Help Centre

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Screen Help

The functionality available summarised by screen.

How to ...

A series of topics showing you how to accomplish each task.

 

Screen Help

MYtime Main Screen

The Time Tracker pops up when the PC Starts and automatically continues tracking time for the last task marked as active.

The main screen allows you to set the current task list and define which current task is active. Once selected as active the system will automatically start recording time against the task.

The time recording can be paused using the Pause/Restart button at any time.

Note - Time recording is automatically paused when you enter the review screen to preview and submit the time recorded for the week.

You may add expand the current task list by using the icon.Selecting a new task can be achieved by typing the name of an existing task in the Task column, or selecting it from the drop down list. The project and client details for the task will be defaulted from the existing task if previously set.

Additionally if enabled you can enter the details of a new task directly on the line.
When creating a task in this way the user should set the client, project, task code and then description to ensure the information is stored as default for subsequent uses of the task. See the allow automatic task creation option in the Options screen.

You may also delete those tasks using the icon.
Note that when you delete the task in this screen you are simply removing the task from the current list available for recording time against and deleting any existing time. To remove the task completely you need to go to the Tasks maintenance frame.

You can move through the current tasks using the scroll bar or the icons.

Standard windows cut and paste functionality is also supported.

Selecting the column headers will order the data by the column contents, clicking again will reverse the order.


Column Descriptions

Priority
Displays warning images if the selected task's end date is near. 
- Is displayed if there is less than 3 days to the end date of the task.
 - Is displayed if the due date is the next day.
Note. If the end date for the task is not set then a warning image will not be displayed.

Duration
Displays the duration since last submitted.
Read only.

Client
Displays the client selected for the task.
Using the drop down displays the available clients for selection.
You may hide this column in the options screen.

Project
Displays the project selected for the task.
Using the drop down displays the available projects for selection.
You may hide this column in the options screen.

Task Code
Displays the code of the current Task.
Using the drop down displays the available tasks for selection.
Selecting a task or typing in the task code and exiting the field will populate the description, client and project field for that task.

Task Description
Displays the description of the current Task.

Today
Displays the duration of the task today.
You may enter the time directly or allow the system to track the time automatically for you.

Active
Checked if this task is active.
If option 'One task active' is selected then selecting one task as active will automatically deselect the other tasks (see Options Screen).

Review / QuickTimeSheets Main Screen

The Review Screen enables you to revise the time recorded through the time tracker application for the week (if available) or simply enter the timesheet informtion for the week and then submit the values.

At any time you may add expand the current task list by using the icon.

Selecting a new task can be achieved by typing the name of an existing task in the Task column, or selecting it from the drop down list. The project and client details for the task will be defaulted from the existing task if previously set.

Additionally if enabled you can enter the details of a new task directly on the line.
When creating a task in this way the user should set the client, project, task code and then description to ensure the information is stored as default for subsequent uses of the task. See the allow automatic task creation option in the Options screen.

You may also delete those tasks using the icon.
Note that when you delete the task in this screen you are simply removing the task from the current list available for recording time against and deleting any existing time. To remove the task completely you need to go to the Tasks maintenance frame.

You can move through the current tasks using the scroll bar or the icons.

Standard windows cut and paste functionality is also supported.

Selecting the column headers will order the data by the column contents, clicking again will reverse the order.

The Step functionality is available to automatically revise the time recorded into manageable steps of data. If the Minimum Task Duration is set to 15 minutes in the options screen, then pressing this function will revise all time recorded into blocks of 15 minute multiples.

Column Descriptions

The following fields are available in the screen.

Priority
Displays warning images if the selected task's end date is near. 
- Is displayed if there is less than 3 days to the end date of the task.
- Is displayed if the due date is the next day.
Note. If the end date for the task is not set then a warning image will not be displayed.

Duration
Displays the duration since last submitted.
Read only.

Client
Displays the client selected for the task.
Using the drop down displays the available clients for selection.
You may hide this column in the options screen.

Project
Displays the project selected for the task.
Using the drop down displays the available projects for selection.
You may hide this column in the options screen.

Task Code
Displays the code of the current Task.
Using the drop down displays the available tasks for selection.
Selecting a task or typing in the task code and exiting the field will populate the description, client and project field for that task.

Task Description
Displays the description of the current Task.

Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday
Displays the time spent on the task on this day.
You may enter the time directly.

Complete
Select when you have completed the task.
Note - tasks marked as completed will automatically be removed from the current task list when the submit button is pressed.

Clients

This screen allows you to maintain the clients in the system.

Press Insert to create a new Client, or Ctrl and Delete to delete the Client. You won't be able to delete any Client which has time allocated against it.

Name
Full Client Name.

Contact First Name
The first name of a contact for this client. Used for invoicing purposes.

Contact Last Name
The last name of a contact for this client. Used for invoicing purposes.

Billing Type
Specifies if work for this client is taxable, non-taxable or free of charge.

Client Type
Specifies if this client is internal or external. Internal Clients will be ignored for invoicing purposes.

Tax Registration Code
The tax registration code for this client. Used for invoicing purposes.

Projects

This screen allows you to maintain the projects in the system.

Press Insert to create a new Project, or Ctrl and Delete to delete the Project. You won't be able to delete any project which has time allocated against it.

You must enter a project number and name for a new project.

Number
Enter the project identifier.

Name
Enter the name for the Project.

Completion Date
Enter the estimated completion date for the Project.

Hourly Rate
Enter the cost per hour to be applied for this project.

Daily Rate
Cost for a day's work on this task.

Total Cost
Estimated total cost of the project. You can be monitor the total cost so far against this value using the Reports.

Tasks

This screen allows you to maintain the tasks in the system.

Task Code
A unique code or number for the task.

Task Description
Description of the Task. Up to 50 characters

Project Name
The name of the project that this task is assigned to. This may be left as none where the user should assign it in the time tracker screen, or if it has no specific project.
Using the drop down displays the available projects.

Daily Rate
Cost for a day's work on this task. Note this will be defaulted from the project's Daily Rate.

Total Cost
Estimated total cost of the task.

Completion Date.
Estimated completion date for the task. Note this will be defaulted from the project's Completion Date.

Users

This screen allows you to maintain the users in the system.

Press Insert to create a new User, or Ctrl and Delete to delete the user. You won't be able to delete any user which has time allocated against it.

The guest account cannot be deleted.

You must enter a user name, sign on, password, for a new user.

User Number 
Unique Identifer.

Title
As Description

First Name
As Description

Middle Name
As Description

Last Name
As Description

User Name
Display only - this is used for displaying the user information for reports and timesheet review purposes.

Sign On
Enter the name which the user will use to sign on to the application.

Password
Enter the password which the user will use to validate the sign on to the application.

Department name

Office Location

User Type
The user can be defined as a standard user or a manager. If defined as a manager then that user will be available on the manager drop down, for other users.

Daily Rate
The daily cost of this users time.

Manager Name
The name of this users manager.

Authority
The system authority allocated to the user. Either Standard, Standard plus Tasks, Standard plus Finance or full Administration rights.

Reports

Quickly and easily produce reports to track the time recorded.

Report Type
Select the required report option using the drop down
The available reports are

  • Task Activity
  • Client Activity
  • Project Activity
  • User Activity

Start Date - End Date
Specify the date range required for the report.

Client
Specify this option if you wish to report on a single client.
Use the drop down to select a client.

All Clients
Specify if you wish to view details for all clients in the selected report.
Note - the client field will be disabled if this option is selected.

Project
Specify this option if you wish to report on a single project.
Use the drop down to select a project.

All Projects
Specify if you wish to view details for all projects in the selected report.
Note - the project field will be disabled if this option is selected.

User
Specify this option if you wish to report on a single user.
Use the drop down to select a user.

All Users
Specify if you wish to view details for all users in the selected report.
Note - the user field will be disabled if this option is selected.

History

Quickly and easily produce display the time sheet information previously submitted. Enter the information you need to see. Press ok and a list will appear of submitted data matching the criteria. You may edit the values of un-invoiced data

Find Screen Criteria

Start Date - End Date
Specify the date range required for the submitted information.

Client
Specify this option if you wish to see data for a single client.
Use the drop down to select a client.

All Clients
Specify if you wish to view details for all clients.
Note - the client field will be disabled if this option is selected.

Project
Specify this option if you wish to see data for a single project.
Use the drop down to select a project.

All Projects
Specify if you wish to view details for all projects.
Note - the project field will be disabled if this option is selected.

User
Specify this option if you wish to see data for a single user.
Use the drop down to select a user.

All Users
Specify if you wish to view details for all users.
Note - the user field will be disabled if this option is selected.


How To ..

Creating a New Task

In the Review Screen click on the Tasks button Or select the Tasks Option from the Maintain Menu Item. The Task Maintenance Screen will be displayed. Press Insert or Right click and select insert.

  • Enter a unique task code, and a description.

Optionally you may also ..

  • Set the project for the task. If a daily rate has been set for the project then this will be defaulted for the task, however you can override this and type in the required figure.
  • Set the Daily Rate for the Task.
  • Set the Total Cost for the Task - this overrides the Daily Rate.
  • Set a completion date for the task. If you set a completion date then a warning will appear when the completion date is less than 3 days away and less than 1 day away in the Main Screen. This will defaulted from the Project if you set a completion date for the project.

Once you are happy with the changes then press ok to apply them and exit the screen. Pressing cancel will discard the changes and exit the screen.

Creating a New Project

In the Review Screen click on the Projects button Or select the Projects Option from the Maintain Menu Item. The Project Maintenance Screen will be displayed. Press Insert or Right click and select insert.

  • Enter a unique Project code, and a description.

Optionally you may also ..

  • Set the Daily Rate for the Project.
  • Set the Total Cost for the Project - this overrides the Daily Rate.
  • Set a completion date for the Project.

Once you are happy with the changes then press ok to apply them and exit the screen. Pressing cancel will discard the changes and exit the screen.