Clients & Profits Online User Guide

Glossary Contents Also See: Time Sheets Features

The need to keep detailed, accurate records of how everyone in the shop spends their time is vital to staffing, billing, productivity, and profitability That’s why daily time keeping is so important to Clients & Profits. Unlike other accounting systems, time keeping is a fundamental feature in Clients & Profits. That’s why there are so many ways to track time, whether it’s billable or unbillable. A time sheet is a collection of a day’s time entries for one person. Each time entry is a separate record of a person’s work containing the date, job number, task, the number of hours, cost and billing rates, and a short description. Time can be tracked either through time cards or time sheets. There’s no real difference between them; in fact, time entered on time cards becomes a time sheet when the time card is saved. But the time card has the advantage of being available to users all day, while they’re working. The time sheet, in comparison, is designed for users who enter their time weekly, not daily, or in agencies that have one person input the time for all staff members. Time added into a time sheet is posted as it is saved -- so jobs, tasks, and cost reports are updated immediately. Unlike time cards, the time sheet has the option to show cost and billing rates. This option, which can be set for each user, lets a user adjust cost and billing rates. Time entries can be added, edited, and deleted as needed -- any time, if the user has the necessary access privileges. There are no limits to how many time entries can be added. Any time entry can be made unbillable by unchecking the Billable checkbox; if so, the time’s cost amount will appear on the job, but the billable amount will be zero. Time reports can be printed daily, weekly, or for any period of time. Time reports can show time by staff member or for one job number. The time card reports analyze the week’s time by department or team, for better accountability. Productivity reports, which are printed from Snapshots, show total hours by staffer, task, client, or job -- and are excellent ways to analyze how people work. Adding a time sheet 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. Click here for step-by-step instructions. To clone a time sheet 1 From the Time Sheet window, find the time sheet you wish to clone then click the clone button, (or choose Edit > Clone). The Clone Time Sheet window opens, including all of the details from the time sheet you've just cloned. 2 Enter the dates, jobs, tasks, hours, notes, etc. 3 Click Save. To edit a time entry Since time entries don't affect the General Ledger, they can be changed and deleted easily. Time entries aren't posted separately like vendor invoices, there are no proof lists and no unposting. Click here for step-by-step instructions. To remove a time entry 1 From the Time Sheet window, select the time entry you wish to remove by clicking on it. 2 With the time entry selected, click the remove button. To import time and synchronize with a PDA As an alternative to data entry, Clients & Profits can import text file-based time sheets into your database -- as well as synchronize with the Clients & Profits Palm O/S-based time card. If you change the job number and task, the time will be removed from the original job task and posted to the new one automatically. Click here for step-by-step instructions.