Plan: Not Available: Intermediate, Pro Available: Elite
Users: Not Available: All users Available: FYI Admins or User Group permissions
Practice Management Source: Not Available: Xero Practice Manager, APS, Iris, MYOB AE & AO, CCH, MYOB Practice Management (formerly GreatSoft) Available: FYI
The Create Time step is available when creating automations, and is used to create timesheets for users. When creating Draft time entries, users will be able to review and update the time entry before submitting it. If setting the Status of the time entry to Submitted, a Job must be selected in the Create Time step.
When displaying Time Entries created by the Create Time step, the Automation icon will appear on the right side of the entry. Refer to Using Home - My Time Overview.
Note: An additional Automation Step, Update Time/Disbursement, can be used to update time entries after they have been created.
Merge Fields can be used to insert data from a CSV Import file or another source of data in FYI, by clicking the Merge Field icon.
Create Time
The following is an example of a Create Time step.
Create Time Fields
| Field | Details |
| Date | The current date will be entered automatically, but can be changed to Current Date or select a new date. Merge Fields can be used to import data from a CSV Import file, or customise the date as required, for example, by selecting the End of Month, or by adding advanced formatting to calculate a different date. Refer to Formatting Merge Fields. |
| User | The current user will be selected by default, but can be changed to select a particular user from the drop-down. Merge Fields can be used to select data from a CSV Import file, or User Roles, for example, the Document Owner, or the Client/Job Manager or Partner. |
| Time Type |
Select Chargeable time or any other Time Type created for your practice. Refer to Managing Time Types. If the Time Type is not Chargeable, a Client or Job is not required. When importing data from a CSV Import file, only Chargeable time entries can be imported. |
| Client | Defaults to the Current Client for the process. A specific client can be selected by clicking into the field and entering 3 or more characters. Matching clients will be displayed in the drop-down to select from. |
| Job |
Select from the Current Job, or use Merge Fields to automatically select the job. Merge Fields can be used to select the Trigger Job from the Automation Process. |
| Time |
Time can be entered directly into the field, or use Merge Fields to calculate the minutes. Decimals will be rounded up to the nearest whole number. Refer to Formatting Merge Fields. Time cannot be created if the period has been locked. When importing data from a CSV Import file, time must be entered in minutes, e.g. 75 for 1 hour 15 minutes. |
| Rate | The Rate is used when invoicing time to a client. If a user has been selected in the Create Time step, the Rates assigned to the user will be displayed in the drop-down. If using a Merge Field to select a role, only the Default Rate can be selected. The Rate field is required where either the "Chargeable" Time Type or the 'Submitted' Status has been selected. |
| Status |
Select either a Status of "Draft" or "Submitted". When time has been submitted, it can be invoiced to a client. When importing data from a CSV Import file, the Status cannot be selected from a Merge Field. Separate CSV Import files will be required for each status. |
| Notes | Enter any notes for the time. Click the Merge Fields icon to automatically insert details, for example, document names. |
| Custom Field | Automatically update a Custom Field against the Time Entry. Select the Custom Field from the drop-down to add a Custom Field to the Action drawer. You will then be able to update the Custom Field by making a selection from the drop-down or using Merge Fields. |
Working with the Create Time Step
Submitted Time Entries created as Draft
There may be occasions where the Time Entry cannot be created with the "Submitted" status. This includes:
- The Time Type is Chargeable, and a client or Job has not been selected.
- The Job State is Archived or Cancelled.
- If the Job is a Billing Job, or the client for the Job doesn't match the Client field.
- The Time value is not a valid number. The Time will be removed and the status will be set to "Draft".
- If the Rate cannot be found.
These time entries will need to be updated before being submitted. Refer to Displaying and Updating Time and Disbursements.