Enter a Time Card

You can enter hours worked for each day, keep track of work projects, as well as input internal and/or external comments for the hours worked. An approval process can be created for Time Cards using Standard Salesforce Approvals. The following statuses are preinstalled with Accounting Seed: 

• In Process - You can set your Time Card to this status if it is incomplete and you do not want it automatically posted as part of the Scheduled Post job. 
  Note: Depending upon your setups, this might be the default status for your organization (org). 
  
• Approved - This is the default system status, which can be changed in your setups to default to a different Posting Status. A Time Card status must be approved prior to posting. 
  Best Practice: It is recommended to have the daily Scheduled Post job created, which provides the ability for all Time Cards that have a posting status of “Approved” to automatically post based upon the Next Run Date and Preferred Start Time. 
  
• Posted - This status is assigned to a Time Card after transactions for the Time Card Days have posted to the General Ledger.

Do you want to:

• Enter a Time Card
• Delete a Time Card Line

1. Navigate to Accounting Home and click the Create Entries tab. Then, under the Expenses menu, click Time Cards.
2. Click New.
   Note: The new Time Card dialog box displays with the fields pre-populated, including the Time Card Period field (if a Time Card Period(s) exists).
   
   Note: The fields only pre-populate when the New button is clicked. If you Clone a Time Card, all of the fields will not pre-populate.
   
   
   
   
3. Modify the pre-populated information, if necessary.
   Note: Required fields display with a red asterisk. 
   
   • Employee - Your name should automatically display in this field. If you need to change the name, click X. Then, click in the Search People lookup field to search for the employee.
   • Time Card Period - Click X to remove an existing period, if necessary. Or, click in the Search Time Card Periods lookup field to search and select an available period. Otherwise, enter a new Time Card Period.
     Note: A system admin permission level is required to enter a new Time Card Period. 
     
   • Type - The Time Card Type can be for the Actual Time Card or a Budget Time Card.
     Important: Only one Actual Time Card per employee can be included for a selected Time Card Period. However, multiple Budget Time Cards per employee can be created for the same Time Card Period. For additional information, refer to the Create a Budget Time Card article.
   • Posting Status - The default Posting Status is “Approved.” 
   • Ledger - The default ledger displays. Otherwise, if you have more than one ledger or the multi-ledger feature is enabled, you can select the appropriate ledger from the drop-down list.
     
4. Click Save. The Time Card screen displays. 
5. From the Time Card Lines section of the screen, click Add/Edit Lines.   
   
   
   
   
6. Click Add Line. The New Time Card Line dialog box displays.
7. Complete the fields to add the new line.
   Note: Required fields display with a red asterisk. 
   • Project - Search for and select the project name that will be associated with this Time Card Line. For more information on Projects, refer to the Project Setup article. 
   • Project Task - Search for and select the project task name that will be associated with this Time Card Line. For more information, refer to the Project Task section of the Project Setup article. 
   • Billable - Click to select this checkbox if the hours on this Time Card Line will be billable to a customer. The Billable flag is optional in the Time Card interface and can be set to "Off" in the Enablements screen.
   • Overtime - Click to select this checkbox if the Time Card Line will represent overtime pay rate hours.
   • Time Card Variable 1-2 - The label for the Time Card Variable 1 and 2 can be set up in the Enablements screen. Examples of usage for this field might include items such as to record overtime, identify rework, and/or identify a location. Search to select a variable, as necessary. 
     
     Important: The Billable, Overtime and Time Card Variable 1-2 fields on the Time Card Line are controlled by both the Disable Billable Flag in Time Card Entry (on/off) button on the Enablements screen and the Read/Edit permissions to those fields. 
     
     
     
     
8. Click Save. The Time Card Lines data grid displays with the newly created line.
9. Enter the appropriate hours for each day, as necessary. 
   
10. (Optional) Click the Add Comments icon to enter Internal and/or Invoice (external) Comments, where appropriate. Then, click Add.
    
    
    
    
    
    
11. Click Save. The Time Card Lines data grid refreshes with the entered hours for each day. 
12. Add additional lines, as necessary. Otherwise, click Back to return to the Time Card screen.
    
    
    Note: Click here to view the above image in full screen. 
    

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