Our new SaaS application. Record and review time, prepare bills write off and create remuneration reports

WIP Churn

The WIP Churn helps you assess the total amount of time “on the clock” and compare the total against the new time posted for a period, the time invoiced, the time written off.  “On the clock” time is the WIP stock figure comprising of previously posted time remaining unbilled.

The Churn report gives you an overview of time as an “asset” and indicates what may be potentially converted into invoices.

View the WIP Churn report on the Dashboard.  Each month for the last 6 months shows the progression of WIP.

To view a detailed data list for the monthly WIP movements, click on the month and the grid below the graph populates with the underlying data:

Export

Use the “Export” button to output a spreadsheet of the WIP data as displayed above.

Entering Disbursements

Disbursements are entered by navigating to the Time Review > “Disbursements” page.

Note

You need “Timekeeper admin” access to enter disbursements.

Add a disbursement

To add a disbursement click on the + Add button:

What is non-chargeable or Internal time?

Non-chargeable time for example includes:

• Leave
• Business Development
• Training
• HR issues
• Internal IT issues
• Sales

How do you enter Internal time?

To enter time you need to assign the Job to the practice. The practice category list will be set to the “Internal time” category. The screen shot shows the allocation to the job and the available categories.

How do you setup Internal time?

Non-chargeable time is coded to a practice. The following steps explain how you configure the practice for internal time entries.

To set up Internal time categories for a job :

1. Navigate to the practice job

   The inactive job search filter should be applied:

   

2. Click on the job

   The job displays.

3. Navigate to Setup and click the Categories tab

   

4. Select the Internal Category

   From the Task Categories select the Internal category and click “Add to Timekeeping“.

   

   You are now set up to add internal time.

The time entry page

Enter time by selecting the “Time Entry” from the LHS menu,

The time entry page displays:

Entering time

To enter a new time entry, click “+ Time” or click the favourites icon.

The time entry drawer slides out.

Note

Specialized entry screens are designed for add time entries using a mobile phone.

Selecting a Job

to enter time against a job you need to have categories selected for jobs. See setting job categories.

Selecting a category

The category lookup shows the first and second level time categories. Start typing to look up your category.  The look will find any string of characters within both levels of category.

To find the correct category, you type the category in the “Category” lookup. The auto type feature finds the category you are looking for.

In example 1, we type “Ass” and the look up populates all available asset categories:

In example 2, by typing “Debt” the auto-type feature displays all available sub-categories meeting the criteria:

You may also add to the list of default categories provided.
See: Entering and configuring categories

Suggested notes

The suggested notes default from the 3rd level category, defined in the category set up. Once you select a default note you may edit the notes with your own text.

Selecting rates

Rates are determined by the current user, the positions a user has been assigned to and the rates set for those permissions.

To exclude a job from time entry, enter an end date for a job.

The screen shot shows an end date entered to in the desktop software:

When you logon the site directs you to the dashboard. A different dashboard displays depending upon your user profile.

The main part of the dashboard include

• User summary
• Recovery analysis
• Budget analysis
• WIP Churn

User Summary

The user summary shows your total hours over a 12 month period and some summary statistics. From here you can shortcut to time entry or review what you have entered recently.

Recovery

Recoverability shows the value of the time you have entered compared to the value that can be billed as a percentage.

Budget Analysis

The budget dashboard shows a comparison of total WIP vs Budgeted time.

WIP Churn

Helps you assess the total amount of time “on the clock” and compare the total against the new time posted for a period, the time invoiced, the time written off. This gives you an overview picture of time as an asset and how it is converted into invoices.

Filters

You may apply filters to dashboard views, so you can see totals and performance of managers and appointees.

The main parts of the Timekeeping system include

• Dashboard
  Time entry
  Time review
  Summary (by week)
  By Job
  By Employee
  Detail
  Disbursements
  Invoices
  Posting entries
  Rate maintenance entry
  Category maintenance entry
  Importing Data
  Activity reports
  Task Area reports
  Job set up
  Budgets
  Recovable time
  Reports

First time validation

Before a registered user can enter a time entry, the following set up needs to be completed:

• The user need to have Time keeping access
• An Employee position assigned to user
• At least one position(s) assigned to the user needs to have rates set

  

Other validation with time entries

When entering time on a date, the following validation may occur if all settings are not set in a logical way, for example:

• “There are no rates for [schedule name] on [date of entry]
  If a job has been allocated a rate schedule and there isn’t any rates set for the date of the entry

  

  If you enter the rate calculation date, the software will display the rates that apply at the date of the entry.