The Time Detail Report provides a view of all time entered for your company. This Help article will walk you through the steps of viewing, searching, filtering, and exporting your time.
Quick Summary of Step-by-Step Guide:
- Accessing Time Detail Report
- Time Detail Quick Search
- Viewing & Searching Timesheet Notes
- Viewing Timesheet Hours
- Submitted vs Approved Hours
- Sorting Time Detail
- Filtering Time Detail
- Filter Time by Project/Overhead & Task
- Filter Time by Tags
- Export Time Detail
In-Depth Step-by-Step Guide:
Accessing Time Detail ReportTo access the Time Detail Report report click on the Reports tab, followed by the Time & Expense subtab. Select Time Detail Report from the list.
Time Detail Quick SearchThe quick and easy way to find what you need is to use the Search box. In the Search box, you can enter a date, employee name, a project name or number, task name or number, tag or even a specific detail entered in the Timesheet Notes see step 3). After you have entered what you are looking for, hit Enter and the system will quickly search by your criteria.
Viewing & Searching Timesheet Notes
Timesheet Notes can be viewed in two different ways. One way is by clicking on the toggle button located near the top left, directly underneath the title Time Detail Report. The toggle will turn from grey to blue, indicating that the option to show notes is now on. Turning this on will allow you to see all your notes at once and search any note details from the quick search box.
If you do not want to have your report cluttered with everyone’s timesheet notes you can easily view an individual timesheet note by hovering over the notes icon that is located in between the Employee Name and the Project/Task.
Viewing Timesheet HoursThere are four types of hours shown in your timesheet entries list:
- Hours - Shows the total hours an employee recorded for the given time period.
- Invoiced - Invoiced hours show how many of those hours were billable hours.
- Banked - Banked Hours are hours that have been worked, but not yet billed. They are reserved to be billed at a later date.
- Written Off -Written off hours are hours that have been worked that you have chosen not to bill for.
Clicking on the employee hours in any of the last three columns will open a small popup window that displays additional information. You can click on these hours to find more information for when these hours have been invoiced, banked, or written off and by whom.
Submitted vs Approved HoursIn the Submitted or Approved columns, you can see when the time entered was last submitted or last approved. By clicking on the last submitted or approved dates, you can see a history of all submissions and approvals and by whom.
Sorting Time DetailTime detail can be sorted easily by clicking on any of the column headers at the top of the table. For example: If you are wanting to see the timesheet entries by Employee alphabetized Z to A simply click on the Column Header Employee. To view from A to Z, click another time.
Filtering Time DetailYou can filter your time detail by a number of advanced filters by clicking the filter button on the top right side of your time detail table. This will allow you to filter timesheets by multiple criteria at once.
Filter Time by Project/TaskIn the advanced Filter, there are selectors titled Project/Overhead and Task. The Project/ Overhead selector gives you the ability to filter by, not only projects but also by the overhead categories that you designated when setting up your company, then you can break it down another step with the Tasks selector, which allows you to filter by task and overhead subcategories. (See our help article Define Overhead Categories for help with adding or editing these categories). You can see a list of your Projects & Overhead Categories by clicking the Projects/Overhead dropdown. Once you make a selection, the Tasks dropdown will be populated with all tasks or subcategories that belong to your selection.
Task/Overhead Sub-Category Filter
Filter Time by TagsFiltering by Tags provides a way for you to sort timesheet notes by assigned tags. Currently, tags can be assigned to two categories: Users and Tasks. User tags are assigned to employees and Task tags are assigned to tasks. For more information on Creating/Adding & Editing tags see our help article: Tags. To filter by Tags click the Filters button, then click the arrow in the box labeled Tags. This will give you a dropdown menu of all your assigned tags. Select the desired Tag/Tags from the list and click apply.
Export Time DetailYou have added all the filters you want and your time detail report is exactly how you need it, now it’s time to export your report. With just a click of the Export button, you can export your filtered report in seconds. The export will also provide additional fields that do not exist in the table. These fields include:
- Is Chargeable (Y/N): This will indicate whether or not this time entry has been charged to a project.
- Is Billable (Y/N): This will indicate whether or not this time entry is billable on a project.
- Overhead Rate: The current overhead rate at the time this entry was included on an invoice.
- Wage Rate: The current hourly wage rate for this employee at the time this entry was included on an invoice.
- Billing Rate: The current billing rate for this employee at the time this entry was included on an invoice.