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Tracking staff work during the engagement

Deze functie is alleen beschikbaar bij gebruik van CaseWareCloud Time, een onderdeel van het CaseWare Cloud-pakket.

Meer informatie over Time.

Generating a time productivity report

A Time Productivity report measures the productivity of your organization by comparing actual hours worked to your organization’s standard hours. Use a Time Productivity report in the Detailed format to see total variance for the given time period broken down by day.

To generate a Time Productivity report in the Detailed format:

  1. To generate a report for yourself, ensure you have the View own entries permission. To generate a report for all staff, ensure you have the View all staff entries permission or equivalent privileges.

  2. From the Cloud menu, select Analysis.

  3. From the Type drop-down menu, choose Time Productivity.

  4. From the Format drop-down menu, choose Detailed.

  5. From the Group by drop-down menu, choose Staff or Week.

  6. From the Select section, select All to generate a report for all staff members, or select Staff to generate a report for an individual.

  7. Select Variance:

    • All - Displays all available entries.

    • Under - Displays only negative variances.

    • Over - Displays only positive variances.

    • Over/Under - Displays only entries with variance, while omitting entries without variance.

  8. Select Date and Sort options as appropriate.

  9. Select Generate. A Time Productivity report in Detailed format is displayed.

    A Time Productivity report in the Detailed format.

To generate a Time Productivity report in the Summary format:

  1. To generate a report for yourself, ensure you have the View own entriespermission. To generate a report for all staff, ensure you have the View all staff entries permission.

  2. From the Cloud menu, select Analysis.

  3. From the Type drop-down menu, select Time Productivity.

  4. From the Format drop-down menu, choose Summary.

  5. From the Select section, select All to generate a report for all staff members, or select Staff to generate a report for an individual.

  6. Select Variance:

    • All - Displays all available entries.

    • Under - Displays only negative variances.

    • Over - Displays only positive variances.

    • Over/Under - Displays only entries with variance, while omitting entries without variance.

  7. Select Date and Sort options as appropriate.

  8. Select Generate. A Time Productivity report in Summary format is displayed.

    A time productivity report in summary format

Enabling on demand notification for time entries

With CaseWare Cloud, you can send an email notification to notify staff when pending time entries are not reviewed or accepted.

To send an on demand notification for time entries:

  1. Ensure you have the Settings Admin role, and that the intended recipients have the Process own entries permission and the View own entries permission.
  2. From the Cloud menu, select Settings.

  3. From the Time drop-down menu, select either: 

    1. Short Hours - remind staff to complete their timesheet from the previous week.

    2. Time Pending entries - remind staff to review any pending entries from the previous week that have not yet been accepted.

  4. Select On Demand.

  5. Enter a customized email Subject and Body. Using the Tag drop-down menu you can add tags to make dynamic and personalized content. You can add the following tags:

    • Staff first name
    • Staff last name
    • Start of the week
    • End of the week
  6. Select Send Now.

    The Send Now button sends an immediate email notification.

Configuring automatic engagement tracking

As a manager or a staff member, you want to ensure that your time entries are as accurate as possible for both your own records and your client invoices One way to increase the accuracy of your time entries is automate creating them, avoiding the errors that can be introduced by entering data manually.

Enabling automatic engagement tracking enables you to track time spent in an integrated app or Working Paper’s file and generate pending entries automatically.

To generate time entries based on time spent in the file automatically:

  1. Ensure you have Settings Admin role or the equivalent privileges.

  2. Klik op Instellingen in het Cloudmenu.

  3. From the Time drop-down menu, select Time and Expense Settings.

    Select Time and Expense settings on the Settings page.

  4. Select the Automatic Engagement Tracking checkbox, and select Save.

Tagging Staff

As a manager, you want to keep track of assigned staff to ensure they are working productively. Tags can help categorize your staff making them easier to find and track.

To tag staff:

  1. Ensure you have the Staff Admin role or equivalent.

  2. From the Cloud menu, select Staff.

  3. Select the applicable staff you want to tag and in the details pane, select Tag.

    Tagging staff

  4. In the Assign Tags dialog, select the applicable tags to assign.

    assigning tags to staff

  5. Klik op Opslaan.

Subscribing to specific activities or files

You can keep track of an item that is assigned to a staff member by subscribing to the specific activity or file.

Abonneren op bepaalde activiteiten of bestanden:

  1. U heeft de rol Lezer nodig of vergelijkbare machtigingen.

  2. Klik op Activiteiten in het Cloudmenu.

  3. Klik op het icoon () om u te Abonneren.

Correct staff entries

As you track staff work, you may find mistakes in time or expense entries, or that entries that have been assigned to an engagement in error. You can correct these problems by editing or transferring entries. Only unbilled entries can be edited or transferred.

Editing time or expense entries

Editing time and expense entries enables you to correct any errors made when those entries were created. For example, if a staff member assigned the wrong work code, or forgot to include a necessary surcharge, then you can edit the entry and correct the error.

To edit a time or expense entry:

  1. Ensure you have the Process all staff entries permission.

  2. From the Cloud menu, select Time or Expense.

  3. Choose an entry, then select Edit.

  4. Make any necessary changes, then select Save.

Tijd- of onkostenboekingen verplaatsen

Entries can be assigned to an engagement by mistake. To correct this issue, you can transfer unbilled entries to the correct entity or engagement using the Transfer Time/Expense Entries dialog. For example, a staff member creates a duplicate engagement by accident, and several entries are assigned to the duplicate before the problem is discovered. Transferring these entries to the correct engagement enables you to delete the duplicate and prevent the same problem in the future.

To transfer time or expense entries:

  1. Ensure you have the Process all staff entries permission.

  2. Klik op Entiteiten in het Cloudmenu.

  3. Select the entity you wish to transfer entries from, then select More() | Transfer Time/Expense

  4. Enter a client name or number.

  5. (Optional) To transfer entries to a specific engagement, enter the engagement name.

  6. (Optional) To choose specific entries to transfer:

    • Select Details.

    • Select the appropriate entries.

      You can transfer entries from one entity to another, or to a specific engagement.

  7. Select Transfer.

  8. To confirm, select Yes.

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