Adding Timesheet Items

From the top Form Selection toolbar on the far left side of the screen, click on the ‘Timesheet’ tab, which invokes the Timesheet screen (shown below).

To add a new Timesheet item, click on the ‘New Item’ button and enter the information into the Timesheet Information Fields listed below.  The Total will be calculated automatically by the system when the Hours and Rate are entered.

Note:  When adding a new item, the Timesheet screen will default to the last user and category.

• Timesheet Grid – The Timesheet grid displays existing staff hours on the case.
• Staff Name – Enter the name of a staff member by typing the first initial or clicking on the combo box down-arrow.  Staff names must have been previously added via the ‘Tables’ Menu on the top Main Menu toolbar (File Menu).  Select ‘Tables’ > ‘Setup Tables’ > ‘Trustee Staff’, which invokes the Trustee Staff List screen (aka, Trustee Staff Table) shown below.

• Timesheet Cat. – Enter a Timesheet Category by clicking the combo box down-arrow.  Timesheet categories must have been previously added at the Tables Menu on the top Main Menu toolbar (File Menu).  By entering a category, you can break down the Timesheet Report by types of activities.  For more information on modifying this list, please see Timesheet Categories (from the top Main Menu toolbar (File Menu), select ‘Tables’ > ‘Timesheet Setup’ > ‘Timesheet Categories’, which invokes the Timesheet Category List screen; by clicking on the ‘New Item’ button, you can add a new category).
• Date – Enter the date that the activity occurred.  This field defaults to the current date.
• Hours – Enter the time expended.  Time can be broken down into tenths of hours, if necessary.
• Rate – Enter the rate per hour, if desired.  Trustees usually leave this field set at “0.000” for Trustee work.
• Total – This calculated field displays the total dollar amount of the activity, based on Rate and Hours.
• Category Desc. – Defaulted from the description entered in the Timesheet Categories List table (screen) mentioned above.  This field cannot be changed from the Timesheet screen; to edit this field, go to the top Main Menu toolbar (File Menu), select ‘Tables’ > ‘Timesheet Setup’ > ‘Timesheet Categories’, which invokes the Timesheet Category List table (screen), and edit via either the ‘New Item” button (to add a category) or the ‘Edit Item’ button (to modify a category).
• Timesheet Description – Enter a Timesheet Description manually or recall a repetitive description “macro” that was previously entered in the Timesheet Descriptions database (aka, Timesheet Description List) from the Tables menu on the top Main Menu toolbar (File Menu).  Select ‘Tables’ > ‘Timesheet Setup’ > ‘Timesheet Descriptions’, which invokes the Timesheet Description List screen shown below.

• To recall a saved description, click on the ‘Timesheet Desc.’ link (shown in the first screenshot above) to access the Timesheet Description List (shown in the screenshot directly above).
• Your repetitive expense descriptions will appear on the screen.  Click on a description to automatically enter the information into the Description field as shown above.  Alternatively, if you know the “Code” for the description, type it in the ‘Code’ text field in the Timesheet Description List screen (‘DL’ in this example), then press ‘Ctrl+Spacebar’ to “expand” the description.

• TimeWizard link – This link creates timesheet records in three different ways saving you time and maintaining organization.  The wizard (shown below) is a combination of five different screens that lead you through the process of setting up records.  (The wizard can also be accessed via the top Main Menu toolbar (File Menu).  Select ‘Case Administration’ > ‘TimeWizard’.)

With the wizard, you can:

• Select a Timesheet Group and apply it to one or more cases.
• Create one Timesheet record and apply it to multiple cases.
• Create one Timesheet record for multiple dates and apply it to one or more cases.

The TimeWizard is a quick and efficient way to enter multiple Timesheet entries.

• Create Group from Current Entries link – Groups of commonly used Time Entries can be saved as Groups.  These groups can be added to any case.  Groups are used for common tasks that typically occur on most cases.

• Go to an existing case with Time entries established.
• Click on the ‘Create Group from Current Entries’ link to access the Timesheet Group List screen shown below.  (You can also access the Timesheet Group List screen via the top Main Menu toolbar (File Menu).  Select ‘Tables’ > ‘Timesheet Setup’ > ‘Timesheet Groups’.)

• Set the dates option to stagger the dates, which is typical if the task takes several days.
• Access available Groups from the TimeWizard (click on the ‘TimeWizard’ link on the Timesheet screen, the first screenshot shown above).