Missing Timesheets Report – Microsoft Dynamics AX 2012

Hello Everyone,

First of all, I would like to wish you all very happy and prosperous holidays and hope you all are enjoying with your families and relatives.

And, So do I ! I took a long vacation from blog writing and work and had wonderful time with family and I am back again here.

In today’s post, we will discuss a very small report/functionality of Microsoft Dynamics AX, which is the “Missing Timesheets Report”” under the Project Management and Accounting Module.

Timesheets are critical for any service industry to be able to invoice their customers effectively on time, as they are the source for the invoices. Making sure that all the employees submit their timesheets on time is very important for the service industries in terms of project management, accountability, invoicing customer and getting paid.

AX 2012 provides a a report called “Missing Timesheets” which tells which employees have not submitted their timesheets for a given period, so that you can communicate with them to make sure the timesheets are in.

Let us take a look at how this is configured in AX and how does it look like.

1. To begin with, I will need to ensure that all my configurations and setup for worker and timesheets are correct.
2. Navigate to Workers > Project Management Tab and make sure there is a timesheet period attached to the worker.

   3. The next step is to make sure that the “Worker timesheet periods are updated along with billable and efficiency hours data.

   4. Go to PMA > Setup > Timesheet > Periods, Select “EmplWeek” and Click Update worker periods.

    5. Now, the worker “Alan Brewer” has not submitted his timesheets for the week 12/23 to 12/29. Let us generate the Missing Timesheets report and see how it looks like.

    6. Go to PMA > Reports > Timesheets > Missing Timesheets. Let me explain the options on this report.

    Period Code: Select the timesheet period code for which you want to generate the missing timesheets.

   Start date: Select the start date of the Week/Bi-Week(Depending on what is your timesheet period).

    All Employees: Mark this check box if you want the report to list all the employee who have already registered their hours.

    Send e-mail: This check box misleads by its name. It does not really send email to the employees for whom the timesheets are     missing in the given period. For me, this is limitation and you could write custom code (Will not be complex) to send emails.      When you mark this check box, the “E-mail sent” column will show “YES” if the an email id is setup for the worker in the worker     master and will show “NO”, if there is not email ID.

   7. Finally, let us see how the final report looks like.

   See that, Alan Brewer is listed in the report, as he has not submitted his timesheet for the week 12/23-12/29. Also, there is no email ID specified for Alan, so the “Email   Sent” column shows “No”.

When you write the custom code to send emails, you could also set this report to run automatically at end of every timesheet period, so that the report can be automatically sent to the accounts receivable team for their action for follow ups and also an automatic email can be sent to the employees directly asking to submit timesheets.

NOTE: Please see the conversation below between myself and KK, where he says the CU 7 now has the functionality of sending emails. This means that you will no more require to write custom code for this. Thank you KK for providing this information.

Thats it for today’s post. Till next time !!!