ECR - Time Logging Time Tracker Log Time Tracker Clocks Video training manual 2016 - Click Here   CRM>Time Logging>Time Tracker Log   Note: This has moved from System Configuration Module     It’s a method for recording the amount of a worker’s time spent on a job   All buttons are at the top of the window 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   Detailed Tab Search   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 Time Tracker Clock Job When clocking for Checkin and Jobs, one is able to use this window outside of the system to capture time.   .....\wab\acck\TimeTracker.csp   Time Tracker Setups Before starting to use the time tracker clock, some setups need to be done Make sure that Codes are more than 5 characters long and letters need to be in capital   1. User setup with barcodes 2. Contract tasks setup 3. Inventory service items setup   Setup your users with Barcodes     Make sure that you have setup your contracts and SLA maintenance tasks These tasks will be used on the Time Tracker clock     Setup some inventory service items which link onto the job with a budget quantity These are used to link the time logs to the specific job line, otherwise it will create a new line on the job. If it creates a new link, you cannot compare your budget to actual time       Setup quotes and jobs ready for Time Tracker It is a good idea to setup a quote with estimated values that is going to be taken over to the job     Prompted quotes to job Assign specific line items to appear on your barcode print out Put the tick on for Time Log Link Barcode - This tick tells the Barcode printout to put that item on the barcode printout   Barcodes Prepare One would need to setup barcodes for the following:   1. Employee / user list of barcodes 2. Contract tasks to be used 3. Existing active jobs 4. Job Line Links for each job     An Excel sheet with barcodes can be used to set this up. The barcode font39 needs to be installed on your computer     Jobs for the week created print out   Use the Job barcodes to print out new job numbers with their job line links   Clock In Monitor View all users that have clocked in for the day and those that have not View what jobs the users are working on currently Green Clocked in for day Red Not clocked in Planned Timelog Schedule Planned Time Log Schedule Seach Time Logging Time Log Video manual training 2016 - Click Here     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 Detailed Tab Search 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:   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 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 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   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 Video training manual 201 9  -  Click Here   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   User Time Logging User Time Logging Search Dashboard Tab Detailed Tab Custom Fields Tab Calendar Tab On the Calendar we have a few indicators define time logs captured: **  Indicates Time log was geo located at the client's location  - Green !!  Indicates Time log was geolocated but not captured in the vicinity of the actual client.  - Orange ##  Time log was edited on a date different to the time log date - Yellow none indicates Time log was not geolocated  - Red Time Log to Invoice Search Time Log Invoice Search Video training manual 2017 - Click Here Video manual training 2016 -  Click Here       Search: when the user click on search the system will generate and display available time log sessions Create new sessions: this button is used when a new session needs to be created Edit Existing Session: this Button is used when a user needs to edit an existing time log to invoice session View Sub -Debtors: this button will allow the user to view available sub-debtors Debtor: Search for a debtor Employee: search per employee Division: Search per Division Account Manager: Search per account manager Region: Search per Region Billing Group: Search per Billing Group Debtor Status: Search using debtor Status   Create New Session Webat ar  > Activity> Time Log to invoice Search     Please Note : Support Log Number in Red indicates that there is an open Support Log linked to this Time Log. Support Log Number in Blue indicates that there is a closed/completed Support Log linked to this Time Log. Invoice Time Log Help This process allows the user to convert Time Logs to an Invoice. (Only Time Logs that have been flagged Invoice will be selected for processing to an invoice.) The window is divided into the Selection Criteria and the Processing Criteria. Selection Criteria The selection criteria entails selecting a Debtor. To refine the selection criteria a Contract can be selected and to further refine the selection a Task can also be selected. When first starting to process Time Logs to an Invoice, the user will need to click on the Load Session button. All the Time Logs that are flagged as Invoice will be loaded and will appear in the Time Log (Preparation) grid. A session is created for the selected Debtor and the User. When clicking on the Load Session button after selecting a Debtor and the warning message Either click Yes to take over the session or No to Exit. When clicking on Yes, the user will then be the owner of the session and the previous owner will have to take it back from this user if previous user wishes to continue processing these Time Log to an Invoice. On subsequent sessions of processing Time Logs to an Invoice, the user need only select the Debtor and click the Search button. If the grid does not populate then no session exists for the Debtor and the Logged On User and the user will need to click on the Load Session to create a new session. Once the Time Log (Preparation) grid has loaded, the user will see that all items in the grid are ticked as selected. The Time Log Lines can be all selected and unselected by clicking on the Select All or Unselect All button. Clicking on the Time Log Lines (Preparation) tab will immediately save any changes to the Selected status of a Time Log and then load all the related lines for the Time Logs that were ticked as Selected Once the Time Log Lines (Preparation) grid has loaded. By default the Summary Grouping is set to Detail which will list all the Time Log Lines. Changing the selection of the Summary Grouping will group the Time Log Lines accordingly. Only Service or Custom Items can be grouped together. The user can switch between the various grouping options. The column Inv. Value will initially display the same value as the Rate column. The Inv. Value can be changed and the difference between the Rate and the Inv. Value will be displayed the Diff. column. This change is automatically saved. When changing Inv. Value when the lines have been grouped will save the Inv. Value proportionately to the different lines contributing to the group. The user can then view the grid in Detail and view the distribution per line. The three total boxes above the grid will update after each change to the new values. The first two tab are considered the preparation for what values will eventually appear on the resulting Invoice. There are two printouts available at this stage to view the changes and what the invoice lines may look like. Should the user set the Inv. Value to zero then when processing to the invoice, zero value lines can be excluded from the resulting invoice. Additional Time Logs can be added by clicking the Add Time Log button which will take the user to the Time Log maintenance window where all the detail for a new time log can be captured. In order to include additional Time Logs to this process it will be necessary to click the Clear Session button then start again by clicking on the Load Session button. Remember the additional Time Logs will need to have been ticked as Invoice for them to be included in the new session. A summary view of the Disbursement Values can be viewed by clicking on the Time Log Summary and then selecting the various radio button to view the disbursement values. The disbursement values are influenced by the Summary Grouping selection. When all changes have been made to the invoice values this section can be locked by clicking on the Lock Preparation button. When clicking on the Lock Preparation button, the first two tabs and the Time Log Summary tab will be disabled,  the Time Log Invoice Lines tab will be enabled, the Lock Preparation button will be disabled and the Unlock Preparation button will be enabled.