Click the desired date on the Calendar. The date you select will become the transaction date for the entry. Time and expense entries are released and posted by transaction date range. You can also view WIP in Billing and Invoicing by the date entered here.
Client Name/Code
Type the first characters of the client or prospect’s sort name. The Client list appears as soon as you enter the first character. Highlight the client (or prospect) and press ENTER. You can also click the drop-down button to view all clients or enter the client code preceded by a slash (for example, /101 for client code 101). Use the slash to switch between searching by name and by code.
Recorded entries will eventually be posted to WIP, increasing the amount the client owes the firm.
Service Code
Type the first characters of the category to view an abbreviated selection list. Highlight a service code and press ENTER.
The service code you choose should be the one that corresponds to a task (time or expense) that an employee performed for a client or for the firm. Unless you chose a client with custom billing rates, the billing rate used will be the rate defined for this service code.
If you are using Standard Time Entry, the service code displays before the project. If you are using Project Based Time Entry, once you select the project, the linked (included) services for the project type are available in the service code lookup.
Hours/Units
If you chose a time service code, enter the number of hours the employee worked. Enter the decimal point for fractions of hours. The number of hours is multiplied by the appropriate billing rate (plus any surcharge) to calculate WIP.
If this is a mileage/units expense or reimbursable expense service code, the column heading will change to Units. Enter the number of units (miles, copies, etc.) incurred in the expense. The units entered are multiplied by the rate (entered in Administration/Lists/Service Codes) in the calculation of the expense.
Rate/Exp
If you chose a regular expense service code (not designated for mileage/units), enter a flat rate. Enter the decimal point if you are entering dollars and cents.
If you chose a time service code, the employee’s hourly rate for the service code’s billing level is used to calculate WIP. This rate only appears if the rate is marked to display in Employee Setup. If a mileage/units expense or reimbursable expense service code is entered, the rate entered for the service code displays and the expense is calculated.
If you do not want to enter a memo, press ENTER to complete the transaction. Project
Once you enter the service code, the Project field is enabled if the client for whom you’re entering time has undelivered projects assigned to their account and those projects have been set up in Project Management to prompt employees.
If you are using Standard Time Entry, the project displays after the service code. If you are using Project Based Time Entry, the project displays before the service code, after you select the client.
If there are any projects assigned to this client, that were set up to prompt employees in Time Entry, these projects will be available in the project lookup. The project that defaults, if any, is dependent on time entry method (Standard or Project Based), how the firm options to require projects are configured as well as on the client’s billable status. Dependent on the configuration of project related options, No Selection may be available if you do not wish to associate a project with this transaction.
Time Entry Custom
If you are using this option, the caption for the optional Time Entry Custom field (entered in Firm Setup) is enabled to identify this field. Click the drop-down to show a list of Time Entry Custom descriptions and codes. If this option was required (in Firm Setup) you must select one custom code from the list for each time and expense transaction entered. "No Selection" is not an entry option. This field will default from the last entry made.
Memo
If you want any notes associated with this entry enter them in the Memo window. This memo can be marked as internal. Click Save to complete the entry. You can view Time Entry memos in Billing and Invoicing. Memos can help billers identify specific work assignments for clients. Marketing Information
If you enter time for a Marketing service code (set up in Administration/Service Codes with a Marketing type) the Marketing Information window appears if you 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 clients, prospects, referrals, or business affiliates. Use the Add 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 Client Notes.
CPE Information
If you enter time for a CPE service code, the Employee CPE Credit window displays if you retained the firm default to prompt for CPE information. Use this window to enter CPE credit hours and class information.