When entering Time Billing entries in Studio Designer, it is always important to know how your system is processing these time rates. The purpose of this article is to show you each field of the Time Rate and exactly where it auto-populates in Studio Designer.
Figure 1. New Time Billing Screen
The Activity section of any Time Billing entry is never auto-populated and must be manually selected every time you create a Time Billing Entry. However, the list that appears when you click on the Activity dropdown can be added to and removed from by clicking on Settings and selecting Activities in Studio Designer. See below:
Figure 2. Sample Activities Listing in Studio Designer 2.0.
This list represents all of the activities available when clicking the Activity dropdown in the New Time Billing screen. If there is an Activity that you would like to see that is not listed there, click “New Activity” in the upper right-hand corner. For more information on Activities, please see the following article: Activities.
The Employee field is auto-filled with the name of the employee currently logged into Studio Designer. It simply lists the Employees that you have to choose from in your system. You can find where Studio Designer gets this list of employees by going to Settings > My Employees. If you navigate there, you will see the following:
Figure 3. Sample Employee Listing
This is where Studio Designer gets its list of Employees. If you do not see an employee listed in the Employee dropdown in the New Time Billing page, click the “New Employee” button.
The Client/Project field is never auto-filled. It is always up to the user to fill in this information. If you click on the dropdown it will give you a list of all of your Client and Project-type addresses in Studio Designer. To find where Studio Designer gets this list, navigate to Projects and click Addresses. Then, at the top of the screen, click on the Type filter and select either Client or Projects (Studio Designer mixes these two when displaying the dropdown on the New Time Billing page). You should see the following:
Figure 4. Sample Client Listings
Keep in mind that the New Time Billing page will only show you Client ID’s (the far left-hand column). If you have an Address entered into Studio Designer but it is not appearing in the list in the New Time Billing page, be sure to check the Address Type. The most common cause of this issue is that the Address is not of Client or Project type.
Group is not auto-filled in Studio Designer, it must always be selected by the user. Group represents the group to which the Employee belongs. Is this Employee a Senior Designer? A Principle Designer? A Junior Designer? This is where you enter that information. Clicking on the dropdown here will show you a list of possible Groups for this Time Billing entry. To see where Studio Designer populates this list, just click Settings and select Employee Groups. You will see the following:
Figure 5. Sample Employee Group Listing
This list shows all available Employee Groups in your system. If you have an Employee Group that you want but does not appear on this list, click on the New Group button and add this group.
The Date field is auto-filled with today’s date as defined by the clock settings on your computer. Feel free to change this depending on when you want to record this entry by clicking on the Calendar button to the right and selecting the appropriate date.
- Start/End Time
Start/End Time is auto-filled with 12:00 AM and 12:00 AM. You can use the up and down arrows and click on the “AM” squares to change the actual time that this entry took place.
By default, the Billable and Taxable properties are checked. However, they will update based on two possible things. They are as follows:
Time Billing Entry
If a Time Billing Entry has been crated for this specific combination of properties (e.g. Client + Employee, Employee + Activity), the Billable and Taxable properties will auto-populate based on the Time Billing Entry chosen. Below is an example of a Time Billing Entry and its defaults for Billable and Taxable:
Figure 6. Sample Time Billing Activity
As you can see, if, on the New Time Billing Field, I were to enter Employee = Tom and Client/Project = BROADWAY-MIAMI, the Billable checkbox would remain checked and the Taxable checkbox would remain checked.
If no Time Billing entry has been created for this combination of properties, then the Billable and Taxable properties will auto-fill based on their corresponding Properties in the Activity that you select. It looks like this:
Figure 7. Sample Activity Entry
In this sample, if this Activity is chosen, the entry will auto-populate with the Billable box unchecked and the Taxable box checked.
The Quantity field represents the number of hours worked on the project. This will auto-fill based on the Start/End Time entered in the system. For more information on this, please see “6. Start/End Time”.
- Client Rate
The Client Rate will auto-fill based on the Time Billing Rate that is triggered by this set of properties (e.g. Client + Employee, Employee + Activity). Below is an example of a Time Billing Entry and its defaults for Client Rate:
Figure 8. Sample Time Billing Entry
In this sample, if Employee = Tom and Client/Project = BROADWAY-MIAMI, then the Client Rate will auto-fill with 1,000. Note that the Client Total below this box will auto-fill with a combination of the Client Rate x Quantity.
- Employee Rate
The Employee Rate will auto-fill based on the employee rate listed under Settings > My Employees and then click Edit next to any given employee. You can see an example of this below:
Figure 9. Sample Employee with Hourly Rate
The Hourly Rate property highlighted in the image above demonstrates exactly where the Employee Rate comes from in an Employee Listing.
Note that the Employee Total is a simply the Employee Rate x Quantity.
The Description, if auto-filled based on the Description in the Activity selected. You can find this by going to Settings > Activities and clicking Edit next to any given Activity. It looks like this:
Figure 10 Sample Activity with Description highlighted
This is the exact field that will auto-fill in the New Time Billing Entry screen.
The Notes section will never auto-fill but can be edited with any internal notes you may have but do not want to show the client.