JavelanX Time Entry

JavelanX Time Entry brings enterprise-wide time entry to the desktops of your service professionals, increasing the accuracy and timely capture of project activity information for billing. Designed for local and wide area networks with client/server architecture, JavelanX Time Entry captures professional time as you work and includes validation and lookup against clients, projects and activities. For the timekeeper on the move, JavelanX Time Entry offers browser internet and non-internet access to both time entry and performance statistics, so your staff is never out of touch.

Capture Time as You Work

Timekeepers open to a Calendar View, showing all reported and pending time with customizable drill down and time reporting features. A scrollable area displays an unlimited number of Time Templates for all open time entries, including active timers and pending time. Simply click on the stopwatch as you work and JavelanX Time Entry accurately tracks time spent on that task. You can quickly switch between tasks with the mouse. The unique Time Template allows you to enter time by the day or for multiple days --- simply point and click to highlight days, then drop the template into the highlighted area. Drag and drop lets you easily assign a time entry to a day, or right mouse click to edit, delete and copy timers.

Drill Down To Details

JavelanX Time Entry=s Calendar View gives your professionals access to all time reporting history, with drill down and user-customizable detail display. Simple point and click selectors change your display to show billable/non-billable time, pending/submitted time or total time for any month. Click on a day, highlight selected days or a series of days to drill down to a list of time entries. Colorful icons indicate the status of each entry. Change the order of any column by clicking on the column heading or pressing the Custom button to choose your own columns and tailor your display. A report button generates a printout of selected time entries, for quick review and editing. Click on an entry, and unbilled or pending time slips are available for editing. Or select New from the buttons at the bottom to enter a new time slip, template/timer.

Productivity Enhancements

Short cut your entry time with JavelanX Time Entry=s glossary and spell checking features. Glossary abbreviations expand into full description text, with no limits to the number of characters or the number of glossary codes. Customizable for individual users as well as system-wide, glossaries reduce entry time for repetitive descriptions and promote consistency in phrasing and style. Spell checking offers suggestions and custom dictionaries to store client names or other work-specific terminology.

Personal Productivity Statistics Y At a Glance

Why wait for monthly reports or staff meetings to see your performance statistics? With JavelanX Time Entry, your personal productivity statistics are available on screen, whenever you want them. Current month and year to date statistics for recorded hours and dollars, billing and cash realization, department and firm ranking and effective and average billing rates are available to authorized timekeepers with a single mouse click.

System Requirements

ServerMicrosoft WindowsNT ServerMicrosoft SQL ServerMicrosoft Internet Information ServerMicrosoft Transaction ServerInternet Explorer 4.x

ClientWindows 9X, 2000, NT WorkstationInternet Explorer 4.x

JavelanX Time Entry takes advantage of today=s contemporary technology to bring this product to your firm. Built on the foundation of Microsoft WindowsNTJ , SQLServerJ , and ActiveX, JavelanX Time Entry=s unique design and Microsoft=s recommended 3 tier architecture (client, database server, and business rule server) result in unprecedented performance, especially in a distributed operating environment and via your Intranet or Internet.

Overview of Time Desktop

The main window of the Time Form consists of four areas:

Heading-

The Heading contains the name of the timekeeper whose calendar is displayed. For professional use, this is the name of the timekeeper that is currently logged in and is the timekeeper that is to appear on the time entries that are entered. Users who have authority to enter or maintain another timekeeper=s time can select the Change Timekeeper option on the main window. The name of the selected timekeeper will then be displayed. Time is entered for a single timekeeper at a time.

Time Template Bar-

The Time Template Bar displays beneath the Heading and displays graphic representations for time templates that assist in tracking and copying time entries. If no graphics are displayed in this area, there are no templates set-up for the timekeeper.

Time Templates are creating by accessing the New Time option form the main window and clicking on the Template check box. A time form is associated with each template and contains values in any or all of the time fields. It can be dragged and dropped to any day or days in the calendar to create a pending time entry with the template information on the target days. A timer can be started for any template to assist the timekeeper in tracking time. When the template is dropped in the calendar, the Date of the time entry is automatically set to the date where the template was dropped. Refer to the Create a Time Template help for additional information.

Time Calendar-

The Time Calendar displays recorded hours per day for the timekeeper and selected month/year. Selecting a day in the calendar will display a list of time entries for that day. From that list, you can drill down to the time entries and make maintenance changes. All users can modify their own pending time entries. Submitted time entries can only be modified if you have authorization to do so. Time entries that are included in a billing instruction can only be viewed in this form. Billed time can not be modified.

Menu Panel-

The Menu Panel provides access to additional program features via menu option links and radio buttons as follows:

Menu Option Links provides access to the menu options: Change Timekeeper, New Time, Submit Time, and Statistics.

Hour Display Options provides a series of radio buttons for the timekeeper to toggle the display of hours in the calendar. The timekeeper can choose to see total hours, nonbillable and billable hours, or pending and submitted hours in each day on the calendar.

Time Form Keyboard Options

Help-

Context Sensitive Help - To learn about a specific field, dialog box, window, or command button, click the "What's This? toolbar button":

The Help Select pointer will display (arrow and question mark). Click on the desired item or field. A pop-up window will be displayed with a brief description of what that item or field is used for. As an alternative, in the time forms, you can position the cursor in a specific data entry field and press F1. For additional information regarding the item or field, use the Help link in the main window or the Help button in each of the dialog boxes.

General Form Help - To display General Form Help, use the Help link in the main window or the Help button in each of the dialog boxes. The Search dialog box will be displayed where you can locate topics in Help via the Contents, Index, Search, or Favorites tab.

Standard Query Lookup-

A Lookup button [Y] is displayed adjacent to any field that has a query lookup. The query lookup can be invoked by a single click on the Lookup button, double clicking in the ID or code field, or pressing F4 when the cursor is positioned in the field.

The query lookup displays a dialog box. There are two main areas to the box; upper area: search criteria and lower area: selection list. You can enter search criteria into one or more of the criteria fields. The lookup performs automatic pattern matching so that you do not need to enter wildcard characters. By default, the lookup will select those entries that match the beginning of the word. You have the choice of searching for entries that match any part of the word, or that exactly match the word only. To do so, click the desired radio button before performing the search.

Clicking the Search button or pressing Enter causes data to be selected and displayed in the selection list area of the dialog box.

To perform a new search, you can edit the search criteria and click the Search button or press Enter when the input focus is in the search criteria portion of the window.

In addition, the selection list provides expandable column widths. Click on the column division between two column headings and drag the mouse to the left or right to change the width of the column.

Data in the list can be resorted by any column in the list by clicking on the desired column=s header. For example, in the Matter lookup click on the Matter Description column header to sort the matters by matter short name, or click on the Client Short Name column header to sort the matters by client short name.

To locate and select an item from the matching entries you can:

C Press the down/up arrows on the keyboard to highlight the desired item, then either click on the desired item, click the OK button, or press Enter.

C Click on the scroll bar to locate the desired item, then click on the desired item

C Type a character that matches the first character of the ID or code desired. The first list item that matches this character will be highlighted. You can then select this item by either clicking on the item, clicking the OK button, or pressing Enter. Or, you can continue locating items further down the list by using the down/up arrows on the keyboard or by clicking on the scroll bar.

Keyboard Shortcuts-

Press	To
F1	To see Field Context Sensitive Help in the time windows.
F3	Expand Glossary Code to pre-defined text, used in the Narrative field of the time forms.
F4 or [Y]	Perform a Lookup when the cursor is in an ID or code field.
F7	Spell Check when the cursor is in the Narrative field.
ALT+F4	Quit Time Form.
CTRL+ESC	Display the Start Menu.
ALT+TAB	Switch to the window you last used. Or switch to the next window by pressing ALT while repeatedly pressing TAB.
CTRL+X	Cut.
CTRL+C	Copy.
CTRL+V	Paste.
DEL	Delete
CTRL+Z	Undo.
t	Have today=s system date entered into the Date field of the time form.
y	Have yesterday=s date entered into the Date field of the time form
+	Have date in the Date field incremented by 1 day in the time form.
-	Have date in the Date field decremented by 1 day in the time form.

Time Calendar

The Time Calendar provides a month=s view of hours that have been entered by the timekeeper. The hours displayed are a sum of all the pending time, submitted time, and billed time per day. The sum includes client/matter billable, client/matter nonbillable, and firm nonbillable time.

In each day of the Time Calendar, one or two daily hour totals will display according to the selection on the main window. The hours can be displayed in one of three ways:

C Total hours entered for each day (click the Hours: Total radio button).

C Nonbillable/Billable subtotals for each day (click the Hours: Nonbillable/Billable radio button).

C Pending/Submitted subtotals for each day (click the Hours: Pending/Submitted radio button).

The Time Calendar allows you to move form month to month by clicking on a forward arrow or backward arrow command button. Additionally, you can select a particular month and/or year from the month drop-down list box or year drop-down list box.

You can drill down to a list of all time entries for a single day, week, month or disjointed days in the Time Calendar.

The Time Calendar also serves as an interface to Time Maintenance. After drilling down on the desired day(s) to the Timeslip List, click on a selected pending or submitted time entry. The Edit Pending Time or Edit Submitted Time window will be displayed which will allow a time entry to be edited. All users can edit their own pending time. Submitted time can only be edited by authorized personnel.

Selecting Days in the Calendar

Selecting Single Day View:

1. Click on the desired day (when the mouse pointer displays as a hand).

2. The Timeslip List will display all the time entered for that day. The Timeslip List has user expandable column widths. Click on the intersection of two column headers and drag the mouse to the left or right to change the width of the column.

3. Data in the list can be resorted by any column in the list by clicking on the desired column=s header. For example, click on the Status column header to sort the time entries by Status. Or, click on the Client ID column header to sort the time entries by client ID.

Selecting Week View:

1. Select (highlight) the desired days from the Time Calendar:

a. There are 2 ways to highlight contiguous days in the Time Calendar:

Click on the first day (when the mouse pointer is displayed as an arrow), then Shift+Click on the last desired day (when the mouse pointer is displayed as an arrow).

Click on the first day and while holding the mouse button down, drag across the desired days and release the mouse button.

b. To un-highlight selected day(s) in the Time Calendar: right click on the desired day(s) (when the mouse pointer is displayed as an arrow)

c. To un-highlight all days in the Time Calendar: left click on any day that is not highlighted (when the mouse pointer is displayed as an arrow)

2. Click on any of the highlighted days (when the mouse pointer displays as a hand). The Timeslip List displays all the time entered for the highlighted days.

3. The Timeslip List has user expandable column widths. Click on the intersection of two column headers and drag the mouse to the left or right to change the width of the column.

4. Data in the list can be resorted by any column in the list by clicking on the desired column=s header. For example, click on the Status column header to sort the time entries by Status. Or, click on the Client ID column header to sort the time entries by client ID.

Selecting Month (Working Days) View:

1. Select (highlight) the desired days from the Time Calendar:

a. Click on the first day and while holding the mouse button down, drag across the desired days and release the mouse button.

b. To un-highlight selected day(s) in the Time Calendar: right click on the desired day(s) (when the mouse pointer is displayed as an arrow)

c. To un-highlight all days in the Time Calendar: left click on any day that is not highlighted (when the mouse pointer is displayed as an arrow)

2. Click on any of the highlighted days (when the mouse pointer displays as a hand). The Timeslip List displays all the time entered for the highlighted days.

3. The Timeslip List has user expandable column widths. Click on the intersection of two column headers and drag the mouse to the left or right to change the width of the column.

4. Data in the list can be resorted by any column in the list by clicking on the desired column=s header. For example, click on the Status column header to sort the time entries by Status. Or, click on the Client ID column header to sort the time entries by client ID.

Selecting Month (All Days) View:

1. Select (highlight) the desired days from the Time Calendar:

a. There are 2 ways to highlight contiguous days in the Time Calendar:

Click on the first day (when the mouse pointer is displayed as an arrow), then Shift+Click on the last desired day (when the mouse pointer is displayed as an arrow).

Click on the first day and while holding the mouse button down, drag across the desired days and release the mouse button.

b. To un-highlight selected day(s) in the Time Calendar: right click on the desired day(s) (when the mouse pointer is displayed as an arrow)

c. To un-highlight all days in the Time Calendar: left click on any day that is not highlighted (when the mouse pointer is displayed as an arrow)

2. Click on any of the highlighted days (when the mouse pointer displays as a hand). The Timeslip List displays all the time entered for the highlighted days.

3. The Timeslip List has user expandable column widths. Click on the intersection of two column headers and drag the mouse to the left or right to change the width of the column.

4. Data in the list can be resorted by any column in the list by clicking on the desired column=s header. For example, click on the Status column header to sort the time entries by Status. Or, click on the Client ID column header to sort the time entries by client ID.

Selecting Disjointed Days View:

1. Select (highlight) the desired days from the Time Calendar:

a. To highlight multiple disjointed days: Ctrl+Click on the desired day(s) (when the mouse pointer is displayed as an arrow).

b. To un-highlight selected day(s) in the Time Calendar: right click on the desired day(s) (when the mouse pointer is displayed as an arrow).

c. To un-highlight all days in the Time Calendar: left click on any day that is not highlighted (when the mouse pointer is displayed as an arrow).

2. Click on any of the highlighted days (when the mouse pointer displays as a hand). The Timeslip List displays all the time entered for the highlighted days.

3. The Timeslip List has user expandable column widths. Click on the intersection of two column headers and drag the mouse to the left or right to change the width of the column.

4. Data in the list can be resorted by any column in the list by clicking on the desired column=s header. For example, click on the Status column header to sort the time entries by Status. Or, click on the Client ID column header to sort the time entries by client ID.

Timeslip List

The Timeslip List displays when you drill down on one or more days in the Time Calendar or when you choose the Submit Time option from the main window. If drilling down from the Time Calendar, the Timeslip List automatically displays a list of all time entries (pending, submitted, and billed) for the selected days. If the Submit Time option was chosen, the Timeslip List automatically displays a list of all pending time entries that currently exist for the timekeeper (regardless of date). From that list, you can drill down to the time entries and make maintenance changes (click on the desired time entry).

You can select which columns of data are displayed in the Timeslip List (except the Check box, Status, Date Worked and Client ID are permanent columns and cannot be removed). To customize the list, choose the Custom button. For further information regarding this feature, refer to Timeslip List Columns help.

In addition, the Timeslip List provides expandable column widths. Click on the column division between two column headings and drag the mouse to the left or right to change the width of the column.

Data in the list can be resorted by any column in the list by clicking on the desired column=s header. For example, click on the Status column header to sort the time entries by Status. Or, click on the Client ID column header to sort the time entries by client ID.

The Check box allows you to select one or more time entries at a time for actions such as printing on the Timeslip List Report, submitting to the billing system, or deleting. To select a particular time entry(s), click in the check box or press the space bar (when the desired time entry is highlighted, via right mouse click) to display a checkmark. When all time entries are to be selected, you can press the Select All button. To deselect all the time entries, you can press the Deselect All button, which is displayed only after using the Select All button.

The Status indicator displays graphical symbols to indicate the time entry status:

$ Pending billable (red light): Billable Time that has been entered for a client/matter which may be incomplete or in-progress. These time entries can only be viewed and edited by the user that entered the time. Pending time is not available for billing, or visible in firm reports and inquiries until it is "submitted". Time need not exist as pending time prior to submitting it to billing. When pending time is to be submitted to the billing system, it must be made complete and valid.

$ Submitted billable (yellow light): Billable Time that has been recorded (posted) to the billing system for a client/matter. Time can be entered and submitted immediately, so long as it is valid, or can be entered as pending time and later submitted. Submitted time is available for billing, firm reporting, and inquiry. To submit time, you must have authority to do so. Also, you can edit, delete or move submitted time if you have authority to do so.

$ Billed (green light): Billable time that has been billed to a client/matter. You can not edit, delete, or move billed time. You can view the detail of billed time by selecting the desired billed time entries and pressing the Report button.

$ Pending nonbillable (red watch): Nonbillable Time that has been entered for a client/matter or a firm nonbillable group/category which may be incomplete or in-progress. These time entries can only be viewed and edited by the user that entered the time. Pending time is not visible in firm reports and inquiries until it is "submitted". Time need not exist as pending time prior to submitting it. When pending time is to be submitted, it must be made complete and valid.

$ Submitted nonbillable (yellow watch): Nonbillable Time that has been recorded (posted) to the system for a client/matter or firm nonbillable group/category. Time can be entered and submitted immediately, so long as it is valid, or can be entered as pending time and later submitted. Submitted time is available for firm reporting, and inquiry. To submit time, you must have authority to do so. Also, you can edit, delete or move submitted time if you have authority to do so.

Command buttons available:

$ Select All - marks all time entries in the list as selected. A checkmark will be displayed in the check box field for each time entry. This button toggles to Deselect All when pressed and visa versa.

You can now press the Report button to produce a Timeslip List Report, press the Submit button to submit pending time entries, or Delete to delete pending and/or submitted time entries. The Report, Submit, and Delete buttons only act on "selected" time entries.

$ Report - prints a report of all selected time entries to the screen in a browser web page. To print the web page to the printer, you may need to select:

$ File / Page Setup and choose Orientation: LandscapeView / Fonts and choose SmallestFile / Print

$ Submit - submit all selected pending time entries to the billing system for billing and reporting, if you have privileges to do so.

$ Delete - Delete all selected time entries (pending and submitted). You can delete your own pending time entries. You can delete submitted time entries only if you have authority to do so. Billed time cannot be deleted.

$ New - Access the New Time form for entry of a new time entry or creation of a Time Template.

$ Custom - Access the Timeslip List Columns dialog box to customize the data columns displayed in the Timeslip List dialog box. You can add, remove, change headings, and re-order the available time columns (except the check box, status, work date, and client ID are permanent and cannot be removed).

$ Close - Close Timeslip List and return to the Time Calendar.

Time Template

A Time Template provides a quick method for creating pending time entries that are the same or similar and timers for tracking time. Time can be either entered directly via the New Time form or by using a Time Template.

Create a Time Template

To Create a New Time Template:

1. Select the New Time option on the main window. The New Time window then displays.

2. Click the Template check box to display a checkmark.

Any of the other time fields can be filled-in, but none are required for template set-up. The Date cannot be entered in a template. The Date field will be automatically filled-in when the template is used to create a pending time entry (when you drag and drop a template into a day on the calendar).

3. The Label field will initially display the client=s short name. The contents of this field will appear with the template graphic in the Time Template Bar for identification. You can change the Label as long as it is a different label from the other template labels.

4. Press the OK button to create the Time Template. The template will then be displayed in the Time Template Bar.

To Create a New Time Template from an Existing Time Entry:

1. Click on a day in the Time Calendar (when the mouse pointer changes to a hand) where a pending or submitted time entry to be used for the template is recorded. The Timeslip List will then display all the time recorded on that day.

2. Click on the desired time entry that is to be used to create a template. The Edit Pending Time or Edit Submitted Time window will be displayed.

3. Click the Template check box to display a checkmark.

4. The Label field will be empty. You need enter a name for the template that is different from the other template labels. The contents of this field will appear with the template graphic in the Time Template Bar for reference.

5. Press the OK button to create the Time Template. The template will then be displayed in the Time Template Bar.

Note: When creating a template from an existing time entry, all the entry fields from that time entry (except the Date) are automatically associated with the template. If you make any changes to the time entry before pressing the OK button to create the template, those changes will also be made to the original time entry. To make changes that are to only effect the template, edit the template after it is created from the time entry. To edit an existing template, right click with the mouse on the template and select the Edit option.

To Copy an Existing Time Template:

1. You can use "drag and drop" or right click on a template and select the >Copy= option to copy an existing template.

a. To copy a template using drag and drop, press and hold down the left mouse button when the mouse pointer is positioned on the desired template and drag it to its new location in the Time Template Bar and release the mouse button.

b. To copy a template using the Copy option, right click on the desired template and select the >Copy= option.

2. The Co. Template window will then be displayed. You need to enter a Label name that is different from the other template labels, make any desired changes, and press the OK button to complete the copy process.

Time Template Bar

The Time Template Bar displays beneath the Heading and displays graphic representations for time templates that assist in tracking and copying time entries. Up to five templates are visible at one time. More than five templates will display a left and right arrow button. To scroll through the available templates, click on the desired arrow button. If no graphics are displayed in this area, there are no templates set-up for the timekeeper.

Each template consists of 3 sections: a label section, an icon section, and a timer section. The label section contains a reference label that was assigned by the timekeeper. The icon section contains a default bitmap that is representative of a timeslip. You can change the icon/bitmap on any template if desired (right click on the template and choose the >Bitmap= option). The timer section contains a small icon depicting a stopwatch to indicate that a timer can be associated with the template.

Right clicking on the template graphic will display a template pop-up menu with the following options:

$ Edit - provides ability to change any time entry information for the template via the Edit Template window.

$ Copy - creates a new template from an existing template. A unique Label must be entered for the new template.

$ Delete - removes the template graphic and it=s associated time entry information.

$ Bitmap - provides ability to select a different template graphic.

$ Restore Bitmap - only available if the bitmap was changed. This option restores the template graphic to the default bitmap that is representative of a time entry.

Time Template with Timers

A timer may be associated with any or all of the templates as an aid in tracking the hours worked value of a time entry. A timer is used to record time as it is worked. A template with a timer can be dragged and dropped into any day(s) on the calendar to create a pending time entry.

To initially start a timer, click the stopwatch icon for the desired template. The stopwatch is replaced with a time display in hours, minutes and seconds. The time display will begin with 00:00:01. If desired, you can initialize the time value of the template by right clicking on the time display. The Edit Timer dialog box will be displayed where you can enter hours and/or minutes to initialize the time to be other than 00:00:01.

The timer clicks off seconds until you click on the timer again. More than one timer can be ticking at the same time. Whenever a template with a timer that has a non-zero elapsed hours value is dragged and dropped into a day(s) in the Time Calendar, a pending time entry is created for each day where it is dropped. You do not need to stop the timer before dragging and dropping the template into the Time Calendar. The hours on the time entries will reflect the time from the timer (it overrides any value that may have been previously entered in the Hours field of the template). If the Time Rounding Feature is enabled, the time entry hours are rounded accordingly (next nearest tenths or quarters). When a template is dropped into the Time Calendar, the timer is reset to the stopwatch.

At this point, you can either leave the value of the Hours field on the time entry or change it by editing the pending time entry.

Note: Changing timekeepers (via the Change Timekeeper option on the main window) or closing/exiting the form will automatically stop the ticking timers and create pending time entries for the current system date.

Time Template without Timers

When a Time Template is created, you have the option of entering a zero or non-zero value in the Hours field. When a pending time entry is created from a template (by dragging and dropping the template to a day(s) in the Calendar), the Hours field will be set to the value entered in the template. At this point, you can either leave the value of the Hours field or change it by editing the pending time entry.

Copying Time Templates to the Calendar

Time Templates can be used to facilitate entry of pending time entries that are the same or similar. Regardless if the timer feature is used, you can drag and drop a template into any day or days in the Time Calendar. When the template is dropped into a day in the Time Calendar, a pending time entry is created and a Date automatically assigned according to where it was dropped in the Time Calendar. The Time Calendar then reflects the hours worked from the template (either from the Hours field or from the timer). Pending time entries created from templates must be later submitted to the main billing system, in order for them to be available for billing, firm reporting, and inquires.

To Copy a Template into a Single Day on the Time Calendar:

1. Press and hold down the left mouse button when the mouse pointer is positioned on the desired template.

2. Drag the template to the desired day in the Time Calendar and release the mouse button, when the drag-and-drop pointer is pointing to the desired day.

To Copy a Template into Several Days on the Time Calendar:

1. Select (highlight) multiple days in the Time Calendar:

a. There are 2 ways to highlight contiguous days in the Calendar:

$ Click on the first day (when the mouse pointer is displayed as an arrow), then Shift+Click on the last desired day (when the mouse pointer is displayed as an arrow).

$ Click on the first day and while holding the mouse button down, drag across the desired days and release the mouse button.

b. To highlight multiple disjointed days: Ctrl+Click on the desired day(s) (when the mouse pointer is displayed as an arrow, in the upper section of the day box).

c. To un-highlight selected day(s) in the Calendar: right click on the desired day(s) (when the mouse pointer is displayed as an arrow).

d. To un-highlight all days in the Calendar: left click on any day that is not highlighted (when the mouse pointer is displayed as an arrow).

2. Drag and drop the template into any one of the highlighted days.

Enter Time Overview

New time can be entered in one of the following ways:

$ Select the New Time option on the main window (can enter pending and submitted time).

$ Access the Timeslip List (click on a day in the calendar when the mouse pointer displays a hand) and then press the New button (can enter pending and submitted time)

$ Drag and drop a Template into the desired day(s) on the Time Calendar (creates pending time only, must be submitted at a later time)

New time can be entered as Pending Time or Submitted Time:

$ Pending Time - is time that has been entered which may be incomplete or in-progress. These time entries can only be viewed and edited by the user that entered the time. Pending time is not available for billing, or visible in firm reports and inquiries until it is "submitted". Time need not exist as pending time prior to submitting it to billing. When pending time is to be submitted to the billing system, it must be made complete and valid.

$ Submitted Time is time that has been recorded (posted) to the billing system. Time can be entered and submitted immediately, so long as it is valid, or can be entered as pending time and later submitted. Submitted time is available for billing, reporting, and inquiry. To submit time, you must have authority to do so.

New Time Option

When selecting the New Time option from the main window or pressing the New button in the Timeslip List, the New Time Form will initially display a portion of the time entry fields:

$ Core set of required fields - Client, Matter, Date, Hours

$ Narrative

$ Activity, Payment Code, Location, Specialty, and Days/Months (if Project Rates Feature is enabled)

$ Template check box and template "Label" field. You can check the box to have a template graphic created with the information entered on the Time Form. The template Label will default to the client short name and will appear with the template graphic in the Time Template Bar for reference.

In addition, pressing the Details>> button will unfold the bottom portion of the Time Form. A series of tabs contains the remainder of the timeslip fields categorized as:

$ Task Based - When entering time entries for a matter that has a Task Based Billing Code Set associated with it, Phase, Task and/or Work Codes (which is based on your set-up for the matter) will be required.

$ Time Codes - Up to five firm-defined time codes will be displayed if your firm has these fields enabled. These are optional fields, unless your firm has set them to be required via form customization.

$ Billing - The Billing Indicators for the time entry are displayed: Billable/ onbillable, Hold/No Hold from Billing, Show/No Show on Statement, and Taxable/Nontaxable. Also the Recorded Value, Billing Hours, Billing Value, and Adjustment Explanation fields are displayed. These fields are automatically set during entry of information in the main portion of the Time Form. These fields, except the Recorded Value field, can be changed.

$ Overrides - The Rate Set, Rate and Recorded Value for the time entry is displayed in this tab. You can optionally specify an override Rate Set, Rate or Amount to change the value of the time entry.

Even though the Time Form requires some of these fields, you are permitted to enter blank or invalid entries while the time entry is "pending". All required fields must be filled in with valid data in order to "submit" the time entry. In addition to the core set of required fields, there may be fields your firm has required through form customization or fields conditionally required based on other features enabled for your system.

Refer to the Time and Template Data Entry Fields help for additional information regarding the time data entry fields.

Time and Template Data Entry Fields

When you access the New Time, Edit Pending Time, Edit Submitted Time, Edit Template, and Copy Template forms, the core set of time data entry fields are displayed.

In addition, pressing the Details>> button will unfold the bottom portion of the form. A series of tabs contains the remainder of the time fields categorized as:

$ Task Based - When entering time entries for a matter that has a Task Based Billing Code Set associated with it, Phase, Task and/or Work Codes (which is based on your set-up for the matter) will be required.

$ Time Codes - Up to five firm-defined time codes will be displayed if your firm has these fields enabled. These are optional fields, unless your firm has set them to be required via form customization.

$ Billing - The Billing Indicators for the time entry are displayed: Billable/ onbillable, Hold/No Hold from Billing, Show/No Show on Statement, and Taxable/Nontaxable. Also the Recorded Value, Billing Hours, Billing Value, and Adjustment Explanation fields are displayed. These fields are automatically set during entry of information in the main portion of the Time Form. These fields, except the Recorded Value field, can be changed.

$ Overrides - The Rate Set, Rate and Recorded Value for the time entry are displayed in this tab. You can optionally specify an override Rate Set, Rate or Amount to change the value of the time entry.

Field Definitions:

Template

$ Check box - Ö =Create Time Template, unchecked=Create new time entry

A Time Template provides a quick method for creating pending time entries that are the same or similar and timers for tracking time. Time can be either entered directly via the New Time form or by using a Time Template.

To create a new Time Template from the Time Form, click the Template check box to display a T. Any of the other time fields can be filled-in, but none are required for template set-up. The Date cannot be entered in a template. The Date field will be automatically filled-in when you create pending time entries from the template (when you drag and drop a template into a day on the calendar).

When creating a new Time Template, the Label field will initially display the client=s short name. The contents of this field will appear with the template graphic in the Time Template Bar for identification. You can change the Label as long as it is a unique label from the other template labels.

Alternatively, you can also copy existing Time Templates or create templates from existing time entries. See the Create a Time Template help for additional information.

Client

$ Enter Client ID or Nonbillable Group ID

$ 10 alphanumeric characters

$ Required field when you submit time

$ Optional field when enter pending time entry or create Time Template

If the time activity was done for a client, you enter a Client ID. If the activity is not related to a client, you enter a Nonbillable Group ID. After you enter the ID, the associated name or description displays. You can perform a Lookup to search/select the clients and nonbillable groups if the identifier is not known.

If the Unique Matter ID Entry with Client ID Auto-Fill feature is in use at your firm, you have the option of not having to enter the Client ID. After entry of the Matter ID, the Client ID associated with the entered Matter ID will automatically be filled-in.

Matter

$ Enter Matter ID or Nonbillable Category ID

$ 10 alphanumeric characters

$ Required field when you submit time

$ Optional field when enter pending time entry or create Time Template

If the time activity was done for a client, you enter the ID of the matter for which it was done. If the activity was not done for a client and you entered a Nonbillable Group ID in the previous field, you enter the Nonbillable Category ID related to the Nonbillable Group ID that was entered. After you enter the ID, the associated name or description displays. You can perform a Lookup to search/select the matters and nonbillable categories if the identifier is not known.

If the Matter ID entered has a Task Based Billing Code Set associated with it, the Phase, Task, and Work Code fields will automatically display in the Task Based tab and will be required to be entered prior to submitting this timeslip. Press the Details>> button to access the Task Based tab.

Label

$ Enter name to identify Time Template

$ 30 alphanumeric characters

$ Required field for Time Templates

When creating a new Time Template, the Label field will initially display the client=s short name. The contents of this field will appear with the template graphic in the Time Template Bar for reference. You can change the Label as long as it is a unique label from the other template labels.

When creating a new Time Template from an existing time entry or copying an existing template, the Label field will be empty. You need enter a unique Label name for the template. The contents of this field will appear with the template graphic in the Time Template Bar for reference.

Date

$ Enter the date on which the activity occurred

$ mm/dd/yyyy format

$ Required field when you submit time

$ Optional field when you enter pending time

$ Protected field when creating Time Template

The date can be earlier than today=s date, the same as today's date, or in the future. When a future date is entered, the Date field will display in yellow with the warning message >Future Date!=. Also, the date entered must be within the range of the timekeeper's active and termination date, and within the matter's active and closing dates.

To have today's date automatically entered into the field, press the letter: t (in either upper or lower case). To have yesterday's date automatically entered into the field, press the letter: y (in either upper or lower case). You also can use the + and - keys on the keyboard to increment and decrement the date a day at a time, as well as use the spin box to select another date.

You can perform a Lookup to search/select the date from a calendar.

When creating/editing a Time Template, you can not enter a date in the Date field. The Date is automatically filled-in when time entries are created from the template (by dragging and dropping the template into a date on the Time Calendar).

Activity

$ Enter identifier of the activity the timekeeper performed

$ 4 alphanumeric characters maximum

$ Optional field

This is a code for a substantive event in a course of a case. This is used for analysis of time entry activities and the firm's practice, for example, Court Appearance. After you enter an activity identifier, its name or description displays. You can perform a Lookup to search/select the activity codes if the identifier is not known.

Note: Client/matters that are Task Based Billing Matters can have the Activity Code "mapped" to a Work Code. This provides you the ability to enter your firm=s standard familiar time Activity Code in this field and have the "Work Code" field in the Task Based tab (accessed via the Details>> button) automatically filled with the client=s specific Work Code. Consult your System Administrator for additional information regarding this feature.

Hours

$ Enter the number of hours worked

$ (-)9,999,999:99 maximum

$ Required field when you submit time

$ Optional field when enter pending time entry or create Time Template

The number of hours worked can be entered as:hours and minutes (for example, 1:15 for 1 hour and 15 minutes)hours and hundredths (for example, 1.25 for 1 and a quarter hours)

If you enter hours as 'hours and minutes', the form converts it to hours and hundredths and displays it that way.

This field can hold up to seven digits in front of the colon or decimal point. However, during normal time entry the maximum for this field is 24.00, the number of hours in a day. In practice, the maximum of this field is gauged against the maximum number of hours a day any timekeeper is expected to work. This firm-wide maximum value was set during installation of the system at your firm. If you enter a value in this Hours field which, in total with other time already entered for this timekeeper for this date, is greater than the maximum hours a timekeeper is expected to work, a warning message displays: "This timekeeper has exceeded maximum hours for the date worked. Possible duplicate entry."

You can enter a negative value in this field, if required. If you enter a negative value in this field or in any other numeric field on the form, all numeric fields on the form must have negative values or zero. For example, you cannot enter a negative number of hours worked and then enter a positive billing value. In the same way, if you enter a positive value in any numeric field, all numeric fields must have positive values or zero. If you accidentally enter a value in one field which has a sign that is different than the other numeric fields, an error message displays and you must change the incorrect sign: "Negative numbers have already been entered for this transaction, therefore this field must be negative."

The hours entered into this field are multiplied by the applicable rates to determine the time entry values. The rates to be used to calculate the time entry's values are determined by the Rate Hierarchy and Rate Sets associated with the matter, client, or timekeeper.

Days or Months

$ Enter the number of days or months for the time entry

$ 99999999.99 maximum

$ Required field, if it is displayed, when you submit time

$ Optional field when enter pending time entry or create Time Template

This field is only displayed if the Project Rate feature is in use at your firm. If the Project Rate Feature is enabled, entry of a value in the Days or Months field will be converted to the number of hours (based on the Hrs/Day field in the Project Rate Maintenance form for the timekeeper and specialty code combination, and the holiday file specified for the user in the User Profile). The number of hours is then displayed in the previous Hours field.

Rounded To

$ Indicates whether time entry is rounded up to the nearest Tenths or Quarters

$ Protected field

The Time "Rounded To" field is only displayed when the Time Rounding Feature has been enabled for your system and after you have entered valid client/group and matter/category IDs. When the Time Rounding Feature is enabled, the recorded hours and billing hours entered on a time entry will be rounded up to the next nearest tenth of an hour or to the next nearest quarter of an hour. The matter entered on the time entry will determine the rounding basis, either "Tenths" or "Quarters".

Time entered for firm nonbillable groups/categories will automatically be rounded up to the next nearest tenth of an hour.

Narrative

$ Enter narrative to describe time entry

$ Unlimited alphanumeric characters

$ Optional field

You can enter an unlimited narrative description per time entry. A pop-up menu is available with the following commands when you click the right mouse button in the Narrative field:

$ Undo - you can undo the most recent action by choosing the Undo command. As an alternative you can use CTRL+Z.

$ Cut - select the desired text that is to be removed and choose the Cut command. The selected text is moved to the Clipboard. As an alternative you can use CTRL+X.

$ Copy - select the desired text that is to be copied and choose the Copy command. The selected text is copied to the Clipboard. As an alternative you can use CTRL+C.

$ Paste - when you choose the Paste command, the text from the Clipboard is inserted at the insertion point. As an alternative you can use CTRL+V.

$ Delete - select the desired text that is to be removed and choose the Delete command. The selected text is not moved to the Clipboard. As an alternative you can use DEL.

$ Select All - you can instantly select the entire Narrative by pressing Select All.

$ Glossary Codes - You have the ability to use Glossary Codes for frequently used words or phrases of text in the Narrative field. You can perform a Lookup to search/select the Glossary Codes if the code is not known (the first 50 characters will be displayed per description) by choosing the Glossary Codes option from the pop-up menu or by pressing F4 when the cursor is positioned in the Narrative field. You can select or enter an unlimited number of glossary codes and they can be entered anywhere within your narrative.

$ Expand - You have the ability to use Glossary Codes for frequently used words or phrases of text in the Narrative field. Enter an existing Glossary Code (for example, tc) you want to use into the Narrative field and immediately choose the Expand option from the pop-up menu or press the F3 key to have the code expanded to its' text narrative (for example, Telephone conference). Codes entered following other text must be preceded with a 'space' before you choose the Expand option or press F3. You can select or enter an unlimited number of glossary codes and they can be entered anywhere within your narrative.

$ Spell Check - You can perform spell checking on the entered Narrative by choosing the Spell Check option from the pop-up menu or by pressing the F7 key, when the cursor is positioned in the Narrative field. Spell checking will automatically check the words against the standard dictionary provided as well as against any custom dictionaries you establish. You can then choose to replace the word with a word from the suggestion list, enter your own word, or ignore the word.When spell checking is done, a window will display indicating the number of words checked, the number of words misspelled, and the number of words replaced.

For additional information regarding the Spell Check features, press the Help button in the Spell Check dialog box (which is displayed when a word is misspelled in the narrative field). This product contains VisualSpellerJ from Tidestone Technologies, Inc. Copyright8 1994-1999.

Special Characters and Formatting:

1. Special characters printed in your text on bill statements:

To print a: \ Enter: \\ in your text, only one \ will print. If you only enter one \, the \ and some of the following characters will not print on your bill statement.

To print a: { Enter: \{ in your text, only the { will print.

To print a: } Enter \} in your text, only the } will print.

2. Formatting Control:

To specify formatting control in your text, enter the following command:{control word space text}Precede the desired control word with a left curly brace.Press the Space Bar between the control word and the desired text description. Follow the text description with a right curly brace.

Control Word Meaning

\b Bold

\caps All capitals

\i Italic

\ul Continuous underline

\uld Dotted underline

\uldb Double underline

\ulw Word underline

For example:

Meeting with {\i\b Mark L. Jenkins} regarding {\ul legal remedies}.

Will print as:

Meeting with Mark L. Jenkins regarding legal remedies.

Payment Code

$ Indicates payment arrangement made with client/matter, if entered on Matter Record

$ Protected field

In the Matter Entry/Maintenance form you have the option of specifying a Payment Code to indicate what type of payment arrangement you have set-up with your client/matter. This code appears as reference information on the time and invoice entry/maintenance type forms for this matter. For example, CP=Client Pay, FP=Firm Pay, FPCR=Firm Pay/Client Reimbursement, S=Split.

Location

$ Indicates timekeeper=s office location

$ 4 alphanumeric characters maximum

$ Optional field

This field is automatically filled in if the timekeeper is associated with a particular office location of your firm. You can change this field if desired. After you enter a location identifier, its name or description displays. You can perform a Lookup to search/select the location codes if the identifier is not known.

Specialty

$ Enter the identifier of the specialty the timekeeper=s activity falls.

$ 4 alphanumeric characters maximum

$ Optional field

The Specialty further classifies the time entry into areas in which the timekeeper specializes. For example, a timekeeper may work in the litigation area of law and specialize in trial work. After you enter a specialty identifier, its name or description displays. You can perform a Lookup to search/select the specialty codes if the identifier is not known.

Note: If the Project Rates feature is in use at your firm, this field will be required.

Phase (Task Based Tab)

$ Enter Task Based Billing Phase Code

$ 5 alphanumeric characters maximum

$ Required field when field is not protected and you submit time, if the matter is a Task Based Billing matter

$ Optional field when enter pending time or create Time Template for a Task Based Billing matter

$ Protected field when matter is not a Task Based Billing matter

The Phase Code field can only be entered if the specified client/matter is a Task Based Billing Matter (the client/matter has a "Task Based Billing-Fee Code Set ID" identified in the Matter Entry/Maintenance form) AND the Code Set=s Task Level=Phase/Task/Work or Phase/Task or Phase.

Enter the desired Phase Code for this time entry. You can perform a Lookup to search/select the phase codes if the identifier is not known. Only the Phase Codes associated with the Code Set identified for the matter in Matter Entry/Maintenance will be displayed in the lookup.

This field displays in the Task Based tab, after pressing the Details>> button.

Task (Task Based Tab)

$ Enter Task Based Billing Task Code

$ 5 alphanumeric characters maximum

$ Required field when field is not protected and you submit time, if the matter is a Task Based Billing matter

$ Optional field when enter pending time or create Time Template for a Task Based Billing matter

$ Protected field when matter is not a Task Based Billing matter

The Task Code field can only be entered if the specified client/matter is a Task Based Billing Matter (the client/matter has a "Task Based Billing-Fee Code Set ID" identified in the Matter Entry/Maintenance form) AND the Code Set=s Task Level=Phase/Task/Work or Phase/Task or Task.

Enter the desired Task Code for this time entry. You can perform a Lookup to search/select the task codes if the identifier is not known. If the Code Set=s Task Level=Phase/Task/Work or Phase/Task, only the Task Codes associated with the previously entered Phase Code for the Code Set identified for the matter in Matter Entry/Maintenance will be displayed in the lookup. If Task Level=Task, only the Task Codes associated with the Code Set identified for the matter in Matter Entry/Maintenance will be displayed in the lookup.

This field displays in the Task Based tab, after pressing the Details>> button.

Work (Task Based Tab)

$ Enter Task Based Billing Work Code

$ 5 alphanumeric characters maximum

$ May be a required field when field is not protected and you submit time, if the matter is a Task Based Billing matter

$ Optional field when enter pending time or create Time Template for a Task Based Billing matter

$ Protected field when matter is not a Task Based Billing matter

The Work Code can only be entered if the specified client/matter is a Task Based Billing Matter (the client/matter has a "Task Based Billing-Fee Code Set ID" identified in the Matter Entry/Maintenance form) AND the Code Set=s Task Level=Phase/Task/Work or Work. The Work Code field will be optional if the WORK REQUIRED field in the Code Set is set to "No". The Work Code field will be required if the WORK REQUIRED field in the Code Set is set to "Yes". Enter the desired Work Code for this time entry. You can perform a Lookup to search/select the work codes if the identifier is not known.

1. If the Code Set=s TASK LEVEL=Phase/Task/Work and WORK REQUIRED=Yes, only the Work Codes associated with the previously entered Phase/Task Codes for the Code Set identified for the matter in Matter Entry/Maintenance will be displayed in the lookup. In addition, the Work Code field is a required field.

2. If the Code Set=s TASK LEVEL=Phase/Task/Work and WORK REQUIRED=No, all Work Codes entered in the system will be displayed in the lookup. In addition, the Work Code field is an optional field.

3. If TASK LEVEL=Work and WORK REQUIRED=Yes, only the Work Codes associated with the Code Set identified for the matter in Matter Entry/Maintenance will be displayed in the lookup. In addition, the Work Code field is a required field.

4. If TASK LEVEL=Work and WORK REQUIRED=No, all Work Codes entered in the system will be displayed in the lookup. In addition, the Work Code field is an optional field.

Note: Client/matters that are Task Based Billing Matters can have the Activity Code "mapped" to a Work Code. This provides you the ability to enter your firm=s standard familiar time Activity Code field and have this "Work Code" field automatically filled with the client=s specific Work Code. Consult your System Administrator for additional information regarding this feature. This field displays in the Task Based tab, after pressing the Details>> button.

Time Codes (Time Codes Tab)

$ Enter firm-defined field abbreviations

$ 4 alphanumeric characters each

$ Optional fields

Time Codes will display only if your firm had chosen at installation to use Time Firm-Defined Fields. Up to five firm defined codes are available.

Enter the appropriate code for the time entry being entered. The code description will display to the right of the field. You can perform a Lookup to search/select the time codes if the identifier is not known.

These fields display in the Time Codes tab, after pressing the Details>> button.

Billable (Billing Tab)

$ Indicates whether or not this time can be billed to the client/matter

$ Check box - T =Billable, unchecked=Nonbillable

Billable - Click the check box to display a T, if you entered a client and matter in the CLIENT/GROUP and MATTER/CATEGORY fields and you want to bill the time entry to the client/matter. This field defaults to 'Billable= for matters with a Matter Type of Billable, Temporary, Pro Bono, Personal, Potential, Confidential, but you can change it to 'Nonbillable' if you do not want to bill the time entry to the client/matter.

If you entered a nonbillable group and category in the CLIENT/GROUP and MATTER/CATEGORY fields you cannot change the Nonbillable indicator to Billable.

When this field is 'Billable', the BILLING VALUE field becomes required.

Nonbillable - Click the check box until it is empty, if you do not want to bill the time entry to the client/matter. This field defaults to >Nonbillable= for matters with a Matter Type of Chargeable Nonbillable or Firm Personnel. Nonbillable time entries on client/matters are viewed as >write offs= for reporting purposes. The time entry will have a Billing Value and Billing Hours of 0, however the time entry will still have a Recorded Value and Recorded Hours. The Recorded Value and Hours for nonbillable time entries are displayed on reports such as the Aged Unbilled Time Report, the Aged

Work-in-Progress Report, and Matter Inquiry.

If you entered a nonbillable group and category, this field defaults to empty (Nonbillable) and you cannot change it.

When this field is 'Nonbillable', all other numeric fields in the Billing tab and Override tab (except the override fields) become display-only.

This field displays in the Billing tab, after pressing the Details>> button.

Hold from Billing (Billing Tab)

$ Indicates whether or not billable time can be billed to the client/matter at this time.

$ Check box - T =Yes, unchecked=No

This field only applies to billable time, therefore if the value in the BILLABLE field is empty (Nonbillable), the value of this field is T, and cannot be changed. If the BILLABLE field displays a T (Billable), the default for this field is 'empty'.

Yes - Click check box to display a T, if the billable time entry should not be billed during the current billing cycle and placed on hold. A time entry on hold cannot be billed until taken off of hold.

Any billable time which is held from billing can be billed at a later time by using the Edit Pending Time or Edit Submitted Time form to change the value of this field to 'empty'.

No - Click the check box until it is empty, if the billable time entry is to be billed during the current billing cycle, not placed on hold.

This field displays in the Billing tab, after pressing the Details>> button.

Show on Statement (Billing Tab)

$ Indicates whether or not the time detail for this time entry should be shown on the billing statement when it is billed

$ Check box - T =Yes, unchecked=N

This applies only if the fee billing statement for this matter is a detailed statement. If the billing statement shows summarized fee values, this time detail is not shown regardless of the value of this field.

This field only applies to billable time, therefore if the value in the BILLABLE field is empty (Nonbillable), the value of this field is empty (No) and cannot be changed. If the BILLABLE field shows a T (Billable), the default for this field is a T (Yes), but you can change the value to empty (No) if this time entry should not be shown on the billing statement.

Yes - Click the check box to display a T, if the billable time entry should be shown on the bill statement. No - Click the check box until it is empty, if the billable time entry is not to be shown on the bill statement. If this field is left empty, the time detail is not shown on the statement and the time entry value is included in the fee value total of the bill. This field displays in the Billing tab, after pressing the Details>> button.

Taxable (Billing Tab)

$ Indicates whether or not the time entry is taxable

$ Check box - T =Yes, unchecked=No

This field will only display if your firm is using the Sales Tax Feature and if the specified client/matter is designated as taxable (assigned a Fee Tax Rate Set ID in the Matter Entry/Maintenance form). The default value for this field is T (Yes).

Yes - Click the check box to display a T, if the time entry is taxable. The actual tax on the time entry will be calculated when the matter is billed.

No - Click the check box until it is empty, if the time entry is not taxable. When this timeslip is billed, tax will not be calculated on this timeslip.

This field displays in the Billing tab, after pressing the Details>> button.

Recorded Value (Billing Tab)

$ Displays recorded value of time entry

$ Protected field

This field usually shows the dollar value of the hours worked based on the Rate Set and Rate shown in the Overrides tab. However, if there is no Rate Set or if an Override value has been entered in one of the OVERRIDE fields, this shows the Override value of the time worked. If an Override Rate Set or hourly Rate has been entered, this value is the product of the (Hours X Override Rate). If an Override Amount has been entered, this value is the same as the Override Amount.

This value is used on reports and during billing preparation to compare the billing value to the actual value of the time worked.

This field displays in the Billing tab, after pressing the Details>> button.

Billing Hours (Billing Tab)

$ Enter the number of hours the time entry will be billed at, if different from the Hours field

$ (-)9,999,999:99 maximum

$ Required field, if a Ö is displayed in the BILLABLE field, when you submit time

$ Optional field when enter pending time or creating Time Template

The default value of this field is the value you entered in the HOURS field in the main section of the Time Form. You can change this value in order to bill the client/matter for a different number of hours than the actual hours worked.

If the BILLABLE field is empty (Nonbillable), this field is protected and contains a value of zero.

This field displays in the Billing tab, after pressing the Details>> button.

Billing Value (Billing Tab)

$ Enter the dollar value the time entry will be billed at, if different from the Recorded Value field

$ (-)999,999,999,999.99 maximum

$ Required field, if a Ö is displayed in the BILLABLE field, when you submit time

$ Optional field when enter pending time or create Time Template

The billing value is the product of the related hourly Rate (displayed in the Overrides tab to the right of the Rate Set field) multiplied by the Billing Hours. You can change the Billing Value, if desired. If this time entry is 'Billable' and you enter a billing value of '00.00', a warning message displays.

If there is no Rate Set and Rate for this time entry, this field does not display a default value until you enter an Override value in one of the OVERRIDE fields located in the Overrides tab.

If the BILLABLE field is empty (Nonbillable), this field is display-only and contains a value of zero.

This field displays in the Billing tab, after pressing the Details>> button.

Explanation (Billing Tab)

$ Enter a billing adjustment explanation

$ 80 alphanumeric characters maximum

$ Optional field

A billing adjustment explanation can only be entered if the Billing Value is different than the Recorded Value.

This field displays in the Billing tab, after pressing the Details>> button.

Rate Set / Rate / Class (Overrides Tab)

$ Displays information about the Rate Set that is related to this time entry

$ Protected field

The Rate Set field displays the identifier for the Rate Set. The Rate field displays the hourly Rate within the Rate Set which applies to the timekeeper on the date worked. The Class field is blank if the timekeeper's own rate is being used. If a timekeeper class rate is being used, the identifier of the timekeeper's class displays.

The system follows a specific process for finding the related Rate Set. For time charged to a matter, the system first looks at the Rate Hierarchy for the matter. The ID for this hierarchy was entered through the Matter Entry or Matter Maintenance form. The Rate Hierarchy is a list of rate sets in order from the highest priority Rate Set for this matter to the lowest priority. The hierarchy may contain only one Rate Set or it may contain many. Typically, the first two Rate Sets in the hierarchy are 'MATTER' and 'CLIENT', but your firm may have different priority Rate Sets.

The system looks at each Rate Set in the matter Rate Hierarchy in order from the highest priority to the lowest until it finds a rate for the timekeeper or the timekeeper's class. The system uses the first rate that is found for the timekeeper, if the rate was applicable on the date worked. If no timekeeper rate is found, the system looks for the timekeeper class rate. If neither the timekeeper nor timekeeper class rate is found, the system then looks in the next rate of the Rate Hierarchy.

If no valid rate is found for the timekeeper or timekeeper class, an error message displays. In this case, you can use the Override fields in the Overrides tab to establish a rate or amount for this time entry. If you do not use an override value, a time entry without a related rate cannot be submitted.

For time charged to a nonbillable category, the system looks at the Rate Set for that category. The category's rate set is chosen at the time the category is established or changed through the Nonbillable Category Entry or Maintenance form. The system looks through the Rate Set for the timekeeper's rate. If no valid rate is found for the timekeeper, the system then looks through the Rate Set for the timekeeper's class rate. If no rate exists in the nonbillable category's rate set for the timekeeper or timekeeper class for the date worked, an error message displays. In this case, you can use the Override fields in the Overrides tab to establish a rate or amount for this time entry.

This field displays in the Overrides tab, after pressing the Details>> button.

Recorded Value (Overrides Tab)

$ Displays dollar value of the hours worked

$ Protected field

This field usually shows the dollar value of the hours worked based on the Rate Set and Rate shown in the Overrides tab. However, if there is no Rate Set or if an Override value has been entered in one of the Override fields, this shows the Override value of the time worked. If an Override Rate Set or hourly Rate has been entered, this value is the product of the (Hours x Override Rate). If an Override Amount has been entered, this value is the same as the Override Amount.

This value is used on reports and during billing preparation to compare the billing value to the actual value of the time worked.

This field displays in the Overrides tab, after pressing the Details>> button.

Override By: Rate Set / Rate / Class (Overrides Tab)

$ Enter Override Rate Set ID, if time entry is to be valued using a different rate

$ 10 alphanumeric characters maximum

$ Optional field

If there is no Rate Set and Rate for this time entry or if you want to change the Rate used for this time entry, enter the identifier for the Rate Set that you want to use.

After you enter the Rate Set identifier, to the right of this field the system displays the hourly rate from that set for the timekeeper. If the rate is for the timekeeper's class rather than specifically for the timekeeper, the timekeeper class identifier appears to the right of the hourly rate.

After you enter an ID in this field, the Override By: Rate and Override By: Amount fields cannot be accessed. Also, the Override Rate Set is used to recalculate the Recorded Value and Billing Value of the time, and the new value displays in those fields. However, the Billing Value field remains unchanged for >Nonbillable= time entries.

You can perform a Lookup to search/select the Rate Set identifiers if the identifier is not known.

This field displays in the Overrides tab, after pressing the Details>> button.

Override By: Rate (Overrides Tab)

$ Enter Override Rate, if time entry is to be valued using a different hourly rate

$ 9,999,999.99 maximum

$ Optional field

If there is no Rate Set and Rate for this time entry or if you want to change the Rate used for this time entry, you can enter a value here to be used as the hourly Rate for this time entry.

After you enter a value in this field, the Override By: Rate Set and Override By: Amount fields cannot be accessed. Also, the Override Rate is used to recalculate the Recorded Value and Billing Value of the time, and the new value displays in the Recorded Value and Billing Value fields. However, the Billing Value field remains unchanged for >Nonbillable= time entries.

This field displays in the Overrides tab, after pressing the Details>> button.

Override By: Amount (Overrides Tab)

$ Enter Override Amount, if time entry is to be valued using a different amount

$ (-)999,999,999,999.99 maximum

$ Optional field

If there is no Rate Set and Rate for this time entry or if you want to change the value of this time entry, you can enter a total value for the time entry here.

After you enter a value in this field, the Override By: Rate Set and Override By: Rate fields cannot be accessed. Also, the Override Amount is used as the Recorded Value and Billing Value and displays in those fields. However, the Billing Value field remains unchanged for >Nonbillable= time entries.

This field displays in the Overrides tab, after pressing the Details>> button.

Pending or Submitted Time

Pending Time is time that has been entered which may be incomplete or in-progress. These time entries can only be viewed and edited by the user that entered the time. Pending time is not available for billing, or visible in firm reports and inquiries until it is "submitted". Time need not exist as pending time prior to submitting it to billing. When pending time is to be submitted to the billing system, it must be made complete and valid.Submitted Time is time that has been recorded (posted) to the billing system. Time can be entered and submitted immediately, so long as it is valid, or can be entered as pending time and later submitted. Submitted time is available for billing, reporting, and inquiry. To submit time, you must have authority to do so.

$ Edit Pending or Submitted Time

You can edit your own pending time entries at any time. You can edit submitted time if you have authority to do so.

1. Click on a day in the Time Calendar (when the mouse pointer changes to a hand) where a pending or submitted time entry to be edited has been entered. The Timeslip List will then display all the time entered for that day.

2. Click on the desired time entry that is to be edited. The Edit Pending Time or Edit Submitted Time window will be displayed.

3. Make the desired changes. Refer to the Time and Template Data Entry Fields help for definitions of the fields.

4. Press the appropriate button to save your work: OK, Apply, or Submit.

Note: Users without confidential matter privileges are allowed to enter time for confidential matters (matter records with Matter Type=Confidential). However, in the Edit Submitted Time window a user that does not have confidential matter privileges can only edit submitted time entries that user has entered.

$ Move Pending or Submitted Time

You can edit/move your own pending time entries at any time. You can edit/move submitted time if you have authority to do so.

1. Click on a day in the Time Calendar (when the mouse pointer changes to a hand) where a pending or submitted time entry that is to be moved has been entered. The Timeslip List will then display all the time entered for that day.

2. Click on the desired time entry that is to be moved. The Edit Pending Time or Edit Submitted Time window will be displayed.

3. Make the desired changes to indicate where the time entry should be moved, for example enter a new ID in the Client or Matter fields.

When moving time to another client/matter that has a different rate, the form always revalues the Recorded Value and Billing Value of the time entry, if no overrides were specified. If overrides were specified, the form always preserves any overrides when it is moved.

Press the appropriate button to save your work: OK, Apply, or Submit.

$ Delete Pending or Submitted Time

You can delete your own pending time entries at any time. You can delete submitted time if you have authority to do so.

Delete Time From Single Day:

1. Click on the desired day (when the mouse pointer displays as a hand). The Timeslip List displays all the time entered for that day.

2. To select the time entries to be deleted, either click the Status field adjacent to the desired time entries to display a checkmark or press the Select All button to select all the time entries displayed..

The Timeslip List has user expandable column widths. Click on the intersection of two column headers and drag the mouse to the left or right to change the width of the column.

Data in the list can be resorted by any column in the list by clicking on the desired column=s header. For example, click on the Status column header to sort the time entries by Status. Or, click on the Client ID column header to sort the time entries by client ID.

3. To delete the time entries, press the Delete button.

Delete Time From Multiple Selected Days:

1. Select (highlight) desired days from the Time Calendar:

a. There are 2 ways to highlight contiguous days in the Time Calendar:

$ Click on the first day (when the mouse pointer is displayed as an arrow), then Shift+Click on the last desired day (when the mouse pointer is displayed as an arrow).

$ Click on the first day and while holding the mouse button down, drag across the desired days and release the mouse button.

b. To highlight multiple disjointed days: Ctrl+Click on the desired day(s) (when the mouse pointer is displayed as an arrow, in the upper section of the day box)

c. To un-highlight selected day(s) in the Calendar: right click on the desired day(s) (when the mouse pointer is displayed as an arrow, in the upper section of the day box)

d. To un-highlight all days in the Calendar: left click on any day (when the mouse pointer is displayed as an arrow, in the upper section of the day box)

2. Click on any of the highlighted days (when the mouse pointer displays as a hand). The Timeslip List displays all the time entered for the highlighted days.

3. To select the timeslips to be deleted, either click the Status field of the desired time entries to display a checkmark or press the Select All button.

The Timeslip List has user expandable column widths. Click on the intersection of two column headers and drag the mouse to the left or right to change the width of the column.

Data in the list can be resorted by any column in the list by clicking on the desired column=s header. For example, click on the Status column header to sort the time entries by Status. Or, click on the Client ID column header to sort the time entries by client ID.

4. To delete the time entries, press the Delete button.

Submit Time

When valid time is entered, it can be immediately submitted to the billing system by pressing the Submit button. Or, if time was previously entered as pending time, you can select an individual time entry or multiple time entries (from a single selected day or multiple selected days). This time can then be submitted at any time by pressing the Submit button from the Timeslip List window. Additionally, the Submit Time option on the main window will display a list of all pending time for the current timekeeper in the Timeslip List window. To submit time, you must have the authority to do so.

At the time of submission, all time entry fields are validated against the billing system. A message is displayed on the screen indicating the number of time entries that were and were not submitted. Time entries that were selected to be submitted and that are valid will now have a "Submitted" Status (yellow light or watch). Time entries that were selected to be submitted and that need corrections will still have a checkmark displayed and have a "Pending" Status (red light or watch). You will need to edit each one of these time entries (click on the selected time entry to display the Edit Pending Time window) and correct any errors before attempting to submit them again.

Submit Time From Single Day:

1. Click on the desired day (when the mouse pointer displays as a hand).

2. The Timeslip List will display all the time entered for that day. To select the time entries to be submitted, either click the Status field adjacent to the desired pending time entries to display a checkmark or press the Select All button.

The Timeslip List has user expandable column widths. Click on the intersection of two column headers and drag the mouse to the left or right to change the width of the column.

Data in the list can be resorted by any column in the list by clicking on the desired column=s header. For example, click on the Status column header to sort the time entries by Status. Or, click on the Client ID column header to sort the time entries by client ID.

3, To submit the time entries, press the Submit button. A Timeslip Register will print for proof of submission. At this point these time entries are available for billing, firm reporting and inquiries.

Submit Time From a Week:

1. Select (highlight) the desired days from the Time Calendar:

a. There are 2 ways to highlight contiguous days in the Time Calendar:

$ Click on the first day (when the mouse pointer is displayed as an arrow), then Shift+Click on the last desired day (when the mouse pointer is displayed as an arrow).

$ Click on the first day and while holding the mouse button down, drag across the desired days and release the mouse button.

b. To un-highlight selected day(s) in the Time Calendar: right click on the desired day(s) (when the mouse pointer is displayed as an arrow).

c. To un-highlight all days in the Time Calendar: left click on any day that is not highlighted (when the mouse pointer is displayed as an arrow).

2. Click on any of the highlighted days (when the mouse pointer displays as a hand). The Timeslip List displays all the time entered for the highlighted days.

3. To select the time entries to be submitted, either click the Status field of the desired pending time entries to display a checkmark or press the Select All button.

The Timeslip List has user expandable column widths. Click on the intersection of two column headers and drag the mouse to the left or right to change the width of the column.

Data in the list can be resorted by any column in the list by clicking on the desired column=s header. For example, click on the Status column header to sort the time entries by Status. Or, click on the Client ID column header to sort the time entries by client ID.

4. To submit the time entries, press the Submit button. A Timeslip Register will print for proof of submission. At this point these time entries are available for billing, firm reporting and inquiries.

Submit Time From Month (All Days):

1. Click the Submit Time option on the main window of the form. The Timeslip List displays all the pending time entered for the timekeeper.

2. To select the time entries to be submitted, either click the Status field of the desired pending time entries to display a checkmark or press the Select All button.

The Timeslip List has user expandable column widths. Click on the intersection of two column headers and drag the mouse to the left or right to change the width of the column.

Data in the list can be resorted by any column in the list by clicking on the desired column=s header. For example, click on the Status column header to sort the time entries by Status. Or, click on the Client ID column header to sort the time entries by client ID.

To submit the time entries, press the Submit button. A Timeslip Register will print for proof of submission. At this point these time entries are available for billing, firm reporting and inquiries.

Submit Time From Disjointed Days:

1. Select (highlight) the desired days from the Time Calendar:a. To highlight multiple disjointed days: Ctrl+Click on the desired day(s) (when the mouse pointer is displayed as an arrow).

b. To un-highlight selected day(s) in the Time Calendar: right click on the desired day(s) (when the mouse pointer is displayed as an arrow).

c. To un-highlight all days in the Time Calendar: left click on any day that is not highlighted (when the mouse pointer is displayed as an arrow).

2. Click on any of the highlighted days (when the mouse pointer displays as a hand). The Timeslip List displays all the time entered for the highlighted days.

3. To select the time entries to be submitted, either click the Status field of the desired pending time entries to display a checkmark or press the Select All button.The Timeslip List has user expandable column widths. Click on the intersection of two column headers and drag the mouse to the left or right to change the width of the column.

Data in the list can be resorted by any column in the list by clicking on the desired column=s header. For example, click on the Status column header to sort the time entries by Status. Or, click on the Client ID column header to sort the time entries by client ID.

4. To submit the time entries, press the Submit button. A Timeslip Register will print for proof of submission. At this point these time entries are available for billing, firm reporting and inquiries.

Timeslip List Report

The Timeslip List Report displays a report of the time detail for selected time entries on the screen. You can additionally print the report to a printer.

Report For Single Day:

1. Click on the desired day (when the mouse pointer displays as a hand). The Timeslip List displays all the time entered for that day.

2. Select the time entries to be reported, either click the Status field adjacent to the desired time entries to display a checkmark or press the Select All button.

The Timeslip List has user expandable column widths. Click on the intersection of two column headers and drag the mouse to the left or right to change the width of the column.

Data in the list can be resorted by any column in the list by clicking on the desired column=s header. For example, click on the Status column header to sort the time entries by Status. Or, click on the Client ID column header to sort the time entries by client ID.

3. To display the report, press the Report button. A report of all the selected time entries will be displayed on the screen in a browser web page. To print the web page to the printer, you may need to select:

File / Page Setup and choose Orientation: Landscape

View / Fonts and choose SmallestFile / Print

Report For Multiple Selected Days:

1. Select (highlight) the desired days from the Time Calendar:

a. There are 2 ways to highlight consecutive days in the Time Calendar:

$ Click on the first day (when the mouse pointer is displayed as an arrow), then Shift+Click on the last desired day (when the mouse pointer is displayed as an arrow).

$ Click on the first day and while holding the mouse button down, drag across the desired days and release the mouse button.

b. To highlight multiple non-consecutive days: Ctrl+Click on the desired day(s) (when the mouse pointer is displayed as an arrow, in the upper section of the day box)

c. To un-highlight selected day(s) in the Calendar: right click on the desired day(s) (when the mouse pointer is displayed as an arrow, in the upper section of the day box)

d. To un-highlight all days in the Calendar: left click on any day (when the mouse pointer is displayed as an arrow, in the upper section of the day box)

2. Click on any of the highlighted days (when the mouse pointer displays as a hand). The Timeslip List displays all the time entered for the highlighted days.

3. Select the time entries to be reported, either click the Status field of the desired time entries to display a checkmark or press the Select All button.

The Timeslip List has user expandable column widths. Click on the intersection of two column headers and drag the mouse to the left or right to change the width of the column.

Data in the list can be resorted by any column in the list by clicking on the desired column=s header. For example, click on the Status column header to sort the time entries by Status. Or, click on the Client ID column header to sort the time entries by client ID.

4. To display the report, press the Report button. A report of all the selected time entries will be displayed on the screen in a browser web page. To print the web page to the printer, you may need to select:

File / Page Setup and choose Orientation: Landscape

View / Fonts and choose Smallest

File / Print

Submitted Time Statistics

The Statistics option (selected in the main window) displays month-to-date and year-to-date data for key values of interest for the timekeeper. Values do not include pending time.

Recorded Hours and Dollars

Recorded Hours Total = Sum of Billable Hours and Nonbillable Hours

Recorded Dollars Total = Sum of Billable Dollars and Nonbillable Dollars

Billable % = (Billable Hours * 100) / Total Recorded Hours

Billable Hours = Sum of all Billable Recorded Time Hours entered for the timekeeper for the month and year-to-date

Billable Dollars = Sum of all Billable Recorded Time Dollars entered for the timekeeper for the month and year-to-date

Nonbillable % = 100 - Billable %

Nonbillable Hours = Sum of all Nonbillable Recorded Time Hours entered for the timekeeper for the month and year-to-date

Nonbillable Value = Sum of all Nonbillable Recorded Time Dollars entered for the timekeeper for the month and year-to-date

Billed Hours and Dollars

Billed Hours = Sum of all Billed Hours for the timekeeper for the month and year-to-date

Billed Dollars = Sum of all Billed Dollars for the timekeeper for the month and year-to-date

Relieved Hours = Sum of all Relieved Recorded Hours (billed and/or written-off) for the timekeeper for the month and year-to-date

Relieved Dollars = Sum of all Relieved Recorded Dollars (billed and/or written-off) for the timekeeper for the month and year-to-date

Realization % = Billed Dollars / Billed Hours

Payment Received

Payment Received = (Sum of Fee Amount Paid Towards Bill X Timekeeper Working Cash Credit Allocation Percentage) / 100

Cash receipt reversals effective within the month and year-to-date are subtracted.

Cash Realization

Cash Realization = (Payment Received X 100) / Billed Dollars

Billable Hours Rank

Firm = Where Sum of Billable Recorded Time Hours ranks among all other open timekeepers

Department = Where Sum of Billable Recorded Time Hours ranks among all other open timekeepers in the timekeeper=s same department

Average Hourly Rate

Average Hourly Rate = Billable Dollars / Billable Hours

Effective Billing Rate

Effective Billing Rate = Billed Dollars / Billed Hours

Timeslip List Columns

You can select which columns of data are displayed in the Timeslip List and Submit Time List (except the Check box, Status, Date Worked and Client ID are permanent standard columns and cannot be removed or re-ordered). In addition, you can edit the column headings and display the columns in a different order. To customize the list, choose the Custom button from the Timeslip List. The Timeslip List Columns dialog box will then be displayed.

The following columns are available in addition to the permanent standard columns:

Client Short Name

Matter ID

Matter Short Description

Activity Code

Activity Description

Recorded Hours

Billing Hours

Recorded Value

Billing Value

Office Location ID

Office Location Name

Specialty Code

Specialty Code Description

Phase Code

Phase Description

Task Code

Task Description

Work Code

Work Description

Time Code 1 Abbreviation

Time Code 1 Description

Time Code 2 Abbreviation

Time Code 2 Description

Time Code 3 Abbreviation

Time Code 3 Description

Time Code 4 Abbreviation

Time Code 4 Description

Time Code 5 Abbreviation

Time Code 5 Description

Timeslip Text

Adding a Column

The columns will display in the Timeslip List and Submit Time List in the order you select them. Therefore, if multiple columns are to be selected (and they are not displayed in the Available Columns list box in the order you desire) you must individually select a column and press Add button for each column desired. If the desired columns are listed in the Available Columns list box in the order you want, you can select multiple columns at one time and press the Add button.

To Add an Individual Column:

In the Available Columns list box, click the check box adjacent to the desired column(s) to display a Tand press the Add button. The added columns will be appended to the end of the Selected Columns list box. If the Selected Columns list box is not in the order desired, you must press the Remove All button and individually add the desired columns.

To Add All Columns:

If all columns displayed in the Available Columns list box are to be added, press Add All. You do not need to select each column individually. The added columns will be appended to the end of the Selected Columns list box. If the Selected Columns list box is not in the order desired, you must press the Remove All button and individually add the desired columns.

Removing a Column

To Remove an Individual Column:

To remove a selected column(s) from the Selected Columns list box, click the check box adjacent to the desired column(s) to display a T and press the Remove button. The column will then be displayed in the Available Columns list box.

To Remove All Columns:

To remove all column(s) from the Selected Columns list box, press the Remove All button. You do not need to select each column individually. The columns will then be displayed in the Available Columns list box.

Ordering the Columns

To re-order the Selected Columns list box, press the Remove All button.

The columns will display in the Timeslip List and Submit Time List in the order you select them. Therefore, if multiple columns are to be selected (and they are not displayed in the Available Columns list box in the order you desire) you must individually select a column and press the Add button for each column desired. If the desired columns are listed in the Available Columns list box in the order you want, you can select multiple columns at one time and press the Add button.

To select an individual column, click the check box adjacent to the desired column(s) to display a T and press the Add button. The added column(s) will be appended to the end of the Selected Columns list box.

Restore Selected Columns Window

You can undo the changes made to the Selected Columns list box, since the last timed you saved the Selected Columns list box (pressed OK). It will be restored to the list prior to pressing OK.

Edit Column Headings

To display user-defined column headings in the Timeslip List and Submit Time List, click the check box adjacent to the desired column(s) in the Selected Columns list box to display a Ö and press the Heading button. The Change Column Heading dialog box will then be displayed. Enter the desired column heading for the column that is displayed in the "Current Heading" field and press OK. If you selected multiple columns to edit, after you press OK the heading for the next column checked will automatically display.

Change Timekeeper

The Heading contains the name of the timekeeper whose calendar is displayed. For professional use, this is the name of the timekeeper that is currently logged in and is the timekeeper that is to appear on the time entries that are entered. Users who have authority to enter or maintain another timekeeper=s time can select the Change Timekeeper option on the main window. Time is entered for a single timekeeper at a time.

If the ID of the desired timekeeper is known:Enter the ID in the Change Timekeeper dialog box and press the OK button. The name of the selected timekeeper will then be displayed in the Heading.If the ID of the desired timekeeper is not known:Perform a Lookup to select the desired timekeeper from the Lookup dialog box. Then press the OK button in the Change Timekeeper dialog box. The name of the selected timekeeper will then be displayed in the Heading.

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