Create or edit a resource record

You must create a resource record for each person who will enter a timesheet or expense claim for a project.

If you use Sage Payroll, you can import your employee details and set them up as resources.

Open: Project Accounting > Project Maintenance > Resources.

The Resources window lists all your timesheet users.
The Last updated column indicates when the resource details were last edited or synchronised with Payroll.
To remove resource records, select the resource(s) and click Delete.

Note: If a resource was imported from Payroll, their employee record in Payroll will not be deleted.

To create or edit a new resource record

Enter the resource's personal details on the Details and Contact tabs.

Details and Contact

Works Number, Title, Forenames, Surname, Date of birth.

Enter the relevant details.

Sage 200 user name

If the resource has a Sage 200 logon, select their user name.

Contact Information.

Select this to enter contact details, such as an address, telephone number or email address.

Note: If you use the Self Service web app, this email address is not linked to the user's account. The user's email address must be set in the user details in System Administration.

Enter the resource's employment details on the Employment tab.

Employment details

Job function	The resource's job function is displayed if they are included in the hierarchy.
Status	Set the Status as Active to allow timesheet and expense claims to be recorded for this resource. If you set their status to Inactive, transactions cannot be recorded by, or for, this resource.
Start date	Enter the resource's Start date.
End Date	Only enter the resource's End date if they are leaving (or have left).
Standard hours	Enter the Standard hours worked by the resource in a week. This figure does not restrict the number of hours the resource can record on their timesheet. However, Sage 200 will display a message to advise if the total entered differs from their standard hours. Note: You can enter the hours in either HH:MM format or as a decimal figure, depending on your Timesheet entry settings.
Payroll Information	Select this to enter the resource's payroll details. Enter the company name for the resource. Enter the resource's reference number. This is optional information and is separate to their Works Number. Enter the resource's National Insurance (NI) number. Note: If you have imported the resource from Sage Payroll, the payment frequency and employment status will also be displayed. Details of imported resources cannot be edited in Sage 200.

Enter the required information on the Defaults tab.

Expense claim payment method

If the resource will be submitting expense claims, enter the Payment of Expense Claims details. These are used to reimburse their expense claims.

Expense Claim payment method

This is used by default for all expense claims for this resource. You can override this for individual expense claims.

Select one of the following from the drop-down list:

Cashbook: Select this if the resource is paid by cash or cheque.

Bank account: Choose the required bank account.

When you post an expense claim to the Nominal Ledger, (using Posted to Financials), a nominal payment is generated for the selected bank account.

Use this if the resource to be paid is not a supplier but you do not want to pay the person through the Payroll (or do not use the Payroll module). You can pay them, using a cheque or cash, and the payment is recorded in the Cashbook account.
Supplier Account: Select this if the expense claims are to be paid via the Purchase Ledger.

If you use this payment method, an invoice is generated for the specified supplier account in the Purchase Ledger. It can then be authorised and paid from the bank account.

If you select a foreign currency supplier, all expenses claimed by this supplier, and paid through the Purchase Ledger, must be in this supplier's currency.

You can select the supplier account using the Code, Short name or Postcode.

This is often used to pay expenses to subcontractors who are set up as suppliers in the Purchase Ledger. This generates a purchase invoice which allows them to record the VAT on their VAT Return.
None: Select this if you do not want to reimburse expense claims using Sage 200 Financials or Payroll.

You cannot select this, if you have chosen to Post Expense Claims to Financials in the Timesheet and Expense Claim settings.

Use this if you need to record the costs but do not need to reimburse the person.

For example, an employee may use a company credit card to pay a hotel bill. You need to post the expense to the project but the person does not need reimbursing.
Payroll: This is set automatically if the resource has been imported from Payroll. The expense is reimbursed through their pay. You can change this to a different payment method if required.

Set the resource's permissions on the Permissions tab.

Resource permissions

Allowed to amend charge rates using the Self Service web app	Select this to if you want to allow the charge rate to be changed when submitting a timesheet using the Self Service web app. Note: You must also choose Select charge rate type in the Timesheet and Expense Claims Settings.
Allowed to amend cost rates using the Self Service web app	Select this to allow the cost rate to be changed when submitting a timesheet from the Self Service web app. Note: You must also choose Select cost rate type in the Timesheet and Expense Claims Settings
Allowed to amend pay rates using the Self Service web app	Select this to allow the pay rate to be changed when submitting a timesheet from the Self Service web app. Note: You must also choose Select pay rate type in the Timesheet and Expense Claims Settings
Allowed to import/synchronise with Payroll	Select this to allow the import and update of resource details from Sage Payroll. Once selected, the Import Timesheets and Import Resources options are available.
Allowed to enter other resource timesheets	Select this to allow the entering and editing of the timesheets for other resources. Note: To choose who the other people are, select the Filtering tab and select Manage Resource Filtering.
Allowed to enter other resource expense claims	Select this to allow entering and editing of expense claims for other resources. Note: To choose who the other people are, select the Filtering tab and select Manage Resource Filtering.
Allowed to authorise timesheets and expense claims	Select this to allow the resource to authorise timesheets and expense claims for other resources. Note: To specify whose timesheets and expense claims this person can authorise, use Manage Resource Authorisation.
Expense Claim authorisation limit	Set the maximum expense claim amount (in the base currency) that the resource can authorise.
Resource Authorisers	Select this to set who can authorise this resource's timesheets and expense claims: To select the people that can authorise this resource's timesheets or expense claims, click Add. A list of people that have permission to authorise timesheets and expense claims appears. Note: To give a resource permission to authorise timesheets and expense claims, enable Allowed to authorise timesheets and expense claims in their resource record. Select the people that will have permission to authorise timesheets and expense claims for this resource, then click OK. The updated list of timesheet authorisers for this resource appears.

Set up project and resource filtering options on the Filtering tab.

Project and resource filtering

Filter projects	Select this to use project filtering for this resource.
Manage Project Filtering.	Select this to choose which projects this resource can enter timesheets and expense claims for.
Filter resources	Select this to use resource filtering for this resource.
Manage Resource Filtering.	Select this to: Choose the other people this resource can enter timesheets and expense claims for. Choose the other people who can enter timesheets and expense claims for this resource.

To save the resource record, click Save.

To import resources from Payroll, click Import.

To update the details of imported resources with any changes to their employee record in Payroll, click Synchronise.