Technical Installations/Configurations
Install Program for a New User
Ensure the new user has a copy of Timesheet Xpress running on their Computer and that a new licence has been purchased. (Click here to buy). A new Purchase Key (PK) will be issued, this should be copied into the new users installation(Click here to see screen images).
Common Shared Location for Saving Data and Back Ups Share Common Client, Project and Task List
In an environment where there are multiple employees working on shared projects and clients it is important to ensure that all Timesheets are saved to the appropriate folder location in order to collate accurate information in reports. (Click here to see screen images) For full instructions on Team Working and Network Sharing download this PDF.
Set up email function for each user
This function is essential for those Remote workers, this email functionality will allow users to submit expenses and Timesheets on a regular basis (Click here to see screen images or click here to view a video demonstration)
Re-install or Change User details
From time to time it is necessary to replace equipment and also employees can change roles / job functions. It is possible to request replacement license keys to facilitate this process. Replacement Purchase Keys are available from our support section on this website (Click here to have a new Purchase Key issued)
NOTES: Common Mistakes on defining Shared Folder an example shown below :- -
“Z:\Shared Docs\Timesheet Xpress\Timesheets”.
PLEASE NOTE, when you run the Networking and Sharing Wizard the program itself will insert a subfolder \Timesheets.
When you come to the next PC to network it,... remember the folder you defined was:-
Z:\Shared Docs\Timesheet Xpress\Timesheets.
IT WAS NOT
Z:\Shared Docs\Timesheet Xpress\Timesheets\Timesheets.
You must ‘stick’ to the folder name you first defined (otherwise the program cannot find its sub folder and then inserts another:-
Z:\Shared Docs\Timesheet Xpress\Timesheets\Timesheets.
Full unistall of Timesheet Software
If you wish to uninstall Timesheet Xpress from your PC, using the control panel to fully uninstall will not remove all elements of the software. Please download and follow the instructions in this PDF. This is very important if you are attempting to UPGRADE your software from an older 2 teir version. Download PDF for Uninstall.
UpgradeTimesheet Software from Two Tier Versions
The latest versions of Timesheet Xpress include the ability to log data on Three Tiers,
- Client
- Project
- Task
It is possible to migrate your older version data to the new structure by purchasing an upgrade and following the instructions on this downloadable PDF.
Manage Web Updates
A default setting for Timesheet Xpress is that the system will automatically check for updates. It is important that the updates process is managed, if one person updates their client copy, then this will result in a necessary update for all users on the same network. Technical administrators many modify permissions and rights to control this process. To purchase upgrade protection visit our Buy section on the website (Click here to see screen images or click here to view a video demonstration
Basic Use of Timesheet Xpress
Record My Time
It is possible to record time in 3 different ways, 1) select the time allocation and then choose from the Client, Project and Task list; 2) Select the task to record from your Favourites List; 3) Have Timesheet Xpress automatically complete the time allocation Whenever you click on a completed Timesheet cell, the Client, Project and Task List will automatically jump to the relevant list entry (e.g. Client A; Project A; Design) this means that whenever you double click on a cell the new information will be entered. This allows you to quickly duplicate the same entry in unfilled cells by double-clicking. (Click here to see screen images or click here to view a video demonstration)
Manage Multiple Client, Project & Task Lists
To edit your Client, Project and Task List, click the Manager Button, you can add, edit or remove Clients, Projects and Tasks. You can define Colours for each and set them to be Non- Chargeable or Non-Work where appropriate (Click here to see screen images or click here to view a video demonstration)
Modify my Timesheet Cells
Timesheet Xpress allows users to modify their time cell allocation slots ranging from 1 minute to a 60 minute slot. (Click here to see screen images or click here to view a video demonstration)
Record a Personal Expense
Recording and tracking Personal Expenses incurred whilst conducting work based activities is simple. There are options to flag the expenses as billable to the client or internal charges to the company (Click here to see screen images or Click here to view a video demonstration)
Submit a Personal Expenses Claim
Items flagged for client billing will appear on invoice / billing reports as separate line items. All other internal claims should be submitted to the appropriate manager / supervisor for authorisation. (Click here to see screen images or click here to view a video demonstration)
Allocate a charge to a Client / Project
Charges made to a project will be illustrated on the main time cells and also flagged in billing reports. All charges will then be collated into the main Invoicing / Billing Reports (Click here to see screen images) or click here to view a video demonstration)
Human Resource Function / Management
Book Leave (Vacations and Holidays)
To create a past or future Timesheet, click the File menu and select New, then set the correct start date for the week you want to create. Enter the leave you wish to book and save the Timesheet. You can also use the calendar view to quickly navigate to dates in the past or future. (Click here to see screen images)
Email a weekly Timesheet
You can easily email your weekly Timesheet to your time coordinator / supervisor from within the program; simply configure your email settings. You can add additional email accounts in Tools, Options. Copy the email using the “cc” and “bcc” fields. (Click here to see screen images or click here for a video demonstration)
Track time of Remote users
Timesheet Xpress 2010 allows Remote Users (Those not on the same network) to email their completed Timesheets to their co-coordinator. You can input all your colleagues email addresses in “Manage Employee Information” Managers can then easily distribute (by email) updated Client, Project and Task List information, sending email requests for weekly Timesheet submissions. (Click here to see screen images)
Authorise Timesheets
This is permissions based, if you have the authority to do this first open the Timesheet to be Authorised. Then click on Tools from the Menu, then Administration. Select the option Authorisation and Unlocking (Click here to see screen images)
Get an Overview of All Employees Timesheets
You can easily view activities and corporate compliance. This function can be useful in areas of Time and Attendance. To access this report click on the Reporting Button from the main menu and select Overview (Click here to see screen images or click here to view a video demonstration)
Log and Track Overtime
You can allocate time in your Timesheet as Overtime, with a selection of different Rates. The overtime will automatically be included when you create any invoices or billing reports. (Click here to see screen images)
Manage Multiple Billing Rates
You can specify different billing rates for each Employee and each Project. You may also specify global or individual default rates. When you run a report in Timesheet Xpress 2010, if the program finds an employee or project for which you have not defined a billing rage, the appropriate rate will be applied. (Click here to see screen images or click here to view a video demonstration)
Running Management Reports and Summaries
There are over 70 reports included in Timesheet Xpress as Standard. For aggregated reporting (which includes all employees) we recommend that you install the program through the Network and Sharing Wizard, which sets the program to save all your colleagues Timesheets in a single shared folder. When you create any report your Timesheet data will be collated automatically. (Click here to see example listing of reports)
Run Project Reports
With 19 reports available to monitor time spent on projects exported into CSV Files, Spreadsheets and PDFs, monioting breakdown of time by employee, project and Client with alerts on percentage of time / money spent to date can be simplified. (Click here to see screen images or click here to view a video demonstration)
Run Invoice / Billing Reports
Create invoices for all the time spent on a selected Client and Project by one or all of your Employees. Timesheet Xpress 2010 will do all the work for you; this is an easy way to generate regular and accurate invoices There are 24 different Billing Reports and 8 Invoice reports available. (Click here to see example screen images or click here to view a video demonstration)
Analyse Productivity and Efficiency Reports
There are 8 standard reports available under this heading raining from time and revenue by Client, Projects overall, right down to the detail of individual employees and tasks completed (Click here to see screen images or click here to view a video demonstration)
Links with alternative Data Sources
Export Data
Data can be exported as PDF, XLS, HTML, TXT, CSV, RTF and other formats. Select the Save As or Export options to export to the desired format. (Click here to see screen images)
Import Data from Sage or QuickBooks
If you are a QuickBooks or Sage Line 50 User, you can export Invoices and import your contacts to Timesheet Xpress 2010. (Click here to see screen images)
Import Data from Microsoft Outlook or Microsoft Project
If you are a Microsoft Outlook or Project user, you can import your information to Timesheet Xpress 2010 (Click here to see screen images)
