The following information provides details on the fields and options on the Global Settings-Time & Expense panel.
Time and Expense Settings
Skip Time and Expense Evaluation:
BillQuick Online automatically evaluates every time entry entered. Based
on the comparison between the contract amount and the total amount spent
(B-Hours x Bill Rate) on a project, BillQuick Online will determine if
the time entry is billable or not. It will display the contract amount,
amount spent and the resulting amount left in the headline of the Time
Entry when time entries are made. Checking the Skip
time entry evaluation option will turn this feature off and will
be brought forward in the new projects being created. It can be edited
according to your need. To apply this option to the existing projects,
click 
on the right.
Compare Amount Spent Against Total Budget:
When selected, the actual amount spent will be compared to the budgeted amount instead of contract amount and displayed in the status bar. By default, the rule is not selected.
Evaluate Time and Expense Billable Status Based on Billable Value:
Selected, the rule includes billable time and expense entries for contract amount evaluation. Contract Amount is calculated as sum of billable time and billable expense entries.
This
does not include time entries marked as Extra or expense entries marked
as Extra.
When total Amount Spent exceeds the Contract Amount (specified in Project screen,) and you are recording more time or expense, BillQuick Online warns you that the Contract Amount is being exceeded. Thus, any more time and expense entry recorded will be marked as non-billable.
For example, if we have a fixed type project with a contract amount of $1000. In time entry screen, we have 8 billable hours, 2 non-billable hours and bill rate is $100. The amount of $800 (Billable Hours x Bill Rate) will be taken for computing the amount spent from the time entry screen. In the Expense Log screen, if we have billable expenses amount equal to $100 (Billable Units x Cost), then it will be carried forward for computing the amount spent from Expense Entry screen. Non-Billable expenses will not be counted for the contract amount evaluation, if this rule is checked. Moreover, this rule applies on fixed type projects. By default, this rules is checked when a new database is created.
This rule only works when Lock at Contract
Amount is applied in the Project screen.
Remind Employee to Submit New Time and Expense Entries:
Checked, BillQuick Online will prompt timekeepers for submission of new time and expense entries recorded by them. A message will display each time they log in to remind them about submitting time and expense entries. The unsubmitted time and expenses display on the Reminders screen till they are submitted for approval.
Add Time and Expense Memos to Notes:
When selected, the memo attached to time and expense entries becomes the note of type time entry and expense entry, respectively. You will see the check box, Memo on Journal, auto-checked in the time and expense screens.
Do Not Show Totals:
This applies to Expense Log , Sheet View, Simple Time Card and Simple Expense Log only. Checking this option will disable the Show Totals option on these screens.
Do Not Allow Time and Expense Entry Prior to the Project Start Date:
When checked, BillQuick Online will not allow you to record time and expense entries before the project's start date. You are prompted in case you record time and expense entries before the project's start date.
If
you merge two projects with different start dates and this rule is checked,
then the start date of the project having the older date is considered.
PTO Project:
You can select a default project from this drop-down against which an automatic time entry is made after approving a PTO request (in the PTO Review screen).
Time Entry
Smallest Time Increment for Time Entry(s):
Minimum time increment for a time entry. BillQuick Online automatically adjusts B-Hours (billing hours) and A-Hours (actual hours) to the next time increment. The default smallest time increment is 15 minutes (0:15 min = 0.25 value).
Apply B-Hours Only:
Selected, the rule includes only billable time entries for contract amount evaluation. The Total Amount Spent will be calculated according to [(Billable Hours x Bill Rate) + non-billable expense amount] and then compared to the Contract Amount. When the amount spent exceeds the contract amount, you are prompted accordingly in the time entry screen. For example, if we have a fixed type project with a contract amount of $1000. In the time entry screen, we have 8 billable hours, 2 non-billable hours and bill rate is $100. The amount of $800 (Billable Hours x Bill Rate) will be taken for computing the amount spent from time Entry screen. Non-billable expenses will be fetched from the Expense Log screen. Moreover, this rule applies on fixed type projects. By default, this rule is checked when a new database is created.
Smallest Time Increment for Start and Stop Time:
This value depicts the smallest time increment for Start and Stop time drop-down list in the time entry screen. For instance, value of 15 means increments of 15 minutes that is, 12:00, 12:15, 12:30. . . shows in the drop-down list.
Time Entry Should Not be Saved/Deleted if Older/Newer Than. . .
Time Entries should not be saved or deleted if the time entry date falls beyond the specified date range. Time entry will not be saved or deleted if the date entered falls before or after the specified number of days here. This setting works in combination with Allow Adjust Date Beyond System Setting restriction permission under time entry module in Security screen. For instance, if today's date is January 1, 2021 and you enter 365 in both textboxes, BillQuick Online will not allow you to make time entries older than January 1, 2020 and beyond January 1, 2022, assuming that you have not selected Allow Adjust Beyond System Setting Restriction permission.
Time Entry Memo Required:
Selected, makes memo for time entry a required field thus forcing memo
to be entered whenever time entry is made. Click Approve to apply this setting.
Approve Time Entries Automatically:
Select this check box to select the Auto
Approve TE option in the Project
screen, thus ensuring all time entries made from now on will get automatically
approved for all new projects
created. Click Approve to approve all unapproved
existing time entries for existing
projects.
In addition, if the check box is selected and the button is clicked, BillQuick Online selects the Auto Approve TE check box in the Project screen for all existing and new projects, thus ensuring all time entries made from now on will get automatically approved. Only approved time entries can be processed on an invoice. The A (approve) and S (submit) columns are unavailable in the time entry screen when this option is on.
Auto Approve Time Entries for Employee:
The option if selected, selects the Auto Approve Time Entries check box in the Employee screen for new employees.
Click Approve to mark all previously unapproved
time entries for existing employees to approved.
Allow Negative Time Entries:
Select this option to let BillQuick Online accept negative time entries as well. Negative time entries can be entered to correct an error in a previous time record of any date. Some firms prefer this to ensure a complete audit trail of modifications made by the timekeepers.
Allow Zero Hour Time Entry:
Select to enable BillQuick Online to accept time entries with zero hours in the time entry screens. Otherwise, the time entries with zero values are not accepted in BillQuick Online.
Adjust Stop Time When B-Hours is Changed.
The time entry that is made through start and stop time is the actual time an employee worked on an activity. When selected, will enable you to apply start and stop time increment to billable hours.
Show Xtra Check Box in Simple Time Card Memo Pad:
Select this option to display the Xtra check box on the memo box that displays for time entries on the Simple Time Card screen. Selecting the Xtra check box flags an entry as extra hours worked on a project.
Show B-Hours:
Displays the Billable Hours field in the time entry screen.
Show A-Hours:
Selected, you will see the Hours field in the time entry screen.
Sort Recently Used Projects in Simple Time Card:
Select this option if you want BillQuick Online to sort the projects in the Simple Time Card screen based on recent activity.
Expense Entry
Expense Entry should Not be Saved/Deleted if Older/Newer Than:
Expense Entries should not be saved or deleted if the expense entry date falls beyond the specified date range. Expense entry will not be saved or deleted if the date entered falls before or after the specified number of days here. This setting works in combination with Allow Adjust Date Beyond Global Setting restriction permission under expense entry module in Security screen. For instance, if today's date is January 1, 2021 and you enter 365 in both fields, BillQuick Online will not allow you to make expense entries older than January 1, 2020 and beyond January 1, 2022, assuming that you have unchecked Allow Adjust Beyond System Setting Restriction permission.
Expense Log Memo Required:
Selected, makes memo for expense entry a required field thus forcing
memo to be entered whenever expense entry is made. Click Approve
to apply this setting.
Approve Expenses Automatically:
Select this check box to select the Auto
Approve EL option in the Project screen, thus ensuring all expense
entries made from now on will get automatically approved for all new projects created. Click Approve
to approve all unapproved existing expense entries for existing
projects.
In addition, if the check box is selected and the button is clicked, BillQuick Online selects the Auto Approve EL option in the Project screen for all existing and new projects, thus ensuring all expense entries made from now on for all projects will get automatically approved. Only approved expense entries can be processed on an invoice. The A (approve) and S (submit) columns are unavailable in the expense entry screen when this option is on.
If only Approve is clicked, (check box is not selected)
only existing expense entries are approved and the Auto
Approve EL check box in the Project screen is deselected for all
existing and new projects.
Auto Approve Expense Log for Employee:
When selected, selects the Auto Approve Expense Entries option in the
Employee screen for new employees. Click Approve
to select the auto approve expense entries check box for all existing
employees.
Show Purchase Tax Rate:
This is the tax paid by the company on an expense item and is subtracted from the charge amount to avoid double-taxation for the client. When selected, will enable you to add Purchase Tax Rate field in the Expense Log Screen.
Show Foreign Amount:
This is the charge amount in a foreign currency. When selected, will enable you to add Foreign Amount field in the Expense Log Screen.