Use the Time and Expense Entry tab to enter time and expenses. In Standard Time Entry, select a client and the service code corresponding to the work you completed for the client. If you are using Project Based Time Entry, enter the project before entering the service code for the transaction. Enter the hours you worked, or, for an expense code, enter the flat amount of the expense. Enter a memo regarding your work. If there is a project associated with the transaction, select the project. Unreleased time is identified as “U” (Unreleased) and released or posted time is identified as “R” (Released).
Locate employees
Use the In/Out Log tab to let co-workers know if you are available or not. Click Edit to enter your status, expected return time, comments, phone extension, or e-mail address. If you need to change the status of another employee, select that employee.
Use the list to see the whereabouts of all active employees on the system. If you want to view a specific employee, enter the full (or partial) last name to move to that section of the list. Click Refresh List to refresh any changes made to an employee’s status.
Appointments
Click the Appointments button to open the Appointment feature. Each employee may enter and track their appointments, personal tasks, marketing ticklers, follow-ups, and client projects. The appointment slot that corresponds to the current day and time will be highlighted. To make an appointment on another day, click the day on the Calendar. Double-click a time interval and enter the appointment. Click OK to save the entry.
Track due date tasks
Projects with a due date that falls in the current month to which the current employee is assigned are listed on the Due Dates tab. Enter a date range and click List Due Dates to change the due date range. You can also select to view past due and completed projects.
To view all employees assigned to a project, click View Project Employees.
In Batch Entry, the current employee is the employee selected from the Change Emp button. To view or update the project status, click Tracking Status.
Track marketing info
If you enter time for a Marketing service code (set up in Administration/Lists/Service Codes with a Marketing type) the Marketing Information window appears if you have retained the firm default to prompt for marketing information. Use the Marketing Log tab to enter detailed information about the marketing event. You can track time spent on leads as well as leads, clients, prospects, referrals, or business affiliates. Use the Marketing Tickler tab to enter
reminder information that can be printed on reports and displays on the Due Dates tab and in the Appointment Manager in Time Entry, and in Notes.
Track CPE information
If you enter time for a CPE service code the Employee CPE Credit window appears if you have retained the firm default to prompt for CPE information. Use this window to enter CPE credit hours and class information.
Review posted transactions
Click the Timesheet Lookup tab. Click the drop-down for the type of posted hours to view (all hours, banked, used, sick, vacation, CPE, holiday, personal, marketing, nonbillable, other nonbillable, billable, or summary). Enter a date range and click List Entries to view hours for a specific time frame.
Transactions may be sorted by Date, Client, Service, Hours, or Memo by clicking the appropriate column heading.
To view specific data, click the column you would like to search, then right-click the item that contains the data you would like to find. Select the filter option. Right-click and select Undo All Filter(s) to view all entries.
Timesheet Lookup views other than Banked or Used are available for remote workstations. View Alerts
Click the Alerts tab to view, review, or dismiss the alerts that have been generated for the current employee.
Click Show Details to view the details of the Alert. Detail can also be selected by double-clicking on the alert.
Click Mark Reviewed to change the status of the Alert from new to reviewed. Click Dismiss Alert to delete the alert.
Click Remind Me Later to select the number of days or date that the program will send a reminder notice.
Add Notes
Click Notes to access Notes. You can enter Client/Prospect, Referral, Business Affiliate, or My Lead Notes. Select the client whose notes, marketing ticklers, follow-ups, or appointments you would like to view. You may add, edit, print, or delete. Click New to add a note, marketing tickler, follow-up, or appointment. Billing notes can also be entered and printed on Billing Worksheets.
Update projects/tasks
To mark a project, personal task, marketing tickler, or follow-up as completed ("Done"), select the Due Dates tab. Change the date range if needed. Once the task is listed, double-click the task or click Mark Completed. Enter the completion date for this employee. (Today’s date will default.)
Check client limits
On the Quick Looks menu, click Billers - Client Credit Limits to view a list of clients whose WIP or A/R exceeds their respective limits. Information includes the client name, client code, WIP, WIP limit, A/R, and A/R limit.
Check billers
On the Quick Looks menu, click Mgr Partner - Bill Write Downs. A list of billers who are invoicing with write-downs appears. Information includes the biller name, client name, invoice amount, and write-down.
This option is automatically restricted for all employees. To enable the option for managing partners, select Security Setup from the Firm menu in Administration and change the security for the appropriate employees.
Remote users need to update their database in order to have current client, service code, and employee lists. If your workstation is remote and connected to the network, select Import on the File menu to import the latest information.
If your workstation is not connected to the host, there will be an exchange of data files between you and the firm (host) administrator. The administrator will build remote files and send the remote file to you. Copy the file onto your workstation and select Import on the File menu to update your client and service code information. In addition, you will release time into a file that must be sent to the firm administrator. The administrator will import this file for posting.