Time Charges

Add both the time spent and the account to charge it to for a work order. Time charge records are linked to the work order and ensures accurate tracking of labor costs, important for budgeting and financial reporting. Understanding the time spent on specific tasks helps to effectively manage and allocate time and resources.

The default page view is List view, which displays all information in a spreadsheet-like format. Card view is where you can view the same items as blocks. You have the option to switch between views on desktop platforms. Click either the list or card icon located at the upper right of the list. Mobile phone and tablet devices only display Card view.

In List view, resize and reorder the columns, and sort them in either ascending or descending order.

Navigate to the Time charges tab while in Update mode.

Add time charges

Record the amount of time spent on tasks.

1. Go to the Time charges tab > Add.

2. On the Add time window > Main tab, enter the time information:

   • Comments: Enter additional comments about the work performed. The comments appear in the Completion Comments on the Complete tab once you add the time charges to the work order

   • Resource: Person responsible for performing the work. Displays a list of resources that are in the same segment as the work order or in a parent common segment higher in the hierarchy. Each resource in the list has an Active status in the Resources module.

   • Hours type: Classification of the hours worked to distinguish between different kinds of work or pay rates. For instance, regular, overtime, sick, and travel are different types of classifications. The default hours type is regular.

   • Hours: Number of hours worked. For partial hours, use a decimal. For instance, enter 1 hour and 30 minutes as 1.5 hours.

   • Date: Specify the date when the work was performed.

   • Stop time: Indicate the time when the work was completed.

   • Cost: Automatically populates based on values entered in the required fields.

3. Do one of the following:

   • Click Add to add the information.

   • Click Add another to add another entry.

4. Click the Charge to tab and enter the time charge information:

   • WO number: Automatically fills in the work order number as read-only for the issued time charge.

   • Procedure number: Specifies which procedure this time charge is issued to if the work order has attached procedures.

   • Asset number: When updating a working order, one of the following occurs:

     • If no assets are attached to the work order, you can add an existing asset number.

     • If one asset is attached to the work order, it displays as read-only.

     • If two or more assets are attached to the work order, the Asset number defaults to All assets. The system automatically applies a time charge to each asset, evenly distributing the total hours across them. For instance, if my work order lists four fire extinguishers and I log a time charge of two hours, the system automatically creates four time charge records, assigning 0.5 hours to each extinguisher. Alternatively, select an asset from the list to create an individual time charge for that specific asset.

   • Cost center: Select the cost center to charge the cost to.

   • Billable: Refers to the time spent that can be charged to a customer, departments, and such. Billable time can be charged. Non-billable time cannot be directly charged.

   • Account: Automatically fills in the account indicated on the Main tab of the work order.  Change the account by selecting a new one.

   Contract: Use this section only if you are charging to a contract.

   • Document title: Enter the contract title, or input the first few characters and click Search to find it.

   • Term: Duration of the contract.

   • Term value: Automatically fills in with the value of the contract for its term.

   • Adjusted cost: Automatically filled with the contract term's value, which represents the material cost after the contract term's adjustment.

5. Do one of the following:

   • Click Add to add the information.

   • Click Add another to add another entry.

Update time charges

Update an existing time record to ensure accuracy and correct any errors.

1. Go to the Time charges tab.

2. Locate the time record you want to update and select Update from the Actions menu.

3. Make changes on the Time charges window Main and Charge to tabs.

4. Click Update.

   The time record updates.

Delete time charges

Delete a time record to maintain the integrity of the work order. For example, you might remove redundant records, reassign a task to a different work order, or adjust billable hours.

1. Go to the Time charges tab.

2. Locate the time record you want to delete and select Delete from the Actions menu.

3. In the confirmation dialog, click Delete.

   The system deletes the time record.