Recording Employee Time Entries and the Time Billing Window

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First, select whether you want to record Time Entries by Employee or Project by clicking the For Employee or For Project buttons, respectively, on the Time Keeping Window.  Then, input the desired Employee or Project  Code into the appropriate field.  To search for an Employee or Project, click on the Search button in the lower left corner of the window.

 

employee time window

 

To add a Time Entry, click on the Add button.  This will open the Time Entry Window.

 

time entry window

If you are entering by Employee, you will first enter the Project Code for which the Employee has recorded the time.  Upon entering the Project Code, the Location and Sales Category Codes will default from the corresponding fields on the Project Advanced Options Window - Time Tab, if they have been entered.  Remember, a Location is often a physical locale such as a bedroom or living room but can be a more abstract concept such as billable time for consultation with the client, CAD Drawings, etc.  The Sales Category will determine the desired General Ledger Revenue Account that will be affected upon invoicing the Time Entry to the client.  For more information, see Entering Locations and Understanding Sales Categories.

 

If you are entering by Project, you will enter the Employee Code who has recorded the time.  Upon entering an Employee Code, the Base Cost and Base Rate per hour from the Employee / Manager / Salesperson Window - Time Tab will be defaulted.

 

The Entry Date will default from starting date of the Date Range on the Time Keeping Window but can, of course, be changed as necessary.  Next, input the Code of the Time Activity that has been performed.  To search for a Time Activity, click on the Search button in the lower left corner of the window.  If you need to create a new Time Activity, you may do so from the Time Activity Glossary Window.  Click on the Choose button once you have chosen an Activity from the Glossary and you will return to the Time Entry Window.

 

The Description for the Time Activity will now be displayed.  If the Employee has a Employee Time Exception defined on the Employee / Manager / Salesperson Window - Time Tab for the Time Activity, the Employee Time Exception Rate and Cost will be defaulted.

 

In Design Manager, the "rate" refers to the billing rate that you are going to charge the Client for the Employee’s services.  The "cost" refers to the company cost per hour for the Employee.  Any defaulted Cost and Rate can be overridden.  Enter the number of Hours that you are going to bill the Client.  Design Manager will automatically calculate the extended price and cost.  The Enter Time selections can be used to automatically calculate the Hours worked.  Click the Enter Time option and input the starting and ending times for the task.  The arrow keys can be used to increase or decrease the hours, minutes, and AM/PM selection by clicking on the appropriate portion of the time and clicking the up arrow to increase and the down arrow to decrease.

 

You may select to enter the Time Entry as a New Item in the Project or you may choose to Join to Existing Item.  If you choose to join the Time Entry to an existing Item, then you will need to enter the Item Reference Number into the corresponding field.  You may search for the Reference Number by clicking on the Search button. Company defaults can be added for these options.  See Company Advanced Options Window - Time Tab for more information.

 

A company may want to use the Join to Existing item feature in order to make the Invoicing easier and cleaner.  Most will first add a New Item on the Projects and Specifications side.  They may enter an Item Description of "Time for the Month of...". Then all you need to do is check off the Time Budget box and Choose OK on the Item window.

 

item window with time budget shown

Each time you enter new Time Entries from the Time Keeping Window for the "month of" you can Join that Time entry to the Existing Item you created for that month (timeframe). Doing so will add the entry as a component to the Time Item you setup.  When you go to Invoice the client, you will only need to tag one Time Item to invoice for that month.

If you have the Show Time Details default turned on, then the Employee, Activity and other Time entry details will appear on the invoice underneath the Item Description. See Examples below as well as the following linked article for more help with the different time entry options.

 

The Taxable setting for the Time Entry will default from the Taxable option for Time on the Project Advanced Options Window - General Tab.  Time Entries can be designated as Non-billable so that you can accurately track labor cost, overhead, etc. for a Project even if the cost will not be billed to the Client.

 

When all of the information appears correct, click OK.  The new Time Entry will appear on the Time Keeping Window.  The Time Entry will also appear on the Projects and Specifications Window below the Project and, if entered, Location.

 

The Time Budget Analysis Report can be run to show these entries and the possible budgets created.

 

Examples of Time Invoice Choices

 

Time Supplement – this Invoice adds a page at the end of the Invoice that lists the details of the Time entries on the Invoice. The beginning page(s) shows the Item in Total:

 

TimeInvoice_Modern_MthItem

 

 

Below is the additional Time Supplement page that prints after the Invoice total page (above):

 

TimeInvoice_Modern_MthItem_timeSuppPage

 

 

Show Time Details: This Time Invoice option shows the Item and each time entry broken down. It lists the Employee, Activity, Date, Hours, Rate and Totals all on the same page as the Invoice.

 

TimeInvoice_Modern_MthItem_ShowDetails_nottimes

 

 

Show SE Time: This Time Invoice option shows the same information as Show Time Details does above, but adds the Start and End Times to the Time Entries.

 

TimeInvoice_Modern_MthItem_ShowDetails