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Do you have to keep track of the amount of work you do for others? Are you a contractor, lawyer, consultant or other hourly professional? Here's an easy way for your to track your working hours and simplify the billing process. TIME TRACKER keeps track of what you do for your clients and the time it takes to complete it. It keeps track of all of your accounts and bills them. It also records the receipt of money from your billings. Since your accounts receivable is taken care of, the only thing you have to worry about is keeping track of your expenses. Moreover, it will let you know where you stand in terms of accounts receivable, income, and unbilled hours, at any time.
Disk No: 825 Disk Title: Time Traker PC-SIG Version: S2.4 Program Title: Time Tracker Author Version: 2.10 Author Registration: $25.00 Special Requirements: 512K and a hard disk is recommended. Do you have to keep track of the amount of work you do for others? Are you a contractor, lawyer, consultant or other hourly professional? Here's an easy way for your to track your working hours and simplify the billing process. TIME TRACKER keeps track of what you do for your clients and the time it takes to complete it. It keeps track of all of your accounts and bills them. It also records the receipt of money from your billings. Since your accounts receivable is taken care of, the only thing you have to worry about is keeping track of your expenses. Moreover, it will let you know where you stand in terms of accounts receivable, income, and unbilled hours, at any time. PC-SIG 1030D East Duane Avenue Sunnyvale Ca. 94086 (408) 730-9291 (c) Copyright 1989 PC-SIG, Inc.
The following instructions enable you to print the Time Traker documentation and install the system for immediate use: 1. In order to print the documentation please turn your printer on. 2. After booting your computer place the Time Traker diskette in drive A: 3. At the DOS prompt (C>, A>, etc.) type: "TYPE A:TIMETRAK.TXT > LPT1:" 4. This documentation is about 25 pages long. To install your Time Traker program on hard disk drive C: 1. Turn on or Re-boot your computer. 2. At the DOS prompt "C>", type: "A:INSTALL" (and press ENTER) 3. The Time Traker program and data files will be placed in the TIMETRAK Sub-directory on your hard disk drive. 4. To begin the program, type: "CD \TIMETRAK" (and press ENTER) 5. Then type: "TTMAIN" (and press ENTER) To run Time Traker on a floppy disk drive: 1. Place the disk in the floppy drive (either A: or B:) 2. At the DOS "A>" or "B>" prompt type "TTMAIN" and press RETURN Note: If you are using a monochrome monitor with a graphics adapter card you may experience "snow" when displaying to the screen. To eliminate this start the program with "TTMAIN -O". The display may be slower. REMEMBER: Always use a copy of program disks and backup data often!
TIME TRACKER Time Management and Billing System Version 2.10a Superior Micro-Techniques 5510 Orchard St., W, Suite B1473 Tacoma, WA 98467 (206)564-0803 The TIME TRACKER software and documentation are the sole property of Superior Micro-Techniques. Reproduction of any kind, without prior consent is strictly prohibited. Copyright 1989. TABLE OF CONTENTS INTRODUCTION............................1 SYSTEM REQUIREMENTS.....................2 SYSTEM FILE MAINTENANCE.................3 CLIENT MAINTENANCE......................4 TELEPHONE ACTIVITY......................5 RECORD OF WORK ACTIVITY.................6 RECORD REIMBURSABLE EXPENSES............7 BILLING.................................8 CASH RECEIPTS...........................9 VOID AN UNPAID INVOICE.................10 REPORTS.............................11-13 PRINT INVOICES.......................11 PRINT A/R AGING......................11 PRINT INCOME STATEMENT...............11 PRINT CLIENT LABELS..................12 UNINVOICED ACITIVTY..................12 PRINT CASH RECEIPTS..................12 TIME ANALYSIS........................13 CLIENT HISTORY.......................13 STATEMENTS OF ACCOUNT................13 APPENDIX A: DATABASE STRUCTURES.....14-16 INTRODUCTION As a consultant I found that the task of proper time tracking and periodic client billing was a major burden requiring several hours each week. The probability of losing billable hours due to loss of scratch notes and poor memory was great. Sporadic bill- ing led to poor cash management and reflected badly on me. After experimenting with several systems, I have finally created what I believe is simple and at the same time sophisticated. Your ideas may be very different and unique and I will be interested in knowing what these may be. I may be able to incorporate them into this product in the future so feel free to submit them. This product is designed to do several things to make your valu- able time work for you. It makes the job of noting what you do and how long it takes to do it simple. It keeps track of all of your clients. It bills your clients. And it records the receipt of money from your billings. Since this system keeps track of your Accounts Receivable, or income, you need only worry about keeping track of your expenses. Additionally, the reports in this system let you know where you stand in terms of accounts receivable, income, and unbilled hours at any time. One report will indicate where your time is being spent for any given period of time. The remainder of this documentation is organized hierarchically in the same order as the options appear on the menus of the prog- ram. This system can be used without reading the documentation, but reading it will give you insight into using this system with maximum efficiency. SYSTEM REQUIREMENTS The minimum hardware requirements to operate this program are: o 320K Random Access Memory (RAM) o a hard disk drive is desirable, but floppy drives are fine o an 80 column printer o a monochrom or color monitor I do not recommend running this program on a floppy drive system. It operates noticeably slower than on a hard disk drive. Be sure to make and use a copy of the original diskette for your actual data. Make backups often. You must always start the system running by using the TTMAIN.BAT file. If it has been installed on a hard disk drive, you must first change to the \TIMETRAK sub-directory and then type "TTMAIN" followed by ENTER. There is about 60K of space left on the program disk if you are using a normal 360K floppy disk. This might be enough space for many months of data if your business requires few invoices and work records. Otherwise, you may want to move all the files with the .DBF and .NTX extension onto another floppy disk and place that into the B: drive. Then you will also need to set the default path of the system to be "B:". Another solution, if you have high density disk drives is to copy all program and data files onto a high density formatted diskette and run the program using it. You will need to have a file in your root or top level directory, or on your boot-up disk, called "CONFIG.SYS" and it must contain the following two statements: FILES = 20 BUFFERS = 22 If this does not currently exist see your DOS Manual for the in- structions about creating it. SYSTEM FILE MAINTENANCE Option 1 on the Main Menu allows you to modify the important information about your company. This screen appears automat- ically the first time you use this program, but thereafter you must select this option to make changes. Most of the infor- mation on this screen is used only on the printing of invoices and determination of system attributes. The one important field to mention at this time is the one which contains the accounting basis code. In business there are two ways of determining when the money you make is deemed taxable by the I.R.S. The simple way is called the Cash method and it says that the income is taxable at the time that you receive the cash or check for the services. The alternate Accrual method calls income taxable at the actual time the money is earned. Since this system provides you with an income or earnings statement it is important to know which method you are using. The income statement is calculated differently for each method. You may change your accounting method at any time with no affect on this program. IMPORTANT: REINDEX DATABASES A final prompt on this screen "Do you want to reindex databases" is extremely valuable if properly used. This option allows you to re-organize your datafiles when you have a power outtage or accidentally turn the computer off while it is in this program. Normally when this happens the index files are corrupted. This is quickly noticed when information is not organized properly or some records are missing. When this occurs you will want to indicate "T" to this prompt. Once you have accepted the screen changes, the "reindexing..." message will appear. The reindexing will take a few minutes, the message will dissappear and you are returned to the Main Menu. You can also eliminate old unwanted information from the databases on this screen. The final prompt asks whether you want to do this. If you indicate 'Y,' you will be prompted for the oldest date of records to be kept. The program then eliminates all paid invoices prior to this date. It deletes all related work records and notes. It also deletes all cash receipt records prior to this date. CLIENT FILE MAINTENANCE The Client Maintenance screen is accessed via option 2 on the Main Menu. This screen will be used to add new clients, modify the information on a client record and delete unneccessary records from the database. To perform any of these tasks the appropriate letter must be pressed as they appear on the bottom boundary of the window. A note about assigning codes to your clients: I have seen systems use some very strange number and character sequences to create codes for customers and clients. Since this system uses the client code as the main key for sorting and locating records it is recommended that this code, or at least the first couple of characters, match the spelling of the client name. Therefore, when you need to identify an existing client code, you will have a sense of where they may generally be located within the scheme of the database design. Since any work you do will require its association to a client you will need to assign new clients codes as you add them. The fields to be completed are fairly straight forward. Input the client full name, any specific personal contact and the client address. Complete the first address line first and then use the second line if needed. The rate you indicate for the client will be the default amount for your time tracking screens and can be changed on those screens directly. Finally, any general misc- ellaneous notes can be noted. If you need to modify a client record, you must know their unique client code. Once you have typed it on the screen, their infor- mation will be displayed and available for editing. The seek option on this screen is used to locate the needed client code or to verify that indeed a certain client does not exist in the database. When you select Seek, a boxed window will appear and you are prompted for the key field. At this time you can press RETURN and the information will display in the window beginning with the first record in the database, but usually you will want to find a record somewhere deep within the file. This field allows you to enter the first or several characters of the code and this will cause the listing to begin at that point in the database, provided at least one record exists with that char- acter. The category prompt has been added to enable you to be able to print labels for your clients in logical groups, instead of one- by-one or the entire database. See Reports section under Client Labels for further information. RECORD TELEPHONE ACTIVITY The recording of time spent doing work via the telephone begins by selecting option 3 from the Main Menu. In any consulting business the telephone is an important instrument allowing you to work without leaving your home or office. Whether you bill for this time or not it is important to know how much of your time is being spent on the phone and with whom you are talking to. The options available are listed on the bar at the bottom of the screen. Whether adding, editing or deleting a telephone activity record, the first thing the computer will want to know is, what the client code is. You should have this in hand when beginning on this screen. When adding a new record, once the client code has been accepted and the client name appears, you will be prompted for the date of the activity, who you spoke to, the time you spent, the hourly rate of charge and whether or not the time is billable. Indicating that the time is not billable lets the system know that there is no expected income. This time will show up on time analysis charts and detail reports to let you know how much time you are giving away. It even shows up on the clients invoice with the 'N/C' notation in the extended field to let the client know that he is getting something for nothing. Lastly, you can input 5 lines of text describing what occurred during the time indicated. These lines DO appear on the client billing/invoice. These records can be altered or deleted anytime up until you actually do the billing for them. Once billed you will be able to view the records on the screen in their entirety but will be beeped and a message will appear at the bottom indicating the invoice number on which it exists and that it can't be changed. When you decide to modify a telephone work record, you must know the exact date that is to be changed. After the client code is accepted, you will be prompted for the work date. If you enter a date for which there is no record you will hear a beep and a mes- sage will appear at the screen bottom. Only when you enter the valid date will the additional information appear to be changed. Since you may not know the client or date of the work record to be changed or deleted, a seek option exists on the initial screen. When you select this option, a window will appear on the right of the screen with the prompt for the client code. Pressing RETURN will display all telephone activity records in the system, including the date of the work. Entering the first character(s) of the client code will place you at the general vicinity of the client you are looking for. A major drawback to this system is that you cannot enter more than one work record per client per day. You may find that you are doing several things during the day for a single client. All you can do is to combine the time and remarks onto the single record for the day. For clients with which you have several pro- jects going at one time you may find it necessary and even accom- odating to input the same client with several codes, one for each project, and apply the time as appropriately divided. This way you can also segregate the time spent on the separate projects. RECORD HOURLY WORK ACTIVITY Option 4 on the Main Menu allows you to record the time you spend on work for a client, other than by use of the telephone. Essen- tially, the telephone record and work record are identical, and are even records of the same database. But the time record has no field for who you communicated with. The way it works is the same as with the Telephone Activity option otherwise and you are referred to that section for complete description of features and limitations. RECORD REIMBURSABLE EXPENSES Option 5 allows you to bill your clients for expenses. You may find that you need to travel or purchase items for your clients. You will need to invoice them for these items. Since option 4 is specifically for hourly income you must enter these kinds of invoice items via this option. Once you select this screen, you will get the same options as on the other work activity screen. The prompts on the screen are slightly different. To add an expense item, you will first need to input a valid client code. Next simply enter the date that the expense was incurred, the amount and notes desc- ribing the invoice item. When using the Seek option, only those expense records will be displayed. BILLING The application of time clocked to an invoice, also called billing is accomplished through option 6 from the Main Menu. It is important to note immediately that the invoices are not actually printed when this option is taken, but that you control the application of open work records to new invoice numbers for later printing. You do receive a report with this option though, called the Billing Detail Report, which lets you know which records are applied to what invoice numbers. Once you select this option you will see that you can bill the work for a single client or for all clients with outstanding work. If you select the single client billing, you will be prompted for a valid client code. In either case, you are promp- ted for the cutoff date of the billing. This date assumes that you will want to bill for all outstanding work and so it puts the current date in the field, but you may want to purposely bill for hours up to some specific period and this is possible. Once these are completed you are given one chance to quit this option without doing any billing. If you proceed, the computer will prompt you to have you printer activated and it will begin searching for uninvoiced records fitting the previously defined requirements. Each record applied to an invoice will be printed to include the client code, the new invoice number, the date of the work, the type of work (T = telephone, W = regular), if it is billable or not, the amount of time, the rate of earnings and the extended amount due for that activity. All records will print for each client and be totalled. Finally, the total for the billing period will be given. This report should be saved in a file for later querying. CASH RECEIPTS Now that you have outstanding invoices to your clients, the final step is to be able to receive the money from them and eliminate their indebtedness to you. This can be accomplished by using option 7 from the Main Menu, Cash Receipts. You will apply payments to invoices by using existing invoice numbers to bring the detail information on the screen and recording the amount of money received and possibly a discount amount taken by the client. An invoice will continue to appear on the AR aging report until the balance has been reduced to zero. You may apply partial payments to an invoice. Again, the Seek option is provided to help you locate an invoice that you may want to pay. When you go to seek an invoice you will be prompted for the invoice number. Pressing RETURN will start the search at the beginning of the file. Once an invoice balance has been reduced to zero you will not be allowed to modify any of the payment information. VOID AN UNPAID INVOICE This option allows you to void any invoice which has had not had any payments applied to it. When you select this option, you are prompted for the invoice number. Pressing return with the invoice being '0' returns you to the Main Menu. After entering a valid invoice number some of the details of the invoice are displayed on the screen for confirmation that it is the right one to void. If it has had some payments applied, a message will appear informing you of this fact. Finally, you are asked if you really want to void this invoice. If you respond 'T', all work records which were used to creat this invoice are placed back into an open status and the invoice and accounts receivable records are removed from the database files. REPORTS The real power of any computer system lies not only in the avail- ability of easy data manipulation, but in the informational packaging of the data within. This system comes with the essen- tial reports indicating how much money you're earning, how much unbilled work exists, how much is due from clients and when and where is your time being spent. Of course, hundreds of others are possible but this core are the bulk of any business system. And since the data you are gathering is contained within the popular dBASE III + structures you may gain access at any time with R&R report writer or dBASE itself. The reports, briefly described, follow. PRINT INVOICES Once you have applied billings through option 6 as described above, you will want to print the actual invoices for distribut- ion to your clients. This option allows you to print first time, all outstanding or specific individual invoices. No special invoice form is required, just blank paper. At the time that you create invoices by using option 6, an internal "flag" on the invoice record is set indicating that the invoice has not yet been printed. When you select the print all invoices option any invoices which have not previously been printed will be printed and the "flag" will be changed to indicate that the invoice has been printed. From then on the only way to print those invoices is by selecting the option to print individual invoices. With the second option, print an individual invoice, you will indicate to the computer which invoice number to print. If the invoice is unpaid it will print as it originally did. This may be useful for destroyed invoices due to printer problems or for sending late notices to your clients. Finally, option 3 allows you to print a copy of all outstanding invoices in the system. It indicates at the bottom of the it any amount previously applied to the invoice balance. With all options you may create a 1 line note, or comment, which will be printed on all invoices. PRINT A/R AGING This report will print a listing of all unpaid invoices grouped by client. It categorizes the invoices by number of days out- standing so that you can easily identify past due invoices. Any previous amounts received or credits given are listed as well. The report sub-totals by client and a grand total of receivables is printed. REPORTS (cont) PRINT INCOME STATEMENT When you select option 3 for the Income Statement, you will be prompted for the desired period beginning and ending dates. Depending upon your account method (See System File Maintenance for methods descriptions) the amounts of your earnings, grouped by client, will be listed. If you are on the accrual basis, the date of the invoice will be listed, but if you are on the cash basis, the date paid will be listed. Sub-totals are provided by client and a report grand total is given. PRINT CLIENT LABELS Selecting this option on the Report Menu places you into another sub-menu. You are allowed to print labels for any of four groups of clients. Option 1 automatically prints a label for every client in the database. Option 2 allows you to print a single label for any valid client. This option continues to prompt you for clients until you press return to quit. Option 3 will print a label for those clients who have recently had an invoice created for them. And, option 4 will print a label for each client in a particular category as you previously defined in the Client File Maintenance Option on the Main Menu. After selecting one of these four options, you are prompted for the number of lines which your labels consist of. The default and minimum number of lines is 6. Normal labels consist of 5 lines of information followed by a blank line to sep- arate the labels. But if you have special labels, you can specify exactly how many lines they consist of. Note that the first line is where the client name prints so you will need to line the labels up before hand to print where you want them to. You will then be asked if you want to print an alignment label. Indicating 'T' prints a label with your own name and address information on it. This is handy since you can use these labels as the return address on your envelopes. UNINVOICED ACITIVITY In order to determine which clients are needing to be invoiced this report is necessary. It prints out all work records which have not yet been invoiced. It orders them by client with a sub- total. Finally, it gives a total of all uninvoiced income. PRINT CASH RECEIPTS This report prompts the user for a specific cash date. It then prints information about any cash receipts for that date, incl- uding client, invoice number, discount amount and cash amount. A total for the date is printed at end. REPORTS (cont) TIME ANALYSIS This report will be handy in getting control of your time management. It is designed to tell you how your time is spent during the days for which you have recorded activity. It allows you to specify the period to be analyzed by entering the begin- ning and the ending dates. Finally, it summarizes the time spent in each activity and average hourly earnings. CLIENT HISTORY This report print a chronological listing of all work done to date for any particular client. You may want to periodically give your clients a recap of the work performed. It prints the date of work performance, the number of hours involved and the description as it originally appeared on the invoice. STATEMENTS OF ACCOUNT A new report as of version 2.10, this allows you to print statements to all clients or to clients who have open invoices. These statements print the basic invoice information in column format without the textual description of the work performed. They are great for reminding of past due accounts. Appendix A: Database Structures & Indexes Database: TTSYS This database file contains the relevant information about your own company. This information will be used as return address on billing and other documents. Each time a work record is created, this file is accessed and the TRANSID is taken to link the work record with the notes record(s). The TRANSID is then increment- ed. Field Name Type Width Dec Field Description COMPANY Character 35 Your Company name ADDR1 Character 35 Your address line 1 ADDR2 Character 35 Your address line 2 CITY Character 20 Your city STATE Character 2 Your state code ZIP Character 10 Your zip code w/extension PHONE Character 13 Your phone number BASIS Character 1 Your accounting method TRANSID Character 6 Internal use Database TTCLNT Index file: TTCLNT1 Key: CLIENT This database contains pertinent information about your clients. When a client is created you must assign a 1 to 6 character code which will be used to identify this client. I recommend that the codes be created with the first few characters matching the first few characters of your client full name. This makes it easier to relocate them quickly. Field Name Type Width Dec Field Description CLIENT Character 6 6 character client code NAME Character 35 Full client name CONTACT Character 35 Contact name within firm ADDR1 Character 35 Client address line 1 ADDR2 Character 35 Client address line 2 CITY Character 20 Client city STATE Character 2 Client state code ZIP Character 10 Client zip code PHONE Character 13 Client phone number RATE Numeric 6 2 Rate charged to client TERMS Character 13 Normal payment terms NOTES Character 70 Client notes CATEGORY Character 3 User specified category code PRINTIT Logical 1 Is 'T' if recently invoiced Database: TTWORK Index file: TTWORK1 Key: CLIENT The work records are created in this database. Each time you log time performed on the telephone or in whatever your regular job performance is, a record will be created here. It identifies who you did this work for, how much time you spent doing it and what you will charge for the time. You may indicate any time as non- billable, in which case it will appear on the invoice, but will have the N/C notation in the amount field. Field Name Type Width Dec Field Description CLIENT Character 6 Client code TRANS_ID Character 6 Link to notes database DATE Date 8 Work performance date TYPE Character 1 T=tele, W=hourly, R=expense TALK_TO Character 35 Who spoke to if type = T TIME Numeric 6 2 Time expended RATE Numeric 6 2 Rate charged this work BILLABLE Logical 1 Is this work/time billable INVOICE Character 6 Invoice this appears on DATE_PAID Date 8 Date client paid this PRINTED Logical 1 Has invoice been printed EXPENSE Numeric 9 2 Reimbursable expenses Database: TTNOTES Index file: TTNOTES1 Key: trans_id The notes database will contain 1 to 6 records for each work record created. Each record consists of 50 free form characters to describe the work performed on the record. Field Name Type Width Dec Field Description TRANS_ID Character 6 Link to work record NOTE Character 50 Notes about work performed Database: TTCASH Index file: TTCASH1 Key: CLIENT TTCASH2 Key: DATE The Cash file holds a record for each transaction which takes place through the cash receipts entry screen. It simply records the cash and or discount amount, date, invoice number and client. This is later used for a cash receipts report and is used to determine earnings for anyone using the cash basis. Field Name Type Width Dec Field Description CLIENT Character 6 Client code INVOICE Character 6 Invoice number being paid DATE Date 8 Date of cash receipt AMT_PAID Numeric 9 2 Amount of cash received AMT_DISC Numeric 9 2 Amount of discount taken Database: TTAR Index file: TTAR1 Key: INVOICE TTAR2 Key: CLIENT + INVOICE This database is the accounts receivable file. As the billings are performed, a record is created for each client with outstand- ing work with the amount of the bill and the new invoice number. Through the Cash Receipts module these invoices are paid. They are not considered paid in full until the INV_BAL (invoice balance field) is zero. Until then they remain on the AR report. Field Name Type Width Dec Field Description INVOICE Character 6 The invoice number CLIENT Character 6 Client code INV_DATE Date 8 Invoice date INV_AMT Numeric 9 2 Total invoiced amount INV_BAL Numeric 9 2 Current invoice balance DISC_AMT Numeric 9 2 Amount discounted DATE_PAID Date 8 Last date of payment COMMENT Character 35 Miscellaneous comments
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