USER GUIDE. APS Cloud Timesheets. For PM Version 11

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1 USER GUIDE APS Cloud Timesheets For PM Version 11

2 Author Created and Published by Reckon Limited Level 7, 65 Berry Street North Sydney NSW 2060 Australia ACN All Rights Reserved Copyright 2015 Reckon Limited Copyright & Trademarks No part of these materials may be reproduced or transmitted in any form or by any means, including photocopying, without written permission of Reckon Limited. Every effort has been made to ensure the accuracy and completeness of this manual. However, neither Reckon Limited, its subsidiaries, employees and agents, are liable for any errors or omissions. This document should not be relied on as a detailed specification of the system. In addition, Reckon Limited reserves the right to issue revisions, enhancements and improvements to APS software or any other Reckon software at any time without notice. Every effort will be made to ensure that the manual is updated concurrently and that the user is not inconvenienced as a result of any change. Reckon, Reckon logos, R logos, Reckon APS, Advance and Accountable Technology are trademarks of Reckon Limited. Reckon Limited PAGE 2 OF 23

3 Contents Overview... 4 Functional differences between cloud and desktop... 4 Setting up Users for APS Cloud products... 5 Enabling APS Cloud Timesheets for specific users... 6 User Registration process... 7 Web Timesheets Calendar Views Header Navigation Edit Menu Adding an Entry Add Entry form Completing your Week Mobile Timesheets Installing the Mobile Timesheet Application Logging in to Mobile Timesheets and signing in Using APS Mobile Timesheets Completing your Week Reckon Limited PAGE 3 OF 23

4 Overview This document assumes the Cloud Timesheet configuration has been completed as per the APS PM V.11 Cloud Application Installation Notes and the relevant services are running. Cloud Timesheets has two methods for recording time. These are the web application and a mobile application. Functionally, both applications are the same. Cloud Timesheets uses a synchronisation engine to synchronise data between your APS database and the APS Cloud stores. Cloud timesheets use a different header style to Diary/Standard style timesheets. Different timesheet entry methods can not be used in the same period (header), this means that Cloud timesheets can not be edited or updated using the Desktop timesheet application. There are several steps to enabling your account and downloading the application to your device. Setting up Users for APS Cloud products User registration process Install APS Mobile Timesheet application from the Application store for Google or ios Using APS Web and/or Mobile Timesheets Note: Timesheets run on a Synchronisation model which can lead to some timing issues. Things like updating of a header can take a couple of minutes to show in Timesheet Administration after the header has been completed on the Mobile Device or via the Web Browser. If a header is completed and then the user re-activates the header and in the meantime the header has been posted in your APS Database, entries can be edited in the cloud which will error when they post to your APS Database as the header is now posted. Another example of an error would be where your firm is using the Fee Earner Filter function at a matter level. This is not implemented in Cloud Timesheets so entries will show as errors after they have been entered and synchronised to your APS Database. Functional differences between cloud and desktop There are some functional differences between the Cloud and desktop timesheet applications, these are summarised below: Cloud application allows for entries to be entered side by side, there is no requirement for the entries to be consecutive. Cloud application currently supports Diary view only. Expenses are supported through the desktop application only. Users can use either or the Cloud Timesheet connection methods for their time entry, then expenses are entered via the desktop application. Glide time and overtime are only supported on the desktop application. Fee Earner charge rates are available for rates 1 to 5, however cost rate (Rate 6) is not currently available in the mobile. Reckon Limited PAGE 4 OF 23

5 Setting up Users for APS Cloud products Your Practice Management Administrator would complete the following administrative processes. Enable the fee earner for Cloud access in the Fee Earner console. Each user must have a valid address, then they require the Cloud Enabled flag to be set, this will trigger the user registration process. Reckon Limited PAGE 5 OF 23

6 Enabling APS Cloud Timesheets for specific users Your Practice Management Administrator would complete the following administrative processes. Setting the Fee Earner to default to Cloud style, future Timesheet headers created will be created as Cloud style for use through the Cloud Timesheets applications. In Timesheet Admin you can edit existing headers that are Idle and set these to Cloud style. These week s timesheets can then be entered through one of the cloud applications. Open Timesheet Admin, select the week Right click on the Fee Earner and select Edit (header must be IDLE) Reckon Limited PAGE 6 OF 23

7 In the Style combo, select Cloud These headers will then become available in the Cloud applications. User Registration process Each Fee Earner will receive an after the Cloud Enabled flag has been set in Fee Earner Console. This will have a signup link. Please click the signup button. The is addressed to the user as their User Name is recorded in the Fee Earner console in APS Practice Management. Reckon Limited PAGE 7 OF 23

8 The Fee Earner then enters the temporary password from the invitation. Enter your address (from the signup invitation) Enter the password provided in the signup If they do not have a Portal Account, one will be created. Reckon Limited PAGE 8 OF 23

9 New Password and Confirmation plus Name need to be entered to complete the registration process. This completes the registration process. Reckon Limited PAGE 9 OF 23

10 Web Timesheets Web timesheets can be accessed via the URL: You will automatically be requested to login. Please use the username and password from above. Web Timesheets looks similar to the desktop diary style timesheet. Each row in the grid represents 1 unit of time for the logged in User. Reckon Limited PAGE 10 OF 23

11 Calendar Views The 1, 5 and 7 icons represent the number of days displayed in the calendar 1 Single day view 5 Work Week View 7 7 Day week view Header Navigation The header navigation bar displays the current active header and allows you to navigate through the week. Single Day view - When in single day view the navigation arrows left and right will navigate you through the days, when you navigate past the beginning or end of a header then the active header will be updated 5 or 7 day view When in 5 or 7 day view the navigation arrows left and right will navigate you through the headers Edit Menu The edit menu is context sensitive and provides the following functions The Icon with three dots is the Edit Menu. The Edit Menu is context sensitive and will display the relevant available functions. Reckon Limited PAGE 11 OF 23

12 Edit opens an existing entry for editing Add adds a new entry at the selected time, if more than 1 unit is selected in the Calendar then the number of units will be set accordingly in the new entry. Copy (Ctrl + C) Copies the selected entry to the clipboard Cut (Ctrl + X) Places the current entry in the clipboard, then deletes the timesheet entry Paste (Ctrl + V) Pastes the Copied/Cut entry to the newly selected time. If more than one unit is selected when pasting, then the duration will be set to the number of units selected in the calendar Delete (Delete key) deletes the selected Entry Adding an Entry There are multiple ways to add a timesheet entry. Double Click a unit opens the add screen Select a range of cells (units) holding the shift key, will open the Add screen setting the duration to the number of units selected in the calendar Select a unit (or units) then use the Add button from the Edit menu Add Entry form When adding the Add Time Entry screen is displayed Reckon Limited PAGE 12 OF 23

13 Recent Clients Displays a list of your recently used clients Internal Time Click on the Internal Time icon displays a list of Internal Matters, alternatively you can type the word Internal to display the internal matters. Save as Favourite allows you to save an entry (or part thereof) as a favourite to speed up regularly entered clients or timesheet entries. Save Draft incomplete (or placeholder) entries can be created, a minimum of 1 piece of information must be entered to allow an entry to be saved as a Draft entry. eg, Client or narration. Completing your Week To complete the timesheet week, open the headers view and select the Tick, this will complete the week (a pencil will indicate the week is complete). To Activate a Completed week, select the Edit pencil to re-activate the week. Mobile Timesheets Installing the Mobile Timesheet Application Using Google Play store or App Store for Apple, search for APS Timesheets and you should find the app. Download and install the application. There is no charge for installing the application. Logging in to Mobile Timesheets and signing in Launch the app Reckon Limited PAGE 13 OF 23

14 Login by tapping the Login button You will be re-directed to the APS Authentication page Username: address (as is specified in APS Fee Earner console) Password: As specified in the signup or Portal if you already have a login Reckon Limited PAGE 14 OF 23

15 Once successfully authenticated you will then need to enter a 4 digit PIN number. This is all that will be required for future access to the application. Your pin will be displayed, select done to confirm the pin. This completes the Sign In process and Timesheets will be opened. Reckon Limited PAGE 15 OF 23

16 After signing in the first time you may receive this message, at this stage Location services are not being used by APS Mobile Timesheets, this plugin is part of our current development and included in the build but not activated. If you receive this message please select DENY. Once logged into timesheets the default view is the entry view for today. Reckon Limited PAGE 16 OF 23

17 Using APS Mobile Timesheets The default view is the entry view for today. Reckon Limited PAGE 17 OF 23

18 To create an entry Add Entry screen: Reckon Limited PAGE 18 OF 23

19 Select client to enter the client Select the client You are taken to the entry screen Continue entering the following data - Matter - Milestone - Enter number of units - Change the rate where appropriate Reckon Limited PAGE 19 OF 23

20 Enter narration (or dictate using your mobile phone dictation) Save the narration using the tick in the top right corner Save the entry Reckon Limited PAGE 20 OF 23

21 The entry is then displayed in the day view Draft entries can be created, a minimum of 1 piece of information must be entered to allow an entry to be saved as a Draft entry. eg, Client or narration. Overlapping Entries may also be created. Reckon Limited PAGE 21 OF 23

22 Cut / Copy / Paste functionality Once the entry is added, it can be Cut or Copied. Selecting an existing entry will now display a pop up, select the action you wish to perform. Open Opens the existing entry for the user to edit Copy Copies the entry to the clipboard Cut Places the entry in the clipboard for pasting and deletes the existing entry Cancel returns the user to the diary view Paste Once an entry has been placed in the clipboard, selecting a time will display the following Create creates a new entry Paste Pastes the entry from the clipboard Cancel returns the user to the diary view Reckon Limited PAGE 22 OF 23

23 Completing your Week To complete the timesheet week, open the headers view and select the Tick, this will complete the week (a pencil will indicate the week is complete). To Activate a Completed week, select the Edit pencil to reactivate the week. Errors and Draft entries: Errors and Draft entries are displayed on the diary view and in the header view as follows: Diary View of error: Header View of error Reckon Limited PAGE 23 OF 23