# Resources To create a new Resource: 1. Search for **Resources**. 2. Select **Resources** from the search results. 3. Select **New**. 4. Complete the required fields on the Resource Card. 5. Save the Resource. ## **Complete the General Fast Tab** The **General** Fast Tab stores the Resource's core information and uniquely identifies the employee within the system. Complete the following fields as required:
**Field****Description**
**No.**Specifies the unique identifier assigned to the Resource
**Name**Specifies the employee's full name.
**Search Name**An alternative name used when searching for the Resource
**Resource Type**Classifies the Resource for reporting and planning purposes
**Default Work Type Code**Automatically populates new timesheet entries with a predefined Work Type
**Default Work Type Code** **Purpose** The **Default Work Type Code** automatically assigns a Work Type whenever the employee creates a new timesheet entry. This reduces repetitive data entry and helps ensure consistent reporting across the organization. **Example** A software developer may spend most of their time on development activities. By assigning **Development** as the default Work Type, new timesheet lines will automatically populate this value. The user can still select a different Work Type if the work performed differs from their default activity. **Best Practice** Only configure a default Work Type when the majority of an employee's time is allocated to the same activity. **Resource Type** **Purpose** The **Resource Type** identifies the category of Resource being created. Typical Resource Types include: - Employee - Contractor - Consultant - Temporary Resource Resource Types are commonly used for filtering, reporting, planning, and capacity management. **Personal Data** Complete the **Personal Data** Fast Tab to ensure the employee can participate fully in MESuite workflows. **Email Address** The email address is used for: - Workflow notifications. - Timesheet approval requests. - Reminder notifications. - System communications.

Verify the employee's address before enabling Timesheets. An incorrect email address may prevent workflow notifications from being delivered.

**Time Sheets Fast Tab** The **Time Sheets** Fast Tab contains posting information used when approved timesheets are transferred into Microsoft Dynamics 365 Business Central. Configure the following fields:
**Field****Description**
**Res. Journal Template Name**Specifies the Resource Journal Template used when posting approved timesheets.
**Res. Journal Batch Name**Specifies the Resource Journal Batch that receives approved timesheet entries.
These settings ensure that approved time transactions are transferred to the correct journals for further processing. - If use MEP timesheets is ticked (**TRUE**) - THEN - No need to setup these two fields on the Resource card. - If use MEP timesheets is un-ticked (**FALSE**) - THEN - You have to setup these two fields on the Resource card. - **Validation** After completing the Resource configuration, verify that: - The Resource appears in the Resource List. - The employee's name is displayed correctly. - The email address has been entered. - The appropriate Resource Type has been assigned. - The Default Work Type has been configured (if required). - Resource Journal settings have been completed. **Best Practices** - Create one Resource record for each employee who captures time. - Maintain accurate employee information. - Assign a default Work Type only when appropriate. - Review Resource information regularly to ensure it remains current. - Verify posting information before enabling users to submit timesheets. **Troubleshooting**
**Issue****Possible Cause****Resolution**
User cannot access Timesheets.No Resource has been created.Create a Resource and complete the required configuration.
Workflow emails are not received.Email address is missing or incorrect.Update the email address on the Resource Card.
Default Work Type is not populated.No Default Work Type has been assigned.Configure a Default Work Type on the Resource Card.
Approved timesheets cannot be posted.Journal Template or Batch has not been configured.Configure the Resource Journal Template and Batch before posting.
**Result** Once the Resource has been configured successfully: - The employee is recognized within MESuite Timesheets. - Time can be recorded against projects and work activities. - Workflow notifications can be delivered. - Approved timesheets can be transferred to Business Central. - Resource information is available for planning, costing, billing, and management reporting. ### **Work Types** **Purpose** Work Types define the categories of work that employees can record on their timesheets. They provide a standardized method of classifying time entries, allowing organizations to distinguish between different activities for operational reporting, project costing, resource planning, and customer billing. Every timesheet entry is associated with a Work Type, ensuring that recorded time is categorized consistently across the organization. Properly configured Work Types improve reporting accuracy, simplify timesheet completion, and provide management with greater visibility into how employee time is being utilized. **How Work Types Work** When an employee creates a timesheet entry, MESuite prompts them to select a Work Type. This selection identifies the activity performed and becomes part of the timesheet record. Depending on the organization’s implementation, Work Types can be used to: - Categorize productive and non-productive work. - Differentiate billable and non-billable activities. - Measure employee utilization. - Support project costing. - Analyse labor distribution. - Produce operational and financial reports. Work Types may also be assigned as the default value on a Resource Card, allowing the system to automatically populate new timesheet entries. **Before You Begin** Before creating Work Types, ensure that: - The organization has defined its time reporting requirements. - Standard work categories have been agreed upon. - Project managers and finance teams have approved the Work Type structure. - Duplicate or overlapping Work Types have been eliminated. **Create a Work Type** To create a new Work Type: 1. Search for **Work Types**. 2. Select **Work Types** from the search results. 3. Select **New**. 4. Enter the required information. 5. Save the record. **Complete the Work Type Card** Each Work Type should clearly describe the activity being performed. Complete the following fields.
**Field****Description**
**Code**A unique identifier for the Work Type.
**Description**A descriptive name deployed to users during timesheet entry
**Blocked**Prevents the work type from being selected while retaining historical records.

Use short, meaningful codes that are easy to identify and maintain

**Examples of Work Types** The following examples illustrate common Work Types used by organizations.
**Work Type****Typical Use**
AdministrationGeneral administrative duties.
DevelopmentSoftware development and coding activities.
TestingSoftware testing and quality assurance.
SupportCustomer support and issue resolution.
ConsultingClient consulting and advisory services.
TrainingInternal or external training activities.
MeetingsTeam meetings, client meetings, and workshops.
LeaveAnnual leave, sick leave, or other authorised absences (if recorded through Timesheets).
TravelBusiness travel where travel time is recorded.
The Work Types configured should reflect the organization’s operational requirements. **Separate billable and non-billable activities** Where customer billing is required, distinguish between work that can be invoiced and internal activities. Examples include: **Billable** - Consulting - Development - Testing - Project Management **Non-Billable** - Administration - Internal Meetings - Training - Leave **Best Practices** - Use meaningful Work Type descriptions. - Review Work Types periodically to ensure they remain relevant. - Block obsolete Work Types instead of deleting them to preserve historical data. - Avoid creating duplicate Work Types with similar meanings. - Standardize naming conventions across all departments. **Validation** After configuring Work Types, verify that: - New Work Types appear in the Work Type list. - Users can select the appropriate Work Types during timesheet entry. - Default Work Types populate correctly where configured. - Blocked Work Types no longer appear for selection. **Troubleshooting**
**Issue****Possible Cause****Resolution**
Work Type does not appear during timesheet entry.The Work Type has been blocked.Review the Work Type and ensure it is active.
Users select incorrect Work Types.Too many similar Work Types exist.Simplify the Work Type structure and use clear descriptions.
Default Work Type is not populated.No Default Work Type has been assigned to the Resource.Update the Resource Card with the appropriate Default Work Type.
Reporting contains inconsistent activity namesNaming conventions have not been standardized.Review and standardize all work types descriptions
**Result** After Work Types have been configured successfully: - Employees can categorize their time consistently. - Timesheet completion becomes faster and more intuitive. - Management gains improved visibility into employee activities. - Reports accurately reflect how time is spent across projects, departments, and business functions. - Project costing and customer billing are supported by reliable and structured time data. **Implementation Example** A software development company may configure the following Work Types:
**Code****Description****Billable**
DEVDevelopmentYes
QAQuality AssuranceYes
PMProject ManagementYes
SUPCustomer SupportYes
ADMAdministrationNo
TRNInternal TrainingNo
MTGMeetingsNo
TRVBusiness TravelNo
This structure provides meaningful reporting while remaining simple for employees to understand and use. ### **Base Calendars** **Purpose** A **Base Calendar** defines the standard working schedule used by an organization. It specifies working days, weekends, public holidays, and other non-working days that are used when validating timesheets, calculating resource availability, and managing capacity. In MEsuite Timesheets, Base Calendars ensure that employees record time against valid working days and provide the foundation for accurate scheduling, planning, and reporting. Each Resource can be assigned a Base Calendar to reflect their normal working pattern. **How Base Calendars Work** A Base Calendar establishes the default working schedule for Resources within Microsoft Dynamics 365 Business Central. When a Base Calendar is assigned to a Resource, MESuite uses the calendar to: - Determine standard working days. - Identify weekends and non-working days. - Recognize public holidays. - Validate timesheet entries. - Calculate resource capacity. - Support planning and scheduling activities. This configuration ensures that recorded working time aligns with the organization’s operational calendar. **Before You Begin** Before creating a Base Calendar, ensure that: - The organization’s standard working week has been defined. - Public holidays have been confirmed. - Any regional or branch-specific calendars have been identified. - Working hours and leave policies have been agreed upon. **Create a Base Calendar** To create a new Base Calendar: 1. Search for **Base Calendars**. 2. Select **Base Calendars** from the search results. 3. Select **New**. 4. Enter a unique calendar code. 5. Enter a meaningful description. 6. Save the calendar. **Configure Working Days** Once the calendar has been created, configure the standard working week. Typical working days include: - Monday - Tuesday - Wednesday - Thursday - Friday Typical non-working days include: - Saturday - Sunday Your organization’s working week may differ depending on operational requirements. **Configure Non-Working Days** After defining the working week, add all known non-working days. Examples include: - Public holidays - Company shutdown periods - Annual office closures - Regional holidays - Special business closure dates These dates are recognized by MESuite when validating timesheet entries and calculating employee availability.

Update the base calendar annually to include newly published public holidays and planned company closure periods.

**Assign the Base Calendar to Resources** Once the Base Calendar has been configured, assign it to the appropriate Resources. Each Resource should be linked to the calendar that reflects their normal working schedule. Different Base Calendars may be required for: - Different countries - Different regions - Shift workers - Part-time employees - Alternative working schedules **Field Descriptions**
**Field****Description**
**Code**A unique identifier for the Base Calendar.
**Description**A descriptive name for the calendar.
**Base Calendar Changes**Displays working day exceptions, including weekends, holidays, and special non-working dates.
**Business Example** An organization operating in South Africa may configure a Base Calendar with:
**Day****Working Day**
MondayYes
TuesdayYes
WednesdayYes
ThursdayYes
FridayYes
SaturdayNo
SundayNo
Public holidays such as **Human Rights Day**, **Freedom Day**, **Heritage Day**, and **Day of Reconciliation** can then be added as non-working days to ensure employees are not expected to record standard working hours on those dates. **Best Practices** - Create separate calendars where different working schedules exist. - Review Base Calendars at the beginning of each year. - Add public holidays before the start of the calendar year. - Use meaningful calendar descriptions. - Avoid making unnecessary changes once employees have started capturing timesheets. **Validation** After configuring a Base Calendar, verify that: - The calendar appears in the Base Calendar list. - Working days have been configured correctly. - Weekends are marked as non-working days. - Public holidays have been added. - Resources have been assigned to the correct calendar. **Troubleshooting**
**Issue****Possible Cause****Resolution**
Employees can capture time on public holidays unexpectedly.Public holidays have not been added to the Base Calendar.Update the Base Calendar changes to include all applicable public holidays.
Resource capacity is calculated incorrectly.The incorrect Base Calendar has been assigned to the Resource.Verify that the Resource is linked to the appropriate Base Calendar.
Working days are incorrect.The standard working week has not been configured correctly.Review and update the Base Calendar settings.
Employees follow different work schedules.A single calendar is being used for all Resources.Create separate Base Calendars for each working pattern or location.
**Result** After the Base Calendar has been configured successfully: - Working and non-working days are clearly defined. - Public holidays are recognized during timesheet validation. - Resource availability is calculated accurately. - Capacity planning reflects the organization’s actual working schedule. - Timesheet data supports reliable planning, costing, and reporting. **Related Configuration** The Base Calendar works together with: - **Resource Capacity** – Uses the Base Calendar to calculate available working hours. - **Resource Setup** – Assigns the appropriate calendar to each employee. - **Timesheet Validation** – Ensures time entries align with configured working days. - **Approval Workflows** – Supports accurate review of submitted timesheets based on expected working schedules. ### **Resource Capacity** **Overview** Resource Capacity defines the number of hours a resource is expected to work over a specified period. This setup is used by MESuite Timesheets to determine the standard hours available for time capture and plays an important role in resource planning, capacity management, timesheet validation, and reporting. Setting the correct resource capacity ensures that employees are allocated the appropriate working hours and prevents discrepancies when comparing planned hours against captured timesheets.

Resource Capacity should be configured after creating the Resource and Base Calendar. The Base Calendar determines the working days, while Resource Capacity defines the number of hours available on those working days.

**Purpose of Resource Capacity** Resource Capacity is used to: - Define the standard daily working hours for each resource. - Support capacity planning and resource scheduling. - Validate expected hours against submitted timesheets. - Improve reporting accuracy. - Ensure consistency between employee availability and project planning. **Setting Resource Capacity** To configure the capacity for a resource: 1. Open the **Resource Capacity** page. 2. Select the resource whose capacity you want to configure. 3. From the action ribbon, select **Planning**. 4. Select **Set Capacity**. The **Set Capacity** page opens, allowing you to define the employee's working hours for a specific period.
**Configuring Capacity**Complete the following fields before updating the resource capacity.
**Start Date**Specify the first date from which the capacity should apply.
**Example**01 January 2027
**End Date**Specify the last date for which the capacity should remain active.
**Example**31 December 2027
**Daily Capacity** Enter the number of hours the resource is expected to work on each working day. This value is normally based on the employee's employment contract or company policy. Common examples include:
**Working Arrangement****Daily Capacity**
Full-time employee8 Hours
Reduced working hours7.5 Hours
Part-time employee4 Hours
**Updating Capacity** After entering the required information: 1. Verify the Start Date and End Date. 2. Confirm the daily working hours. 3. Select **Update Capacity**. The system calculates the resource's available working hours for the selected period using the assigned Base Calendar together with the configured daily capacity. **How Resource Capacity is Used** Once configured, Resource Capacity is referenced throughout MESuite Timesheets for: - Expected working hours. - Timesheet validation. - Capacity planning. - Resource utilization reporting. - Project scheduling. - Forecasting available employee hours. If a Base Calendar contains public holidays or other non-working days, those dates are excluded from the available capacity calculation. **Best Practices** - Configure Resource Capacity immediately after creating a new Resource. - Ensure the daily capacity matches the employee's contractual working hours. - Review capacities whenever an employee changes working hours. - Update capacity for employees moving between full-time and part-time schedules. - Ensure Base Calendars are configured before updating Resource Capacity. - Periodically review capacities to ensure they remain accurate.

Resource Capacity determines the number of hours available for time capture but does not automatically generate timesheet entries. Employees are still required to complete and submit their own timesheets.

**Example Scenario** A consultant works Monday to Friday for **8 hours per day**. Their setup consists of: - **Base Calendar:** South Africa Standard Calendar - **Working Days:** Monday to Friday - **Non-Working Days:** Saturdays, Sundays, and Public Holidays - **Daily Capacity:** 8 Hours During a normal working week, the consultant has **40 available working hours** for timesheet entry. If a public holiday falls within the week, the available capacity is automatically reduced based on the Base Calendar configuration ### **Resource Setup** **Overview** The **Resource Setup** page contains system-wide configuration settings that apply to all resources using MESuite Timesheets. These settings control how timesheets are displayed, define the period during which users are allowed to capture time, and configure numbering series for resource records. Proper configuration of the Resource Setup page ensures a consistent timesheet experience across the organization while reducing the amount of setup required on individual resource cards.

The settings configured on the **Resource Setup** page apply globally. However, certain settings can be overridden on an individual Resource Card if different requirements exist for a specific employee.

**Opening Resource Setup** To access the Resource Setup page: 1. Search for **Resource Setup**. 2. Select **Resource Setup** from the search results. The Resource Setup page opens, displaying the global configuration options for all resources. **Time Sheet First Weekday** **Purpose** The **Time Sheet First Weekday** field determines which day appears as the first day of the week on the Timesheet worksheet. This setting provides consistency for all users when entering their weekly timesheets. **Common Options:**
**Option****Description**
MondayThe timesheet week begins on Monday (most commonly used).
SundayThe timesheet week begins on Sunday.
Other DayDepending on organizational requirements, another day may be selected if supported.
**Best Practice** Configure the first weekday to align with your organization’s payroll period or standard working week. **Numbering Fast Tab** **Resources No. Series** The **Resources No. Series** field determines how new Resource numbers are generated within Microsoft Dynamics 365 Business Central. Rather than manually entering Resource Numbers, the system can automatically assign the next available number from the configured numbering sequence. **Benefits of Automatic Numbering** - Ensures unique Resource Numbers. - Eliminates duplicate records. - Standardizes numbering across the organization. - Simplifies the creation of new Resources. **Example** A numbering series may generate Resource Numbers such as: - RES0001 - RES0002 - RES0003 Each newly created Resource automatically receives the next available number in the sequence. **Relationship Between Resource Setup and Resource Cards** Although the Resource Setup page defines the default configuration for all resources, individual Resource Cards can override certain settings when required. For example, an employee may require a different Time Capture period from the rest of the organization. In this case, the dates configured on the Resource Card take precedence over the global Resource Setup values.

Values entered on an individual Resource Card override the corresponding settings configured in Resource Setup. This allows exceptions to be managed without affecting all other users.

**Best Practices** - Configure the **Time Sheet First Weekday** before users begin capturing timesheets. - Align the Time Capture period with your organization’s payroll or financial reporting cycle. - Review the Time Capture dates regularly to ensure they remain current. - Use automatic numbering to maintain consistent Resource records. - Only override global settings on individual Resource Cards when a genuine business requirement exists. - Test the configuration using a standard user account after making changes.

Review the time capture to date at the start of each financial year. Extending this date before it expires ensures users can continue capturing timesheets without interruption.

### **MESuite Configurations – Timesheet User Security** **Overview** Before users can access MESuite Timesheets, they must be configured within the MESuite User Security module. User Security controls which companies’ users can access, the modules available to them, the actions they are permitted to perform, and the approval hierarchy for timesheet processing. Correctly configuring User Security ensures that users only have access to the information and functionality required for their role while maintaining data security and compliance with organizational policies. **Accessing User Security** To configure a user's MESuite access: 1. Navigate to **MESuite**. 2. Select **System**. 3. Select **Users**. 4. Select an existing user or create a new user. 5. From the action ribbon, select **Update User Security**. The User Security page opens, allowing you to configure company access, module permissions, approval hierarchies, and system functionality. #### **Company Security** **Purpose** Company Security determines which Microsoft Dynamics 365 Business Central companies a user is authorised to access. If multiple companies exist within the same Business Central environment, users will only be able to view and work within the companies assigned to them. This helps: - Protect confidential company information. - Prevent accidental posting to the wrong company. - Maintain organizational security. After configuring Company Security, select **Manage MESuite Access** to assign module permissions. #### **Customer and Vendor Access Types** Depending on your organization’s security requirements, users can be granted either **Inclusive** or **Exclusive** access. **Inclusive Access** Inclusive access grants users access **only** to the Customers or Vendors specifically assigned to them. This option is commonly used where users should work with a defined list of customers or suppliers. **Example** A Project Manager responsible for only five customers will only be able to view those five customers within MESuite **Exclusive Access** Exclusive access works in the opposite manner. Users can access all Customers or Vendors except those that have specifically been excluded. This option is generally used for administrators or senior users who require broad access across the organization. **Best Practice** Inclusive access is recommended wherever possible, as it follows the principle of least privilege and provides greater security.
#### **Managing MESuite Access** After Company Security has been configured: 1. Select the **three-dot (More Options)** menu. 2. Select **Manage MESuite Access**. 3. Select **New (+)** to create a new security record. Complete the required security fields for the user. **Module Type** **Purpose** The **Module Type** determines which MESuite module the security record applies to. For Timesheet users, select the **Timesheet** module. Without a Module Type, the user will not have access to the corresponding MESuite functionality. **User Has Access** **Purpose** The **User Has Access** option grants the user permission to access and use the selected MESuite module. When enabled, users can: - Open MESuite Timesheets. - Capture timesheet entries. - Save timesheets. - Submit timesheets for approval. If this option is not enabled, the Timesheet module will not be available to the user, even if other security settings have been configured. **Manager** **Purpose** The **Manager** field identifies the person responsible for approving the user's submitted timesheets. Managers typically: - Review submitted timesheets. - Approve or reject timesheets. - Ensure captured hours are accurate. - Monitor employee utilization. Each user should normally have one designated Manager. **Supervisor** **Purpose** The **Supervisor** provides an additional level of approval where required by organizational policy. Depending on the configured approval workflow, a supervisor may: - Review timesheets before Manager approval. - Perform secondary approval. - Monitor departmental time capture. Some organizations use both a Supervisor and Manager, while others use only one approval level. **Delegate** **Purpose** A **Delegate** is another user who is authorised to perform timesheet-related activities on behalf of the primary user. Delegates are commonly used when: - A Manager is on leave. - A Supervisor is unavailable. - Business continuity requires another approver. Delegates may be able to: - Review timesheets. - Approve or reject submissions. - Perform workflow actions normally completed by the assigned approver. Delegates ensure that approval processes continue without unnecessary delays. **Activating the Timesheet Module** Once all user permissions have been configured: 1. Save the security changes. 2. Perform a **hard refresh** by pressing **Ctrl + F5**. The MESuite Timesheet module will then appear in the navigation menu for authorised users. **Important** If the module does not appear after refreshing the browser, verify that: - The correct Module Type has been assigned. - **User Has Access** is enabled. - Company Security has been configured correctly. - The user is signed into the correct Business Central company. # **Configuring Timesheet Behavior** The User Security page also allows administrators to customize the Timesheet interface and enforce company-specific capture rules. Select **Update Security**, then open the **Timesheet** tab. From here, administrators can: - Make fields mandatory during timesheet capture. - Hide fields that are not applicable. - Configure company-specific capture requirements. - Standardize timesheet data entry across all users. # Mandatory Fields Mandatory fields require users to complete specific information before a timesheet can be submitted. Typical mandatory fields include: - Work Type - Job Number - Task - Description - Dimension Codes Requiring mandatory information improves reporting accuracy and reduces incomplete submissions. **Best Practices** - Assign users only the permissions required for their role. - Use **Inclusive** Customer and Vendor access wherever possible. - Configure approval hierarchies before allowing users to submit timesheets. - Review security permissions regularly. - Test user access using a standard user account before deployment. - Document any custom security configurations implemented for your organization.

After making changes to User Security, always ask the user to sign out and back into Business Central if a simple browser refresh does

### **MESuite Timesheet Reporting** **User Overview** The **MESuite Timesheet Reporting User** permission grants a user access to Timesheet reporting functionality across the organization. Users with this permission can generate and view timesheet reports for multiple resources, regardless of whether they personally capture timesheets. This permission is typically assigned to managers, department heads, project managers, finance teams, payroll administrators, and system administrators who require visibility into timesheet data for monitoring, reporting, or auditing purposes.

The Timesheet Reporting User permission provides reporting capabilities only. It does not automatically grant approval rights or administrative access to modify timesheets.

**Purpose of the Reporting User Permission** The Reporting User permission enables authorised users to: - View timesheet information across multiple resources. - Generate operational and management reports. - Analyse employee utilization. - Review project time allocations. - Support payroll verification. - Assist with financial reporting and audits. Without this permission, users can generally report only on information available through their own assigned security permissions. **Enabling the Reporting User Permission** To configure a Reporting User: 1. Navigate to **MESuite**. 2. Select **System**. 3. Open **Users**. 4. Select the required user. 5. Select **Update User Security**. 6. Locate the **MESuite Timesheet Reporting User** option. 7. Enable the permission. 8. Save the changes. After saving, perform a browser refresh (**Ctrl + F5**) or have the user sign out and back in if required. **Reporting Capabilities** Depending on the organization’s configuration, Reporting Users may be able to access information such as: - Submitted timesheets. - Approved and rejected timesheets. - Outstanding timesheets awaiting approval. - Resource utilization. - Hours worked by employee. - Hours worked by project. - Work Type analysis. - Customer and Job reporting. - Historical timesheet information. The available reports may vary depending on your MESuite configuration and user security settings. **Summary** The **MESuite Timesheet Reporting User** permission provides authorised users with access to comprehensive reporting capabilities across the MESuite Timesheet module. When combined with appropriate Company Security and User Security settings, it ensures that reporting requirements are met while maintaining secure access to organizational data.