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. From My Timesheet (My Entries > My Timesheet).

   How assignments are displayed in the timesheet grid.

   The timesheet grid displays the assignments using the following hierarchy: Clients, Projects, Summary Tasks and Tasks. Within the timesheet grid, the assignment hierarchies are identified using indented levels. Each client + project combination appears on one line at the top most level - in bold. Tasks assigned to this project are placed below and indented. For those assignments organized by summary tasks, the summary tasks appear, bold and italicized, indented below the client/project level. Nested summary tasks (a summary task within a summary task) 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 Tuesday, April 7th.
   
   
   When a cell or task assignment is selected, the entire row is highlighted in grey.
    

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 Settings. 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. Overtime Rate: This drop-down list displays the available Company Overtime Rates that you can apply to this time entry. Billable: If displayed, 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.

    

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 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 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. Right click in the cell and select Create Multiple row. 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.

 

Notes: Data is saved automatically whenever you switch cells, change views/tabs, etc. Data is not saved if you log out or close the browser while adding or editing data in a field. Time can be entered in hh:mm or in decimal format, but always appears in decimal format when saved. If enabled, you can modify date and time formats using Settings' Regional settings. The maximum number of hours you can enter for any day is 23.98 hours (23:59). Time entries that have been Submitted or Approved  cannot be edited. If Time Lockout has been enabled, you are prevented from entering or editing time for those days that are locked. You may request that the period be opened.

 

Tips: Right click in the timesheet grid to create a multiple row, delete a row, etc. Double click on a multiple time entry task row to expand or collapse the row. To view time for multiple weeks, run any one of the numerous time entry reports.