Getting Started With Done Timesheets

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1 Getting Started With Done Timesheets Welcome to the Getting Started guide for Done Timesheets. These pages will help you get the most out of Done, and will also provide details on where to get more help. Contents 1. Installing Done Timesheets 2. Overview of Done Timesheets 3. Adding and Updating Clients 4. Adding and Updating Projects 5. Creating a Timesheet 6. Reviewing Timesheets 7. Running Reports on Timesheets 8. Creating an Invoice 9. Settings Administration 10. Where to Get Help 11. Document Information Getting Started With Done Timesheets Page 1

2 1. Installing Done Timesheets Done Timesheets is only available from the Microsoft Store on Windows 10 devices. To install Done perform the following steps: 1. Open the Microsoft Store app on your Windows 10 device. 2. In the Search box, in the top-right corner of the app, enter Done Timesheets as the search text. 3. A drop-down box should appear with the name of the Done Timesheets app. Selecting this option should take you to the Done page on the Microsoft Store. 4. Done Timesheets is available as a free trial so you can try it before you buy it. Click the Free trial button to download the free trial. 5. To install Done Timesheets, click the Buy button. This will install Done on your device. 6. As Done is a Windows 10 app, any updates to Done will automatically install, or you can visit the Microsoft Store to check for updates. 7. When installed, Done Timesheets will appear in your Start menu. You can pin Done to Start so that it appears in the expanded Start menu on Windows 10 computers, and you can also pin Done to the Taskbar (also only on Windows 10 computers). For mobile and other Windows 10 devices, Done will appear on the Start menu when installed. Getting Started With Done Timesheets Page 2

3 2. Overview of Done Timesheets When Done opens, you will be presented with the timesheet for the current date, which will be blank the first time you open Done or will show timesheet information if you ve added details. A brief description of the different sections of the screen are below: Timesheet Date Navigation Add New button Page Title Timesheet details will appear here. Back button Page Navigation The Timesheet Date Navigation enables you to move between dates to view the timesheets for the selected period. Clicking the Calendar icon displays a dialog for you to jump to a specific date for timesheets. The Previous and Next buttons mean you can move between dates by viewing the previous or next day to the one you re currently viewing. If the date is the current date then the Next button is disabled. The Add New button displays the form for the particular type of record you are viewing so you can enter a new one. If you are looking at a timesheet, then Add New will enable you to add a new timesheet, whereas if you are looking at a client record then clicking Add New will display the form to add a new client. The Page Title will change depending on which page you are viewing and any actions that are being performed. The Back button enables you to return to the previous screen you were viewing. The Page Navigation bar has the following options: Getting Started With Done Timesheets Page 3

4 Timesheets select date to view timesheets Reports show timesheet reports Invoices view and generate invoices Projects view and add projects to record timesheets against Clients view and add clients for specific projects Settings software settings First Steps The project name for the particular timesheet must be added before the timesheet can be added. A project does not need to be associated with a client (for projects not associated with a client they may be listed as (No client) within Done Timesheets), but a project must exist before adding a timesheet, otherwise an error will be displayed. A project must exist before adding the timesheet entry. Getting Started With Done Timesheets Page 4

5 3. Adding and Updating Clients Selecting Clients from the Page Navigation bar will display any clients that are on the system. (If there are no clients, this page will be blank). To add a new client, click the Add New button at the top-right corner of the screen. This will open a blank Client Details form. To amend an existing client, select the client either with the mouse or finger on a touch-enabled device. This will open the Client Details screen pre-populated with the details of the selected client. To delete a client from Done, click the Delete button, shown as a dustbin, for that client. Client Details screen Getting Started With Done Timesheets Page 5

6 The example above shows the Client Details screen after selecting a client from the list page. If the Add New button had been selected, all the fields above would be blank. Enter the details of the client as appropriate. When information has been added or amended, the Save button will be enabled so that the client details can be saved. To return to the Client List page without saving any changes, click the Cancel button. Selecting the Delete button will remove the client details from Done. Getting Started With Done Timesheets Page 6

7 4. Adding and Updating Projects To display the Projects List page to view or amend projects, click the Projects button within the Page Navigation bar. This example shows a number of projects for different clients, as well as a project not associated with a client. To add a new project, click the Add New button at the top-right corner of the screen. This will open a blank Project Details form. To amend an existing project, select the project either with the mouse or finger on a touch-enabled device. This will open the Project Details screen pre-populated with the details of the selected project. To delete a project from Done, click the Delete button, shown as a dustbin, for that project. Getting Started With Done Timesheets Page 7

8 The example above shows the Project Details screen after selecting a project from the list page. If the Add New button had been selected, all the fields above would be blank, and the Client drop-down will show the placeholder Select Client. Enter the details of the project as appropriate. The Bill Amount and Frequency can be set so that a client can be invoiced for the work undertaken on this project. There are two options for Bill Frequency: Once client is billed when project is complete. Per Hour client is billed for every hour spent on the project. The value entered for the Bill Amount is then totalled for the timesheet entries (though separate bill amounts can be added for an individual timesheet entry). When information has been added or amended, the Save button will be enabled so that the project details can be saved. To return to the Project List page without saving any changes, click the Cancel button. Selecting the Delete button will remove the project details from Done. Getting Started With Done Timesheets Page 8

9 5. Creating a Timesheet To create a new timesheet, click the + button from any timesheet page. This will open a blank Timesheet form: Here is a description of the fields within a timesheet form: Date this is the date of the timesheet. For a new timesheet, it is set to the current date. If the timesheet is selected from the Timesheet List, it will show the date of the timesheet. Start time the entry starts from. End time the entry ends. Project the project this timesheet entry refers to. Projects must be added before a timesheet entry can be completed. Details description of the work completed. Bill Amount if the work completed is to be paid for by the client, you can enter the bill amount here. This Bill Amount is added in addition to the Bill Amount set in the Project page. A more detailed description on this is below. A project must exist before adding the timesheet entry. Getting Started With Done Timesheets Page 9

10 When this page loads, the Save and Delete buttons are disabled for a new timesheet entry. Once the details are added in the form, these buttons are enabled and the timesheet details can then be saved or deleted. Setting the Bill Amount The Bill Amount within the Timesheet Details page is always in addition to the Bill Amount set as part of the project. This means you can invoice the client for any additional work requested when it is outside the scope of the original project, and they are to be charged extra. Consider the following scenario: 1. A client asks you to complete some work for them, and you set a charge for the overall project. The scope of the project, as well as the cost, has been agreed by the client. 2. You enter the project in Done within the Project Details page, setting the Bill Frequency to Once, and adding the Bill Amount as the charge for the overall project. 3. Work starts on the project, and you record the time taken to complete the tasks. As there is an overall charge for the project, the Bill Amount field in the Timesheet Details page is left blank, so when you need to invoice the client, Done will retrieve the Bill Amount from the Project Details page and this will be added to the invoice. 4. As the project progresses, the client realises they have missed a key section, and ask you to complete additional work for them. As this is outside the original scope of the project, you decide to charge extra for the time taken to complete the additional work. You enter the time taken to complete this work on the Timesheet Details page as usual, but this time add the additional cost in the Bill Amount field. 5. When the project is complete, you invoice the client. The invoice will include the overall cost of the project that was entered within the Project Details page, as well as the Bill Amount from the Timesheet Details for the additional work the client requested. Getting Started With Done Timesheets Page 10

11 6. Reviewing Timesheets There are two methods to select a timesheet to review. 1. Select the Calendar icon from the Timesheet Date Navigation at the top section of Done. When the dropdown window appear, select the date you wish to view timesheets for, or click the Today button to show timesheets for the current date. 2. Click the Timesheets button in the Page Navigation at the footer of Done. This will display a calendar view for the current month: Getting Started With Done Timesheets Page 11

12 Dates where timesheet entries have been added will be shown with light blue strip in the example above there are timesheet entries for Tuesday 2 nd and Sunday 7 th January. Selecting a date from the calendar, then clicking the Show button, will display the timesheet entries for the selected date. Each timesheet entry can be selected to view the details. When an entry is selected, you will be taken to the Timesheet Details page (described in the section Creating a Timesheet) and the form will be prepopulated with the details of the timesheet entry. If you need to remove the timesheet entry, click the Delete button on the Timesheet Details page when a timesheet has been selected. Getting Started With Done Timesheets Page 12

13 7. Running Reports on Timesheets Done comes with a number of reports so you can see the time spent on projects. The reports are: 1. Timesheet Weekly Report 2. Time Spent Per Client 3. Time Spent Per Project The reports can be accessed by selecting the Reports button in the Page Navigation at the footer of Done. Timesheet Weekly Report The Timesheet Weekly Report enables you to view the projects worked on within a selected week, and the total time completed each day. To run the report, select a date within the week you wish to view the details for, and the details will appear in a grid on the page. For example, to view timesheets for the week beginning Monday 1 st January, any date within that week can be selected (such as the 2 nd January), and the report for that week will be displayed. Getting Started With Done Timesheets Page 13

14 Time Taken Per Client This report shows the timesheet entries per client. Select the client from the dropdown and the details will appear in the page below. If, after you ve selected a client you wish to view time taken for an individual project for that client, their projects will appear in the Project dropdown, so you can select a specific project to view the time taken for that. Time Taken Per Project The Time Taken Per Project report shows the time taken for an individual project. Once a project is selected, the timesheet details will appear in the page below. Getting Started With Done Timesheets Page 14

15 If this report is run, and a project is selected, there is no additional filtering available. Getting Started With Done Timesheets Page 15

16 8. Creating an Invoice Invoices are managed by selecting the Invoices button from the Page Navigation. Add New button Mark As Paid button Delete Invoice button Select invoice to amend To create a new invoice, click the + at the top-right corner of Done. This will display a blank Invoice Details page. Select the Client and Project from the dropdowns, and the timesheet entries that have not been invoiced will be displayed in the page below. Getting Started With Done Timesheets Page 16

17 There are also buttons to Save or Send the invoice. (the Cancel button will return you to the Invoice List page). Save saves the invoice to be sent by later. Send opens the default application on your computer and adds invoice text to the main body of the . When an invoice is saved or sent, the individual timesheet entries will be marked as invoiced, so will not appear on this page when another new invoice is created. They will appear if you select the invoice from the Invoice List to view the details. Sending an Invoice When the Send button is clicked within the Invoice Details page, the default application will open on your computer and will be prepopulated with details from Done. The clients address and a subject line will be added, and the main body of the will show the invoice details. If you need to amend the invoice, you can do so directly within the application before sending the . Note that any changes made within the application will not be saved within Done, Sending the will send the invoice to the client. Getting Started With Done Timesheets Page 17

18 Marking an Invoice as Paid When a client pays an invoice, you can mark it as paid within Done by clicking the Mark As Paid button for the relevant invoice in the Invoice List page. Deleting an Invoice To delete an invoice, click the Delete button for the relevant invoice in the Invoice List page. Getting Started With Done Timesheets Page 18

19 9. Settings Administration The Done Timesheets software can be configured to change how information looks within the invoice area, and also change the date when an invoice is to be paid by. To configure Done, choose the Settings option from the Page Navigation. The list of settings that can be changed ill be displayed. The settings which can be amended are: Currency Symbol the currency symbol to be displayed in invoices. Charge Tax? do you charge tax on any invoices. Add Y or Yes if it is. Tax Percent percentage of tax charged. Tax Amount if the tax amount is a fixed value, add it here. Tax Name the name of the tax system. In the UK it will be VAT. Tax Currency the currency symbol used for the tax value. Invoice Due Date (Days) the number of days after the invoice is generated that payment is due. To amend these values, select the correct one from the list, and then fill in the field on the Settings Details screen, or clear the details to remove them. Getting Started With Done Timesheets Page 19

20 Click the Save button to save the changes, or Cancel to return to the Settings List page. Getting Started With Done Timesheets Page 20

21 10. Where to Get Help If you require further assistance with Done, or you would like to suggest new features that will help you get the most out of the software, you can contact me at the details below. For details of upcoming features as well as a changelog of recent amendments to Done, visit the Work in Progress page on the Done website. Done Website: Support Twitter: done-app.com I will try and respond to s/tweets as soon as I can. Getting Started With Done Timesheets Page 21

22 11. Document Information Date Version Details 11/01/ First version. Getting Started With Done Timesheets Page 22