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Adding time in
batches is fast and easy with time sheets.
They are the best way to get a lot of
time entered quickly. The Add Time Sheets window is more
flexible than the Time Card, since it lets you enter
hours for an entire week at one time. It’s also the
only way to enter someone else’s time (for example,
if an accounting clerk enters the creative staff’s
paper time slips).
Each user can use either the Time Card or time sheets to
track their time. All time is saved to the same place,
whether it was added through time cards or time sheets.
In fact, a user’s hours can be added, reviewed, and
printed from time cards or time sheets. If you use time
cards, you don’t need to add time sheets, too. If
so, you’ll be entering the same hours twice. For
more information, see also the Time
Cards vs. Time Sheets FAQ.
To add a time sheet
1 Click the add
button (or choose Edit > Add Time Sheets).
The Add Time Sheet window opens.
2 Enter the staff initials.
Your initials are entered automatically. When you press
Tab, your name appears. You can add someone else’s
time by entering their initials over yours, then pressing
Tab. If you don’t have the access privileges to
enter other people’s time, you can’t change the
time sheet’s initials.
3 Follow the remaining steps to
continue adding a time sheet.
Period Although time
sheets don’t affect the General Ledger, they still
have an accounting period. The accounting period is used
by cost and profitability reports to show activity by
period. Any unlocked period can be used. The current
period (from Agency Information) is chosen
automatically.
Date Every time entry has a work date, which shows
when the work was done and not the date it was entered or
posted.
Job and Task Every time entry needs a job number
and a job task. This information is critical for accurate
job costing. Even unbillable time must be given a job
number (such as a client’s unbillable job, or the
agency’s account service job number). The task
should reflect what was performed for the time entry
(i.e., artwork, design, etc.). Your standard task will be
copied from your Staff record onto the time sheet
automatically, but it can be changed. If you don’t
have a standard task, the time sheet’s task will be
blank. Giving yourself a standard task, however, saves a
step -- it’s one less detail to enter onto the time
sheet.
Hours Helpful, thoughtful, or just nasty warning
alerts can appear when a staffer is near or over the job
task's estimated hours. Each user will get a personalized
budget alert which are nearly impossible to ignore!). A
user's alerts don't appear if you're entering someone
else's time. The message itself is customizable in the
user's Budget Alerts window in Users, Access &
Passwords.
Cost and Billing Rates Cost and billing rates are
entered automatically, but can be changed. The cost rate
is copied from the staff record, while billing rates come
from a variety of sources (the staffer’s special
rate, the job task, or the client).
If you do not have access to rates, then you can’t
see or change them (they are entered automatically when
your time is saved).
Overtime Overtime hours can be analyzed separately
on productivity reports to better balance the shop’s
employees, freelancers, and contractors. Every staff
member can have an optional overtime billing rate, which
will be used on this time entry.
Notes These notes document just what was done on a
time entry. They appear on job cost reports and the
client’s Invoice
Detail report
which can be printed together with invoices detailing the
job’s costs). Time notes can be especially useful
when justifying to a client what and how some work was
performed -- especially easily disputable work like
revisions, fixes, and overtime. These notes can also be
edited later once the time sheet has been saved from the
Edit Time Entry window.
4 Repeat these steps for the remaining time
entries, then click Save.
Time entries are posted automatically, updating job
totals and reports instantly.
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