Time
The time tab displays a summary of all time entries associated with the job. The list of time entries for a job can be grouped by the extra information gathered for the client or the date (ascending or descending).
A summary area at the top of the screen, displays the total of the number of hours and minutes for the time entries, and a total value, based on billing rate, of the time entries.
From this list, the following tasks can be accomplished:
- Start clock for time entries that are not running
- Stop clock for time entries that are running
- Add time entries
- Edit time entries
- Delete time entries
Start and Stop Clock Running
The position of the on/off switch on a time entry indicates if the clock is running.
A time entry that is not currently running can be started one of two ways:
- From the list view of time entries, moving the clock running switch to the on position
- While editing the time entry, there is a switch to start and stop the clock for the entry
A time entry that is currently running can be stopped one of two ways:
- From the list view of time entries, moving the clock running switch to the off position
- While editing the time entry, there is a switch to start and stop the clock for the entry
When the clock is running for a time entry, the application automatically updates the total hours for the time entry based on the last start time of the time entry’s clock. A time entry clock can be started and stopped as many times as you like, and the system will track the total running time for the task appropriately.
When a time entry is running, all views of the time entry will continually update as time progresses. Related billing amounts will update accordingly.
Note: the system allows more than one time entry to have a running clock simultaneously; although, the system will prompt the user when starting a second running clock to decide whether or not the previously running time entry should be automatically stopped.
Time Entry Form
To add time entries, press the “Add” button at the top of the list of time entries. Pressing this button will cause the Add/Edit Time window to be displayed.
To edit a time entry, touch the time entry that is to be edited. Touching the time entry will cause the Add/Edit Time window to be displayed.
The Add/Edit Time window contains the following entry options:
- Extra Data - The title is determined by the “Extra Data” field within the Edit Client screen. The row below the title allows the selection of one “Extra Data” item to be associated with the Time Entry. This feature can be used for a variety of purposes such as for tracking: Projects, Work Order Numbers, Categories, etc.
- Start Date/Time – When selected, a date/time picker for selecting the date and time for when the time entry starts will be displayed.
- New time entries will be created with this value set to the current date and time.
- Below the date/time picker, a recalculate duration button will be available, that will recalculate the time difference between the start date/time and the end date/time. Note: the recalculate duration action will not be available if there is no end date specified.
- End Date/Time - When selected a date/time picker for selected the date and time for when the time entry ends will be displayed.
- New time entries will be created with this value set to no value.
- Below the date/time picker, a recalculate duration button will be available, that will recalculate the time difference between he start date/time and the end date/time.
- A “Left Swipe” on the End Date/Time row will give a “Clear” action option, which can be used to remove the end date/time value.
- Hours and Minutes – Entering the hours and minutes directly is an alternate means for capturing the duration of this time entry.
- Clock Running - This switch starts and stops the running clock for the time entry. Time will continue to accumulate until the time entry clock is stopped. A time entry clock can be started and stopped as many times as you like, and the system will track the total running time for the task appropriately.
- Rate – The rate field is used to calculate the billing amount to be charged for the time entered. Although this field is defaulted to the client billing rate, the value can be adjusted independently of the client billing rate on a per time entry basis. Note: if the client billing rate is adjusted after a time entry is created, the rates for individual time entries will not be back-adjusted.
- Tags – One or more tags can be picked from a list of tags. The tag field provides the ability to quickly attach a common descriptor to the time entry. For more details about managing tags, please see the Tag Management section of the document. A “Left Swipe” of the tag button, will give a “Clear” action option, which can be used to remove the tag selection.
- Notes – The notes field allows additional information about the time entry to be captured.
Deleting Time
To delete a time entry, “Left Swipe” on the time entry row in the list of time entries for a job. A dialog will be raised asking you if you want to delete the specified time entry. Selecting the Delete option will delete the time entry. If you decide not to delete the time entry, pressing cancel will cancel the deletion.
Warning: When a time entry is deleted, there is no recovery of the deleted data.