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  • Product: Practice CS

Update project and task information in Time & Expense Entry

As staff enter time and expenses associated with client projects, they may need to update various data related to the project, such as the tracking description on the project, the task they're working on, or the start or completion date. These changes can be made directly in Time & Expense entry without having to open the project and or task on a different screen.

Update project or task data using the Task Selection screen

  1. Enter or select the project you're working on in the
    Project
     field.
  2. Select the ellipsis next to the
    Project
     field.
  3. The Task Selection screen will open.
    note
    To have the Task Selection screen after entering the project, select
    Setup
    ,
    User preferences
    , the
    Time & Expense Entry
     tab, then
    Auto display Task selection
    .
  4. The Task Selection screen contains project information that can be changed.
  5. The screen displays a list of the tasks that are assigned to you, not assigned, or assigned to the Work Queue.
    note
    To display all tasks, mark the
    Show all Tasks
     checkbox.
  6. Select the task to indicate which task you're working on where the time should be allocated.
    note
    • If you select a task to not assigned to you, Practice CS will change the
      Assigned
       on the task to you.
    • If the
      Tracking Description
       on the task is
      Not Started
      , it will automatically change to
      Started
       and the
      Actual Start Date
       will change to today's date.
  7. To mark the task completed, right-click on the task and select
    Complete Selected Tasks
    . The
    Tracking Description
     on the task will change to
    Completed
    .
  8. To edit any other data on the task, right-click on the task and select
    Edit Selected tasks
    , or double-click on the task. When the Task screen opens, make your changes, then select
    OK
    .
  9. Select
    OK
     to close the Task Selection Screen.
  10. Task Selection will change from an ellipsis to a gold folder indicating that a task was selected. Activity will automatically populate with the activity on the selected task, and the hours and dollars entered on the transaction will be added to the actual hours and dollars on the project and selected task.

Update Project and Task information directly in the Time and Expense Transaction

note
To update project and task information directly on a time or expense transaction, you must add both fields to the Time and Expense screen in the User Preferences screen. If you do this, we recommended that you skip and hide
Task Selection
 and clear
Auto display Task selection
 since you won't use that screen in this scenario.
  1. Enter the
    Client
    .
  2. Enter the
    Engagement
    .
  3. Select the
    Project
    .
    • Upon completion of the transaction, the start date will be set to today if the project hasn't started yet.
    • To mark the project Completed, right-click on the selected project and select
      Complete Project
      . The Tracking Description will change to Completed and the Actual Completion date will be set to the current date.
    • To enter the received date on the project, right-click on the project and select
      Receive Project
      . The project Received date will be set to the current date.
    • To change the Tracking Description on the project, right-click on the project, select
      Change Tracking
      , then the tracking description from the list. The current tracking description will have a checkmark next to it.
  4. Select the
    Task
    .
    • The list of tasks includes all tasks for the project, organized by those assigned to the current staff member and those that are not.
      note
      If you pin the Task column to the screen, it will become the first field in the transaction and will display all the tasks in the staff member's task list. You can filter this list just like the Tasks portlet on the Staff dashboard.
    • To mark the task Completed, right-click the task and select
      Complete Task
      . The Tracking Description will change to Completed and the Actual Completion date will be set to the current date.
    • To change the Tracking Description on the task, right-click the task, select
      Change Tracking
      , then the tracking description from the list. The current tracking description will have a checkmark next to it.
  5. The
    Activity
     will automatically populate with the activity associated with the selected task.
  6. Complete the
    Date
    ,
    Hours
    , and
    Comment
     fields as usual.
  7. Upon completion of the transaction, the hours and dollar amount will be added to the actual hours and dollars on the selected project and task.

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