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These areas will be able to be set per group/team (which is tied to specific departments) if applicable:
Departments (Types of Time)
Groups/Teams
Accounting Codes/Activity Codes
- Import AvailableActivity Overhead Types
Activity Overhead Codes
Customers and Customer types
Hours Types/Labor Codes/Time Off Types
Inventory
- Import AvailableMaterials
- Import AvailableEquipment (can be done with or without this enhancement)
- Import AvailableRoads/Segments
- Import AvailableProjects
- Import Available
Employees can be added at any time, suggested time would be after the group/team is created to be able to select their group/time at the time of setup.
It is also suggested to go in and set everything to Public Works/Highway prior to starting the setup for the new department. This way, Public Works will continue to only see what is relevant to them and the same for the new department.
Departments:
This is the Timecard User: Departments (Not General: Departments)
Modify the current department(s) and add the applicable library/database name for the department to the setup. This is going to point your export to the correct place in NewRoads.
Add the new department with the applicable types of time selected: i.e. Engineering, Maintenance, Accounts Receivable, Other
You can also choose a time entry method here (Quarter hour, 12 hour clock, 24 hour clock, or text entry) for each type of time they will use.
Groups/Teams
Add at least 1 group/team for the new department. This will be what is used to differentiate which options will show on their timesheet outside of the types of time that are set by department.
Accounting Codes and Activity Codes
You can manually add each Accounting Code, or you can use the Import that is available. Steps for both options outlined below:
Manual Accounting Codes
Add each Accounting Code separately, select the applicable groups/teams during setup
Once all new Accounting Codes are in - Click Copy to Activity Codes to copy them over
Import Accounting Codes
From the Administration screen, select the Import tab
Click the link for Accounting Codes
Setup a .csv file following the outline on the screen, upload the file and import - you do not need a heading row.
In this case, Accounting Code, Accounting Code Description
Link each imported code manually to the applicable group/team
Click Copy to Activity Codes
If the new department uses the same time off/overhead codes as the current departments, you can set the same accounting codes to show for both departments. You do not need to duplicate these here.
Activity Overhead Types
Add the applicable types for the new department, these show as options once 'Other' is selected as the type of time.
in most cases, this is Equipment Repairs, Time Off, Other Unallocated, etc...
Activity Overhead Codes
Add the activity codes that should be available to the employee per type in Activity Overhead Types
Customers and Customer Types (optional)
Depending on if you have the Asset Management setting enabled or not, this setup is completed differently. If you are not sure, click the Asset Management tab in Administration to see what your setting shows.
Asset Management Enabled:
Add each customers under the Organizations Tab, be sure to check the selection box for Customer at the bottom.
Click on Customer Types
Add each Customer Types the new department will need
select the applicable customers from the listing
select the applicable groups/teams that should see these customer types
select the applicable Activity Codes that should be available for each type of customer
Asset Management Disabled:
Click on the Customers tab and Add each customer the new department will need to track time to
Click on Customer Types
Add each Customer Types the new department will need
select the applicable customers from the listing
select the applicable groups/teams that should see these customer types
select the applicable Activity Codes that should be available for each type of customer
Hours Types/Labor Codes/Time Off Types (optional)
If your new department does not need any different hours types, time off types, or labor codes, you can skip these steps. Just make sure in the Hours Types codes that are for old and new departments have all applicable groups/teams selected, or NONE selected if it should apply to all employees.
Labor Codes
Add any new Labor Codes that this department will use if they are not already set up
Link to either Hours Types or Activity Overhead Codes
Time Off Types
Add any new Time Off Types that this department will use if they are not already set up
Time Off Types link to Accounting Codes (which link to Activity Codes and Activity Overhead Codes)
Hours Types
Used for working hours. Typically you will see Regular, Overtime, Comp Earned as options here.
Inventory (optional)
Difference The difference in Inventory and Materials: Inventory quantities export with the timesheet data to NewRoads, Materials do not. Materials would be more for items that were already purchased for a specific job/project that do not need quantities tracked in NewRoads.
Manual Setup
Click on Inventory
Add each inventory item and select the applicable group/team
Import Setup
Click on Import and choose the Inventory Import option from the list
Create a .csv file following the outline on the screen
browse to the file
Import the file
Click on Inventory
Modify each new item and select the applicable group/team for the new item
Materials (optional)
Difference The difference in Inventory and Materials: Inventory quantities export with the timesheet data to NewRoads, Materials do not. Materials would be more for items that were already purchased for a specific job/project that do not need quantities tracked in NewRoads.
Manual Setup
Click on Materials
Add each material item and select the applicable group/team
Import Setup
Click on Import and choose the Materials Import option from the list
Create a .csv file following the outline on the screen
browse to the file
Import the file
Click on Materials
Modify each new item and select the applicable group/team for the new item
Equipment (optional - can do this without the enhancement)
Manual Setup
Click on Equipment
Add each piece of equipment and select the applicable group/team
Import Setup
Click on Import and choose the Equipment Import option from the list
Create a .csv file following the outline on the screen
- browse to
Find the file
Import the file
Click on Equipment
Modify each piece of equipment and select the applicable group/team for the new item
Roads and Road Segments (optional)
Manual Setup
Click on Roads
Add each Road/Park/Trail and select the applicable group/team
Click on Road Segment and add at least 1 segment for each road/park/trail that was added to Roads
Import Setup
Click on Import and choose the Roads Import option from the list
Create a .csv file following the outline on the screen
- browse to
Find the file
Import the file
Click on Roads
Modify each new Road/Park/Trail and select the applicable group/team for the new road
Click on Road Segment and add at least 1 segment for each road/park/trail that was added to Roads
Projects (optional)
If Engineering and not using the same template/activities as the other department do this first:
Add new:
Engineering Template
Engineering Phases
Engineering Template Activities
If Maintenance leave the Engineering Template option blank in the project setup
Manual Setup
Click on Projects
Add each Project
Select Engineering Template (if applicable) leave blank for Maintenance Project
Select the Groups/Teams that should be able to see this project
Import Setup
Click on Import and choose the Projects Import option from the list
Create a .csv file following the outline on the screen
- browse to
Find the file
Import the file
Click on Projects
Modify each new project and select the applicable group/team and engineering template, if applicable
Maintenance Projects:
Click on Maintenance Projects
Modify each new project and select the activity codes that should be available.
Maintenance Entries without a project:
Follow these steps to designate which Activity Codes should be available with a road/park/trail selected and which should be available without a road/park/trail selected.
Click on Maintenance Types
Modify With a Road
Anything checked here will show if the employee selects a Road/Park/Trail option
Modify Without a Road
Anything checked here will show for the employee if they do not select a Road/Park/Trail
Please contact support@rtvision.com with any questions!
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