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Timesheets

Last modified 08:04, 24 Apr 2017
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  • You can choose to view your timesheet so that it matches the way you work. You personalise the way you view your timesheet by using the Timesheet User Settings window accessed via the System Settings on the Task Bar.
  • The Timesheet Time Entry window collects the information about the time you spend on tasks. There is a different window for Daily Time and Calendar Time. There is no window for Periodic Time because the information is entered directly onto the Timesheet. The window shows whether your timesheet is collecting Calendar or Daily Time and matches the view you chose to display your Timesheet. If the window is for daily entry, only one date is shown and the words Daily Time replace the word Calendar.
  • The following fields are available for completion for a Periodic Entry Timesheet:
  • You can select to view a time sheet in one of three views: Periodic, Daily or Calendar.  You can also choose to record times associated with tasks in these views.
  • The level of detail a timesheet can be recorded for will be determined by the Job Mode.
  • You can only adjust a Timesheet if: it has not been posted, the time processing period has not closed (or expired), and you have the access permission to do so.
  • Once a Timesheet is Submitted, the next step it to authorise and post it. This process moves the client WIP into debtors, allowing the practice to then keep track of its financial exposure. You can only approve and post a Timesheet if your security group has the access permission to do so. Timesheets can be authorised individually from the Timesheets tab of the Employees Details page, or if your Home Page is customised to show the Approve option, you can authorise and post more than one from your Home Page. If you want to authorise more than one Disbursement Sheet, click here.
  • You can swap the Timesheet view so that you can display it to enter time for Periodic entry, Daily entry or Calendar entry. You change the view using the Time Entry Mode in the Timesheet User Settings window accessed from System Settings in the Task Bar. If you have the authority, you can also change the view of another employee as well. Note You cannot change an Expense Sheet view because there is only one view.
  • There is a quick method of creating a Timesheet when some or all of the details of a previous Timesheet match those you want to enter. The method uses the Copy timesheet option on the Task Bar. You can only use this method for Daily entry and Periodic entry Timesheets. For a Calendar Timesheet, you need to create a new one.
  • From time to time, you may need to make correct details recorded on a Timesheet. How you make that correction depends upon where the Timesheet sits in the billing process. However, you can only make a correction to the Timesheet if you have the access permission to do so. If the time period is closed or any of the transactions have been billed, you cannot correct the Timesheet. Instead, you need to reverse it by following Reversing a bill.
  • You create a Timesheet to record time spent on client assignments and tasks. When you create a Timesheet, the system automatically generates a sheet that agrees with the time processing category assigned to you by the system administrator. The category translates to a time period shown in the Create New Sheet window when you create a Timesheet. You can choose to display the Timesheet in a Periodic, Daily or Calendar entry view and record time in that view. You can create a Timesheet for yourself or, if you have the authority, a Timesheet for another employee. You create a Timesheet from your Home or Employee Details page or alternatively, you can save time by creating your Timesheet while you are working in the Employee Planner. Note If you want to create an Expense Sheet to record expenses, see Creating an Expense Sheet.
  • You can use the Employee Planner as a central point to plan and manage your workload. In addition, you can also create a Timesheet directly from the Planner so that you can keep track of time spent as you work. When you complete work, the first step is to select the assignment you have been processing on the Employee Planner.  If the selected assignment has a schedule on it and the assignment has been marked as Task Related, the Schedule drop-down box contains a list of Schedules/Stages that have not yet been marked as complete and are available to you.   A stage is available if the you meet the following criteria against the budgeted category: If the stage has been budgeted against the Unspecified category, the stage will be returned for all employees. If the stage has been left allocated to a particular employee category, and this matches their primary stationed record.   NOTE Before starting on a task, create a timesheet from the planner and use the automatic timer to record automatically the time you spend.
  • If your Home Page is customised to show the Toolbox: Approve option you can open a Timesheet that is waiting for approval.
  • If your practice uses Simplified Authorisation mode, you post the time to move it to the client WIP.
  • The Calendar Entry method captures time depending upon what view you select to display your Timesheet in.
  • You can create a Timesheet from your Home Page or from the Employee Details page. If you have the authority, you can also create an Timesheet on behalf of another employee. You do this by opening their Employee Details page. You should enter the amount of time spent daily as you complete each task. Additionally, you can choose to display a Timesheet in a Periodic or Calendar entry view so that you can record your time in that view — refer to Changing a Timesheet view. If there is no more time to record, you advance the Timesheet in the process using the Entry Status Buttons so that the time is reviewed and subsequently authorised.
  • You can create a Timesheet from your Home Page or from the Employee Details page. If you have the authority, you can also create an Timesheet on behalf of another employee. You do this by opening their Employee Details page. You should enter the amount of time spent daily as you complete each task. Additionally, you can choose to display a Timesheet in a Periodic or Calendar entry view so that you can record your time in that view — refer to Changing a Timesheet view. If there is no more time to record, you advance the Timesheet in the process using the Entry Status Buttons so that the time is reviewed and subsequently authorised.
  • You can take advantage of the automatic timer to record time you spend on a task.
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