Timesheets

• This section of the system is where all timesheets can be reviewed, adjusted or manipulated.
  
• It is suggested that this module be restricted to administrative persons in individual privileges.
• The dashboard only shows individual timesheets based on the person logging in. 
• Timesheets are used to capture an organization's actual billable time. 
  
• In theory, an employee who is a multitasker can give an organization a higher percentage of billable time than actual labor time.
• Timesheets also allow companiess to accurately provide estimates (or quotes) on future jobs based on historical data.
• Timesheets can be set up by company or individual to either give the choice of duration or start/stop depending on how you want to track your time.
• Duration means you would track by length of time (i.e. 2 hours).
• Start/stop means you add a start time and end time (i.e. 1:20pm - 3:20pm).

Table of Contents

Click on any of the titles below to navigate directly to related information or scroll down to view the entire page. 

Find Timesheet

Timesheet Detail

Add Timesheet

Edit Timesheet

Weekly Timesheet View

Find Timesheet

Enter your search criteria on the find page.

• This can be any information you know about the timesheet.
• All or part of the job name or number.
• The project if one is associated to the job.
• Staff member.
• Invoice number.
• Work date.
• The company that the job is for. 
• The phase or service that the timesheet was for.
• Whether the time was overtime or not.
  
• Remember, you can search by any field or combination of fields that appear on any list page.
  

This will result in one of three potential pages being displayed: 

• If there are multiple timesheets found, then the list page will be displayed.
  • Select the desired timesheet to go straight to the details.
• If only one timesheet is found, then the detail page will result.
• If there are no timesheets found, a red stop sign with the words "Sorry, no contact was found" will be displayed.

Tips on Finding Specific Records.

• Enter just the first few letters of a name or other information (such as city) being used to query.
  • This will ensure that spelling errors do not occur in the search and an inaccurate result.
• To find a range of Job Numbers or Dates use three dots between the values and then hitting tab.
  • For example July 1, 2007 ... July 31, 2007. 
    • Leaving the second value blank will go to todays date or most recent job number.
    • Leaving the year black will default to the current year.
• If you are searching for something specific always click "find" as "find all" will always show you the entire list.
• You can choose to search by text that "begins with," "ends with" or "contains" by selecting the appropriate radio button. 
• Clicking a date on the calendar will populate the date field with the specific date you choose.

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Timesheet Detail

The detail page is set up in two sections.

• The upper section is the detail.
• On the left side:
• staff name
• client
• company
• project
• job name/number
• start/end time
• billing
  
• The right side of the detail displays:
• the work date
• phase
• service
• service rate
• the value (total time multiplied by the staff billing rate)
• staff billing rate
• description
• Furthest right are the invoice number, date, posted status and the task related to the timesheet if appropriate.
  

• The lower section displays all entries for the staff person entered for the selected day.
• The timesheet that is present in the upper detail page is highlighted in orange.
• The user may select other items listed.
  
• The item will become highlighted in orange and the details will be shown in the upper section.

Add Timesheet

There are three ways of entering a timesheet from the main dashboard.

• Entering a timesheet from the Timesheet pane.
• Click into the job # field and enter the number, name or company name of the job you're working on.
• Entering just a portion of the name will also work.
• Once the information is entered, select the tab button from your keyboard.
  
• If only one item is found to match the entered values, that job will be entered into the field.
• If more than one item is found to match the entered values, a pop up window will be displayed that lists all of the jobs.
• If no items are found to match the entered values, a pop up will come let you know.
• Once the job has been successfully selected, you will be able to choose services that are available for that job to track time to.
• The order of phases and related services will list out the same way as they have been built in the estimate.
• Selecting the job from the job pane.
• Click the gray icon next to the desired job.
• The job information will be entered directly to the timesheet information on the dashboard.
• Continue to fill the required fields of the timesheet item and click submit.
• Selecting a task for timesheet creation.
• Select the gray icon next to the desired task.
• The job, and where applicable, the phase, service and description will be automatically entered to the timesheet pane.
• Continue to fill the required fields of the timesheet item if the task does not have all of the required information and click submit.

Edit Timesheet

Timesheets can be edited until such time that they have been reviewed and posted. Only a user with the appropriate privileges can edit a posted timesheet in the timesheet module.

• Find the desired timesheet and open the Edit window by:
• Clicking on the list view of the Details page and selecting the edit icon on the right side of the screen.
• Or click the edit icon on the timesheet details page.
  
• Or go to the job financials to view and edit timesheets from there.
  
• Just Expanding the service (by pressing the triangle icon) and clicking on a timesheet date you want to view or edit.
• From the fields that are on the screen you can select to change the desired item (the fields will function as they do on the dashboard or create page)
• Selection of a new job will cause the phase, service and task to clear and will need to be reselected as the time is being re-allocated to a different job.
• Change and adjust as desired and click the Submit.
  

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Weekly Timesheet View

Clicking on the weekly view will bring up a new window with a view of all timesheets for the week. This view is only available on "duration" view and not "start/stop"

• You will have the option of scrolling back or forward week by week.
• All jobs and services with timesheets in the previous week will automatically populate for ease of entry in the current week.
• Select the job, service and task (if applicable) and enter the duration of the time.
• To add a comment about the timesheet just click on the gray button once time has been entered.
• Time will show in this view regardless of how it was entered.

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