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Staff can use timesheets to record time spent on clients, non-charge activities, and disbursements.
What is a timesheet
Enabling timesheets
Programmes for recording timesheets
Timesheets setup
Staff setup
Expected, posted and remaining time
Timesheet status
Deleting / Amending Timesheet Postings
Posting a Timesheet
Frequently Asked Questions
1.What is a timesheet?
Timesheets are used by staff members to record the time spent on clients, non-charge activities and expenses.
2.Enabling timesheets
To use timesheets:
Enter the Time Ledger (as MASTER)
Click on Options
Click on Time Ledger
Place a tick next to use timesheets
Note: Only MASTER can make these changes.
3. Programmes for recording timesheets
A timesheet can be recorded using the following programmes
Timesheet entry
Timesheet entry allows staff to record timesheets and corrections.
Time Ledger
The Time Ledger provides the full facilities available within the Time recording system, such as recording timesheets, WIP reports, and posting adjustments and matching
Remote Timesheet Entry
Remote Timesheet Entry allows staff to record timesheets at a remote and import it to the main system. For example, to take a laptop away for the weekend, enter the timesheets and then import it to the main system for reporting
Note: Remote Timesheet entry requires an additional licence to Time & Fees.
4. Timesheet setup
The following option will standardise the format of timesheets for your practice. To set these you will need to logged in as MASTER.
Timesheet Length
How long will the timesheet last. For example 1 day, 1 week, or Two weeks. Click here for further details
Timesheet entry
How often are staff going to enter timesheet details. For example, daily, weekly, timesheet totals. Click here for further details.
Time format
What will the format be for the time entered onto the system. For example, decimal, units or in hours/ minutes. Click here for further details.
Record WIP costs
To record WIP costs ensure that the option Record WIP costs is enabled.
Timesheet start day
Select the day a timesheet for a new staff member will commence. For example, Monday. Click here for further details.
Carry forward
Select the fields to carry forward when posting. Click here for further details.
5. Staff setup
To post timesheets individual staff members will need to be setup. Click here for the reference on staff members.
The staff type is important for the recording of timesheets. Click here for further detail.
6.Expected Time / Actual Time and Remaining Time
Every timesheet will have an expected, actual and remaining time total. These are details below
Expected Time
The expected time is the total time that a staff member is expected to be entered into a timesheet, . For example, 35 hours.
A staff member can set their expected time in three ways. These options are set in the staff rates screen, as detailed below:
(i)Regular
The majority of staff will be Regular, the system will expect timesheets and total hours as defined under the Time Ledger Options (Time Entry). It is not possible to miss out timesheets for regular staff.
(ii)Part Time
If a staff member does not work the standard week as defined under Time Ledger Options (Time Entry), they can be set to Part time, it is then possible to set unique hours under Standard hours, these will be used when new timesheets are created.
(iii)Casual
If a staff member is only to record occasional timesheets they can be set to Casual. The key differences between Casual staff and Regular/Part time staff is the system will allow timesheets to be missed out and on creation of the timesheet, the expected hours will be requested. If a timesheet is missed out in this way it cannot be recreated at a later date. Therefore it is recommended that setting staff to Casual is avoided unless timesheets are posted extremely infrequently.
Actual Time
As a staff member posts time to a timesheet a cumulative total of the posted time is calculated.
Remaining Time / Over Time
The remaining time is calculated by subtracting the posted time from the expected time. This figure can be used to show how much more time needs to be posted to a timesheet.
Over time is provided when the posted time exceeds to expected time. For example, if a staff member is expected to work 35 hours a week, but instead works 40 hours, an overtime figure of 5 hours is calculated.
The format of the expected, posted and remaining fields can be set from the Time Ledger Options, general tab.
7.Timesheet status
A timesheet has the following status's:
Current / Complete
Partially applied / Fully Applied
Current / Complete
A timesheet with a status of current when the expected time exceeds the actual time posted. For example, a timesheet with expected time of 35 hours and 25 hours of time posted will have a timesheet status of current
A timesheet will have a status of complete when the actual time equals the expected time. For example, a staff member has posted 35 hours when the timesheet was for 35 hours.
Fully applied / Partially Applied
A timesheet will have a status of Fully Applied when all postings within a timesheet have been updated to the ledger. For example, a completed timesheet that has been updated to the ledger will show a status of 'complete and fully applied to time ledger'
A timesheet will have a status of Partly Applied when some of the postings within a timesheet have been updated to the ledger. For example, a timesheet with an expected time of 35 hours has had 25 hours posted to it. These items have been updated to the ledger giving the timesheet a status of 'current and partly applied to time ledger.
8. Deleting / Amending Timesheet postings
Pending timesheet postings can be deleted and reposted within a timesheet. To delete pending timesheet postings:
Enter the Time Ledger
Click on Post WIP
Click on Timesheet
Enter the staff member
Reopen the timesheet
Right click on the posting not required.
Click on delete.
Note: Pending postings will only appear in a current timesheet.
If the timesheet posting has been updated to the Time Ledger then a timesheet correction posting can be made. Click here for the help topic for deleting pending postings