Enter your own time sheet data

You can enter your time sheet data directly into WorkflowMax on the My Time Sheet screen.

You can enter only your own time on the My Time Sheet screen. If you want to enter time for other staff, see Enter time sheet data for any staff member.

Up to three tabs are available on the My Time Sheet screen, depending on the Organisation settings and your user privileges.

• Daily tab – enter time on a daily basis. Always visible. This tab allows you to enter notes with each time entry.
• Weekly tab – enter time on a weekly basis. Visible by default. If weekly time sheet entry is not required, it can be disabled in Organisation Settings > Weekly Timesheet Entry.
• Enter a Cost tab – enter job costs. Visible only to staff who have their General Privileges > Job Costs privilege New selected.

Entering your time

To enter your own time against a job:

1. In the Dashboard, select Enter Time. The My Time Sheet screen is displayed. The large calendar (at left of screen) highlights the days of the current week by default.

2. If required, use the large calendar to select the week (time sheet) that you wish to enter time for.
3. Select the required tab to enter time (Daily or Weekly) or Enter a Cost.
   • Daily
     1. On the My Time Sheet screen, Daily tab, provide the following information, as required:

        Field	Description
        Date	The date that the Time (below) was worked. Select the required date (within the week highlighted in the large calendar) by: selecting the date in the large calendar. using the small calendar to the right of the Date field, or selecting one of the Weekly Summary date tiles at the bottom of the screen.
        Job	The job that the time will be recorded against. By default, jobs are displayed in the drop-down list in alphabetical order of client name. Jobs can be displayed in job-number order by changing the Organisation Settings > Job Order setting.
        Task	The specific task in the selected job that the time will be recorded against. By default, tasks are displayed in the drop-down list in alphabetical order of task name. Tasks can be displayed in the order they occur in the job by changing the Organisation Settings > Task Order setting. I want to record time against a task - why can't I see that task in the task drop-down list? Once a task has been added to a job, that task will appear in the job's information screen. The Organisation setting Staff Task Allocation controls which tasks you can record time against. If it's set to: Explicit, you can record time against only those tasks that have been specifically allocated to you. Inherit from Job, you can record time against any task that has been specifically allocated to you. You can also record time against any tasks that are not allocated to other staff members. Also, you won't be able to record time against a task if the task has been flagged () as completed.
        Time	The time spent working on the selected job/task. More on entering time... You can enter the time as hr:min (for example: 7:30) or as decimal 7.5 (7 ½ hours in both cases). The decimal value is converted automatically to minutes. By default, the time is not rounded, but it can be rounded to the nearest five minutes (or other values) by changing the Organisation Settings > Round up to Nearest Minute setting. You can enter a maximum of 24 hours for any one time sheet entry. If a task has taken more than 24 hours to complete, you need to split the time into the hours worked in each day. By default, time is input as the overall number of hours worked (duration). For daily input, this can be changed to using a start and finish time by changing the Organisation Settings > Entry Mode setting.
        Notes	Any notes or comments about the time sheet entry.
        Billable	The Billable checkbox is visible only on the Daily tab and only if the staff member has the Financial Privileges > Flag time sheet entries as billable or non-billable at time of entry option selected. This checkbox controls whether the staff member can choose to flag each time sheet entry as billable, or not. By default, each time sheet entry is billable unless the checkbox is deselected.

     2. Save your changes.
     3. Repeat Steps a–b for another date, job or task, as required.
     4. Repeat Steps 2–3 for another week, as required.

     WorkflowMax displays the total of your times for each day in the Weekly Summary bar at the bottom of the screen.

   • Weekly tab
     1. On the My Time Sheet screen, Weekly tab, provide the following information, as required:

        Field	Description
        Job	The job that the time will be recorded against. By default, jobs are displayed in the drop-down list in alphabetical order of client name. Jobs can be displayed in job-number order by changing the Organisation Settings > Job Order setting.
        Task	The specific task in the selected job that the time will be recorded against. By default, tasks are displayed in the drop-down list in alphabetical order of task name. Tasks can be displayed in the order they occur in the job by changing the Organisation Settings > Task Order setting. I want to record time against a task - why can't I see that task in the task drop-down list? Once a task has been added to a job, that task will appear in the job's information screen. The Organisation setting Staff Task Allocation controls which tasks you can record time against. If it's set to: Explicit, you can record time against only those tasks that have been specifically allocated to you. Inherit from Job, you can record time against any task that has been specifically allocated to you. You can also record time against any tasks that are not allocated to other staff members. Also, you won't be able to record time against a task if the task has been flagged () as completed.

     2. Add this job/task to the time sheet. The job/task and client details are displayed to the left of seven data-entry boxes.
     3. On the My Time Sheet screen, Weekly tab, provide the following information, as required:

        Field	Description
        [time1]–[time7]	Data-entry boxes for the time spent working on the selected job/task for each day of the selected week. More on entering time... You can enter the time as hr:min (for example: 7:30) or as decimal 7.5 (7 ½ hours in both cases). The decimal value is converted automatically to minutes.
        Notes	Any notes or comments about the time sheet entry. Each note relates to the currently selected time data-entry box, so you can enter up to seven notes for the selected week.

     4. Save your changes.
     5. Repeat Steps a–d for another job or task, as required.
     6. Repeat Steps 2–3 for another week, as required.

   • Enter a Cost tab
     1. On the My Time Sheet screen, Enter a Cost tab, provide the following information, as required:

        Field	Description
        Job	The job that the cost will be recorded against. By default, jobs are displayed in the drop-down list in alphabetical order, based on client name. Jobs can be displayed in job-number order by changing the Organisation Settings > Job Order setting.
        Date	The date that the costs (below) relate to.
        Description	Detailed description of the purpose of the costs.
        Quantity	Number of items that the costs relate to.
        Unit Cost	The cost per item. The Unit Cost will be multiplied by the quantity to give an overall cost.
        Unit Price	The price per item, automatically calculated from the Unit Cost multiplied by the default markup percentage (set in Organisation Settings > Markup%) or the markup percentage you specify in the Calculate Markup dialog.
        Supplier	Supplier of the item or items. Select a supplier, as required. You can add a new supplier if your General Privileges > Supplier New privilege is selected.
        Code	General Ledger or reference code for the item or items.
        Billable	This checkbox controls whether the costs are passed on to the client (billable), or not. By default, costs are billable unless the checkbox is deselected.
        Notes	Any notes or comments about the cost.

     2. Save your changes.
     3. Repeat Steps a–b to add more costs to the job, as required.

What to do next

• Submit a time sheet