LightSpeed’s time-billing features allow you to account for the time Users spend on a given project, and, if necessary, bill a Customer for that time. Timesheets will allow you to clock in and out, working on specific Jobs and sub-tasks within that Job. Any time spent on a Job by any User will be logged, and that work can be converted to a Product for each User, billing a Customer for the time on an Invoice.
Timesheets are a way to track the time each User spends at work, and specifically the time they spend on specific Jobs and Tasks within each Job. Jobs can be as short-term as the setup of a store demo, or as long-term as the installation of an entire network. To use Timesheets as a general record of time worked, each User can begin their daily Timesheet using the Timesheet icon in the Task Bar. Once they choose their name from the drop-down menu, an inactive Timesheet will appear, and the General default will appear under both the Job Code and Task columns. Click Start in the status column will begin the Timesheet, and clicking Stop will stop it.
Timesheets can also be used to track the completion of specific Jobs. To create a new Job, click the Job icon in the Task Bar. Name the Job using the Code field, and you can also provide a description of the Job. If the Job needs to be broken down further, you can create Tasks using the “+” icon. Users are then able to track their time for this specific Job, as well as the Tasks within that Job, when they create a new Timesheet.
During the course of a day, it is possible that a User will complete one Job and begin another. To do this, all they need to do is create a new entry on their Timesheet using the New button. Another line will appear as the first entry continues to count time. Clicking Start terminates the first entry and begins the new one simultaneously.
If the User needs to run 2 Timesheets concurrently, they must click the Timesheet icon a second time, rather than simply using the New button within an existing Timesheet.
Any time a User spends on a Job will be logged in the Job once that Timesheet is completed, and can be converted to a Product that is billed on an Invoice by clicking the Invoice button at the bottom of the Job. This time-billing can only happen if a non-inventoried Product has been associated with the User in the Users setup panel. The time is billed and the Product is applied to an Invoice, with the quantity reflecting the time spent on the Job, and the Selling Price reflecting the labor rate that has been set in the Product card.
To create a new Timesheet, click the Timesheet icon in the Tool Bar located at the top of the screen. Choose the User from the pop-up menu; a password may be required if the User you choose is not the one currently logged in. Click the New button to create a new entry. Under the heading Job Code, you can choose an open Job to work on, or you can leave the default set to General. If you choose a Job, you can also choose a sub-task within that Job. (see section on Jobs below for more info) To start the clock ticking, click the green Start button.
You can manually adjust the start and stop times by clicking them and setting the time that is logged.
To begin a new entry, you need only click the New button. The current entry will be stopped and a new one will be created. To log a note onto a Timesheet, click the Notes tab, enter the note, and click Save.
Several Timesheet cards may be running for one User simultaneously.
To run a Timesheet report, go to Tools > Reporting > Timesheet, and select the report you wish to run. Set your date range, and either preview or print the results. For more information, see the Reporting document on our website’s documentation page.
Users can check their own Timesheets at File > Print User Reports > Timesheets. Once they set the date range, the User can preview or print their own Timesheets.
Click the Job icon in the Task Bar to create a new Job. Give the Job a Code and Description, and create any sub-tasks you want Users to work on when working on this Job. Click Save. Now, this Job will appear in the Jobs list on Users’ Timesheets. Any time a User spends on a Job will be logged in the Time tab of the Job, the date the work was done, and that Task the User worked on. Multiple entries may be logged by one or more Users.
To bill for the time spent on a Job, you must first associate a Product with that User. Create a new, non-inventoried Product, and set the Selling Price as the hourly labor rate for that User. Open your Users setup panel, and in the Product field, enter the Product Code of the Product you created. Click Save.
Now, when you click the Invoice button in the Job, any entries by Users with associated Products will be transferred to a new, unsaved Invoice. The Qty column will reflect the time elapsed on the Job, and the Selling Price will be the hourly rate set in the Product profile.
Click the Duplicate button at the bottom of the window to duplicate the Job, or Delete to delete it. You can also use the Delete and Edit buttons below the entries to modify or delete the times logged by Users.
Changing a Job’s status to Invoiced or Cancelled will remove it from the list of Jobs accessible in the pop-up menu of a User’s Timesheet.
Both Jobs and Timesheets are accessible in the Browser.
