Record time for resources assigned to work orders and production builds

Record Time lets you log hours worked by a manufacturing resource against a work order or production build. You can spread hours across multiple days, and Versa creates one time entry per day automatically.

This replaces the older single-entry "Add Time Entry" button with a single, more flexible form that handles both planned-duration spreading and ad-hoc time recording.

Who can use Record Time?

• A user with Project Costing access can record time on work orders and production builds.
• The work order or production build must be In Process to show the Record Time button.
• All time entries apply to the entity selected after sign in.

Where to find Record Time

1. Sign in and select your entity.
2. Open a Work Order or Production Build that is In Process.
3. Scroll to the Team or Assigned Resources section.
4. Each assigned resource row has a Record Time button (with a plus icon) in the actions column.

How Record Time works

When you click Record Time, a modal opens showing a table of days and hours. What you see depends on the resource:

• First time recording (planned duration exists, no prior time entries): The modal auto-fills with an even split of the planned hours across consecutive available days. The split respects the resource's daily capacity and unavailable days (such as weekends). You can adjust every field before saving.
• Adding more time (entries already exist, or no planned duration): The modal starts with one blank row. Add as many day rows as you need.

The modal shows a running Total entered and Remaining count so you can match the planned total or record partial progress.

Record planned time (auto-spread)

1. Open a work order or production build that is In Process.
2. In the Assigned Resources section, click Record Time for the resource.
3. The modal opens with suggested day rows. Each row has a date and a number of hours.
4. Review the suggested dates and hours. Adjust any field as needed:
   • Change a date by typing a new date or using the date picker.
   • Change the hours for any day.
   • Click the trash icon to remove a day row.
   • Click + Add Day to add another row.
5. Check the Total entered and Remaining figures. The remaining number turns green when entered hours match the planned total.
6. Click Apply.

Versa creates one time entry per day row. Each entry has its own date and hours. The assignment's end date is updated to the latest day you entered.

Record ad-hoc time (no auto-spread)

If the resource already has time entries, or the assignment has no planned duration, the modal starts with one blank row.

1. Click Record Time for the resource.
2. The modal opens with one blank day row.
3. Enter the date and hours for the first entry.
4. Click + Add Day for each additional day you want to record.
5. Click Apply.

What happens behind the scenes

• Each day row creates a separate time entry with the date and hours you entered.
• The assignment's end date is set to the latest date in your entries (if it extends the current end date).
• The planned duration on the resource row is separate from actual time. Planned duration is an estimate; time entries are what was actually worked.
• If the resource has a Default Duration set and no prior entries, the auto-spread uses Default Duration × Batch Count to calculate total planned hours.

Record Time and the Shop Floor Terminal

The Shop Floor Terminal has its own operation timers (Start, Pause, Resume, Stop) that automatically create time entries when an operator stops a timer. Those timer entries appear the same way as manually recorded time.

Use Record Time on the work order or production build page when you need to:

• Log time after the fact (the operator forgot to use the terminal).
• Spread a planned estimate across days as a starting schedule.
• Record time for a resource that is not using the terminal.

For real-time clock-in and clock-out from the shop floor, see the companion article Use the Shop Floor Terminal to run work orders and production builds.

If you do not see Record Time

• The button does not appear: The work order or production build may not be In Process. Start the work order or change its status to In Process.
• No resource rows shown: No resources are assigned. Use Add Resource to assign a manufacturing resource first.
• The button does nothing: Confirm you have Project Costing permission for this entity.
• Remaining shows in red: Your total entered hours do not match the planned total. This is a visual hint only — you can still apply entries that are more or less than planned.

Tips

• The auto-spread is a starting point only. Adjust the dates and hours to match the actual schedule before applying.
• If a resource works a partial day, enter only the hours worked — you do not need to fill the daily capacity.
• Each day row is a separate entry. This makes per-day reporting and filtering more accurate than a single multi-day entry.
• The end date of the assignment is derived from your entries, not from the planned duration. If you record time through Friday, the assignment end date moves to Friday.

What this guide does not cover

• Setting up manufacturing resources (Team Members) — see the Work Centers guide.
• Operation sequences and routing — see the BOM Operation Sequences guide.
• Shop Floor Terminal timers — see the Shop Floor Terminal guide.
• Timesheet approval and payroll processing.