Simple Time Card

The following information provides details on the options on the Simple Time Card screen.

Key Fields

The key fields are grouped at the top of the screen, setting the criteria for the data being entered or reviewed. Depending on security permissions granted to an employee or vendor, they can edit, delete, approve and print their time entries. Web Suite restricts you from editing fields like Cost, Hours, etc. if that time entry is linked to a check.

View By:

Time Entry can be viewed by Employee or Vendor. Select any option from the drop down list in this field. If you choose Employee, time can be entered for one employee on multiple projects. Typically, time is entered by an employee in "View By: Employee" mode. This field affects the records being displayed in the grid below.

Employee/Vendor:

Depending on what is selected in the View By field, employee or vendor is displayed. Select the desired Employee/Vendor ID by clicking to display a list. Click the column header to sort the list in any order either on the basis of ID or Name. 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.

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 Simple Time Card View.

Period Including:

Select the period for which you want to view the time entries. Enter any date within the period you want to display. You can select the date from the drop-downs or  Calendar. You can also use - (Previous Day), + (Next Day) to decrement or increment the date by one day or click Today to select the current date.

More Filters:

Make a selection 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.

Previous/Next:

These navigation buttons enable you to view the previous or next week's time entries on the basis of the week that is selected in the Period Including date field. 

Refresh:

Clicked, the grid will be filled with time entries based on the selections made in the previous fields.

Grid

Project ID:

Enter the ID of the project for which you are recording your time entry. Click the List link to display a list of existing projects.

Activity ID:

Enter the ID of the activity for which you are recording your time entry. Click the List link to display a list of existing activity codes.

Description:

The Activity Description is brought forward simultaneously as you enter the Activity ID.

Sun. . .Sat:

Enter the hours the employee worked from Sunday to Saturday.

Total:

The Time entered per week for a particular project is automatically summed and displayed in the Total field.

Simple Time Card Button Panel

Copy:

Click to copy time entry details (that is, project ID, activity code and hours) from a previous date to the current time card.

Help:

Opens the Web Suite Help for Simple Time Card.

Print:

Opens the Time Entry report. In View By: Employee mode, the Employee Time Records report is generated while in View By: Vendor mode, the Vendor Time Records report is generated. You can view and print the report and then Close the page.

Options

Click to show the fields mentioned below:

Filters (On/Off):

Turns on/off all filters set on the Filters screen. Select the check box to apply filters to the drop-downs.

Submitted Only:

When checked, the grid displays only those records that have been submitted but not approved yet. This enables managers to quickly get to the records they need to review for approval.

Memo on Journal:

Checked, the time entry memo becomes the journal note of the Project against which the time entry is being recorded. It allows 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.

View by Project Name:

Mark the check box to select the project by name rather than its ID in the Project ID field.

Show Memo:

Check to record the memo for a specific time entry. The memo box appears after you click inside any column from Sun to Sat. It allows you to create or edit memo for the time records. Click on the memo box to display the current system date and time on your memo. Click Save button to save the recorded memo. Time entry memos have no length restriction.

Show More: (Read Only)

Mark the option, click inside the cell to view the status of Billable, OT and Xtra flags associated with the specific time entry.

Memo on Invoices:

Checked, the time entry memo will be displayed on the invoices of the project against which the time entry is being recorded.

Show Totals:

Mark the check box to view the below mentioned fields. Based on the selection made in the key fields, their value varies accordingly.

1. • 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

   • Show Control Hours: Select this option to display the allocated hours. It provides information about the hours assigned to you, hours used and left.
     

   The Show Totals option gets disabled on checking the Do Not Show Totals rule in the Global Settings-Time screen.

2.  

Show Allocated/Spent:

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.

Show Weekend:

This option allows you to show or hide weekends. Click this if you want to include the weekend days (Sat and Sun).

Submit All:

Opens the Submit-Approve screen that enables you to submit the time entries for approval using various options. It will submit all those time entries that are currently visible in the grid.

New:

Click to make a new time entry. It displays the data entry fields above.

Save:

Saves new time entries in the data file. Before logging out you must save the data to commit the changes. Save button is enabled only when you are entering a new time entry.

Close:

Closes the Simple Time Card and takes you back to the home page of Web Suite. It is important that you exit using the Return button and then log out. Do not close your browser directly as that leaves your connection open on the server for up to 20 minutes and can impact the server performance.