This tutorial is created using Timesheets Version 9.
In this tutorial, you will track CAPEX and OPEX on worklogs. You will do this by creating accounts and linking them to Jira projects, issues, and worklogs. Then you will view all logged CAPEX and OPEX hours in a custom report. You need Tempo Timesheets for Server to complete these tasks.
- A Jira project management project is needed for this tutorial.
- The project must have at least 2 project tasks with original and remaining estimates.
- Make sure the Account field is available on the Issue page.
- Make sure you know exactly which issues are Opex and Capex related. For example, Task - 1: Development = CAPEX, Task - 2: Training = OPEX.
Step 1: Creating Tempo Account categories
Before creating accounts, define the Account Categories by which to group your accounts. Create new categories for your customer accounts, such as Development, Sales and Marketing, Training, Service and Maintenance, etc. Specify a type for your categories: Billable, Internal, Capitalized, or Operational.
|Account Category||Account Category Type|
To create an account category...
Creating categories requires the Tempo Account Administrator permission.
Categories provide an efficient way to categorize logged time by type. You can create categories to group hours by cost center and work activities. For example, if you have several accounts containing sales and marketing data, you could create a new 'Sales and Marketing' category and assign those accounts to it. Each account category you create needs to have one of four predefined Types that classify the account category for different uses in Tempo.
To create an account category:
- Select Settings in the Tempo sidebar.
- Under Accounts, select Account Categories.
- In the Account Categories view, enter a Key and Name for the new category, and select a category Type:
- Billable - hours logged are billed to a customer or billed internally; for example, consultancy work for a customer or hours that an internal service department bills other departments.
- Capitalized - hours logged that add capital to the business and are not billed. For example, hours that are invested in product development.
- Internal - hours logged to ongoing activities within the organization that are not billed and do not directly add value to the business; for example, internal training, vacations, or sick leave. These are known as Internal issues in Tempo. Note that you still need to enter 0 in the Billable field when you're logging time to an Internal account - see Creating Non-billable Accounts for Internal Issues - Tempo Server for information.
- Operational - hours logged related to business operations. For example, time spent on marketing activities, internal systems or customer support (other than billable support).
- Click Add to create the new category.
Deleting Account Categories
You can delete account categories that are no longer needed.
- In the Account Categories view, click Delete in the Action column for the category you want to delete.
Step 2: Creating a CAPEX account and linking it to your Jira project
Now you can set up accounts and link them to your Jira projects and issues. Create a CAPEX account and name it App Development. Assign Taylor as the Account Lead and associate the Development category with the account. Because you already categorized Development as Capitalized, the account will automatically be specified as a Capitalized account.
To create an account...
Creating and editing accounts requires the Tempo Account Administrator permission.
You can create accounts to organize the logged time data in your organization. There are different reasons you may want to do this, such as for the purpose of invoicing customers or tracking your capitalized expenses (Capex). You can associate a customer to an account, but it's not required.
A powerful feature with Tempo accounts is that you can connect the accounts to the Jira projects that you and your organization will be working on, which lets employees then log their time to a specific account. Doing this will help you organize your data easily later on in reports; for example, you can filter a Logged Time report by the accounts and get a clear view of how much time has been spent on each one.
To create an account:
- Select Accounts in the Tempo sidebar.
- Click the +Create Account button at the top-right.
- Fill in the Create Account form:
- Name - A descriptive name for the account. The combination of the account name and key is used to display the account in Jira issues or in the Log Time form in Tempo Timesheets, depending on configuration.
- Key - The account key needs to be unique for the account. A suggested key based on the account name is auto-generated, but you can enter any value you like. The key can use letters (a-z, A-Z), digits (0-9), underscore ("_"), dash ("-") or a dot ("."). You cannot change the key after the account is created.
- Lead - The account lead is responsible for the account. You can either select an existing Jira user's name or simply enter a name.
- Category - Optional. Select a category to associate with the account from the dropdown. The account category is a way to group different cost centers and work activities, such as Development or Marketing. There are four types of categories you can use: Billable, Capitalized, Operational, and Internal.
To create or edit categories, click the settings icon at the top-right, and select Categories.
Customer - Optional. Select a customer to associate with the account from the drop-down menu. The customer does not need to be an outside customer, it may simply be a way to group together a common entity (Jira projects or cost centers) of your definition for the projects linked to the account.
Contact - Optional. Depending on the purpose of the account, for internal or external use, the contact may or may not be a Jira user.
- Projects - Select the projects that include issues you will be logging time on for this account. You can link more than one project to an account.
- If you want to create another account, check the Create another box.
- When you are finished, click Create.
You can create a global account that is linked to all projects. To do so, first create an account as described above, then:
- Click the Account name in the list to access the Account Overview.
- Under Links to Projects, select the Make this account global checkbox.
Editing Account Information
You can edit the following information about an account: account name, customer, category, status, monthly budget, lead, and contact.
- In the Accounts view, click the name of the account you want to edit.
- You can edit the account Name, Customer, Category, Monthly Budget, Lead, and Contact. The account Key cannot be changed after the account is created.
Adding a Monthly Budget
Monthly Budget is used to display a status of hours worked vs the budget for the selected month. This is displayed in the Account Monthly Budget Burn-up Chart gadget available in Tempo Timesheets. In the Accounts view, enter the hours that can be spent on the account during the period in the Monthly Budget field.
Tempo Account Monthly Budget Burn-up Chart
When you have created the account, you need to link it to your Jira project.
To link a project to an account...
Linking accounts to Jira projects requires the Tempo Account Administrator permission.
Tempo accounts can be linked to one or more Jira projects so that an account can be selected from the Account dropdown when you log your time. The Account Custom field must be added first so that there is the Account dropdown available in Jira issues or in the Log Time form. Only accounts that have been linked to Jira projects will be available from this Account dropdown.
There are several ways in which you can link an account to one or more Jira projects:
When you create an account, you can select the projects to which you want that account to be linked. The projects can also be included in the imported file if the accounts are created with any of the Accounts Import features.
In a Jira project's Account settings. From here, you can also set the default account to be used for all issues in a Jira project.
From an account's Overview - see below.
Linking to Projects from the Account's Overview
You can link existing accounts to one or more projects in the Accounts overview.
- Select Accounts in the Tempo sidebar.
- In the Accounts view, select the account to which you want to link Jira projects.
- On the account's Overview, click + Add Project Link at the right and search for the project to which you want to link the account. You can link one account to multiple projects.
- You can also select the Make this account global checkbox if you want to link the account to all Jira projects. Clearing the checkbox will unlink a global account from all Jira projects.
Keep the number of global accounts to a minimum because linking accounts to many Jira projects can have a negative impact on Tempo's performance.
Step 3: Creating an OPEX account and linking it to your Jira project
Similarly, create an OPEX account and name it Support Training. Again, Taylor is the Team Lead and the category is Training. This account will be specified as an Operational account type.
Again you need to link the the account to the same project as in Step 2.
Step 4: Linking a CAPEX account to issues
Now you need to link the project issues to the correct accounts; for example, issues that relate to capitalized work, such as development, should be linked with a CAPEX account. Open a development issue and associate your App Development account to it.
When you have updated the issue, log some time to it. Then browse to the App Development account. The issue count under your linked project should now show 1 issue.
Step 5: Linking an OPEX account to issues and logging time
Similarly, the project issues relating to operational work, such as training, need to be linked to an OPEX account. Open a training issue and link the Support Training account created in Step 2 to it.
When you have updated the issue, log some time to it. Then browse to the Support Training account. The issue count under your linked project should now show 1 issue.
Step 6: Viewing all CAPEX versus OPEX hours
In a Custom Report, you can view all hours logged to issues that are linked to the CAPEX and OPEX accounts. Generate a Custom Report, filter it by App Development (CAPEX) and Support Training (OPEX). You can then export the data for invoicing.
Step 7: Viewing all CAPEX versus OPEX hours across accounts
If you have multiple CAPEX and OPEX accounts, you can view all Capitalized and Operational hours logged on issues across your accounts. Generate a Custom Report, filter it by Account Category Type (Capitalized or Operational).
To filter information in a custom report...