Entering time in Bulk

This topic describes how to enter a duration (Bulk) for a task and also describes how to enter unique details for the time entry. Time entry can also be accomplished by (1) Tracking time while you work (Timer) or (2). Entering time using Start/End times (In/Out).
 

Prerequisite:

• Before you can enter time on a task assignment, that task must be added to the timesheet grid.

To enter a duration (bulk) against a task:

1. Click the Timesheet tab located near the top of the screen.
   
   How assignments are displayed in the timesheet grid.

   The timesheet grid displays the assignments using the following hierarchy: Clients, Projects, Task Groups and Tasks. Within the timesheet grid, the assignment hierarchies are identified using indented levels and row colors. Each client + project combination appears on one line at the top most level on a dark blue row. Tasks assigned to this project are placed below and indented on alternating white and light blue rows. For those assignments organized by task groups, the task groups appear, on a dark blue row, indented below the client/project level. Nested task groups (a task group within a task group) are listed on one line.

    

2. Move to the applicable week by clicking the calendar row's arrow (or ) buttons. When logging into the software, the current week is displayed by default.

3. Click in the cell intersecting the appropriate task and day of the week.

4. Enter the number of hours worked against that task. Time can be entered in hh:mm or in decimal format (2:30 or 2.5), but always appears in decimal format when saved.
   
   
   
   Example: 2.5 hours entered against the Crash Test Dummies' Specifications task for Wednesday, October 8th.
   
   
   When a cell or task assignment is selected, the entire row is highlighted in yellow.
    

5. (Optional) Modify or enter details for this time entry using the Time Entry Details area of the screen. Make sure you are entering or modifying data for the proper time entry by verifying the task assignment's date and name in the Time Entry Details title bar.
   
   
   
      More information about the Time Entry Details area.
    

   Time entry details are only displayed when an individual cell is selected in the timesheet grid. The amount of information displayed in the time entry details area can be configured using the Options tab. The following describes the default fields. For a detailed description of all available fields, see Time Entry details.   Duration: This field displays the duration entered in the timesheet grid (step 4). You can modify the duration using this field. Time Entry description: Use this text field to edit or enter unique details or information relating to this time entry (up to 4000 characters). An administrator can make this a required field. If not a required field, then the default description entered is a copy of the task's description. Overtime Rate: This drop-down list displays the available Company Overtime Rates that you can apply to this time entry. Billable: Check this box if the time is billable. The default setting displayed may change depending on the task assignment selected. Client Overtime Rate: This drop-down list displays the available Client Overtime Rates that you can apply to this time entry if the task is billable. Custom Fields: Custom data fields created by your manager or administrator appear in the time entry details area and may be configured as "required" for each time entry.

    

6. (Optional) Modify the ETCThe ETC (Estimate to Complete) is an optional column available in the timesheet grid. It allows users to enter or update how many hours they estimate are required to complete the task. (in hours) located at the far right end of the timesheet grid for this assignment. Enter a value of 0 if the task has been completed or leave blank if ETCs are not used.
    

That's it. A time entry has now been entered. Keep reading to learn about other useful features and functions for time entry.

In some situations, you may need to add multiple time entries for the same task assignment on the same day with each time entry having its unique details.

For example; on the same day, you worked 3 hours on a task assignment and then later work 2 overtime hours on this same task. Although both time entries are for the same task, each entry can be considered unique for billing, payroll, reporting, etc. Another example is having multiple entries for the same task on the same day but each time entry having its own description.

To enter multiple time entries for the same assignment on the same day:

1. Click on the task row where the additional row is to be created.

2. Click the Create Multiple row button located on the toolbar. An empty row is created below the existing time entry.

3. Enter the 2nd time in the empty cell. A new empty row is automatically created.

4. Modify the time entry details as required.

5. (Optional) Click the Collapse row button.
   
   Collapsed rows can be easily identified as their daily total hours appear in bold characters and the Expand button appears at the far left end of the row.