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3.11.02 Key Data Administration

The basis of the project information system and billing system are the key data and master data. This data is administered in the module basic data. The keys administer the data, which will be available parameterized for the entire application. Thus, the system includes for example, certain currencies and their attributes, (description, decimal point, etc.) are available throughout the system as well as the various value added tax. The following keys can be user-defined in Projectile calendar, holiday, currency, exchange rate, value-added tax, flat rate and vehicles.

With the initial installation, usually the current values for calendar, holidays, value-added tax and allowances are pre-populated.

Data Maintenance

If, for example, a calendar setting is changed or not yet entered, the affected document can be searched in the search machine ...

... and the appropriate result list is displayed.

After activating the link, the selected document is selected ...

... and the modification can be made (here the working hours per week of the London calendar).

After clicking save, the working hours per week (if not specified manually) are calculated and the new calendar settings are included.

Defining Key Data

To define a new calendar (for example, for a new location), in the work area select the document type “calendar” from the functionality “create”.

A new document is opened for defining the calendar.

In the example, for the branch in Frankfurt (must first be created in the collections - see the administration guide), the working week of 40 hours for five working days with daily working time of eight hours is defined. The other figures relate to the working time administration.

If not all required fields are filled, the system reports this as an error.

After all information is entered, the document is saved with

If a calendar (or general key data) is deleted with ...

(archive, standard or shredder - see chapter 3.07.1 archive / trash/recycle bin functionality), ...

... the key is no longer available in the system, but may still be available as field content (for example, when employees are assigned to the location/calendar Berlin, this assignment is not deleted).

To define a new bank/legal holiday (for example, for a new location), the document type “holiday” ...

... is selected with the functionality “create”.

In the example a national holiday is defined for the branch London (must already be defined as a calendar). When all information is entered, the document is saved with .

To define a new currency the document type “currency” is selected with the functionality “create”.

In the example the Canadian dollar is created. The print constant (here CAD) is possibly used with the second currency and invoice documents.

When all information is entered, the document is saved with .

To define a new exchange rate the document type “exchange rate” is selected with the functionality “create”.

In the example, the exchange rate between EURO and CAD is defined. This rate is valid from 21.11.2009 until a new rate is entered. Here, 1 EURO is exactly 1,58854 CAD. When all information is entered, the document is saved with .

To define a new value-added tax rate (for example, highter tax rates or when establishing a new international company), the document type “value-added tax” is selected with the functionality “create”.

In the example, a new value-added tax rate is defined for Great Britain. After all information is entered, the document is saved using .

To define a new flat rate for travel cost recording (for example foreign travel), the document type “local allowance standard” is selected with the functionality “create”.

In the example, the daily allowance and the overnight stay allowances for New York are defined (differing from the USA rate). After all information is entered, the document is saved using .

To define a new vehicle the document type “vehicle” is selected with the functionality “create”.

Wenn alle Informationen eingegeben sind, wird das Dokument mit gespeichert. Die Felder ASU-Termin und TÜV-Termin werden dabei vom System gefüllt.