Time Sheet Entry

Great tool for reviewing, adding, editing, deleting and approving time records.

Tim avatar
Written by Tim
Updated over a week ago

The advantage of Time Sheet Entry is that more information is visible for Time Records, by day, regarding client/customer rates.  

Adding a Time Record

The Add Time button will pop up a time entry dialog and the date will default to the tab/day that you are currently on.  Once you save the time record, it will display on the tab.

Editing a Time Record

A time record can be edited  as long as it has not been billed.  If the record has been billed, you will see a lock icon in the Billed column.  To edit you can either click the row of the record or click the edit icon.

Deleting a Time Record

A time record can be deleted as long as it has not been billed.  Deleting the record simply removes the record as Open in the system.

Approving Time Records

If the setting Auto Approve Time Records is not set to TRUE, then this is where records are manually reviewed and approved by User/Staff.  The option to approve time records is granted by Permissions.  The option to turn on/off APPROVE TIME RECORDS is in Settings > Time & Expense.  

Once you have selected time records using the check box (left column on table), the APPROVE button will appear.  Once clicked, all records selected will be marked APPROVED.  

Filtering Time Records

Time Records can be filtered to show:
ALL SLIPS
BILLED SLIPS
UNBILLED SLIPS
User/Staff
Week Selector

If permissions are allowed, the logged in User can filter by User.  To change weeks, click the date to drop-down a calendar and select a given week.  There are quick select buttons for the Previous Week, Today, Next Week to easily navigate.

Search By Filter can be used to filter the list even further by client or whatever is typed.  This is a global search, so whatever is entered will be searched.

FAQ

>Customer states when they enter the number 9 on their activity codes the system brings up all activity codes related to 9 instead of prioritizing only the ones that start with number 9. Is there a wild card to enter within this search engine?

It is designed as a Partial search filter, no way to limit it to what it starts with. A possible solution is to Tell them to put two 0s in front of all their client numbers. So when he types in 009 it will come up with what he wants

>what does it to do the expense if it is marked as Reimbursable, Reimbursed?

they can just look at the expenses list and see which of their employees needs to be reimbursed. But that’s as far as mango take it

>I have an entry from 06/28/22 that is on the Open Time Records by Client Report but does not have an engagement. The system will not let me invoice this time out as I can not select an engagement as none exists.

This was a time entry that was transferred over into Mango and it came over without an engagement. In Mango, an engagement is a mandatory field for entering any time. Have the customer go to Clients>Engagements and see what engagements are assigned to this client. Then they can go to that open time record and use the green edit pencil to add an engagement to this time record.

>Can time charges be rounded to 1 decimal point instead of 2 in time sheet entry

No, time charges are only rounded to 2 decimal points

>Can I change an employees billing rate for any unbilled time

Yes, anywhere you may view time records there is a batch options to the right of the screen,use the dropdown menu and select update billing rate.

From Clients>Time & Expense

From Time & Expense>Time Sheet Entry

> Is there a way to charge a flat rate for a specific activity. For example, Zero Sales Tax Return Filed so need to Charge $60 Flat Rate no matter how long it takes the bookkeeper.

you will actually need to set it up as Engagement in the client. And, make it a fixed fee. Activities dont have fixed fees.

Then when you create the time sheet entry, put in that engagme3nt and it will show the fixed rate of $60. You would use the correct activity for this of course.

> Why does my report Time Records by Staff & Date (Billed/Unbilled) show billable hours for 2 of my non billable activities- NonBillable-Training and Tax?

Went to Settings>Activities and see that Nonbillable Training does not have the Billable box checked

I went to Time & Expense for Emmett for the date indicated on the report and see that the billable column is checked for this record

However, I pulled up the time sheet associated with Emmett for this entry and verified the Billable box was not checked.

So this doesn't make sense that it is showing up as billable on the Report. Escalated to T2

>Can we retrieve any time for a client that has been deleted?

we are not able to retrieve any time after , it has been deleted from the client.

>when I enter my afternoon time today, it gives me a negative result if I have anything 5pm or later for the end time

ask for the time that they are putting in such as 1pm -5pm, ect and see if you can replicate getting negative time. Is so, then Dev has to look into this

>we had two standard users added to the account. Please review this set up. They can see billing rates!

This has to be escalated to Dev as the setting in General Settings>Time & Expense>Hide billing rate is turned on

>How to write off all time that you do not want to invoice

Create a zero invoice. to write off time, create a manual invoice and change the invoice amount to $0. Make sure the Finalize Action is Finalize Only
This will create a write off invoice.

In Invoice Review: the Finalize Action is like Posting in IT. If you want to preview just select the invoice and Preview. When you are ready then select Finalize. Invoice can stay in Invoice Review until you are ready to finalize.

>when my running timer is showing 15 min and I convert it to time sheet entry, why has the actual time changed to 30 min?

I believe this is due to your increment time setting in General Settings>Time & Expense

I spoke with a dev person and he said that the reason that happens is because behind the time that you are seeing displayed on the time sheet entry, there are seconds to be considered. So if your increment setting is set for 15 min and your timer showed 15 min and 01+ seconds, the system is going to round up to 30 min based on your increment setting. If you create a time sheet entry and it shows start time of 3:15 and end time of 3:30, that is not showing you the seconds that are associated with that time. So if it is really 3:30:01+, then the system will round up based on your increment time setting.

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