Chapter 1
Chapter 2
Chapter 3
Chapter 4
Chapter 5
Chapter 6
Chapter 7
Chapter 8
Chapter 9
Chapter 10
Chapter 11
Chapter 12
Chapter 13
Chapter 14
Chapter 15
Chapter 16
Chapter 17
Chapter 18
Chapter 19
Chapter 20
Chapter 21
Chapter 22
Chapter 23
Chapter 24
Chapter 25
Chapter 26
Chapter 27
Chapter 28

Chapter 18

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Recording Time

Employee time worked can be  XE "time recording"  XE "recording:time" recorded by opening the EmployeeList, highlighting one name, clicking Activity and selecting Record Time in either Weekly Timesheet or S ingle Activity (unless the preference selection automatically provides this choice for you as explained above). To record vendor time, click Activities|Time Tracking, pick the form you want, and select the vendor. This rout can also be used for employee time.  The two forms  XE "Single Activity form" merely XE "time activity"  XE "activity:time"  provide different access to the same records.

Date should be inspected on every window or box where it appears.

Name will be an employee if employee time is to be recorded, or a vendor for vendor time. Type in the name or use the down arrow to select one. 

Customer:Job is needed if the cost of this time is to be invoiced. (  b must be in the Billable box). 

Service Item is also necessary if this time is to be billed. Some users have wanted to record time here for posting to the Cost of Goods Sold (COGS) account.  This is possible, but careful planning is needed if labor is to be charged to COGS.

Duration takes hours and portions thereof, as described above. Use minutes if you plan to use the interface to Timer.

Billable must be checked if the time is to be billed to a customer, making the time available for invoicing. 

Payroll Item field carries the time onto the pay check.

Class may be entered if included in the company accounting plan.

Notes box will take up to 1000 characters (98 in earlier versions.) The time sheet will show the first few letters, and fewer if class tracking is enabled.  Invoices may show notes under an option discussed below.

Timesheet button takes you to a WeeklyTimesheet screen for this name.  However, until the time has been recorded with OK, Next, or Prev, it will not appear on the Timesheet form.

Completion of the form varies.  If this is the last one, click OK . If you have more entries to make, click Next then type in  the next employee or vendor, or select one from the list.

Weekly Timesheet generally receives the same XE "weekly timesheet"  XE "timesheet:weekly"  entries as the SingleActivity form, slotting them into daily totals by like criteria in the first three columns.

Week begins on a week day as selected (for this company) in Prefs|Time Tracking.

Billable status icon at the end of each line is controlled in the column headed by a very-short-form invoice icon next to Total.  If this icon is in color the line entry is billable XE "billable time"  XE "billable time" ; if gray it has been billed. An X over the icon indicates not billable, and can be switched by clicking.

Edit Activity button is provided for changing entries on this screen. First select (click on) the hours in the column and line you wish to change, then use this button to return to the EnterSingleActivity screenwhere the data may be edited.

Employee time sheets are printed, in QuickBooks Pro 5, by selecting File|Print Forms| Timesheet. In earlier versions, the time sheet XE "time sheet:printing"  can be set up only as a modified Time Activity Detail Report, filtered for one employee, which is described in the last part of this chapter.


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Last modified: May 21, 2004