Creating Individual Time Entries

The Date will default to today's date.

Click the Date field and select the relevant date from the calendar for the time entry, where required.

Elite Plan with FYI as the PM Source
Time entries cannot be created before the Period Lock Date, which is set at the practice level.

The User is set by default to your name.

FYI Admins, or users assigned to a User Group with the Edit Timesheets permission enabled will be able to create time entries for any user in the practice. Select the relevant name from the drop-down list.

This feature is only available to practices on the Elite plan with FYI as the Practice Management Source.

The Time Type will default to Chargeable.

Click the drop-down to change the Time Type to a Non-Productive or Capacity Reducing selection, as defined for your practice Refer to Managing Time Types.

When creating a Time entry for a job, email or document, the client will default to the selected record. This can be changed if relevant.

Type at least three characters of the client name to search and select the required Client.

Note: Draft time entries can be created without a client, but must be added before submitting the time entry.

When creating a Time entry for an email or document filed to a specific job, the default is the Job of the selected document. This can be changed if relevant.

Select the Job for the client. Only active jobs can be selected.

Pro Plan - Show Jobs by Client enabled
When Show jobs by client is enabled in the Practice Settings, only the jobs for the specific client are included for selection.

Pro Plan - Show Jobs by Client disabled
When Show jobs by client is not enabled in the Practice Settings, the list of jobs includes all jobs for all clients in the Client Group.
 

Elite Plan with FYI as the PM Source

Both Standard Jobs and Workflow Jobs will display in the drop-down. Billing Jobs will be hidden to provide efficiency when creating a Time entry. 

This feature is only available to practices on the Elite plan with FYI as the Practice Management Source.

When creating a Time entry, Show jobs by client will default to the Practice Settings Default. 

When ticked, only the jobs for the specific client are included for selection.

When Show jobs by client is not ticked, the list of jobs includes all jobs for all clients in the Client Group.

This feature is only available to practices on the Elite plan with FYI as the Practice Management Source.

When a Workflow Job is selected, the Billing Job field will populate with the corresponding Billing Job.

Click the Billing Job link will open the Job in a new tab.

This feature is only available to practices on the Pro or Elite plans with XPM as the Practice Management Source.

An XPM Task must be selected to record time to.

XPM Workflow Jobs enabled
If a Billing Job is selected in the Job drop-down, the corresponding XPM Workflow Jobs are displayed in the XPM Task drop-down.

If there is only one XPM 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.

XPM Workflow Jobs disabled
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.

Enter your Time taken.

Time can be added using the hours and minutes format (hh:mm), a whole number, or as a decimal. Decimals will be converted using 6-minute increments. For example, to add 12 minutes, you could enter 00:12, 12, 0012, or 0.2. Once entered, the time will be converted to display using the hours and minutes format (hh:mm). Refer to Time Overview.

This feature is only available to practices on the Elite plan with FYI as the Practice Management Source.

The rate will only display once a Client and Job has been selected.

Confirm the rate shown.

The value of the Rate will be displayed first, followed by the name of the rate, and the source e.g. 180.00 (Accountant) (Client Rate).

Note: A rate will be selected automatically if a default Time Rate has been assigned to the Client, Job, or User (in that order). For example, if there isn't a client default rate, the rate assigned to the job will be used. If a default rate hasn't been selected for either the client or the job, the default rate for the user will be selected. If required, click the drop-down to select a different rate. Archived rates will not be displayed.

Select the Status as "Draft" or "Submitted".

Submitted Status
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 Status
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.

Record 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.

This feature is only available to practices on the Elite plan with FYI as the Practice Management Source.

Select a Time Custom Field if required.

Once selected, choose the Option to be applied to your Time Entry. If the selected Job has values populated for the Custom Fields, the time entry will automatically inherit the value.