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Listed below are some frequently asked questions (FAQs) regarding the setup and general use of Virtual Time+Expense. 1. Can I have an employee work on more than one project? Yes, you can have them work on any number of projects! Just add the employee to each projects "Project Rates" section from within the Admin area. You have the ability to have a separate bill and pay rate for each (as well as start and stop dates). When the employee enters a timecard, they can select each project that they are active for during that week. 2. How do I setup Sick, Vacation, and Holiday for my employees? Normally, these types of time are not submitted to a specific project, rather they are "special" internal only types of time. It is recommended that you do not enable these for normal projects, and add a special project named "Internal" (or whatever you feel comfortable with). This project should not allow any other types of time (like Regular) except these (Sick, Vacation, Holiday). This project should not be billable ("no billables"), but should allow payables (as you pay employees for this). Last, you can either list each employee on the Project Rates section to enable time entry, or simply set the "Any User Can Submit Time" setting so you don't have to do that (as most will be allowed this). 3. How do I setup accruals (i.e. employee accrued sick and vacation)? The first step is to enable accruals - in the Admin, My Company "Defaults" section check "Use Time Accrual". Next, for each employee, edit the User and in the "User Accruals" add the information. For example, if someone accrues 3 weeks of vacation a year, select period = "Yearly", time type = "Vacation", and "Hours" = 120 (15 8 hour days). The bank is how to add time rolled over from the previous year, if any. Once accruals are setup, you will need to annually update each employees bank by running the accrual report for the previous year, and setting each bank to the remaining hours (or negative if somehow over used). This should be done as soon as possible after each January 1st. 1. How can I delete a timecard? You can delete a timecard row by
row, and the answer depends on what status
the timecard row is in. 2. How can I modify an approved timecard? When a timecard is approved, the rows are not editable. If you have admin privileges, there will be a "Modify" link in the right status column for the row when you edit the timecard. If you click on this, you are shown the Modify Timecard screen where you can change anything and are told what potential issues there may be (already billed, etc). You can also change the status here to un-pay, un-bill, un-process or un-approve the timecard. 3. There is a description line in the timecard. Does this show up on the invoice? The description line on each item in a timecard can be included in the invoice as an option when you export the invoices. This is done with in the Billables area with the checkbox labeled "Include details (timecard descriptions)". This description is also exported with the time data. 4. One of our employee's entered time on this weeks timecard but meant it for last weeks timecard - how can we fix that? The answer depends on what status
the timecards are in. 1. How does it know what to charge a client? Can you have different rate for different employees? When you setup a project, you specify any number of employees, each with a unique bill rate and pay rate. You also specify the date range (or open) which allows for the rate to change over time 2. Can I change the default invoice line item description? Yes, the default of "Name
xx/xx/xx-xx/xx/xx" can be changed by specifying a description for each item.
Enable this globally in Admin | My Company, Billables section "Use Item
Descriptions for Invoice Details", then enable it per Item with the "Use
Description for Billing" setting.
1. Is there anyway to show say 8 hours for payroll but only charge client for 5? For each entry in a timecard, you can specify a time type (regular, overtime, etc). You can also specify which time types are allowed for each project, and whether to bill or pay for that time. With this flexibility, you're scenario can be done by having 5 hours of regular time, and 3 hours of non-billable time and specify in the project that non-billable time is paid. 1. My browser blocks the initial download for Billables and Payables - how can I stop that? To stop the
popup/download blocker, you need to add the Virtual Time+Expense website to your
Trusted Sites list. b) Click on the Security tab c) Click on the Trusted Sites icon, then the "Sites..." button d) Type in the website address for VT, i.e. "https://www.vtimecard.com/". If the address is "http:" instead of "https:", make sure the "Require server verification (https) for all sites in this zone" is not checked. Click the "Add" button, then the "Close" button. e) For IE7+: From the security tab, click the "Custom Level..." button. Scroll about 1/3 down, under the "Downloads" section make sure both "Automatic prompting for file downloads" and "File download" are set to "Enable". Click the "OK" button. f) Click the "OK" button. For more detailed instructions, click here. 2. I no longer get prompted to save a file when downloading Billables or Payables. How can I get that back? When you download a file for the first time, you are asked what should be done, and there is a setting that says "Always Ask". If you clear this setting, it will no longer prompt you. To get that back, you must do one of the two following: a) double-click on My Computer b) On the View menu, click Folder Options c) On the File Types tab, find the IIF extension (if this is not there, you must try the next method) d) Click the Edit button e) Click the "Confirm open after download" check box f) Click the Close button, and then click the OK button You might have to try the following (only for advanced users): a) Run regedit b) Delete the "HKEY_CLASSES_ROOT\iif" key b) Delete the "HKEY_CLASSES_ROOT\iiffile" key 1. Are there any fast ways to enter a date in the various date entry fields? Yes, there are several fast ways to enter a date (these also work in QuickBooks). Use the following hotkeys (repeat key continues):
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