About TimeSheets, Expense Sheets and Disbursement Sheets

By Timesheet

A Timesheet captures time spent by an employee on tasks during a work day. Time is recorded against:

• client assignments which are usually chargeable because they have a direct association with work carried out for a client, e.g. time spent on auditing a client's financial records.

• internal assignments which are usually non-chargeable because they are not directly associated with any specific client, e.g. time spent on administration.

You can set up a Timesheet in one of three Time Entry Modes to collect the time you spend:

• Periodic Entry which captures all the days in a time processing category in one view on a single Timesheet. Periodic entry is the default view.

• Daily Entry which displays each day of the time processing category one at a time to record the time spent on a task. You can also use the automatic timer to record the time automatically while you work.

• Calendar Entry which captures time depending upon what view you select to display your Timesheet in.

  • You can:

    • see the days of the calendar month you have chosen

    • view the calendar month as a daily, weekly or monthly timesheet

    • change the start and end date of the view you choose

    • break down the view you choose into different time intervals from 5 minutes to 60 minutes.

Depending upon the time authorisation mode that your practice uses, you can

• advance the Timesheet in the process using the Entry Status buttons so that the timesheet is reviewed and subsequently authorised

or

• if your practice uses Simplified Authorisation mode, you can post the time to move it to the client's WIP.

By Expense Sheet

An Expense Sheet captures costs incurred by an employee while carrying out work for a client. Costs are recorded against:

• client assignments which are chargeable because they have a direct association with work carried out for that client — some examples could be costs for accommodation, lunch, etc. associated with a client visit.

• non-chargeable (or overheads) costs associated with the practice but not directly associated with a task carried out for a client   — e.g. a personal expense incurred by an employee in relation to work such as mobile phone charges.

The method of recording expenses is almost identical to recording time for a client — except that you do not have a choice of entry views as you do with Timesheets — there is only one view.

If there are no more expenses to record, you advance the Expense Sheet in the process using the Entry Status buttons so that the expenses are reviewed and subsequently authorised. Once an Expense Sheet has been posted you cannot alter it. It must be reversed and another raised in its place as necessary.

However, if Twinfield is not being used by the Practice then you should use a Disbursement sheet to record recoverable charges against the relevant assignment(s).

By Disbursement Sheet

A Disbursement Sheet captures costs incurred by an employee while carrying out work for a client. Such costs can include photocopying costs, court filing costs, couriers and taxi fares.

If there are no more disbursements to record, you advance the Disbursement Sheet in the process using the Entry Status buttons so that the disbursements are reviewed and subsequently authorised.