Time billing

Activate time accounting

In the menu, select Organization > Time accounting.

If the item is not displayed, proceed as follows:

• Go to System administration > User administration > Manage user profiles and rights.

• Select Companies and Users all rights and click on the Edit button.

• At the bottom, activate the Time billing right by clicking on the stop signs and turning them into green check marks.

Then save the setting by clicking on the diskette symbol. The Time billing menu item is now displayed.

Settings for time accounting

Select Organization > Time accounting.

You can use the More actions icon to define settings for time accounting from the Time accounting form.

For example, you can summarize the time entries to one service. This means that only one line with the respective total amount is shown for each service on the invoice. This makes the invoice clearer. On the service documentation, on the other hand, the times are broken down in full.

Create time billing

1. Select Organization > Time accounting and specify for which project, employee, service, period, etc. you would like to create a statement.

2. If you often need a specific list, filter your time entries to a project, for example, and save them as a time tracking list. To do this, select the button highlighted in the illustration and give your list a name. In practice, time tracking lists are often created for a project, a task or a person, etc. You will find the saved time tracking list in your workstation menu. There you can call it up and edit it at any time without having to set the filter again.

3. Once you have entered all the criteria, click on Create timesheet.

Display time accounting

Your billed times are now displayed in the lower part of the form. As usual, you can show and hide columns by right-clicking on the table header and ticking the required box (see illustration).

Select one or more time entries and open or delete them using the buttons.

Remove time entries from payroll accounting

Select the Edit ignored entries link to remove certain time entries from the payroll run or to include them again.

For larger lists, a status message"In process" appears and billable, confirmed time entries are listed for billing.

If the error message A time entry was skipped due to a missing assignment appears, check whether a service with the unit hours or days has also been assigned to these time entries.

Editing time entries

To edit a time entry, double-click on the corresponding line in the Time accounting form. In the following form, you can make further edits and also display additional columns.

The buttons below the time entries allow you to perform various actions: You can remove selected time entries, rebuild the timesheet (if you have changed anything), run the timesheet and download invoice files.

Original time entry vs. time entry

Note: For example, you have the columns Original time entry and Time entry as well as Original quantity and Quantity available. The original details are those entered by the employee in Scopevisio. The other details are those that you want to show on the invoice.

Create proof of performance

If your payroll data is correct, click on the Perform time accounting button.

You can only use this function if you have defined a document layout for time sheets. You will see a small excursus on this in the following step.

Define document layout for timesheets

If you receive a message after clicking on Perform time accounting that a corresponding document layout is missing, click on the link in this message to go to the list of document layouts. Make the setting: Show all document layouts. If a layout for time accounting is displayed, select it by double-clicking. If no corresponding layout is available, add one as described in the article Document layouts.

Set layout

The form shown opens in which you can set your voucher layout for timesheets. Save your settings.

Carry out time accounting

You have set a layout and clicked on Perform time accounting. Scopevisio works for a short moment and then shows you the following form with a success message.

• If you still want to change the invoice, select the relevant invoice line and choose Edit invoice.

• If the invoice is OK, select Download invoice files.

Only correct and complete service documentation gives you the guarantee that the customer cannot find fault with the invoice and thus postpone or refuse payment. Scopevisio delivers this documentation to you "free of charge" with a click!

Show proof of performance

Select the link to the PDF with the proof of performance to check it. The proof of performance is attached to the invoice when it is issued.

Create invoice

Click on Edit invoice to access the following invoice view. Here you can make final entries, e.g. add a flat-rate expense allowance or enter an invoice processor, a debtor advisor or a note.

Then select a layout using the Document layouts button or click on the black arrow next to the button and click on Print.

Print invoice

If you click on Print, the invoice and the service documentation are output as two separate PDF files.

Send invoice

If you select Send, an email with these two PDFs attached and your prepared text will be sent (see image below). Click on Send again in this form.

Post invoice

You can then book the invoice in the invoice form.

Once you have clicked on Post, the invoice items can no longer be edited. The invoice now appears in your Accounts receivable open item list (in the menu under Finance > Receivables > Accounts receivable). From there, it can be further processed for accounting purposes.

Set up posting rules that relieve you of the assignment of incoming payments to open items and some of the posting work.