Invoicing 3: Review time records – Primacy customer support

There are a number of ways to review time recorded against a client. You can do so in the following ways:

Work in progress (recorded but not yet transferred to billing or invoiced)
The Process timesheets list
The Billing items list
My timesheet calendar
Revenue by time spent analysis

To review a time record in work in progress

Click Client administration > Lists > Clients.
Locate and double-click the client you'd like to check.

You may also right-click the client and select Properties.
Click the Fees tab > Work in progress. When a time entry record or charge has been submitted and approved, it can be reviewed here.

Items will have a Billing status of either Submitted or Accepted. Items that have been Submitted can be Accepted by either double clicking the item or right clicking and selecting properties.

The only way to change the Billing status of a time entry or charge to Unsubmitted is to select Save progress instead of Submit when submitting the time entry or charge.

To review from process timesheets

This list is split into two sections. The upper pane Timesheets displays a summary of all the time entries for the selected employee(s) and period. As an employee's summary is high-lighted, the lower pane Time entries will display details on each time entry for the selected period for the current employee. Time records with the status of Rejected or Unsubmitted can further be Deleted from this screen.

Click Time and billing > Lists > Process timesheets.

See Process timesheets (list) for further details.

To review multiple client records in the billing items list

The Billing items list offers the most complete view of all billing items and will include time entries, non-recurring charges and recurring fees. The user can elect to include items already billed and can also accept submitted entries. By using all the built-in data analysis tools in Primacy Workplace, this is the ideal place to analyze your billing data and prepare ad hoc management reports.

Click Time and billing > Lists > Billing items.

See Billing items (list) for further details.

To review from my timesheet calendar

Click Time and billing > Lists > My timesheet calendar.

A toolbar appears at the top of the calendar. Use the refresh icon to refresh the data. The green arrows will move the screen dates forwards and backwards. The square calendar icon will take the calendar to a range including today’s date and the zoom in and out will increase/decrease the number of days in the pane. Use the red circular icon to close the screen. These icons can be added or removed from the toolbar by selecting the down arrow on the right of the toolbar.

The dates above the calendar will show the working week according to which date is selected in the calendar, followed by the expected hours recorded and the actual hours recorded. The number of hours in the day and week are set in a system property by navigating to Settings > Application configuration > System properties > Employee standard hours per day and Employee standard hours per week. The total hours per day notification within the calendar will change colour when the expected number has been reached or surpassed. Items displayed in red fall short of the value set in the system property

The left-hand pane shows the most recently used clients in time recording. To add additional records for these clients, click on a client and drag it into the date on the calendar. This will open a partially completed time record for that client on that date.

To view time records recorded click on the down arrow in the calendar date and the items will appear in the lower Details pane. Here they can be opened by right-clicking and selecting Properties, double clicking or through the Actions menu. The status can also be changed in the same way as it is changed in Processing timesheets, detailed above. For ease of navigation a small calendar is available in the left-hand pane to navigate to past or future dates.

To review revenue by time

Click Time and billing > Lists > Revenue by time spent analysis.

Each of the buttons can be dragged into or out of the header row and placed in the vertical or horizontal axes to influence the way in which the data is summarized.