Step by Step Guide to Using SAP ByDesign

ENTERING TIME

1. Go to my345771.sapbydesign.com

2. Enter user name and password. The first time you enter the system it will prompt you to change
your password. Please do so to something secure.

3. On the left hand of the screen you will see a house that is your home button. Hit this button
and you will have several options. Go to Self-Services Overview.

4. On this page you will need to enter only for time and expenses. Time off is still managed
through Zenefits and payroll is managed through Gusto. That has not changed.

5. To enter your time go to the Edit Time Sheet section. Here you will see a calendar on the top of
the screen. In the calendar section section select the week you want to enter time.

6. If there is not a project task assigned to you already, you will want to hit the add row button.
The important column is the Task column. Put your cursor in the Task column box and you can
start typing the client name or project name. The correct task should be one of your possible
selections. Please select the proper task. The task will have the naming convention of the four
letters of CPSO (all Letters) followed by three numbers, then a – and then a final number, such
as CPSO323-2.

7. On the same line as the project task, enter the hours worked each day on that project. Please
note the day of the week starts on Monday when entering. Once the week is complete go to
the top of the screen where there is a button that says Release. Select this. Then hit Selected
Week. This will release the hours and they become available to bill on the project. It is also
possible to save a day or two’s time recordings, exit, then reenter the edit time sheet section to
enter the rest of the week. Release the selected week only once all time recordings for that
week are complete. As a user tip, ensure there are no rows added that have no tasks assigned
to them. A blank row will stop the system from saving the time report.

8. Then Close out of the edit time sheet section.

1. From the Self Services Overview screen you will see an option called New Expense Report.
Select this option.

2. The first selection you need to make is Select Type of Expense Report. Always select Receipt
only.

3. For description please use a combination of the client and week end date for easy reference
when reviewing. If it a sales trip please reference the client you are traveling to see. If it is a
conference trip please reference the conference you are attending.

4. At the bottom of the screen you see the cost assignment section of the report. Hit Edit Cost
Assignment. Here you select either Project Task if it is being billed back to a client or select Cost
Center if it is a TruQua expense, not billable.

5. Under Project task there are three lines, Project Task, Sales Order and Sales Order Item. You
only need to select Project Task. You can put your cursor in this box and again search by client
name or project name. If you have the project code you can enter it directly. What you have to
enter here is the project code. It is CPSO (all letters) and three numbers, like CPSO232.

6. If you are entering a TruQua expense, not billable, select the appropriate cost center. For client
specific sales trips, please select TruQua Sales (TQ1000). If the expenses relate to marketing,
such as SAP conference trips, please enter Marketing (TQ3000). For most other non-billable
expenses, such as All Hands related expenses, please code them to TruQua Corporate Admin
(TQ2000).

7. If you are working cross border, such as an employee of TQ US working on a Canadian project or
a TQ Canada employee working on a US based project the project selection is different. Instead
of selecting the project, CPSO232 for your expense report, you need to select your task,
CPSO232-1. This is due to the fact that there are purchase orders behind the scenes that help us
allocate the proper costs across borders that attach only to project tasks. I will personally tell
you if this is the case for you. If I don’t tell you then this does not apply to you.

8. Once the correct project or cost center is selected hit ok.

9. Towards the top of the screen will be a next button. Please hit that.

10. This screen is where you enter all expense items. You can add as many rows as necessary for
the report. Make sure to delete any unused rows. Unused rows will stop you from advancing to
the next screen.
11. There are many options to choose from for expense type. You fill in the amount, date, number
of people (if applicable) and you can add the receipt by selecting the attachment tab located
toward the bottom of the screen. The system does have multi-currency translation. So if you
pay for an expense in Euros or CAD it will translate automatically.

12. Once all expenses have been added you can go to the top of the screen and hit next again. This
screen allows you to add general attachments. It will probably not be used often.

13. Go to the next button and select it one more time. This is the review screen. It will show you
the sum of the expenses submitted and which cost center or project the expenses will be
attached to. Once you have reviewed and are happy with your selection hit finish. Then hit the
close butt. That’s it. You are done with the expense report.