JBCL About Time Professional - Time Recording

You can enter time 3 different ways

Using the computer clock to record time as you go

Intro3

As a Timesheet

Timesheet

As a Diary Page

intro 4

About Time Professional - Main Features


Main Points:

Setup Clients

When you install a new setup of JBCL, defaults are created as a guide, and you will want to set the names and details to suit you.


Clients


Setup Jobs

Default job is created, you can rename and add others to suit your needs

Job

Note the default is to have a chargeable rate for each employee/for 1 unit of time (e.g. $15 for a 6 minute unit). An employee can have up to 6 chargeable rates.

Normally the jobs do not specify the charging rates (the rate are got from the employees who work on it), but some jobs you may wish to have special charging rates.

Setup Employees

Again defaults are created, you can rename and add others to suit your needs

EMP

Setup Cost Centres and Work Descriptions

Cost Centres are areas over which time and costs can be analysed - typically these will be like Office Administration, travel, sales, purchases, support. You should create only as many as you wish to analyse costs over

CC

The code for a new record defaults to the last Cost Centre recorded for that job.


Work descriptions are frequently used abbreviations for work done, and you can add as many as you wish.

These provide a quick way to describe the work, you can add as many as you wish to describe common types of work.

The code for a new record defaults to the last work description for that job.

Note you do not have to use these as you also can add notes for each time entry.  

WD

There are lots of setup options for input

There are many settable options to streamline entry of time.


SetupTS


Ways to Input Time

About Time Professional has 3 different ways to enter time against jobs.

Each of these can be used interchangeably.

Clock

ideal for working at your screen as the Computer clock can record the exact time spent.  This is the most accurate way to record time.

TimeSheet

This is where the time entries are listed on the screen, one per line.   Another entry can be added at any point.   This display is particularly useful to show time for more than one day at once.

Diary

where the time spent for the day is listed in a coloured graph.   new entries can be added in any gaps of existing entries edited.


Altering Start Times

You can override the start time - there are setup options about this, and there are buttons wo allow you to control the start time for a job, or you can enter the time that the job is to run from into the time box.,

Resuming a previous job

This is easy!   in the Job/Matter field press the Up Arrow .   This will show a list of previous jobs and times, and you can pick the previous one you wish..
If you enter Smith then press Up Arrow, then it will look for previous jobs containing the word "Smith".
This feature is designed to make it easy to accurately record time while one the phone with only one hand free and with minimum key strokes.

How to handle interruptions:

if you have a phone call or someone talk to you while in the middle of a job, there are two ways to handle this.  

1 - Stop this job and start another relating to the interruption.  If it is a chargeable interruption this is the best.  The previous job can be easily resumed afterwards.

Note when you click "Stop" to stop a job that the clock records this moment you click stop as the time to start the next job, so you don't need to enter the details for it immediiately.
If for instance its a phone call, you are often quite busy at the start of a call, and it may take a minute to work out which client needs to be charged, and the notes to add, and you can add these when you have a moment while still on the phone or afterwards.

The system records and shows written off time

One of the great features of the JBCL system is it records both elapsed and chargeable time.  When the interruption finishes, click Restart and you will see now both clocks are running, but at different intervals.  This is useful as when a client suggests a bill might be reduced you can look up to see how much time was elapsed and not charged - i.e. how much time has already been written off.

Also often work is done for a client but not charged - this allows you to track this also.
Run Restart





Tips

Basic Tips and Points - especially for new users


Recording time as you go
 
Recording time after the event
 
The easiest way to add time after the event is using the diary page, where you can drag the mouse over a range of time, eg 10am to 11am, which automatically sets the time range to 60 minutes and then prompts you for the job or matter code.   You can also double click any existing entry to edit its details.

 You can also use the Simple or Standard Timesheet view to get a simple listing of time and edit time this way too.  This view also allows you to view times over several days at once, and also where timesheet entries start too close together to be easily seen in the Diary page.  (This can happen if for instance you start two jobs or matters within a minute or within one unit, in which case you cannot easily see both in the diary view).

You can easily switch from the Standard to the Diary view using the convenient coloured button on each screen.
 

Advanced

There are many advanced features:

-Time Edit   You can edit a jobs starting time in many ways, either by directly entering the new time, or by the Time Edit buttons

    "Quick Time Edit"   allows you to for instance set the start time to be when the last job was calculated to finish

    "Full Time Edit" allows you to adjust the finish time of the previous job and the start time of this job in one screen.
    This is useful when you forget to stop the clock for a job, and realise it has run too long and both the previous and     current jobs need to be corrected.

-Reports

There is a full searching and totalling feature.  Time can be reported in minutes, units, quarter hours, hours or days.

You can select by date ranges, or by client name.

-Timesheets

There are two comprehensive ways to view and edit previous stored time.  These are from the "Timesheet" button: Standard Edit and Diary Page edit

-The time recording screen shows running totals of time elapsed and chargeable for today, this month, and this year.


To Index

Graph

Number Minutes in a Work Day


This is for calculating the Bar Graph: the total length (100%) is the
number of minutes per working day, and the bar shows the progress of
the time spent since start of the day, time logged, and time charged as
a fraction of the work day.

This provides a nice summary of how your Time Recording is going for the day.

This provides an instant summary of todays time recording.
The total length of the bar  represents the length to the work day,
as set up in the System Options.

The Red/Yellow bar represents the total amount of time chargeable today
as a fraction of the working day.

The Grey/Blue bar represents the fraction of the day
logged so far. Once this bar is as long as the work day, then a complete
days work has been logged.

The employee will aim to:
When logging one job or matter, the total minutes logged for that job or matter are also shown,  blue is total minutes,  red is chargeable minutes.

To Index

Timesheet

To correct or complete previous entries, click the TimeSheet button.
Note you can do this while a job's clock is running, as seen here

Timesheet View
Diary View

TimeSheet Options

For a simple quick list of timesheet entries that spans a date range, use the second option.
For a  visual look at the time data for a day in a diary format use the third option - this is fun to use.
All these options are interchangeable, and if you edit time details in each (notes etc) the screen to do is the same.

To find time and print reports or lists  - choose the fourth option.


Simple TimeSheet Edit

This takes you to a TimeSheet screen:

Std Timesheet
Fill in the date range you want and click "Show Time".  (you can enter dates as for example 29-apr-09 or 29.4.09 or use the arrow on the right of the date to bring up a calendar to select dates with the mouse)

To edit one entry, double click on it, or press Enter on the one you want.
You will see the editing screen is almost the same as the original Time Recording Clock screen.
Edit2

This editing screen has the same options for looking up a job by code or name, special jobs such as out or tea, and also for finding previous jobs by pressing the up arrow.
Cost Centres and Work Descriptions  can also be entered  by name or code.
Click "Finish Edit" when you are done.

Diary TimeSheet

This is designed to make editing of timesheet data visual, easy and fun.  Note you can see one day at a time, and you can zoom in or out.  The zoom function is because if you view a whole day from 8am to 6pm then some of the jobs may be so close together on the screen you cannot tell them apart.

Here is a view of the same data as shown in the other timesheet view above

8 Hour view:
Zoom 8Hr

2 Hour view:
Zoom 6mins

In both of these, each line is a 6 minute unit.

The third view is in single minutes - this is not needed often, but if several jobs follow each other in the space of a few minutes, this is the only way to see them.
Here each row is one minute.
Zoom minutes

Notes about the diary view:

The look:
Selecting a time range
Adding a timesheet entry
Altering the times of an existing entry
Editing details of a time sheet entry.



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