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Time Record Editor Window
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Quick Summary: Allows you to add or edit time records
How to Get There: Records/Add Time Record, Records/Edit Selected Record, or double-click on a time record in the main window
You use the Time Record Editor window to add or edit time records. When you finish editing the data, click the OK button to have Time Logger save the time record information into the database. Click the Cancel button to abandon your changes.
Here is a description of each of the controls:
Start (Date and Time)
Enter the date and time at which the time record started (See Shortcuts for Specifying Time). Note that if you are running in duration-only mode, only the Date edit box will be available.
To enter a date by clicking on a calendar, click the little button that appears to the right of the start and end date controls.
To enter a time by dragging the hands of a clock, click the clock button that appears to the right of the start and end time controls.
End (Date and Time)
Enter the date and time at which the time record ended. If running in duration-only mode, these controls will not be visible.
Click this button to display a way-cool window for setting the start and end dates and times. For more on this, see Start Time/End Time Panel.
The duration of the stopwatch. A display of "????" indicates that Time Logger cannot calculate a proper duration based on the contents of the Start, End, and Pause Duration edit boxes. This will occur, for example, if the Start Time is later than the End Time.
The duration of the pause or suspension period. If the time record had been interrupted for some period, you may enter the duration of the pause here.
Time Record Descriptor Combo Boxes
Enter or select the time record descriptors for the time record. By default, the combo boxes are labeled Person, Client, Project, Subproject, Activity, Rate, Other, Internal Rate, Tax Rate, and Mileage Rate. However, your labels may be different if you have customized them. You will use the contents of these fields to categorize the time record.
The three buttons at the right of each descriptor combo box let you add, edit, or delete the descriptor respectively. Click the button with the green plus sign to add a new descriptor. To edit the currently selected descriptor, click the button with the picture of a pencil on it. Clicking the button that displays a red minus sign will delete the currently selected descriptor.
If there was some expense or other flat charge associated with this time record enter it here.
For example, if you traveled to the copy center and spent $15 on copying, the time record might start at 10:00, end at 10:44, and include a fixed expense of $15.
If you have an expense that is not associated with a period of time, set both the start and end time of the time record to the time at which the expense was incurred.
Let's say you purchased $21 worth of paper for the client while you were at the office supply store (around 11 AM). In this case, you could set both the start and end times to 11:00, and the fixed expense field to $21.
The fixed expense field may also be used for things such as monthly expenses. For example, if your state requires that you charge sales tax on your services, here's one way to handle it: At the end of the month, determine the client's total charges, and calculate the amount of the sales tax. Then, add that sales tax as a fixed expense for a time record with no duration.
Click the calculator button to the right of the Expense control to perform any calculations. To transfer the result of those calculations, press Ctrl-C, close the calculator, click in the expense box, and press Ctrl-V.
Sometimes you perform work for a client, but cannot bill for it. For example, you may not want to charge for writing up a proposal. Uncheck the Billable box if the time record is not billable.
Using this feature can help you evaluate how much of your time is spent on non-billable activities.
Note that Time Logger will not allow you to include a non-billable time record on an invoice unless that record's fee is zero.
Check this box if you have billed the client for the work or expenses related to this time record. IMPORTANT: If you use Time Logger's invoicing capabilities, Time Logger will automatically check this box for you. That is, when you post an invoice to accounts receivable, Time Logger will automatically set Billed to TRUE. It will also set the invoice number that the record was billed on. This helps you avoid billing for the same work twice, or failing to charge for work you've performed.
Contains the number of the invoice on which this time record was billed. Time Logger will automatically fill in this field if you use its invoicing features. If the work has not been billed, this edit box will be grayed out and display a zero.
Type in a complete description of what you did while the time record was in progress. Descriptions such as "Compiled the weekly field report and faxed it to headquarters." are appropriate here.
OK & Repeat
This button will only be present when you are adding new time records. Select it when you wish to add a series of records to the database.
More >>/<< Less
The remaining controls in this window are used less frequently. The More >>/<< Less button will hide or show these controls. That is, if the controls are not visible, the button will read "More >>", and clicking it will display the controls. Click on "<< Less" to hide them again.
This descriptor may be used however you like to describe the record. We added it because some users felt that they needed additional ways to categorize each record.
If your company has an internal rate that is not used for billing, enter it here. You might use this field to calculate profit by comparing what your time costs you to the amount it costs your client.
If your government requires you to charge a tax (often known as a Value Added Tax) on your work, enter the tax rate here.
Enter the rate at which you bill your travel in dollars per mile. For example, if you charge your clients 30.5 cents per mile, enter .305. Of course, you should use your own country's units for currency and distance.
Time Logger lets you have two separate narrative descriptions for each record. You might use this for a description that will only be used within the company.
Enter the distance traveled for this record.
If your time is taxable, check this box.
If your expenses are taxable, check this box.
If your travel is taxable, check this box.