Reporting

Hour Timesheet Reports

1. Navigate to Reports menu

2. Complete the report criteria from the drop-down selections

3. Name the report (no spaces are allowed)

4. Click the Generate Report

NOTE: Your reports will show Processing until which time report is available. Click the refresh icon (yellow dash) at the top right of the page to expedite this process.

Hour Timesheet Reporting Feature

Sample Reports

Daily Detailed Hours Report

Provides timesheet entries by day for each employee selected.

hours summary report

Employee Hours

User can summarize timesheet data by the following: Customer/Job, Service Item, Pay Type, Employee

hours summary report

Leave Balance Report

Current leave balance data for each employee

leave balance report

Printable Timesheet Report

Provides a pdf version of the timesheet data. This timesheet includes comments and hours worked.

printable timesheet report

Notifications

Setting Reminders and Email Notifications

The following notifications are available in Hour Timesheet. By default, they are toggled to the off position for all new accounts.
1. Login to Hour Timesheet as Admin or Accountant

2. Navigate to Settings/Notifications tab

3. Toggle rule(s) to On

4. Click Update to save changes

Hour Timesheet Notifications

Employee Role – Viewing Leave Balance

Viewing Employee Leave Balance Data

1. Login to Hour Timesheet

2. Navigate to My Timesheet menu

3. Click the Leave Balance tab (see screenshot)

Employee Leave Management Software

Additional leave balance notes

Balance is reduced after timesheet is submitted at the end of each timesheet period.

User may be allowed to “go into the negative” if feature is configured.

System will stop accruing leave once limit “ceiling” is reached. Additional leave earned or accrued after leave ceiling is reached is moved to the “lost” column.

Request Leave

1. Navigate to Request Leave menu

2. Click Create New Leave Request

3. Complete the form

4. Click OK

Employee Leave Request

Manage Charge Codes (QuickBooks)

Manage Data from QuickBooks

All data in HTS originates in your company QuickBooks file. HTS does not allow the following to be entered from your HTS account.

Customer/Jobs

Service Items

Classes

Step 1. Sync (Import) New Data From QuickBooks

HTS uses an online sync function to import data from your company QuickBooks Online account to your HTS account. To add any of the 3 items above into your HTS account, follow the steps below.

1. Open your QuickBooks Online company file

2. Enter the new data (customer/job, service item or class)

3. Login to your HTS account as an Admin

4. Navigate to the Settings/Connect to QuickBooks page

5. Click the Import button

QuickBooks Online Data Selections

Step 2. Mapping Codes In Hour Timesheet

Upon a successful connection, your new data is now in HTS. To see the new codes in HTS, navigate to the Accounting/Codes page

1. Click Create New to map the new code

2. Select the required items from the Customer/Job(s) list needed for association to employee(s) REQUIRED

3. Select the required items from the Service Items list needed for association to employee(s) OPTIONAL

4. Select the required items from the Classes list needed for association to employee(s) OPTIONAL

5. Select the required items from the Payroll Item list needed for association to employee(s) [QuickBooks Desktop ONLY]

6. Click the Add button

Create New Associations

Step 3. Assign Employee Charge Codes

Creating charge code associations for each employee will limit what the user is able to charge to when entering hours on a timesheet. Employees can have multiple charge code associations and charge codes can be assigned to multiple employees. To create charge code associations, follow the steps below:

1. Navigate to the Accounting/Codes menu

2. Place a check in the Available Authorized Charge Code(s) – created in previous setup process.

3. Select from the Available Employees list the appropriate employees to be associated to the Available Authorized Charge Code(s) from above.

4. Click the > to move the selected employees from #8 above to the selected employee list box

5. Click the calendar icon box to select a Start Effective Date and End Effective Date (optional)

6. Click the Assign button to complete.

NOTE: If no charge code associations are created, employees will have access to all codes.

Billable vs Non Billable

Tracking Billable Time in Hour Timesheet | Setup Instructions

Business Rules and Billable Time

Navigate to Settings/Timesheet tab

(check box) Restrict Employees from charging work hour in advance – When this box is checked, users will not be allowed to enter time entries for billable items on the timesheet.

NOTE: This box should be checked for DCAA compliance.

Setting Charge Codes as Billable or Non-Billable

Billable Charge Codes

Creating Employee Charge Code Associations Creating charge code associations by employee will limit what each user is able to charge to when entering hours on a timesheet. Employees can have multiple charge code associations and charge codes can be assigned to multiple employees.

Navigate to the Accounting/Codes menu
Click the Create New button
Select the Customer/Job to expand the list of Select Charge Codes. Select from the list the Customer/Job(s) needed for association to employee(s) REQUIRED
Select the Service Item to expand the list of Select Service Items. Select from the list the Service Items needed for association to employee(s) OPTIONAL
Select the Class list to expand the list of Classes. Select from the list the Classes needed for association to employee(s) OPTIONAL
Select the Pay Type to expand the list of Select Pay Type(s). Select from the list the Pay Types needed for association to employee(s) OPTIONAL
Choose the Billable or Non-Billable radio button
Click the Add button

Setting Employee Specific Charge Codes as Billable vs Non-Billable

This page displays the charge code associations for each employee (which limit what each user can charge to when entering hours on a timesheet). Employees can have multiple charge code associations and charge codes can be assigned to multiple employees.

Navigate to the Employee/Detail menu
Select the Employee from the Available Employees list box
Click the edit icon for the charge code to be updated
Select the Billable or Non-Billable radio button
Click Ok

employee billable

Leave Management Detail

Employee Leave Management

Purpose and Features of Employee Leave Management

Display leave balance data to employee

Allow employees to use leave on timesheet

Allow employees to submit Leave Request

Employee Leave Behavior

* Timesheet behavior is dependent on setup of leave policy.

* Balance is reduced after timesheet is submitted at the end of each timesheet period.

* User receives alert message upon entering time that exceeds current balance.

* User may be allowed to “go into the negative” if feature is configured.

* System will stop accruing leave once limit “ceiling” is reached. Additional leave earned or accrued after leave ceiling is reached is moved to the “lost” column.

* System will reset balance to “carry-over” value each year

* Balance will reflect manual adjustments (if any).

Prerequisites

Hire Date is a required field for leave management. To enter a hire date for each employee, use the Edit feature under the Employee/Employee List/More page.

User ID – is a required field for leave management. To enter a User ID for each employee, use the Edit feature under the Employee/Employee List/More page. Note: for QuickBooks users, The user ID field is not required when setting up employees in your QuickBooks file. User Ids are also known as Employee Numbers. If your organization does not have established employee numbers system for your workforce, then any set of numbers will work in Hour Timesheet. For data security reasons, using an employee’s social security number is not advised.

User must have one of the following roles to setup/create new leave policies

Admin

Accountant

Employee Leave Management Setup

Create Leave

1. Login to Hour Timesheet as Admin or Accountant role.

2. Navigate to Accounting→ Leave sub menu.

3. Click Create New Leave.

4. Enter Leave Name. (Sample: Sick Leave Pay)

5. Select Pay Type from drop down box. (Sample: Sick Leave)

6. Enter Leave Description. (Sample: Sick Leave Pay)

7. Enter Start Effective Date of new leave type. (Sample: 01/01/2018)

8. Click the Save button to complete.

9. Repeat steps 1-8 above for each leave type.

Create leave screenshot

Continue to next step (configure leave policies)

Manage Data with Excel

Using Excel File to Manage Data

Hour Timesheet provides a Microsoft ®Excel template for the purpose of creating and managing account data (Employees, Charge Codes, and Pay Types). This import must be utilized if you have checked the “custom” feature in the setup wizard.

Understanding the Data Import Process

Step 1. Open the Microsoft® Excel Import File
Step 2. Prepare the file. Enter your company data

Employees
Charge Codes
Pay Types

Step 3. Import the updated Microsoft® Excel file (your company data) in to your Hour Timesheet site.

Login to your Hour Timesheet login page as user with admin or accountant role
Navigate to the Settings menu item
Click the Import Data tab
Click the Request for Import button to initiate the import process.

Employee Authorized Charge Code Associations

Charge Code Associations

Customer/Job ⇔ Service Item ⇔ Employee) – Creating charge code associations by employee will limit what each user is able to charge to when entering hours on a timesheet. Employees can have multiple charge code associations and charge codes can be assigned to multiple employees. To create charge code associations follow the steps below:

1. Login to Hour Timesheet as Admin or Accountant

2. Navigate to Accounting → Codes sub menu

3. If you do not see any codes in the Available Authorized Charge Code(s) list box then click + Create New

4. Select the Customer/Job to expand the list of Select Charge Codes. Select from the list the Customer/Job(s) needed for association to employee(s)

5. Select the Service Item to expand the list of Select Service Items. Select from the list the Service Items needed for association to employee(s) OPTIONAL

6. Select the Class list to expand the list of Classes. Select from the list the Classes needed for association to employee(s) OPTIONAL

7. Select the Pay Type to expand the list of Select Pay Type(s) . Select from the list the Service Items needed for association to employee(s)

8. Click the Add button

9. Place a check in the Available Authorized Charge Code(s) (items created in steps 1-8 above)

10. Select from the Available Employees list the appropriate employees to be associated to the Available Authorized Charge Code(s) from above.

11. Click the > to move the selected employees from #9 above to the selected employee list box

12. Click the calendar icon box to select a Start Effective Date and End Effective Date (optional)

13. Click the Assign button to complete.

Watch Video

Leave Associations

Leave Types created in Hour Timesheet are associated with leave payroll items previously created in your QuickBooks company file. To create a leave type in Hour Timesheet:

Creating New Leave Types

1. Login to Hour Timesheet as Admin or Accountant

2. Navigate to Accounting→ Leave sub menu

3. Click Create New Leave

4. Enter Leave Name

5. Select Pay Type from drop down box (this should be the list of leave pay types imported from QuickBooks)

6. Enter Leave Description

7. Enter Start Effective Date of new leave type

8. Click the Save button to complete.

9. Repeat steps 1-8 above for each leave type.

Admin Role – Creating New Leave [Video Clip]

Creating A New Leave Policy

View Instructions of Setting Up Leave Management here

Assigning Leave Type to Employee (Leave Type ⇔ Employee) – Creating Leave associations by employee is required so that the timesheet can select “Add Leave Hours” from the employee timesheet. To assign Leave Types to an Employee:

1. Login to Hour Timesheet as Admin or Accountant

2. Navigate to Accounting→ Leave sub menu

3. Select Assign Leave tab.

4. Click the calendar icon box to select a Start Effective Date and End Effective Date (optional)

5. Select a Leave Type from Available Leaves selection box.

6. Select a Leave Policy from Select Leave Policy selection box.

7. Select from the Available Employees from Available Employees selection box.

Click the > to move the Employee(s) to the Selected Employees list box.

8. Click the Assign button to complete.

9. Repeat steps 1-9 above for each leave type.

Admin Role – Assign Leave [Video Link]

Completing a Timesheet

Hour Timesheet View

Timesheet Sections

Section 1. Clock In/Clock Out (optional)

1. Employees can click the Clock In (or out) from the login page or the mobile app. Upon clocking in, the user will be prompted to choose from a list of charge codes. At the time of “Clock Out” the difference between the Clock-in and Clock-out time will be entered on the timesheet (hours worked section) next to the charge code selected at the clock in function.

2. Employees can click the Login button from the web login page. Once on the timesheet, users can manually enter Clock in/out times. These manual entries do not tie to anything in the hours worked section of the timesheet. With the manual entries of clock in/out times, the user will have to click the Add Work Hours button on the timesheet and allocate the hours worked accordingly.

This feature is optional and is hidden by default if no values are present in the in/out section of the timesheet.

Section 2. Work Hours and Leave Hours

This section is required for QuickBooks timesheet integration.

Adding Hours Worked

Adding Work Hours – this section contains a set of drop down boxes that are available once the user clicks the “Add Work Hours” button on the timesheet. These codes are referred to as “Employee Authorized Charges”. These selections are designed limited to codes each user is “authorized” to use when charging time on the timesheet.

1. Click the Add Work Hours button

2. Select the appropriate Charge Code

3. Click Save

4. Enter Hours to appropriate date/day on timesheet

5. Click the tab button on your keypad or move out of the cell to save the entry.

Adding Leave Hours – this section contains a set of drop down boxes that are available once the user clicks the “Add Leave Hours” button on the timesheet. These codes are the leave types that are available to each user of Hour Timesheet.

1. Click the Add Leave Hours button

2. Select the appropriate Leave Code

3. Enter Hours to appropriate date/day on timesheet

Copy Previous Timesheet Codes – this feature allows the user to copy the codes from the previous timesheet

period to the current period.

Section 3. Timesheet Comments/Leave Balance

Section for entering daily hours worked notes or viewing leave balance data or timesheet summary overview.

Hours Worked Comments

Section 4. Timesheet Audit Log

This section of the timesheet is auto populated with each entry into the employee timesheet. The audit trail captures the username of the person who made the timesheet entry, the IP address of the person who made the entry along with a time and date stamp of the entry made. The audit trail is not editable.

HourTimesheetAuditTrailscreenshot

Timesheet Leave Balance

1. Navigate to My Timesheet menu

2. Click the Leave Balance tab

leave balance info

Additional notes

Balance is reduced after timesheet is submitted at the end of each timesheet period.

User receives error message upon entering time that exceeds current balance.

User may be allowed to “go into the negative” if feature is configured.

System will stop accruing leave once limit “ceiling” is reached. Additional leave earned or accrued after leave ceiling is reached is moved to the “lost” column.

System will reset balance to “carry-over” value each year

Timesheet Archives

1. Navigate to My Timesheet menu

2. Click the Calendar icon

3. Select the Date of the timesheet wanting to view.

Timesheet Web Clock

1. Navigate to the Hour Timesheet login page

2. Enter username and password

3. Click the “Clock In” button to capture the current “In” time on the timesheet

Timesheet Submittal

1. Click Submit button

2. Click Submit again in the popup box

Watch video clips below

Watch Video – Completing a timesheet

→Entering hours worked without in_out times [Video Clip]

→Entering hours worked with in_out times [Video Clip]

Web Connector Installer for QuickBooks Desktop Integration

Simple Timesheet Setup for QuickBooks Desktop Integration

The Web Connector is a built-in add on service that works with the following versions of Intuit and QuickBooks Desktop versions:

QuickBooks Enterprise Solutions (2015 or later)
QuickBooks Premier (2015 or later)
QuickBooks Pro (2015 or later)

If you have other applications exchanging data with your QuickBooks Desktop, you will already have a version of the connector downloaded. Use the link below provided in the setup wizard to connect your Hour Timesheet site to the Web Connector. Follow these steps to successfully download and integrate Hour Timesheet with your QuickBooks Desktop company file.

Before you begin. Make sure QuickBooks Desktop is running on your machine and the company file that you want to connect with Hour Timesheet is open. Follow the instructions below for QuickBooks Desktop Integration (setting up the web connector)

Screen 1 – Click Download Here to begin with execution of the Hour Timesheet QuickBooks integration setup Wizard. Once download is complete, Run or Open the downloaded file from your browser.

Screen 2 – Click Next to continue with execution of the HTS QuickBooks Integration Setup Wizard

welcome installer SS

Screen 3 – Terms of Use Agreement. Place a check in the box “I accept the terms in the License Agreement box and click Next

End User Agreement SS

Screen 4 – Click Next to download the file to the location provided in the path. This location can be changed if required.

path ss

Screen 5 – Click Install to begin the installation process.

ready to install ss

Screen 6 – Click Finish to complete and exit the wizard.

completed installer ss

Screen 7 – You will now be prompted to enter the information captured during the completion of the Hour Timesheet Sign Up form. Enter the domain (URL) along with the email address and password created in the 1st step of this process. Click Sign In then ‘Initiate Process’ to continue.

Screen 8 – You will now be prompted to allow Hour Timesheet to read and modify your company file Make sure you change the default setting to the last option of radio buttons from the screenshot below select Yes, always; allow access even if QuickBooks is not running (last option) from QuickBooks- Application Certificate popup window and click Continue.

timekeeping software for small business QBD Setup Instructions

Screen 9 – Click OK from ‘Authorize New Web Service’ to grant web service access to QuickBooks

authorize new web service

Screen 10 – After successfully adding the application to web connector, click Update Selected button from the web connector to start the import process connect to QuickBooks. If you have more than one application connected to your company QuickBooks file, you will need to locate the Hour Timesheet application from the list and place a check in the left-hand check box.

web connector update ss

Best Practice – set the check box to Auto Run and change the value in the Every_Min to 60. This will automatically sync your QuickBooks company file and your newly created Hour Timesheet site ever 60 minutes.

Final Connection Setup – Upon successful completion, the Hour Timesheet Setup Wizard will change the connection status on the screen to Connected and the Next button will be active (you can click it).

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