July 17, 2024
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The Batch Time Entry is a quick way to enter time for the multiple clients in a spreadsheet style layout. Time records are not complete until the Save button is clicked, thereby allowing you to easily create multiple records very efficiently.

Accessing Batch Time Entry

You can access Batch Time Entry from the main toolbar.

1. Click Time & Expense.
2. Click Batch Time Entry.

Using Batch Time Entry

By default, time is shown for the currently logged in user. When logged in as a manager, you can view other users’ time by changing the Staff field.

Some columns in the List are optional. The Show Start/Stop Time check box allows you to optionally display or hide the Start, Stop, and Actual columns.

You can click on the header of many columns to sort the records shown by the values in that column. Click the header again to reverse the sort. Columns with required values are shown with a red * (asterisk).

Finally, totals are included below the list. This includes hours for Billable and, if Show Start/Stop Time is selected, hours for Actual.

Adding and Editing Time in the Batch Time Entry

You can add new time entries inline on the Batch Time Entry List.

1. Click + in the Actions column to add a new row.
2. Select the Date that the time was performed.
3. Select the Client. Additional information about clients can be found in the Overview of Clients and Engagements topic.
4. Select the Engagement and Activity. Additional information about engagements can be found in the Overview of Clients and Engagements topic, and additional information about activities can be found in the Activity Settings article.
5. Enter the number of hours in the Billable Alternatively, when Show Start/Stop Time is selected, enter the Start Time and End Time to automatically calculate the Actual Time. The Billable Time will automatically be calculated based on the Actual Time and the Time Increment for Time Entry rounding configured in Time & Expenses Settings. Additional information about the time increment option can be found in the Overview of General Settings topic.
6. Optionally click the (Memo) icon to open the Work Description window. From here, you can specify the Work Description performed for this time and add a Private Memo which will not be included on an invoice. When editing the Work Description or Private Memo fields, you can type @ (ampersand) to choose a Shortcut to add to the memo. Information about Shortcuts can be found in the Shortcut Codes article. These fields can also include Wildcards for the month and year. For additional information, see the Wildcards topic.
7. The Billable check box is automatically selected. Clear this check box if the time is non-billable.

To change any time that is already shown, you can click in the columns to edit the contents inline. To change the Work Description or Private Memo fields, click the (Memo) icon.

To remove time that is already shown without creating a time entry record, click the  (Delete) icon in the Action column.

Once all of the time records have been added to the list, click ✓ Save All to create time entry records. The Batch Time Entry window will be cleared, and the time will be available in the Time Sheet for review. Additional information about working with time entry can be found in the Time Sheet Entry article.

Common Questions About Batch Time Entry

I’ve entered time in the Batch Time Entry list, but the Save All button is not available. Why?

If the Allow a 0 Time Entry option is not selected in Time & Expenses Settings, you must specify a value greater than zero in the Billable column.

Additionally, if the Require Work Description in Time Entry option is selected in Time & Expenses Settings, you must click the (Memo) icon and specify the Work Description in order to save the time entry. Additional information about the required description option can be found in the Overview of General Settings topic. (Note: The Work Description is typically populated by the selected Activity.)

Learn More

The following knowledge base articles contain additional information relating to Batch Time Entry:

• Overview of Time Tracking
• Time Entry
• Time Sheet Entry