How to enter time

Time Entry and Milestones

How you enter time and what notes you need to add to the time entry will depend on the type of Project that you are working on.

If you are working on a regular secondment-type project (regular days and hours) then you do not have to select a milestone, but you must add a note to your daily entry e.g. "Regular secondment day". You can also speed up your time entry by taking certain shortcuts (see below).
If you are working on an advisory project, doing hourly or daily work on a consulting or commercial project, then you must select the Milestone that you want to log your hours against. Eg. you completed 5 hours of work on Milestone 1 Desktop Review. You select "Milestone 1 Desktop Review" from the drop down menu.

Top 5 Time Entry Tips

Don't forget you need to fill out and save your timecard every day (this is different to submitting).
Save yourself time! Only submit your timecard at the end of each week. This means you won't need to add the same project multiple times.
Speed up time entry by simply copying selected schedules or copying from previous weeks.
Not sure which internal project to allocate your time against? Check out the latest list of internal project codes and milestones.
Download the Salesforce mobile app so you can enter your time whenever and wherever suits you. How to use the Apex Business mobile app : Apex Support (proximity.com.au)

How to Enter Time - Step by Step Walkthrough

To access the time entry screen, click on the Time and Expense tab on your homepage and click on the Go to Time Entry option.
To start entering time, click on the first row in the Project / Assignment column and type the first few letters of the project. A dropdown list of matching projects will appear, click the relevant project.
1. Note: You can also click on the magnifying glass to bring up a list of projects you are assigned to. To enter time against an internal project, click the view all button at the top of the window to show a list of all the internal projects you can choose from. You can also use the search field.
If you are working on an advisory project, click on the blank field under Milestone and pick the relevant milestone for the time you worked. If you are working on a secondment, you do not need to select a milestone.
Under the Mon - Sun column headers, enter the number of hours you worked on the relevant days.
Click on the Paper Icon in the 'Notes' column to enter notes for your time.
1. If you are on a secondment with regular days and hours, you should enter "Regular secondment day", you can also add any other note that the client might find helpful, as they will see these notes on invoices.
2. If you are on an advisory job, you should describe the work you have done for that particular milestone at a level of detail the client will understand and appreciate as they will see these notes on invoices e.g. "Completed five stakeholder meetings, summarised meeting notes, and worked on draft report."
Once you have entered your time, click on Save button in the top-right corner. This will save the time but will not submit it yet for approval. We recommend saving your time at the end of each day.
After you have saved your time the Status column will change to Saved.
At the end of the week, when you are ready to submit your timecards for approval, click on Submit in the top-right corner.
You will receive a warning message stating that once you have submitted this time entry, you are no longer able to change it. Click on Continue and your timecards will be submitted to the relevant Job Manager(s) for approval.

A note about mid-week end of month

When the last day of the month occurs before the end of the week, you will need to Submit your timecard for all work completed up to and including the last day of the month (even if this is mid-week), and start a new timecard (new row) for the new month's work. This means you will end up with two timecards for the same project in a single week; one that covers your working days up to and including the last day of the month, and a second timecard that covers the first day(s) of the following month.

How to speed up Time Entry

If you worked similar hours to last week, you can click on the Copy From Previous Week button to easily copy last weeks’ time entry across to the current week.
Ensure all the information you wish to copy over is ticked and then click Copy Selected Fields. You can easily edit them before you save and submit your timecard.

How to fix rejected timecards

If one of your timecards is rejected, you will receive an email with a reason why and a link to fix your timecard.
On the right-hand side, you will see the approval history, including comments about why it was rejected.
To edit this timecard, click on the edit in time-entry to take you to the time entry page.
To fix your timecard, simply click on the error and adjust it. Once this has been done the rejected status should change to Unsaved.
Click the Save and then Submit button in the top right-hand corner that will bring you to a submit timecards for approval pop up. Click Continue to send it to the Job Manager for approval.