Professional Time & Expense Solution

In this video, we take a look at Expense sheets entry. The selected design has been made straight forward and as simple as possible, so as to not take up too much time to enter Expense sheet lines for the week.

Expense sheets share some common fields with Time sheets, they are :
- Date
- Client
- Job
- Notes

The different Fields are :
- Company
- Expense Type
- Cost
- Units
- Charge

Expenses are tagged to Company or Cost Centre, therefore we use Company in Expense sheets.

There are 2 types of Expenses, Single value or Multiplier. Single value can be Meals, Stamp Duty or any Fixed value Expense. Multipliers can be Photocopy, Fax or any multi-unit type Expense whose per unit cost is fixed.

All Expense codes are created in Systems Configuration, where the necessary setups can be done.

Enter all expenses in the sheet and once verified as correct, Click the Submit button for Approval.

In this video, we will explore all the features of Time Sheets Screen.

Employee Name, shows the full name of the Employee who has logged in.

Radio buttons
Both – shows both Time and Expense sheets
Time Sheets - shows only Time sheets
Expense Sheets - shows only Expense sheets

Year filter can be used to list past years’ time and expense entries.

Month filter can be used to show time and expense entries for that month.

Status filter can be used to show time and expense entries by a particular status.

Create Time Sheet button, is used to generate time sheets for a month. Time periods are pre-set, whereby the first week starts from the 1st till the next Sunday and thereafter every week in from Monday to Sunday. If the month ends on a day mid-week, then that time period will be from Monday to a day before Sunday. Users will create Draft Time Sheets for all time periods in the chosen month.

Create Expense Sheet button, is used to generate expense sheets for a particular time period in the chosen month. Users can select using tick boxes the time periods where they have incurred expenses only. The time periods listed will be the same as Time Sheets.

Summary Fields
Hrs Required - This value comes from setting up Employee Roles. Along with the Role is a weekly time table with work start time and end time, along with no of hours for lunch break etc. The Total number of working hours per week is calculated from this time table and displayed in Employee profile. The same value is used as mandatory no of numbers per week for Time sheets. Employees are expected to enter a minimum of 40 hours or more per week.

Hrs Entered - This value is the total no of hours entered per week or as entered in a particular Time sheet.

Hrs Overtime - Overtime hours can be entered as well, however a minimum of 8:00 hour of regular time must be first entered before overtime rate can be selected.

Hrs Chargeable - If hours are entered for Chargeable Jobs, this value will be appended.

Hrs Non-Chargeable - If hours are entered for Non-Chargeable Jobs, this value will be appended.

Chargeable % - Percentage of Chargeable hours against Hrs Required (rounded to 11 digits)

Total Charge - Total Charge for the particular Time sheet. Value will be recalculated as time sheet lines are entered.

Total Hours Table - This table indicates the Total Hours per day entered.

Hide/Show Weekend - Display or hide weekend in grid.

MS Excel - Export Time sheets in MS Excel format

Submit button - When Employee has entered 40 hours or more time, then they can Submit their time sheet for Approval.

Add Line Button - To add Time sheet lines.

Close - To Close Time sheet and return to monthly list of Time sheets.

In this video, we look at how to Create a Bill, Edit it and Eventually Delete it altogether.

In the WIP Manager module, users will see the options listed below :
a. Main Screen - Search and List
i. Client field – Users can select from the drop down list a particular Client and see only the bills for that Client.
ii. Jobs field - Users can select from the drop down list a particular Job and see only the bills for that Job.
iii. Un-Posted – User can use this option to view only Un-Posted Bills (Draft, Submitted & Approved).
iv. Posted - User can use this option to view only Posted Bills.
v. All Bills – Default Status where users can view all bills in the system, sort Descending showing the latest bills at the top.
vi. Drop down selector for Billing or Write Off.
b. New Bill - This option is for users to Create a New Bill.
c. New Write-Off - This option is for users to Create a New Write-Off.
d. Bill Editor - This option is for users to manage Bill Preview items using Bill Designer. Users can manage billing paragraph and bill display options.

We continue with creation of a bill, where users must select :
a. Company
b. Tax Rate
c. Template – This can be changed in Bill Designer if necessary.
d. Client
e. Job – Only the Active status Jobs for the selected Client will be shown here.
f. Notes – Not mandatory but if you are entering Estimates and MISC Charges then Notes is useful.
g. Date – System Date
h. Bill No – As set up in Systems Configuration.

Once the above fields are populated, users will either see a table of WIP entered in Time and Expense or a pop message indicating that there is no WIP for this client/job and if user wants to enter Estimate to Complete and/or MISC Charges.

In this video, we are going with a Job that has WIP, so you will see a table with all the WIP listed and their balances. This is to ensure that there is no multiple allocation of the same WIP over several bills.

Enter in the yellow column the values, taking note of the balance. In the Posted column you will see the actual posted value that remains constant for all bills. Once the total value is completely billed then the balance will be zero, when this happens the system will hide this line from future billing.

In the Tax column you will see the tax value computed automatically for each entry.

Complete entry and hit update button.

Once update is done, the bill will be listed in the Main Screen as a single line entry. Double click this entry to see details.
In the event user forgets to enter a particular line, you can use the Add Line button to add more lines to this bill. When the Add Line screen pops up, note that users must select a Tax Rate before the WIP lines can be viewed. Be sure to Click Update to ensure that the latest contents of the bill are updated to the database.

Click the PDf icon and a Billing Report will be generated whereby report will display all the details of this bill and WIP for this Job.

At this stage users can also add Estimate to Complete (Time yet incurred) and MISC Charge (Expenses yet incurred) to this bill.

Prior to Posting this bill, users can also remove lines from the bill. Simply select the line and Click Delete Line. Be sure to Click Update to ensure that the latest contents of the bill are updated to the database.

Users can also Delete the Entire Bill and start over again if necessary. Simply open the bill and Click Delete Bill.

Create Job

In this video, we create a Job for a particular Client. Previously we mentioned that if the Client is a Chargeable Client the Jobs created under this Client will also be a Chargeable Job.

If the Client is a Non-Chargeable Client, then the Jobs would also be Non-Chargeable Jobs.

In this video we are creating a Job for a Chargeable Client. The process is the same for a Non-Chargeable Job.