Timesheets and Team members

Overview

Timesheet is a premium module which your subscription plan might not support. Contact sales to get it added to your subscription.

You would define team members to track hours spent on Projects, Production Builds or Work Orders. A team member can be an actual person who does work, or estimated hours to spend on projects, production builds and work orders.

Project Roles

A team member would have roles in a project. This is for informational purposes only.

Create as many roles as needed or just create one role for all.

Creating a Team Member

Manage your team members from the Projects menu, Team members.  Click on New Member. A team member can be a company or a person so enter their information. Fill in the address if needed. There are some GL accounts associated with team members.

Labour Cost: Debited GL Account

This is the GL account to use when timesheet costs are posted to the GL. You cannot set this as this is always defaulted to the GL accounts for the actual project, product build or work order. It will be a Work in Progress (WIP) account created for the project typically.

Labour Cost: Credited GL Account

This is the credit GL account to use when timesheet costs are posted to the GL. It is generally a liability or expense GL account

If you are going to pay for the expense later in cases when this cost will be paid via internal payroll, external supplier bill payment, use an liability account(Expense to be paid for projects as a GL for example). This liability balance is cleared when the cost related to the timesheet is invoiced on a sales invoice to the customer for reimbursements or paid out as part of paying the supplier on bills or internal payroll. You would need to make sure to use this liability account when you record the payroll, pay the supplier bills or create the invoice to customers.

If you are going to do anything with the costs on timesheets later, you can use an expense account. This means any hours recorded on the timesheet will be posted as an expense right away.

Labour Revenue: Debited GL Account (optional)

This is the GL account to use when timesheet costs are posted to the GL and booked as uninvoiced billable time. Only used when the timesheet hours are marked as billable in Work Order or Production Build. Typically, this will be an asset account used to track billable amounts from timesheets that are due to be invoiced back to customers. 

When you create the actual invoice to recuperate the hours, this GL account should be used to clear any pending uninvoiced billable time.

Labour Revenue: Credited GL Account (optional)

This is the credit GL account to use when timesheet costs are posted to the GL and booked as a revenue. Only used when the timesheet hours are marked as billable in Work Order.

This would be the case when the incurred cost on timesheets are billed back to the customers.

Assign Team Members

Once a team member is created, you can assign them to Projects, Production Build, Work Orders. Timesheets can be recorded against projects, production builds and work orders.

Recording Timesheets

New timesheets can be created from the Projects menu, New Timesheet. Enter the date, the team member, and the hours, if the hours are billable, and a project. You can record hours from multiple days in a separate timesheet row.