5.0 Time and Cost

The Time and Cost module consists of "Projects", "Timesheets and Expenses", "Quotations" and "Products and Services".

5.1 What is a Project?

A project is thought of as an entire job. It can be based on a quote, and can track actual costs compared to budgeted costs. Employee time and expenses are booked to projects, and appear in a project's budget against the item concerned in the quote.

5.2 Making a Project

On the Main Menu screen, click on the "Projects / Jobs" button under the "Time and Cost" menu option. This brings up the "Lookup Projects" screen. Click on "New" and a blank project screen will appear.

If unexpected costs arise which were not part of the quote, then the project costs screen should not be manually updated. Instead the cost should be added as either employee expense or through the timesheets. If an extra service item is required, go to the last blank line at the bottom of the "Project / Job Costs" sheet, click in the "Item" box and type in a description. A service line item can be deleted altogether if that service is no longer required. To do this, you simply right click on the line and choose "Delete Line". The "Totals" at the bottom will be updated as soon as the cursor moves off that line.

Click on the recalc button to recalculate all project budget costs. All project budget costs will be recalculated from scratch using the information from employee timesheets, project expenses and cashbook entries.

The details of project costs can be examined by listing the dates and full descriptions, together with the type of cost. To do this, click the "Detail" button on the toolbar (you can either preview the details on screen or print them). Each item appearing in the project costs is broken down.

You can also get a summary report which shows the project costs listed just as they are on the "Project / Job Costs" screen. To do this, click the "Summary" button on the toolbar (you can either preview the details on screen or print them).

You can also configure your own reports using the Report Writer.

5.3 Employees

Cashbook Complete will keep track of all your employees which are used for timesheets and quotes. You are now capable of tracking many different types of employees including: full and part time workers, subcontractors, and temporary workers. If you are self employed, you only need to add yourself as an employee.

Adding New Employees

Click on the "Time and Cost" menu (at the very top of the screen) and select "Employee/Security Setup". The "Lookup Employee" screen will list all the people who work for you.

Click on "New" to get a new blank employees screen.

Type the personal details in the left half such as name, address, and home phone number. The "Type" dropdown menu allows you to select an employee type (e.g. full time, part time, student).

The bottom section contains the employees security settings for within Cashbook Complete. Each employee can be given a different username and password. This will only apply if you have the "Security" feature enabled (for "Complete" registered users only). Under the "Allow Access to the Following" section, you can tick the boxes that you will allow each employee to have access to and only those sections of Cashbook Complete will be accessible when they log in with their username and password.

The "Rates" section (upper right) is split into the "Wages" the employee is paid (optional for display purposes only), the "Cost" to your own company (usually wages plus overheads), and the "Charge" rate to your clients. The cost rate is normally the wage rate plus about 20% to 30% to take into account paid holidays, levies and non-chargeable time. The cost rates entered will be used with timesheet information to calculate the project costs later on (the timesheets calculate the total labour costs and update project costs). The charge rate is used if you create invoices from timesheets.

More employees can be added by clicking on the "Add" button to bring up another blank employee screen. When finished, click on the "Exit" button to go back to the Main Menu screen.

Editing/Deleting Employee Information

Click on the "Time and Cost" menu (at the very top of the screen) and select "Employee/Security Setup". The "Lookup Employee" screen will list all the people who work for you. Double click an employee's name (or select their name and click "OK") and the "Employee / Security Setup" screen will now pop up, and you will be able to alter any information.

When a timesheet item is added, the current "Hourly Rate" (in the "Cost" column) is updated. Hence the employee rates can be changed without affecting old project costs (unless the timesheets are edited, then the new rate will be applied). Any new timesheet entries will forward labour costs based on the new rate.

Employees can only be deleted if they are not linked to any quotes or timesheets. Once an employee has timesheet entries, they should never be deleted, even if they leave the company. If the employee has not been linked to any quotes or timesheets and you want to delete them, click the "Delete" button on the toolbar.

5.4 Employee Timesheets and Expenses

The "Timesheets and Expenses" screen is used for recording the time and expenses an employee accumulates whilst working on a project. Employee rates and hours are used to work out the actual project costs (see "Project Costs"). The top half of the screen displays the timesheets, whilst the bottom half of the screen displays the expenses (as shown below).

On the Main Menu screen, click on the "Time and Cost" button. Timesheet data is entered into the top half of the screen and expenses are entered into the bottom half, as follows:-

When a line is completed a new blank line will appear at the bottom for the next entry. To delete a line, right click on the line using your mouse and choose "Delete Line".

5.5 Quotes

On the Main Menu screen, hover over the "Time and Cost" menu option and click the "Quotations" button. The "Lookup Quotation" screen will appear. Click on the "New" button to create a new quote, as follows:-

Tips: There will always be a new line available at the bottom to add a new product/service to the quote. If you want to insert a new line inbetween some others, right click on an existing line using your mouse and choose "Insert Line". A new blank line will be added above the one you clicked on. If you need to delete a line, right click on the line using your mouse and choose "Delete Line".

Quote Column Options

options.gif Invoice Options – Every company has different needs in terms of the invoice layout and options. Click on this button to change the options for this invoice. There are a lot of options and the best way to see what they do is simply to click on an option and see what happens to the invoice. To save a particular configuration for future invoices, click on "Save as Default". Click on the help button for more information.

5.6 Finding a Quote

From the Main Menu screen, hover over the "Time and Cost" menu option and click on the "Quotations" button to go to the "Lookup a Quotation" screen. The most recent quotes are listed first.

If the quote you need cannot be seen in the list, you can use the "Search" box to find it. You can search for a quote using any of the following: quotation number, date, any part of the company name, or quote description. When you've entered your search criteria, hit the "Enter" key on your keyboard to get the search results.

When you've performed the search, double click on the invoice that you want to view. Alternatively, you can select the invoice then click the "Lookup" button.

Tip!If you have customers that share similar details but you can't remember who you're looking for (for example, "Joe's Plumbing" and "Bob's Plumbing"), you can just type "plumbing" into the "Search" box to find all matches.

5.7 Changing a Quote

All information on the quote can be changed, excluding the "Quotation Number".

Important: If you change the data in the calculation sheet, it will not automatically be changed in the word processor (see "5.12 Using a Word Processor for a Quote" below). This will have to be done manually.

5.8 Deleting a Quote

Normally quotes should not have to be deleted, to keep records available if clients refer to them. If a quote has been accepted by the client, and the project has started using the quote, then the quote cannot be deleted. If the quote is not connected to anything it can be deleted. To do this, click on the "Delete" button on the toolbar. If a quote has been entered incorrectly, it can be changed without the need to delete it.

5.9 Printing a Quote

When you're finished setting up your quote, click on the "Preview" (print preview) button on the toolbar to check it. When you're satisfied, click the "Print" button on the toolbar to print it out.

5.10 Emailing a Quote

Before you can email quotes (or invoices and statements) you need to make sure that you have configured the "Email Setup" properly. To do this, click on the "Invoicing" menu (at the very top of the screen) and select "Email Setup" (or find it via the "Setup Wizard"). You can click on the "Help" button on the "Email Setup" screen if you get stuck.

To email a quote to a customer, open the quote you want to send and click the "Email" button on the toolbar. The "Select Recipients" screen will then appear (allowing you to select one or multiple email recipients). If the contact you've addressed the quote to has multiple individual contacts, then you'll see each of their email addresses available to select. Tick the box next to each email address that you want to send the invoice to, then click the "Send Email" or "Send PDF" button.

A quote can be emailed in two different formats, as follows:-

5.11 Exporting a Quote as PDF

In Version 6 (or newer), quotes can be exported/emailed as a PDF (just like invoices, statements, reports, etc.). To do this, you first need to click the "Preview" button on the toolbar to do a print preview. Then you can either right click on the preview using your mouse and choose "Export / Email as PDF" or you can click the "Export" button on the very top toolbar. Next, the "Select Recipients" screen will appear allowing you to select the people who are to get a copy of the email. You can click "New" to add a new email recipient if you wish. When you've ticked all the recipients you want to include, click the "Send PDF" button and the following "Email PDF" screen will appear:-

From this screen, you can:-

  1. View / Locate the PDF – You can view the PDF by clicking on the filename under the "File saved as" heading. You can also click the "Open folder" link to locate this PDF and any other PDFs you've created previously.
  2. Email the PDF – If you want to email the PDF to someone, enter a Subject and Message for your email, then click the "Send Email" button. The PDF file will be sent as an attachment with the email.
  3. Edit the Default Text – Click the "Default Text" button to add a default Subject and Message to be included each time you email a PDF.

5.12 Using a Word Processor for a Quote

Quotes can be sent to a word processor (Microsoft Word or WordPad) for further customisation. To do this, Cashbook uses a default template document which can be configured to include your own company logo, trading terms, etc. The template file is called "Default.rtf" and it's located in your "Cashbook Data" folder as follows: Cashbook Data\Letters\<Company Name>

To edit the "Default.rtf" so that it's ready to use, click on the button on the toolbar.

Once you have set up the template file (Default.rtf), you can then generate the document (send the quote to Word or WordPad) by clicking on .

Tip! Click on the "Edit With" dropdown menu on the quote toolbar to select which word processor to use (i.e. Word or WordPad). Word is better at formatting things nicely but if you don't have Microsoft Word installed, choose "WordPad".

5.13 Products and Services

This screen lets you configure your Products and Services and see a summary of your sales history. If necessary, use the horizontal scroll bar to see more fields on the right hand side. The fields are as follows:-

This screen is sorted by "Group" and then by "Code". You can temporarily change the sort order by right clicking on a field in the column you want to sort, and then selecting "Sort A-Z". Alternatively, you can select "Sort A-Z" from the "Edit" menu (at the very top of the screen).

There's always a new blank line at the botto of the screen where you can add new products/services. The next time you open this screen, the records will be sorted (as above).