Info and Concepts
Timesheets are commonly filled out per trades person even though they may be working on multiple jobs and multiple activities. It obviously makes sense therefore to enter this labour data by the trades person name rather than to find each job worked on and enter it per job.
A timesheet for a particular trades person is normally held open for a pay period i.e. ‘Start Date’ is the start of the pay period & ‘Finish Date’ is the end of the pay period.
- A timesheet’s status is ‘Open’ when there is no ‘Finish Date’
- A timesheet’s status is ‘Closed’ when there is a ‘Finish Date’
Do not enter a ‘Finish Date’ on the timesheet until the entire pay period’s data has been entered.Remember the timesheet is per trades person. If you wish to add another trades person timesheet data, create a new timesheet for that trades person.
The format for data entry of times is hh.mm
- 01.30 is 1 hour and 30 minutes
- 12.15 is 12 hours and 15 minutes.
- 00.25 is 25 minutes
Entering this any other way will give errors.
The charge price of labour can be set by either the activity of the labour item i.e. what the trades person does, or by the trades person’s charge rate i.e. who does the work. See the Pricing System page for more information on labour pricing.
The Timesheets list view is accessible from the Jobs module.
- To create a new timesheet, click the ‘New’ button . Shortcut = Ctrl +N
- This will create a new timesheet and the date will default to today’s date. This is editable.
- Enter the trades person name from the drop down list. Remember all data entered is per that trades person. If you wish to add another trades person’s timesheet data, create a new timesheet.
- To start entering line detail for the timesheet you will need to start this by clicking the ‘Add Line’ button above the line detail table. A new line will be created.
- Enter the date , then the job number, activity and the task number. The task number is drawn from the job record task list.
- Use the List Picker icon to open the task list in a separate windows if you don’t know the task number.
- Double click on the blue triangle icon to insert that task number in the timesheet record.
- Enter the total time as xx.xx format. This will automatically calculate the time converted to a decimal.
- The charge rate will automatically be set depending on the rate entered in the labour setup in the ‘Systems Administration > Labour – Activity Setup’. You can however change this value.
- To create a new line you can click the ‘Add Line’ button or when the line total is highlighted hit the enter key twice on your keyboard, a new line will be created with the date set to the same as the previous line.
- The duplicate line button can also be used to create a new line. Highlight the line you wish copy and click the dupilcate button. A new line will be entered exactly the same as the highlighted one. This is useful when entering multiple tasks for one job, the task number and the hours can simply be edited to complete the new line.
- The totals for each line are calculated and automatically assigned to the job. You can see this by navigating to one of the jobs on the timesheet. You will see the labour if you select the ‘Labour Cost vs Charge’ tab in the job.
- Aerotrack will check that the job number entered in the line detail is an existing job. This job number must be exactly the same text as the job number listed in the jobs register.
- You cannot allocate labour to a locked job.
In ‘System Administration > Preferences’ there is a preference to ‘Open timesheets to open list’, which will only list open timesheets i.e. those without a ‘Finish Date’.
Timesheets are best kept for a short period only, we recommend that they perhaps line up with the pay period. At the end of the period enter the “Finish Date:” on each open time sheet and open a new one for each staff member as required.