How to Create Timekeepers in Sage Timeslips

Sage Timeslips timekeepers are the people who perform work in your company and charge for expenses. As part of tracking work performed and expenses incurred, you create timekeeper nicknames. Typically, these nicknames appear only internally in Timeslips windows and on analysis reports. Nicknames make data entry quick and easy.

You can create two nicknames for the same timekeeper. The first nickname is required and must be unique in the timekeeper list. The second nickname is optional. The rest of the information you supply about the timekeeper is optional as well.

When your employees create nicknames, you can enforce a format that specifies certain types of characters at certain positions in the nickname. This formatting is available for timekeeper, task, expense, and client nicknames, and you establish the format on the Nicknames tab of the General Settings dialog box (choose Setup→General).

Before you begin to set up timekeeper nicknames, you might want to disable conflict checking. Otherwise, Timeslips will automatically check for conflicts as you save each new timekeeper, which can become annoying.

To disable conflict checking, choose Setup→General. On the left side of the General Settings dialog box, click Conflict Checking. Then deselect the Check for Conflicts when Saving a New Timekeeper option. To reenable conflict checking, reopen the General Settings dialog box and select that option.

To create a timekeeper nickname, follow these steps:

  1. Choose Names→Timekeeper Info.

    The Timekeeper List window appears. The window contains elements common to all nickname list windows: a toolbar and a set of tabs that organize nicknames into three classifications (Open, Inactive, and Closed) as well as a tab that lists available Timekeeper templates. For more on nickname classifications, see the “Understanding classifications” sidebar.

  2. On the Timekeeper List toolbar, click the plus sign to display the Timekeeper Information window.

    If you hover your mouse pointer over each toolbar button, you will see a tip that describes the button’s function.

  3. In the 1 and 2 boxes at the top of the window (called Nickname 1andNickname 2in Timeslips terminology), type a nickname that represents the timekeeper.

    You might consider using the timekeeper's initials or, if the initials aren't unique, a first initial and a last name. Or use the timekeeper’s full name. Nickname 1 can be up to 30 characters and Nickname 2 up to 15 characters.

    The first nickname must be unique and cannot be assigned to any other timekeeper. The second nickname is optional; if you don’t supply one, Timeslips will supply a number, starting with 1 and incrementing sequentially.

  4. In the Set Up This Record to Match Fields From list, click Default to select the Timeslips default template and then click the Apply Defaults button.

    The detailed version of the Timekeeper Information window appears. The nicknames you typed still appear at the top of the box, along with the classification of Open. The information you supply in this window is optional.

  5. (Optional) Fill in the following information as appropriate:

    • Name: Type the timekeeper’s full name. In the Initials box, type the timekeeper’s initials. This information can appear on client invoices if you choose to display it.

    • Title: You can use the Employee Titles page of the General Settings dialog box to establish the hierarchical job titles used in your company. (Choose Setup→General and then click Employee Titles on the left side of the dialog box. To establish an employee’s hierarchical job title, select it from the Title list.) Then you can sort information on client invoices and other Timeslips reports by title.

    • Email Address and Additional Email Addresses: In the e-mail address boxes, type e-mail addresses for the timekeeper.

      Rate Table: Establish up to 20 billing rates for the timekeeper. If you opt to create slips based on each timekeeper’s rates, as most companies do, the first rate you fill in is the default rate that Timeslips suggests as you store slips.

      Although you can set up rate tables for all names, typically you set up rate tables for only one type of name. That is, if your company bills by timekeeper rates, it probably does not also bill by task rates.

      When you set up your clients in Timeslips, you establish rules that describe how to assign rates to slips by default by using a timekeeper rate, a client rate, or a task rate.

    • Minimum Hours: Establish your company’s work week.

    • Overhead: Establish the amount you pay the timekeeper. Using reports, you can compare the amount you pay the timekeeper to the amount in fees billed to your clients for work performed by the timekeeper.

  6. Click the Save (disc) button, in the vertical toolbar on the right.

You use these same basic steps to create a template.

In addition to the Timeslips field information you can store with each nickname, you also can set up custom fields that store information of your choosing. Custom fields can be particularly useful with client nicknames. For example, you can use them to allocate fees you collect by timekeeper.

And, if you use electronic billing with audit houses, you’ll probably need to set up custom fields using the parameters that the audit houses provide.

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