About TimeSheets, Expense Sheets and Disbursement Sheets

Last modified 08:04, 24 Apr 2017

Overview

The practice uses the information captured by Timesheets, Expense Sheets and Disbursement Sheets to charge back the time and costs spent working on tasks. The time and costs are charged to the client WIP so that the client can be billed for the time and costs spent.

It is important that you record time, expenses and disbursements on a regular basis so that they are accounted for and the client WIP is updated regularly. In turn, regular recording assists the practice to more accurately depict where time and expenses are spent, and helps the practice analyse productivity patterns and office processes.

The three methods of capturing the practice expenditure are:

By Timesheet

A Timesheet captures time spent by an employee on tasks during a work day. Time is recorded against:

  • client assignments which are usually chargeable because they have a direct association with work carried out for a client, e.g. time spent on auditing a client's financial books.
     

  • internal assignments which are usually non-chargeable because they are not directly associated with any specific client, e.g. time spent on administration.

You can set up a Timesheet in one of three Time Entry Modes to collect the time you spend:

  • Periodic Entry which captures all the days in a time processing category in one view on a single Timesheet. Periodic entry is the default view if you do not choose something different.

  • Daily Entry which displays each day of the time processing category one at a time to record the time spent on a task. You can also use the automatic timer to record the time automatically while you work.

  • Calendar Entry which captures time depending upon what view you select to display your Timesheet in:

  • see the days of the calendar month you have chosen

  • can view the calendar month as a daily, weekly or monthly timesheet

  • can change the start and end date of the view you choose

  • can break down the view you choose into different time intervals from 5 minutes to 60 minutes.

Depending upon the time authorisation mode that your practice uses, you can

  • advance the Timesheet in the process using the Entry Status buttons so that the timesheet is reviewed and subsequently authorised, or
     

  • if your practice uses Simplified Authorisation mode, you can post the time to move it to the client's WIP..

By Expense Sheet

An Expense Sheet captures costs incurred by an employee while carrying out work for a client. Costs are recorded against:

  • client assignments which are chargeable because they have a direct association with work carried out for that client — some examples could be costs for accommodation, lunch, etc. associated with a client visit.
     

  • non-chargeable (or overheads) costs associated with the practice but not directly associated with a task carried out for a client   — e.g. a personal expense incurred by an employee in relation to work such as mobile phone charges.

The method of recording expenses is almost identical to recording time for a client — except that you do not have a choice of entry views as you do with Timesheets — there is only one view.

If there are no more expenses to record, you advance the Expense Sheet in the process using the Entry Status buttons so that the expenses are reviewed and subsequently authorised. Once an Expense Sheet has been posted you cannot alter it. It must be reversed and another raised in its place as necessary,

By Disbursement Sheet

A Disbursement Sheet captures costs incurred by an employee while carrying out work for a client. Such costs can include photocopying costs, court filing costs, couriers and taxi fares.

If there are no more disbursements to record, you advance the Disbursement Sheet in the process using the Entry Status buttons so that the disbursements are reviewed and subsequently authorised.

Entering Time Against Tasks in a Schedule

If a schedule of tasks has been defined for a selected client assignment, the tasks available in the timesheet drop-down list may only be those added to the assignment schedule within the Client page. This enables an employee to track the work required to complete a particular assignment. If you select an assignment that has a schedule attached, you must select a schedule/stage for the timesheet entry before you can enter time.

The schedule held will be inactive where there is no schedule attached.

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