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QuickBooks
Online Manual
Time Tracking
About
Entering Time
QuickBooks
Pro gives you two different ways to enter time directly
into your company file. You can enter:
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Single activities at the time they occur. |
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All the hours for each job on weekly timesheets. |
Both
methods accomplish the same thing.
When you make a single activity entry, QuickBooks Pro
automatically records the entry on that person's weekly
timesheet. Likewise, if you fill in a weekly timesheet,
QuickBooks Pro also saves each hourly entry as a separate,
single activity entry. You can switch from one method
to the other at any time.
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About
Weekly Timesheets
The
weekly timesheet is most effective if you are entering
several dates or several jobs at once. A weekly timesheet
shows the time spent by one person doing any number
of activities for any number of jobs within a seven-day
period. The timesheet can only display one week at a
time, but you can easily view the hours entered for
other weeks.
Before tracking time on a weekly timesheet is important
to be sure that the following things are already set
up within QuickBooks:
Add names of all persons whose time you want to track
to the appropriate QuickBooks lists (Employee, Vendor,
or Other Names). Also, set up the customers, jobs, and
items for which time will be tracked. Both of these
things should already be done when the company is set
up, and in the daily functions of QuickBooks before
you will be entering time.
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About
Single Activities
Use
a single activity entry if you want to time activities
as you do them. Or, you can jot down the details of
one day's work as the day progresses.
A single activity entry shows the time spent by one
person doing a single activity for a single job on a
single date. If you're recording time spent on different
jobs, you must make a separate entry for each job even
if the same person performed all the work.
Use the Stopwatch to time activities as you do them.
For example, an attorney could use a single activity
entry to time or record time spent on the telephone
with a client. He or she could start the Stopwatch upon
answering the call, then stop it when the call is completed.
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Filling
in Weekly Timesheets
| 1. |
From the "Employees" menu, choose "Time Tracking"
and then choose "Use Weekly Timesheet".
 For
Quickbooks 1999:
From the "Activities" Menu, Choose "Time Tracking"
and then "Use Weekly Timesheet".
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| 2. |
In the "Name" field, enter the name of the person
who performed the work and press your tab key.
Make sure you are using the name that is associated
with "employee" type. (As opposed to "vendor",
"customer", or "other name".) |
| 3. |
If you have already made time entries for that
person for that week, the entries appear on the
timesheet. You can add to or edit those entries. |
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| A. |
If
necessary, change the date range of the
week displayed: |
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To
change to the next week, click "Next Week". |
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To
change to the previous week, click "Prev
Week". |
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To
change to any other week, click "Set Date"
and enter a date in the week you want to
display. |
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| 4. |
In the "Customer:Job" field, which is the first
column listed on the timesheet template, enter
the customer for whom the work was performed.
If you are tracking individual jobs as well, enter
the customer name, a colon, and a job name. You
can also use the drop-down list to choose the
customer or individual job. Press the tab key
to move into the column. |
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Non-billable
time: If you do not intend to invoice
your customer for this particular activity,
you still may want to enter the customer
or job name. For example, if you spent the
time correcting an error on a job, filling
in the Customer:Job field gives you a record
of your non-billable time for the job. You
can display non-billable time on time reports. |
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Overhead:
If the time is truly overhead and has no
association with any customer or job, then
leave the Customer:Job field blank or you
can setup your company has a customer. |
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| 5. |
Enter the name of the service item that matches
the type of work the employee did for the customer/job
that was just entered, in the next column, which
is the "Service Item" field. The item should be
what you would want to invoice this customer in
terms of the work the employee has finished. Then
press tab to move into the next column. |
| 6. |
(You can only perform this step if Payroll
is turned on.)
Change, if necessary, the payroll item that QuickBooks
Pro enters in the "Payroll Item" field. |
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For
example: if you are recording sick time
for a salaried employee, choose the "Sick
Salary" payroll item. You don't have to
worry about the employee's actual salary
or hourly rate when you choose a payroll
item because you entered wage information
for your employees when you set up the employees'
payroll record. |
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| 7. |
Next, in the "Notes" field/column, enter any additional
information about this work and press tab. |
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Any
notes you enter in this column can be printed
on an invoice when you bill the customer
for this time. See the instructions for
"Invoices" to learn how to do this. |
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| 8. |
In the "Class" field, enter the name of the class
you want to associate with this work. Then press
tab to move into the next field. You can only
perform this step if class tracking is turned
on. |
| 9. |
The next seven columns are the columns for each
day of the week, Monday through Friday, listed
with the dates for the week you are entering.
For each day of the week that work was performed
for this customer and item, enter the number of
hours worked in the appropriate date column. |
| 10. |
When you are making entries, QuickBooks automatically
assumes you are going to bill the customer for
this time.
If you are not going to bill the customer for
the work, click on the invoice symbol that appears
in the next column when you are making the time
entries. Clicking on the symbol will place a red
"X" over it. If the invoice symbol is clear/white,
it means that you want to bill the customer, but
have not done the invoice for that time yet. If
a red "X" covers the invoice symbol, it means
you are not going to bill the customer for that
time. If the invoice symbol is gray, this indicates
that you have already billed the customer for
this time. |
| 11. |
Repeat
Steps 3 through 10 to add additional lines for
time spent on other jobs, doing other services,
or associated with other payroll items. |
| 12. |
Record the timesheet: |
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To
record and close the window, click "Save
and Close".
For
Quickbooks 2001, 2000, 1999:
To record and close the window, click "OK".
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To
record and display a weekly timesheet for
a different person for the same week, enter
the new person's name in the "Name" field. |
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To
record and display a new, blank weekly timesheet
for the same week, click "Save and New". |
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To
record and display a weekly timesheet for
this person for next week, click "Next"
at the top of the timesheet. (Click "Prev"
if you want to display the person's timesheet
for last week.)
For
Quickbooks 2001, 2000, 1999:
To record and display a weekly timesheet
for this person for next week, click "Next
Week". (Click "Prev Week" if you want
to display the person's timesheet for last
week.)
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Printing
Timesheets
| 1. |
You can how print the individual timesheets from
the entry screen. |
| 2. |
You can print multiple timesheets at once from
the "File" menu,
choose print "Forms" and then choose "Timesheets".
For
Quickbooks 2001, 2000, 1999:
From the "Reports" Menu, Choose "A/P Reports,
then "Sales Tax Liability".
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| 3. |
Change the date range for the timesheets by entering
different dates in the "Dated" and "Thru" fields. |
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QuickBooks
initially assumes that you want to print
timesheets for the current workweek. By
changing the dates, you can print timesheets
for other weeks. |
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| 4. |
In the list of names, make sure that all the people
for whom you want to print timesheets are selected.
If you do not want to print a timesheet for someone,
click the checkmark next to his/her name to make
the checkmark disappear. If the list is long and
you only want to print timesheets for a few people,
click "Select None". In the first column, click
next to the name of each person for whom you want
to print a timesheet to make a checkmark appear. |
| 5. |
To print the full text of your activity notes
on each timesheet, select "Print full activity
notes." at the bottom of the window. If you don't
select this option, QuickBooks prints only the
first line of each note. |
| 6. |
Click "Preview" to see on your screen what each
timesheet will look like when printed. |
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| A. |
Click
"OK" from the "Print Timesheets" window. |
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| B. |
Click
"Print" from the "Print Preview" window. |
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