Time Logging

Time Log

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 It’s a method for recording the amount of a worker’s time spent on a job

Search button - As per the criteria entered or selected in the items on the Detailed panel or the Custom Search panel

Add button - Add a new time log

Edit button - Edit a selected time log from the grid

Cancel button - Cancel a selected time log from the grid

Process button - Process button is a split button with additional buttons listed below it

Process To Invoice - Allows the user to process particular time logs to an invoice

Add To Job - Allow the user to process a particular time log to a job This button is only available if the time log has been setup accordingly.

Flag All for Invoice - Allows the user to flag a selected subset of time logs for invoicing based on the search criteria

Flag All for Archive - Allows the user to flag a selected subset of time logs for archiving based on the search criteria

Print button - Print button is a split button with additional buttons listed below it

Print - Prints the selected time log detail

Print Grid - Prints the selected subset of time log in a grid report

Export - Exports the selected subset of time logs to an Excel format

Search according to the selection made

Debtor – search by debtor

SLA – Search by selecting the SLA customers from the drop down arrow

Employee – search by selecting the employee from the drop down arrow

Date From – Enter the date from which the time log search should run from

To Date – enter to date to limit the time log run

Custom Fields Tab

Select the category rom the drop down arrow

Add or Edit Time Log

Details:

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Details 

Debtor

 Select the debtor

Contact Person

Your Superior/Manager

Employee

Select the employee responsible for the Time Log

Date Of Log

Select/enter the date for the Time Log

Contact

 

Task

 Select the desired task or type of work you are doing at this time

Service Item

Select the desired Service Item for the Time Log

Reference

Enter a brief description/reference

(The tick box next to the Reference field, when tick will automatically copy the contents of the Reference field to the Notes field and add it to the beginning of the notes in the Notes field if there are already any notes entered there.)

Billing rate

Select the desired task

Potential Billing Rate

What you could charge for this task

Non-Billable

Tock box you could tick if this is not a chargeable task

Employee Rate

What this time spent costs the company (Employee hourly rate)

Service Level Agreement

Select the desired SLA. Only SLA that are related to this Debtor will be available for selection.

 Time From

Time when the Time Log was started

Time To

Time when the Time Log was ended / finished

Bill Qty

This will auto populate the house when you have added your to and from time

Job Number

To allocate this time to a specific job

Job Line Link

To link this time to a specific task

Notes

To add notes to a job

Status / Severity

This refers to the status of the job completed at this time (Closed, pending etc)

 Locked for invoice

 This time log is locked as its being invoiced 

 Use Break

 

Details 2

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Details 2 (This is where you add your sick leave or annual leave)
Asset
In Warranty

Support Task 
Support Sub Task
Log No.
Support Link
Generic Field 1-3 Text field to add your own note
Order Number

Should you have received an order number for the task you are doing at this time 
Geolocation  Maps to add where you were 
Location Date and Time  
Add Time Logs on Job as:
Sales Lead Link You can add a link here form a sales lead that has lead to this time being done
Leave Tick the tick box if you had annual leave on this specific day
Sick Tick the tick box if you were sick on this day 

Travel Expenses

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Charge Travel Fee Tick the tick box if travel fee applies
Travel Bill Type Choose if this is a time charge or if you charge per KM or for both
Distance Rate Dollar charge per km
Km From: Add area traveling 
Km to: Add area you are traveling to 
Km billing Value This will be auto calculated with the above information 
Time Rate: Add your hourly rate
Travel Time: Add how many hours your travel was
Total Travel Time Cost This will be auto calculated with the above information 
Travel Item: Here you can add what the travel was for (Sales, admin, consulting)
Charge Toll Fees: Tick the box if you crossed any toll roads
Toll fee item: Here you can add what the travel was for (Sales, admin, consulting)

Add Disbursements

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Details 2

Add or Edit Time Log

 

 Details Tab 2

 

Support task

Select the desired Task

Support Sub Task

Select the desired Sub-Task

Log No

Support Log Number - in the event that this Time Log was created from a Support Log then the Support Log Number will be displayed here.

Add To Job

Allows the user to capture labour time for the selected Debtor onto a Job. The job must be either started or not started and related to this selected Debtor.

CTC / SC

Specifies whether the labour will be add to the job as Cost To Company or Scope Creep

Job Number

Select the applicable Job number. Only Jobs that are related to the selected Debtor will be available for selection.

Employee Rate

Select the desired Employee Rate.

 

 

 

Travel Expense Tab

Add or Edit Time Log

 

 

Travel Expenses Tab

Charge Travel Fees

Tick if Travel Fees are to be charged

Travel Bill Type

Select either Distance or Time Charged

Distance Rate

A distance value to be used in the calculations of a travelled billing value

Kilometres From

Enter the Starting kilometres value

Kilometres To

Enter the Ending kilometres value

Kilometres Billing Value

A calculated value to be billed

Time Rate

A time value to be used in the calculations of a time travelled billing value

Travel Time

Time duration of the journey

Total Travel Time Cost

A calculated travel time value to be billed

Travel Item

Select the appropriate inventory item for travel

Charge Toll Fees

Tick if Toll Fess are to be charged

Toll Cost

Toll Fee value

Toll Fee Item

Select the appropriate inventory item for toll fees

Delete button

Allows a user to delete a time log item

 

Invoice Line Tabs

 

Invoice Tab

Add button

Allows a user to add an invoice associated with the time log

Edit button

Allows a user to make changes to the time log item

Delete button

Allows a user to delete a time log item

 

 

Custom Fields Tab

Select category from the drop down arrow and save

 

 

 

Custom Fields Tab

 

Custom Fields Tab

Select category from the drop down arrow and save

System buttons

 

Save button

Save the Time Log

Save And New button

Save the Time Log and open a new Time Log

Save And Close button

Save the Time Log and close Time Log

Close button

Close Time Log

Attachment button

Open Attachment window for managing attachments

Print button

Print current Time Log

 

 

Timelog to Outlook Calendar

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Creating time logs and pushing these to your outlook calendar.

It is a great way to get your staff to first capture in the system and then push it to the outlook calendar.

This way your time logs are up-to-date and you reduce having to double enter.

  

Timelog Time Increments

Time log time increments are defaulted to 5 minutes up or down.

The increments can be set under the Time Tracker Config

 

Time can be set for 10 minutes or 15 minutes or 30 minute intervals