How Do I Record Time in time entry Screen?

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Most timekeepers (employees or vendors) record and review time for projects and administrative activities in the Time Entry screen.

 

Basic Time Entry

To enter time in Time Entry screen:

 

  1. Open Time Entry screen from the Time menu.
  2. Click New on the button panel to add a new time entry.
  3. To record your own time or for another employee, select Employee from the View By drop-down list.
  4. Select the employee's ID from the Employee drop-down list.
  5. Enter the month, day and four-digit year of your first time entry in the Date field. You can also select a date from the calendar.
  6. To charge your time against a project, enter or select a Project from the list.
  7. Next, enter the Activity for the task or service provided to the client. In the next field, the activity Description displays automatically, which you can edit if desired.
  8. Tab to the Hours field (actual hours spent doing work) and enter the time worked.

    BillQuick Online allows time entry in the decimal format. You can also enter negative time. Internally, BillQuick Online copies these hours to Billing Hours (B-Hours) field and rounds it to the next time increment (which is 15 minutes or 0.25 hours by default).
  9. To save the new entry, click Save.

 

Advanced Time Entry

To add or view additional information:

 

  1. In the Time Entry detail view, check ‘View by Project Name’ to select a project by its name instead of the ID.
  2. If desired, edit the pre-filled Classification for the employee.

    While fetching a classification, BillQuick Online looks for it in the following order: Service Fee Schedule, Project Control or Employee screen (Title).
  3. Enter the Start Time and Stop Time for the work done. BillQuick Online automatically calculates the time entry Hours.

    These fields only display if the Show Start and Stop Time check box is selected on the Preferences-Time & Expense screen.
  4. The B-Hours field displays the billing hours carried from the Hours field. You can adjust the billable hours here or accept the selection.
  5. The Bill Rate and Cost Rate fields are auto-filled if you have defined them in the Activity screen or if the employee-activity combination matches an item in the assigned Service Fee Schedule. You can change the rates with appropriate security permissions.
  6. Tax 1/2/3 rates pull from the Activity record (seen only if option is checked in Preferences or Global Settings screen). With proper security permissions, you can modify these rates here. See Taxes in the Billing Basics chapter for more.
  7. Custom 1/2/3/4/5/6 fields allow you to record additional information about a time entry (up to 50 characters). These fields are seen only if the option is checked in the Preferences screen.
  8. BillQuick Online marks the time entry as ‘Comp’ (Compensation Time) if it triggers automatic comp time computation. Alternatively, a manager can mark it manually. BillQuick Online then banks these hours for the employee for future use.

    When comp time is to be used, you should select the GEN:COMP activity code and charge hours to the company’s Overhead project.

  9. You can mark an entry as OT (overtime). If you have turned on Automatic Overtime option in the Employee screen, BillQuick Online automatically tags the entry when the total hours for the day or workweek exceed the Standard Hours.

  10. Check the ‘Xtra’ option to mark the entry as extra time worked beyond that allowed under a fixed-type project contract. BillQuick Online does not deduct the billable extra time from the contract amount, but maintains it in addition to that.

  11. Check Flag 1/2/3 if a time entry possesses any special attributes. For example, a flag can indicate that a time entry is tax deductible.

  12. Check the Billable status for a billable time entry. Billable status defaults from the activity code record; however, you can change it here.

  13. Click Attachments to link a file to the time record.

  14. Click Options and select Show Control hours to display your allocated hours.

 

To add a time memo:

 

  1. When editing a time entry record in Time Entry screen, enter as much text as you want in the Memo field to describe the task or related events.
  2. Insert a date-time stamp in the memo by clicking .
  3. By default, BillQuick Online includes and prints memos on detailed invoice formats. If you want that, keep the ‘Memo on Invoices’ check box selected.
  4. Check the ‘Memo on Journal’ option if you want to add the memo to the time entry as a journal note.

 

To submit time entries:

 

  1. On the Time Entry List, select the View By and Period criteria to display the desired time entries in the grid.

  1. Select the desired time entries on the grid by checking the box on the left.

  1. Click Submit to submit the selected time records to the desired person.

  1. When you are done, click OK.

 

To edit time entries:

 

  1. Click Edit for a time entry displayed on the Time Entry list.

  2. In the detail view, review the entry and make the desired changes.

  3. When you have finished, click Save and then Return.

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