Creating Labor Entries using Time Tracking

You can optionally create labor entries for Service Billing using:

• Timesheets
• Timers

Note: See Time Tracking > Configuring Time Tracking in the online help if you don't see these features displayed in your VSA.

Timesheets

If timesheets have been configured for your VSA logon use the following procedure.

Create a Customer / Work Order timesheet entry to direct the time entered to Service Billing. Service Billing time entries can be billed to the customer.

1. Enable Submit Time Entry Data to Service Billing on the Settings page.
2. Select a timesheet using Time Tracking > My Timesheets.
3. Add a new entry to the timesheet by clicking Add Entry. The New Timesheet Entry dialog displays.
4. Enter a date and time for the timesheet entry.
5. Select the Customer / Work Order work type option.
6. Select a Customer. The customer displays in the Ref 1 column of the timesheet.
7. Select the Work Order. The work order displays in the Ref 2 column of the timesheet.
8. Optionally add a Note.
9. Optionally check the Show Note on Invoice checkbox.
10. Classify this entry by Activity Type. The activity type displays in the Activity column of the timesheet.
11. Ensure the Billable checkbox is checked if you want to bill for this activity.
12. Click Save to close this dialog. The new entry displays in the timesheet.
13. Click Save and New to save your changes to the timesheet and create new one.
14. If automatic approval is enabled, time entries created using My Timesheets or timers are passed to Service Billing immediately after they are entered and can be billed. If timesheets require manual approval, a time entry is not forwarded to Service Billing until the timesheet is approved.

Timers

If timers have been configured for your VSA logon use the following procedure.

Create a Customer / Work Order timer entry to direct the time entered to Service Billing. Service Billing time entries can be billed to the customer.

1. Click the new timer icon to add a new timer. Timers are located in the upper right hand corner of the VSA window. The New Timer dialog displays. Enter or select values for the following fields.
2. Select a unique Timer Color. You can define multiple timers concurrently so it helps to assigned them different colors.
3. Enter a Label for your timer. The label displays whenever the timer icon is selected and added as a note to any time entry you create from the timer. If blank, the timer is labeled by the work type you select.
4. If Start of Save is checked, the time starts running as soon as you save this dialog.
5. Select the Customer / Work Order work type option.
6. Select a Customer, Work Order and Task Name. The Task Name is the work order item you want to enter entry detail for.
7. Optionally add a Note.
8. Optionally check the Show Note on Invoice checkbox.
9. Enter a Resource type. Not editable if a detailed work order is selected. A resource type sets a default rate for a billable labor item or entry. Typically a resource type represents a skill performed by a staff member. A billing rate and standard cost is defined for each resource type required to perform the service. The rate can be overridden when selected. The classification of resource types typically reflects the production requirements of a company. Labor entries are classified by both resource type and by activity type.
10. Classify this entry by Activity Type. Not editable if a detailed work order is selected. Labor entries are grouped by activity type to analyze the cost and revenue of labor. The classification of activity types typically reflects the accounting requirements of a company. Labor entries are classified by both activity type and resource type.
11. The Rate is display only. The default billing rate for the selected resource type.
12. Optionally check the Override Rate checkbox to enter a New Rate. Does not display if a detailed work order is selected.
13. Ensure the Billable checkbox is checked if you want to bill for this activity.
14. Click Save to close this dialog. The new timer clocks begins recording the time for this activity.
15. Complete the activity being timed by this timer.
16. Click the Checkmark icon to display the Apply Time window. You can edit your time entry, including the elapsed time, and either:
    • Apply and Remove - Apply your time entry to your timesheet and remove the timer.
    • Apply and Reset - Apply your time entry to your timesheet and reset the timer to 0.
17. The entry you created will be eligible for billing once the timesheet is submitted and approved.