Time Entry & Timesheets

How to record employee time, manage time records, and prepare time information for payroll processing in QBM (Employees module).

Module: Employees
Screens: Time Entry • Time List • Time Sheet
Audience: HR / Payroll Admins

1. Overview

QBM provides time tracking screens that can support payroll processing:

  • Time Entry — create or edit a single time record (date, hours, rate, description, optional flags).
  • Time List — browse time records, open (Go To) a record, delete, and use conversion actions when available.
  • Time Sheet — maintain a timesheet document with a date and list/statistics sections, including a helper action to fill period dates.
Relationship to payroll: If your process is “time first, then payroll”, Time List includes an action named Convert to Payroll Entry that opens Payroll Entry and converts the selected time record when it is not already paid. (See section 4.)

2. Time Entry

Use Time Entry to capture time and related details. The form contains Save actions (Save and Done, Save and New) and common fields used for time tracking.

2.1 Create a time entry

  1. Open Time Entry from the Employees module.
  2. Select the Date (a date picker is used on the form).
  3. Enter Hours (numeric field).
  4. If used by your company, enter Rate.
  5. Enter Description and/or Note for clarity and audit history.
  6. Set optional flags such as Billable (if your workflow tracks billable time) and To Be Printed (if used in your documents/printing process).
  7. Click Save and Done to return, or Save and New to continue entering another record.

2.2 Common fields (as seen on the screen)

FieldPurpose
DateTime entry date (used for listing/filtering and downstream processing).
Start DateAvailable on the form; used where your policy needs a range or start tracking date.
HoursWorked or approved hours to be captured for processing.
RateRate used when time amount calculations are needed by your workflow.
DescriptionShort description for the time record.
NoteInternal note / additional details.
BillableOptional flag used when tracking billable vs non-billable time.
To Be PrintedOptional flag for print-related workflows.

3. Time List

Use Time List to browse existing time records. The list form includes standard list actions such as New, Go To, Delete, and Done. A date selection control is available to control which time records are shown.

3.1 Working with Time List

  1. Open Time List from the Employees module.
  2. Use the Date filter (date selection combo) to narrow down the displayed records.
  3. Select a row, then:
    • Go To to open the selected record in Time Entry.
    • Delete to remove the selected record (subject to permissions and business rules).
    • New to create a new time entry.
  4. Click Done to close the list.
Context menu: Time List includes a right-click menu with the same operational actions (New / Go To / Delete), depending on your UI layout.

4. Convert Time to Payroll Entry

Time List includes a menu action named Convert to Payroll Entry. This is used when you want to turn a time record into a payroll entry.

4.1 Conversion rules

  • QBM checks the payroll status of the selected time record.
  • If the time record is Not Paid (or has no payroll status), conversion proceeds.
  • If the time record is already used/paid, conversion is blocked to prevent double payment.

4.2 Steps

  1. Open Time List.
  2. Select the time record you want to process.
  3. Click Convert to Payroll Entry.
  4. QBM opens Payroll Entry and converts the selected time entry into payroll lines.
  5. Review the payroll entry and save it as part of your payroll run.
For payroll processing details (Payroll Items, Payroll Transactions, Payroll Entry, reports), see PayrollUserGuide.html.

5. Time Sheet

The Time Sheet screen is a document-style screen with Save actions and two list areas: Items and Statistics. It also includes a menu action named Fill Period Dates.

5.1 Create or update a timesheet

  1. Open Time Sheet from the Employees module.
  2. Select the Date (date picker on the form).
  3. Use Fill Period Dates if you want QBM to help populate period dates for the month/period.
  4. Maintain items in the Items list (time sheet lines) based on your process.
  5. Review Statistics for totals and quick validation.
  6. Click Save and Done or Save and New.
The Time Sheet includes a Note field and a document Number field on the form for tracking and audit.

6. Best Practices

  • Always enter clear descriptions in Time Entry to simplify payroll review and internal approvals.
  • Use consistent date ranges in Time List filtering to ensure you process the correct period.
  • Convert to Payroll Entry only once per time record to prevent duplicates (QBM blocks conversion when already paid/used).
  • Validate totals using Time Sheet statistics before payroll processing.

7. Troubleshooting

Convert to Payroll Entry is disabled or shows an error

  • Confirm you selected a valid row in Time List.
  • If the record is already paid/used, QBM blocks conversion to prevent double payment.

Time Entry hours or amounts look incorrect later

  • Verify the entered Date, Hours, and (if used) Rate.
  • Use a consistent process: finalize time first, then convert/process payroll.
QBM Help • Employees • Time Entry & Timesheets