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The Customer and Site User Guide will review the features available in the Customer and Site module.







eTime Xpress
Customer and Site User Guide

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To access Customers, go to the Main Menu and double-click on the Customers button. The Customer Main screen should appear as shown in the figure below.

Customer Main Screen with Annotations

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2.1. Creating New Customers

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Customer Notes allow you to record information/notes about a specific Customer. You can organize Customer notes by tagging them with specific code classifications. Tagging notes allow for easier searching and printing in the future.
From the Customer Main screen, double-click the Customer Notes folder. The Customer Notes screen should appear as shown in the figure below.

Customer Notes Screen
To Add ( ), Update ( ), or Delete ( ) a Note header, click the corresponding buttons in the toolbar. You can also Print ( ) a specific Note or group of Notes. When entering a new Customer Note, you can define the Note Header, Code and Effective Dates. To enter text in the Note section, click the Change Details button ( ) and begin typing. Remember to save your changes by clicking the Save button ( ).
Effective and expiry dates may be defined to set a time period which the Note is applicable. By leaving these fields blank, the note will be effective for all dates. You can print notes based on code tags and effective dates using the Notes report under the Reports Menu > Customer & Employee.
Note: To define Note codes/tags go to Configuration > Codes Maintenance. From the Codes Maintenance screen, select 'Customer Notes Code' and click the Add button to create a new Note Code.
To attach a document, use the applicable option under Tools (see Global Features Guide).

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3.3. Customer Attachments

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The Site object is a sub-unit within a Customer. To display a list of sites, go to the Customer Main screen and select the Customer who's Sites you want to view. Next click the Sites tab to bring up the Sites view as shown in the figure below.

Site Main Screen with Annotations

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4.1. Creating New Sites

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To Update ( ) or Delete ( ) an existing Site record, click the corresponding buttons in the toolbar.

Creating a New Site

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4.2. Importing/Exporting Sites

eTime Xpress allows Site information to be imported or exported from/to a .CSV file.
From the menu bar in the Customer screen, click File > Import or Export > Sites. Select the Standard Format and click OK.
For more information on importing or exporting data from eTime Xpress, see the Global Features Guide.

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4.3. Site References

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eTime Xpress provides several basic CRM features where you can store and manage Site administration information. From the Site Main screen, select the applicable Site from your Site list and next double-click the Site Administration Option you want to access.

Site Main Screen – Site Administration Options

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5.1. Site Bill Rates

Site Bill Rates allow you to define a bill rate card by Service. When a Site is set to bill by Site Bill Rates, shifts are billed according to the Service performed regardless of the Employee who performed the Service.
Site Bill Rates is one of several bill rate options that can be configured in eTime Xpress (see the Time & Attendance User Guide for more information). If you are not using eTime Xpress to generate billing information, you are not required to setup this feature.
From the Site Main screen, double-click the Site Bill Rates folder. The Site Bill Rates screen should appear as shown in the figure below.

Site Bill Rates Screen
To Add ( ), Update ( ), or Delete ( ) a Bill Rate, click the corresponding buttons in the toolbar. When entering a new Bill Rate, you can define the Service Code, Effective Date and the applicable Bill Rates by hour's type (standard, overtime, double overtime, statutory and other). When a shift is created, eTime Xpress applies your business rules and automatically breaks-out the shift hours into the correct hour's type. You may define All Services by entering '*' in the Code column for a Bill Rate.
The Effective Date allows you to define current and future Bill Rates. When calculating billing, eTime Xpress will apply the Bill Rate in effect on the date of the shift.
Note: If shifts were created prior to defining Bill Rates or you are updating an existing Bill Rate, you will be asked whether you want to apply the new Bill Rate to existing shifts. Selecting 'Yes' will recalculate your billing information with the new rate, where as selecting 'No' will apply the new rate only to newly created shifts.

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5.2. Site Combination Bill Rates (previously Site Employee Bill Rates)

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Site Pay Rates allow you to define a Pay rate card by Service. When a Site is set to Pay by Site Pay Rates, all Employees working at the Site will be paid at the same rate when performing the same Service.
Site Pay Rates is one of several pay rate options that can be configured in eTime Xpress (see the Time & Attendance User Guide for more information). If you are not using eTime Xpress to generate payroll information, you are not required to setup this feature.
From the Site Main screen, double-click the Site Pay Rates folder. The Site Pay Rates screen should appear as shown in the figure below.

Site Pay Rates Screen
To Add ( ), Update ( ), or Delete ( ) a Pay Rate, click the corresponding buttons in the toolbar. When entering a new Pay Rate you can define the Service Code, Effective Date and the applicable Pay Rate. You may define All Services by entering '*' in the Code column for a Pay Rate.
The Effective Date allows you to define current and future Pay Rates. When calculating payroll, eTime Xpress will apply the Pay Rate in effect on the date of the shift.
When entering a Site Pay Rate, eTime Xpress automatically applies the 'Default' Pay Factors defined for the Branch. If a Pay Rate requires a custom Pay Factor that is different than the 'Default' Pay Factor, select the Pay Rate and click the Pay Factors button in the Tool Bar. The custom Pay Factors dialog should appear as shown in the figure below.

Custom Pay Rate Factors Window
Custom Pay Factors allow you to define new pay rate factors (Multipliers) or dollar amounts (Fixed Amounts) for each hour's type. Pay Rates using custom Pay Factors will be identified in the Site Pay Rates screen as 'Custom' under the Pay Factor column.
Note: If shifts were created prior to defining Pay Rates or you are updating an existing Pay Rate, you will be asked whether you want to apply the new Pay Rate to existing shifts. Selecting 'Yes' will recalculate your payroll information with the new rate, where as selecting 'No' will apply the new rate only to newly created shifts.
A Pay Factor should be distinguished from a Pay Rate. A Pay Rate is the dollar per hour rate an Employee earns. A Pay Factor is the additional multiplier applied to the Pay Rate if hours are classified as Overtime, Double Overtime, Statutory Holidays, Training Rate or Other.

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5.4. Site Combination Pay Rates (previously Site Employee Pay Rates)

Site Combination Pay Rates allow you to define pay rates based on a shift's Employee and Service values.
Site Combination Pay Rates is one of several pay rate options that can be configured in eTime Xpress (see the Time & Attendance User Guide for more information). If you are not using eTime Xpress to generate payroll information, you are not required to setup this feature.
From the Sites main screen, double-click the Site Combination Pay Rates folder. The Site Combination Pay Rates screen should appear as shown in the figure below.

Site Combination Pay Rates Screen
To Add ( ), Update ( ), or Delete ( ) a Pay Rate, click the corresponding buttons in the toolbar. When entering a new Pay Rate you can define the Employee ID, Service Code, Effective Date and the applicable Pay Rate. You may define 'All' for Employees by entering '0' and Services by entering '*' in the respective columns.
The Effective Date allows you to define current and future Pay Rates. When calculating payroll, eTime Xpress will apply the Pay Rate in effect on the date of the shift.
When entering a Site Combination Pay Rate, eTime Xpress automatically applies the 'Default' Pay Factors defined for the Branch. If a Pay Rate requires a custom Pay Factor that is different than the 'Default' Pay Factor, select the Pay Rate and click the Pay Factors button in the Tool Bar. The custom Pay Factors dialog should appear as shown in the figure below.

Custom Pay Rate Factors Window
Custom Pay Factors allow you to define new pay rate factors (Multipliers) or dollar amounts (Fixed Amounts) for each hour's type. Pay Rates using custom Pay Factors will be identified in the Site Combination Pay Rates screen as 'Custom' under the Pay Factor column.
Note: If shifts were created prior to defining Pay Rates or you are updating an existing Pay Rate, you will be asked whether you want to apply the new Pay Rate to existing shifts. Selecting 'Yes' will recalculate your payroll information with the new rate, where as selecting 'No' will apply the new rate only to newly created shifts.
A Pay Factor should be distinguished from a Pay Rate. A Pay Rate is the dollar per hour rate an Employee earns. A Pay Factor is the additional multiplier applied to the Pay Rate if the hours are classified as Overtime, Double Overtime, Statutory Holidays, Training Rate or Other.

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5.5. Site Statutory Days

When a shift occurs on a Statutory Day (Holiday), the associated hours may be broken-out as Statutory hours for billing and/or payroll purposes (see Time & Attendance User Guide). If you are not using eTime Xpress to generate billing or payroll information, you are not required to setup this feature.
From the Site Main screen, double-click the Site Statutory Days folder. The Site Statutory Days screen should appear as shown in the figure below.

Site Statutory Days Screen
Site Statutory Days lists all of the Statutory days defined for the Branch and whether a Statutory Day applies for bill or pay purposes. To turn off a Statutory Day rule, double-click on the record - the value in the 'Apply?' column will toggle between 'yes' and 'no'.
For shift hours to be classified as Statutory hours, the shift must occur on a Statutory Day and the Statutory Day Rule for the applicable Site (Site Statutory Days) and Employee (Employee Statutory Days – see Employee User Guide) must be 'Apply?' = yes.
Note: Statutory Days can be created from the Branch Statutory Days screen. From the Main Menu, go to Configuration > Company/Branch > Branch Statutory Days under the Branch tab.

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5.6. Site Break Thresholds

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Site Notes allow you to record information/notes about a specific Site. You can organize Site notes by tagging them with specific code classifications. Tagging notes allow for easier searching and printing in the future.
From the Site Main screen, double-click the Site Notes folder. The Site Notes screen should appear as shown in the figure below.

Site Notes Screen
To Add ( ), Update ( ), or Delete ( ) a Note header, click the corresponding buttons in the toolbar. You can also Print ( ) a specific Note or group of Notes. When entering a new Site Note, you can define the Note Header, Note Code/Tag and Effective Dates. To enter text in the Note section, click the Change Details button ( ) and begin typing. Remember to save your changes by clicking the Save button ( ).
Effective and expiry dates may be defined to set a time period which the Note is applicable. By leaving these fields blank, the note will be effective for all dates. You can print notes based on code tags and effective dates using the Notes report under the Reports Menu > Customer & Employee. You can also attach Site Notes when printing the Schedules Report (i.e. directions, to do list etc. specific to a Site).
Note: To define Note codes/tags go to Configuration > Codes Maintenance. From the Codes Maintenance screen, select 'Site Notes Code' and click the Add button to create a new Note Code.
To attach a document, use the applicable option under Tools (see Global Features Guide).

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5.10. Site Attachments

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Site Schedule displays a read-only list view of the Site's scheduled shifts over a specified date range.
From the Site Main screen, double-click the Site Schedule folder. The Site Schedule screen should appear as shown in the figure below.

Site Schedule
To display shifts, enter the applicable From and To dates and click on a row in the browser area under Shifts.

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6.2. Site Qualifications

For eTime Xpress versions 7.003 and higher, the previous feature of Sites Qualifications has been replaced with the Shift Qualifications feature under Branch Rule Settings.
To setup Shift Qualification rules, please refer to Branch Rule Settings in the Administrator Guide.

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6.3. Site Restrictions

For eTime Xpress versions 7.003 and higher, the previous feature of Sites Restrictions has been replaced with the Shift Restrictions feature under Branch Rule Settings.
To setup Shift Restriction rules, please refer to Branch Rule Settings in the Administrator Guide.

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6.4. Site Incidents

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