This screen allows you to create a new time entry or edit the existing time entries. Web Suite restricts you from editing fields like Cost, Hours, etc. if that time entry is linked to a check. To navigate among the time entries available in the grid, use the Previous/Next button. Based on the criteria set in the key fields, data will be displayed.
Key fields are carried from the Sheet View List screen.
Date Entry Fields
These are all editable fields with drop-down lists provided with some of them for user-ease.
Date: (required)
Date of the new time entry or a previously recorded entry. When entering a date, you can:
Accept the today's date which will be automatically filled for you when you click the New button to make a new time entry.
Select the month, day and year from the drop-down lists.
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, Vendor ID or Project ID from the list provided by clicking on 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 selected on the 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 Sheet View.
Project Name:
Displays the name of the project for which an employee or vendor performs any activity and the company charges the relevant client for it.
View by Project Name:
When this check box is selected, the system will display a list of project names that match the text you enter in the Project field. For example, if you type M in this field a list of project names beginning with that letter display. If this option is unchecked, the system will generate a list of projects with IDs that match the partial text entered in this field.
This option also applies to the Employee/Vendor field that displays when Project is selected in the View By field.
Activity:
Click drop-down arrow to choose the ID of the activity performed.
Description:
The activity or task description of the recorded time entries is displayed here. It is brought forward from Activity screen but can be edited here.
Classification:
This is the job classification or title of the timekeeper brought forward from the Employee screen. You can record and bill time entries along with the classification. It can be changed here, if desired. See Understanding Rates for more details.
Hours:
The actual hours worked according to the recorded time entries.
B-Hours:
The billable hours for work or activity performed. It is used to compute the Bill Amount (B-Hours * Bill Rate) for the time entry. Billable hours can be adjusted in the following ways:
Manually by a timekeeper, manager or administrator in Time Entry or Billing Review. (Security permissions must be granted for this action.) For example, a project manager can increase billable hours for a group of employees or vendors after reviewing work and contract records.
Automatically by Web Suite because the value in Minimum Hours defined for an activity, or in the Service Fee Schedule linked to the project, is more or less than Hours.
By default B Hours are hidden and can be made visible via the Global Settings screen.
Cost Rate:
Enter the cost rate of the selected time entry. When making a new time entry if you leave this field blank, Web Suite follows a set of rules to determine which bill, cost and overtime rate to use. We recommend that you leave this field blank.
Bill Rate:
Enter the bill rate of the selected time entry. When making a new time entry if you leave this field blank, Web Suite follows a set of rules to determine which bill, cost and overtime rate to use. We recommend that you leave this field blank.
Rates are rounded to two nearest places of decimal.
Tax 1/2/3:
Enter the service or activity tax. Web Suite sums Tax 1, Tax 2 and Tax 3 before computing the tax as part of the Bill Amount. Tax field labels can be customized in Custom Labels screen.
These fields only display when enabled on the Preferences-Time & Expense tab.
Custom 1/2/3/4/5/6:
You can enter any extra or custom information related to the time entry in these fields. The label or UI of these fields can be customized in the Custom Labels screen. This information can be brought forward from the Activity screen, if available.
Income Account:
The income account associated with an activity and brought forward from the Activity screen. However, you can change it here. Assigning income/expense accounts to a particular activity helps keep track of the account information, and generate profit and loss and other such reports. It is required for data integration with your accounting software.
Expense Account:
The expense account associated with an activity and brought forward from the Activity screen. However, you can change it here. Assigning income/expense accounts to a particular activity helps keep track of the account information, and generate profit and loss and other such reports. It is required for data integration with your accounting software.
Memo:
Enables you to edit or create a memo for the selected time entry. Type your text and click Save to save your time entry memo. Click 
to add current system date and time to your memo. Time entry memos have no length restriction. When a memo is successfully recorded with a time entry, the memo status will be checked for that time entry in the grid.
Memo on Invoices:
Selected, the time entry memo will be displayed on the invoice of the project against which the time entry is being recorded.
Memo on Journal:
Selected, the time entry memo becomes the journal note of the Project against which the time entry is being recorded. It enables you to add a journal note of type, Time Entry for the specific project. The journal note recorded in this screen will not overwrite the existing one. Rather, it will be an additional one.
Billed:
The Billed check box indicates if the time entry has already been billed or not. This status is retrieved from the Web Suite database. Billed records are non-editable by default.
Comp:
It will be checked when you log extra time than the standard hours and will be regarded as banked time in hours. You can make use of banked time available by entering time against the GEN: COMP Activity, which is an un-editable activity. If the logged hours per week exceed the standard hours, Web Suite splits the time entry accordingly. If you have entered standard hours (per week) in Employee screen, Web Suite uses them to automatically compute compensation time in Time Entry and in reports that compare actual hours logged for the week to standard hours. Its label can be modified in Custom Labels.
OT:
This check box is marked for overtime entries. If you have entered standard hours in Employee screen, the Web Suite uses them to automatically compute overtime in the time entry screen.
Xtra:
Any time beyond that specified in the contract should be marked as extra time. The billable value of extra time entries will not be deducted from the contract amount when the project is evaluated as over or under budget. Time entered and flagged as "Xtra" create an exception to the Automatic Evaluation rule. When marked as Xtra, the billable value is not evaluated against the project's contract amount.
Flag 1/2/3:
Indicate that the time entry is flagged. The flags can be used to track any characteristic of the time 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 screen.
Billable:
Indicates the billable status of the time entry. A check mark indicates a billable time entry.
Approved:
Checked, the time entry is approved and available for invoicing. Other common terms for it are "posted" or "released". Approved time entries are included in Billing Review's project labor totals. After being approved, an entry cannot be modified except with the proper security permission. It also prohibits modification by a "limited" security level Web Suite user.
Submitted:
This check box indicates if the time entry has been submitted to the supervisor/manager for approval. It is a non-editable field.
Start/ Stop Time:
In military time, it denotes when a task began and when it ended. Enter the start and stop times manually (for example, 08:50 a.m.), or click to select the time intervals from the drop-down lists. Time intervals are based on the smallest time increment setting. For example, if the minimum time increment is 0.25 hours (15 minutes), Web Suite automatically adjusts the time intervals in the lists accordingly. If you enter start and stop times, Web Suite adjusts them to the next time increment.
By default the Start/Stop Time fields are hidden and can be made visible via the User Preferences screen.
Vendor Bill:
Click to view/edited vendor bills linked with the time record.
Sheet View Details Button Panel
Help:
Opens the Web Suite Help for Sheet View Details section.
Workflow:
Opens the Workflow screen that enables you to track submit and approve events related to time entries.
Attachments:
Click to open the Attachments screen wherein you can attach one or more files to the time record. The attached files will be copied to the shared file attachment folder as specified by your Admin.
Print:
Opens the Time Entry Report. In View By: Employee mode, the Employee Time Records report is generated while in View By: Project mode, the Project Time Records report is generated. You can view and print the report and then Close the page.
Options
Click Options to show the below mentioned fields:
Filters (On/Off):
Turns on/off all filters set in the Filter screens. Select the check box to apply filters to the drop-downs.
Automatically Set Start Time:
You can choose to let 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 Control Hours:
If hours have been allocated to you for a project, select this check box to display the assigned, used and remaining hours while recording or viewing time entries.
Clear All:
Clears all the filters applied on the screen.
Approve:
Approves the selected time entry for billing.
Delete:
Deletes the selected time record.
Save: (New Mode)
Click to record a new time record for the employee or vendor.
Update: (Edit Mode)
Click to record the changes made to the existing time record.
New:
Allows you to record a new time entry.
Return:
Closes this screen and takes you back to the Sheet View.