Enter Tasks and Expenses

The Enter Tasks/Expenses screen enables you to enter tasks performed or expenses incurred for specific clients. From your entries, you can generate client invoices.

Tasks can also be generated automatically from entries in the Calendar.

To enter tasks or expenses:

1.  Select Enter Task/Expenses from the Time Tracking menu or click Add in the Review Tasks/Expenses screen to open the Enter Tasks/Expenses screen.

2.  Select the staff member who performed the task or incurred the expense from the drop-down list in the Staff field.

Note: By default, the active, currently-logged in user is selected in this field, but if you have administrator or user/data entry access to the system, you can change this entry to enter a task or expense for any staff member.

3.  Specify the client for whom the task was performed or the expense incurred in the Client field.

The Recent Client Tasks and Recent Client Expenses panels appear on the screen for reference when you specify a client.

4.  Enter the date the task was performed or the expense incurred in the Date field.

By default, the current system date appears in the Date field.

5.  Specify whether to enter a Task or an Expense in the Type field.

The on-screen fields change, depending on your selection.

6.  Select the appropriate task or expense code from the drop-down list in the Task Code or Expense Code field.

This field is required, regardless of whether you are entering a task or an expense.

7.  Select a project for this task or expense, if applicable, from the drop-down list in the Project field.

8.  Enter the actual time required to perform the task (in decimal format)in the Time Spent field (for tasks), or the amount of the expense in the Amount field (for expenses).

9.  Indicate the time that can be billed to the client in the Billable Time field (for tasks only).

The time you enter in this field must be equal to or less than the amount in the Time Spent field. Alternatively, you can enter zero if the task is not billable.

10. Enter any notes or comments for your own use in the Notes field.

11. Click Next to save the task or expense and set up the fields to enter a new expense or task for the specified staff member, client, and project.