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Help Contents

Using Timesheet


Using Timesheet

Introduction

Maintaining Timesheets

Maintaining Expenses

Maintaining Budgets

Managing Invoices


Introduction

A Brief Overview of Timesheet Expert Server

Starting Timesheet

Toolbars

Status bar

Using the Right Mouse Button

Leaving Timesheet


A Brief Overview of Timesheet Expert Server

Timesheet Expert Server is a comprehensive Time and Expense management package designed and developed by Atlantic EC Ltd.

Throughout this Manual, in interest of brevity, the software will be referred to as Timesheet.

As part of the Atlantic Business Suite, Timesheet allows you to record timesheets and expenses for multiple resources working on various projects.

Timesheet is designed to be used with little or no instruction and links seamlessly with all other Atlantic Business Suite products to provide your organisation with a comprehensive, easy to use Resource and Project Management System.

Naturally, there are preparatory steps required before Timesheet can be used, these can be found in the system administration guide.  Basically these steps consist of:

•	Setting up Your Reference Tables

•	Defining your Reference Table Restrictions

•	Setting up Users

•	Defining User Restrictions


Starting Timesheet

Having installed Timesheet, you are now ready to use the program…

If necessary, power up your machine and start Microsoft Windows.  The Windows 95, 98 or NT desktop appears on your screen - turn to your Windows User Guide for full details on how to navigate around Windows 95, 98 or NT.

From the Start Menu, select the Timesheet program group.  From the Atlantic Business Suite group, click the Timesheet program item icon to open it.

The following dialog appears...

To open Timesheet,

Type your User Code and password.

If it is the first time you have logged into Timesheet there will be no password.  In the interests of security, this should be altered later, if only for Supervisor access.

If your user code and password are correct, access to Timesheet will be granted and the following screen appears...

This is the Timesheet, From here all of Timesheets options and views can be accessed, subject to your permissions.


Toolbars

Five Toolbars are available to help you use the system, you can hide and view toolbars via the View Menu.  To view toolbars, select Toolbars from the View menu and place a tick by the toolbar you wish to view, to hide a toolbar remove the tick.

To gain a quick description of what each tool can do, simply hold your mouse pointer over the tool and a description will be provided.  To activate a tool simply click on it using your mouse.

The five toolbars are:-

•	File

•	View

•	Setup

•	Report

•	Edit

Each contains a series of tools which can be examined individually.

Related Topics

File

Setup

View

Report

Edit Tools


File

The File Toolbar provides the user with the facility to open the Timesheet Entry View, Timesheet Supervisor View, Expense Entry View, Expense Supervisor View, Budget View and Invoicing View as well as opening a previously printed report, saving a report and printing a report.


Setup

The Setup Toolbar contains tools for setting up, Activities, Cost Rates, Charge Rates, Clients, Skills, Projects, Resources, Expense Types, Nominal Codes, the System Calendar, Login Templates, Logins and Permissions.

Additional information on setting up reference table information and logins can be found in the System Administration Guide.


View

The View Toolbar becomes active when a data entry or supervisor view is displayed.  It contains tools that will let you show the entry view, show the filter view, select whether projects or activities are displayed in the grid, refresh the screen, list totals by day or by cell and scroll through the selected period.


Report

The Report Toolbar allows you to zoom in and out on a report, select the zoom scale and to move between reports


Edit Tools

As you use Timesheet, you will notice that there are a number of other tools which are displayed when particular screen are displayed.  These are the edit tools, the edit tools enable you to Add, Amend, Copy and Delete information.


Status bar

The status bar at the bottom of the application window provides information about Timesheet. The user code and current login is followed by the date and time and the name of any saved filter (if appropriate).  Finally, the status of the Caps Lock, Num Lock and insert keys on the keyboard are displayed.


Using the Right Mouse Button

Throughout Timesheet there are occasions when additional information or commands can be accessed by using the right mouse button.


Leaving Timesheet

When you have finished working with Timesheet, you can close it along with any open windows.  Click the Close box in the top right corner of the window or choose Exit from the File menu.


Maintaining Timesheets

Fundamentally Time recording is all about keeping accurate records.  Timesheet is specifically designed to make the task of entering and managing timesheets as quick and as easy as possible.

To make this possible Timesheet Expert Server incorporates two views, the Timesheet Entry View and the Timesheet Supervisor View.  The Timesheet Entry View is designed to enable users to enter timesheets quickly and efficiently, in contrast, the Timesheet Supervisor View enables multiple timesheet entry and for Managers to approve individual or multiple timesheets for individual or multiple resources.

Related Topics

Timesheet Entry View

Timesheet Supervisor View


Timesheet Entry View

The Timesheet Entry View provides a simple interface to enable user to enter their timesheet both quickly and efficiently.  Graphical in appearance, the Timesheet Entry View provides a pre-defined format containing three distinct areas, the matrix grid, the entry grid and the resource panel.

The matrix view displays a grid of days by either projects or activities depending on how the user wishes to log time.  The entry grid provides the user with the facility to enter all of the information about a timesheet and the resource panel provides information on the currently selected resource.

To view the Timesheet Entry View either select Timesheet Entry from the File menu or click the Timesheet Entry View icon.

The Timesheet Entry View will appear…

Related Topics

Using the Timesheet Entry View

Adding Timesheets into the Timesheet Entry View

Amending Entries in the Timesheet Entry View.

Deleting Timesheets in the Timesheet Entry View

Copying Timesheets in the Timesheet Entry View


Using the Timesheet Entry View

Before you begin entering Timesheets into the Timesheet Entry View it is important to understand the methods and tools used to manipulate the screen.  One of the most import toolbars to understand when you are using the Timesheet Entry View is the View Toolbar.

The Timesheet Entry View Filter

The filter icon is used to specify the period over which Timesheets will be displayed in the Timesheet Entry View.  When the filter icon is selected the Timesheet Entry Filter screen appears.

Period

The period section of the Timesheet Entry Filter screen enables users to specify the period in which Timesheets are displayed.  Either use the calendars to select the relevant dates or type the required dates directly into the From and To date cells.

List By

The List By tool enables users to specify whether Timesheet Information is displayed by either day or by cell in the lower grid.

By Day

Listing By Day provides a list of all of the Timesheets and there individual details for the selected day in the upper grid.

For example

In the example above, two Timesheets have been entered on Tuesday against different Projects, by listing by day the lower grid displays a breakdown of all of the Timesheet s entered on Tuesday.

By Cell

Listing By Cell provides a breakdown of all of the Timesheets and there individual details for the selected cell in the upper grid.

For example

In the example above, only one Timesheet has been entered in the cell that represents Tuesday and the project AEC_CD, by listing by cell the lower grid displays a breakdown of the Timesheet entered on Tuesday against the project AEC_CD.

Grid By

The Grid by tool is used to specify whether the Timesheet Entry view displays projects or activities down the left of the grid.

Project

Selecting the Project option will mean that the grid will display projects, enabling the user to easily select the project against which the Timesheet is to be entered.

Activity

Selecting the Activity option will mean that the grid will display activities, enabling users to easily select the activity a resource has worked on.

Period

The period section of the toolbar contains two elements, the dates which are displayed in the grid and the manner in which you can navigate through the dates.

The drop down list allows you to select the timescale in which you would like to move, this can be by period, month, week or by day.  The left and right buttons then enable the user to update the dates by selected amounts in the respective direction.  For example if Day was selected and the user clicked the left arrow the period would move back one day.

Using the Resource Panel

The Resource Panel is used to select which resource the current user is entering Timesheets for, this will be restricted to those resources you have permission to view and maintain timesheets for.  To select a resource, click the select button.

Resizing Panels and Cells

To help you organise the screen into an arrangement most suitable for yourself, all of the panels and cells in the Timesheet Entry View are resizable.  Simply click on the panel or cell you wish to resize and drag it in the appropriate direction.


Adding Timesheets into the Timesheet Entry View

Once you are familiar with the tools used to manipulate the Timesheet Entry View you can begin entering data.  The first step is to select the resource you wish to enter a Timesheet for.  When you first enter the Timesheet Entry View the selected resource will default to the current users own resource. To change this use the select button or type the code of the desired resource directly into the field.

You are now ready to begin adding Timesheets for the selected resource.  To add a timesheet, select the cell in the grid that represents the day and project (or activity) you wish to enter a timesheet for, and double click your left mouse button.  The Add Timesheet Dialog will appear.

Date Range

Use these fields to specify the date over which the Timesheets are to be entered.  Either type the date directly into the cell or use the select button to pick a date from the resulting calendar.

Project

Use this field to specify the project the resource was working on.  Either, type the code of the project directly in the cell or use the pick list to select the appropriate project.

Activity

Use this field to specify the activity that the resource carried out on the selected project.  Either, type the code of the activity directly into the cell or use the pick list to select the appropriate activity.

Hours/Days

Type the number of hours or days worked on the selected project and activity directly into the cell.

Chargeable

Use the select list to specify whether this item of work is chargeable or non chargeable.  If the selected project is chargeable the chargeable field will default to yes when the project is entered.

Overtime

Use the select list provided to specify weather this item of work was carried out in normal working hours or was overtime.

Cost Rate

Use this field to specify the cost rate for the work being entered.  This field defaults to the cost rate of the resource that the timesheet is being entered for.  To change or enter a Cost Rate, either type the code of the required cost rate directly into the cell or use the pick list provided.

Charge Rate

Use this field to specify the charge rate for the work being entered.  This field defaults to the charge rate of the resource that the timesheet is being entered for.  To change or enter a Charge Rate, either type the code of the required charge rate directly into the cell or use the pick list provided.

Notes

The notes field is used to provide additional information about a Timesheet entry.

When you are satisfied that all of the information has been entered for the Timesheets click Save.  If you have specified the period as more than one day, a dialog will appear asking you to specify the days on which you wish the Timesheets to be entered.  Select the appropriate days.


Amending Entries in the Timesheet Entry View.

There may be occasions where you wish to update the information that you have entered for a particular Timesheet.  To do this select the required Timesheet Entry in the Timesheet grid, then, either, select the relevant entry in the entry grid or click the Amend Timesheet Icon.

If a cell represents more than one Timesheet a menu will appear displaying all of the Timesheets that build up that cell, double click on the Timesheet you wish to update.

You can then update the entry as required.

Date

Use this field to amend the date on which the Timesheet is entered.  Either type the date directly into the cell or use the select button to pick a date from the resulting calendar.

Project

Use this field to change the project the resource was working on.  Either, type the code of the project directly in the cell or use the pick list to select the appropriate project.

Activity

Use this field to change the activity that the resource carried out on the selected project.  Either, type the code of the activity directly into the cell or use the pick list to select the appropriate activity.

Hours/Days

Amend the number of hours or days worked on the selected project and activity by typing the amount directly into the cell.

Chargeable

Use the select list to change the chargeable status of the timesheet.

Overtime

Use the select list provided to specify whether this item of work was carried out in normal working hours or was overtime.

Cost Rate

To change the Cost Rate, either type the code of the required cost rate directly into the cell or use the pick list provided.

Charge Rate

To change the Charge Rate, either type the code of the required charge rate directly into the cell or use the pick list provided.

Notes

The Notes field is used to provide additional information about a Timesheet entry.  Type in any changes or additional notes required.


Deleting Timesheets in the Timesheet Entry View

To delete a Timesheet from the Timesheet Entry View, highlight the required Timesheet in the entry panel and click the Delete Timesheet icon.


Copying Timesheets in the Timesheet Entry View

To copy a Timesheet in the Timesheet Entry view, select the cell in the grid that represents the appropriate timesheet and click the Copy Timesheet Icon.

The selected Timesheet will be duplicated in the entry panel of the Timesheet Entry View.


Timesheet Supervisor View

The Timesheet Supervisor View provides an intuitive user interface which enables users to enter and manage multiple timesheets for multiple resources.  Similar in design to a spreadsheet, the Timesheet Supervisor View enables users to enter batch timesheet entries and to Approve, Disapprove and Unapprove timesheets for multiple resources timesheets.

To view the Timesheet Supervisor View either select Timesheet Supervisor from the File menu or click the Timesheet Supervisor View icon.

The Timesheet Supervisor View will appear…

Related Topics

Using the Timesheet Supervisor View

Adding Batch Timesheets into the Timesheet Supervisor View

Timesheet Approval, Disapproval and Unapproval.

Amending Entries in the Timesheet Supervisor View.

Deleting Timesheets in the Timesheet Supervisor View

Copying Timesheets in the Timesheet Supervisor View


Using the Timesheet Supervisor View

Before you begin managing Timesheets with the Timesheet Supervisor View it is important to understand the methods and tools used to manipulate the screen.

Using the Timesheet Supervisor View Toolbar

One of the most import toolbars to understand when you are using the Timesheet Supervisor View is the View Toolbar.

The Timesheet Supervisor View Filter

The filter icon is used to specify the period over which timesheets will be displayed, what Resources, Projects, Activities, Clients, Cost and Charge Rates you can restrict the Timesheet Supervisor view to display.  You can also choose to include different timesheets based on varying criteria.

Period

The period section of the Timesheet Supervisor Filter screen enables users to specify the period in which timesheets are displayed.  Either use the calendars to select the relevant dates or type the required dates directly into the From and To date cells.

Filter

The filter enables you to save your current filter settings.  The name field displays the saved name of the current filter.  To save a filter, simply click the Save button and provide a name and description for the filter.

Resource Tab

The Resource Tab is used to restrict the timesheets displayed to those which reference the selected resources.  To select resources click the Select button and use the tools provided to make your selections, if you do not wish to restrict the timesheets displayed to any particular resources click the No Resource Restrictions Check Box on the Resource Tab.

Project Tab

The Project Tab is used to restrict the timesheets displayed to those which reference the selected resources.  To select a project click the Select button and use the tools provided to make your selections, if you do not wish to restrict the timesheets displayed to any particular project click the No Project Restrictions Check Box on the Project Tab.

Activity Tab

The Activity Tab is used to restrict the timesheets displayed to those which reference the selected resources.  To select activity click the Select button and use the tools provided to make your selections, if you do not wish to restrict the timesheets displayed to any particular activity click the No Activity Restrictions Check Box on the Activity Tab.

Client Tab

The Client Tab is used to restrict the timesheets displayed to those which reference the selected Client.  To select client click the Select button and use the tools provided to make your selections, if you do not wish to restrict the Timesheets to any particular clients click the No Client Restrictions Check Box on the Client Tab.

Cost Tab

The Cost Tab is used to restrict the timesheets displayed to those which reference the selected Costs.  To select a cost click the Select button and use the tools provided to make your selections, if you do not wish to restrict the timesheets displayed to any particular cost click the No Cost Restrictions Check Box on the Cost Tab.

Charge Tab

The Charge Tab is used to restrict the timesheets displayed to those which reference the selected Charge rates.  To select a charge rate click the Select button and use the tools provided to make your selections, if you do not wish to restrict the timesheets displayed to any particular charge rates click the No Charge Restrictions Check Box on the Charge Tab.

Include Timesheets which are

This section enables you to specify whether you wish to display timesheets which are chargeable or non-chargeable, invoiced or not invoiced, overtime or non-overtime, approved, disapproved or unapproved and timesheets which are annotated or non-annotated, simply place a check against the options you wish to include.

Period

The period section of the toolbar contains two elements, the dates which are displayed in the grid and the manner in which you can navigate through the dates.

The drop down list allows you to select the timescale in which you would like to move, this can be by period, month, week or by day.  The left and right buttons then enable the user to update the dates by selected amounts in the respective direction.  For example if Day was selected and the user clicked the left arrow the period would move back one day.

Resizing Panels and Cells

To help you organise the screen into an arrangement most suitable for yourself, all of the panels and cells in the Timesheet Entry Supervisor View are resizable.  Simply click on the panel or cell you wish to resize and drag it in the appropriate direction.

Use Resource or Use Selection

Before you begin to manage any Timesheets with theTimesheet Supervisor View you will need to decide whether you will managing a single resource or using a set of selections.

If you would like to manage timesheets for a single resource you will need to make sure that the Use Resource option button is selected.  You can change the selected resource  by using the select button or by typing the code of the desired resource directly into the field.  You will now be able to manage all of the Timesheets entered for the selected resource in the current period.

If you would like to filter the timesheets that you can manage in the Timesheet Supervisor View, to any of the criteria you have specified in the Timesheet Supervisor View Filter, you will need to make sure that the Use Selection option button is selected.

Using Selections is excellent if you wish to approve timesheets for groups of resources, for example a manager can log in and approve all of his resources timesheets.


Adding Batch Timesheets into the Timesheet Supervisor View

Once you are familiar with the tools used to manipulate the Timesheet Supervisor View you can begin entering data.

To add a timesheet, either, select Add from the Edit menu or click the add timesheet icon.  You can only add timesheets into the Timesheet Supervisor view if you have the Use Resource option selected, the timesheets you create will be for the selected resource, in the example above this is resource IAN.

However you choose to add your timesheets, the Add Timesheet Entry Dialog appears.

Date Range

Use the To and From fields to specify the date range over which the Timesheets will be entered.  Either type the date directly into the cell or use the select button to pick a date from the resulting calendar.

Project

Use this field to specify the project the resource was working on during the selected period.  Either, type the code of the project directly in the cell or use the pick list to select the appropriate project.

Activity

Use this field to specify the activity that the resource carried out on the selected project during the selected period.  Either, type the code of the activity directly into the cell or use the pick list to select the appropriate activity.

Hours/Days

Type the number of hours or days worked per day, on the selected project in the selected period directly into the cell.

Overtime

Click this check box if the Timesheets you are creating in the selected period are for overtime work.

Chargeable

Use this check box to specify whether the timesheets you are creating are chargeable.  If the chargeable check box is selected an additional field will be displayed to select the appropriate charge rate.

Cost Rate

Use this field to specify the cost rate for the work being entered.  This field defaults to the cost rate of the resource that the timesheet is being entered for.  To change or enter a Cost Rate, either type the code of the required cost rate directly into the field or use the pick list provided.

Charge Rate

Use this field to specify the charge rate for the work being entered.  This field defaults to the charge rate of the resource that the timesheet is being entered for.  To change or enter a Charge Rate, either type the code of the required charge rate directly into the cell or use the pick list provided.

Notes

The notes field is used to provide additional information about the Timesheet entries being created.

When you are satisfied that all of the information has been entered for the timesheets, click the Save button. You will now be asked to select the days you wish to include.

To select the days you wish to include, place a check against the appropriate day.


Timesheet Approval, Disapproval and Unapproval.

One of the most important features of the Timesheet Supervisor View is that it enables you to approve, disapprove and unapprove timesheets for an individual resources timesheets or a selection of timesheets which can be restricted by resource, project, activity, client and cost and charge rates.

Approving, disapproving and unapproving timesheets is easy, simply make the selection you require using the Timesheet Supervisor View Filter.

Using your mouse, select the records you wish to approve, disapprove or unapprove (send the approved status back to blank).

Once you have selected the required records, click the Approve Timesheet Icon.

Operation

The operation options enable you to approve, disapprove and unapprove timesheets.

Approve

Select this option if you like to approve timesheets

Disapprove

Select this option if you disapprove with a Timesheets details

Unapprove

Select this option if you wish to remove the approval status of a Timesheet.  This removes the yes from the Approval column and sets it to blank.

Scope

This enables you to specify whether you wish to approve the Selected timesheets or All of the timesheets listed in the Timesheet Supervisor View.  Select the option you require.

Reference

The Reference field automatically displays the name of the user approving the Timesheets, if you wish to enter a different user simply type in the appropriate name.

When you have finished making the appropriate selections click the Approve, Unapprove or Disapprove Button.

A dialog will appear informing you of how many Timesheets have been updated.

The status of the timesheets will then be displayed in the Approval column of the Timesheet Supervisor view.


Amending Entries in the Timesheet Supervisor View.

There may be occasions where you wish to update the information that you have entered for a particular timesheet.  To do this select the required timesheet entry in the Timesheet Supervisor, then, click the Amend timesheet Icon.

You can then update the entry as required by changing any of the information you specified when you added the timesheets, you can also amend the approval status of the timesheets if you have the appropriate permissions.


Deleting Timesheets in the Timesheet Supervisor View

To delete a timesheet from the Timesheet Supervisor View, highlight the required timesheet and click the Delete timesheet icon.


Copying Timesheets in the Timesheet Supervisor View

To copy a timesheet in the Timesheet Supervisor view, select the cell in the grid that represents the appropriate timesheet and click the Copy Timesheet Icon.

The selected timesheet will be duplicated in the entry panel, change the required details and click save.  If you do not wish to add any additional timesheets click Close.


Maintaining Expenses

In addition to recording time and its associated cost and charges, Timesheet can also track expenses.

To make the task of entering and managing your expenses as quick and easy as possible, Timesheet Expert Server incorporates two views, the Expense Entry View and the Expense Supervisor View.  The Expense Entry View is designed to enable users to enter expenses quickly and efficiently, in contrast, the Expense Supervisor View enables multiple expense entry and for Managers to approve individual or multiple expenses for individual or multiple resources.

Related Topics

Expense Entry View

Expense Supervisor View


Expense Entry View

The Expense Entry View provides a simple interface to enable the user to enter their expenses both quickly and efficiently.  Graphical in appearance, the Expense Entry View provides a pre-defined format containing three distinct areas, the matrix grid, the entry grid and the resource panel.

The matrix view displays a grid of days by either projects or expense types depending on how the user wishes to log their expenses.  The entry grid provides the user with the facility to enter all of the information about an expense and the resource panel provides information on the currently selected resource.

To view the Expense Entry View either select Expense Entry from the File menu or click the Expense Entry View icon.

The Expense Entry View will appear…

Related Topics

Using the Expense Entry View

Using the Resource Panel

Adding Expenses into the Expense Entry View

Amending Entries in the Expense Entry View.

Deleting Expenses in the Expense Entry View

Copying Expenses in the Expense Entry View


Using the Expense Entry View

Before you begin entering Expenses into the Expense Entry View it is important to understand the methods and tools used to manipulate the screen.  One of the most import toolbars to understand when you are using the Expense Entry View is the View Toolbar.

The Expense Entry View Filter

The filter icon is used to specify the period over which Expenses will be displayed in the Expense Entry View.  When the filter icon is selected the Expense Entry Filter screen appears.

Period

The period section of the Expense Entry Filter screen enables users to specify the period in which Expenses are displayed.  Either use the calendars to select the relevant dates or type the required dates directly into the From and To date cells.

List By

The List By tool enables users to specify whether Expense Information is displayed by either day or by cell in the lower grid.

By Day

Listing By Day provides a list of all of the Expenses and there individual details for the selected day in the upper grid.

By Cell

Listing By Cell provides a breakdown of all of the Expenses and there individual details for the selected cell in the upper grid.

Grid By

The Grid by tool is used to specify whether the Expense Entry View displays projects or expense types down the left of the grid.

Project

Selecting the Project option will mean that the grid will display projects, enabling the user to easily select the project against which the expense is to be entered.

Expense Type

Selecting the Expense Type option will mean that the grid will display expenses, enabling users to easily select the expense a resource has worked on.

Period

The period section of the toolbar contains two elements, the dates which are displayed in the grid and the manner in which you can navigate through the dates.

The drop down list allows you to select the timescale in which you would like to move, this can be by period, month, week or by day.  The left and right buttons then enable the user to update the dates by selected amounts in the respective direction.  For example if Day was selected and the user clicked the left arrow the period would move back one day.


Using the Resource Panel

The Resource Panel is used to select which resource the current user is entering Expenses for, this will be restricted to those resources you have permission to view and maintain expenses for.  To select a resource, click the Select button.

Resizing Panels and Cells

To help you organise the screen into an arrangement most suitable for yourself, all of the panels and cells in the Expense Entry View are resizable.  Simply click on the panel or cell you wish to resize and drag it in the appropriate direction.


Adding Expenses into the Expense Entry View

Once you are familiar with the tools used to manipulate the Expense Entry View you can begin entering data.  The first step is to select the resource you wish to enter an Expense for.  When you first enter the Expense Entry View the selected resource will default to the current users own resource. To change this use the select button or type the code of the desired resource directly into the field.

You are now ready to begin adding Expenses for the selected resource.  To add an expense, select the cell in the grid that represents the day and project (or expense type) you wish to enter a expense for, and then, either, select Add from the Edit menu, click the Add Expense icon or double click directly in the cell.

The Add Expense dialog will appear.

Dates

Use these fields to specify the date range over which the expenses are to be entered.  Either type the dates directly into the cells or use the select button to pick a date from the resulting calendar.

Project

Use this field to specify the project the resource was working on. Either, type the code of the project directly in the cell or use the pick list to select the appropriate project.

Expense Type

Use this field to specify the expense type.  Either, type the code of the expense type directly into the cell or use the pick list to select the appropriate expense type.

Chargeable

Use the check box to specify whether this expense is chargeable to a client.

Gross and Net Cost

Use these two fields to enter the cost of the expense item.  Use these two fields to enter the cost of the expense item.  You will notice that if you enter a Gross expense cost then the Net amount is automatically calculated for you using the stated tax rate.

Gross and Net Charge

Use these two fields to enter how much of the expense cost is chargeable to the client.  You will notice that if you enter a Gross expense charge then the Net amount is automatically calculated for you using the stated tax rate.  The Charge value automatically defaults to the Cost value when the expense Cost is entered.

Notes

The Notes field is used to provide additional information about a Expense entry.

When you are satisfied that all of the information has been entered for the expense, click Save.  If you have specified a date range of more than one day a dialog will appear asking you which days you would like to include the expense on.  Select the appropriate days and click OK.

The Expense will now be saved.


Amending Entries in the Expense Entry View.

There may be occasions where you wish to update the information that you have entered for a particular expense.  To do this select the required Expense Entry in the Expense grid, then, either, select the relevant entry in the entry grid or click the Amend Expense Icon.

In some circumstances a list will appear that represents all of the expenses entered in the selected cell, to amend the required expense double click on it in the list.

You can then update the entry as required.

Date

Use this field to amend the date on which the expense was entered.  Either type the date directly into the cell or use the select button to pick a date from the resulting calendar.

Project

Use this field to change the project the resource was working on.  Either, type the code of the project directly in the cell or use the pick list to select the appropriate project.

Expense Type

Use this field to change the expense type associated with this entry.  Either, type the code of the expense type directly into the cell or use the pick list to select the appropriate expense.

Chargeable

Use the select list to change the chargeable status of the expense.

Net and Gross Cost

To change the Cost, type the required cost directly into the cell.

Net and Gross Charge

To change the Charge, type the required charge directly into the cell.

Notes

The Notes field is used to provide additional information about an expense entry.  Type in any changes or additional notes required.


Deleting Expenses in the Expense Entry View

To delete an expense from the Expense Entry View, highlight the required expense in the entry panel and click the Delete Expense icon.  Or select the required expense in the Grid, click your right mouse button and select delete from the resulting list.


Copying Expenses in the Expense Entry View

To copy a Expense in the Expense Entry view, select the cell in the grid that represents the appropriate expense, click your right mouse button and select the Copy Expense Icon from the resulting menu.

A list of all the expense entered in that cell will appear.

From the list, double click on the expense to be duplicated.

The expense entry dialog will appear, make any changes to the details as needed and then click Save.


Expense Supervisor View

The Expense Supervisor View provides an intuitive user interface which enables users to enter and manage multiple expenses for multiple resources.  Similar in design to a spreadsheet, the Expense Supervisor View enables users to enter batch expense entries and to approve, disapprove and unapprove expenses for multiple resources.

To view the Expense Supervisor View either select Expense Supervisor from the File menu or click the Expense Supervisor View icon.

The Expense Supervisor View will appear…

Related Topics

Using the Expense Supervisor View

Adding Batch Expenses into the Expense Supervisor View

Expense Approval, Disapproval and Unapproval.

Amending Entries in the Expense Supervisor View.

Deleting Expenses in the Expense Supervisor View

Copying Expenses in the Expense Supervisor View


Using the Expense Supervisor View

Before you begin managing expenses with the Expense Supervisor View it is important to understand the methods and tools used to manipulate the screen.

Using the Expense Supervisor View Toolbar

One of the most import toolbars to understand when you are using the Expense Supervisor View is the View Toolbar.

The Expense Supervisor View Filter

The filter icon is used to specify the period over which expenses will be displayed, what Resources, Projects, Expense Types and Clients you can restrict the Expense Supervisor View to display expenses for.  You can also choose to include different expenses based on varying criteria.

Period

The period section of the Expense Supervisor Filter screen enables users to specify the period in which Expenses are displayed.  Either use the calendars to select the relevant dates or type the required dates directly into the From and To date cells.

Filter

The filter enables you to save your current filter settings.  The name field displays the saved name of the current filter.  To Save a filter, simply click the Save button and provide a name and description for the filter.

Resource Tab

The Resource Tab is used to restrict the expenses displayed to those which reference the selected resources.  To select resources click the Select button and use the tools provided to make your selections, if you do not wish to restrict the expenses displayed to any particular resources click the No Resource Restrictions Check Box on the Resource Tab.

Project Tab

The Project Tab is used to restrict the expenses displayed to those which reference the selected resources.  To select a project click the Select button and use the tools provided to make your selections, if you do not wish to restrict the expenses displayed to any particular project click the No Project Restrictions Check Box on the Project Tab.

Type Tab

The Type Tab is used to restrict the expenses displayed to those which reference the selected expense type.  To select Expense Types click the Select button and use the tools provided to make your selections, if you do not wish to restrict the expenses displayed to any particular Expense Type click the No Type Restrictions Check Box on the Type Tab.

Client Tab

The Client Tab is used to restrict the expenses displayed to those which reference the selected client.  To select Client click the Select button and use the tools provided to make your selections, if you do not wish to restrict the expenses to any particular clients click the No Client Restrictions Check Box on the Client Tab.

Include Expenses which are

This section enables you to specify whether you wish to display expenses which are chargeable or non-chargeable, invoiced or not invoiced, overtime or non-overtime, approved, disapproved or unapproved and expenses which are annotated or non-annotated, simply place a check against the options you wish to include.

Period

The period section of the toolbar contains two elements, the dates which are displayed in the grid and the manner in which you can navigate through the dates.

The drop down list allows you to select the timescale in which you would like to move, this can be by period, month, week or by day.  The left and right buttons then enable the user to update the dates by selected amounts in the respective direction.  For example if Day was selected and the user clicked the left arrow the period would move back one day.

Resizing Panels and Cells

To help you organise the screen into an arrangement most suitable for yourself, all of the panels and cells in the Expense Entry Supervisor View are resizable.  Simply click on the panel or cell you wish to resize and drag it in the appropriate direction.

Use Resource or Use Selection

Before you begin to manage any Expenses with the Expense Supervisor View you will need to decide whether you will be managing a single resource or using a your selections.

If you would like to manage expenses for a single resource you will need to make sure that the Use Resource option button is selected.  You can change the selected resource  by using the select button or by typing the code of the desired resource directly into the field.  You will now be able to manage all of the Expenses entered for the selected resource in the current period.

If you would like to filter the expenses that you can manage in the Expense Supervisor View, to any of the criteria you have specified in the Expense Supervisor View Filter, you will need to make sure that the Use Selection option button is selected.

Using Selections is excellent if you wish to approve expenses for groups of resources, for example a manager can log in and approve all of his resources expenses.


Adding Batch Expenses into the Expense Supervisor View

Once you are familiar with the tools used to manipulate the Expense Supervisor View you can begin entering data.

To add an expense, either, select Add from the Edit menu or click the add expense icon.  You can only add expenses into the Expense Supervisor view if you have the Use Resource option selected, the expenses you create will be for the selected resource, in the example above this is resource IAN.

However you choose to add your expenses, the Add Expense Entry Dialog appears.

Date Range

Use the To and From fields to specify the date range over which the Expenses will be entered.  Either type the date directly into the cell or use the select button to pick a date from the resulting calendar.

Project

Use this field to specify the project the resource was working on during the selected period.  Either, type the code of the project directly in the cell or use the pick list to select the appropriate project.

Type

Use this field to specify the Expense type that the resource carried out on the selected project during the selected period.  Either, type the code of the Expense type directly into the cell or use the pick list to select the appropriate Expense Type.

Chargeable

Use this check box to specify whether the expenses you are creating are chargeable.  If the chargeable check box is selected additional fields will be displayed to enter the appropriate charge information.

Gross and Net Cost

Use these two fields to enter the cost of the expense item.  Use these two fields to enter the cost of the expense item. You will notice that if you enter a Gross expense cost then the Net amount is automatically calculated for you using the stated tax rate.

Gross and Net Charge

Use these two fields to enter how much of the expense cost is chargeable to the client.  You will notice that if you enter a Gross expense charge then the Net amount is automatically calculated for you using the stated tax rate.  The Charge value automatically defaults to the cost value when the expense cost is entered.

Notes

The Notes field is used to provide additional information about the Expense entries being created.

When you are satisfied that all of the information has been entered for the expenses, click the Save button.  You will now be asked to select the days you wish to include.

To select the days you wish to include, place a check against the appropriate day.


Expense Approval, Disapproval and Unapproval.

One of the most important features of the Expense Supervisor View is that it enables you to approve, disapprove and unapprove expenses for an individual resources expenses or a selection of expenses which can be restricted by resource, project, expense type and client.

Approving, disapproving and unapproving expenses is easy, simple make the selection you require using the Expense Supervisor View Filter.

Using your mouse, select the records you wish to approve, disapprove or unapprove (send the approved status back to blank) and click the Approve Expense Icon.

The following dialog will appear.

Operation

The operation options enable you to approve, disapprove and unapprove expenses.

Approve

Select this option if you would like to approve expenses.

Disapprove

Select this option if you would like to disapprove with an expenses details.

Unapprove

Select this option if you wish to remove the approval status of the Expenses.  This removes the yes from approval column and sets it to blank.

Scope

This enables you to specify whether you wish to approve the selected Expenses or All of the Expenses listed in the Expense Supervisor View.  Select the option you require.

Reference

The Reference field automatically displays the name of the user approving the Expenses, if you wish to enter a different user simply type in the appropriate name.

When you have finished making the appropriate selections click the Approve, Unapprove or Disapprove Button.

A dialog will appear informing you of how many Expenses have been updated.

The status of the Expenses will then be displayed in the approval column of the Expense Supervisor View.


Amending Entries in the Expense Supervisor View.

There may be occasions where you wish to update the information that you have entered for a particular expense.  To do this select the required Expense Entry in the Expense Supervisor, then, click the Amend Expense Icon.

You can then update the entry as required by changing any of the information you specified when you added the expenses, you can also amend the approval status of the expenses if you have the appropriate permissions.


Deleting Expenses in the Expense Supervisor View

To delete an expense from the Expense Supervisor View, highlight the required expenses and click the Delete Expense Icon.


Copying Expenses in the Expense Supervisor View

To copy an expense in the Expense Supervisor view, select the cell in the grid that represents the appropriate expense and click the Copy Expense Icon.

The selected expense will be duplicated in the entry panel, change the required details and click Save.  If you do not wish to add any additional expenses click close.


Maintaining Budgets

In addition to tracking time and expenses, Timesheet allows you to define any number of budgets for hours, costs and/or charges.  Budgets are defined based on your existing coding structure for entering timesheets and expenses.  This facility enables you to do real-time budget versus actual comparisons for any combination of criteria.

Although budgets are mainly used to compare planned against actual results, they can be used in a variety of ways.

For example…

Has a contract staff member worked over or under their allocated hours in a given period?
A single budget entry may be set up for the resource providing an immediate comparison of allocated versus actual hours.  Further the time period may be adjusted in response to a new question in order to provide on going tracking of their actual hours.

What are the actual project costs to date for a given project, including expenses?
A budget may be set up for this project with no date constraints.  The actual costs incurred on the project can then be analysed in real-time as they are logged in Timesheet.  Expense costs may be budgeted for and analysed separately, as part of the overall project cost or, indeed, excluded from the budget entirely.

Related Topics

The Budget Supervisor


The Budget Supervisor

Budgets can be entered and analysed using the Budget Supervisor.  The Budget Supervisor View provides a breakdown of the clients, projects, activities and/or resources for which budgets have been created. To select the Budget Supervisor either, choose Budget Supervisor from the File menu, or, select the Budget Supervisor Icon from the toolbar.

The following screen appears...

As you can see, the Budget View is similar in appearance to a spreadsheet with a row of columns each with a heading telling you what information is being displayed.  However, the screen is split into two parts: the first part contains the rows that give an overview of the budget entry while the bottom of screen contains a panel which provides a full breakdown of the details behind a particular line entry.

Related Topics

Using the Budget Supervisor View

Entering information in the Budget Supervisor View

Amending or Deleting information in the Budget Supervisor View


Using the Budget Supervisor View

Before you begin entering budgets into the Budget Supervisor View it is important to understand the methods and tools used to manipulate the screen.  One of the most import toolbars to understand when you are using the Budget Supervisor View is the View Toolbar.

The Budget Supervisor Filter

The filter icon is used to specify the period over which budgets will be displayed in the Budget Supervisor View.  When the filter icon is selected the Budget Supervisor Filter screen appears.

Period

The period section of the Budget Supervisor Filter screen enables users to specify the period in which budgets are displayed.  Either use the calendars to select the relevant dates or type the required dates directly into the From and To date cells.

Filter

The filter enables you to save your current period settings.  The name field displays the saved name of the current filter.

To save a filter, simply click the Save button and provide a name and description for the filter.

Resource Tab

The Resource Tab is used to restrict the budgets displayed to those which reference the selected resources.  To select resources click the Select button and use the tools provided to make your selections, if you do not wish to restrict the budgets displayed to any particular resources click the No resource Restrictions Check Box on the Resource Tab.

Project Tab

The Project Tab is used to restrict the budgets displayed to those which reference the selected projects.  To select project click the Select button and use the tools provided to make your selections, if you do not wish to restrict the budgets displayed to any particular project click the No Project Restrictions Check Box on the Project Tab.

Activity Tab

The Activity Tab is used to restrict the budgets displayed to those which reference the selected resources.  To select activity click the Select button and use the tools provided to make your selections, if you do not wish to restrict the budgets displayed to any particular activity click the No Activity Restrictions Check Box on the Activity Tab.

Client Tab

The Client Tab is used to restrict the budgets displayed to those which reference the selected client.  To select client click the Select button and use the tools provided to make your selections, if you do not wish to restrict the budgets displayed to any particular clients click the No Client Restrictions Check Box on the Client Tab.

Show

The show section of the Budget Supervisor Filter screen enables you to specify what budgets are displayed in the Budget Supervisor view based on various criteria.

Show Entries with at least one of the following…

Time Budget – displays all budgets that have a Time Budget included in them.

Cost Budget – displays all budgets that have a Cost Budget included in them.

Charge Budget – displays all budgets that have a Charge Budget included in them.

To select any of the Show options place a check in the relevant check box.

Show entries which

Includes expenses – displays any budget that contains an expense budget.

Do not include expenses – displays any budget that does not contain an expense budget.

Include Budgets which are

This section enables you to specify whether you wish to display budgets that are annotated or non-annotated, simply place a check against the options you wish to include.

Display

The display option enables you specify the type of budgets that are displayed in the Budget Supervisor View, there are three options Hours, Cost and Charge.  Use the drop down list to select the option you require.  Below is a brief description of how each option will effect the information displayed in the Budget Supervisor View.

Hours

This option shows you the amount of time that has been allocated in advance for a given Client, Project, Activity and/or Resource together with the actual time logged in Timesheet.

Cost

This option allows you to see the budgeted and actual costs to your organisation of work to be performed for a Client, on a particular Project, Activity, or by a specific Resource.

Charge

This option allows you to see the budgeted and actual value to your organisation of work to be performed for a client, on a particular Project or Activity, or by a specific Resource.  In other words, how much you have estimated will be invoiced and how much has been, or is available, to be invoiced.

Period

The period section of the toolbar contains two elements, the dates, which are displayed in the grid, and the manner in which you can navigate through the dates.

The drop down list allows you to select the timescale in which you would like to move, this can be by period, month, week or by day.  The left and right buttons then enable the user to update the dates by selected amounts in the respective direction.  For example if Day was selected and the user clicked the left arrow the period would move back one day.

Resizing Columns and Rows

The width of each column in the Budget Supervisor view can be altered by moving your mouse over the grid line to the right of the column you wish to alter until a double headed arrow appears.  Click and, while holding down the mouse button, drag right to expand the column or left to reduce it.  This facility allows you to ensure that you can see as much or as little information as you need for each category.

In addition, the order in which the columns appear can be changed.  Position your mouse in the header of the column you wish to move.  Click and hold down, the mouse button until a double headed arrow appears and then drag right or left to reposition the column.

When you close the Budget View and reopen it again, the columns are returned to their original size and order - including any columns that you may have closed completely.  Alternatively, you can click the Restore Columns button in the toolbar or select Restore Columns from the Window menu.

Refresh

This button allows you to refresh your screen ensuring that you have the most up-to-date information displayed.  This is particularly useful for large organisations with many users accessing Timesheet over a network where updated information may be being added all the time.


Entering information in the Budget Supervisor View

Once you are familiar with the tools used to manipulate the Budget Supervisor View you can begin entering data.  To enter a budget, either, click the Add Budget Entry Icon or select Add Budget from the Edit menu.

Code

Each entry must be given a code of up to 20 characters.  It is worth ensuring that the code is relevant to the budget item that it represents so that you and other users can clearly understand the underlying entry from its code alone.

To enter a code click in the Code text box and type in your new code.

Description

Each entry can also have a description of up to 70 characters.  A description can be used to provide additional information about the budget item to distinguish it from other similar items; it is not a required field so if you have only a few entries or you feel the code provides sufficient description you can ignore this field.  To add a description, click in the Description text box and type your explanatory description.

Date Range

You can specify a date range or a particular start or finish date for which you wish to budget.  If you wish to budget for a specific time period both the From and To dates are required.  However, if you wish to budget from a given date only the From date is all that is required; similarly a To date only may be specified for all information prior to the given date.  If the budget is for ongoing work with no time constraints both dates can be left blank.

The ability to specify a date range allows great flexibility in the way budgets can be used.  For example, to budget sales costs during a particular quarter the appropriate date range may be entered restricting the actual costs for comparison to the correct quarter.

To specify a date range either, type your required date directly into the relevant text box (From or To) or, click on the down arrow to the right of the text box and select the appropriate date from the calendar as before.

Client, Project, Activity and Resource

These four fields define where the budget item is to be allocated.  Any combination may be entered but at least one of the four must be specified.  This allows budgets to be used specifically or generally, whatever suits your requirements.  For example, you may budget for a resource working on a specific project and activity during a particular week through to a client's budget for a whole year.  To define your required allocation(s) select the appropriate text box (Client, Project, Activity or Resource) and either, type in the relevant code, if you know it, or, click the select button and pick the required code in the usual way.

Hours

The next field allows you to estimate the amount of time being budgeting.  Simply select the Hours text box and type in the relevant amount of time to be attributed to this budget item.

Cost

The Cost field allows you to estimate the budgeted cost for this item.  Select the Cost text box and type in the relevant cost amount.

Charge

The Charge field allows you to estimate the amount that will be charged to a particular client for the given project, activity or resource.  This is particularly useful if an estimated quote was provided for a client and you wish to review actual progress against this estimate.  To enter a charge estimate select the Charge text box and type in the relevant charge amount.

Include Expenses in Budget

It is possible to include or excluded expense costs and charges from your budget.  To include (or exclude) expenses from your budget click the Include Expenses in Budget check box until a cross appears (or disappears).

You will notice that if you choose to include expenses two new text boxes appear for you to enter expense cost and charge budget amounts.  If the budgeted expense costs and charges are to be included in the time costs and charges already entered, these two boxes may be left blank.  However, if you intend to budget separately for expenses the cost and/or charge values must be completed in the two new boxes in the same way as described earlier.

When you are satisfied that all your information has been entered either, click save to accept the new entry and return to the Budget Supervisor View.

If you have chosen to save, you will see the entry that you have just logged added as a line item in the main table.  In addition, since the row is highlighted, the details of this entry are displayed in the panel at the bottom of the screen.  If the entry does not appear check the filter options and the date range to ensure that the new entry has not been excluded by these settings.

As you can see the budget table displays not only the details of the budgets themselves, but also the associated actuals.

For each display option, hours, cost and charge, the table displays the budget figure, the actual amount and the difference based on the Timesheet and Expense information entered into the system.

The difference equals budget minus actual, thus a negative variance, displayed in red brackets, indicates the budget has been exceeded, whereas a positive variance indicates the work is currently under budget.  A variance of 0 means everything is on track at that time.

As projects progress, you will notice that your Actuals and Variance are automatically calculated based on the actual time and expenses being logged by your resources.


Amending or Deleting information in the Budget Supervisor View

There are, of course, occasions when you will need to alter or remove a budget entry to do this select the required entry and click the Amend Budget Icon.  The Add Budget dialog reappears and the required modifications can be made before the entry is saved.

Alternatively, to remove an entry completely, select the required entry and click the Delete Budget Icon.  A message appears asking you for confirmation of your decision to delete the entry.  If the entry is to be deleted click OK otherwise, click Cancel.


Managing Invoices

So far we have seen that Timesheet is a system that will organise and track not just time and expenses, but also budgets.  This chapter describes how to generate, print and post detailed invoices based on all the information that has been input into the system.

Note:

Depending on the access privileges that have been defined for you, you may not have access to some or all of the features described in this Chapter - you should contact your Timesheet Supervisor for details.

Once timesheets, and expenses if applicable, have been entered and approved, they can be invoiced with the invoice total being calculated automatically.  Invoices can include VAT (or other taxes applicable to overseas companies) if required; the figures and text on the invoice may then be adjusted prior to posting.  Once posted, the appropriate timesheet and expenses entries are stamped with the corresponding invoice number to provide an audit trail showing which timesheets and expenses match which invoices.

Invoice totals may be made up of individual entries or summarised by project, client, activity, resource or expense type; additional lines can also be added to an invoice to provide further explanation, such as specific materials used on a project.

Each invoice line may be associated with a nominal code, which enables information to be exported directly into your accounts system.

Related Topics

Nominal Codes

Invoice Manager View


Nominal Codes

Nominal Codes allow sections of an invoice to be subdivided for the purposes of accounting.  These can be based upon codes used by general accounting systems to ensure that timesheet charges and expenses are easily integrated in corporate accounting systems.

Timesheet lets you define default Nominal Codes for both timesheets and expenses entries on an invoice.

If you do not have an existing system in place, it is worth spending some time thinking about the numbering system before you start and leaving yourself room to add extra items later within the framework you have set up.  For example, if you have identified 40 items that can be classified as Overheads then it is sensible to ensure that having used 0001 to 0040 you leave 0041 to 0050 blank.  In this way, it is simple to come in and add additional overhead items within the same code range at a later time.

To create a nominal code select Nominal Code from the Setup menu.

The following dialog appears...

Click Add.

A data entry screen appears...

As with an expense type, this screen allows you to define the code and its description and to specify whether the nominal code is active or inactive.

In addition, you can specify whether this nominal code should be the default code for all timesheets or all expenses.  If a code is defined as the default code, all timesheets and/or expenses (depending on the option specified) will be matched to this code when they are invoiced.

Note:

If you need to allocate a particular timesheet or expense entry to a different nominal code when you are producing an invoice, you can do this manually in the invoice screen.

To set a nominal code as the default code to be used for all timesheets (or expenses):

Click the Default Timesheet (Default Expense) Nominal Code box until a cross appears.

If at a later date you wish to change your default code you can do so without affecting any of the timesheets that have already been invoiced.

When you are happy with all the details click Save.

When you have created a number of nominal codes they will be listed in the Nominal Code Details window.

Having set up your nominal codes to enable you to subdivide your invoices for accounting purposes, let's see how invoices are generated...


Invoice Manager View

Invoices are entered and analysed using the Invoice Manager View.  Similar in format to the other views we have already described, it provides information about existing invoices as well as allowing you to generate new invoices.  When a row is highlighted in the main table, the lower panel will display the details that lie behind the invoice entry displayed in the selected row and the invoice net and gross total will also be displayed in boxes in the bottom right corner of the window.

To select the Invoice Manager View, choose Invoice Manager from the File menu or, select the Invoice View Icon from the toolbar.

The following screen appears...

As you can see, the Invoice View is similar in appearance to a spreadsheet with a row of columns each with a heading telling you what information is being displayed.  As with the Budget View, the screen is split into two parts: the first part contains the rows that give an overview of existing invoices while the bottom of screen contains a full breakdown of the details behind a particular line entry.

Related Topics

Using the Invoice Manager View

Analysing the Information Displayed

Generating Invoices in the Invoice Manager View

Entering your Invoice Details

Entering your Recipients Details

Entering your Notes and Payment Terms

Selecting your Time Sub Total By option

Selecting your Expense Sub Total By option

Manipulating the Details to be printed on the Invoice

Posting an Invoice

Printing an Invoice


Using the Invoice Manager View

Before you begin entering invoices into the Invoice Manager View it is important to understand the methods and tools used to manipulate the screen.  One of the most import toolbars to understand when you are using the Invoice Manager View is the View Toolbar.

The Invoice Manager Filter

The filter icon is used to specify the period over which Invoices will be displayed in the Invoice Manager View, and whether invoices will be displayed for particular selections of Projects, Activities, resources and Clients.  When the filter icon is selected the Invoice Manager Filter screen appears.

Period

The period section of the Invoice Manager Filter screen enables users to specify the period over which Invoices are displayed.  Either use the calendars to select the relevant dates or type the required dates directly into the From and To date cells.

Resource Tab

The Resource Tab is used to restrict the invoices displayed to those which reference the selected resources.  To select resources click the Select button and use the tools provided to make your selections, if you do not wish to restrict the invoices displayed to any particular resources click the No Resource Restrictions Check Box on the Resource Tab.

Project Tab

The Project Tab is used to restrict the invoices displayed to those which reference the selected projects.  To select a project click the Select button and use the tools provided to make your selections, if you do not wish to restrict the invoices displayed to any particular projects click the No Project Restrictions Check Box on the Project Tab.

Activity Tab

The Activity Tab is used to restrict the invoices displayed to those which reference the selected resources.  To select activity click the Select button and use the tools provided to make your selections, if you do not wish to restrict the invoices displayed to any particular activity click the No Activity Restrictions Check Box on the Activity Tab.

Client Tab

The Client Tab is used to restrict the invoices displayed to those which reference the selected Client.  To select client click the Select button and use the tools provided to make your selections, if you do not wish to restrict the invoices displayed to any particular clients click the No Client Restrictions Check Box on the Client Tab.

Refresh

The button allows you to refresh your screen ensuring that you have the most up-to-date information displayed.  This is particularly useful for large organisations with many users accessing Timesheet over a network where updated information may be being added all the time.

Period

The period section of the toolbar contains two elements, the dates, which are displayed in the grid, and the manner in which you can navigate through the dates.

The drop down list allows you to select the timescale in which you would like to move, this can be by period, month, week or by day.  The left and right buttons then enable the user to update the dates by selected amounts in the respective direction.  For example if Day was selected and the user clicked the left arrow the period would move back one day.

Resizing Columns

The width of each column can be altered, by moving your mouse over the grid line to the right of the column you wish to alter, until a double headed arrow appears.  Click and, while holding down the mouse button, drag right to expand the column or left to reduce it.  This facility allows you to ensure that you can see as much or as little information as you need for each category.

In addition, the order in which the columns appear can be changed.  Position your mouse in the header of the column you wish to move.  Click and hold down, the mouse button until a double headed arrow appears and then drag right or left to reposition the column.

When you close the Invoice View and reopen it again, the columns are returned to their original size and order - including any columns that you may have closed completely.


Analysing the Information Displayed

The Invoice Manager contains two main sections, saved invoices and the invoice details.

The grid at the top of the page displays a list of saved invoices that comply with any of your filter selections.  By selecting any of these invoices it is possible to amend, delete and print saved invoices.

Below the list of Invoices is a panel which displays the selected invoices details.  The panel can be used to gain a quick summary of the information displayed on the invoice.


Generating Invoices in the Invoice Manager View

Once you are familiar with manipulating the Invoice Manager View you can begin to generate your invoices.  To do this, click the Add Invoice Icon.  The Invoice Maintenance Screen appears.

The invoice maintenance view includes three tabs, a toolbar and a grid, which displays the details to be printed on the invoice.  We can examine each of these features in turn.

Using the View Toolbar in the Invoice Maintenance Screen

Filter

The filter icon enables you to specify the criteria used to generate the invoice.  The filter screen enables you to select which Resources, Projects and Activities will be used to generate the invoice. By default all projects, activities and resources are selected, if you wish to change these settings click the Select button and use the tools provided to make your selections.

Print Preview

When you have selected and entered all of the information that you require on the current invoice, you can use the Print Preview Icon to view its appearance.

Refresh

This button allows you to refresh your screen ensuring that you have the most up-to-date information displayed.  This is particularly useful for large organisations with many users accessing Timesheet over a network where updated information may be being added all the time

View Invoice's Timesheets

By selecting this icon users can view all of the timesheets that are to be included in this invoice.  The view provides a breakdown of each of the individual invoices and a measure of the total hours cost and charge to be invoiced for the selected timesheets.

View Invoice's Expenses

By selecting this icon users can view all of the Expense Entries that are to be included in this invoice.  The view provides a breakdown of each of the individual invoices and a measure of the total cost and charge to be invoiced for the selected Expenses.


Entering your Invoice Details

This panel is used to specify your invoice details.

Customer

This field is used to identify the customer that the invoice is being generated for.  Either type the code of the appropriate client directly into the text box or use the pick list provided to select the appropriate client.

Description

This field displays a description of the client which is being invoiced, if a description was not provided for a client when it was generated, type your description directly into the cell.

Account Number

Enter the customers account number.

Invoice Date

Select the date that will appear on the invoice.

Invoice Number

Timesheet automatically generates invoice numbers for you starting at 1, also incrementing the number by 1 in preparation for the next invoice when the first invoice has been posted.  However, you do have the option to specify both where the numbering should start and an Invoice No Prefix in the Future Defaults dialog.

Prior to the invoice being posted, this field remains blank.  This is because if the invoice was assigned an invoice number and not posted, any other invoices created in the meantime would result in a gap in the invoice numbering.

Reference

You can specify a reference of up to 30 characters that will be associated with this invoice.  This field is optional and is provided for your own internal reference.

Order No

You can specify an order number that will be associated with this invoice.  This field is optional and can be used to link the invoice to an external clients order number.

Invoice Period

Use the date fields to specify the period over which the invoice is to be generated.


Entering your Recipients Details

This panel is used to provide details on the recipient of the invoice.

Use the text fields to type the contact name, telephone number, address and post code of the invoice recipient.


Entering your Notes and Payment Terms

This panel is used to specify any notes about the invoice and any particular payment terms.  Type the required information directly into the Notes and Payment Terms cells.


Selecting your Time Sub Total By option

Below the detail panels there are a series of options, which allow you to specify how you wish the chargeable information to be described on the invoice and how it will be subtotalled.  There are 4 options.

None

If None is selected then every timesheet entry will be listed individually in the lower grid with no subtotals.

Project

If selected, the timesheet entries that make up this invoice will be sorted and subtotalled by project.

Activity

If selected, the timesheet entries that make up this invoice will be sorted and subtotalled by activity.

Resource

If select, the timesheet entries that make up this invoice will be sorted and subtotalled by resource.


Selecting your Expense Sub Total By option

Below the detail panels there are a series of options, which allow you to specify how you wish the chargeable expense information to be described on the invoice and how it will be subtotalled.  There are 4 options.

None

If None is selected then every expense entry will be listed individually in the lower grid with no subtotals.

Project

If selected, the expense entries that make up this invoice will be sorted and subtotalled by project.

Resource

If selected, the expense entries that make up this invoice will be sorted and subtotalled by resource.

Type

If select, the expense entries that make up this invoice will be sorted and subtotalled by expense type.


Manipulating the Details to be printed on the Invoice

Once you have entered all of the details that will appear on the invoice you are ready to start manipulating the details to be printed on the Invoice.

The 'Details to be Printed on Invoice' grid displays a description of the invoice, the Nominal Code, the Net Amount, the Adjusted Amount, VAT and Gross Amount.

Description

Although the description is picked up automatically from the timesheet and expense entries you can change or add information if required.

To change a description simply click in the appropriate cell until in turns into a text entry cell with a flashing cursor.  Then type your new description.

Nominal Code

Nominal codes allow sections of invoices to be sub divided for the purposes of accounting.  If you wish to change the Nominal codes from the default for timesheets and expenses click the drop down list button and select the required code from the pick list.

Net

This cell displays the Net value for a line item.  It is automatically calculated from the timesheet or expense entries that relate to this invoice item.

Adjusted

The Adjusted figure is normally equal to the net figure, however, unlike the net amount this figure may be edited.  For example, if a maximum charge has been agreed with a client, but the time and expenses logged on Timesheet would cause this maximum to be exceeded, the charge may be adjusted before invoicing the client without compromising the source data.  To add an adjusted value, simply click in the required cell and type the adjusted figure.

VAT

This cell displays the amount of Tax being applied to the Net figure.  To change the tax value being used, simply click in the cell and type the new value.

Gross

This cell displays the gross value of a line item.  It is automatically calculated based on the adjusted net amount and VAT percentage.

Inserting and Deleting Lines.

You can add additional lines of text into your invoice if required to add a greater amount of detail or to improve the overall layout.  To do this, click in the description cell with your right mouse button and select either, insert line or insert line after from the pop up menu.  Insert Line will insert a line above the selected row, insert line after will insert a line below the selected row.

A new line will be inserted, type your required text into the text cell.

Similarly, to delete a line, click in the required cell and click your right mouse button. From the pop up menu select delete line.

Viewing Net and Gross Totals

At the bottom of the table section, there are two additional Net and Gross fields.  These are not editable fields - they simply provide a running total calculated from all the individual line items included in the invoice.


Posting an Invoice

Once you have specified all of the information that you wish to appear on the invoice you are ready to post it.

To post an invoice select save from the File menu.  The invoice will then be posted and an invoice number will be assigned to the invoice.  All of the timesheets and expenses included in the invoice will be flagged as invoiced.

Once you have saved an invoice you will not be able to update any of its details.

If you close the invoice view the newly created invoice will appear in the Invoice Manager View.


Printing an Invoice

When you come to printing your invoices you can do this prior to posting  (saving) and after posting.

Prior to Posting.

You can print an invoice before it is saved.  This allows you the flexibility to review charges for particular items prior to their finalisation; for example, you may wish to raise an intermediate invoice for a particular project, which will be used to gain internal approval.  Alternatively, this facility can be used to run 'what if' scenarios which will allow you to experiment.

To print prior to posting, select the print preview icon from the View Toolbar in the Invoice View and then click the print icon when the invoice is displayed on screen, to identify that the invoice has not been posted, Un-Posted will appear in the Invoice Number.

After Posting.

Of course, you can print an invoice after it is saved.  This will be the finalised copy since once an invoice is saved it can not be altered in any way.

To print an invoice, select the appropriate invoice from the Invoice Manager view and select the View Invoice Icon.  If you have just added a new invoice you will not have to carry out this step.

To print the invoice select the print preview icon, the invoice will then be displayed on screen.

To print the invoice click the print icon.