on it.
  4. To see all available activities tap on the three dots at the bottom.
  5. When you have chosen which activity to add time on, type in how many hours you’ve spent on that activity and save. It is possible to change the description.
  6. You can select the three dots at the bottom of the page and select Submit period to send all registered time to your manager for approval.
Tip

It is possible to use a phone to report time without using any of the StoryPoint roles Time Sheet User or Project Manager. In order to do so you need to use a role that includes the tile Open Time Sheets.

Tip

In StoryPoint User Setup you can choose Time Reporting Period in Phone Client, available options are Week or Month. We recommend that you use Month if reporting Absence only.

Note

In StoryPoint Setup you choose a Default view for activities, available options are All, Absence, Favorites, History or Planned. The default value is used the first time the user report time in Phone client. After that, the app will remember last used view for the user. The user can choose a different view manually by tapping on the three dots at the bottom.

Note

If the setting Time Sheet, Projects w. Res. is set in Project Setup only projects where the current resource has a price set, will be visible in the Project No. lookup in Time sheets.

Time sheet icons

Icon Description
Time has not been submitted for a day with capacity.
Submitted time is according to capacity.
Submitted time is not according to capacity.
Submitted time has been rejected by approver.
Note

A line without an icon has no capacity or added time

Use a phone to approve time

  1. Log on to Business Central from a mobile phone using the StoryPoint role Project Manager.
  2. Select the Submitted tile.
  3. A list of all resources with submitted time are displayed.
  4. Use swipe to see details and/or approve/reject time.
Note

The tile Submitted will show all submitted Time Sheets until today. The tile Submitted (Future) will show Time Sheets submitted in the future, for example planned vacation or parental leave. Both tiles can show Time Sheets from multiple users.

Use email notification for submitted time sheets

It is possible to set up an email notification to the Time Sheet Approver when having Time Sheets to approve.

  1. Choose the search icon (ALT+Q), enter StoryPoint Setup, and then choose the related link.
  2. On the Setup FastTab, set the desired default setting for when notifications will be sent in the field Default Send Email Notification. Available options are Never, Scheduled or Immediate.
Tip

It is also possible to configure this on a user level in the field Send Email Notification in the StoryPoint User Setup.

Note

The StoryPoint app uses the standard functionality in Dynamics 365 Business Central for sending email, see more information on how to set up email on Microsoft Learn.

Time sheet approval icons

Icon Description
Submitted time is not equal to the capacity for the period.
Submitted time is equal to the capacity for the period.

Analyze reported time

  1. Choose the search icon (ALT+Q), enter Manager Time Sheet Cockpit, and then choose the related link.
  2. A list of all the resources are displayed, along with their capacity and details of how many open, submitted, approved, posted and rejected hours each have.
Tip

See How To Analyze Time in StoryPoint fore more information.

Restrict which projects resources can report time on

  1. To restrict resources to only report time on projects that they have a price on, go to the Projects Setup page.
  2. Choose the search icon (ALT+Q), enter Projects Setup, and then choose the related link.
  3. On the StoryPoint FastTab, change Time Sheet, Projects w Res. Price to Yes.
Tip

You can select the Hide in Time Sheets check box on the project task lines if you want to hide certain tasks for users to report time on.

Export absence

  1. Choose the search icon (ALT+Q), enter Absence Export, and then choose the related link.
  2. Proceed to fill the fields as necessary. Hover over a field to read a short description.
  3. Select OK and the file will be saved in the format you have chosen in the Human Resources Setup page.
Tip

See workflow for From Approved Time to Invoice and Absence Export.

Create or update resource capacity

  1. Choose the search icon (ALT+Q), enter Batch Update Resource Capacity, and then choose the related link.
  2. Proceed to fill the fields as necessary. Hover over a field to read a short description.
  3. Select a Work-Hour Template or enter the capacity manually in the days fields.
  4. Set filters if you want to limit the resources for which capacity is created.
  5. Select OK and resource capacity will be created.

Expense Management

Register expenses

  1. Choose the search icon (ALT+Q), enter Expenses, and then choose the related link.
  2. Select the New action and proceed to fill the fields as necessary. Hover over a field to read a short description.
  3. Select the Attachments action to select a file or to attach image from camera.
  4. Select the Submit action to send the registered expense to an expense administrator.
Tip

We recommend that you use the StoryPoint role Time Sheet user or Project Manager to have a quick and easy access to tiles on the home page for adding new expenses.

Tip

See workflow for how to Register Expenses in StoryPoint.

Use a phone to register an expense

  1. Log on to Business Central from a mobile phone using the StoryPoint role Project Manager or Time Sheet user.
  2. Select the New Expense tile.
  3. A new expense entry card is displayed.
  4. You can start by taking a photo of the receipt or add an attachment.
  5. Continue to add all details such as amount, expense type and if it should be posted on a project and invoiced to a customer.
  6. Select the Submit action to change the status and making it possible for the expense administrator to process the expense.
Tip

It is possible to add multiple lines by selecting the three dots in the left corner and then select the Add line action.

Create purchase invoices for submitted expenses

  1. Choose the search icon (ALT+Q), enter Administrator Expenses, and then choose the related link.
  2. Choose the expenses to create a purchase invoice for and then select the Create Invoice action.
  3. The purchase invoice is created as a purchase invoice with all details necessary for posting. It is however possible to make changes to the purchase invoice if you wish yo do so. See more information on how to register purchase invoices on Microsoft Learn.
Tip

If an expense user has submitted several expenses, you can consolidate them into a single purchase invoice. On the StoryPoint Setup page, you can activate this feature. If the feature is deactivated, a separate purchase invoice is created for each expense.

Tip

If for some reason it is not possible to create a purchase invoice from the Expenses List page, then you can select the Create Invoice action on the Expense card, to have the error message presented.

Note

It is only possible for user set as an Expense Administrator in the Expense Users page to create a purchase invoice from an expense.

Tip

See workflow for how to Post Expenses in StoryPoint.

Tip

Use the Expense action on the Purchase Invoice/ Posted Purchase Invoice to open the expense that created the purchase invoice.

Correct submitted expenses

  1. Choose the search icon (ALT+Q), enter Administrator Expenses, and then choose the related link.
  2. Select and open the expense to correct.
  3. Select the Reject action to send it back to the expense user, or select the Reopen action to be able to correct it yourself.

Project Management

Create projects, tasks and planning lines

Projects, Tasks and Planning Lines are a part of the standard functionality in Dynamics 365 Business Central, see more information on how to create projects, tasks and planning lines on Microsoft Learn

Tip

You can specify the Default Line Type of a Project Task in StoryPoint and that gives you the possibility to select which Project Task Lines that should be Billable or Budget by default.

Create project sales invoices

Create Project Sales Invoices is a part of the standard functionality in Dynamics 365 Business Central, see more information on how to invoice projects on Microsoft Learn

Specify which invoice or credit memo to use

To start using the StoryPoint project sales invoice and credit memo.

  1. Choose the search icon (ALT+Q), enter Report Selection - Sales, and then choose the related link.
  2. Select Invoice or Credit Credit Memo in the field Usage.
  3. Select 70219910 in the field Report ID to add the StoryPoint invoice.
  4. Select 70219911 in the field Report ID to add the StoryPoint credit memo.

Apply a new invoice layout for a project

  1. Choose the search icon (ALT+Q), enter Projects, and then choose the related link.
  2. Expand the list of Print Layout Codes, select New to add a new invoice layout.
  3. Proceed to fill the fields as necessary. Hover over a field to read a short description.
Tip

By using the Print Layout Codes it is possible to decide how invoice lines with Project No. and Project Task No. should be displayed on the StoryPoint sales invoice/credit memo.

Note

Invoice lines without Project No. and Project Task No. appear at the top of the StoryPoint invoice/credit memo when you use a print layout code. For example, if you have multiple comments, they will all appear at the top of the invoice lines.

Get invoice details from bill-to customer for project invoices

  1. Choose the search icon (ALT+Q), enter Projects Setup, and then choose the related link.
  2. On the StoryPoint FastTab, select Bill-To Customer in the field Get Invoice Details from.

Update invoice details on a project

  1. Choose the search icon (ALT+Q), enter Projects, and then choose the related link.
  2. Select the Project you want to update the invoicing details for. Choose Update Invoice Details.
  3. By selecting Update Invoice Details, the customer information on the Project is updated with the actual information on the Customer, for the selected project(s).

Use Extra Fields

It is possible to use custom fields in StoryPoint.

  1. Choose the search icon (ALT+Q), enter Projects Setup, and then choose the related link.
  2. Select to add any of the Extra Fields on the StoryPoint FastTab.
  3. Hover over a field to read a short description.

[!TIP]

See information on how to manage projects on Microsoft Learn.

See Also

Set up time sheets on Microsoft Learn
StoryPoint Workflows
How To Analyze Time in StoryPoint
Create Project Planning Lines with Parrot