Creating Individual Time Entries

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The Time function allows you to create time entries for a Job in FYI. This article includes details on how to create individual time entries, which can be created directly for the Job, or for an email, document or client interaction.

You can add time as "Draft" or "Submit". If integrated with Xero Practice Manager, time entries with the Status set as "Submit" are synchronised to Xero Practice Manager. 

You can also use the Bulk Time Entry feature to add draft time for selected emails and documents, and then review and submit them. Refer to Using Bulk Time Entry to Create Draft Time.

Creating Individual Time Entries

  1. You can add individual Time entries in the following ways in FYI:
    • Click the + button in the menu bar and select I from the list of document types.
    • Press the shortcut key I for a new Time entry.
    • In the drawer from an open job, email, document or client interaction, click the Add time icon in the tools at the top of the Drawer.
    • Expand the Time section in the drawer of an opened email or document and click the Add Time button.

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      The Create Time drawer displays.

  2. Select or enter the Time fields, or change the defaults that display. Required fields are highlighted.

    The following is an example of time created using the + button for a practice on the Elite plan.

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    When creating the Time entry for a selected email, document, task or job, the Client (and, if relevant, the Job) are shown as default but can be changed if needed. The following is an example of time created for a practice on the Pro plan integrated with Xero Practice Manager.

    548_Create_Time_from_Document.gif

    Date
    This defaults to today's date. To change this, click the Date field and select the relevant date for the time entry from the calendar.
    Note: Time entries cannot be created before the Period Lock Date, which is set at a practice level. Refer to Managing Invoices. 3345_Elite_plan_Swish.png

    User
    The User is set by default to your name. If creating the Time for a different person, select the name from the drop-down list.

    Time Type 3345_Elite_plan_Swish.png
    This will default to Chargeable but can be changed to any of the Time Types created for your practice. Time is categorised using Time Types, and are categorised as Chargeable, Non Productive or Capacity Reducing. Refer to Managing Time Types.

    Client
    When creating chargeable time, select the client by typing at least three characters of the client name. A list will be displayed of all clients containing those characters anywhere in the Client Name. Locate and select the required client.

    When creating a Time entry for a job, email, document or client interaction, this defaults to the client of the selected record and can be changed if relevant.

    Job
    Select the Job for the client (refer to Jobs).
    When creating a Time entry for an email or document filed to a specific job, this defaults to the Job of the selected document and can be changed if relevant. You can only select an active job.

    Note: When creating time for a Billing Job, the Workflow Job drop-down will display in the Create Time drawer, displaying all linked Workflow Jobs for the selected Billing Job. You must select a Workflow Job to record time to. 

    The Jobs that are displayed depend on how the option Show jobs by client is set in your Practice Settings. When Show jobs by client is enabled in the Practice Settings, only the jobs for the specific client are included for selection. When Show jobs by client is not enabled in the Practice Settings, the list of jobs includes all jobs for all of the clients in the Client Group. Refer to Managing Practice Settings.

    XPM Task 3346_Pro_plan_Swish.png
    If your practice is integrated with Xero Practice Manager and has Legacy Workflow Jobs enabled, if a Billing Job is selected in Job drop-down, the corresponding Legacy Workflow Jobs are displayed in the XPM Task drop-down.
    I
    f there is only one Legacy Workflow Job, this is automatically selected as the XPM Task for the Time entry. Billing Jobs must have a Task in Xero Practice Manager to submit time against.

    If your practice does not have Legacy Workflow Jobs enabled, when creating or editing a Time entry for a Standard Job, the XPM Tasks are shown. If there is only one XPM Task for the Job this is automatically selected for the Time entry.

    Time
    Enter the time taken. This is entered in hours and minutes in the format hh:mm. 
    Enter the time without the colon (:). FYI will automatically add the colon. For example,
        - to enter 1 hour 30 minutes type 0130.
        - to enter 15 minutes type 0015.
    To change the time entered, click the X in the Time field to delete it and then enter it again.

    Rate 3345_Elite_plan_Swish.png
    The Rates are used when invoicing time to a client. The Default Rate assigned to the User will be selected by default. Other Rates can be selected from the dropdown. The value of the Rate will be displayed first, with the name of the Rate displayed in brackets e.g. 150.00 (Senior Accountant). 
     
    Status
    Select the Status as "Draft" or "Submitted".

    "Submitted" finalises the Time entry. When time has been submitted, it will be able to be invoiced to a client (for Elite practices) or submitted to Xero Practice Manager (for Pro plans integrated with XPM).

    "Draft" leaves the Time entry in FYI as a draft. For Elite practices, Draft time cannot be invoiced. To submit time refer to Displaying and Updating Time.

    Notes
    Add any notes for the Time. When creating a Time entry for an email, document, task or job, this defaults to the type and the name of the selected document, for example, "Letter: ATO Overdue Payment", "Email: BAS Due", "Task: Follow up with client", "Job: 2020 Compliance". The notes can be changed if required.

    Document - When creating Time in the drawer for an email or document, the document link displays.

    Custom Field - Select a Time Custom Field if required. Once selected, choose the Option to be applied to your Time Entry.

  3. Click Create.

    The Time is saved in FYI and can be displayed in My Time in the Home workspace.

Displaying/Creating Time in the Email or Document Drawer

Expanding the Time section in an email or document drawer shows any Time that has been recorded for the email/document. This is useful to check if you have already entered the time details for that email/document.

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You can also add Time for the email/document by clicking the Add Time button in the Time section. This displays the Create Time in the drawer with the client and job pre-filled.

Displaying and Updating Time

Go to your Home - My Time tab to see how many hours you have recorded with individual time entries for the relevant day and to check and add hours to any time created by the Bulk Time Entry. Refer to Displaying and Updating Time.

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