Add a time sheet to a job

A timesheet record is used for recording the time an Employee spend working on a job. It allows the TSM user to accurately record the start and finish time, the date and log notes on the nature of the work performed.

The time detail section of the Job Details tab includes several useful features. These are:

• The Time summary button which displays a quick summarised view of all the timesheets on the job, grouped by Labour Type and billable/unbillable.<
• The Show time comments dropdown which allows the user to view the selected timesheet comment, all the timesheet comments or none at all. This last feature hides the comment box and extends the timesheet detail over the space it occupies.<
• The additional expenses are tallied up at the bottom of the detail. These come from the entries made on the Extended Information tab of the Time Details module.<

1. Open the required job. If you know the job number you can type it into the quick search field at the top right of the job card or search for it.<
2. Go to the Job Details tab.<
3. Click the “Add Time” button to the right of the time detail. The Time Details module will appear. Note that the job number and customer id are already filled in and cannot be changed.
4. Enter the Employee ID from the dropdown list. If the desired employee does not appear in this list, their record either does not exist in the Employee Maintenance or has a Date Finished. You can right-click in the Employee ID field to review the Employee record. See Entering an Employee for more information.<
5. Enter the Date the work took place on.<
6. Enter the start and finish time for the timesheet. Note that this is not required but may become useful for reporting purposes.<
7. Enter the actual and billable time. The time sheet’s total is calculated by multiplying the labour rate by the billable hours. It will be displayed below.<
8. Select the Labour Type. This may already be correct as it is automatically populated based on the Job’s Default Labour Type. The labour type may change the rate setting. See Setting up Labour Types for more information.<
9. Make sure the tax code setting is correct. Once again this is pre-set on the customer record and will most likely be correct.<
10. Enter the Time sheet comment into the Internal Timesheet Comment field.<
11. If you do not want this timesheet to be displayed on the invoice, select “Do not Print on Invoice” in the bottom left of the module.<
12. Press “Save”.<

This concludes the workflow for creating a timesheet record. You can press “New” to add another record or press “Exit“ to return to the Job Card module. The arrow keys at the top of the module allow navigation between timesheets for this job.

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There are 3 note fields on the Time Detail module which can be used to log a variety of information associated with the job and the timesheet.

The Extended Information tab features a set of additional fields all of which are used for reporting purposes. Note that any financial figures entered here do not affect the timesheet’s total. They are designed to record expenses incurred whilst the technician performed the work reflected here such as toll and parking fees.

There is also a mileage calculator which will automatically count the distance units travelled by subtracting the Start Speedo from the End Speedo value.

The Misc 1-6 fields can be renamed and used to denote anything the user wishes. Their values can then be displayed on reports, etc…