Time, materials & expenses entries

Time Entries

Go to Time, materials & expenses > Time

Within the Time Entries screen, the display will default to a weekly view. You can change the timeframe to display the current month or day or enter custom dates for a time you choose.

To start submitting time for a project, begin to type in the project name into the __Project __field, and the project you have been assigned to will automatically appear. Or click on:

...to search for all projects you have been assigned to. To do a Quick Project, click on:

Then, choose the task you want to submit time against. A list of tasks you have been assigned to within the project you have chosen will display. If you have completed the task, you can click the box stating that the task is done.

Choose the Activity that you completed, and any additional notes about the task and activity you want to include.

Enter the Start time or End time for the time it took to complete the task and the duration will automatically calculate, or simply enter the duration the task took to complete.

Once you have input the time the task took, click Enter.

Once the time has been entered, you can edit your existing time entry by clicking on:

...or delete your time entry by clicking on:

Once you have entered time for the task you have completed, click:

...or if you want to wait till the end of the week, you can submit time for the entire week by clicking:

There are five different states your time entry can have. These are:

Booked Time - Time that has been booked by your Project Manager

Unsubmitted Time - Time that you have entered, but have not yet submitted.

Unapproved Time - Time that has been submitted, but just waiting on the approval of the Time Approver or Project Manager

Rejected Time - Time that has been rejected by the Time Approver or Project Manager

Approved Time - Time that has been approved and ready for invoicing.

There are additional toggles you can click to enable additional flexibilty for your time entries. These are Show Advanced Controls, and Show All Projects and Tasks (including those to which you are not assigned) located at the bottom of the time entry screen.

Clicking Show Advanced Controls enables you to clone a time entry line to the same day...

...or clone a time entry to the next day

Material Entries

Go to Time, materials & expenses > Materials. Submitting Materials follows a similar process to submitting Time.

In the Materials screen, the display will default to a weekly view. You can change the timeframe to display a single day or enter custom dates for a time you choose.

To submit materials for a project, you can either start with a New Material or New Planned Materials.

To add a material, begin typing in the Project that you will submit materials for. A drop down will display enabling you to select the project. If you want to search all projects, click the Search icon.

Once you have selected the project you want to submit materials for, you can now add the materials you have used. When you select a material and quantity you have used, the Cost and Charge of the material item will automatically populate relative to what is set within the material item screen.

You can choose whether this material is charged onto the customer, and whether a Purchase Order is required for the material that has been used.

You can manually change the cost and charge if these are different to what is set.

Choose the Location of the material item within the drop-down bar. Then, if there are additional notes that are required, you can add these within the text-entry Notes box which is optional.

Once you have filled in the relevant fields, click Save. Or, if you have additional materials to enter, click Save and Add Another.

The material you have entered will then display as an un-submitted material entry.

Once the material has been entered, you can edit your existing material entry by clicking on:

or delete your material entry by clicking on:

To enter a new planned material, click on New Planned Materials.

Search for the project, then you will see a list of planned materials and quantities that have already been planned for the corresponding project.

Clicking the tick icon will enable the material item to be submitted and edited. If the quantity, cost, charge, or dimensions (if applicable) are different to what is planned, then you can change them. Otherwise, click Submit.

If you want to wait to submit all your material entries for the end of the week, click on Submit Week.

Expense Entries

Go to Time, materials & expenses > Expenses. Submitting Materials follows a similar process to submitting Materials.

In the Materials screen, the display will default to a weekly view. You can change the timeframe to display a single day or enter custom dates for a time you choose.

To submit expenses for a project, begin to type in the project name into the Project field, and the project you have been assigned to will automatically appear. Or click on...

...to search for all projects you have been assigned to. To do a Quick Project, click on...

Then, choose the Expense Category and Expense Type. If you have not set up expense types or expense categories, read Global settings - Expenses.

If you need to write additional notes about the expense, you can do this within the Notes field.

Once you have done this, input the amount of the expense, excluding sales tax and whether the expense is charged on to the customer.

Once you have completed the expense entry, click on Enter. Then, when you are ready to submit your expense, click on Submit.

Unsubmitted Expense - An Expense that you have entered, but havve not yet submitted.

Unapproved Expense - An Expense that has been submitted, but just waiting on the approval from the user with the appropriate roles

Rejected Time - An Expense that has been rejected by the user with the appropriate roles

Approved Expenses - Expenses that has been approved.