Home > SI Documentation (v19) > User Guide > Time Sheets > Creating Time Sheets

Creating Time Sheets

There are two places that Time Sheets can be created "directly" within SI:  the Time Sheet Explorer in SI and within Mobile Install, which then syncs to SI.

 

It is likely that Time Sheets will be primarily created by your Resources in the Mobile Install interface for Tasks and Service Orders but they can also be created in the Time Sheet Explorer if you don't use Mobile Install, or for time billed against a Project or non-billable time for a Resource.

 

Note: If you have enabled the QuickBooks Time integration, the default setting is to disable Time Sheets in Mobile Install but this can be changed to allow for Time Sheets to be created in both places if you have a need for that.

 

Another option is to import time sheets from QuickBooks Time, or via a .CSV file from whatever other time sheet software you got that .CSV file from, we don't care, bring it on. Our import tool is great.

Directly in SI

 

You can open this via Start->Time Sheets->Manage Time Sheets:

 

start.jpg

 

explorer.jpg

 

Click the New button and make your choice for which type of Time Sheet you would like to create: Project, Task, Service Order, or Company.

 

new dropdown.jpg

 

The screen shots below show the creation of a Project Time Sheet. You will be prompted to select a Project (or a Task or Service Order based on your choice):

 

select project.jpg

 

The New Project Time Sheet form will open:

 

new project time sheet form.jpg

 

Set the date and choose a Resource and then choose whether you want to add a Duration Entry or a Time In/Time Out Entry:

 

duration or time.jpg

 

Multiple time entries can be entered per Time Sheet. Shown below is a New Duration Entry:

 

duration time entry.jpg

 

The fields for each time entry are listed below.

 

Phase

This field is optional but it is highly recommended that you enter a Phase for a time entry either when creating the Time Sheet or when approving the Time Sheet. Adding a Phase makes for much more accurate/detailed Job Cost and Labor Utilization reporting.

Type

This field will display either "Duration" or "Time In/Out".

Duration

This field is where you will enter labor hours for a Resource when adding a Duration Entry and will auto-populate based on the Time In/Time Out entries when adding a Time In/Time Out Entry.

Time In

This field is editable for a Time In/Time Out Entry.

Time Out

This field is editable for a Time In/Time Out Entry.

Billable

This field is ticked by default for time entries for Project/Task/Service Order Time Sheets but you can uncheck this if the time entry is non-billable.

Overtime

This field is used to mark a time entry as "overtime". This field will likely be changed as needed by the person who is approving Time Sheets. There is a Time Sheet  User Group permission for whether your users can edit this field.

 

permision.jpg

 

Description

This field is optional but allows you to add a description of the time entry if desired.

Tasks/Service Orders

 

Although Time Sheets for Task and Service Orders will likely be created by Resources in the Mobile Install interface, they can also be created directly in SI via the Time Sheet Explorer as shown above, or they can be created directly when editing a Task/Service Order in SI:

 

edit task.jpg

 

For details on creating Time Sheets in Mobile Install, see Managing Tasks (MI) and/or Managing Service Orders (MI).

 

Note: If you have enabled the QuickBooks Time integration, the default setting is to disable Time Sheets in Mobile Install but this can be changed to allow for Time Sheets to be created in both places if you have a need for that.

Company Time Sheets

 

A Company Time Sheet is not associated with a Client and the time entries are non-billable. These can be used for hours your Resources are paid for but cannot be billed to a Client, e.g. cleaning out the van, organizing the warehouse, etc. These entries are used in our Labor Utilization view/report calculations.

 

company time sheet.jpg

Importing CSV

 

You can also import Time Sheets from a CSV file into SI:

 

import.jpg

 

Once you browse to your CSV file you will then need to map any CSV fields that aren't an automatic match to fields in SI:

 

map csv fields form.jpg

 

When you click the Map link next to a field you can choose from one of the available fields in SI, or you can choose to unmap any fields you do not wish to import by clicking the <None> button.

 

map fields.jpg

 

There is an option to designate hours as overtime based on your Business Hours and Holidays settings.

 

overtime setting.jpg

 

Once you have mapped all your fields, click OK on the Map CSV File form and the Import Time Sheets form will open:

 

import time sheets form 2.jpg

 

Here all entries will be considered inadequate as they have not yet been added to a Project, Task, or Service Order. If the Resource name from the CSV isn't an exact match to a Resource in SI then that is also considered inadequate. Use the buttons on the ribbon to assign the required fields.

 

inadequate symbol.jpg

 

There is also a Mass Update button available for updating fields:

 

mass update button.jpg

 

mass update.jpg

 

Once you are done assigning the necessary fields, click Import to import the Time Sheets into SI. Once imported you can then Approve the Time Sheets, see above.

 

import button.jpg

Importing from QuickBooks Time

 

If you have enabled the QuickBooks Time integration, you will have the option to import time sheets from QuickBooks Time into SI. Click here for details.

 

import from qb time.png

 

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