Drive Time Management covers all the aspects of time and expense recording. It has an enforced option called Timesheet Monitoring which will ensure that staff enter time every day without fail. It also covers the overseeing Time Manager which shows you all the time entered by the entire practice on one screen. This guide will also show you how to post timesheets, and expenses as well as update time through communications.
Posting Timesheets
The Timesheet option allows you to record time against a client or a prospect. It also allows you to record non-chargeable time such as Practice development and Administration work. From the Navigation Bar, select WIP Ledger > Timesheets and the Timesheet Browse appears.
There are several icons or hot keys available - see explanations below.
New: This allows you to create a new timesheet.
Open: Opens the Timesheet that is currently highlighted in the Timesheet Browse.
Delete: Deletes the timesheet that is currently highlighted in the Timesheet Browse.
Print: Runs the Staff Time Sheet WIP Analysis report for the current year for the current Staff selected.
Search: Allows you to search within the Timesheet Browse.
Pass Timesheets: Opens the Pass Timesheets window.
Unpass Timesheets: Opens the Unpassed Timesheet window (works the same as the Pass Timesheets).
Timesheet Browse: Allows you to change between Timesheets and Time Records (displays each individual Time record that has been entered)
Multiple Day Timesheet: This allows you to post multiple days (see Multiple Day posting for more information).
View: Allows you to change between Current Year transactions, Previous Year, or All transactions.
Click New and the Timesheet screen appears. The logged-on staff member automatically appears.
The Week No. is automatically filled in. This depends on the calendar year. Thus, each Week No. has a defined period.
Enter a Ref. No (reference number) or continue with the default value.
Note: Only input a client for chargeable WIP. Non-chargeable WIP will not require a client.
Click the client lookup, the three dots “…” field is used to display the ‘Select Client’ window, you can also use the F3 key to display the list of clients.
Select the client (Flats Limited) to whom you want to charge the time and it will display under the name column on the sheet.
Under the Job column, click the job lookup “…” to display the list of jobs available on this client.
Select the WIP analysis code and click OK, the code will fill into the WIP column.
The rate and rate amount will automatically be entered based on the initial Drivesetup. Rates can be hidden based on access levels.
Enter the amount of time spent on the client on a particular day. Upon entering the time spent on the client, press the enter button or tab button to input your notes.
You can only enter one job entry on a single timesheet record. For example, if you performed 3 hours of work on Monday, Tuesday, and Wednesday on a given week for the same client and same job, then you will have 3 separate line entries as shown below.
You can pass all the selected time records by clicking the ‘Pass All’ (circled) or you can pass each timeline separately by clicking the ‘Pass’ box at the end of each time entry, providing the user has the required access rights.
If a staff member does not have access rights to pass time entries, the following message appears.
Click ‘Save and Close’ to save the timesheet or ‘Save and New’ to save the existing timesheet and open the next timesheet. When a timesheet entry is passed, the WIP ledger is automatically updated on the client. To access the WIP on a client, click on the WIP icon on the client browse, edit the client, and select the WIP ledger tab.
If a timesheet record is not passed, then this time will not be marked as an outstanding WIP against this client. Therefore, when the time comes to bill the client for this outstanding WIP, the time will not show against this client until the time is passed.
To edit a timesheet simply double-click on a timesheet in the browse and the edit screen will appear. Double-click on the timesheet entry and the following screen appears
Make the necessary changes to the particular timeline entry and click OK. Click Save & Close before the overall timeline changes will hold and take effect.
Access Groups
You can control access to who can create the Timesheets. This is done using the Access Groups, go to Tools > User Access Groups.
The Access Groups window will be displayed. Highlight the Access Group you wish to make a change to and select the Edit button.
The Access Group window will be displayed and Under Access Functions, you need to select the WIP Ledger. The first box for Time Sheets has all the permissions related to the access of the Staff.
Tick and untick boxes as needed and select OK when done.