2017 WorkPlace Mobile Application

Transcription

1 2017 WorkPlace Mobile Application User Guide Paramount WorkPlace 2017 and Greater

2 Table of Contents OVERVIEW... 3 GETTING STARTED... 3 Communication Architecture... 3 Mobile Device Requirements... 4 Establish Mobile PIN... 4 Install Mobile App... 5 Launch Mobile App... 5 Login... 6 WorkPlace Mobile Navigation... 7 Home... 7 ADD EXPENSE... 8 Expense Toolbar Navigation... 8 Add Expense... 8 Add Expense Receipt... 8 Tips for Better Receipt Scan Results... 8 Scan Receipt and Complete fields... 9 Recall Submitted Expense Entries Create an Expense Sheet Assign Expense Entries within Paramount WorkPlace Approval, Approve Expense Sheets Approval, Approve Expense Sheet by line Offline Capabilities SHOP CATALOGS Shop Catalogs Shop Catalogs for Multiple Companies Approval, Approve Requisitions Approval, Approve Requisition by Line ADD TIME Time Toolbar Navigation Add Time Recall Submitted Time Entries Create a Time Sheet Send Mobile Time Entry to Paramount WorkPlace Approval, Approve Timesheets Approval, Approve Timesheet by line Offline Capabilities HISTORY - REQUISITIONS, EXPENSE SHEETS, TIMESHEETS Page 2 of 29

3 OVERVIEW Paramount WorkPlace Mobile Application provides easy on the go access to Paramount WorkPlace Requisition & Procurement, Expense, and Project Timesheet. The native mobile App is available for ios and Android to download from itunes and Google Play. With WorkPlace Mobile App, you can: Shop Paramount WorkPlace Catalogs Capture Expenses on your phone Submit Expense Sheets Capture Project Time Submit Time Sheets View the Status of Open Mobile Transactions Approve Requisitions, Check Requests, Travel Requests, Expense Sheets and Timesheets. The features available to you are based on your Paramount WorkPlace licensing and user security. GETTING STARTED Communication Architecture An existing Paramount WorkPlace On-The-Go Server (OTG) must be set up and configured alongside Paramount WorkPlace 2017 or greater. All mobile devices perform communications via the OTG Server. OTG Server has a direct connection to WorkPlace Mobile App to retrieve and process data allowing Paramount WorkPlace to reside behind the firewall. Android / ios Mobile Device OTG Server Paramount WorkPlace Page 3 of 29

4 Mobile Device Requirements Establish Mobile PIN To use WorkPlace Mobile App, you must establish a Mobile PIN within Paramount WorkPlace. Log in to Paramount WorkPlace Select User Preferences Enter and verify your own unique Mobile PIN Note: Mobile PIN must be at least 8 characters and contain at least one non-alphanumeric character. Page 4 of 29

5 Install Mobile App Download the free WorkPlace Mobile App from itunes or Google Play. Simply search for Paramount WorkPlace and install. Examples of the mobile App in itunes and Google Play: itunes Google Play Launch Mobile App Once installed, WorkPlace icon will appear with the caption WorkPlace. Now, select and launch the App. Page 5 of 29

6 Login The first screen after launch is the Settings screen. To complete your login: Enter o o o OTG Server URL provided by your system administrator Your WorkPlace User Name Your Mobile PIN that was set up in the previous step Click the Login button on the top right corner. Once you successfully connect, you will be redirected to the Home screen. Page 6 of 29

7 WorkPlace Mobile Navigation The primary navigation options for WorkPlace Mobile App are: Home The home page allows you to: ADD EXPENSE (Expense) SHOP CATALOGS (Requisition & Procurement) ADD TIME (Project Timesheet) Page 7 of 29

8 ADD EXPENSE Expense Toolbar Navigation Add Expense To add an expense, you have two options: 1. Click Add Expense from the Home screen. 2. Click Add Expense from your Entry screen. Add Expense Receipt To add an expense, you have two options: 1. Scan your receipt and complete the fields that didn t populate data from scanned receipt. 2. Complete fields without scanning your receipt. Tips for Better Receipt Scan Results For best results: Check your focus and enable Auto-Focus Enable flash Increase the pixel size Lay receipt flat Lay receipt on dark background and show all four sides Clear lens of any fingerprints Page 8 of 29

9 Scan Receipt and Complete fields Click the Receipt button located at the top middle of your Expense screen. Take a photo of the receipt, on or offline. Receipt information will display. After the Scan is finished, Description, Day, Amount with the information from the receipt will autofill. For Auto-Scan Receipt option, switch Auto Scan button on. Page 9 of 29

10 Scan Receipt and Complete fields (continued) If a field has alternative options, the eye button will appear next to the related field. Select the eye to open a window to allow selection of the alternate values. For speed, Type to Search option is available in Expense Type, Payment Method, Project, Phase and Activity fields. To clear the field, select the x button near each section. To send to Paramount WorkPlace, click Send at the top of the screen. Once your Expense is sent, it becomes: a. available to add to an Expense Sheet in mobile Entry screen and Paramount WorkPlace b. read only Page 10 of 29

11 Scan Receipt and Complete fields (continued) To recall an Expense, click the recall button on the top right of the screen. If an Expense is not sent, it will remain as a draft, with the option to edit. If you are capturing receipts and completing your expense sheet offline, the Expense will remain in the App until you are online and able to send to Paramount WorkPlace. Recall Submitted Expense Entries To recall an Expense sent to Paramount WorkPlace, you must be online. Expenses sent via WorkPlace Mobile App will be in Expense section of Entry screen. Select the Expense you want to edit and click recall button on the top right of screen. The Expense will be pulled from Paramount WorkPlace, allowing you to make changes. Page 11 of 29

12 Create an Expense Sheet Click Create Expense Sheet on Entry screen. You have an option to enter an expense sheet name. Select lines Click send Expense sheet number will be displayed and available in History. After an Expense Sheet is created, a pop-up message Expense Sheet # has been created will display. If the Expense Sheet is not created after you click send, an error will display on entry. Assign Expense Entries within Paramount WorkPlace When you send your Mobile Expenses from the Mobile Device, they will immediately be available within Paramount WorkPlace Expense. To view, Select Expenses Page 12 of 29

13 Assign Expense Entries within Paramount WorkPlace (continued) After your Expense transaction is assigned to Expense Sheet, it will be removed from the Mobile Device on the next sync. When mobile Expense Sheet is sent and the transaction is complete, with an assigned Mobile transaction, it will no longer be visible on the Mobile Device. If the Expense Sheet has not been submitted and an expense transaction is removed from that Expense Sheet, the expense will become available and visible on the Mobile Device and Paramount WorkPlace to be assigned to an Expense Sheet. When a record is read only, you can still delete and view its associated Attachments. Approval, Approve Expense Sheets As an approver, you can view all Expenses, Check Requests, and Travel Requests waiting approval. You can open approval sessions for all companies from the Approval screen. If there are Expense Sheets waiting Approval, they will be on the To Do list. To approve an Expense Sheet waiting for Approval, click on Approve Pending Expense Sheets. Page 13 of 29

14 Approve Expense Sheets (continued) The Approval session will display the cost breakdown of each item waiting for approval. Approve all lines at once or individually by selecting one of the following: o The orange pause icon indicates it s awaiting approval and will return to the To Do list. o To Approve Click the green checkmark o To Disapprove, click the red X To view line details, click on a line. To send, click once you ve completed the Approval process Existing open approval sessions are available to view and process on the Approvals screen. Approval, Approve Expense Sheet by line To approve an Expense Sheet by line: Click dropdown next to a line in Expense Sheet Approvals session to show Expense lines within session. To Approve or Disapprove, click the dropdown button to the right of the line. Page 14 of 29

15 Approve Expense Sheet by Line (continued) To approve or disapprove, click the arrow button to the right of the line. Click Approve or Disapprove from the toolbar at the top of your screen, then click the back button on the top left of your screen. When you disapprove, you must write a note in the Approver Note field. Based on your selection this line will be Approved or Disapproved on the session. Hit send on the top right of your screen to Submit. Page 15 of 29

16 Offline Capabilities When offline, you can enter Expense. While Expenses can t be sent offline, once you are connected online they will be queued up and pending for the next synchronization with Paramount WorkPlace. If you try to send, a pop-up notification will appear indicating your mobile device is currently not connected to the internet: SHOP CATALOGS Shop Catalogs You can shop all catalogs that are setup in Paramount WorkPlace directly from the mobile App Entry screen. To shop: Select a Catalog The Catalog list of items will display. Page 16 of 29

17 Shop Catalogs (continued) You can select items from entire displayed list. To narrow your list for specific items, use Type to Search feature. Select the category button on the top right corner to show categories. When you select an item, details and price will display on the bottom right side of your screen. Select quantity and click Add to Cart. Your Shopping Cart will update and display the number of items in the Cart located on the top right of your screen. Items in your Shopping Cart are available on both your Mobile App and Paramount WorkPlace. To view items in your Shopping Cart, click on the Shopping Cart icon. To remove items from the shopping cart, enter 0 in Quantity and click update. To complete and create a requisition, click Send Page 17 of 29

18 Shop Catalogs (continued) A confirmation pop-up message will display indicating the Requisition # has been created. Requisitions you create on your mobile App will display in the History tab with current status. Note: If you place items in your shopping cart, and then leave the shopping cart, your items will still be available when you open your shopping cart again. Shop Catalogs for Multiple Companies Access to multiple companies through Paramount WorkPlace solution will allow you to Shop for multiple. companies from your WorkPlace Mobile App Home screen. Each Catalog will display the assigned company below the catalog name. To Shop for Multiple companies: Add items to your cart from each catalog assigned to your companies. To view and purchase: Entry screen will display each company s Shopping Cart. Click the drop-down arrow to the right. Your shopping carts will appear like this: Page 18 of 29

19 Approval, Approve Requisitions As an approver, you can view all outstanding Requisitions and Check Requests waiting approval. You can open approval sessions for all companies from the Approval screen. Log in to WorkPlace Mobile App as an approver. Select the Approval Button on your Toolbar. If no items are waiting for approval, Nothing available to approve message will display. If there are items to approve, a list of items in the To Do list will be listed. To approve, click on one of the To Do items. This will create an Approval session. Page 19 of 29

20 Approval Requisitions (continued) The approval session will display the cost breakdown of each item waiting for approval. Approve all lines at once or individually by selecting one of the following: o The orange pause icon indicates it s awaiting approval and will return to the To Do list. o To Approve Click the green checkmark o To Disapprove, click the red X To view line details, click on a line. To send, click once you ve completed the Approval process. Existing open approval sessions are available to view and process on the Approvals screen. Approval, Approve Requisition by Line To Approve by line: Click dropdown button next to a line in an Approvals session to show lines within that session. To Approve or Disapprove, click the arrow button to the right of the line. Page 20 of 29

21 Approval by Line (continued) Click Approve or Disapprove from the toolbar at the top of your screen, then click the back button on the top left of your screen. When you disapprove, you must write a note in the Approver Note field. Based on your selection, this line will be Approved or Disapproved on the session. Hit Send on the top right of your screen to Submit. Page 21 of 29

22 ADD TIME Time Toolbar Navigation Add Time To add Time: Click on the Add Time button from your WorkPlace Mobile Home or Entry Screens. Fill in your time, project, phase, activity, day, hours and any comments via Type to Search. o Your total hours will display at the lower right corner. o Time can be added to Time Sheet in Entry Screen Mobile App and Paramount WorkPlace. To clear a field, click the x button near each section. To add attachments, click the attachments button on the upper right screen. To send to Paramount WorkPlace, click Send at the top of the screen. Page 22 of 29

23 Add Time (continued) If your Time Entry is not sent, it will remain a draft and available for edit. Once your Time Entry is sent to Paramount WorkPlace it becomes read only. Recall Submitted Time Entries Times sent through WorkPlace Mobile will be listed under Time. To edit a Time already sent: Recall Time entries from your Entry screen. Select the Time you want to edit and click recall button on the top right of your screen. Time will be pulled from Paramount WorkPlace, allowing you to make changes. Page 23 of 29

24 Create a Time Sheet To create a Time Sheet: Click Create Time Sheet button on the Entry Screen. If you have access to more than one Paramount WorkPlace company, select from the dropdown. Enter or select time period. Time entries available for submission will display. Select entries and click send After a Timesheet is created, a pop-up with Time Sheet # has been created will display. Your Time Sheet will be displayed in History. Send Mobile Time Entry to Paramount WorkPlace When you send Time Entries from the Mobile Device, they will be reflected in Paramount WorkPlace Time Entry. To view time entries sent from your mobile device, Select Timesheets (see picture below). Page 24 of 29

25 Approval, Approve Timesheets As an approver, you can view all Timesheets waiting approval. You can open approval sessions for all companies from the Approval screen If there are Timesheets waiting Approval, they will be on the To Do list. To Approve a Timesheet waiting for approval, click on Approve Pending Timesheets. The Approval session will display the hours on each line of your Timesheet waiting for approval. Page 25 of 29

26 Approve Timesheet (continued) Approve all lines at once or individually by selecting one of the following: o The orange pause icon indicates it s awaiting approval and will return to the To Do list. o To approve Click the green checkmark o To disapprove, click the red X To view line details, click on a line. To send, click once you ve completed the Approval process. Existing open approval sessions are available to view and process on the Approvals screen. Approval, Approve Timesheet by line To approve by line: Click dropdown button next to a line in an Approvals session to show lines within that session. To Approve or Disapprove, click the arrow button to the right of the line. Click Approve or Disapprove from the toolbar at the top of your screen, then click the back button. When you disapprove, you must write a note in the Approver Note field. Page 26 of 29

27 Approve Timesheet by line (continued) Based on your selection this line will be Approved or Disapproved in the session. Hit Send on the top right of your screen to submit. Offline Capabilities When offline, you can still enter Time. While Time can t be sent offline, once you are connected online it will be queued up and pending for the next synchronization with Paramount WorkPlace. If you send, a pop-up will appear indicating your mobile device is not connected to the internet: Page 27 of 29

28 HISTORY - REQUISITIONS, EXPENSE SHEETS, TIMESHEETS To view your submitted Requisitions, Expense Sheets and Time Sheets from your Mobile device, click the History button. Each company will display in a separate section to conveniently view submitted items through WorkPlace Mobile App for each company. To view, click on the button for the transaction type, located at the top of your History screen. To view description and approval status, select the transaction. To view additional line details, select that line. Page 28 of 29

29 Copyright 2017 Paramount Technologies. All rights reserved. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Paramount Technologies. Notwithstanding the foregoing, the licensee of the software with which this document was provided may make a reasonable number of copies of this document solely for internal use. WorkPlace is a registered trademark of Paramount Technologies and is registered in the United States and other countries. Microsoft, Windows, Windows Server and Windows Vista are either registered trademarks or trademarks of Microsoft Corporation or its affiliates in the United States and/or other countries. The names of actual companies and products mentioned herein may be trademarks or registered marks - in the United States and/or other countries - of their respective owners. Unless otherwise noted, the example companies, organizations, products, domain names, addresses, logos, people, places, and events depicted herein are fictitious. No association with any real company, organization, product, domain name, address, logo, person, place, or event is intended or should be inferred. Paramount may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from Paramount, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property. Paramount Technologies disclaims any warranty regarding the sample code contained in this documentation, including the warranties of merchantability and fitness for a particular purpose. The content of this document is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by Paramount Technologies. Paramount Technologies assumes no responsibility or liability for any errors or inaccuracies that may appear in this manual. Neither Paramount Technologies nor anyone else who has been involved in the creation, production or delivery of this documentation shall be liable for any indirect, incidental, special, exemplary or consequential damages, including but not limited to any loss of anticipated profit or benefits, resulting from the use of this documentation or sample code. Use of this product is covered by a license agreement provided with the software product. If you have any questions, please call the Paramount Technologies Support at (in the U.S. or Canada) or November, 2017 Paramount Technologies, Inc East West Maple Road Walled Lake, MI Phone Fax Page 29 of 29