Time/Expense - Filter

See Also

 

Use this screen to search through all of the time and expense entries in the system and view selective entries.

Filters

Use the filters (for example, project number, status, dates, etc.) above the grid to narrow the list of displayed entries. The filters can be combined in any combination to display only matching entries. You can also apply the predefined date filters and specify the number of rows to display in the grid.

 

Rows:

Select the number of rows you want to see on the grid. The options range from 15 to 500. ArchiOffice memorizes the number of rows selected by you and displays the same next time you log in.

 

Action

Update:

Click Update to save the changes made to the draft time or expenses.

Grid

The time and expense grid displays all entries that match your search criteria. The list provides basic entry details and provides totals for hours, time and expense. The data can be sorted in ascending or descending order by clicking any column header.

 

Only users with proper permission can edit some of the fields in this screen. You can edit the fields by hovering your mouse pointer on them.

 

You can select any number of desired rows by marking their corresponding check boxes in the list. You can also select all rows by marking the check box in the column heading.

 

Date:

Date of the time or expense entry recorded. The current date displays by default.

 

Employee:

Initials of the employee for whom the time or expense details are being entered or viewed.

 

Project #/Name:

The project number and the name associated with the time or expense entry.

 

Phase:

The project phase the time or expense entry is to be associated with.

 

Code:

Displays the job code associated with the time or expense entry.

 

Task/Description:

Displays the description or task for the new time or expense entry.

 

Hrs/Qty:

Displays the hours or quantity for the time or expense entry, respectively.

 

Click the row to access the Time/Expense - Detail screen for any entry.

 

Split :

You can divide your draft time or expense record into a No Charge and Hold entry or either of them by clicking on the grid. Only draft time and expenses can be split.

 

If you change all the hours or quantity of your draft time or expense entry from Charge to No Charge or Hold and vice versa, the same entry gets updated as per the new status assigned.

 

Button Panel

Update

 

Change Project:

Select this option to change the project for the selected time and expenses. If the user, phase or code for the time or expenses do not exist in the selected project, it will be created. Billed time and expenses will be left unchanged.

 

Change Phase:

Select this option to change the phase for the selected time and expenses. If the phase selected does not exist for the project associated with the time and expenses, no change will be applied. Billed time and expense will be left unchanged.

 

Change Job Code:

Select this option to change the job code for the selected time and expenses. If the job code selected does not exist for the project associated to the time and expenses, no change will be applied. Billed time and expenses will be left unchanged.

 

Change Both:

Select to change both the phase and code for the selected time and expenses. If the phase and code selected do not exist for the project associated with the time and expenses, no change will be applied. Billed time and expenses will be left unchanged.

 

Bill:

Select this option to flag selected time entries as billable. A list of all finalized invoices associated with the project for which the time and expenses were created displays. You can choose which invoice you want to associate those time and expenses with.

 

UnBill:

Select to unbill selected time entries.

 

Approve:

Click to approve selected time and expense entries. This only works if the project for which the time and expenses were created requires an approval process. Additionally, the person selecting this option must be assigned to that project and have the right to approve time and expenses.

 

Unapprove:

Click to un-approve selected time and expense entries. This only works if the project for which the time and expenses were created requires an approval process. Additionally, the person selecting this option must be assigned to that project and have the right to approve time and expenses.

 

Bill Rate:

Select to update the bill rate for the selected un-billed time and expenses and use the bill rate set for the individual team member from the team associated with that project.

 

Cost Rate:

Select to update the cost rate for the selected time and expenses. This option can change the cost rate for both un-billed and billed time and expenses.

 

Charge Status:

Select this option to change the charge status (that is, Charge, No Charge, and Hold) for selected time entries. This option will not change billed time and expenses.

Client Reimb:

Select to update all selected expenses and set the reimbursable flag.

 

Client Non-Reimb:

Removes the reimbursable status. When an expense is marked as non-reimbursable, it will not show up or be included in the value of an invoice.

 

Emp Reimb:

Select this option to designate that an employee can be reimbursed for the selected expenses.

 

Emp Non-Reimb:

If selected, employees will not be reimbursed for the selected expenses.

 

Emp Paid Out:

Choose this option to designate that an employee reimbursable expense has already been reimbursed to an employee for the selected expense entries.

 

Emp Not Paid Out:

Removes the Employee Paid Out flag from selected expense entries.

 

Apply Markup:

Select to apply the markup flag to the selected expenses to indicate that they are subject to their projects global markup.

 

Remove Markup:

Select this option to remove the Apply Markup flag.

 

Help:

Opens the ArchiOffice Help in the Time/Expense section.

 

Action

 

List:

Select to view a list of all time and expense entries.

 

Find:

Select to search for time or expense entries.

 

Re-Find:

Select to make modifications to a previous search requests.

See Also