Enter individual staff time and expenses

Enter a time transaction

Select
Actions
then
Time & Expense Entry
.
Select the
Entry
tab.
Go to
Staff
and enter the staff ID or name, or select it from the dropdown.
note
Staff
is a user-defined terminology field.
Your firm may use a different term instead of
Staff
. If you want to change it, select
Setup
,
Firm
, then the
Terminology
tab. To display the default terminology for any screen or field, select
Help
then
Enable Default Terminology
.
The other variable fields on this screen include
Client
,
Engagement
,
Project
, and
Activity
.
Go to
Sheet Date
and enter a date for the timesheet. You can also select and select a sheet date from the dropdown.
note
Dates in red on the calendar contain time and expense entries. If you hover over a date in red, a tool tip will show the number of hours entered for that day.
On the
Time
subtab, select
Client
in the first blank row and then select a client ID from the dropdown.
Complete the
Engagement
field.
note
If you've selected a default in User Preferences for the client, engagement, or activity, these fields will be completed automatically by the application and may be hidden.
If your firm is licensed for the Project Management module, update project and task information as needed.
If there's a project associated with this entry, go to
Project
and select it.
To update project tracking information, either right-click
Project
or select
Task Selection
next to
Project
to open the Task Selection window.
If there's a task associated with this entry, select it from the
Task
list.
note
If the task you select has an activity associated with it, the Activity field is completed automatically.
To update task tracking information, either right-click the
Task
field or select
Task Selection
next to the
Project
field to open the
Task Selection
window.
Enter a date in the
Date
field or select a date from the dropdown. If you've specified a default date, the application will complete the
Date
field with the default you selected. If you haven't specified a default date and leave the
Date
field blank, the application will enter the date from the previous transaction.
note
The application will also complete the
Client
,
Engagement
, and
Activity
fields with the entry from the previous transaction if you leave them blank.
If your firm has assigned rates to activities or engagements, the
Rate
field is completed automatically by the application. If not, you'll need to select the rate from the dropdown.
note
If you don't have security permission to override rates, this field is hidden.
In the
Hours
field, enter the number of hours or select the number from the dropdown.
note
This column will be labeled either Hours or Minutes depending on the User Preferences your firm has selected for entering time.
If preferred, you can start a timer rather than entering an amount in the
Hours
field.
The application calculates the
Amount
field automatically.
note
If you don't have security permission to view WIP amounts, this field is hidden.
Staff with the appropriate security permission can override the amount, if necessary. When an amount is overridden, it appears in red. Amounts that you override can't be recalculated by the application; you can only change them manually.
You can enter an optional comment in the
Comment
field. If you need more space to enter information, select and enter the text in the Comment window.
note
Use this field to enter an optional comment on time and expense entries that you can include on invoices and reports. If the text you enter is longer than the length of the field, the Comment window opens to provide more space to type. To save time, you can select a pre-defined text item from the
Standard text
field to use as the comment.
Select
Setup
, then
Standard Text
to display standard text entries.
Select
Check Spelling
to spell-check your comment. Select
OK
to return to the Time & Expense Entry screen.
You can also add an optional note to the biller in the
Biller Note
field.
note
Use the
Biller Note
field to enter an optional note on time and expense entries for billing. This note is for internal purposes only. If the text you enter is longer than the length of the field, the Biller Note window opens to provide more space. To save time, you can select a pre-defined text item from the
Standard text
field to use as the biller note.
Select
Setup
, then
Standard Text
to display standard text entries.
Select
Check Spelling
to spell-check your comment. Select
OK
to return to the Time & Expense Entry screen.
Use TAB until you reach the end of the line to complete the entry.

Enter comp time

On the
Entry
tab of the Time & Expense Entry screen, select a staff member and sheet date.
Select
Comp Time
.
In the Comp Time Detail window, enter a date for the comp time entry in the
Date
field of the last row. This should be the date the comp time was earned or used.
In the
Description
field, select
Earned
,
Used
, or
Manual Adjustment
.
Earned
: comp time was earned on this date.
Used
: comp time was used on this date.
Manual Adjustment
: an adjustment is required (should be used as necessary by firm administrators).
In the
Hours
field, enter the number of hours.
note
If you selected
Used
for the Description, the number here will be displayed as a negative amount.
Select
OK
.

Enter an expense transaction

Go to the
Expense
subtab.
Select the
Client
and
Engagement
for the expense.
If there's a project associated with the expense entry, select it from the
Project
dropdown. Select next to
Project
to open the
Task Selection
window and update task information.
note
For expense entries, only tasks with an expense type activity are available in the Task Selection window.
Select an
Activity
for the expense. This is a required field.
note
Only expense type activities are available in the dropdown.
Enter or select a date for the expense.
Enter the number of units for the expense or use the dropdown calculator to complete the
Units
field.
The
Unit Price
shows the unit price that has been set up for the selected activity. You can enter a different price if necessary.
The
Amount
is calculated automatically by multiplying the number of units by the unit price.
You can enter text in the
Comment
field by selecting and entering or selecting text in the Comment window.
You can also add an optional note to the biller in the
Biller Note
field.
Use TAB until you reach the end of the line to complete the expense entry.

Edit on the fly