Times

Starting Conditions

To log time for a case, the employee should be listed as the person responsible for the case. If an employee is not yet responsible for the case, you can assign this responsibility directly in the time entry.

To log time for another employee, you can select the respective employee through the ribbon under Substitution and apply it by clicking Update. The selection in the ribbon is determined by the substitution rules under Office > Employees > Substitutes.

Time Period Filter

With the time period filter, you can filter the list of activities by suggested or individually determined time periods. If you switch to the times from a case's context menu, you will see all times for all responsible parties for the case.

Substitution

To log time, you must first enter the employee for whom the time is to be logged into the substitution. You can either select the employee's name from the dropdown box or directly enter the employee's abbreviation into the substitution field. Then update the activity list. The employee list in the substitute selection is based on the entries under Office > Employees > Substitution.

Activities

Time is logged in individual activities. Depending on whether the activity is a case or management activity, you must always select a type of service that specifies the activity more precisely. You can select the type of service using abbreviations by entering the previously configured abbreviation of the service type into the search field. The abbreviations can be set under Special Administration (Services) > Service Types.

The service types can be restricted in Service Catalogs at the levels of Billing Contract and Case. Depending on which service types are set in the service catalogs, only these service types can be selected. Without restrictions, all service types of the standard paper contract apply. At the billing contract level, you can also specify which service types should be non-billable. These non-billable services are displayed in red text. They can be selected, but when added to a draft invoice later, they are automatically set to "written off" (hours) or "not billed" (expenses).

The description field is for your individual activity description and is included in the text processing of the invoice documents. If you have chosen a description text template for the selected service type, it will automatically be entered into the "Description" field. The standard text can be overwritten.

Date

Here you enter the date on which the billable time occurred. You can set time frames for logging under Administration > Special Administration (Services) > General Settings (Services), for example, to prohibit logging times for the future or more than 4 weeks in the past.

Case Selection

Each time must be assigned to a case. If you do not have editing rights for a case, you will be notified of this when selecting the case.

Language / Translation of Service Type

You can assign a language to the time entry. By default, the language of the assigned case is preselected. In the "Translation of Service Type" field, the name of the service type is displayed in the chosen language. If no translation has been configured, the name appears in German in square brackets.

Allocated Hours

If the logged activity is not to be fully billed, you can manage this by setting the allocated hours. When logging activities, an employee can specify how they should be billed. For example, if an activity lasting 5:00 hours is only to be billed for 3:00 hours, check the allocated hours box and enter 3:00 in the field. You must fill in the internal note field, where the reason for the reduction in hours must be entered. The Internal Note field is not included in the text processing of the invoice.

Closing and Opening Times

The logged activities can be corrected as long as the status is Open. Completed activities can no longer be edited. To include individual activities in the billing, they must be set to Completed. The status can be edited for one or more activities through multiple selection in the ribbon. You can reopen times that are not yet included in a draft invoice/invoice using the Open button. However, if a Recording Period is set to Completed, all activities within that period are automatically completed and thus finalized. This ensures that correct invoices are created and that controlling is based on reliable, non-manipulable data.

Save & Complete

You can configure office-wide under System Administration > General Settings > Automatically Complete Times that times are automatically completed upon saving. The Open status is thus not applied. With this configuration, completed times can also be edited and deleted.

Non-Savable Times

You can configure under Special Administration (Services) > General Settings (Services) whether the KFC status should be considered when logging activities. If you log times in a case where the conflict check is still in progress (Status: Action Required, Review Required, Action Aborted, In Progress), the times may not be saved depending on the setting.

Times cannot be logged for rejected and completed cases.

Closing Times Without a Set Rate

Under Administration > Special Administration (Services) > General Settings (Services), you can specify whether a validation for a set external rate should occur when closing times. If no validation takes place at this point, it will necessarily occur at the latest when adding the times as hourly positions of a draft invoice.

Multiple Assignment

Using the Multiple Assignment function in the ribbon, you can assign several open times simultaneously to a new date, a new case, or a new employee.

Copy and Edit

The currently selected entry is copied and can be edited before saving.

Write Off

Selected entries are permanently written off in the inventory.

Cancel

Selected entries are permanently written off from inventory and their quantities are deleted.

Transfer Inventory

The unreserved quantity of an inventory for a specific date is transferred for the selected entry.

Edit Billable Quantity

This action allows you to edit the billable quantity. This action replaces the function Disposition.

Change Description

Here you can change the description of the display.

Information

Clicking the Inventory Journal button opens the Inventory Journal dialog window, where all inventory information for the selected entry is displayed.

Quick Info

The Quick Info provides an overview of recorded times by daily, weekly, and monthly totals of a file, depending on the selected activity. You can determine the total for a period using the period filter.

Invoice Number Column

The list includes the Invoice Number column. There you can see which invoice the relevant time was billed in.

Origin Column

The list offers the Origin column if needed. It shows where the time was recorded, such as with Lexolution or Lexolution.TIME. The column is hidden by default and can be displayed using the column editor.