The following information provides details on the options on the Time Entry list screen.
View
By:
Time Entry can be viewed by Employee, Vendor or Project. Select any option
from the drop-down menu in this field. If you choose Employee/Vendor,
time can be entered for one employee or vendor on multiple projects. If
you choose Project, time can be entered for many employees or vendors
on one project. Typically, time is entered by an employee in "View
By: Employee" mode. However, when project managers or supervisors
review time records, they would review them on project basis using "View
By: Project" mode. This field affects the records being displayed
in the grid below.
A security setting for Time Entry enables project and employee managers
to see records for only those employees that the user is manager for.
Thus, time data can be viewed on the "workgroup" basis, so that
projects or employees can be selected on the basis on their Manager designation.
Project/Employee/Vendor: (required)
Depending on what is selected in the View
By field, Employee/Vendor/Project is displayed. You can select
the desired Employee ID, Vendor ID or Project ID from the list provided
by clicking the drop-down arrow. An employee or vendor who is permitted
to access the time entry screens only, upon login as a Web
Suite user, will find this field pre-filled. In addition, this field is
unavailable and non-editable.
In case the "Budgeted Employee Only" or "Budgeted Activity
Only" is checked in Project
screen, only the budgeted employees or budgeted activities will appear
in the drop-down list.
Click the Filters..
link to display the relevant Filter
screen wherein filters can be applied to the respective drop-downs for
selective viewing. This would depend on the option selected in the View
By field. On the Project/Employee Filter screen, select the check
box for the Project/Employee (or Vendor) records that you want to display
in the drop-downs on the Time Entry Screen.
Period:
The period field provides Day, Week, Biweekly, Month, Bimonthly, Year,
This Fiscal Year, Last Fiscal Year, All and other options. They determine
the range of time entries that are displayed in the grid. They do not
restrict the dates you will assign to the time entries.
A timekeeper
typically reviews his activities for a period of time, perhaps corresponding
to the last one or two time sheets. A vendor can review a week, a month
or all. A project manager or supervisor typically reviews time by project
or by employee for a given time frame. The next field, Period Including,
works in combination with the Period field to determine what range of
time entries are displayed in the grid. In case of All option, all the
time entries of the selected employee/project/vendor are displayed in
the grid, irrespective of the date in the Period Including field.
Period Including:
Period Including defaults to the system date of your computer, however,
you can make a time entry for any date. Enter any date within the period
you want to display. You can select the date from the drop-down or the
Calendar
on the right (by
selecting the Change Period Including
Date option).
If the period you have selected is "month", and the Period Including
is "February 28, 2021", you will view
the time entries for the month of February 2021. Again,
neither the Period nor the Period including fields restrict the dates
you will assign to the time entries.
More Filters:
Select from this drop-down list to display selective time entries, say those which are submitted, approved, unapproved, billable, billed, those associated with vendor bills, etc. Click Refresh to apply the selected filters.
Quick Entry
Use the fields in this section to add a time entry.
Date:
Specify the date of the time entry.
Project:
Select the name of the project for which the time entry is being created.
Activity:
Select the activity code associated with the time entry.
Description:
Enter descriptive detail or comment for the new time card.
Hours:
Enter the number of hours used to complete the tasks.
B (Billable Flag):
This check box indicates whether the time entry is billable or not.
A (Approval Flag):
If this check box is selected, the time entry is approved for invoicing. Approved time entries are included in Billing Review's project labor totals and Time Entry Details screen.
Add:
Click to save the time entry details.
Erase:
Click to clear time details without saving them.
Time Entry Grid
Time Entry grid is your guide to time entries. It is a series of rows and columns. Each row is a separate time record. In the grid, you can view the previous time entries and can also edit or delete them.
Click the column headings to sort the columns in the grid. The number of records displayed in the grid will depend on the selection made in the Rows list box.
Entries displayed on the grid cannot be edited in the grid but rather
in the data entry section of Time Entry-Details
screen. Select the record by marking the check box against the time record.
You can also select all the records in the grid at once by marking the
topmost check box.
Grid
details are carried from the Time
Entry screen. Click 
to open the Time Entry screen where you can edit
the selected time record. Click 
against the time
record you want to delete.
Column Chooser:
Click to open the Column Chooser to hide or show columns in the grid. Check the column names you want to show in the grid. Whether or not fields are hidden, values are recorded to them when data is entered. By default, some of the columns are already checked and displayed in the grid. Uncheck them if you want to hide them in the grid.
Date:
Displays the date of each time entry.
Time entry
date is not stored as UTC (Universal Coordinated
Time) and hence is not agnostic to location.
Employee/Project:
Depending upon what you selected in the View By field, this column displays either the Employee ID or Project ID for a time entry.
Project Name:
This is the name of a project against which a time entry is being recorded.
Client ID:
Displays the ID of the client associated with the time entry.
Activity:
Displays the Activity ID of a performed task.
Description:
Descriptive detail for an activity code selected for a task.
Hours:
The amount of time in which the tasks was completed.
B:
This column indicates whether the time entry is billable or not. The billable status is brought from Activity but if the project is non-billable, those with Overhead or Marketing contract types, the billable status will be changed from billable to non-billable.
A:
Shows that the time entry is approved for invoicing. Approved time entries are included in Billing Review's project labor totals and Time Entry Details screen. After being approved, an entry cannot be modified except with the proper security permissions.
M:
Indicates whether a memo exists for the time entry or not.
VB:
This column indicates whether a time record is related to a vendor bill
or not. Records which are associated with vendor bills display 
. Double-click this icon
to open the Vendor
Bills screen.
S (Approval Status):
Displays the approval status of a time entry, which is then reflected in the submit-approve Workflow. You cannot edit this field for billed entries. Status of a time entry is indicated by the relevant icons:
[blank]
Not submitted 
Submitted 
Forwarded 
Approved 
Rejected
Created On:
This field gets automatically filled with the system date saved in the UTC format when a new time entry is recorded. It also includes a time-stamp, which represents your local time.
The Date and Created On dates can differ.
The Created On date can be used to sort the grid based on the date when the time entry was created or recorded, and not necessarily for which date it was recorded. It allows you to calculate the lag time or average delay in entering time by employees. You can also view this information in the Time Entry Delay Analysis report.
This feature is available in Web Suite
Enterprise edition only.
Edit :
Click to edit a time entry.
Delete :
Click to delete a time entry.
Help:
Opens the Web Suite Help for Time Entry section.
Print:
Displays a drop-down list of in-context reports. You can preview and print
the reports from here. You can also choose Print
As Shown On Screen/Customize option from the drop-down list if
you want to custom select the fields to be included in the report.
Options:
Automatically Set Start Time:
Select this option to have Web Suite automatically fill the start time of an entry. By default, the start time will be the stop time of the previous entry but for the same date.
Show Totals:
Select the check box to view the below mentioned fields. Based on the selection made in the key fields, their value varies accordingly.
· Billable Hours: Number of hours that will be charged to a client.
· Non-Billable Hours: Number of hours that will not be charged to a client.
· Total Hours: Total number of hours (Billable + Non-Billable) the employee worked for. It is calculated as, Billable Hours + Non-Billable Hours
· Billable Percentage: It depicts what portion of total hours makes the billable part. It is calculated as, (Billable Hours/ Total Hours) X 100
The Show
Totals option gets disabled on checking Do
Not Show Totals rule in Global Settings-Time tab.
Filters (On/Off):
Turns on/off all filters set in the Filter screens. Select the check box to apply filters to the drop-downs.
Find:
Opens the Web Suite Find screen to search for time and expense related or any other data.
Rows:
The number of rows displayed on the page. Select the page size from the drop-down list. The page currently displayed is shown at the bottom left side of the grid.
Clear All:
Clears the selected items in the grid.
Submit:
Opens the Submit-Approve screen from which a user selects the person who is responsible for approving their time entries. Entries must be approved (also called posted) before they are available for billing. After selecting entries to submit to a reviewer, click the Submit button, select the person to review the entries, then click the OK button.
While chargeable time entries are commonly submitted to the project manager, your company policy will determine to whom you submit billable and non-billable entries. Web Suite enables you to submit entries to the Client Manager, Project Manager, My (Employee) Supervisor, or to a person selected from a drop-down list.
A review can reject one of your time entries. You will be notified and should correct the entry and re-submit it as soon as possible.
Approval can be turned on by the Web
Suite Supervisor, all time entries are automatically approved
when they are saved.
Approve:
Click to approve the selected time entries. Multiple time entries can be selected using either Shift or Ctrl keys. Approving an entry approves it for invoicing.
New:
Click, opens the Time Entry screen which allows you to record a new time entry.
Refresh:
Retrieves the latest data from the database and displays it on the screen.