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Recording Durations
You can enter time-ticket durations manually or have Peachtree use a
timer to actively clock the duration.

12 Select the Timed Duration option. Then select the Start icon.
The Duration field displays the clocked time in second intervals. You
could minimize the Time Tickets window and begin performing the task
the activity describes. When the activity is completed or you need to take
a break, maximize the Time Tickets window and select the Stop icon.

Lesson X”Time & Billing
Recording Time Tickets

You can only have one time-ticket timer running on a computer or
workstation at a time.
To save time, we will record the time manually.

13 Select the Stop Timer icon. Then select the Manual Time Entry option. Press
e to move to the Start Time field.

14 Enter or select 9:00 AM as the start time and press e to move to the
End Time field.

15 Enter or select 2:30PM as the end time and press e to move to the
Break field.

16 Break is an optional field that can be used if there is time that should not be
included in the duration. Judy took an hour for lunch.

17 Enter 1:00 and press e to move to the Billing Type field.
Notice that the duration calculated 4 hours and 30 minutes (5:30 less the
one-hour break). If you wanted to manually change the duration, you
could select the Timed Duration option, and enter a time directly in the
Duration field. For now, we will keep our manually timed entries.

Switching from Manual Time Entry to Time Duration automatically resets
the Start and Stop time values to 12:00 AM and Break to 0:00. However, your
Duration value does not change.

Next, we need to include the billing information for this time ticket.
There are four types of billing rates available in tickets.
Employee rate: The billing rate set up in Maintain Employees/Sales

Reps for this employee will be used for this time ticket.
Activity rate: One of five billing rates set up in Maintain Inventory

Items for this activity item will be used for this time ticket.
Override rate: This allows you to enter a desired billing rate.

Flat fee: This allows you to ignore the duration of the time ticket and

charge a single fee for the activity performed.
18 Select the Activity rate billing type and press e to move to the Billing
Rate field.
The billing rate selected is $65.00. Select the down arrow and you will
notice three billing rate levels. Cherokee Community Theater is set up in
Maintain Customers to use the first sales price level.

3 Tutorials
Getting Started Guide

19 Press e to accept the $65.00 billing rate and move to the Billing Status
There are four types of billing status.
Billable: This ticket can be included on customer invoices.

Non-Billable: This ticket will not be applied to customer invoices.

This status is automatically applied if this is an administrative ticket.
No Charge: This ticket will be forced to a zero billing amount. This

ticket can be applied to customer invoices.
Hold: This ticket will not be applied to customer invoices until the

ticket™s status is changed to billable.
20 Select Billable as the billing status.
The billing amount is calculated for us at $292.50.
21 Press e to move to the Ticket Description field.
There are two description fields:
Ticket Description for Invoicing: This is a short description primarily
used for describing the ticket™s activity for billing purposes. This
description can later be applied to a customer invoice.
Internal Memo: This is a note about the ticket intended for company use
only. Ticket memos can provide detail regarding the activity recorded.
22 Type the following ticket description: Graphic Design and Layout: 2000
Season Brochure.

23 Type the following internal memo: Completed initial layout and design
based on accepted concepts. Ready for proofing.

Lesson X”Time & Billing
Recording Time Tickets

Our time ticket is complete.

24 Select Save to record the ticket.
This ticket does not create a General Ledger entry. It is used solely to
track time recorded by the employee. It can later be applied to the
customer™s sales invoice.

Using a Weekly Time Sheet
Judy, our employee, is paid by our company based on time-ticket hours she
records. She needs to enter time tickets this week so that she will be paid
properly during payroll entry. Rather than enter time tickets one at a time, she
can use the weekly time sheet in the Time Tickets window to enter all the
tickets at once.

3 Tutorials
Getting Started Guide

1 With the Time Tickets window still open and Judy White™s employee ID still
displayed, select the Weekly tab.

The time ticket we
just entered appears
in Judy™s weekly
time sheet.

All of Judy™s previous time tickets entered for the week display including
the time ticket she just entered for the graphic design work. So far, her
time tickets total 20 hours.

Displaying Time Ticket Detail in the Weekly Time Sheet
The weekly time sheet is used to display time tickets for a selected
employee or vendor for the week chosen. You can enter or maintain a
number of tickets all at one time within this window. However, you
should notice that not all the ticket information appears in the weekly
time sheet. You can display the time ticket detail, if needed, by selecting
the Daily tab.
2 Select the 4.5 hour graphic design duration under the Friday (1/14) column.
This should be the fourth row from the top.
3 With the 4.5 hour duration selected, Click the Daily tab once again. The
time ticket detail we just entered appears.
You can use this method to enter memos, run a timer to clock activities
rather than manually entering a duration, or delete the ticket (if the
ticket is not used).

Lesson X”Time & Billing
Recording Time Tickets

4 Select the Weekly tab to return to the time sheet.
For this example, we will say that Judy also helped out with bookkeeping
and administrative duties in our company™s front office. This
administrative time needs to be recorded for the week.

Entering Administrative Time Tickets for the Week
5 Make sure the Week Including date displays January 14, 2000 (today for
our sample company).

6 Select the Add button to add a new row to the weekly time sheet.

7 In the Activity Item field of the new row, enter or select BOOK1
(Bookkeeping/Administrative) and press e to move to the Customer/
Job/Administrative column.

8 Select Administrative since the bookkeeping activity is performed for our
company itself. Press e to move to the Pay Level column.
Since this activity is not for a customer or job, the Customer ID/Job ID
column is skipped.
Select the Regular pay level and press e to move to the Billing Status
The Billing Type and Rate columns are not used on administrative
10 Press e to accept the Non-Billable billing status.
Peachtree automatically assigns all administrative tickets the non-
billable billing status.
You can enter the week™s worth of administrative bookkeeping tickets for
our employee. Durations are entered on the weekly time sheet in
decimal format. For example, 4.5 represents 4 hours and 30 minutes.
11 Enter the following durations:

M T W Th F
1/10 1/11 1/12 1/13 1/14
5.50 2.5 4.5 4.0 2.0

3 Tutorials
Getting Started Guide

The weekly time sheet should look similar to the following:

12 Select Save to record the durations.
Each of the daily durations we just entered are saved as individual time
tickets. The weekly time sheet totals indicate that Judy now has 38.50
hours recorded for the week.
13 Press q to close the Time Tickets window.

Recording Expense Tickets
Expense tickets track the use of company resources on behalf of a customer or
job. Expense tickets can also be recorded internally for administrative
purposes. Billable expense tickets for a customer or job can later be applied to
customer invoices. Examples of items that can be recorded on expense tickets
• expenses of copying, printing, or faxing documents
• travel and meal expenses
• expert advice
• court fees

Entering Billable Expense Tickets
Continuing with our example, the theater wants us to design a cover letter and
a subscription form. They want 1000 copies of the letter and 1500 copies of
the subscription form printed. Judy needs to enter billable expense tickets to
record this service.
First, Judy makes 1000 copies of the cover letter.

Lesson X”Time & Billing
Recording Expense Tickets

1 From the Tasks menu, select Time/Expense, and then Expense Tickets.

The Expense Tickets window is similar to the Time Tickets window
except that it uses charge items rather than activity items.
Select Employee as the type for this expense ticket and press e.


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