Time entries

In the Time entries module, you record who worked, when, for how long and on what - for example on which project and in which activity. You will find the module in the menu Work → Time entries.

The module has two tabs: “List” with all entries and “Currently tracking” with entries that do not have an end yet.

With the “Add time entry” function you enter:

• “Done by” - who did the work, required. By default it is you. An entry always has one employee. When adding, you can select several people at once; ReFIS then creates a separate entry for each of them.
• “Start”, “End” and “Total time” - for a new entry, ReFIS prefills the start with the end of the last entry of that day and the end with the current time. You enter either the start and the end, or the start and the total time - ReFIS calculates the end - or the end and the total time, in which case it calculates the start. With the “Yesterday” and “Today” buttons you set the day, and with the “15 min”, “30 min” and “45 min” buttons you add a break. An entry without an end is currently in progress.
• “Projects” - the projects you worked on. Only projects whose label settings allow selection in the “Time entries” field (section “Marking with a label”) are offered. If you filter the list by project, the project is prefilled.
• “Activities” - the activity in which you worked. The field is shown only if the company has activities entered. If you leave it empty, ReFIS only warns you.
• “Persons” - external persons for whom the work was done
• “Location” - the location where you worked. The field is shown only if the company has locations entered.
• “Type” - the time entry type from the Time entry types list. If the company has types entered, the field is required and ReFIS preselects the type marked as default.
• “What has been done” - a description of the work. If you leave it empty, ReFIS only warns you.
• “Internal note” - a note the customer does not see
• “Billable to the customer” - whether the work is to be invoiced. For a new entry it is checked by default. If you change the type, ReFIS checks it for productive and travel entries and unchecks it for the others, until you switch it yourself. When editing and when adding by template, the saved value is kept.
• “Daily allowances” - whether daily allowances are due for the day of the entry

If “Billable to the customer” is checked, you also enter “Per hour (VAT excluded)”, “Price excluding VAT” and “Currency”. These fields are shown only if “Allow to enter labor cost when entering time entry” is checked in the menu Other → Settings → General settings. Changing one of “Per hour (VAT excluded)”, “Total time” and “Price excluding VAT” recalculates the others.

You can also create the same entry with the “Copy time entry” function.

ReFIS saves the entry even with warnings; none of them blocks it, except for required fields and the rule that the end cannot be earlier than the start.

• If the entry overlaps in time with another entry of the same person, including one currently in progress, ReFIS warns about the overlap and, before saving, asks whether you want to submit the form anyway.
• If the person worked more than the work shift from their working hours, ReFIS warns about overtime. Similarly, it warns if the breaks do not match what should be taken for the shift.

With the “Start time tracking” function you create an entry that starts at the current time and has no end. You can also create the entry by template, i.e. with the same project, activity and description as an older entry. Until you finish the work, you will find it on the “Currently tracking” tab. With the “Stop time tracking” function you fill in the end. ReFIS offers it only for an entry without an end.

If someone does not track working time by the hour, with the “Add records for the month” function you split their monthly working time fund by percentages among projects or other labels. The function requires a separate right. In the form you select “For the month”, “Done by” and “Labels from” and enter the percentages for the individual labels. The total must be 100. ReFIS takes the number of hours from the person's working hours for the selected month. If they are not entered, it uses the general working time fund.

For each label with a percentage higher than 0, ReFIS creates one billable entry “Time entry for month year, N%”. The entries follow one another starting at midnight on the first day of the month. ReFIS does not check whether entries for the same month already exist.

Depending on the assigned rights, you can edit and delete all entries, only those you did, those you created, or those marked with labels you have access to. You cannot edit or delete an entry on a locked time sheet. When deleting, ReFIS also deletes the entry's links to labels, persons, time sheets and invoicing.

Below the list, in the detail of the selected entry, you will find the “Time entry changes” link. It opens the history of the entry: who added or edited it and when, and what they changed in it. The link is visible to a user with the “Time entry changes” operation.

Entries with “Billable to the customer” checked that have not been invoiced yet are offered for invoicing in the What to invoice report. The customer is the external person of the project and, if the entry has no project, a person from the entered persons. You can add the price of the work when invoicing. You can change the flag in bulk with the “Mark as billable” and “Mark as non-billable” functions. The functions require the right to edit and process only entries that are in the opposite state.

With the “Add to time sheet” function you group the selected entries on a document of the Time sheet type. You select “New time sheet” or “Existing time sheet”; you cannot add entries to a locked time sheet. ReFIS composes the subject of a new time sheet from the period of the entries and the project. The time sheet then goes through the approval process like any other document. The function requires the right to add and view time sheets.

You can also create and edit entries via the ReFIS API.

The module is shown with the “Show Time entries module” operation. For viewing, adding, editing and deleting entries, each activity has several variants: for all entries, for entries marked with the relevant labels, for own entries (for yourself) and for entries the user created. The “Add records for the month” function requires the “Add a work list for the whole month” operation.

• Working hours
• Results
• Projects
• What to invoice
• Locations