Use Time and Expense Entry to record time and expenses related to client accounts. If an administrator enters time and expenses for staff members, use Batch Entry from the Activities menu of Administration.
By default, Standard Time Entry is used for all timekeepers in the firm. If your firm is project centric, you have the option of enabling Project Based Time Entry. With Project Based Time Entry you can also set up links between project types and permissible service codes, ensuring that your firm employees are entering accurate service codes available only for the project type.
Enabling Project Based Time Entry is a two-step process:
• First, set up the links between project types and service codes in Project Setup – Link Service Codes.
• Second, enable security for employees who will use Project Based Time Entry in Security Setup.
Look for Time Entry – Project Based Entry in the security list. If you want employees to have the option of overriding a linked service code for project, you can also select the option to allow the override of service codes in Security Setup.
To add time or expenses using Timesheet Entry
1. Choose the date of the transaction by clicking the day on the Calendar. The month and year may be changed by clicking the arrows to the left or right of the month/year. The system date is the default.
2. Choose a client for whom you worked by either entering the client name and selecting from the list, or by clicking the drop-down button to view a list of all clients. You can also enter the client code preceded by a slash (for example, /101 for client code 101). Use the slash to switch between searching by client name and client code. Press ENTER to select a client.
3. If you are using Standard Time Entry, the service code displays before the project. If you have defined a category/subcategory to help choose a project, the project associated with the selected service will default but can be changed to a different project if desired. You can define the associated
category/subcategory on the Type Definition tab of the Project Setup (select Project Types under Create Lists in Project Management, or select Project Types from the navigation bar in Administration).
If you are using Project Based Time Entry, once you select the project, the linked (included) service codes for the project type are available in the service code lookup. By default all services are linked to the project type. If none have been excluded, then all services will be available. You can link specific services to a project type on the Link Service Codes tab in Project Setup (select Project Types under Create Lists in Project Management, or select Project Types from the navigation bar in Administration). If you have
list. This may be helpful, for example, if you need to enter an expense service code which could be used for any project type.
4. If you select a time service code, enter the number of hours worked. Include the decimal point for a fraction of hours. The rate will automatically appear if the rate is marked to display in the employee’s folder. (Employees are set up from the Lists menu found on the navigation bar in Administration.) If you select 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.
If you select a regular expense service code (not designated for mileage/units), enter the dollar amount of the expense (include the decimal point).
5. If there are any projects assigned to this client, which were set up to prompt employees in Time Entry, these projects will be available in the project lookup. The project which 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 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.
If you are using Standard Time Entry, the project displays after the service code. If you have defined a category/subcategory to help choose a project, the project associated with the selected service will default. You can define the associated category/subcategory on the Type Definition tab of the Project Setup (select Project Types under Create Lists in Project Management, or select Project Types from the navigation bar in Administration).
If you are using Project Based Time Entry, the project displays before the service code, after you select the client. The list of available services will be based on those linked to the project type. If none have been excluded, then all services will be available. You can link services to a project type on the Link Service Codes tab in Project Setup (select Project Types under Create Lists in Project Management, or select Project Types from the navigation bar in Administration).
6. If you are using the optional Time Entry Custom feature, the last entry made for this field will default.
You can change it if you wish.
7. If you want a memo included with the entry, enter text in the Memo box. You can mark the memo as internal. Click OK to save the memo.
8. Click Save.
9. If you have entered time for a Marketing service code (and if you retained the firm default to prompt for marketing information), the Marketing Information window displays. Enter event information for any lead, client, prospect, referral, or business affiliate. You can also enter a marketing tickler as a reminder.
10. If you have entered time for a CPE service code (and if you retained the firm default to prompt for CPE information), the Employee CPE Credit window displays. Enter CPE credit and class information.
11. Click the Print button to print an edit list of all the time and expense entries that are waiting to be released. Review the edit list for errors. It is much easier to catch and correct errors before time is released and posted.
4. If you want to cancel any changes to the transaction while it is in the entry line, click Cancel.
To delete a transaction
1. Choose the date of the transaction you want to delete by clicking the day on the Calendar.
2. Select the transaction in the list.
3. Right-click and select Delete item.