Project Center—Time/Expense Tab

The Time/Expense tab of the Project Center allows you to view the time and expense entries associated with the selected project—all in one place. You can apply filter for selective viewing of time and expense data in the grid.

This field determines the range of time and expense entries that are displayed in the grid. It provides many options—All, This Month, Last Month, As Of Last Month, This Year to Date, Last 2 Months, Custom, etc. When the Custom option is chosen, you can choose your own range of dates using the From-To fields.

If you select Custom in the Period field, you can select a range of dates in the From and To fields for which you want to view the time and expense entries. For other options, these fields are unavailable.

The drop-down allows you to further filter the data displayed in the grid by applying additional filters. You can choose to view entries which are: approved only, unapproved only, billed, unbilled only, submitted only, unsubmitted only, rejected only, vendor bill entries only, billable only, non-billable only, time entry only and expense entry only.

Date of the time or expense entry. This is the date you entered while recording time or expenses.

This is the Activity ID of the service item or Expense ID of the expense item used in the entry.

Description of the activity or expense code associated with the entry. It is pre-filled with the but can be edited here.

This is the cost amount of time or expense entry before any write up/down, markup or taxes. For a time entry, it is calculated using Actual Hours and Cost Rate of an employee. For an expense entry, per unit Cost is multiplied by Units to compute this value.

Denotes the billable status of a time or expense entry. If selected, indicates that the entry is billable; if the check box is not selected it indicates that the entry is non-billable. This is also indicated by the color-coding of the entries.

This field indicates whether the entry is a time or an expense record. Time entries display

while expenses display

Displays the status of an entry using icons—whether it has been submitted

, approved

or rejected

Displays the billed status of the entry—whether it has been billed or not using Yes/No.

You can select the check box to approve a time or expense entry. The approved entries are available for billing.

Invoice #:

Displays the invoice number associated with billed time and expense entries.

Approved By:

Displays the name of the employee that approved the time and expense entry.

Cost Rate:

Cost rate of the time or expense entry. It can be the fee schedule rate or the cost rate of the activity/expense item used. You can edit this rate here. See How Do I Determine Rates? for further detail.

Bill Rate:

Bill rate of the time or expense entry. It can be the fee schedule rate or the bill rate of the activity/expense item used. You can edit this rate here. See How Do I Determine Rates? for further detail.

Markup:

This field carries forward the expense markup (percentage) from the Expense Log screen or the write-up/down value of a time entry from the Sheet View.

Cost Amount:

Vendor Bill:

Displays records associated with vendor bills. You can view these records in the Vendor Bills screen.

Attachments:

Indicates whether a file is attached to a T/E entry. Click the status, Yes or No, to attach or remove linked file.

Created On:

The date on which the T/E entry was made.

A-Hours:

The actual hours worked on a project. The actual hours represent the true amount of time spent on a task.

Billed:

Displays the billed status of the entry—whether it has been billed or not using Yes/No.

Custom 1/2/3/4/5/6:

These custom fields provide additional information about a time or expense entry. Each custom field holds up to 50 characters. If you pre-define custom data for the activity or expense in their respective screens, Web Suite automatically inserts it while recording time or expense. Custom 1/2/3/4/5/6 labels and UI can be changed in the Custom Labels screen.

Classification:

This is the job classification or title of the timekeeper brought forward from the Employee screen. Web Suite allows you to record and bill time and expense entries along with the classification. This classification is carried from the Service/Expense Fee Schedule, Project Control settings or Employee screen. It cannot be changed here. See Understanding Rates for more.

Memo on Notes:

Indicates that a memo added with the T/E entry has been copied to the Project Notes .

Memo on Invoice:

Indicates that a memo added with the T/E entry has been included on standard detailed invoices.

Flag 1/2/3:

When checked, they indicate that the time or expense entry is flagged for something. The flags can be used to track any characteristic of the time or expense entries that you want. Example: You can use a flag to mark time entries that are tax deductible. Later you can print a report giving you a cost of all such time entries by using the flag as a filter on the report. The label for the flags can be modified in Custom Labels.

Overtime:

This check box is marked for overtime entries. It represents the extra time worked on an activity, which is beyond the specified standard hours.

Comp Time:

This check box is marked for compensation time. Comp time is the extra time logged by a timekeeper, which is beyond the specified standard hours and contract amount. It is regarded as banked time in hours.

Extra:

When checked, it indicates that the time or expense entry is extra and has gone beyond the specified contract amount.

Use this drop-down list to specify the number of rows to be displayed in the grid.

Opens the Select a Report screen to allow you to select the desired in-context report.

Opens the Submit-Approve screen that allows you to submit the selected entries for approval using various options. Single row or multiple rows can be selected by using either Shift or Ctrl keys. You cannot submit entries that are already approved. When entries are submitted, the supervisor/manager will get notified to approve these entries.

Click to approve or unapprove a selected time and expense entries. Approving an entry approves it for invoicing.

Project Center - Time/Expense Tab