Accountants Enterprise with Practice Manager only
The Calendar Entry method captures time depending on which view you have selected to display your timesheet in. With a calendar entry timesheet you can select to display your timesheet so that you can:
-
See the days of the calendar month you have chosen.
-
View the calendar month as a:
-
Daily Timesheet
-
Work Week Timesheet
-
Weekly Timesheet
-
Monthly Timesheet.
-
Change the start and end date of the view you choose.
-
Break down the view you choose into different time intervals or scales.
The time intervals or scales are set up by the system administrator in Maintenance > Employee > Time Units.
You can enter your time against these intervals or select to use the automatic timer (see Using the automatic timer).
When in a calendar entry timesheet, the right-click menu options can be used to edit, copy, paste, print and delete a timesheet entry. Select the timesheet entry to perform any of these functions. You can edit and delete entries in the timesheet if:
-
it has not been posted. That is, the timesheet has a Draft status.
-
the time processing period has not closed (or expired).
-
you have access permissions to do so.
You can also open a selected assignment from the right-click menu.
Click this link to launch a self-paced online learning Show Me demonstration on Time and Overheads. (Adobe Flash player required.)
Click this link to launch a self-paced online learning Show Me demonstration on Time Scale changes. (Adobe Flash player required.)
To record a timesheet using calendar time
-
Select Calendar Entry mode in the Timesheet User Settings window. See Changing timesheet data entry modes and Timesheet User Settings/System Settings.
-
Create or open a timesheet. See Creating new timesheets or Opening existing timesheets, as appropriate. The Timesheet page opens in Calendar mode.
-
Select the appropriate View from the TASKS bar. The timesheet view changes to reflect the selection.
-
Select the appropriate Time Scale from the TASKS bar.
-
Select the date from the Calendar section of the page.
-
Right-click on the timesheet and select Create Timesheet Entry from the menu. The Timesheet Calendar Entry window opens.
-
Enter the end Date of the timesheet entry in the second date field. Enter the date in the format dd/mm/yyyy or select it from the drop-down calendar.
The first Date field defaults to the selected date in step 5. It cannot be changed from the Timesheet Calendar Entry window.
To select a different start date, close the Timesheet Calendar Entry window without saving it and select the date from the Calendar section of the Timesheet page.
-
Select the Client from the drop-down.
-
Click the Search any part of name/code checkbox, if required, to make searching easier.
-
Select the associated Assignment from the drop-down.
-
If appropriate, select a Job/Schedule from the drop-down.
If a selected assignment has a schedule/stage of tasks attached, you are able to select one from a drop-down.
If the selected assignment does not have an attached schedule/stage of tasks, then this field is greyed out and not available.
-
Select the Task from the drop-down.
If you deselect the Search by task name checkbox, you can search by the task code.
-
Type the amount of time spent on the task in the Units field or click the automatic timer to insert the time (in hrs). See Using the automatic timer.
-
Enter the Start Time using the 24-hour clock format.
-
Enter the End Time using the 24-hour clock format.
-
Select the Charge Rate from the drop-down.
-
Enter supporting information about the task you completed in the Comments area.
-
Click Apply. The information for this timesheet is saved.
-
Return to 6 if there are more timesheet entries to record.
-
Click Apply.
-
Click OK. You are returned to the Timesheet page.
-
Click the Authorisation tab. This is located at the bottom of the Timesheet page.
-
Click Post Now.
If you have enforced minimum hours, then the system will not allow you to post until the minimum hours are completed.
-
Close the timesheet.
