Single Timesheet Entry
Adding a Single Timesheet
There are two ways to add a Single Timesheet Entry. Read below to learn more.
Option 1:
Click the small clock icon in the upper-right corner.
This will cause the timesheet entry window to appear.
The person logged into DesignSmart will appear in the Staff Field, but it can be changed.
The Project Name and Number fields will automatically be filled with the active project name and number.
You can change the project name, and the number will update. Alternatively, you can enter the project number, and the project name will appear.
Select the appropriate Service. (These are set up by your System Admin in the System Settings).
Next, choose a Work Date, and enter the Hours Worked.
If the timesheet entry is Billable, click the switch so it is blue for yes.
If the work is billable, then the service billing rate for that staff person or specific project will appear. The billing rate can be modified as required.
If you are not going to charge the client for this work, but want them to see that you did this work, then click the Gratis switch.
A Work Description is required. These descriptions can be predefined in the Systems Settings.
To commit your changes and make another timesheet entry, click the Save and New button. To save this entry and close the timesheet drop-down, click Save and Close.
To see how timesheets marked as Gratis will appear, go to the Service Invoice.
Option 2
Another way to create a Single Timesheet Entry is from the Timesheet Layout.
Click on the New Timesheet button shown below.
Follow the directions listed above.
Adjustment Feature
There are times when we just are working as efficient as we possibly could be. In those cases, DesignSmart gives you the option to adjust hours so you only bill your client for a fair number of hours. In the example below, the staffer worked 4 hours, but the supervisor feels like the work should have been completed in 3 hours and only wants to bill the client for the 3 hours.
In that case, click the Adjustment switch and enter the number of hours that you want to appear on the invoice.
The client will not be aware you worked 4 hours and will only see that they are being billed for 3 hours.
Gratis Feature
There can also be times when your firm might want to let your client know that you worked x hours, but you are going to charge them for fewer hours because… well there could be a lot of reasons. When you want to let the client know that you are reducing your hours, then click on the Gratis switch.
When you click on the Gratis switch, you will be required to enter the number of hours you will deducting from the actual work, along with a note explaining why you are reducing these hours.
The resulting invoice will appear as shown below:
