Time Entry

Related Documents: Epicor Usage

This document covers time entry procedures using both Epicor and Toggl for Engineering staff.

How do I clock into a job using Office MES?

Office MES → Start Production (manufacturing jobs) or Start Indirect (bucket jobs) or Start Rework. Search for the job, select the operation, and clock in. End the activity and add a labor note when done.

How do I record rework time?

Office MES → Start Rework (same job pool as production, flagged differently in backend). In Time and Expense Entry, check the Rework box and select Machine Error, providing a quick description.

Time Codes

Indirect Entries

Used for time not billable to a specific project.

  • IND General Indirect
  • 001 Sales Engineering, (for assigned engineering work for projects not under contract)
  • 003 Training (applies to both trainer and trainee, time spent improving workflow/skills)
  • 004 Company Meetings, (for large group meetings that are not project specific)
  • 005 Holidays DO NOT USE
  • 006 PTO DO NOT USE
  • 008 Break Time (15 min breaks only, DO NOT INCLUDE LUNCH)
  • 009 ENG Assistant, (for support role duties - printing travelers, entering part names, etc)
  • 012 ENG Dept Improvement (for assigned development of departmental assets)
  • 015 Machine Maintenance (fixing computer problems >15 min)
  • 017 ENG Administration (for roles overseeing operations/administrative duties like Project Advisor)

Production Entries (Bucket Jobs)

For direct labor that applies project-wide, not job-specific.

Example Job Name: 1234.ENG

  • Design Engineering
  • Fabrication Engineering
  • Lead Coordination
  • Project Meetings
  • BIM Coordination

Note: If your name isn’t under resource, change Resource Group in Time and Expense Entry.

Production Entries (Job Specified)

For direct labor on specific jobs.

FE Example Job Name: E1234.123

  • Submittal (drawing/modeling prior to client approval)
  • Post-Submittal (modeling/drawing after client approval, prior to PE Release)

PE Example Job Name: 1234.123

  • Prod Engineering (reviewing, programming, reworking jobs)

Rework

  • For rework on jobs, clock into the job as regular.
  • In Time and Expense Entry, check Rework box and select Machine Error, providing a quick description.

How do I set up Toggl for CWK time tracking?

Organization schema: Client = Project Number, Project = Job Number, Tag = Operation. Use bracket formatting: [DIR] for direct, [I&D] for indirect codes. Install the desktop app (not just browser). See full setup below.

Time Entry - Toggl

Time entry is simplified using Toggl as a secondary timekeeping app, with data exported to Epicor. 1

Goal

To simplify time entry and timekeeping for Engineering staff and avoid Epicor’s native interface. Toggl is particularly useful for desk workers who need to track time across many different jobs and operations throughout the day.

Why Toggl?

  • More flexible and intuitive than Office MES for desk workers
  • Better suited for people who need to punch into many different jobs (40-50 per week)
  • Runs in system tray with keyboard shortcuts
  • Passive activity tracking available

Installation & Initial Setup

  1. Install Local Client: 1 Install the Toggl desktop app (not just browser version). The local client is lightweight and required for full functionality.

  2. Recommended Settings: 1
    • Run on login: Enable this setting
    • Stop when computer shuts down: Enable this setting
    • Record activity: Set to “On” (local only)
    • Upload activity: Keep off (not needed)
    • Snapping: Set to 5 minutes minimum
  3. Activity Tracking (Optional but Recommended): 1
    • Enable “Record activity” and “Dynamic grouping” in preferences
    • Toggl will passively track your activity throughout the day
    • Shows programs in foreground, window titles, and groups similar activities
    • Use the left sidebar “Today” view in Calendar to review tracked activity
    • Can use tracked chunks as reference or directly convert to time entries
    • Note: Auto-tracker feature (automatic entry creation) is not recommended - manual review is better

Toggl Structure & Naming

Hierarchy in Toggl: 1

  • Client = Project Number (e.g., 1095, 9022)
  • Project = Job Number (e.g., E1095.015, 9022.023)
  • Tag = Operation (e.g., [DIR] Submittal, [IND] Company Meetings)

Important: 1

  • Tag formatting is critical: [DIR] or [IND] followed by space, then operation name
  • Operation name must match exactly the description in Epicor
  • This formatting allows the spreadsheet to map back to Epicor operation codes

Project Naming Examples: 1

  • Manufacturing jobs: 9022.023 (no prefix)
  • Submittal jobs: E9022.023 (E prefix)
  • Bucket jobs: 9022.ENG (project-wide work)

Indirect Work: 1

  • Create a project named “Indirect” under the appropriate client
  • Use indirect tags like [IND] Company Meetings, [IND] Training, etc.

Creating Time Entries in Toggl

Method 1: Manual Entry 1

  1. Click “What are you working on?” in Toggl
  2. Enter a description (this becomes your labor note)
  3. Select Client (project number)
  4. Select Project (job number)
  5. Add Tag (operation)
  6. Start timer or enter time manually

Method 2: Using Tracked Activity 1

  1. Review left sidebar activity tracking at end of day
  2. Use tracked chunks as reference to quickly create entries
  3. Or directly convert tracked chunks to time entries

Methodology

Toggl data is reformatted using a spreadsheet and then copied/pasted into Epicor Time Entry. The spreadsheet maps Toggl’s structure (Client/Project/Tag) to Epicor’s structure (Job/Operation).

How do I export Toggl data for Epicor upload?

From the Toggl desktop app → Export/Import dialogue → select date range (typically one week) → export as CSV. Open the Excel template, delete duplicate/mistaken entries, copy data (excluding headers) into the Toggl IN tab.

How do I bulk-upload time entries to Epicor?

In the spreadsheet, move data to the WORKING - Kinetic tab (auto-maps Toggl structure to Epicor format). Process one site at a time — adjust the site tab, include Blanks for indirect entries from your home site. In Epicor Time & Expense Entry, right-click in Time Details → Paste New (ensure Edit Mode is active). Ignore “Parameter OpCode is not found” if “All records have been processed successfully” appears. Switch sites and repeat for the other site’s entries.

Time Upload Procedure

  1. Export from Toggl: 1
    • From the Toggl desktop app, use the Export/Import dialogue
    • Select date range (typically one week)
    • Export as CSV spreadsheet
  2. Prepare Spreadsheet:
    • Open the Excel template/spreadsheet
    • Delete duplicate entries/mistaken recordings from Toggl export
    • Copy data (excluding column headers) from Toggl IN tab into the spreadsheet’s first tab
  3. Format for Epicor:
    • Move data to the WORKING - Kinetic tab for Epicor-formatted entries
    • The spreadsheet automatically maps Toggl structure to Epicor format:
      • Client → Project
      • Project → Job
      • Tag → Operation (using [DIR]/[IND] prefix and operation name matching)
  4. Site-Specific Processing: 2
    • Adjust site tab in Epicor-formatted sheet
    • Include Blanks for indirect entries from home site
    • Exclude entries from other sites
    • Important: You must upload one site at a time, then switch sites and upload the other
  5. Final Checks:
    • Ensure all Epicor Time Entry columns match Toggl spreadsheet columns
    • Disable unneeded columns
    • Don’t copy empty Site column
  6. Upload to Epicor:
    • In Epicor, navigate to Time & Expense Entry
    • Right-click in Time Details field
    • Click Paste New
    • Ensure Edit Mode is active
    • Ignore “Parameter OpCode is not found” error if “All records have been processed successfully” appears
  7. Switch Sites and Repeat (if needed):
    • Switch Epicor site (CW to DF or vice versa)
    • Repeat upload process for that site’s entries

  1. Source: Training Video — “Toggl Time Entry” ↩ ↩2 ↩3 ↩4 ↩5 ↩6 ↩7 ↩8 ↩9 ↩10 ↩11

  2. Source: Training Video — “Epicor Time Tracking” ↩

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