Invoice Editor MP - Time Card Review Tab

The Time Card Review tab lists all the time cards currently included on the invoice. It displays the net effect of all adjustments, access to the history of time cards, and provides powerful tools to revalue, adjust, transfer, add, exclude and split time cards.

The Topic of the Day: Invoicing webinar is a great resource to learn all about creating invoices on Projector Management Portal.

This form is reached by opening an Invoice from the invoice tab, and selecting the Time Card Review tab.

From here you can easily see the amount of time each employee worked, what their working rate was and what the client is billed for. Values reflect all pending or approved adjustments, but not rejected adjustments.

You can make time card adjustments by checking the checkboxes next to each card and selecting an adjustment type from the menu at the bottom of the screen. See the sections below on each of the cost card adjustment types for more information.

Permissions and Settings

To perform adjustments such as write up/down, transfer, split, etc the accounting period must be open for adjustments.

The following people can make adjustments:

Users with the cost center permission Create and Approve Invoices
PMs for all projects on the invoice

Adjustments are queued and only executed once the invoice is issued. There is an exception to this rule, splits and project transfers occur as soon as the invoice is saved.

Display Options

Configure this form to display information in a manner that best suits your needs by using the following tools:

Group by -- Time cards are grouped together by Project or Resource via collapsible buttons
View at -- Expand or collapse the groups by making a selection from this list

Time Card Grid

Time card information is displayed in the columns of the grid.

Column	Description

Column	Description
Checkbox Column	The first column contains checkboxes. Check time cards that you would like to modify. Modification details are discussed later on in this document.
Project, Resource (Role)	The project to which the time was reported, the resource that reported the time, and the role that the resource played. Collapse or expand groups by pressing the plus ( + ) sign or minus ( - ) sign.
Work Date	The day the work was done
Task	The task that the resource performed on this project
Rate Type	The rate type used to calculate the rate and amounts seen
Hours	The number of hours reported
Status Icons	– This card has a nonstandard value. This means that the value is not what it would have been by default. – This time card has adjustments that were approved – This time card has an adjustment that is not yet approved. To approve it visit the adjustment summary tab. – This time card has a zero client amount and has been suppressed from view on the printed invoice
Contract	Contract revenue is what your negotiated rate was with the client. The contract amount may be modified by a revalue if the rates on the rate card, project, or role have been updated. Amount = Hours * Contract Rate Rate = Amount / Hours
Actual Days	This column only shows up if billing by the day. The number of days worked given the specified number of hours per day on the rate card. If the number of hours in a day is 8, then 6 hours worked would yield .75 actual days worked.
Write-up	The monetary value of adjustments made via Pre-invoicing Adjustments or Invoicing Adjustments discussed later on this page.
Write-up %	= Total Write-up Amount / Contract Amount
Billing Adjusted	Billing adjusted revenue is the amount that your client will be charged. Amount = Contract amount plus any write up or down amount. See the adjustments section below for more information. Rate = Amount / Hours
Billed Days	This column only shows up if billing by the day. The number of days billed given the specified number of hours per day on the rate card. If the number of hours in a day is 8, then billing for 10 hours worked would yield 1.25 billed days. This column only shows up when the invoice is being rendered for daily billing.
Description	The information entered by the resource in the Description field of the time card.

Totals for the time and financial columns are displayed in the following rows at the bottom:

Total of checked cards	Totals up all the checked time cards. The number of checked cards is shown in parentheses.
Grand total	Totals up all time cards on the invoice. The number of cards on the invoice is shown in parentheses.

Add Time Cards

From the multi-select drop down click Include time cards on invoice. The following dialog is shown where you can search for time cards to add. Only time cards that are submitted will be displayed. If a time card is not yet approved for invoicing then it shows up in results, but cannot be added to the invoice.

Parameter	Description

Parameter	Description
Search string	Projector searches in the following fields Project Name Project Code Resource Display Name Resource Employee ID Invoice name (this is only useful when adding time cards for a credit)
Only show cards that can be included on this invoice	Checking this box will find time cards ready for invoicing that meet the invoice parameters. Otherwise, submitted, but not approved time cards are shown.
Date Range	Search within a specified date range. Leave either the start or end date blank to search from the beginning or end of time.
Explanation	Enter a reason for the inclusion of the time cards. When viewing time card history this note will be viewable.