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Weekly Timesheet window

You use this window to create timesheets. A timesheet covers work done on all jobs over a week's time.

You can see the time entered by running any of the time reports for that period.

To do this task
  1. Choose Reports > Jobs, Time & Mileage.
  2. Run any of the time reports in list.

On the toolbar

Edit Single Activity

Opens the Time/Edit Single Activity window for the hours you selected so you can change the customer (or job), service item, or payroll item and have the change affect only those hours. All other hours on that line in the timesheet remain unaffected by the change.

On the form

Name

The name of the person or entity that performed the work. The name can come from your Employee, Vendor, or Other Name lists.

You can:

  • Enter a new name
    1. Click the Name drop-down arrow and select Add New.
    2. Select the list where you want the new name to appear (Employee, Vendor, or Other Name).
    3. Click OK.
    4. In the window that appears, fill in the information about the new name.
    5. Click OK.
  • Select a name from one of your lists

     

    To do this task

    1. Click the Name drop-down arrow.
    2. Select a name from the list.
  • Select multiple names to create a batch of timesheets

    To create timesheets for employees whom you’ve set up to use time worked to create their paychecks, select Multiple name (Payroll). Why don’t I see all my employees?

    For all others (including employees whose time worked doesn’t affect their paychecks), select Multiple names (Non-Payroll).

  • Enter a name for QuickBooks to find. What if the name doesn’t appear on any list?

    If the name doesn’t appear on any list, add it to QuickBooks.

    To do this task

    1. Click OK in the Warning window.
    2. Click the Name drop-down arrow and select Add New.
    3. Select the list where you want the new name to appear (Employee, Vendor, or Other Name).
    4. Click OK.
    5. In the window that appears, fill in the information about the new name.
    6. Click OK.

Week of

Shows which week is currently in view.

You can only see one week at a time. To view other weeks, click Previous or Next. Or, click the calendar icon next to the Week Of field to specify the week you want to see.

Customer:Job

Enter here the name of the customer (and job, if any) for whom the work was performed. Entering a customer or job name gives you the ability to charge for the work on a future invoice to the customer.

Non-billable time: If you do not intend to invoice your customer for the time, you still may want to enter the customer or job name. For example, if you spent the time correcting an error on a job, filling in the Customer:Job field gives you a record of your non-billable time for the job. You can display non-billable time on time reports.

Overhead: If the time is truly overhead and has no association with any customer or job, then leave the Customer:Job field blank.

To enter the customer and job

Click the Customer:Job drop-down list and choose the customer (or customer and job).

or

Enter the customer's name. If you"re tracking a specific job, add a colon (:) after the customer's name and then enter the name of the job.

Service Item

Enter the name of the service item you want to use when you charge your customer for this work or when you pay a nonemployee for this work. The service item represents the type of work performed.

Even if you don’t intend to charge or pay anyone for this work, entering a service item gives you a record of your time for this type of work. You can display all time for each service item on time reports.

On an invoice or statement charge, the service item tells QuickBooks which account to use to track the income you receive from the work and what rate to charge. This, in turn, gives you the ability to analyze which types of work are the most profitable for your business (on item profitability reports), and how much company time goes into each type of work (on time by item reports).

On a check paying nonemployees for time worked, the service item tells QuickBooks which account to use to track the expense or equity account for the payment and what rate to pay. If you invoice for this same service item, set up the item with the checkbox selected to allow you to have separate accounts to track income and costs.

To enter the service item

Click the drop-down list and choose the service item that matches this type of work.

or

Enter the name of the service item.

Payroll Item (appears when the employee is timesheet based)

The payroll item determines how much the employee should be paid for doing the work you specified in the Service Item field. If you previously associated a payroll item with the service item, QuickBooks fills in the Payroll Item field when you enter the service item. Of course, if the payroll item is inappropriate for any reason, you can change it.

For example, if you're recording sick time for a salaried employee, choose the Sick Salary payroll item.

What if the Payroll Item field isn't there?

Click the drop-down list and choose the appropriate payroll item. Note: You don’t need to specify the employee’s actual salary or hourly rate here. You enter wage information when you set up the employee’s payroll record.

WC Code (appears when workers compensation is turned on and the employee is timesheet based)

Note: This field appears if you turned on the Workers Compensation feature (QuickBooks Enhanced Payroll only).

The WC Code gets transferred to the paycheck, along with the payroll item and other payroll information. QuickBooks then uses the information on the paycheck to calculate your workers compensation premiums.

If you entered a default workers compensation code on the employee's record, QuickBooks fills it in here automatically. You may also change the code here, if necessary. You might change the code, for example, if an employee sometimes does work that falls under a code that is different than his default code.

Notes

Enter any additional information you want to record about the work you specified in the Customer:Job, Service Item, and Payroll Item fields. Your note can be of any length; however, only the first 99 characters of your note appears on time reports.

When you invoice your customer for this time, you can have QuickBooks insert your note into the Description column on the invoice form.

You can also add the note to a time by job detail report.

Class (appears when you track earnings items on a paycheck by class)

Enter the class name that you want to assign to the work you specified in the Customer:Job, Service Item, and Payroll Item columns.

Classes give you another way to categorize and report on information in QuickBooks. For example, a general contractor could use classes to distinguish residential from commercial business.

Hours worked each day

In these columns, enter the number of hours worked each day or enter the range of hours worked, such as 8-5. QuickBooks interprets your entry according to the current setting for the time format preference. The formats available are fractions of an hour (for example, 4.5 hours) or hours and minutes (for example, 4:30).

You can change this format.

Billable?

If you're going to invoice your customer for this time, click the checkbox in the Billable column.

If you're not going to bill the customer for the work, make sure the checkbox is not checked.

Click the checkbox to toggle it on and off as necessary.

The symbol Item has been billed in this column means the time has already been billed on a previous invoice.

KB ID# H_TIME_F1_ABOUT_WEEKLY_TIMESHEET
12/11/2016 1:53:29 AM
PPRDQSSWS403 9138 Pro 2017 09399c