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Recording a Time Entry

To record a time entry, carry out the following steps:

1. Click the New Time Entry button at the top of the Timesheet window.

   Alternatively, click and drag on the piano bar at the bottom of the screen to define a span of time.

   

   If you drag over a region of the piano bar that already includes one or more time entries, the system will set up additional time entries that 'fill' the region without replacing the existing entries.

2. Complete the time entry fields.

   • If you dragged across the piano bar, the To and From fields are already filled in.
   • Clicking the Advanced Options bar in the Time Entry window enables you to specify additional settings.
   New Time Entry tab

   Item	Description
   History	This field enables you to select from a short list of the most recently used clients. The projects and activities of the most recent entries can also be selected. By default, the history spans the last two weeks, but you can change this in System Setup.
   Client	With ??? displayed in the left-hand client field, type the first few letters of the client's name. The system will attempt to locate the client on this basis. Alternatively, select the client in the drop-down list.
   Project	You can select the project in the drop-down list. Only projects associated with the client you have specified will be listed.
   Phase	If you are using phases in the project you have specified, you can specify a phase, or accept the default setting <none>. For more information, see Using Project Phases in Time Entry.
   Activity	The time entry records an employee activity. Activities are set up by the System Administrator. Each activity is designated as one of the following: Chargeable Non-Chargeable Unavailable Only Chargeable activities can be charged to a customer project.
   Work Type	The Work Type is typically Standard, Overtime or Time in Lieu. However, other work types can be added by the System Administrator. For more information, see Work Types.
   Date	The Date box defaults to the date of the Day tab in which the time entry is being created. You can change this if necessary. If the entry is to cover several days, the To date should also be specified.
   Time	The "from" and "to" times are completed automatically if you started the time entry using the piano bar. You can change the times if necessary.
   Notes	We recommend that you include an explanatory note with each time entry. This enables you to elaborate on what actually took place in the time slot being recorded. The amount of text is not restricted by the size of the text box.

   Additional tab

   Item	Description
   Contact	Specify a (optional) contact name for the client. This is an 'advanced option'.
   Rate	If the system administrator has granted you appropriate access rights, you can specify a charge-out rate. This is an 'advanced option'.
   Employee Cost	This drop-down list enables you to specify the rate at which employee work is valued internally. This is an 'advanced option'.
   Tasks	You can select a task to work on in the relevant span of time. The available tasks are taken from the Task Manager (if enabled).The Complete checkbox enables you to mark the task as completed. This is an 'advanced option'.

3. Click one of the Submit buttons to submit the time entry you have set up:
   • Submit & Stay saves the new time entry.
   • Submit & Back returns you to the Timesheet Entry screen, where you can view the new time entry.

You have recorded a time entry.

Note: Because time increments set within System Setup are equal to 10 minutes, a timesheet entry of 15 minutes is rounded up to 20 minutes - i.e. two units of 10 minutes.

See also

Timesheet Entry

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