Time recording ensures that Clients are billed correctly for any work that has been done.
When creating new documents or emails or adding
received documents and emails to MatterSphere the Time Entry dialog box will be
displayed.
Enter a
meaningful description in the Time Desc field. The Fee Earner field should be
populated with either your name or the name of the Fee Earner that you work for
but if the details are incorrect you can click the drop down and select the
correct name.
The Time
Activity field will also usually be populated based on the type of document (or
email) that you’re creating but is this is incorrect, select the correct value
from the drop down list. The Time Units field should be populated based on the
type of document you’re creating but if this wrong enter the correct number of
units.
The Charge
field will be populated with the amount relating to the Fee Earner selected in
the Fee Earner field and cannot be changed. If this amount is incorrect you
will need to ask for this to be changed in the Admin kit.
If you want
to record time but don’t need to charge for it, select the Non Chargeable
option from the Time Activity drop down.
A warning
message will be displayed advising that the Charge is set to zero as a prompt,
if you don’t want to charge for this time you can ignore this message.
If you don’t
want time to appear on the Time Recording tab at all, tick the Skip Time box at
the bottom right of the page.
When the Time
Recording screen has been completed, click Next or if you want to record
additional time click Create & New at the top of the dialog box.
If you’re
attaching an email to a Matter that has been received and replied to a number
of times you can total the number of Email Out activities (the number of times
the email was replied to) and the number of Email In activities (the number of
times an email was received) and add the Time Units in a group e.g. 3 units for
Email In and 2 units for Email Out.
The Time
Recording tab will list all Activities where time has been recorded and the
Value column will show the Charge details.
The Balance
area on the left hand side of the screen will also show the current Work in
Progress amount and the available account balance.
There may
also be occasions when you need to record manual time e.g. when doing Research
that is not related to any documents or emails.
Click the New Time Entry icon on the Matter Centre toolbar or if you’re
already looking at a Matter, click Create Time on the Time Recording tab.
The Select a
Client and Matter screen will be displayed, where you can select the correct Client.
After choosing the Client, click Proceed and complete the fields with the
relevant details.
The Manual Time entry screen does not
contain the Skip Time option.
