Invoice Timekeeping - Tutorials

How to Setup Hourly Billing

1. Navigate to General Settings (e.g. Main Menu > Setup > Settings > General (tab)).

2. Click Edit (button).

3. Type Account in the search block.

4. Find the setting: Accounting > Account used for Hourly Billing (Sales): Select an account in the Value column from the dropdown list of accounts.

   • Note: If the setting is not there, click Add/Update (button), find the setting on the popup and add it to the list. 

How to Allocate Rates to Staff

1. Navigate to My Organisation (Main Menu > Setup > My Organisation).

2. Click Staff (tab).

3. Double-click a staff record to edit it.

4. Enter the hourly Selling Rate at which you invoice work done by the staff member.

5. Click Save (button).

6. Click Close (button).

How to Understand the Statuses

The following statuses are used:

• Pending: Not yet approved. The operator is still recording.

• Query: An additional Pending Status for any queries. 

• Approved: The record meets the requirements and is approved by a supervisor.

• Invoiced: Once the record is added to a Customer Transaction, the Status is set to Invoiced automatically. 

• Cancelled: Decline records that do not meet the requirements or cancel records created in error.

How to Approve Individual Timekeeping Records

1. Navigate to the Timekeeping module (e.g. Main Menu > Operations > Timekeeping).

2. Double-click to open a timekeeping record

3. Click the dropdown list in the Status field and select Approved.

How to Approve Multiple Timekeeping Records

1. Navigate to the Timekeeping module (e.g. Main Menu > Operations > Timekeeping).

2. Click Actions (button) > Batch Update.

3. Select all the records you want to change (Ctrl A or Ctr left click).

4. Select Status from the dropdown list and select Approved from the dropdown list of statuses.

5. Click Update (button).

6. Confirm the change.

How to Create a Customer Transaction

ℹ️ This example uses Sales Orders and Customer Invoices. Other transactions can be created in the same way. 

1. Right click the applicable Sales Order and select Copy to Customer Invoice from the context menu.

2. Complete the copy popup as follows:

   • Set Status to: Header: Select Unchanged from the dropdown list.

   • Select (checkbox) = Unchecked (i.e. Do not copy any items to the next transaction).

   • Click on the dropdown next to Popup (button) > Timekeeping

   • Multi-select records in the grid > click Select

   • To view the Timekeeping Notes on the record, right-click the record > View/Edit Note. 

3. Click Copy (button).

How Timekeeping is Recorded on Customer Transactions

• The Timekeeping lookup displays all the Approved Timekeeping records linked to the Customer on the Transaction

• After a Timekeeping record has been added to the Transaction, its status is changed to the Invoiced Status

• The following fields are displayed on the transaction:

  • • • Description:  Reference - Jack - 23/05/2023 10:00 - 12:15 (2.25 hr/s)

      • Qty: Editable field that displays the Total (hr/s) from the Timekeeping record. 

      • Unit Price: The staff member's hourly rate (see How to Allocate Rates to Staff above).

      • The Start and End Dates/Times as well as the Note are updated.

• Additional functions: Right-click on a Timekeeping Item and select Update from Timekeeping to apply any changes that were made to the timekeeping record.