Responsive Software Time Logger Help

......................................................................................................................................................... 131

Stop

Stop

.......................................................................................................................................................... 131

.......................................................................................................................................................... 131

......................................................................................................................................................... 131

.......................................................................................................................................................... 131

......................................................................................................................................................... 131

6 ................................................................................................................................... 133

Filter Menu .......................................................................................................................................................... 133

Clear Filter

Clear Filter

.......................................................................................................................................................... 134

......................................................................................................................................................... 134

7 ................................................................................................................................... 134

Invoice Menu

View Invoice

Print Invoice

Post Invoice

Post Invoice

.......................................................................................................................................................... 134

.......................................................................................................................................................... 135

......................................................................................................................................................... 135

10 Responsive Time Logger Help

Aging Window ......................................................................................................................................................... 144

8 ................................................................................................................................... 145

Tools Menu .......................................................................................................................................................... 145

Menus/Full

Menus/Full

.......................................................................................................................................................... 151

......................................................................................................................................................... 151

Menus/Simplified .......................................................................................................................................................... 151

User Options .......................................................................................................................................................... 151

User Options ......................................................................................................................................................... 151

Global Options .......................................................................................................................................................... 158

Contents 11

9 ................................................................................................................................... 164

Advanced Menu .......................................................................................................................................................... 164

SQL Command .......................................................................................................................................................... 164

Database Editor .......................................................................................................................................................... 166

Diagnostics

Diagnostics

.......................................................................................................................................................... 166

......................................................................................................................................................... 166

Refresh

Refresh

.......................................................................................................................................................... 167

......................................................................................................................................................... 167

Macro Editor .......................................................................................................................................................... 167

Macro Editor ......................................................................................................................................................... 167

Stopwatch 2, 3, 4 .......................................................................................................................................................... 169

10 ................................................................................................................................... 170

Help Menu

Contents

What's This

.......................................................................................................................................................... 170

How to Use Help .......................................................................................................................................................... 170

Guided Tour

Guided Tour

.......................................................................................................................................................... 171

......................................................................................................................................................... 171

Tip of the Day .......................................................................................................................................................... 171

Tip of the Day ......................................................................................................................................................... 171

11 Toolbar ................................................................................................................................... 172

Toolbar .......................................................................................................................................................... 172

12 Responsive Time Logger Help

12 ................................................................................................................................... 172

Status Bar .......................................................................................................................................................... 172

13 ................................................................................................................................... 173

The Title Bar .......................................................................................................................................................... 173

Scroll Bars .......................................................................................................................................................... 174

Double Clicking .......................................................................................................................................................... 182

Part VIII Advanced Topics

184

1 ................................................................................................................................... 184

2 ................................................................................................................................... 185

Sample Macro .......................................................................................................................................................... 185

3 ................................................................................................................................... 187

Clients Database .......................................................................................................................................................... 189

Contents 13

4 ................................................................................................................................... 189

5 ................................................................................................................................... 191

MDAC Files .......................................................................................................................................................... 191

Part IX What's New in Version 4?

193

1 ................................................................................................................................... 193

2 ................................................................................................................................... 196

Part X Troubleshooting (Situations and Solutions)

198

1 ................................................................................................................................... 198

Part XI Contact Technical Support

201

1 ................................................................................................................................... 201

Part XII Glossary

204

1 Column ................................................................................................................................... 204

2 ................................................................................................................................... 204

3 ................................................................................................................................... 204

4 ................................................................................................................................... 204

5 ................................................................................................................................... 204

6 ................................................................................................................................... 204

7 ................................................................................................................................... 204

8 ................................................................................................................................... 204

9 ................................................................................................................................... 205

10 ................................................................................................................................... 205

11 ................................................................................................................................... 205

12 Filter ................................................................................................................................... 205

13 ................................................................................................................................... 205

14 ................................................................................................................................... 205

15 Macro ................................................................................................................................... 205

16 ................................................................................................................................... 205

17 Pause ................................................................................................................................... 206

18 ................................................................................................................................... 206

19 Paused ................................................................................................................................... 206

20 ................................................................................................................................... 206

21 ................................................................................................................................... 206

22 ................................................................................................................................... 206

23 ................................................................................................................................... 206

24 ................................................................................................................................... 206

14 Responsive Time Logger Help

25 ................................................................................................................................... 207

26 ................................................................................................................................... 207

27 ................................................................................................................................... 207

28 Toolbar ................................................................................................................................... 207

29 ................................................................................................................................... 207

Index 208

Foreword

This page is intentionally left blank to support printing features

Foreword 15

Introduction

Part

Introduction 17

1 Introduction

1.1 Overview of Responsive Time Logger

How Much do Billing Problems Cost Your Company?

Considering the amount of money that your company charges for its valuable services, any or all of the problems below cost your company a significant amount of lost revenue:

Loosing just a small number of billable hours or expenses.

Issuing inaccurate or late invoices - or never issuing one at all.

Failing to account for payments received and frustrating your clients.

Missing amounts due and failing to receive full payment for invoices.

Responsive Time Logger - Your Billing Solution!

Responsive Time Logger is a software program that helps ensure your company receives full payment for all of the valuable services that it provides by:

Recording your company's time and expenses, ensuring that all of your billable time and expenses are captured.

Automatically generating accurate and professional looking invoices, ensuring your clients trust that they are being charged fairly for the valuable services your company provides.

Recording your payments and retainers, ensuring your clients' confidence.

Tracking your invoices and reporting how much each client owes, ensuring that you receive full payment for all of your invoices.

A Guaranteed Return On Investment

Since 1993 when we began selling Responsive Time Logger, our customers have consistently reported that Responsive Time Logger has quickly paid for itself again and again. In fact we are so confident that Responsive Time Logger will help your company that we offer a 30-day money-back guarantee.

An Impressive Set of Features for the Price

The company Responsive Software has invested many, many thousands of hours over the years refining and enhancing Responsive Time Logger to ensure that it contains the functionality and reliability that your company needs. We offer our software for a fair price and with significant price discounts for our multi-user packages. When you consider it, Responsive Time Logger's per-user cost is miniscule compared to the amount of extra money your company will capture with accurate time tracking and billing. Here is a summary of significant Responsive Time Logger features that will help your company:

Time & Expense Capturing

· Record billable time periodically, such as at the end of the day or week, or as you work using the stopwatch.

· Utilize many different shortcuts to speed up time and expense recording such as: the pop-up calendar, the pop-up clock, instant task switching, empty field warnings and memorized descriptors.

18 Responsive Time Logger Help

· Ensure accurate and consistent time & expense records are created by all users with many optional restrictions and settings.

· Record all variations of billable items such as expenses, fixed fees, travel expenses, tax rates, internal rates, and tax/no-tax indicators.

· Many other special features such as minimum

205

, duration increment, internal description, and four separate stopwatches support customized billable time and expense recording.

Time & Expense Management and Reporting

· Easily view and manage your Time Records using spreadsheet-like features in the main window.

· Customize the

204

arrangement by hiding and inserting columns, and changing column width and order.

Use the

multiple Time Record database

205

feature to easily create complex selection criteria to select the Time Records to view.

Set the Sorting and Subtotals options on multiple different fields.

· Infinite time and expense reporting possibilities with WYSIWYG features and many custom printing options.

· Customizable time and expense reporting utilizing SQL and ODBC.

Invoicing and Accounts Receivable

· Automatically generate one invoice or multiple invoices using a single format or optionally different formats for separate clients.

· Customizable Invoice Templates (stored in Rich Text Format ) allow you to place up to twentynine different fields on your invoice that are replaced with your invoice data upon invoice generation.

· Track your outstanding invoices and record payments and retainers in the Accounts Receivable.

Determine which clients owe money utilizing the Aging Report.

Multi-User and Network Features

Instantly convert from single-user mode to multi-user mode to track time and expenses for one to hundreds of users.

Special discount pricing available for multi-user packages and receive credit for the cost of current license packages when adding more users.

· Utilize password protection and other features to hide rates, lock features and prevent unauthorized changes.

· Multiple network installation options to ensure workstation speed and to centralize Time Logger databases and settings on network servers.

Quickbooks, Quicken, Imports/Exports and Synchronizing

· Automatically generate invoice data in a separate file for transfer to Quickbooks or Quicken.

· Save time and effort switching to Responsive Time Logger with the ability to import time records, client data, descriptors, invoice data, and payments from delimited files.

· Easily utilize 3 rd party software by either using ODBC connections or exporting Time Records, client data, descriptors, invoice data, and payments to delimited files.

Many features, such as Synchronize databases and Export for Merging, to support managing

206

files between computers while traveling or between offices.

Introduction 19

FREE Palm Interface

Utilize our FREE Palm Interface to record your time on any Palm OS handheld.

All Time Record fields are available on the Palm allowing you to add, edit, delete and view all of your Time Records.

· Utilize the stopwatch to record time as you work and employ basic filtering, sorting and searching to manage your Time Records.

· Keep all or part of your Time Records on your Palm and utilize the customizable Conduit/

HotSync options to HotSync with your laptop, desktop or network.

Custom Settings and Other Features

· Automatically backup your Time Records to a customizable number of rotating files and to a customizable location.

· Instantly restore from backup files.

· Save and re-load all of your settings and options to uniquely named Environment files.

Archive old Time Records to separate database files.

· Customize date and time display, field labels, screen colors, row height, font, font size, toolbars, sounds and many, many more settings.

· Quickly learn and become proficient utilizing searchable and indexed Help, the Quick-Start

Guided Tour, the Tutorial, Tip of the Day, and the Website.

· FREE

Technical Support

193

over email or phone to registered users for the current and previous versions - currently versions 4 and 3.

Please click the "Next" link above to continue reading.

1.2 Terminology in This Guide

Responsive Time Logger is a registered trademark owned by the company Responsive Software.

Throughout our Help, we will refer to it as both Responsive Time Logger and its shorter name, Time

Logger.

In this documentation, we use a shortcut method for describing menu selections. As an example, instead of saying, "Select Open from the File menu," we simply say "Choose File/Open."

We also use this type of shortcut to lead you to a particular tab in a tabbed window. Thus, "Choose

Tools/User Options/Duration Format" means "Select the User Options item from the Tools menu,

then select the Duration

205

Format tab in the window that appears."

Getting Started with Responsive Time

Logger

Part

Getting Started with Responsive Time Logger 21

2 Getting Started with Responsive Time Logger

2.1 Ways to Learn

We've added many powerful features to Responsive Time Logger over the years. At all times, our goal has been to maintain an intuitive and easy to use interface. There are an extensive number of features and options that do take time to learn. To ensure that you can learn everything you need to know quickly and easily, we offer multiple options to help you get to know Responsive Time Logger.

Quick-Start Guided Tour

If you have not yet done so, please take our Quick-Start Guided Tour. It has been designed to give you a quick overview of Responsive Time Logger's important features. When running Responsive

Time Logger, select Help and then Quick-Start Guided Tour.

Short Demonstration Videos

On our website we have multiple videos (each about one to four minutes long) that give you a quick introduction to some specific tasks. Visit: http://www.responsivesoftware.com/videos.htm

Tutorial - Learn by Doing

Our

Tutorial

in this Help gives you step-by-step instructions along with special tips and notes to help you become familiar with the basic operations of Responsive Time Logger.

Using Time Logger - Help on Every Task

Scan our Using Time Logger section in this Help to view the major functions of Responsive Time

Logger and learn how to use them.

Reference - Help on Every Menu Option

Our Reference section in this Help, is set up just like the Responsive Time Logger menus, allowing you to easily follow the links, just as you would follow the menu options, to any Responsive Time

Logger feature.

Find and Index - Easily Locate Help Topics

Use the Help's Find feature to search the Help on any topic or use Help's extensive Index to easily locate topics (click the Find or Index buttons at the top when viewing this Help).

FREE Technical Support

FREE

Technical Support

201

via email or phone ensures that you can easily receive professional and courteous help.

Please click the "Next" link above to continue reading.

22 Responsive Time Logger Help

2.2 Things You Really Should Know

Here are some important things to keep in mind when using Responsive Time Logger.

The first three items are the most important for the long term health of your entire Time Logger system. We typically receive a handful of emails per month from users wondering how to recover from a hard drive failure. We can offer much more help if you have your Time Logger folder backed up and you know where your Time Records database file is located.

Backups: While Responsive Time Logger performs backups of the Time Records by default, it does not back up the entire set of folders that contains the entire Time Logger system. We recommend that you utilize automatic backup software and/or hardware to backup your entire

Time Logger system to a physically separate storage device. The Time Logger system folder that you need to backup (along with all of its subfolders) is the "Main Directory" displayed at the top when you select menu option Advanced/Diagnostics.

Your First Time Records: We recommend that when you first begin to keep official Time

Records that you start with a new and empty Time Records database file named something like:

"MyCompany_Time_Records.mdb" that you store either in the Main Directory where Time Logger is installed (for single users) or on your network server (for multi-users).

Backup Folder: The backup folder, where the backup copies of the Time Records database file are stored, defaults to the Main Directory of Time Logger. We recommend you change this to a separate physical storage device.

They Disappeared - No Time Records: If your Time Records disappear while using Time

Logger, or you can't find a time record that you've entered, try clearing the time record filter

by pressing F6.

205

Missing Time Records: If you can't find one or more Time Records, perhaps they were saved it to a different time records database file. You can see the previous time records database files that you've used by selecting "File" and looking at the bottom of the menu where you'll see an ordered list of each time records database file that was opened in the past.

HotSync & No Records: If you perform a HotSync and can't find the records that were transferred, read through the HotSync log file (click the HotSync Manager icon, and choose View

Log) and look for the "Time Logger" entries. There you will see the number of records transferred and the Time Records database file to which they were transferred. Compare that to the "Current

Database" displayed at the top when you select menu option Advanced/Diagnostics. They should be the same.

Use One Time Records Database: We suggest that you keep all your time records in a single file and use filters when you want to work with only some of them.

Open Errors: If you receive error messages when you try to open a Time Records database file, try selecting Advanced/Compact/Repair Databases and then select the Time Records database file that you are trying to open.

2.3 How Does Time Logger Work?

2.3.1 How Does Time Logger Work?

To ensure Time Logger is easy to use, our software design employs real-life time and expense tracking concepts implemented using industry-wide software interface standards. Those who are familiar with popular software products will find Responsive Time Logger very easy to use.

You can use the "Next" link above to browse through the topics below.

More:

The Time Records List

Getting Started with Responsive Time Logger 23

Adding and Editing Time Records

The Time Record Database

Analyzing Time Record Information

Printing Time Reports

Printing Invoices

Overview Summary

2.3.2 The Time Records List

Below is an example of how you could keeping track of your time on paper. Across the top of the page, is a heading that includes the columns for "From," "To," "Client," and "Description." On each line below the heading is a record of what you did and when you did it.

In the paper example above there are three "Time Records". Each is a record of what you did and when you did it. The set of Time Records is what we call a Time Records List.

Responsive Time Logger applies these basic concepts to how the software is designed. Just like the paper system, Time Logger has columns with headings, Time Records, and a Time Records List.

Here's what these would look like if you had been using Time Logger instead of paper and pencil:

Click the "Next" link above to continue reading.

2.3.3 Adding and Editing Time Records

Now let's take the analogy a little further. With your paper system, you'd probably want to record more information than fits on a single line. Thus, you could use a whole sheet of paper to describe a single time record. It might look like this:

24 Responsive Time Logger Help

Tracking this much information on paper for each Time Record is nice, but realistically it would be a lot of work to do so on paper. The great thing about Time Logger is that it provides you with this much information for each Time Record while making it quick and simple to record your details.

Here is the window used to add or edit a Time Record. It is called the "Time Record Editor."

Getting Started with Responsive Time Logger 25

This window contains your information about the time record. When you've finished entering data, you click OK, and Time Logger automatically creates a Time Record and adds it to the Time Records

List that displays in the main window of Time Logger.

Note that you can also use the stopwatch window, which looks quite similar to the Time Record

Editor, to keep track of your time automatically while you work.

Of course, Time Logger's windows have many advantages over the paper system: pick lists for client and project, fields that Time Logger fills in for you, and so on. But the basic concepts behind Time

Logger are the same as those for a simple paper and pencil based system. You fill in a form with data about what you did and when you did it, and Time Logger then saves the information to a new

Time Record and adds it to your Time Records List.

Click the "Next" link above to continue reading.

2.3.4 The Time Record Database

With your paper system, you'd probably take all those sheets of paper that contain the information for each time record, and store them in a three-ring binder. That binder would be your "database" of time records.

In the same way, Time Logger keeps all of the time record information in a

206

, which it stores on your hard drive.

Note that there is a subtle difference between the

207

and the time record database.

You can think of the time record list as the on-screen representation of the time record database.

Although the database contains all of the time record information, the time record list displays only those fields (that is, columns) that you are interested in. In addition, the time record list may be filtered, such that it only displays a subset of the time records in the database. For example, it may

26 Responsive Time Logger Help

only display those time records for Client XYZ.

Note that you never need to worry about "saving" the database. Whenever you add or edit a time record, Time Logger automatically saves the change to the database files.

Click the "Next" link above to continue reading.

2.3.5 Analyzing Time Record Information

Once you've entered the information, you can use Time Logger to determine such things as how much time you're spending on billable versus non-billable tasks or which clients provide you with the highest profits. You can look at how your time estimates compare with actual project durations or how your billable time varies from month to month.

Here are some questions you might answer with Time Logger:

How much time am I spending on non-billable tasks?

Am I wasting too much time in meetings?

· Do I get less done on Fridays?

· Which employees are billing the most hours?

How many hours did I spend on the fixed fee job?

· Which work is giving me the highest profit?

· How have my billings changed over time?

Since Time Logger stores all information in standard Access-format (.MDB) files, you can even use other applications to view, analyze, and print reports concerning your time record information.

Click the "Next" link above to continue reading.

2.3.6 Printing Time Reports

In the simple paper and pencil example (see

The Time Records List

) the time record list

207

had only four columns: From, To, Client, and Description.

With Time Logger, the time record list can include many different columns, such as Project, Hourly

Rate,

205

, etc. Also, you can use your mouse to change

Time Logger can even print invoices based on information in the time record list

204

widths or move columns around.

Once you've chosen the columns and layout you want, you need only select Print/Report from the

File menu to get a hardcopy time report. Time Logger will format the time report in exactly the same way it formats the time record list. That is, what you see on the screen is what you get in your report.

Here's a portion of a time report (you can create many different kinds of time reports), to show you how it might look:

You may also include summary and subtotal information in your reports.

Getting Started with Responsive Time Logger 27

Click the "Next" link above to continue reading.

2.3.7 Printing Invoices

207

. Here's how this works.

First, you design an "Invoice Template" using your favorite word processor (Word for Windows,

WordPerfect, Wordpad, or any other word processor that can work with .RTF files). Time Logger comes with a number of pre-designed templates that you can use as they are, or modify as desired.

Please do not confuse the term "Invoice Template" with the "Template" concept used by Word for

Windows and other word processors. For example, a Time Logger

205

is not a

Word for Windows .DOT file.

An invoice template looks just like an invoice. However, anywhere that data should appear, you type

a template field

206

instead. For example, the template field for the client's name is: "%client_name".

If you want the client's name to appear on the invoice, you type "%client_name". As another example, where the total amount due should appear, you enter "%total_due".

Then, when you tell Time Logger to print an invoice, it will start up your word processor, replace the template fields in the template with the actual data (for example, replace "%client_name" with "AR

Software" and %total_due with "$4,232.00"), and print the invoice.

For example, here's what it would look like when editing the invoice template with Word for Windows:

28 Responsive Time Logger Help

When you create an invoice, based on this template, the result might look like this:

Getting Started with Responsive Time Logger 29

You can see that the template fields have been replaced with the appropriate values. For example, the %total_due field was replaced with the amount $2625.15.

Time Logger will prevent you from billing for records that have already been invoiced, or were assigned to a different client. It will also set a field in each time record so that in the future, you will know that you billed for that work already, and on which invoice.

30 Responsive Time Logger Help

Finally, Time Logger will add the invoice to your accounts receivable, letting you see at a glance which invoices your clients have not paid. When you receive payments, you can enter them against the appropriate invoice.

Click the "Next" link above to continue reading.

2.3.8 Overview Summary

Time Logger works a lot like a simple paper and pencil system. You use a window to enter data concerning what you've done and when you've done it, and Time Logger copies that information over to a

Click the "New Time Record" icon on the toolbar

207

You may customize the contents and layout of this list in order to analyze your time.

At any point, you may print out time reports displaying the time record list and/or other summary or subtotal information. Time Logger can also print out invoices for one or more clients, and keep track of payments made on those invoices.

Note that we have several videos on using Time Logger that you can view from our web site. Visit http://www.responsivesoftware.com/videos.htm

Time Logger Tutorial

Part

III

32 Responsive Time Logger Help

3 Time Logger Tutorial

3.1 Tutorial Step 1: Starting Time Logger

Welcome to the Responsive Time Logger Tutorial

Responsive Time Logger has an impressive set of options, commands and functionality. In this tutorial you will quickly learn the basic operation of Responsive Time Logger. This knowledge will enable you to easily learn more advanced Time Logger functions utilizing the Help and the Website.

If you are an experienced Windows user, you can move through this tutorial very quickly.

NOTE: We will frequently refer to Responsive Time Logger as simply "Time Logger."

start Time

206

Logger, click on the Windows "Start" button, and then choose Programs/Responsive

Time Logger/Responsive Time Logger. If you elected to have a shortcut created on your desktop during the installation of Responsive Time Logger (when you ran setuptimelogger.exe) then you can double-click the Responsive Time Logger shortcut icon on your desktop.

NOTE: We have a set of videos, each about one to four minutes long, on using Time Logger that you can view from our web site. Visit: http://www.responsivesoftware.com/videos.htm

IMPORTANT: To help first time users successfully operate Time Logger, "Information and

Instructions" windows appear when certain functions are selected. The tutorial does not include

any instructions about what to do with these windows or steps for closing them. You should read those that appear at least once to become familiar with the operation of Time Logger and then click either "OK", "Cancel", "Yes" or "No" depending upon whether or not you wish to continue. If you are sure you will remember the information presented, you can click the "Don't show me this message again" checkbox. Otherwise, they will appear to help remind you the next time you perform that operation.

After Time Logger starts you will see the Login window. Please continue to Step 2.

Click the "Next" link above to go to the next step in the tutorial.

Time Logger Tutorial 33

3.2 Tutorial Step 2: Logging In

When Time Logger starts, you'll see the Login window, which looks like this:

Follow the directions on this window and then continue with the tutorial.

Click the "Next" link above to go to the next step in the tutorial.

3.3 Tutorial Step 3: Opening a File

If you are running the FREE Trial (Demo) version of Responsive Time Logger, you will see the screen that allows you to enter your Registration Code after logging in. You may leave the

Registration Code empty (blank) and click the OK button.

Quick-Start Guided Tour

If this is the first time you have used Responsive Time Logger, or you elect to show the Quick-Start

Guided Tour when you start Responsive Time Logger, then the Quick-Start Guided Tour will start at

34 Responsive Time Logger Help

this point. We recommend that you view the Quick-Start Guided Tour before taking this tutorial.

When you click the "End Tour" button, you can continue with this tutorial in the section below.

Open a Time Records Database File

After you have clicked OK in the Login window (and possibly closed the Registration Code window and ended the Quick-Start Guided Tour), Time Logger's main window will appear. If this is the first time you've run Time Logger and you have never selected a Time Records database file, the main window will look like this:

NOTE: If you have run Time Logger before, the last used Time Records database file is automatically opened for you. For this tutorial, we recommend that you use the "sample.mdb" Time

Records database file. Look in the title bar at the top of the window. If "sample.mdb" appears to the right of "Responsive Time Logger -" then you are using the sample database. If not, then please close the current database by selecting the menu option "File" and then click "Close" and then proceed with the steps below.

To open a Time Records database file, select the "File" menu, and choose "Open." This will bring up the Open window, which looks similar to this:

Time Logger Tutorial 35

The file "sample.mdb" should be visible in this window, as shown above. Click on it and then click the

Open button.

NOTE: If there is no listing for a file called "sample.mdb," it could mean that you are looking in a folder other than the one that Time Logger was installed to. In this case, you will need to look for the folder that contains the "sample.mdb" file. Time Logger is installed by default to the folder "C:

\Program Files\TimeLog". Please type C:\Program Files\TimeLog (notice the space after the word

"Program") into the "File name:" field, and click Open. If the "sample.mdb" file is listed, click on it and then click Open. If you can't find it, browse through the folders, or use the Windows Search (Find

Files or Folders) utility to locate it. If you still cannot find the file, please re-install Responsive Time

Logger.

Once you have opened the Time Records database file "sample.mdb," you're ready for the next step of the tutorial.

Click the "Next" link above to go to the next step in the tutorial.

3.4 Tutorial Step 4: Adding a Time Record

Upon opening the "sample.mdb" Time Records database file, Time Logger's main window should appear similar to this:

36 Responsive Time Logger Help

Take a look at the title bar at the top of the window. It says "Stopped" because the stopwatch

(explained later in this Tutorial) is not currently running. Following that, it has the name of the program (Responsive Time Logger), the name of the Time Records database file that is open

(sample.mdb), and your name (or whatever user name you supplied on the Login window).

Add a Time Record

You are now going to add a Time Record for something that you did in the past. For the purposes of this tutorial, you are going to add a new Time Record that says, "from 9 AM to 10 AM today, I evaluated Responsive Time Logger and was very impressed with its features."

Adding a new Time Record is simply a two or three part process, depending upon whether or not you opt to require a written description with each Time Record. (Note that by default the description is required. See:

Description Requirements

161

on the Safety tab in Global Options). The three parts are:

A) Enter the Start and End dates and times for the new Time Record,

B) Specify the Person, Client, Project, Subproject, etc. that you worked on,

C) Provide a brief description of what you did.

Follow these steps for this tutorial to add a Time Record:

1) Open the "Time Record Editor" window to add a New Time Record with one of these three actions:

Open the "Records" menu and choose "New Time Record", or

207

, or

Press "F4" on your keyboard.

This will open the Time Record Editor window, which will look something like this:

Time Logger Tutorial 37

Part A - Enter the Start and End dates and times

Now, you will set the Start and End date to today's date, the

Start time

206

to 9:00 AM and the

End time

205

to 10:00 AM by following these directions:

1) Click the "Panel..." button below the End time field to see the screen below:

38 Responsive Time Logger Help

2) On the "Start Time/End Time Panel" window, click the "Now" button.

3) Click on and drag the red minute hand on the Start time clock (the left one) so it points to the top

(where 12 would be).

4) Click and drag the blue hour hand on the Start time clock (the left one) to show "9:00." If the time below the clock shows "9:00 PM," then click and drag the hour hand around once (either direction) and then back to the "9:00" position.

5) Click and drag the blue hand on the End time clock (the right one) to show "10:00." If the time below the clock shows "10:00 PM," then click and drag the hour hand around once (either direction) and then back to the "10:00" position.

6) Click the "OK" button.

You should now see the Time Record Editor window again and the top section should look like this:

Time Logger Tutorial 39

NOTES: You can set the Start and End dates and times directly on the Time Record Editor window without using the "Panel" window. There are three ways to set the dates: A) type the date directly into the field, B) click on the Day, Month or Year and use the spin buttons (the up/down arrows to the right of the field) to increase or decrease each by one, or C) click on the calendar button. You can set the

times by typing directly into the field or clicking the clock button next to the time fields. See Shortcuts for Specifying Time

179

for time entry tips. Additionally, if you are not concerned with recording the exact Start and End times, you can use the Duration-Only mode. In this mode, you only enter the

amount of time spent on the task (see: Duration-Only Mode in the section: Global Options Window/

General Tab

158

Part B - Specify the Person, Client, Project, Subproject, etc.

Next, you're going to precisely categorize the work you did by selecting the "descriptors".

Descriptors is a term that is used in Time Logger that refers to the ten Time Record fields: Person,

Client, Project, Subproject, Activity, Other, Rate, Tax Rate, Mileage Rate and Internal Rate. When you work with Time Records and the Stopwatch, each of the descriptors appears as a drop-down combo list box. Here is an example of what each of the

205

fields look like:

When you click the down-arrow for the descriptor Project, you see all of the Projects that have been defined for the Project descriptor. You can add, edit or delete the Projects in the list by using the

"plus", "pencil" and "minus" buttons. This same concept applies to all of the other descriptors. See

, Duplicate Selected Record

for more information.

Follow these directions to quickly set the descriptors for this tutorial:

1) Select any Client, Project, Subproject, Activity and Rate from the drop-down lists.

NOTE: When working with real Time Records, you would select meaningful descriptor values, as in the actual Project you are working on. If the Project you were working on is not displayed in the list, you can add it by pressing the plus button. Additionally, you can set up your descriptor values ahead of time or change them as you are entering Time Records or using the Stopwatch. See

Working with

Descriptors

for more information.

Part C - Provide a description

To enter the description and save the Time Record, follow these steps:

1) Click in the Description field and type "Evaluated Responsive Time Logger and was very impressed with its features!"

2) Click the "OK" button.

At this point, you've successfully added a Time Record to the Time Records database file. Your new

Time Record should now appear on the main window of Time Logger in what is called the Time

Records List.

NOTE: There are shortcuts for creating and working with Time Records that are explained elsewhere such as,

Memorize Descriptors

, Resume Selected Record

124

and

Start Copy of Selected Record

You're now ready for the next step.

40 Responsive Time Logger Help

Click the "Next" link above to go to the next step in the tutorial.

3.5 Tutorial Step 5: Using the Stopwatch

In the previous steps you added a Time Record that recorded information about what you did. Now, you're going to let Time Logger track your time as you work using the Stopwatch feature. Follow these steps to use the Stopwatch:

1) Open the Stopwatch

From the Stopwatch menu, choose Stopwatch/Show Stopwatch. The window that appears will look similar to this:

NOTE: If the Start button is disabled (grayed out) you may click the Reset button and choose Yes when asked to confirm to reset the Stopwatch and continue with this Tutorial.

2) Now, click the Start button. The stopwatch is now running. The title bar of Time Logger's main window will change from "(Stopped)" to "(Running)" indicating that the stopwatch is now running.

While the stopwatch is running, you can perform your regular work tasks as Time Logger tracks the time for you.

NOTES: While the stopwatch is running, you may change any of the descriptors or other fields on the

Stopwatch window. The Time Record is not actually created until you click the Stop button.

Additionally, the minimum duration

205

for a Time Record is one minute. If you try to stop the stopwatch after less than one minute has elapsed you will receive a pop-up error message. If you start the Stopwatch at 9:05 AM for a task that actually started at 9:00 AM, you may move the

Start time

206

back 5 minutes.

3) Once at least one minute has passed since you clicked the Start button, you may click the Stop

Time Logger Tutorial 41

button. Assuming that there is no missing information, a new Time Record will be added to the Time

Records database file and appear on your Time Records List.

Quick Task Switching

Using the Stopwatch is one of the best ways to record your time as you work. There are many methods to make task switching simple and easy. The "Stop/Start New" button automatically stops the Stopwatch and creates a new Time Record for the task that just ended and re-starts the

Stopwatch for the next task. Combine the "Stop/Start New" with the Memorized

b) Select a specific set of Time Records using a Filter

205 feature to instantly populate the descriptors. Then, switching a task is as simple as two mouse clicks and a keyboard selection:

1 - Click ("Stop/Start New"),

2 - Alt-R (bring up Memorized Descriptors),

3 - Click (Select the appropriate Memorized Descriptor set).

Click the "Next" link above to go to the next step in the tutorial.

3.6 Tutorial Step 6: Printing a Time Report

The Time Records that are displayed on the main window of Time Logger are called the Time

Records List. When you print the Time Records List it is called a Time Report. Thus, before you print a Time Report, you may want to perform one or more of these tasks to set up the Time Records you want to print:

a) Define which Columns

should appear

c) Set the Sort Order

for the Time Records d) Determine fields that should display

Subtotals

e) Modify the Time Report print and layout options

154 f) Select a specific

font and/or font size

146

However, for this tutorial, you will use the default settings and just print the Time Records that you see using the default format.

Print a Time Report

IMPORTANT: If you are using the FREE Trial (Demo) version of Responsive Time Logger, the ability to send a Time Report to a printer is disabled. Please use the File/Print Preview option instead.

To print a Time Report, open the File menu and choose Print/Report. Here's how part of a time report might look:

By adjusting the Columns, using the

Filtering the Time Records

205

, applying Sort Orders and defining Subtotals, you can create an infinite variety of Time Reports and then save them as an

Environment

to use again in

42 Responsive Time Logger Help

the future.

You may skip the section below and continue with the next step in the Tutorial, or read the information below which summarizes important features to understand about Time Reports.

Columns

You can change the columns that are displayed in the Time Records List. You can hide or insert columns, change their width and move them around. See

Changing Column Layout

. Remember that you can set the layout of your report to Landscape mode and print more columns than will fit in the default Portrait mode by selecting File/Page Setup.

Filter

The Filter (see:

) determines which Time Records are displayed in the

Time Records List. When no Filter is set, all of the Time Records appear in the Time Records List.

You can limit which records are displayed using the Filter. For example, you could set the filter to only show Time Records where the Project equals "Easy Image."

NOTE: If you are ever surprised to see no (zero) Time Records in your Time Records List, try clearing your Filter with menu option Filter/Clear Filter.

Sort Order

The sort order determines the order that the Time Records are displayed in the Time Records List

(see:

Sorting the Time Records

Subtotals

When you print a Time Report, by default it also displays the Subtotals for the selected fields (see:

Working with Subtotals

Time Report Layout

There are dozens of different options that you can change that alter the way the Time Report appears. Choose Tools/User Options and select the Printing tab to view the Time Report layout options.

A time report can have up to three sections in it:

Time Record Detail Section

Subtotals Section

Summary Section

TIP: You can create a Time Report and then save all of your settings in what is called an

Environment file with a meaningful name (see:

Filtering Time Records via SQL

). Then, whenever you want to see that Time Report just load that Environment.

Advanced Reports

In the case where the desired Time Report cannot be obtained using Time Logger's built-in features, you can use your own custom Structured Query Language (SQL) to create a custom Time Report

(see:

). Additionally, all of the Responsive Time Logger database files are ODBC compatible. This allows you to connect to the databases using third party tools to obtain data for reporting purposes.

Exporting Time Record Data

The Time Records that you see in your Time Records List can also be exported to a text file (see:

Exporting Time Logger Data to a Text File

). The records are exported in the same column and row order as displayed in the Time Records List. This allows you to easily put Time Record data into other applications such as Microsoft's Excel by importing the Time Record data text file. While the default delimiters are the double-quote (") and comma (,) you can change them within Time Logger

(see:

Exporting Time Logger Data to a Text File

Time Logger Tutorial 43

Click the "Next" link above to go to the next step in the tutorial.

3.7 Tutorial Step 7: Generating an Invoice

Automatic Invoicing: Automatic invoicing is a powerful and important feature of Time Logger.

Using Time Logger you can automatically generate one invoice at a time or automatically generate multiple invoices, one for each selected client (you can select any or all of your clients).

205

: Using your word processor you modify your Invoice Template (stored in Rich

Text Format) to customize it for your company. The Invoice Template can contain static text and images along with special dynamic Invoice Template Fields. When the invoice is generated, Time

Logger replaces the dynamic Invoice Template Fields with your actual invoice data. There are twenty-nine different Invoice Template Fields such as %client_name, %total_fee, %date, etc. (each begins with a percent sign).

Common or Unique Invoice Templates: You can use one common Invoice Template for all of your clients, or you can use client-specific Invoice Templates for each client. You can even automatically generate multiple invoices where you use a common Invoice Template for some clients and a clientspecific Invoice Template for others.

NOTE: You only need to modify your Invoice Template once, not each time you generate invoices.

Also, most users have only one common Invoice Template and use it for all of their clients since

Time Logger automatically is designed to place each client's unique company name, contact name and address on the invoice using the Invoice Template Fields.

Invoice Restrictions: Time Logger places important restrictions on the generation of invoices. For example, you can only generate an invoice for a client's Time Records that are billable (Billable =

"Yes") and have not already been billed (Billed = "No").

Generating Invoices: When you generate an invoice Time Logger actually creates a new invoice file and saves it to your hard drive with the name InvoiceNumber.rtf and the actual invoice number appended to it such as:

InvoiceNumber1.rtf

You can change your next invoice number to be whatever you want.

Posting Invoices: After you generate an invoice, you print it and then Post it. Posting an invoice records the invoice number on each Time Record and marks them as have been billed by changing

Billed = "No" to Billed = "Yes." It also automatically increases the invoice number by one and creates a record of the invoice in Accounts Receivable. You can modify the next invoice number by selecting Tools/Global Options/Other.

Accounts Receivable: When you receive payments or retainers from clients, you place a record of these in Accounts Receivable. Then you can use the Aging Report to determine how much each of your clients owes.

Quickbooks and Quicken Interface: When you post your invoice Time Logger can automatically generate a file that can be easily imported into Quickbooks or Quicken that contains your invoicing amount for that client and account.

Designate Your Word Processor

Before you can perform invoicing tasks in Time Logger, you must specify the location of your word processor's program file (.exe). This task only needs to be done once.

1) Select the menu option: Tools/User Options and click the Other tab.

2) In the Word Processor section click the radio button that defines which word processor you will use.

3) In the same section click the Browse button and locate the program file (.exe) for your word processor, such as WINWORD.EXE or WPWIN12.EXE.

44 Responsive Time Logger Help

4) Select the program file by clicking on it once and then click the Open button.

5) Save your settings by clicking the OK button.

Create an Invoice

IMPORTANT: To help first time users successfully operate Time Logger, "Information and

Instructions" windows appear when certain functions are selected. The directions in this tutorial

do not include steps for closing the "Information and Instructions" windows. You should read those that appear at least once to become familiar with the operation of Time Logger and then click either "OK", "Cancel", "Yes" or "No" depending upon whether or not you wish to continue. If you are sure you will remember the information presented, you can click the "Don't show me this message again" checkbox. Otherwise, they will appear to help remind you the next time you perform that operation.

In this tutorial you will create an invoice for one client using the default Invoice Template that comes with Time Logger. To determine the Invoice Template that Time Logger uses, select Tools/Global

Options/Other. To change how your Invoice Template looks, select Invoice/Edit Invoice Template

Creating an invoice for one client is a four step process: 1) Select the Time Records for the client, 2)

View the Invoice, 3) Print the Invoice, 4) Post the Invoice.

NOTE: Because Time Records are updated when you perform the tasks in this tutorial, it can only be run once when using the exact same selections and settings shown below. If you wish to repeat step seven of this tutorial again, see "Deleting the Test Invoice" below in this step of the tutorial.

First: Select the Time Records to Invoice

Time Logger has a feature called Automatic Invoice

205

that automatically sets the Filter to show only Time Records that are billable and have not been billed for the selected client.

1) Select the menu option Invoice/Automatic Invoice Filter

2) Select the client "AR Software"

3) Click OK

NOTE: If all of your Time Records disappear and none are displayed in the Time Records List on the main window after you set your Automatic Invoice Filter, see "Deleting the Test Invoice" below in this step of the tutorial.

At this point you should see only Time Records for the client "AR Software" that are billable and have not been billed. You may look at the Filter by selecting Filter/Filter Time Records and you could further limit the Time Records by changing the Filter at this time.

TIP: After creating the Automatic Invoice Filter, or any custom Filter, select View/Summary to see important totals for the Time Records List that matches the current Filter.

Second: View the Invoice

1) Select Invoice/View Invoice

NOTE: At this point Time Logger will verify that all of your Time Records are valid for invoicing for this client. If you receive an error message from Time Logger indicating that your Time Record or client data is incorrect or missing it should include with instructions for fixing the problem.

2) Your invoice should appear in your word processor and you can verify that it is correct.

IMPORTANT: When you view the invoice, Time Logger actually generates an invoice file (based on your Invoice Template) and saves it to your hard drive in the folder where Time Logger is installed.

If there are any errors in the invoice, close the invoice and either correct the Time Record and/or client data, or modify your Invoice Template.

Time Logger Tutorial 45

Third: Print the Invoice

1) Once you are viewing the invoice in your word processor, select to have it printed.

2) Close your word processor and return to Time Logger.

TIP: Many Time Logger users print their invoices as Portable Document Format (PDF) files and then email them to their clients using a "PDF type printer". These are available either free or for a nominal cost. Use your favorite Internet search tool and search for "PDF printer" to see many options.

Fourth: Post the Invoice

Once you have verified that your invoice is correct and are ready to send it to your client, you should post your invoice.

IMPORTANT: Be sure that you have not changed your Time Records or the Filter between printing the invoice that the client will see and posting the invoice. Otherwise, the invoice you send your client will not match the invoice data recorded in Time Logger.

1) Select Invoice/Post Invoice

At this point all of your Time Records in your Time Records List on the main window of Time Logger

should disappear. This is because your Filter is set to show the Time Records for your client that have not been billed (Billed = "No"). Posting the invoice changes the Time Records to Billed = "Yes," thus they no longer match the Filter.

Additionally, posting the invoice will automatically put a record of this invoice into Accounts

Receivable.

Accounts Receivable

After tracking your time and expenses and sending an invoice to your clients, Responsive Time

Logger helps you manage your Accounts Receivable and determine which clients still owe money to your company and how much.

Using the Accounts Receivable window you can view your invoices and record your payments and retainers. Additionally, this information can be imported and exported for use with 3 rd party software.

To view the invoice you just created in Accounts Receivable, select the menu option Invoice/

Accounts Receivable.

Deleting the Test Invoice

If you are using the "sample.mdb" Time Records database file and you wish to test invoicing but no

Time Records are displayed when you set your Automatic Invoice Filter, you can re-set your Time

Records and delete your old invoice records in Accounts Receivable.

NOTE: Time Logger also creates actual invoice files on your hard drive named "InvoiceNumberX.rtf" where "X" is the invoice number. The steps below do not delete these files. You may delete them if you choose. If you do not delete these files, Time Logger will warn you that the invoice file already exists when you attempt to view or print an invoice.

Follow these directions to remove you invoice data from "sample.mdb".

Verify you are using "sample.mdb" by making sure you see its name in the title bar to the left of your user name:

Press F6 to clear Time Logger's filter

Choose Edit/Modify All Filtered Records

In the Field to Change box, select "Billed"

46 Responsive Time Logger Help

In the New Text field, enter "No"

Click OK

Choose Invoice/Accounts Receivable

Select and delete any invoices you see and then close the window

Choose Invoice/Automatic Invoice Filter again, select AR Software, and click OK.

You should now see Time Records for "AR Software" and be able to generate an invoice.

3.8 Tutorial Step 8: Wrap-up

This concludes the Time Logger tutorial. In it, you learned how to

start Time

206

Logger, open a Time

Records database file, add Time Records, print a report, and generate an invoice.

Getting Started With Your Own Data

The tutorial showed you how to work with data in the sample database. To work with your own Time

Records database file, choose File/New and enter a name for your database (for example,

"MyCompany_Time_Records.mdb"). When you click OK, Time Logger will open a new, empty database. At that point, you are ready to start adding real time records. Please note that most of our users, whether large or small companies, keep all of their Time Records in a single Time Records database file.

Learning More

There are a number of other resources to help you learn more about Responsive Time Logger. Many of these are listed in the

Ways to Learn

section of Getting Started with Responsive Time Logger section of the Introduction for this Help.

Multi-User Installation

Part

48 Responsive Time Logger Help

4 Multi-User Installation

4.1 Two Ways to Install Time Logger on a Multi-User System

4.1.1 Two Ways to Install Time Logger on a Multi-User System

This part of the manual is only for sites at which multiple users will be running Time Logger.

Assuming that you want all users to be able to store their time records in a common database, you have two options for installing Time Logger:

Option 1: Install Time Logger on a network drive, and have each user run the program from that drive.

Option 2: Install a copy of Time Logger on each end user's machine.

In either case, users will open a common

Maintaining Multiple Copies of a

206

file that resides on a network drive. That is, even if you choose option 2, with the program installed on individual workstations, all of the time records can be stored in a common, network database.

Which option is best for you depends on the characteristics of your system and users. Note that you can even combine the two options. That is, some of your users can run Time Logger from the network drive, and others can run it locally.

Finally, if some or all of your users cannot access the common drive, you can simply install Time

Logger to each user's machine, and use the techniques described in

Database

to combine the data.

More:

Option 1: Install Time Logger on a Network Drive

Option 2: Install Time Logger on End User Machines

4.1.2 Option 1: Install Time Logger on a Network Drive

Begin by installing Time Logger to the network drive that your users have access to. If you've already installed to a local drive, you may want to uninstall Time Logger then reinstall it on the network drive.

From our web site, at http://www.responsivesoftware.com/network.htm

, you can download a small application called SetupUser.exe. Download this file, and place it in the network folder to which you installed Time Logger. Then, simply go to each end user's machine and run this program to automatically set up a shortcut for that user. Once that's done, the user can run Time Logger by choosing "Start/Programs/Responsive Time Logger/Responsive Time Logger for User Name" where

"User Name" is replaced by his or her name.

Note that SetupUser must be run on each workstation to insure that that computer has all the files necessary to run Time Logger.

4.1.3 Option 2: Install Time Logger on End User Machines

For this option, you also begin by installing Time Logger to the network drive. This sets up the folders and databases that each user will work with.

Next, install Time Logger to each end user's machine.

From our web site, at http://www.ResponsiveSoftware.com/network.htm

, you can download a small application called SetupUser.exe. Download this file, and place it in the network folder to which you installed Time Logger. Go to each end user's machine and run SetupUser to automatically set up a shortcut for that user. This program will also set up links to the network folder so that each user will

Multi-User Installation 49

have access to the same list of client names, project names, etc. Once that's done, the user can run

Time Logger by choosing "Start/Programs/Responsive Time Logger/Responsive Time Logger for

User Name" where "User Name" is replaced by his or her name.

For more on how Time Logger finds the common databases, read about the Network folder in the

topic Global Options Window/Other Tab

161

Using Responsive Time Logger

Part

Using Responsive Time Logger 51

5 Using Responsive Time Logger

5.1 The Login Window

Unless someone has set up a shortcut that specifies your name on the command line, the first thing you see when you run Time Logger is the Login window. This window gives you a chance to tell Time

Logger who you are, and it looks like this:

If you've used Time Logger before, or if an administrator has added your name to the list of users, your name will appear in the list on the right. In this case, just double click on the name to get started. If your name doesn't appear, just type it into the box at the top right, and click the OK button.

You may find it inconvenient to select your name each time you run Time Logger. You can avoid this window by specifying your name in a shortcut. If you're unfamiliar with creating shortcuts, consult the

Windows help (click the Start button and select Help).

NOTE: If you have a multi-user license for Time Logger and you are running it over a network, you

52 Responsive Time Logger Help

should use the SetupUser.exe program to create your shortcut. See "Multi-User Installation."

Briefly, you could follow this procedure:

Right click on your desktop and choose New/Shortcut

In the window that appears, enter the path to the timelog.exe file, and add /User "My

Name" (replacing "My Name" with your own name).

In this example, you should also replace "C:\TLD\" with the name of the directory in which timelog.exe is found. IMPORTANT: if the path to Time Logger includes any spaces, you must enclose it in quotes. For example:

"c:\Program Files\Timelog\timelog.exe" /User "Leroy Jones"

Continue with the Create Shortcut wizard. When you're done, you'll have a shortcut on your desktop that will allow you bypass the login window when you run Time Logger. If you have trouble with this, you may wish to view a video on this topic at http://www.ResponsiveSoftware.

com/videos.htm

5.2 Running Time Logger for the First Time

If you haven't yet run Time Logger – that is, if you're reading this online guide first – congratulations on your self-restraint! But if you've already started working with Time Logger, that's OK too, because there is no special setup required. That is, you can use Time Logger to track your time and add things such as client data, project names, etc, as you go along.

However, if you prefer to set this information ahead of time, here are some things you can do:

Choose Edit/ Edit Client Information

112

to enter the names and addresses of your clients.

Choose Invoice/ Accounts Receivable

141

and enter any outstanding invoices.

· Choose Records/

Edit Record Descriptors

124

to enter project names, hourly rates, and so on.

Choose Tools/ Global Options

158

to set things such as a minimum billing

any restrictions on time records (for example, are they allowed to overlap

205 and specify

205

, if a description required for every record, etc.).

Using Responsive Time Logger 53

· If you plan to create invoices, you'll want to tell Time Logger what word processor you use and

where it's executable file is located. Choose Tools/ User Options/Other

152

and enter the path to word processor's exe file, if it isn't entered already.

5.3 Opening a File

5.3.1 Opening a File

Time Logger stores time records in files (sometimes called databases). For example, the sample database is stored in the file Sample.mdb. Before you can start recording time records, you need to either create a new file or open an existing file.

To create a new file, choose File/New, and then enter the name of your new database. You might want to call it "MyTimeRecords.mdb," or give it a name related to your company. We strongly recommend that you keep all of your time records in a single file. Avoid the temptation to keep different files for different clients (we've even heard of customers who keep each day's records in a separate file!). By keeping all records in a single file, you can perform analyses across clients. For example, you can see how much time you spend in meetings, independent of client. We only recommend breaking up files if a file contains so many records that performance suffers. In this case, Time Logger lets you archive records that you no longer expect to work with frequently.

If you want to open an existing file, choose File/Open and select the file. If you're running Time

Logger for the first time, use this option to open the sample database. That database is in the same directory to which you installed Time Logger.

Remember that whether you opened a new or existing file, you never need to explicitly save the database. All time records are automatically saved as soon as they're entered.

More:

Files and Folders For Windows Novices

5.3.2 Files and Folders For Windows Novices

The number one cause of tech support calls for all programs is the Windows directory structure.

Directories and subdirectories are fine for techies, but many others find these concepts confusing.

We sometimes get calls from users who can't locate their time record database

206

file. So here's a brief introduction to the world of files and folders.

A "file" is a document, database, or other set of information that is saved on your disk with a name.

For example, if you wrote a letter with your word processor and saved it on disk, you'd save it as a file. That file's file name might be "LetterToMom.doc" for example.

A "folder," also known as a "directory," is something that can hold one or more files. A folder can also hold other folders.

Your hard disk has one folder, called the "root directory" which contains all the other files and folders on that hard disk. If your hard disk is drive C, then this root directory is referred to as "C:\". One of the folders on this disk is called "Program Files". It would be referred to as "C:\Program Files".

When you installed Time Logger, you probably installed it to a folder called "c:\Program Files

\TimeLog".

When you choose File/New in Time Logger, you create a new database file. That new file is placed in a folder. By default, it is stored in the same folder to which Time Logger was installed. In most instances, this is the C:\Program Files\TimeLog directory. So for example, if you choose File/New and chose a file name of "MyTime.mdb", that file would be saved and referred to as:

C:\Program Files\TimeLog\MyTime.mdb

If you choose File/Open in Time Logger and don't see your file listed, it probably means that you are looking in the wrong folder. Controls in the File Open window will allow you to move around to the

54 Responsive Time Logger Help

different folders on your disk until you find your file.

Also, note that Time Logger will list recently opened files at the end of the File menu. You can load them just by clicking on them.

If all else fails, you can use Window's Start/Find/Files of Folders command to search for your file.

That command lets you search for a file with a particular name.

That ends this brief introduction to files and folders. For more on this, consult your Windows documentation, an introductory book on Windows, or any teenager. If you have questions that concern topics like this, please call Microsoft technical support.

5.4 Adding a Time Record

5.4.1 Adding a Time Record

There are two ways to use Time Logger to record your time. The first is to add a time record to the database after-the-fact, and the second is to track your time automatically with the stopwatch. This topic describes the first method.

When adding a record after-the-fact, you're essentially telling Time Logger something like this:

"Today I worked for AR Software from 8:53 AM until 10:06 on the EasyCalc project."

To add a time record, just choose Records/New Time Record or press the F4 key. This will bring up the

Edit Record window

118

that will allow you to describe the record. Here's what it looks like:

Let's look at some of the controls in this window.

The controls at the top left let you describe when you did the work. You can choose a start and end

Using Responsive Time Logger 55

date and time or you can simply enter a

205

. The little calendar and clock buttons let you select the date or time with the mouse.

The controls in the center let you describe what you did. Person, Client, Project, etc. are called

"descriptors" because they describe the time record. For each of these descriptors, you can choose from a list of available descriptors by clicking on the down arrow at the right of the control.

The three buttons at the right of each

"select") that record in the time record list

205

control let you add, edit, or delete the descriptor respectively. Click the button with the green plus sign to add a new descriptor. To edit the currently selected descriptor, click the button with the picture of a pencil on it. Clicking the button that displays a red minus sign will delete the currently selected descriptor.

You may also enter a narrative description of what you did in the Description edit box.

When you've entered your information about what you did and when you did it, click the OK button.

As soon as you do that, Time Logger will add the new record to the database and highlight (or

207

. If you want to make any changes, simply right click on the selected record, and choose "Edit Selected Record" in the menu that appears.

If you want to add a bunch of records in a row, click OK & Repeat instead of OK. This will add the record, then display the window again for the next record.

There are a number of buttons and controls that we haven't discussed here – there are even buttons and controls that don't appear unless you click the "More >>" button! For more on the Edit Record

Window, see

Edit Record Window

118

5.5 Tracking Your Time with the Stopwatch

5.5.1 Tracking Your Time with the Stopwatch

In a previous topic you learned that there are two ways to use Time Logger to record your time, and read about adding a time record to the database after-the-fact. This topic describes the second method: tracking your time with the stopwatch.

To display Time Logger's

stopwatch

129

, choose Stopwatch/Stopwatch Window, or press Ctrl-T. The stopwatch will look something like this:

56 Responsive Time Logger Help

Using the stopwatch is simple: you press the Start button when you start working, fill out the details about what you're working on, and click Stop when you're done. If you're interrupted, click

206

, and when the interruption ends, click End Pause.

Note that you can run other applications, exit Time Logger, or even shutdown your computer while the stopwatch is running. This works because Time Logger saves the time at which the stopwatch was started.

When you click the Stop button, a new time record will be added to the database. The stopwatch will stay open, but you'll see the newly added record highlighted behind the stopwatch window.

The Stop/Start New button is useful when you are ending one task and starting another immediately.

Pushing it is equivalent to clicking the Stop button and then the Start button.

If you've clicked the Start button by mistake, or change your mind about recording your time, just click the Reset button.

The Stopwatch window is described in detail in the topic

Stopwatch Window

129

5.6 Alternating Between Different Tasks

5.6.1 Alternating Between Different Tasks

Many Time Logger users need to switch back and forth frequently between different projects and different clients. For instance, you're working on a project for Client A when Client B phones with some questions. That's why we've added a number of features to make this ping ponging easy to track. You choose the feature or features that best match your work style.

Before we describe these, here's one scenario that shows how you might track a switch from one task

Using Responsive Time Logger 57

to another and back again.

Imagine that you're working on the Incorporation project for AR Software. The stopwatch has been running for about 10 minutes on this task when Bill Gates calls on the phone to get some advice on antitrust issues. Since you've worked on this before, and memorized the combination of descriptors for it, you press F3 to start a memorized record. While Mr. Gates is getting through the small talk, you select the memorized descriptors that describe the anti-trust work.

At this point, the time you've put in on the Incorporation project has been saved to the database (that happens automatically when you start the memorized record), and Time Logger has started the clock for Microsoft.

After five minutes on the phone, you hang up, and are ready to switch back to AR Software's work.

You right-click on the AR Software record that was saved five minutes ago, and select Resume

Selected Record from the menu that appears. Time Logger deletes that record, and starts the stopwatch, adding to it the

Start Copy of Selected Record

205

from the deleted record.

Thus, with a minimum of keystrokes and clicks, you've bounced back and forth between two projects, and recorded every minute of billable time. Below are details of the different features that make it easier to track situations like this.

More:

Start Memorized Record

Automatically Combine Stopwatch Record With…

5.6.2 Start Memorized Record

One problem with switching between different projects is that you don't have the time to select client, project, subproject, activity, etc. That's why Start Memorized Record helps. Once you memorize the combinations of descriptors for your most commonly used tasks, the switching to one of those tasks is just one keystroke and one double click away.

When you choose Stopwatch/Start Memorized Record, Time Logger will stop the stopwatch if it is running (saving the time record of course), then start it up again, and give you a chance to fill in the descriptors with one of the combinations you've memorized.

5.6.3 Start Copy of Selected Record

Another way of avoiding having to reselect client name, project, subproject, etc, is to tell Time Logger to start the stopwatch with information that's just like one that's already in the database. That is, when you choose Stopwatch/Start Copy of Selected Record, it starts the stopwatch and fills it in with information matching that of the selected record.

This works well because very often, the tasks you want to switch to are the same ones you recently recorded.

5.6.4 Resume Selected Record

Resume Selected Record is like Start Copy of Selected Record with a very important difference.

When you resume a record, that original record is deleted from the database, and the stopwatch is preloaded with that original record's

205

. When you use Resume Selected Record, you end up with fewer time records with longer durations.

For example, if at 3 o'clock you resume a record that had a duration of 10 minutes, that original record will be deleted, and the stopwatch will be setup as if it had started at 2:50 PM.

There are two important things to note about this command:

58 Responsive Time Logger Help

First, it is likely to cause overlapping time records, so you will want to allow time record

(Tools/Global Options/Safety). If you don't want overlapping time records, use Start Copy of

Selected Record instead.

205

5.6.5 Automatically Combine Stopwatch Record With

One undesirable side effect of bouncing back and forth between different tasks is that you end up with many different time records. For example, if you work on the same task from 9 AM to 9:30,

10:15 to 10:18, 12:10 to 12:24 and 3:49 to 5:30, you'll have four time records for that one task.

Although we think this is a desirable thing (you have a complete and accurate record of exactly when you did the work), many users would prefer to have the different records combined into one longer record.

If you're one of these users, choose Tools/Global Options/General and select "Automatically combine stopwatch record with records with the same descriptors and the same date". When this option is selected, then every time you stop the stopwatch, Time Logger will look to see if there are any other time records on that same day with exactly the same set of descriptors. If so, Time Logger will extend the

205

of that record instead of adding a new time record. Any description that you've entered in the stopwatch will be appended to the description of the existing record.

Note that this feature is likely to cause overlapping time records, so you will want to allow time record

205

(Tools/Global Options/Safety). Also, remember that while cutting down on the number of time records, you will sacrifice an accurate account of exactly when the work was performed. For example, you may have worked from 10:30 to 11:00 and 12:15 to 12:30, but the recorded records will say that you worked from 10:30 to 11:15. So if you're expecting to need Time

Logger's data for an alibi, you might not want to use this feature.

5.7 Recording Expenses

5.7.1 Recording Expenses

Expenses, as well as time, may be recorded in the Edit Record window. Choose Records/New Time

Record, and enter the expense into the Fixed Expense edit box. You can record an expense together with your time, or in a record by itself.

For example, if you traveled to the copy center and spent $15 on copying, the time record might start at 10:00, end at 10:44, and include a fixed expense of $15.

If you have an expense that is not associated with a period of time, set both the start and

of the time record to the time at which the expense was incurred.

205

Let's say you purchased $21 worth of paper for the client while you were at the office supply store

(around 11 AM). In this case, you could set both the start and end times to 11:00, and the fixed expense field to $21.

Expenses may also be recorded in the Stopwatch window.

5.8 Recording Mileage

5.8.1 Recording Mileage

To record mileage (or "kilometerage"), enter the distance in the Mileage edit box in the

Edit Record

118

or Stopwatch window. Note that if the Mileage box is not showing, you must click the "More >>" button first. The mileage will be multiplied by the Mileage rate to determine the travel fee.

Using Responsive Time Logger 59

As with expenses, you may have separate records for mileage or combine the mileage and the time in a single record.

5.9 Changing Column Layout

5.9.1 Changing Column Layout

"Column Layout" refers to the order and width of the fields displayed in the

207

. This is important not only for the display in the main window, but for printed reports as well. Time Logger uses the same layout in its main window and in the time reports – that is, the reports are WYSIWYG

(What you see is what you get).

This topic tells you how to add columns, move them around, change their width, or delete them.

To Add a Column

204

To append a column (that is, add it to the right of all the existing columns), choose Edit/Append New

Column. When the Append New Column window appears, select the column you wish to add, and click OK. If the column you want isn't listed, that means it's already being displayed. You might have to scroll Time Logger's main window right or left to see it.

To insert a column somewhere else among the existing columns, first click on the

column heading

of the column that will be to the right of the inserted column. That column will then be highlighted.

204

Next, choose Edit/Insert New Column, select the name of the column you wish to insert, and click

OK.

Note that you can unselect a column by pressing Esc or choosing Edit/Unselect Column.

To Move Columns Around

It's easy to rearrange the columns with your mouse. Just select one or more columns by clicking or dragging the mouse over the desired column headings, then clicking and dragging these selected columns to a new location.

This figure shows the screen as the Client and Description columns are being dragged to a new location to the right of the

desired subset of time records. For example, you could use a filter

206

column. When you release the mouse button, the new columns will be moved to the location indicated by the two red arrows.

To Change a Column's Width

Move the mouse cursor along the column heading until it's between two columns. At this point, the mouse cursor will change to a vertical bar with left and right arrows radiating out from the bar. Click and drag left or right to adjust the width of the column to the left of the cursor.

Note that you can make a column so narrow that it is not visible. However, we recommend that you do not use this method to delete a column.

To Delete a Column

Highlight the column you wish to delete by clicking on it's heading, then press the Delete key on your keyboard or choose Edit/Delete. You can also select multiple columns and delete them all at once.

60 Responsive Time Logger Help

5.10 Filtering the Time Records

5.10.1 Filtering the Time Records

From tech support calls, we've found that the filters intimidate some users. It turns out, though, that it's quite easy to use Time Logger's filters. And filters are quite powerful, allowing you to view only a

205

to show only the records for a particular project, or only those records that were billed on a particular invoice.

A filter is very much like an English sentence that describes which records you wish to see. For example, if you wanted to see all of last month's records, your filter would read:

"Start Date >= First of Last Month and

Start Date < First of This Month end

You specify a filter by choose Filter/Filter Time Records. This will display the

Filter window

133

You build your filter line-by-line by choosing a field, a comparison type, and the text or value to which that field will be compared. For some fields, a list of possible values will be present when you click the down arrow of the Compare to control. For example, for the Billable field, values of "Yes" and

"No" will be available. Note that you may always type in the compare to value instead of selecting it from a list.

In the control at the end of each line choose either "and," "or," or "end." "End" simply identifies the end of your filter expression.

Here are additional examples to help understand how filters work:

This filter:

Client = AR Software or

Client = Microsoft end

Shows this: All records for which AR Software or Microsoft is the client.

This filter:

Using Responsive Time Logger 61

Client = AR Software and

Billed = No end

Shows this: All records for AR Software that have not yet been billed.

This filter:

Person = Mary Smith and

Invoice = 2033 end

Shows this: All of Mary Smith's records that appeared on invoice number 2033.

This filter:

Description contains W2 end

Shows this: All records for which contain the text "W2" somewhere in their description.

This filter:

Client = AR Software or

Client = Microsoft and

Person = Mary Smith end

Shows this: All records which either have AR Software as the client or have Microsoft as the client and Mary Smith as the Person. That is, work performed for Microsoft by John Doe will not appear.

Note that filters like this are tricky, since you might have expected it to show all of Mary Smith's records for AR Software or Microsoft. In cases in which both "and" and "or" appear, the and's are evaluated first. If you'd like more control over this – that is, if you'd like to use parenthesis to control how the filter is evaluated, see

Filtering Time Records via SQL

This filter:

206

< 8:00 AM and

Person = Arthur Lindquist end

Answers this: Does Arthur ever start working before 8 o'clock?

This filter:

Mileage > 120 end

Shows this: All records that include a trip of more than 120 miles.

This filter:

Project = EasyImage and

Person = Mary Smith end

Answers this: Has Mary worked on the EasyImage project? If so, how many hours?

This filter:

Filtering Time Records via SQL

205

< 2 minutes and

Expense = 0 and

Mileage = 0 end

Answers this: How often do we bill for very small amounts of work?

More:

5.10.2 Filtering Time Records via SQL

Advanced users who know SQL (Structured Query Language) can

205

the time records with complex or sophisticated Where clauses. For example, the where clause:

Where (Client= 'AR Software' or Client= 'Microsoft') and Person= 'Mary Smith'

62 Responsive Time Logger Help

could be used to force the "or" clause to be evaluated first, and display all records for which AR

Software or Microsoft are the client and Mary Smith is the person doing the work.

To set a filter via SQL, choose Advanced/SQL Command. For more on SQL, and links to SQL resources, please visit the SQL page on our web site, http://www.ResponsiveSoftware.com/sql.htm

5.11 Sorting the Time Records

5.11.1 Sorting the Time Records

You may sort the

When you define a sort order that is different from the default, it's a good idea to place the column

207

on up to four different fields, in ascending or descending order.

For example, if you sort the list on the Start field, Time Logger will display the time records in chronological order. If you select descending order, the latest time record will appear as the first time record in the list.

that corresponds to the first sort field to the left of all the other columns (that is, make it the first column). Otherwise you could forget that you've modified the sort order, and you may be confused when Time Logger does not display the time records in chronological order.

204

Choose Tools/Sort Order/Subtotals to display the Sort Order window and tell Time Logger how you want it to sort the time records.

The sort fields you choose have special significance when displaying subtotals (see Working with

Subtotals).

To return the sort order to the default (First Field: Start, ascending) choose Use Defaults in this window.

IMPORTANT: Note that if you want the records sorted chronologically, sort by Start rather than Start

Date. The latter will not sort the records chronologically within each day.

Note that you can quickly sort by a column – just right click on that column and choose "Sort

Ascending."

5.12 Working with Subtotals

5.12.1 Working with Subtotals

One of the most valuable features of Time Logger is the ability to obtain subtotal information about the time records in the

207

. For example, it can give you a breakdown of the time you've spent on different activities (say, research, writing, editing, proofreading), or allow you to compare your incomes from different clients.

You may obtain up to three levels of subtotals. For example, you could display subtotals for Project,

Subproject, and Activity. In this case you'd see separate subtotals for each project, within each project, subtotals for each subproject, and within each subproject, subtotals for each activity.

To view the subtotals, select View/Subtotals. Choose Tools/User Options/Printing to add subtotals to your report. To choose the fields for which you wish to display subtotals, select Tools/Sort Order/

Subtotals.

Using Responsive Time Logger 63

For example, to

view subtotals

116

for each client, and for each project within a client, select Client as the First Field, and Project as the Second Field. Time Logger will always display subtotals for the

First Field (in this case, "Client"). To display them from the Project field as well, be sure to check the

"Display Subtotals" check box next to the Second Field

To decide what will be included in your time report, choose Tools/User Options/Printing

204

5.13 Printing Reports

5.13.1 Printing Reports

You can create a wide variety of time reports with Time Logger. Each time report can optionally show time records (in the format in which they are displayed in Time Logger's main window), subtotal information and/or summary information.

154

. On that window tab you may select not only which sections to include in the report (that is, time records, summary, subtotals), but also what's included in the different sections (for example, you may choose to include expenses in the subtotals).

The columns that appear on the report will be the same ones that appear in Time Logger's main window. If there isn't enough space for all the columns across the page, Time Logger will warn you.

In this case, you may want to eliminate some columns, or decrease the widths of the existing columns. Another good alternative is to print your reports in landscape mode (choose File/Page

Setup to change this).

To actually print the report, choose File/Print/Report. The tutorial in this user's guide contains an

example (see Tutorial Step 6: Printing a Time Report

Here are some examples of what you might use a time report for:

· Show the time records that are included on a particular invoice. For example, you might set a

Step 1: Set the invoice filter

205

so that only records that were billed on invoice 2034 are displayed, then print a report showing those time records.

· Find out how much time has been billed for each day of the month. For this report, you'd sort by

Start, and include subtotals in the report. You'd also set a filter so that only one month's records appear.

Find out how many hours of non-billable work has been completed. Set a filter so that only nonbillable time records are displayed, and then print a report that includes the summary.

64 Responsive Time Logger Help

5.14 Printing Invoices

5.14.1 Printing Invoices

Printing invoices is especially easy in this new version of Time Logger. Printing an invoice involves two simple steps:

205

Step 2: Choose Invoice/Print Invoice

Please browse through the following topics for details on these steps.

More:

Invoicing Step 1: Setting an Automatic Invoice Filter

Invoicing Step 2: Printing the Invoice

Modifying the Invoice Template

Invoicing Multiple Clients

Viewing Past Invoices

Deleting an Invoice

Resending an Unpaid Invoice

Invoicing Via Email

5.14.2 Invoicing Step 1: Setting an Automatic Invoice Filter

Before you print an invoice, you need to decide which records you'd like included on that invoice. For example, if you're about to produce an invoice for AR Software, you'll want to make sure that only records for AR Software are displayed, and that none of the records that have already been billed appear.

Fortunately, Time Logger will take care of those details. Just choose Invoice/Automatic Invoice

205

, and double click on the client for which you wish to prepare an invoice. If the client you want does not appear in the box, it means that there are no time records for that client in the current database.

At this point, only billable, non-billed records for the selected client will appear in the

example, if there is more than one client represented in the current time record list

207

. If you press F5 to bring up the Filter window, you'll see that Time Logger has automatically set a filter that looks something like this:

Client = AR Software and

Billed = No and

Billable = Yes end

Note for advanced users: you can customize the filter that Time Logger uses in this situation, and even have different filters for different clients. See

Automatic Invoice Filter

138

You're now ready to print the invoice.

5.14.3 Invoicing Step 2: Printing the Invoice

Choose Invoice/Print Invoice. Time Logger will either print the invoice, or let you know if there's some reason that a valid invoice cannot be printed.

Time Logger is a bit uptight about invoices. It won't let you print one unless everything is right. For

207

, Time Logger will not print an invoice. Similarly, if you haven't entered client information for the client on the invoice, Time Logger will complain.

If an error window appears when you attempt to print the invoice, correct the situation that Time

Using Responsive Time Logger 65

Logger has described, and try again.

Before Time Logger actually prints the invoice, it gives you a chance to modify the invoice date, and add a general comment to the invoice.

When you click the OK button on this window, the invoice will be sent to your printer. Next, Time

Logger will ask you whether you want the invoice posted to accounts receivable. Unless there is some problem with the invoice, or you were just experimenting, you'll want to choose Yes. This will add the invoice to accounts receivable, mark all the records as billed on that invoice, and then increment the invoice number.

Time Logger increments the invoice number each time an invoice is posted to accounts receivable.

If you want to change the invoice number, choose Tools/Global Options/Other and modify the Next

Invoice Number.

Note that at this point, no records will be displayed in Time Logger's window. That's because they no longer match the invoice

If you choose Invoice/Edit Invoice Template

205

(since they've been marked as billed).

5.14.4 Modifying the Invoice Template

To create an invoice, Time Logger starts with an invoice "template" and fills in the appropriate amounts, dates, etc. That template is simply an

RTF

206

(Rich Text Format) file that you can edit with your word processor. It includes special text like this:

Previous Balance: %prev_bal

Total Amount Due: %total_due

When you print an invoice, Time Logger opens this file and replaces those special fields. For

Example, if the client had a previous balance of $1,000 and the total due for that invoice was $3,000, the fields would be replaced like this:

Previous Balance: 1,000

Total Amount Due: 3,000

205

you can look at the actual invoice template that Time

Logger uses, and modify it. If you've printed an invoice and noticed that the invoice refers to

"Company Name" instead of your company's name, it's because you haven't yet modified the invoice template that Time Logger. Chose Invoice/Edit Invoice Template and modify the template, entering in your company's name.

For more on this, and to see a list of template fields, see Edit Invoice Template

136

. An example of a template and a completed invoice is found in the tutorial, see

Tutorial Step 7: Generating an Invoice

5.14.5 Invoicing Multiple Clients

If you have 50 clients, you're not going to want to set up the filter

205

and manually print each invoice.

Instead, Time Logger lets you invoice a number of clients at once. Choose Invoice/

Invoice Multiple

Clients

139

, and select the clients you want to invoice in the window that appears. Time Logger will then proceed through the list, printing invoices and/or time reports and/or posting invoices to accounts receivable. If any errors are encountered, Time Logger will list them when it's done.

66 Responsive Time Logger Help

In other words, Time Logger will do all the invoicing without any intervention on your part. Just choose this option, have a cup of coffee, and when you return, the invoices and time reports should be sitting in your printer's output tray.

5.14.6 Viewing Past Invoices

Time Logger saves the invoice RTF

206

file for each invoice it prints. Choose Invoice/View Past

Invoices to look at them again or reprint them.

5.14.7 Deleting an Invoice

Our website has a short 2 minute video that shows you how to delete an invoice.

AVI Format Video: How to Delete an Invoice

WMV Format Video: How to Delete an Invoice

NOTE: You can change the Next Invoice Number by setting it here:

Global Options Window/Other

Tab

161

5.14.8 Resending an Unpaid Invoice

If a client hasn't paid an invoice, and you have no new charges, you'll want to send that invoice again, possibly with some mildly threatening text added to it. Here's how you might do this: First, choose

Invoice/View Past Invoices to open up the original invoice. When it comes up in your word processor, save it with a new name. For example, if the original invoice was InvoiceNumber2045.rtf, you might save it as InvoiceNumber2045SecondNotice.rtf, InvoiceNumber2045B.rtf or

SecondNotice2045.rtf. Next, add your motivational text, print it, and save it again.

5.14.9 Invoicing Via Email

As people become more comfortable with the Internet, they'll be willing to receive invoices by email rather than through regular post. You can use Time Logger to create email invoices, here's one way to do it:

Choose Tools/Global Options/Other and select "InvoiceTemplateForEmail.txt" as your

invoice template

205

(to personalize this template, choose Invoice/Edit Invoice Template).

When you're ready to prepare an invoice, choose Invoice/View Invoice.

Select all the text in the resulting invoice, paste it into an email message, and send it to the client.

Choose Invoice/Post Invoice to post the invoice to accounts receivable.

Be sure to visit out tech support page ( http://www.ResponsiveSoftware.com/users.htm

) to check for updated email invoice templates.

5.15 Using Accounts Receivable

5.15.1 Using Accounts Receivable

Time Logger has a very simple, straightforward accounts receivable section. It consists of a list of invoices and payments. The invoices are added to this list when you post an invoice, or you can add or edit an invoice manually.

Choose Invoices/Accounts Receivable to enter this part of the program. To generate an Aging report, choose to see the invoices for a particular client, and click the Aging button.

Using Responsive Time Logger 67

For more on this and topics such as deleting invoices, see

Accounts Receivable Window

141

5.16 Backing up Your Data

5.16.1 Backing up Your Data

You've worked with computers enough to know: Stuff Happens! That's why we added the Instant

Backup command to Time Logger. Press Ctrl-B or choose File/Instant Backup and your current database will be backed up for you. The file is copied to the backup folder and given an extension of

".bak". You may change the backup folder by selecting Tools/User Options/Other and typing in a new folder name.

When you choose File/Restore from Backup, Time Logger will display all of the backed up databases in the backup folder. Select one, and Time Logger will copy it to a new file with a name like

"RecoveredDatabase4.mdb". You may choose to rename it or copy it over the original file.

Note that this operation only backs up your time records. To back up descriptors, client information, etc. please use a backup utility or copy files with the Windows explorer.

5.17 Archiving Old Records

5.17.1 Archiving Old Records

We recommend that you keep all records in a single database. However, if you have so many records that performance suffers, or you're just sure that you'll rarely need some of the older records, you can archive these older records to an archive file.

Just choose File/Archive Records and Time Logger will let you choose a cutoff date for the records you want to keep. All records that start before that date will be transferred to an archive file that you select, and then deleted from the current database.

5.18 Working with Descriptors

5.18.1 Working with Descriptors

Descriptors help categorize time records. Each record can be categorized by up to ten descriptor

types: Person, Client, Project, Subproject, Activity, Other, Rate, Internal Rate, Tax Rate, Mileage

Rate.

205

You can edit these descriptors directly in the Edit Record window or the Stopwatch window, or you can choose Records/Edit Record Descriptors to open a window devoted to descriptor editing. In this window, each descriptor type has an assigned

Global Options Window/General Tab

204

(a drop down list box). With these controls, you can choose from a list of available descriptors by clicking on the down arrow at the right of the control.

The three buttons at the right of each descriptor control let you add, edit, or delete the descriptor, respectively. Note that those buttons will not be present if changes to the descriptor database are not allowed (see

158

). Click the button with the green plus sign to add a new descriptor. To edit the currently selected descriptor, click the button with the picture of a pencil on it. Clicking the button that displays a red minus sign will delete the currently selected descriptor.

IMPORTANT: Time Logger Can Automatically Add Descriptors!

There is a situation in which Time Logger will automatically add descriptors to the database. If changes to the descriptor database during editing are allowed, then whenever you edit an existing

time record in the time record database

206

, Time Logger will add the descriptors in that record to the descriptor database (if they are not already present). So, for example, if you were to delete the Client

68 Responsive Time Logger Help

descriptor "XYZ Corp" then edit a time record that contains "XYZ Corp" in the Client field, "XYZ Corp" would be added back into your database of descriptors. If you don't want this to happen, choose

Tools/Global Options/General, and uncheck "Allow Changes to the Descriptor Database…"

More:

Linking Descriptors

Graphical View of Descriptors

5.18.2 Linking Descriptors

A powerful but sometimes confusing Time Logger feature is the ability to link descriptors. That is, you can set descriptors to depend on other descriptors. For example, you can have the hourly rate of

$50 appear in the Hourly Rate

204

only when "Proofreading" is the selected Activity

205

. In this case, we say the "$50" is "linked" to the Activity of "Proofreading."

Descriptors can only be linked to other descriptors that are above them in the hierarchy. For example, you can link Hourly Rate to Project, or Hourly Rate to Client, but you cannot link Client to

Hourly Rate.

WARNING: Descriptor linking is an advanced feature. The ability to create a chain of links is a powerful and flexible tool, but can lead to a confusingly complicated descriptor database. Descriptor

Linking is not for novice users.

How to Do It

In the Descriptors window (choose Records/Edit Record Descriptors), select the button with the green plus sign on it for the desired descriptor field, say Hourly Rate. This will bring up the Add a Descriptor window. Type the new descriptor into the Rate edit box, then select the descriptor you wish to link to from the appropriate combo box.

An Example

Here's how the Add a Descriptor window would look while adding an hourly rate of $120 and linking it to Mary Smith.

In this case, when working in the Stopwatch window, for example, the rate of $120 per hour would be available for selecting only if Mary Smith is the selected person.

IMPORTANT: For any descriptor, the list of descriptors in the combo box will include all unlinked

descriptors as well as linked descriptors that are linked to a higher level descriptor that is showing.

If you only want linked descriptors to show, you must be careful not to define any descriptors that are

Using Responsive Time Logger 69

not linked. And remember that Time Logger will automatically add descriptors (as not linked) in some situations if changes to the descriptor database while editing are allowed.

More Linking Features

Descriptors may be linked to descriptors that are themselves linked. For example, the Hourly Rate of

"$80" may be linked to the Subproject "User Interface" which is itself linked to the Project "ZippyCalc" which is linked to "Zippy Corporation."

Also, you may link a descriptor to two or more other descriptors. For example, lets say you work for

"ABC Corp," "Zippy Corp," and "XYZ Corp." You charge $50 per hour to ABC and XYZ Corp, and

$80 per hour to Zippy Corp. Thus, you will want to link the rate of $50 to both ABC Corp and XYZ

Corp.

To accomplish this, you would add an Hourly Rate descriptor of $50 and link it to ABC Corp, then also add another Hourly Rate descriptor of $50 and link it to XYZ Corp.

When you attempt to edit or delete a descriptor that is linked in this way, Time Logger will ask you which one you are interested in. For example, it will ask, "Do you want to edit the $50 hourly rate that is linked to ABC Corp, or the one that is linked to XYZ Corp?"

5.18.3 Graphical View of Descriptors

You may have developed a complex organization of links between the different descriptors. For example, you may have several clients linked to each of the different persons, with different hourly rates depending on client and activity.

In the Descriptors window (choose Records/Edit Record Descriptors), choose Graphical View to see the relationships between your different descriptors.

70 Responsive Time Logger Help

Here's an example of how the window might look:

In it, you'll note, for example, that clients "Sequence Computers" and "Thomas, Jones & Maple" are both linked to person "Bill Smith." A rate of $155.00 per hour is linked to "Sequence Computers" and a rate of $165.00 is linked to "Thomas, Jones & Maple."

Click on the "+" to expand a node, or on the "-" to collapse it.

In the current version you cannot directly edit the descriptors in the graphical view. That feature may be added in a future release.

5.19 Saving your Settings In Environments

5.19.1 Saving your Settings In Environments

You can change some or all of your current settings in what we call an environment. For example, you can save the current

, or the current column layout

205

204

and restore it later.

Here are some examples of how you might use this powerful feature:

· Save a different column layout and filter for different clients

· Save settings for end-of-the-month reports

Use different background colors for different clients

Easily set a different invoice template

205

for each client

· Create a large font environment for when you have a hangover

Using Responsive Time Logger 71

To save your current settings in an environment, choose Tools/Save Environment. The Environment

Save Options window will appear, and let you choose which options you want to save. For example, you may wish to save only the filter settings. In this case, when you reload that environment, only the filter will be changed, and other settings, such as column layout, will not be modified.

Finally, select a filename for your environment. Be sure to use a nice long, descriptive name such as

"Month End Project Subtotals."

To reload a saved environment, just choose Tools/Load Environment.

More:

Loading an Environment From the Menu

Special Purpose Environments

5.19.2 Loading an Environment From the Menu

On the end of the Tools menu, Time Logger will list the first 20 environment files that it finds. That way, you can load an environment directly from the menu. It looks for these files in the folder to which you last saved an environment.

5.19.3 Special Purpose Environments

You can create special environments that are used when setting automatic invoice filters. These

environments let you customize the invoice filter

205

that Time Logger uses, or let you have a different invoice filter for different clients. For more on this, see

Invoice Multiple Clients Window

139

5.20 Sharing Data with Other Programs

5.20.1 Sharing Data with Other Programs

You may have time record data from other applications that you'd like to transfer to Time Logger. Or you may want to use Time Logger's data in another program. Time Logger has several flexible methods of sharing data with other applications.

More:

Importing Data Into Time Logger

Exporting Time Logger Data to a Text File

Sharing Data With Copy Selected Records

Sharing Data Directly Through .mdb Files

Sharing Data Via Quicken .QIF Files

Sharing Data via Quickbooks IIF File

74 s

5.20.2 Importing Data Into Time Logger

Time Logger can import time record information, client data, descriptors, and accounts receivable information.

To import time record data, choose File/Import/From a Text file. Time Logger will display the

Selection of Fields Window

, to allow you to specify the fields that are represented in that text file, then let you choose the name of the file.

For more on this, see

Import/From a Text File

Note that although Time Logger is flexible about the number of fields present and their order, each record in the text file must have enough information to create a valid time record. For example, if there's a start date and time, but no

205

205

, Time Logger will have no way of

72 Responsive Time Logger Help

knowing or calculating the time record's duration.

To import client data, choose Edit/Edit Client Information and click the Import button. To import descriptors, choose Records/Edit Record Descriptors and click the Import button. For accounts receivable data, choose Invoices/Accounts Receivable and select Import. The required formats of these import files are described in

189

5.20.3 Exporting Time Logger Data to a Text File

Time Logger's time records may be exported to a text file that can be read by some other application.

To determine which fields are exported, and in what order, simply arrange the columns in Time

Logger's main window the way you want them exported. For example, if the columns read, from left to right, Start Date,

206

205

, Description, then those are the four fields that will be exported. To set the delimiters that will used, choose Tools/User Options/Other and set the

Importing/Exporting delimiters.

Client,

205

, and accounts receivable information may also be exported. To export client data, choose Edit/Edit Client Information and click the Export button. To export descriptors, choose

Records/Edit Record Descriptors and click the Export button. For accounts receivable data, choose

Invoices/Accounts Receivable and select Export. The formats of these export files are described in

will be copied to the clipboard with tabs between each column

189

5.20.4 Sharing Data With Copy Selected Records

Another convenient way to share time records with another application is through the Edit/Copy

Selected Records command. When you choose this, all the columns in Time Logger's main window

204

. If you paste this into Excel, you'll find that the data is neatly organized into the cells of the worksheet. Similarly, if you paste into a word processor document, you'll find that it's easy to convert that text into a table.

5.20.5 Sharing Data Directly Through .mdb Files

Time Logger stores all time records, as well as client information, descriptors, and accounts receivable data in a standard Access (MDB) file format. Thus you may open any of these databases with any of the many applications that can read files of this format.

For example, you may open any Time Logger

An Example of the Interaction with Quicken

206

or accounts receivable with

Microsoft Access.

Besides the time record databases that you create yourself, Time Logger maintains other database files in the Support folder below the folder in which you installed Time Logger. Thus, if you installed

Time Logger to c:\Program Files\Timelog, the files will be found in the C:\Program Files\Timelog

\Support directory. Here are the names of the support files you may open

Content

Client Information (Address, etc.)

Descriptors

Accounts Receivable

File Name

Clients.mdb

Descript.mdb

Invoices.mdb

For a detailed description of the structure of these files, see

Time Logger's Databases

187

Be careful not to modify the basic structure of the files, or you may prevent Time Logger from being able to read them.

Using Responsive Time Logger 73

5.20.6 Sharing Data Via Quicken .QIF Files

5.20.6.1 Sharing Data Via Quicken .QIF Files

Since so many of our customers use Quicken TM , we've designed Time Logger to export .QIF files, which may be read by Quicken. Each time you post an invoice, the invoice data (Client, Amount, etc.) is placed in a Quicken .QIF file. You may then import the data into Quicken from this file.

To enable this feature, choose Tools/Global Options/General and check option Export Invoice Data for Import Into Quicken. Once this feature is enabled, Time Logger will add invoice information to a .

QIF file each time you post an invoice to Accounts Receivable.

The information will be exported to the file "INVOICES.QIF" in the directory to which you installed

Time Logger.

Time Logger exports the Date, Amount, Invoice Number, Client Name, and A/R Category to this file.

A/R Category is a field that you may specify for each client (Choose Edit/Edit Client Information). It is the Quicken category to which you wish the invoice assigned (for example, "Prof Fees"). Time

Logger also adds a memo consisting of the words "From Time Logger."

Once you've posted an invoice, you can start up Quicken and choose Import from Quicken's File menu. In the window that appears, select the .QIF file that Time Logger exported to, and select OK.

Quicken will then add the transaction to the current Account.

More:

Exporting Multiple Invoices to Quicken

5.20.6.2 An Example of the Interaction with Quicken

Let's say you are sending out an invoice to AR Software for $2,937.00. The date is 4/25/95 and the invoice is invoice number 5. When you filled out the client data for AR Software, you specified an A/

R Category of "Prof Fees/p".

After you post the invoice, you open Quicken, and select the account called "Accts Rcvble." You then choose File/Import, select the INVOICES.QIF file, and select OK. You'll find that a new transaction has appeared in your Accts Rcvble account. It looks something like this:

Note that all of the fields have been filled in properly -- Date, Reference, Payee, Category, etc.

5.20.6.3 Exporting Multiple Invoices to Quicken

You may choose to import the invoice data into Quicken each time you post an invoice to Accounts

Receivable, or you may wish to post a series of invoices then import them all into Quicken in one step.

If the INVOICES.QIF file already contains data when you post an invoice, Time Logger will ask whether you want the new invoice data to replace what is there, or be added to it. If you have already imported the invoice data into Quicken, you will want Time Logger to replace it. Otherwise, you will want the new data appended to the file.

74 Responsive Time Logger Help

5.20.7 Sharing Data via Quickbooks IIF Files

5.20.7.1 Sharing Data via Quickbooks IIF Files

We've also designed Time Logger to export .IIF files that may be read by Quickbooks. Each time you post an invoice, the invoice data (Client, Amount, etc.) is placed in a Quickbooks .IIF file. You may then import the data into Quickbooks from this file.

To enable this feature, choose Tools/Global Options/General and check item "Export Invoice Data for

Import Into Quickbooks". Once this feature is enabled, Time Logger will add invoice information to an .IIF file each time you post an invoice to Accounts Receivable.

The information will be exported to the file "INVOICES.IIF" in the directory to which you installed

Time Logger.

Time Logger exports the Date, Amount, Invoice Number, Client Name, Client Address and Account name. The Account name comes from the A/R Category field, that you may specify in the Client

Data window for each client (choose Edit/Edit Client Information). Time Logger also adds a transaction description consisting of the words "Imported from Time Logger."

Once you've posted an invoice, you can start up Quickbooks and choose Import from Quickbooks'

File menu. In the window that appears, select the .IIF file that Time Logger exported to, and select

OK. Quickbooks will then import the transaction(s). It will add a transaction to the Accounts

Receivable account, and a balancing transaction to the account you specified in the Client's A/R

Category field.

More:

An Example of the Interaction with Quickbooks

Exporting Multiple Invoices to Quickbooks

5.20.7.2 An Example of the Interaction with Quickbooks

Let's say you are sending out an invoice to AR Software for $4,227.00. The date is 1/30/06 and the invoice is invoice number 5. When you filled out the client data for AR Software, you specified an A/

R Category of "Consulting Income".

After you post the invoice, you open Quickbooks, choose File/Import, select the INVOICES.IIF file, and select OK. You'll find that new transactions have appeared in your Account Receivable account and Consulting Income accounts. The result might look something like this:

Using Responsive Time Logger 75

Note that all of the fields have been filled in properly.

5.20.7.3 Exporting Multiple Invoices to Quickbooks

You may choose to import the invoice data into Quickbooks each time you post an invoice, or you may wish to post a series of invoices then import them all into Quickbooks in one step.

If the INVOICES.IIF file already contains data when you post an invoice, Time Logger will ask whether you want the new invoice data to replace what is there, or be added to it. If you have already imported the invoice data into Quickbooks, you will want Time Logger to replace it. Otherwise, you will want the new data appended to the file.

5.21 Working with Multiple Users

5.21.1 Working with Multiple Users

This topic is for administrators, and provides tips for using Time Logger at a multi-user site. For

information on installing and setting up Time Logger in this environment, see Overview Summary

Setting up Passwords

You'll probably want to use Time Logger's password features to prevent users from modifying descriptors or from changing global settings. See

There are two situations in which you may be forced to maintain separate copies of a time record database

for more on this.

Restricting All Users to a Single File

Your life will be simpler if users can't, by mistake, save time records to different files. When you choose Tools/Global Options/Restricting All Users to a Single File, Time Logger will not let any user work with a file other than the one you select.

Hiding Rate Information

If you don't want individual users to be able to see or calculate their hourly rate, choose Tools/Global

Options/General, and check the Hide Hourly Rates item. Note that if the user already has an hourly

rate column

204

in his or her main window, choosing this option will not remove that column. It will only prevent a user from adding that column to the display.

76 Responsive Time Logger Help

Suggesting Simplified Menus

Finally, you may want to suggest to your users that they select Tools/Menus/Simplified, as this will remove options that they are unlikely to need.

5.22 Maintaining Multiple Copies of a Database

5.22.1 Maintaining Multiple Copies of a Database

206

. First, you may have a remote site that cannot connect to the network drive that contains your database. Second, you may wish to keep a copy of the database on your laptop so that you can work on it at home.

Time Logger has two methods for dealing with these situations: Synchronize Databases, and Import/

Export for Merging. You'll want to use the Synchronize Databases command, unless the database is large and cannot be easily transferred from one computer to another. For example, if your remote site has a slow modem, then emailing a large database to headquarters every week may not be convenient. In this case, Import/Export for Merging would be preferable, since only those records that have been changed or added need to be transferred from one site to the other.

Import/Export for Merging is also preferable if the remote site doesn't need to see records that are generated at headquarters. That is, if the remote user just needs to send his or her records in to the central location.

You might wonder what happens if the same record has been modified in the two databases. In this case, Time Logger will show you both records, and give you a chance to decide which one to keep.

More:

Synchronizing Databases

Import/Export for Merging

5.22.2 Synchronizing Databases

This feature compares records in two databases, reconciles any differences, and merges records back and forth until the databases are identical.

Here's how you might use this feature when taking your database home on your laptop. In the

evening, before leaving for home, copy your time record database

206

to your laptop computer. The next day, after working with the database at home, hook your laptop up to the network, run Time

Logger, and choose File/Synchronize Databases/Fast. At that point, the two databases will be identical.

In the case of the remote user, that user could periodically email in his or her database (as an attachment), you could run the synchronization, then email the updated database back.

Fast Versus Slow Synchronizing

Time Logger can perform the synchronization very quickly if it ignores all time records that have not been changed since the last synchronization. When you choose Synchronize Databases/Fast, Time

Logger will ignore all unmodified records. Fast synchronization cannot be used, however, if you synchronize with more than one other database. That's because… well, never mind why, just take our word for it. The first time you synchronize two databases, or if you have synchronized either of those databases with a third database, you must use slow synchronization. And when in doubt as to which is needed, use slow synchronization.

Using Responsive Time Logger 77

5.22.3 Import/Export for Merging

When choosing File/Export for Merging, Time Logger exports the records to a text file in a standard

Time Logger format. Also, it only exports new or changed records. If you are at a remote site that periodically sends records in to the central location, this means that you don't need to worry about what records to send. Time Logger will figure out which ones need to be transferred.

At the end of every reporting period, simply choose File/Export/For Merging, and then send the text file that's produced to the central location. The administrator at the central location then chooses

File/Import/For Merging, and selects the file that you sent in.

5.23 Using Passwords

5.23.1 Using Passwords

Time Logger passwords are simple if you remember the following: There are three kinds of passwords.

The Global Options Password

If you know this password, you will be allowed to modify Time Logger's global options. It lets you change such things as descriptors and options in the Global Options window. This password is independent of which time record file is open.

If you want to set a global options password, choose Tools/Password Security/For Global Options/

Turn Password Security On.

The Administrator Password

This password is set for a time record database

206

. If you know this password you will be able to see all of the records in the file, including records of other users.

To set an administrator password, open a database, and then choose Tools/Password Security/For

Current Database/Turn Password Security On.

Note that anyone who knows and enters the administrator password will have administrator rights.

That is, the user name is unimportant here. If you enter the administrator password, you'll have administrator access.

For simplicity, we recommend that you use the same password for the Global Options password and the Administrator password.

The User Password

This password is also specific to a file. It allows you to access that file, but see only your own time records.

How Securely Protected Are the Files?

The answer to this question is: not very. If you have sensitive time record information that you can't let other users see, we recommend that you have a central database that only you have access to.

You can then have each user send in his or her time records via Export/For Merging.

How Do I Change or Assign Passwords?

You can turn on or off password security and open the window for assigning passwords from Tools/

Password Security. See

Password Security/For Global Options/Turn Password Security On/Off

146 for more information on this.

78 Responsive Time Logger Help

5.24 Copying Time Logger to a New Machine

5.24.1 Copying Time Logger to a New Machine

If you upgrade to a new computer, or wish to copy Time Logger to your laptop, here's the best way to do it:

First, copy your timelog directory and all subdirectories to your new machine. Second, visit our tech support page, http://www.ResponsiveSoftware.com/users.htm

, and download the latest version of

Time Logger. Finally, install Time Logger to the directory on the new machine to which you copied the files in step one.

5.25 Keeping in Touch

5.25.1 Keeping in Touch

We want to keep you informed

We periodically produce new maintenance releases that are free to registered customers who own

Responsive Time Logger. We also periodically release new versions of Responsive Time Logger

(called an upgrade) and existing users receive a significant discount when purchasing an upgrade.

Additionally, we publish tips and utilities that you might find useful.

Please Register (NO SPAM! We Promise!)

NOTE: If you purchased Responsive Time Logger before October 12, 2006, please visit our website at http://www.responsivesoftware.com

and click the Login/Register button and create an account so that we can notify you when new free maintenance releases and new upgrades are available. Or, just click the button below:

If you purchased Responsive Time Logger after October 12, 2006, then you are automatically registered to receive email notifications.

Email Notifications

We will send out emails at approximately once a month or less to registered customers to announce new free maintenance releases and new upgrades are available and provide other tips and helpful information.

Using the Palm Interface

Part

80 Responsive Time Logger Help

6 Using the Palm Interface

6.1 Introduction

This section of the manual is for users who own a Palm or Handspring Visor. It describes Time

Logger's Palm Interface (known as Time Logger/Palm).

The Palm ® interface for Responsive Time Logger ® allows you to track your time on your Palm device (also known as "the handheld"), then HotSync ® your data up to your desktop PC. You may also perform some basic analysis on the Palm, such as sorting and filtering records and viewing

205

or fee totals.

The next topics cover installation and use of the Palm Interface to Time Logger, and describe the

"HotSyncing" of data to and from the PC (also known as "the desktop").

6.2 Installing the Palm Interface

Once you've installed Time Logger, you may install the palm interface to your Palm device by choosing Start/Programs/Responsive Time Logger/Install Time Logger to handheld. That is, click the

Start Button on your tray and select Programs on the menu that appears. Next choose Responsive

Time Logger and, finally, select Install Time Logger to handheld:

This will bring up the Install Tool window. Click the "Done" button on this window, place your Palm device in its cradle, and perform a HotSync. During the HotSync, the Time Logger/Palm application will be installed on the Palm device.

Until you HotSync a second time, Time Logger/Palm will use a default set of descriptors (Client

Names, Project names, etc.). After the second HotSync, any descriptors you've set up on the PC will be transferred. For more on this, see

HotSyncing Your Data

IMPORTANT: You must run Time Logger's setup program on each machine that will be used for

HotSyncing time records to and from the Palm. This is necessary to set up the "conduit" program that handles HotSyncing.

6.3 Using the Palm Interface

6.3.1 Using the Palm Interface

Before you get started, here's an important tip: almost every screen or window on Time Logger's

Palm interface includes a button that will help you use that screen. The button looks like this:

Just tap that button whenever you need assistance.

To get assistance when on the main screen, tap the Menu icon (in the silk screened area of you

Palm), and tap "Help" in the Options menu.

Finally, note that windows on the Palm are sometimes referred to as "forms". In this manual we use the more common term "window."

More:

Getting Started

The Main Screen

Adding Time Records

Using the Palm Interface 81

Editing Time Records

Using the Stopwatch

Deleting Time Records

Sorting Time Records

Filtering Time Records

Purging Time Records

6.3.2 Getting Started

Tap on the APPLICATIONS icon in the silk-screened area of you Palm device. For some devices, this is an icon with a picture of a house on it.

Among the icons displayed on the handheld's screen, you should see one that's labeled "Time

Logger." The display should look something like this:

If it's not there (you may have to scroll the display to see it), check that the installation was completed properly.

When you tap on the icon, you'll be taken to Time Logger's main screen.

82 Responsive Time Logger Help

6.3.3 The Main Screen

Time Logger/Palm's main screen looks like this:

The very top of the screen shows the name of the application ("Time Logger") and the total fee for the records that are currently displayed.

The next line on the screen is the heading for the list of time records. In this case, the heading shows the

204

headings for Start, Activity and Fee. You may decide what to show in the

207

by tapping the downward arrow next to each

column heading

204

. For example, if you wanted to display the Project instead of the Activity, you'd click on the arrow to the left of "Activity" and select from a list, like this:

Using the Palm Interface 83

The largest area of the main screen is occupied by the time record list. In the example above, there are only two time records in the list.

The bottom of the main screen holds four buttons. Tap the Edit button to edit one of the time records in the list. Tap New to add a new time record. To delete a highlighted record, tap Delete, and to display the stopwatch, tap Stopwatch. The functions of these buttons are described in detail in the next several topics of the manual.

6.3.4 Adding Time Records

Adding a time record on the Palm is a lot like adding a record on the desktop version of Time Logger.

When you tap the New button on the main screen, the Edit Record window (also known as a "form") appears.

Just as with the Edit Record window on the PC, you specify information about what you did and when you did it, then tap OK. There isn't as much room on the Palm screen as on the PC, so for some fields, you'll have to tap the More button before you can edit them.

Entering Date

To enter the start or end date, tap the field you wish to change, and choose the date via the standard

Palm date selection window.

84 Responsive Time Logger Help

Entering Time

Tap the start or

205

field to display Time Logger's time entry window:

This window gives you several ways to enter the time. Any time of day, accurate to the minute, may be entered with a maximum of three taps.

Entering Duration

205

or Pause Duration

206

Tap the duration of pause field to change these values.

Choosing, Adding or Editing Descriptors

To choose from the existing descriptors, tap the down arrow next to the

205

name. To add a new descriptor, tap the round button with the plus sign. To edit one or more descriptors, tap the down arrow, and select "Edit…" from the list that appears.

The window for adding or editing a descriptor looks like this:

Using the Palm Interface 85

Write in the descriptor text you want, then select the descriptor type you wish to link it to (or "Not

Linked"), and the text of the descriptor to which it will be linked. For more on linking, see

Linking

Descriptors

Entering a Description

Tap the Note button to add a description. The internal description may not be specified on the Palm.

The More Button

When you tap the More button, this window appears:

Make your changes then tap the OK button.

6.3.5 Editing Time Records

To edit an existing record, select the record on the main screen, and tap the Edit button, or doubletap the record.

86 Responsive Time Logger Help

6.3.6 Using the Stopwatch

Tap Stopwatch on the main screen to tap the stopwatch. The Stopwatch window looks like this:

The controls work like the controls in the Edit Record window (see

Adding Time Records

). The stopwatch may be

206

by tapping the

206 button or the hardware scroll up button.

When paused, the text on the Pause button changes to "End P". Tap it to end the pause.

6.3.7 Deleting Time Records

To delete a time record, simply tap it then tap the Delete button.

6.3.8 Sorting Time Records

To sort the

207

, choose Menu/User Options/Sort Order to display the sort order window:

Tap the down arrow to the right of "Sort by" to select the field on which you wish to sort.

6.3.9 Filtering Time Records

You may choose to display only some of the time records in the database. For example, you may only want to see today's records in the

Choose Menu/User Options/Filter Time Records to display the Filter

207

205

Records window, shown here:

Using the Palm Interface 87

Simply fill out the information in this window by tapping the down arrows and making selections from the lists that appear. Note that you can also write in text to the middle field. When you're done, the sentence you've formed will describe the records that will be displayed. For the above example, the sentence reads:

"Display all records for which client equals Show All (No Filter) and the start date is within today."

With this filter, all of the records for today will be displayed.

6.3.10 Purging Time Records

The Time Record purging feature allows you to eliminate records that you are not interested in. This feature is used in conjunction with the One-way Data Transfer HotSync mode (see

Configuration

Window -- Action Tab

Purging eliminates unmodified time records that you select. Records that have been added or modified since the last HotSync will never be eliminated by the purge function. Also, purging is different from deleting. When you delete a time record, that time record will also be deleted on the

PC the next time you HotSync. When you purge a record, all trace of it is eliminated from the Palm.

For an example of how purging might be used, see

Configuration Window -- Action Tab

This option must be used only when you've selected One-way Data Transfer mode. Otherwise, next time you perform a HotSync, Time Logger will warn you that the databases on the Palm and PC are not identical.

To display the Purge Records window, tap Menu/User Options/Purge Time Records.

88 Responsive Time Logger Help

To purge records that match the current

Every time you press the HotSync button on your Palm's cradle, Time Logger descriptor

205

, tap Purge Matching Records. To purge those that do not match the filter, choose Purge Non-Matching Records.

6.4 HotSyncing Your Data

6.4.1 HotSyncing Your Data

Before reading this section of the manual, you should be familiar with the general concepts of

HotSyncing between your Palm device and the desktop. If you need more information on this topic, please consult the manual the came with your Palm, or the F1 help for the Palm Desktop software.

205

and time record information can pass back and forth between your Palm and your PC. Exactly what happens depends on the HotSync actions that you've set (see

Setting HotSync Actions

for more on this).

For example, if you've selected "Desktop Overwrites Handheld" for the time records, then when you

HotSync, the time records in the current

Where Did Those HotSync Records Go?

206

will be transferred to the Palm.

Similarly, if you have selected "Synchronize" for the time record action, any records you've added on the Palm will be transferred to the PC and vice versa.

The transfer process is conducted by a part of Time Logger called the "Time Logger Conduit."

More:

Synchronizing with Multiple Files

One-way Data Transfer

6.4.2 Synchronizing with Multiple Files

The process of synchronizing your Palm and PC time records is a sophisticated task in which the computer must decide what to do with new, deleted, and modified records. The process cannot work smoothly if you change time record databases in between HotSyncs. For example, imagine that after synchronizing January.mdb with the Palm, you make some changes in the Palm time records, and then synchronize with the file February.mdb. Time Logger will not be able to figure out what to do

Using the Palm Interface 89

with the changed records, and will add an error message to the HotSync log.

Here's what you should do:

First, you should avoid unnecessary switching between different time record databases. Time Logger is optimized for keeping all of your records in a single database.

However, if you do need to work with multiple databases, then use this procedure when switching from one to the other:

Perform a HotSync so that all the Handheld data is transferred to the PC

Set your HotSync Actions to Desktop overwrites Handheld

Open the new database on the PC

Perform a HotSync to transfer the new database's records to the Handheld

Alternatively, you may wish to have a single

Configuration Window -- Time

206

on the PC side for synchronizing with the Handheld. In this case, choose HotSync Manager Icon/Custom/Time Logger/

Change/Time Record Files, and choose a specific time record file (see

Record Files Tab

6.4.3 One-way Data Transfer

Time Logger has a special HotSync option called One-way Data Transfer. When you select this option, time records will flow in one direction: from the Palm to the PC. That is, any records you add or modify on the handheld will be transferred to the desktop, but new records on the desktop will not be sent to the handheld. This option is convenient when you have a large number of time records in your database.

Here's an example of when and how you'd use this option. Let's say you have about 10,000 records in your PC

206

. If you were to transfer all those records to your Palm, you'd probably run out of memory on the Palm. Even if you could fit the data, synchronizing such a large database would take too much time.

So here's what you do: set the HotSync action for time records to One-way Data Transfer (selecting the Set as Default button in the HotSync action window). Then, on the Palm, choose Menu/Purge to delete any time records that you are not interested in. Note that purging will only delete records that have already been HotSynced to some database on the PC.

Here's another example: imagine that your time record database on the PC contains records for you and three co-workers. On the Palm, you only want to see your own records. You might follow these steps:

Choose Desktop overwrites Handheld as the time record HotSync action

Perform a HotSync, transferring all the records to the Palm

On the Palm, set a

205

so that only your time records appear

On the Palm, choose Menu/Purge/Purge Non-matching Records

Set the HotSync action to One-way Data Transfer, and check the Set as Default checkbox

At this point, only your time records appear on the handheld. Any records that you add or modify on the handheld will be transferred to the PC.

6.4.4 Where Did Those HotSync Records Go?

Time records are always transferred to the last

Configuration Window -- Time Record Files Tab

206

that you worked with, or to a database that you specify (for more on this, see

If it ever seems that the transferred records disappeared, check the HotSync log (click the HotSync manager icon, and select View Log). That log will tell you exactly where the time records were transferred to. For example, it might look like this:

90 Responsive Time Logger Help

Time Logger Conduit Version 4.03.10 11/20/06 13:59:27

Time Records Action: Sync Files. Descriptors Action: Sync Files

Timelog.ini: C:\TimeLogBeta8\TimeLog.ini.

Descriptors:

0 records transferred/merged to D:\NetworkTimeLog\Support\descript.

mdb

0 records transferred/merged to handheld

0 records deleted on desktop. 0 records deleted on handheld.

Time Records:

1 records transferred/merged to C:\Log4\Debug\sample.mdb

0 records transferred/merged to handheld

0 records deleted on desktop. 0 records deleted on handheld.

OK Responsive Time Logger 11/20/06 13:59:28

In this case, you'll know to look in the file C:\Log4\Debug\sample.mdb for the transferred records. If you still have trouble finding them:

Choose Advanced/Refresh from Time Logger's menu to show any new records, and

Be sure that you haven't set a

Configuration Window -- Action Tab

205

that excludes the new records.

Check that your file hasn't become corrupted (for more on this, see http://www.

ResponsiveSoftware.com/corruption.htm

You may view a video on this topic at http://www.ResponsiveSoftware.com/videos.htm

6.5 Setting HotSync Actions

6.5.1 Setting HotSync Actions

During HotSyncing, a part of Time Logger called the "Time Logger Conduit" will synchronize the time records and descriptors between your handheld and PC. For more on this, see

HotSyncing Your

Data

If you'd like to change the synchronization options or explicitly specify the files to which the time records and descriptors will be transferred here's how to do it:

First, run the HotSync Manager application that came with your Palm device. Usually, you can run this by tapping Start/Programs/Palm Desktop/HotSync Manager. When it's running, the small

HotSync Manager icon will appear in your system tray. This is what it looks like:

Next, click on the HotSync Manager icon, and choose Custom... from the menu that pops up:

Using the Palm Interface 91

In the window that appears, select "Time Logger" and choose the Change... button. This will bring up the Time Logger Conduit

Configuration window, which has several different tabs.

More:

Configuration Window -- Descriptor Files Tab

Configuration Window -- Time Record Files Tab

6.5.2 Configuration Window -- Action Tab

(To display this window: Select the HotSync Manager's icon on the system tray, and choose Custom from the menu that appears. Then select Time Logger, and click the Change button.)

92 Responsive Time Logger Help

If you've changed HotSync actions for any other Palm applications, you've used a window similar to this one. It allows you decide what will happen to your time records and descriptors during a

HotSync. This window is a little more complicated than others, because you need to decide what to do with both time records and descriptors. Also, Time Logger has a special "One-way Data Transfer" action that is not available for most other applications.

Note that HotSync actions are independent for time records and descriptors. For example, you may choose an action of Do Nothing for descriptors, and Synchronize for time records. Here's an explanation of each option:

Synchronize

When this option is selected, records that have been added, modified, deleted on the handheld will be added, modified, or deleted to Time Logger's PC database and vice versa. Time Logger uses sophisticated logic to determine how to make the changes. If the same record has been modified differently on both the PC and the handheld, Time Logger will alert you to this conflict, so that you can decide which modification to keep. When using this option, you must not change database files

(see Synchronizing with Multiple Files

Desktop Overwrites Handheld

When this is selected, data on the PC side is copied to the handheld, overwriting any data already present there.

Handheld Overwrites Desktop

With this option, data on the handheld will be copied to, and will overwrite, data on the PC.

One-way Data Transfer

With this special option, time records will flow in one direction: from the Palm to the PC. It is

available for time records only, and is described in detail in the topic One-way Data Transfer

Do Nothing

When this action is selected, no records will be transferred in either direction. That is, the databases will not be changed.

Using the Palm Interface 93

6.5.3 Configuration Window -- Descriptor Files Tab

(To display this window: Select the HotSync Manager's icon on the system tray, and choose Custom from the menu that appears. Then select Time Logger, and click the Change button. Finally, click on the

205

Files tab.)

Normally, you'll want to get descriptors from the current descriptor file. However, if you need to choose a different file, you can do it from this window. Select "Transfer descriptors to/from a specific descriptor file," and enter the full path of the filename you wish to use.

6.5.4 Configuration Window -- Time Record Files Tab

94 Responsive Time Logger Help

The HotSync Manager will transfer time records to the time record file that was last opened. If you work with several different time record files, or wish to keep handheld records in a separate file, you can do it from this window. Choose "Merge records into a specific

206

file," and type in the name of the file that will receive the records.

6.6 HotSyncing in a Multi-User Setting

6.6.1 HotSyncing in a Multi-User Setting

If multiple Palm users will be HotSyncing their data to a single

Import/Using Time Logger Standard Format

206

, you must use the One-way Data Transfer HotSync action for time records. This is necessary because when many users are syncing with the same file, Time Logger can't adequately track which records have been added or modified since the last HotSync. You'll probably find that this is the best option anyway, since most users will not want all the other users' records on their handheld. For more on this, see

One-way Data Transfer

We also recommend that in this environment, you set the default HotSync action for descriptors to

"Do Nothing."

Reference by Menu Options

Part

VII

96 Responsive Time Logger Help

7 Reference by Menu Options

7.1 File Menu

7.1.1 File Menu

Import/From a Text File

Import/For Merging

Export/To a Text File

100

Export/Using Time Logger Standard Format

101

Export/For Merging

101

Synchronize Databases/Fast

101

Synchronize Databases/Slow

103

103

104

104

105

105

Print Report and Invoice

106

107

107

108

108

7.1.2 New

Quick Summary: Opens a new time record database

206

How to Get There: File/New

The New command allows you to create a new time record database. When you select this option, a

File Name for the

New Database window

176

will appear, and Time Logger will ask you to supply a new time record database name.

If you wish to open an existing database, do not use New; use File/Open.

Note that when you open a new database, you do not have to explicitly save or close the current database. Time Logger saves all time records to disk as soon as you enter or modify them.

Although you can keep time records in multiple database files, we strongly recommend that you keep all records in a single file. You can use filters to work with groups of records within that file. Filters aren't difficult to use – trust us on this.

The default extension for a time record database is ".mdb". Although you may use your own extension, we recommend that you use .mdb. If you specify a name with no extension, Time Logger will add the .mdb extension automatically.

Reference by Menu Options 97

7.1.3 Open

Quick Summary: Opens an existing database.

How to Get There: File/Open

The Open command allows you to open an existing

Time record database

206

. When you select this option, a

Open window

176

will appear, and Time Logger will ask you to choose from a list of existing databases.

7.1.4 Close

Quick Summary: Closes the currently open database.

How to Get There: File/Close

Choose File/Close to close the database that you are currently working with. In general, you don't need to close your database. However, you may wish to close it if another application needs to open it exclusively.

7.1.5 Save Copy As

Quick Summary: Makes a copy of the current

Quick Summary: Lets you give the current time record database

206

How to Get There: File/Save Copy As

This command allows you to make a copy of the current database. For example, you may wish to save an additional copy of the current database to the file "a:\archive.mdb." To do this, select Save

Copy As... from the File menu.

When you select this option,

a Save As window

177

will appear that will allow you to choose a new name for your Time record database. After Time Logger finishes copying the database, it asks you if you want to open the copy, or keep working with the original.

Note that you can also copy a database using the explorer or from a DOS command window.

7.1.6 Rename

206

a new name

How to Get There: File/Rename

This command allows you to rename the current database. For example, if your database is called

"timedata.mdb" you may wish to rename it to "consult.mdb."

7.1.7 Import/From a Text File

7.1.7.1

Import/From a Text File

Quick Summary: Imports records from a text file

How to Get There: File/Import/From a Text File

The import option allows Time Logger to load time records that exist in a delimited ASCII file (that is, a text file). This option allows you to load data from other applications.

When you select this menu option, the Selection of Fields window will appear. Once you've selected the fields to import, you will choose the file name of the text file.

The fields in the text file may be delimited by quotes and commas, or you may choose different

delimiters (for example, Tab characters). For more on this, see User Options Window/Other Tab

152

More:

98 Responsive Time Logger Help

Selection of Fields Window

7.1.7.2

Selection of Fields Window

Quick Summary: Lets you specify which fields to import from a text file.

How to Get There: File/Import/From a Text File

Time Logger will let you choose which fields to import, and in what order. You can even skip over fields that are not relevant to Time Logger.

Fields in the Fields to Import list will be expected in the text file. That is, each line in the text file should contain those fields in the order in which they are listed in the list box. If you wish to skip a field in the text file, add the <Skip Field> line to the right-hand box.

In the example shown above, Time Logger would expect each line of the import file to look something like this:

"10/12/2001","9:25","10/12/2001","AR Software","Mary Smith"

Insert -->

Choose this button to move the field selected in the left-hand list box to the right-hand list box. The field will be inserted above the selected field in the right-hand box.

Append -->

When you choose this button, the selected field will be moved to the end of the list in the right-hand box.

Reference by Menu Options 99

<-- Remove

Choose this button to remove a field from the list box on the right.

If you have chosen to disallow overlapping records, you cannot import time records in the import file that

205

a time record for the same person that exists in the

Overlapping Time Record Window

207

. If such a time record is encountered, Time Logger will stop and give you some choices. You can skip that time record but continue with other records in the file, or stop importing altogether.

7.1.8 Import/Using Time Logger Standard Format

7.1.8.1

Import/Using Time Logger Standard Format

Quick Summary: Imports records from a standard Time Logger export file

How to Get There: File/Import/Using Time Logger Standard Format

To make it easy to transfer records from one database to another, Time Logger uses a standard import/export format.

Time Logger will expect the data in the file to be in the standard Time Logger format. Simply select the name of the file, and click Save. If overlapping time records are not allowed, but are encountered in the data to be imported, Time Logger will display the Overlapping Time Record window.

7.1.9 Import/For Merging

7.1.9.1

Import/For Merging

Quick Summary: Imports records from a Time Logger merge file

How to Get There: File/Import/For Merging

This command is used to import data that has been exported from another Time Logger database.

Simply select the name of the merge file, and click Open. If overlapping time records are not allowed, but are encountered in the data to be imported, Time Logger will display the Overlapping

Time Record window.

More:

7.1.9.2

Overlapping Time Record Window

Quick Summary: Asks you to decide how to handle overlapping time records

How to Get There: File/Import/For Merging

Let's say that you do not allow overlapping time records (Tools/Global Options/Safety), and you attempt to import a record that overlaps a time record already in the database. In this, the following window will appear:

100 Responsive Time Logger Help

It shows you the new record as well as the times for the record that it overlaps, and asks you what you'd like to do.

Choose Allow Overlapping Records and Import it if you decide that you want Time Logger to accept overlapping records from now on. If you don't what to import it, choose Skip This Record, or choose

Cancel if you wish to discontinue importing altogether.

7.1.10 Export/To a Text File

7.1.10.1 Export/To a Text File

Quick Summary: Exports records to a text file

How to Get There: File/Export/To a Text File

This option lets you share data with another application. Time Logger will export the currently visible fields in the order in which they are shown in the main window. For example, if your

207

looks like this:

Time Logger will export

start time

206

, end time

205

, a blank field, client and description. The fields will be exported just as they appear on the screen. For example, if you were to export the time records above, the file would look like this:

"10:00 AM","10:24 AM"," ","AR Software","Met with Bob, talked about the cost estimate"

Note that Time Logger will use the delimiters that you've set in

Tools/User Options/Other

152

. With this command you can export time records in a format that can be read by any application that can handle text files.

Reference by Menu Options 101

7.1.11 Export/Using Time Logger Standard Format

7.1.11.1 Export/Using Time Logger Standard Format

Quick Summary: Exports records to a standard Time Logger export file

How to Get There: File/Export/Using Time Logger Standard Format

To make it easy to transfer records from one database to another, Time Logger uses a standard import/export format.

If you ever want to transfer a subset of your time records between databases, you can export those records to a file in Time Logger Standard format, then import them into another database. For example, let's say your boss accidentally deleted your June records from the master database. You'd set a

205

so that only your June records appear, choose File/Export/Using Time Logger Standard

Format, and email the resulting file to your boss. Your boss would then choose File/Import/Using

Time Logger Standard Format, and add those records to the main database.

When you use this command, Time Logger will expect the data in the file to be in the standard Time

Logger export format. Simply select the name of the file, and click Open. If overlapping time records are not allowed, but are encountered in the data to be imported, Time Logger will display the

Overlapping Time Record window.

7.1.12 Export/For Merging

7.1.12.1 Export/For Merging

Quick Summary: Exports records to a Time Logger merge file

How to Get There: File/Export/For Merging

Use this option to share data with another

206

. The time record data will be exported in standard format that can be read by another instance of Time Logger. Also, Time Logger will export only those time records that have not been previously exported. This is an important point, so here it is again:

IMPORTANT: Export for merging only exports those records that have not been previously exported!

This command might be used, for example, if an employee is out of town using Time Logger on her laptop. So her data may be added to the main database, she chooses Export/For Merging, exports the records to a text file, and emails that text file into the home office. The administrator at the home office then imports those records into the main database. Note that at the end of the next day, she can repeat the process, and Time Logger is smart enough to only export the new records.

If you ever need to re-export records that have already been exported, choose Edit/Modify all Filtered

Records, set the Field to Modify to Exported, and the New Text to "No".

7.1.13 Synchronize Databases/Fast

7.1.13.1 Synchronize Databases/Fast

Quick Summary: Synchronizes the records in two databases

How to Get There: File/Synchronize Databases/Fast

This powerful feature allows you to keep two separate databases up to date, so that any records added to one database will be present in the other. For example, if you put the

Resolving Multiple Edits Window

206

on your laptop and work on it at home, you can later synchronize it with the database on your desktop computer.

After selecting this option, select the name of the other time record database with which you wish to synchronize. After the synchronization is complete, the two files will be identical.

102 Responsive Time Logger Help

Fast synchronization is fast because Time Logger keeps track of which records have been modified since the last sync. Thus it can skip all records that have not been modified in either database.

However, this means that you can only use Fast synchronization if neither of the databases has been synchronized with a third database. For example, if you synchronize database A with B and database

B with C, you cannot then synchronize A with B again. In this situation, you must use slow synchronization.

REMEMBER: The first time you synchronize two databases, or if you have synchronized either of those databases with a third database, you must use

slow synchronization

103

. And when in doubt as to which is needed, use slow synchronization.

Time Logger may display the Confirm Deletion or the Resolving Multiple Edits window if it needs your assistance during the synchronization process.

More:

Confirm Deletion Window

102

102

7.1.13.2 Confirm Deletion Window

Quick Summary: Asks you to confirm time record deletions when synchronizing databases

How to Get There: File/Synchronize Databases/Fast or Slow

If you are synchronizing two databases, and a record has been deleted in one of them, Time Logger will ask you to confirm that you wish to delete this record in the other database as well. Unless you have reason to keep records that you have already deleted in one of the databases, you will want to answer Yes to All.

7.1.13.3 Resolving Multiple Edits Window

Quick Summary: Asks you to resolve multiple edits to the same time record during synchronization of databases

How to Get There: File/Synchronize Databases/Fast or Slow

Imagine that you have edited the same time record in two different databases. When you synchronize those databases, Time Logger will need to know which of those changes you want to keep. In this situation it will display this window:

Reference by Menu Options 103

Read the directions carefully, and decide which of the records you wish to keep. In the above example, you'll notice that the description of the two records is different. By looking at the description of the two records, you can decide which changes to keep.

7.1.14 Synchronize Databases/Slow

7.1.14.1 Synchronize Databases/Slow

Quick Summary: Synchronizes the records in two databases

How to Get There: File/Synchronize Databases/Slow

This powerful feature allows you to keep two separate databases up to date, so that any records added to one database will be present in the other. It does the same thing as Synchronize

Databases/Fast, but it can be used even if the database you are synchronizing with has been synchronized with other databases.

7.1.15 Instant Backup

7.1.15.1 Instant Backup

Quick Summary: Backs up your time records so that they may be recovered if your database is destroyed or lost

How to Get There: File/Instant Backup

As with any database application, it is vitally important that you back up your

The restore operation only works if you have backed up your time record database

206 frequently and regularly. Simply choose File/Instant Backup and your data will be backed up.

Instant backup copies your database to file with the extension .bak in the backup folder. You can specify the backup folder from Tools/User Options/Other. Choose File/Restore from Backup to restore a backed up file.

104 Responsive Time Logger Help

7.1.16 Restore from Backup

7.1.16.1 Restore from Backup

Quick Summary: Lets you restore data that was saved with the Instant Backup command

How to Get There: File/Restore from Backup

206

. Please remember to do this regularly.

When you select this option, Time Logger will list the backup files in the backup folder. Select the one you wish to recover, and click OK. The file will be recovered with a name such as

RecoveredDatabase3.mdb. You may then wish to rename the database using the File/Rename command.

7.1.17 Archive Records

7.1.17.1 Archive Records

Quick Summary: Lets you remove a range of records from the current database and store them in separate archive file

How to Get There: File/Archive Records

Although we recommend that you store all time records in a single file, you may wish to archive records that you are sure you will rarely need to access. Select File/Archive Records to copy all records prior to a given date to a separate file, and eliminate them from the current database. The

Archive Records window allows you to specify the cutoff date and archive file name.

More:

Archive Records Window

104

7.1.17.2 Archive Records Window

Quick Summary: Lets you specify the range of time records to archive, and the file to which they will be archived

How to Get There: File/Archive Records

Select a cutoff date and a file name for the archived records. When you click OK, all records with a start date prior to the cut off date will be copied to the archive file, and deleted from the current database.

Reference by Menu Options 105

7.1.18 Print/Report

7.1.18.1 Print/Report

Quick Summary: Prints a time report for the time records that match the current filter

205

How to Get There: File/Print/Report

This command presents a Print windowAFX_HIDD_PRINT that you may use to specify the range of pages you wish printed, the number of copies, the destination printer, and other printer setup options.

Note that the layout of the report will match that of the

207

To specify the component you want displayed in the report (for example, summary, print date, etc.) choose Tools/User Options/Printing.

When you are ready to print, choose OK.

7.1.19 Print Invoice

7.1.19.1 Print Invoice

Quick Summary: Prints an invoice for the records that match the current

205

How to Get There: File/Print/Invoice

This is a shortcut method of printing an invoice for the time records that match the current filter.

When you select this option, Time Logger will prepare and print an invoice based on your current

Invoice Information Window

205

. It will also post the invoice to Accounts Receivable, mark all of the records as being billed on that invoice, and increment the invoice number.

You'll get a chance to enter a general comment for the invoice, and set the invoice date via the

Invoice Information window.

More:

105

Print Window

106

Print Progress Window

106

7.1.19.2 Invoice Information Window

Quick Summary: Lets you specify a general comment for an invoice, and set the invoice date

How to Get There: File/Print/Invoice

Simply confirm or modify the date, enter a comment, and click OK. The comment you enter will appear on the invoice where you have placed the %general_comment

template field

206

106 Responsive Time Logger Help

7.1.19.3 Print Window

Quick Summary: Lets you specify printing options.

How to Get There: File/Print/Print Report

This window allows you to specify how you'd like your time report printed. Although the exact appearance of the window will depend on your printer, here's a list of the window's typical options:

Printer

This displays the active printer and printer connection. Choose the Setup option to change the printer and printer connection.

Properties

Displays a Print Setup windowAFX_HIDD_PRINTSETUP, so you can select a printer and printer connection.

Print Range

Specify the pages you want to print:

Choose To

All Print the entire document.

Selection This option is not relevant for Time Logger, and is always disabled.

Pages Print the range of pages you specify in the From and To boxes.

Copies

Specify the number of copies you want to print for the above page range.

Collate Copies

Check this box if you wish to print pages in page number order, instead of separated multiple copies of each page. In most cases you will want to check this box.

Print Quality

Select the quality of the printing. Generally, lower quality printing takes less time to produce.

Print to File

Check this box to direct output to a file instead of directly to the printer.

7.1.19.4 Print Progress Window

Quick Summary: Displays the status of the printing.

How to Get There: File/Print/Print Report

Time Logger displays the Printing window during the time that it is sending output to the printer. The page number indicates the progress of the printing.

To stop printing, choose Cancel.

7.1.20 Print Report and Invoice

7.1.20.1 Print Report and Invoice

Quick Summary: Prints a time report and an invoice for the records that match the current filter

205

How to Get There: File/Print/Invoice and Report

Reference by Menu Options 107

This combines the Print Report and Print Invoice options (see

Print Invoice

105

and Print/Report

105

7.1.21 Page Setup

7.1.21.1 Page Setup

Quick Summary: Displays the Page Setup window, and allows you to choose the page orientation and margins for your time reports.

How to Get There: File/Page Setup

Choosing this command brings up a window that allows you to modify the layout (portrait or landscape) and margins for your time reports.

More:

Page Setup Window

107

7.1.21.2 Page Setup Window

Quick Summary: Lets you set page orientation and margins

How to Get There: File/Page Setup

This standard window allows you to select the page orientation (portrait or landscape) and set the margins. Note that landscape mode can be very useful when using Time Logger. You will be able to fit many columns on a single line.

7.1.22 Print Preview

7.1.22.1 Print Preview

Quick Summary: Allows you to preview a time report

How to Get There: File/Print Preview

Use this command to display the time report as it would appear when printed. Time Logger will replace the main window with a print preview window showing one or two pages of the report. The print preview toolbar offers you options to view either one or two pages at a time; move back and forth through the document; zoom in and out of pages; and initiate printing.

More:

Print Preview Toolbar

107

7.1.22.2 Print Preview Toolbar

Quick Summary: Helps you preview your time report, or initiate printing

How to Get There: File/Print Preview

The print preview toolbar

207

offers you the following options:

Print

Bring up the print window, to start a print job.

Next Page

Preview the next printed page.

Prev Page

Preview the previous printed page.

108 Responsive Time Logger Help

One Page / Two Page

Preview one or two printed pages at a time.

Zoom In

Take a closer look at the printed page.

Zoom Out

Take a larger look at the printed page.

Close

Return from print preview to the

Modify All Filtered Records

207

7.1.23 Recent Files

7.1.23.1 Recent Files

Quick Summary: Allows you quickly load a recently-accessed database

How to Get There: File/<FileName>

Choose any file name listed at the bottom of the File menu to load it.

7.1.24 Exit

7.1.24.1 Exit

Quick Summary: Exits Time Logger

How to Get There: File/Exit

Use this command to end your Time Logger session. You can also use the Close command on the application Control menu.

7.2 Edit Menu

7.2.1 Edit Menu

108

109

109

109

109

109

110

111

Copy Selected Records

111

111

Edit Client Information

112

7.2.2 Cut

Quick Summary: Delete text and place it on the clipboard

How to Get There: Edit/Cut or Press Ctrl-X

Reference by Menu Options 109

This menu option is always disabled, because individual time records cannot be placed on the clipboard. To cut text in a window, select the text and press Ctrl-X.

7.2.3 Copy

Quick Summary: Copies text to the clipboard

How to Get There: Edit/Copy or Ctrl-C

This menu option is always disabled, because individual time records cannot be placed on the clipboard. To copy text in a window, select the text and press Ctrl-C.

7.2.4 Paste

Quick Summary: Pastes text from the clipboard

How to Get There: Edit/Paste of Ctrl-V

This menu option is always disabled, because individual time records cannot be placed on the clipboard. To paste text into a window, press Ctrl-V

7.2.5 Delete

Quick Summary: Deletes a

currently selected time record

204

or a time record

How to Get There: Edit/Delete or the Delete key.

Use this command to delete the

204

, or a column in the

Deleting a column only changes the column layout

207

. If one or more columns are selected, those columns will be deleted. Otherwise, the currently selected time records will be deleted.

If you have checked Give warning before deleting time records in Tools/User Options/Other window,

Time Logger will require that you confirm the deletion of time records.

204

of the time record list. Time Logger does not destroy any time record data.

7.2.6 Unselect Column

Quick Summary: Unselects a

204

How to Get There: Edit/Unselect Column or Esc

If you have selected one or more columns in Time Logger's main window, choosing this option will unselect it.

7.2.7 Find

7.2.7.1

Find

Quick Summary: Finds text in any of the fields of the time records

How to Get There: Edit/Find or Ctrl-F

Choose this option to bring up the Find window, and display all the records that contain a given string of text in any of their fields. Note that the search will always be case insensitive. For example,

"TEST" will match "Test".

More:

Find Window

110

110 Responsive Time Logger Help

7.2.7.2

Find Window

Quick Summary: Lets you find all records that contain a given string of text

How to Get There: Edit/Find or Ctrl-F

Type in the text for which you wish to search and press <Enter>. The

207

will then display all of the time records that contain that text.

The find feature is actually just another way of setting the time record

205

. For you advanced users, the SQL where statement that is produced looks like this:

Where Person like '%target%' or

Client like '%target%' or

Project like '%target%' or

Subproject like '%target%' or

Activity like '%target%' or

Other like '%target%' or

Rate like '%target%' or

InternalRate like '%target%' or

TaxRate like '%target%' or

MileageRate like '%target%' or

Description like '%target%' or

Expense like '%target%' or

Mileage like '%target%' or

Invoice like '%target%' or

Description like '%target%'

Order By Start

Note that this filter expression is too long to be represented in the filter window, so following a find operation, Time Logger will reset the filter when you choose to open the filter window.

7.2.8 Insert New Column

7.2.8.1

Insert New Column

Quick Summary: Lets you insert a

204

into the

currently selected column

207

How to Get There: Edit/Insert New Column

Choose this option to insert a new column into the time record list. The

Insert New Column window

110

will appear to let you choose which column to insert.

Time Logger will insert the column to the left of the

204

This command is only available if you have selected a column.

More:

Insert New Column Window

110

7.2.8.2

Insert New Column Window

Quick Summary: Lets you specify a

204

to be inserted in the

207

How to Get There: Edit/Insert New Column

This window displays a list of columns that may be inserted into the time record list

Select the name of the column you wish to insert, and choose OK. To insert a column and then immediately repeat the operation, choose the OK & Repeat button. Only those columns that are not already in the time record list will appear in the list box of this window.

Note that as a shortcut, you may double click on the name of the column you wish to insert instead of

Reference by Menu Options 111

choosing OK.

7.2.9 Append New Column

7.2.9.1

Append New Column

Quick Summary: Lets you specify a

204

to be appended onto the right side of the

207

How to Get There: Edit/Append New Column

Choose this option to append a new column to the right of the columns displayed in the time record list. The Append New Column window will appear and let you choose which column to insert.

More:

Append New Column Window

111

7.2.9.2

Append New Column Window

Quick Summary: Lets you select a

204

to append to the

When you select it, the Copy window

207

How to Get There: Edit/Append New Column

This window displays a list of columns that may be appended onto the time record list.

Select the name of the column you wish to append, and choose OK. To append a column and then immediately repeat the operation, choose the OK & Repeat button. Only those columns that are not already in the time record list will appear in the list box of this window.

Note that as a shortcut, you may double click on the name of the column you wish to append.

7.2.10 Copy Selected Records

7.2.10.1 Copy Selected Records

Quick Summary: Copies the selected records to the clipboard

How to Get There: Edit/Copy Selected Records

Choose this option to transfer the selected records to the Clipboard.

178

will appear, and its edit box will contain the text of the

records that you've selected. Only those columns that are displayed in the time record list

207

will be represented.

Choose Copy to copy the text to the clipboard. You may also select a subset of the text or even edit it before copying.

7.2.11 Modify All Filtered Records

7.2.11.1 Modify All Filtered Records

Quick Summary: Allows you to modify a field for all the time records that match the current filter

(for example, change the Activity to "Testing")

205

How to Get There: Edit/Modify All Filtered Records

Warning: this is a powerful command. You should always backup your

before using it!

206

This command will display the Modify All Filtered Records window and let you change a field for all

112 Responsive Time Logger Help

the time records in the

Modify All Filtered Records Window

207

For example, let's say you've changed the name of one of your projects from "Telephone Multimedia" to "TeleMedia." You could then set the filter to display only those records for which "Project =

Telephone Multimedia," and change the Project field to "TeleMedia."

More:

112

7.2.11.2 Modify All Filtered Records Window

Quick Summary: Allows you to specify new text for one field in all of the time records

How to Get There: Edit/Modify All Filtered Records

Warning: this is a powerful command. You should always backup your

before using it!

206

Through this window, you will define new text for one of the time record fields. That field will be changed to your new text for all of the time records in the

Sharing Data Via Quicken .QIF Files

207

Here are the controls in this window:

Field to Change

Lets you choose which field you want to modify. Choices include Invoice, Hourly Rate, Expense, etc.

New Text

Enter the new text for the field in this edit box, and then select OK.

7.2.12 Edit Client Information

7.2.12.1 Edit Client Information

Quick Summary: Lets you view and edit client information such as contact name, address, etc.

How to Get There: Edit/Edit Client Information

Choosing this option brings up the Client List window, allowing you to modify or add client information.

More:

Client List Window

112

Client Data Window

114

7.2.12.2 Client List Window

Quick Summary: Allows you to work with client data such as name, address, etc.

How to Get There: Edit/Edit Client Information

Reference by Menu Options 113

The client information in this window will be used when preparing invoices. You may edit any line in the window by double clicking on that line. Here's a description of each button:

Close

This option closes the window.

Add

Choose this to displays the Client Data window and add a client to the list.

Edit

When you select this option, Time Logger displays the Client Data window and allows you to edit the existing client information.

Delete

Click this to delete the selected client.

Import

With this option you can import client data from other applications. The data must be in a delimited text file, and the following fields must be present in order:

Client Name, Terms, Category, Contact, Address Line 1, Address Line 2, City, State Zip, Comment

The delimiters must match those set in Tools/User Options/Other.

Export

With this option you can export client data to other applications. The data will be exported to a delimited text file, with the following fields on each line:

Client Name, Terms, Category, Contact, Address Line 1, Address Line 2, City, State Zip, Comment

The delimiters set in Tools/User Options/Other will be used.

Print

Choose this option to print the list of clients.

114 Responsive Time Logger Help

7.2.12.3 Client Data Window

Quick Summary: Allows you edit client data such as name, address, etc.

How to Get There: Edit/Edit Client Information/Add or Edit

Type in the appropriate information and click OK.

A/R Category refers to Accounts Receivable Category. This field is used when exporting Quicken or

Quickbooks data. See

Sharing Data via Quickbooks IIF

Files

7.3 View Menu

7.3.1 View Menu

114

115

115

115

116

7.3.2 Standard Toolbar

Quick Summary: A set of buttons used for executing common commands

How to Get There: View/Standard Toolbar

207

Use this command to display or hide the Standard Toolbar. Time Logger has two toolbars – the standard and the user. You can customize both of these toolbars (see

Customize/Standard Toolbar

149

). We recommend that you put functions that you use most frequently on the standard toolbar, and put functions that you use in special situations (for example, at billing time) on the user toolbar.

That way, whenever billing time comes around, you can display the user toolbar with its specialized functions.

Reference by Menu Options 115

7.3.3 User Toolbar

Quick Summary: A set of buttons used for executing common commands

How to Get There: View/User

Toolbar

207

Use this command to display or hide the User Toolbar. Time Logger has two toolbars – the standard and the user, both of which may be customized (see

Customize/Standard Toolbar

149

7.3.4 Status Bar

Quick Summary: A window containing help and other information

How to Get There: View/Status

Use this command to display and hide the

Status Bar

172

, which describes the action to be executed by the selected menu item or

207

button. A check mark appears next to the menu item when the Status Bar is displayed.

7.3.5 Summary

7.3.5.1

Summary

Quick Summary: View totals and other summary information for records that match the current

205

How to Get There: View/Summary

When you select this option, Time Logger will display the Summary window, which presents information such as total hours, total fee, etc.

More:

Summary Window

115

7.3.5.2

Summary Window

Quick Summary: Displays totals and other summary information for records that match the current

205

How to Get There: View/Summary

This window displays summary information about the

Quick Summary: View subtotal information for the current time record list

207

(such as total fee, total hours, etc.). Here's an example:

116 Responsive Time Logger Help

Note that you can select text in this window, copy it to the clipboard, and paste it into another document.

Advanced users: you can change the content of this window by editing the file SummaryTemplate.rtf

in the Template directory under the TimeLog directory.

7.3.6 Subtotals

7.3.6.1

Subtotals

207

How to Get There: View/Subtotals

For a quick look at subtotals for the current records, choose this option to display the subtotal window.

More:

Subtotal Window

116

7.3.6.2

Subtotal Window

Quick Summary: Displays subtotal information for the current time record list

207

How to Get There: View/Subtotals

Reference by Menu Options 117

In this example, subtotals are shown for Person and Start Date. That is, for each person the window displays daily totals as well as a total for that person. You can decide what columns to include in this window from the Tools/User Options/Printing window.

7.4 Records Menu

7.4.1 Records Menu

New Time Record

117

Edit Selected Record

123

Duplicate Selected Record

124

Edit Record Descriptors

124

Memorize Descriptors

127

7.4.2 New Time Record

7.4.2.1

New Time Record

Quick Summary: Lets you add a time record "after-the-fact"

How to Get There: Records/New Time Record

Choose this option to add one or more new time records to the

Start Time/End Time Panel

206

. You will use this command if, for example, you are entering time record data at the end of the day.

Selecting this option will bring up the Edit Record window. After you have filled in the time record data, choose OK or OK & Repeat.

More:

Edit Record Window

118

Set Date Window

121

Set Time Window

121

122

118 Responsive Time Logger Help

Internal Description Window

123

7.4.2.2

Edit Record Window

Quick Summary: Allows you to enter time record data manually

How to Get There: Records/Add Time Record

You will use the Edit Record window to fill in or edit time record information for existing or new time records. When you finish editing the data, choose OK to have Time Logger enter the new record into the database, or Cancel to abandon your changes.

Here is a description of each of the controls:

Start (Date and Time)

Enter the date and time at which the time record started (See

Shortcuts for Specifying Time

179

Note that if you are running in duration-only mode, only the Date edit box will be available.

Calendar Button

To enter a date by clicking on a calendar, click the little button that appears to the right of the start and end date controls.

Reference by Menu Options 119

Clock Button

To enter a time by dragging the hands of a clock, click the clock button that appears to the right of the start and

Start Time/End Time Panel

205

controls.

End (Date and Time)

Enter the date and time at which the time record ended. If running in duration-only mode, these controls will not be visible.

Panel

Click this button to display a way-cool window for setting the start and end dates and times. For more on this, see

122

Duration

205

The duration of the stopwatch. A display of "????" indicates that Time Logger cannot calculate a

proper duration based on the contents of the Start, End, and Pause Duration

206

edit boxes. This will occur, for example, if the

206

is later than the End Time.

Pause Duration

The duration of the pause or suspension period. If the time record had been interrupted for some period, you may enter the duration of the pause here.

Time Record Descriptor

206

Combo Boxes

Enter or select the

time record descriptors

207

for the time record. By default, the combo boxes are labeled Person, Client, Project, Subproject, Activity, Rate, Other, Internal Rate, Tax Rate, and

Mileage Rate. However, your labels may be different if you have customized them. You will use the contents of these fields to categorize the time record.

The three buttons at the right of each

205

204

let you add, edit, or delete the descriptor respectively. Click the button with the green plus sign to add a new descriptor. To edit the currently selected descriptor, click the button with the picture of a pencil on it. Clicking the button that displays a red minus sign will delete the currently selected descriptor.

Fixed Expense

If there was some expense or other flat charge associated with this time record enter it here.

For example, if you traveled to the copy center and spent $15 on copying, the time record might start at 10:00, end at 10:44, and include a fixed expense of $15.

If you have an expense that is not associated with a period of time, set both the start and end time of the time record to the time at which the expense was incurred.

Let's say you purchased $21 worth of paper for the client while you were at the office supply store

(around 11 AM). In this case, you could set both the start and end times to 11:00, and the fixed expense field to $21.

The fixed expense field may also be used for things such as monthly expenses. For example, if your state requires that you charge sales tax on your services, here's one way to handle it: At the end of the month, determine the client's total charges, and calculate the amount of the sales tax. Then, add that sales tax as a fixed expense for a time record with no duration.

Calculator Button

Click the calculator button to the right of the Expense control to perform any calculations. To transfer the result of those calculations, press Ctrl-C, close the calculator, click in the expense box, and press

Ctrl-V.

Billable

Sometimes you perform work for a client, but cannot bill for it. For example, you may not want to charge for writing up a proposal. Uncheck the Billable box if the time record is not billable.

120 Responsive Time Logger Help

Using this feature can help you evaluate how much of your time is spent on non-billable activities.

Note that Time Logger will not allow you to include a non-billable time record on an invoice unless that record's fee is zero.

Billed

Check this box if you have billed the client for the work or expenses related to this time record.

IMPORTANT: If you use Time Logger's invoicing capabilities, Time Logger will automatically check this box for you. That is, when you post an invoice to accounts receivable, Time Logger will automatically set Billed to TRUE. It will also set the invoice number that the record was billed on.

This helps you avoid billing for the same work twice, or failing to charge for work you've performed.

On Invoice

Contains the number of the invoice on which this time record was billed. Time Logger will automatically fill in this field if you use its invoicing features. If the work has not been billed, this edit box will be grayed out and display a zero.

Description

Type in a complete description of what you did while the time record was in progress. Descriptions such as "Compiled the weekly field report and faxed it to headquarters." are appropriate here.

OK & Repeat

This button will only be present when you are adding new time records. Select it when you wish to add a series of records to the database.

More >>/<< Less

The remaining controls in this window are used less frequently. The More >>/<< Less button will hide or show these controls. That is, if the controls are not visible, the button will read "More >>", and clicking it will display the controls. Click on "<< Less" to hide them again.

Other

This descriptor may be used however you like to describe the record. We added it because some users felt that they needed additional ways to categorize each record.

Internal Rate

If your company has an internal rate that is not used for billing, enter it here. You might use this field to calculate profit by comparing what your time costs you to the amount it costs your client.

Tax Rate

If your government requires you to charge a tax (often known as a Value Added Tax) on your work, enter the tax rate here.

Mileage Rate

Enter the rate at which you bill your travel in dollars per mile. For example, if you charge your clients

30.5 cents per mile, enter .305. Of course, you should use your own country's units for currency and distance.

Internal Description

Time Logger lets you have two separate narrative descriptions for each record. You might use this for a description that will only be used within the company.

Mileage

Enter the distance traveled for this record.

Time Taxable

If your time is taxable, check this box.

Reference by Menu Options 121

Expense Taxable

If your expenses are taxable, check this box.

Travel Taxable

If your travel is taxable, check this box.

7.4.2.3

Set Date Window

Quick Summary: Lets you change a start or end data with the mouse

How to Get There: Records/Edit Selected Record and click the Calendar icon near the start or end date controls

Click the date you want, use the arrow keys to change year or month, or click Today to select today's date.

7.4.2.4

Set Time Window

Quick Summary: Lets you change a start or

Quick Summary: Lets you edit or examine the currently selected time record

205

with the mouse

How to Get There: Records/Edit Selected Record and click the Clock icon near the start or end time controls

122 Responsive Time Logger Help

Click on the tip of the hour or minute hand, drag until the time you want is showing, then release. We think you'll find this is the most enjoyable way to change a time!

7.4.2.5

Start Time/End Time Panel

Quick Summary: Lets you change the start and end dates and times with the mouse

How to Get There: Records/Edit Selected Record and click the Panel button

This window (we call it a Panel because it sounds cool) is like a command center for changing start and end dates and times.

Reference by Menu Options 123

Click the start and end dates and times you want, then select OK. Choosing Date Sync will set the end date equal to the start date.

7.4.2.6

Internal Description Window

Quick Summary: Lets you enter an internal description for a time record

How to Get There: Records/Edit Selected Record and click the Internal Description button

Use this window to enter an internal description (a second description for the time record that you may choose to keep internal to your company).

7.4.3 Edit Selected Record

7.4.3.1

Edit Selected Record

204

How to Get There: Records/Edit Selected Record

124 Responsive Time Logger Help

Choose this option when you wish to modify or just examine the contents of the currently selected time record.

The Edit Record window

118

will appear and allow you to modify the fields for that time record.

Choose OK to enter the modifications into the database, or Cancel to abandon your changes.

7.4.4 Duplicate Selected Record

7.4.4.1

Duplicate Selected Record

Quick Summary: Loads the selected record into the Edit Record window. You can then make modifications to the record, and, when you click OK, Time Logger will save it as a new time record in the database.

How to Get There: Records/Duplicate Selected Record

This option is useful if you wish to create a new time record that is very similar to one that already exists in the database. After you have edited the information in the Edit Record window, choose OK to have it added to the database.

7.4.5 Edit Record Descriptors

7.4.5.1

Edit Record Descriptors

Quick Summary: Allows you to edit the database of

Time Record Descriptors

207

. You may add, delete or edit descriptors, and set links between different descriptors.

How to Get There: Records/Edit Record Descriptors

Choose this option to bring up the Descriptors window and make changes to the Descriptors database. For more on descriptors, see

Add/Edit a Descriptor Window

More:

Descriptors Window

124

125

Which Descriptor(s) Window

126

7.4.5.2

Descriptors Window

Quick Summary: Allows you to edit the database of

Time Record Descriptors

207

. You may add, delete or edit descriptors, and set links between different descriptors (for example, link Hourly Rates to Clients).

How to Get There: Records/Edit Record Descriptors

Reference by Menu Options 125

This window allows you to add, edit, or delete time record descriptors. It also lets you allow or disallow runtime changes to the

205

database. For more detailed information, see

Here's a description of the controls in this window:

Combo Boxes

By default, the combo boxes are labeled Person, Client, Project, Subproject, Activity, Rate, Other,

Internal Rate, Tax Rate, and Mileage Rate. However, your labels may be different if you have customized them. You will use the contents of these fields to categorize the time record.

The three buttons at the right of each descriptor

204

Graphical View

Click this button to see a graphical display of the descriptors you've entered.

Import

Chose this button to import descriptor data from a text file. You might use this to take in client names or other descriptors from another application, or to share descriptors between two sites. For information on the file formats, see

and the link to type. For more on the file format, see Import/Export File Formats

189

Export

When you click this button, Time Logger will export the descriptors to a text file that you select. Each line on this file will contain the data from one descriptor, showing its text, type, text that it's linked to,

189

7.4.5.3

Add/Edit a Descriptor Window

Quick Summary: Allows you add a new

205

or edit an existing descriptor

How to Get There: Records/Edit Record Descriptors then click the Plus button or Pencil button next

126 Responsive Time Logger Help

to a descriptor control

Use this window to add a new descriptor or edit a descriptor that is already present in the database.

Simply type in the new descriptor, and select OK. To add a number of descriptors, press the Enter key twice after entering each one.

For detailed instructions on linking descriptors, see

Here's a description of the controls in this window:

Descriptor Edit Box

The label for this edit box will depend on the field that is being edited. For example, if you are adding or editing an hourly rate, the edit box will be labeled "Rate."

Type the descriptor text into this edit box, or modify the text that is already present.

Descriptor Radio Buttons

If you are linking the descriptor to another, select the descriptor field to which it will be linked. For example, if you are linking an hourly rate descriptor to a client, select the Client radio button.

Note that since descriptors may only be linked to others that are above them in the hierarchy (for example, you may not link a client to an hourly rate), some of these buttons may be disabled.

If you don't want to link the descriptor, choose the radio button labeled "None (that is, not linked)".

Descriptor Combo Boxes

Select the descriptor text to which you wish to link the descriptor. For example, if you are linking an hourly rate of $80 to XYZ Corporation, select "XYZ Corporation" in the Client

204

7.4.5.4

Which Descriptor(s) Window

Quick Summary: Due to the ability to link descriptors, there may be several

Memorized Descriptors Window

205 entries with the same text (for example, one linked, the other not). This window allows you to specify which one (or ones) you are interested in.

How to Get There: Records/Edit Record Descriptors then select an Edit or Delete button.

Reference by Menu Options 127

This window will appear when there is ambiguity as to which descriptor you wish to edit or delete. For example, if you have an activity of "Testing" linked to two different projects, Time Logger must know which of these you wish to edit or delete. For a greater understanding of this issue, see

Working with

Descriptors

7.4.6 Memorize Descriptors

7.4.6.1

Memorize Descriptors

Quick Summary: Memorizes the Client, Project, Subproject, Activity, and Hourly Rate descriptors

How to Get There: Records/Memorize Descriptors or Ctrl-M.

When you select this option, the set of descriptors in the currently selected record or window will be added to a list of memorized descriptors. You may later recall them.

To choose this option when a window is open, press Alt-M.

More:

127

7.4.6.2

Memorized Descriptors Window

Quick Summary: Displays a list of the descriptors you have memorized, so you can select one combination

How to Get There: Press Alt-R when in the Stopwatch or Edit Record window

128 Responsive Time Logger Help

Select the set of descriptors you wish to use and choose OK. Time Logger places the results in the

Stopwatch or Edit Record window's combo boxes. You may also double click on the desired set of descriptors.

Note that Time Logger will highlight the last descriptor

205

set you memorized.

7.5 Stopwatch Menu

7.5.1 Stopwatch Menu

Stopwatch Window Menu Option

128

Start

131

131

Stop

131

Start Copy of Selected Record

131

132

Start Memorized Record

132

7.5.2 Stopwatch Window Menu Option

7.5.2.1

Stopwatch Window Menu Option

Quick Summary: Displays the Stopwatch window, which allows you to view, start, end,

pause

206

, or edit the stopwatch

How to Get There: Stopwatch/Stopwatch Window

Choose this option when you wish to view or edit the stopwatch window.

More:

Stopwatch Window

129

Small Stopwatch Window

130

Reference by Menu Options 129

7.5.2.2

Stopwatch Window

Quick Summary: Allows you to time your work with the stopwatch and record information about what you are doing

How to Get There: Stopwatch/Stopwatch Window

Important: The Stopwatch window is a "modeless" window. That is, you can still access menus and other features of Time Logger while the window is visible. Many users find it convenient to leave the window up at all times. If the window is visible when you exit, Time Logger will automatically open it when you restart the program.

For detailed information on working with the stopwatch, see

Tracking Your Time with the Stopwatch

Most of the controls on this window are the same as those on the Edit Record window. For more on

these common controls, see Edit Record Window

118

Here is a description of the unique controls in this window. Note that if you are using the "small" stopwatch to save space (Select Tools/User Options/Stopwatch/Use small stopwatch), the labels on some of the buttons will be abbreviated. For example, "Stop/Start New" is abbreviated to "S/S."

In addition, several of the controls are disabled when inappropriate. For example, the Start button is disabled when the stopwatch is running.

130 Responsive Time Logger Help

Start (Date and Time Edit Boxes)

Shows the date and time at which you started the stopwatch. When the stopwatch is running, you may edit these two edit boxes. If it is "inactive," they will be grayed out.

Now

This control shows the current time. You may not edit this field.

Duration

205

Displays the duration of the stopwatch. A display of "????" indicates that Time Logger cannot calculate a proper duration based on the contents of the Start, Now, and

Pause Duration

206

edit

boxes. Such a result will occur if the Start Time

206

is later than the

End Time

205

, for example.

Pause Duration

Shows the duration of the pause or suspension period. When the stopwatch is

206

, Time

Logger will increment this field automatically as time elapses, therefore you may not edit it. When the stopwatch is not paused, you may edit this field.

Hide

Choose this button to hide the stopwatch -- that is, make it disappear. Choosing this will not change any of the combo boxes or edit controls. You can choose Stopwatch/Stopwatch Window to display it again at any time.

Start (Button)

Choosing this button starts the stopwatch.

Stop

Choose this button to stop the stopwatch and add the resulting time record to the

206

. Note that unless you have entered a fixed expense amount, the start and stop times for the stopwatch must be different.

Stop/Start New

This button is a shortcut for stopping the stopwatch (and adding the time record to the database) and then immediately starting it again. You will often use this button when moving from one task to another.

Reset

Resets or cancels the stopwatch without adding anything to the database. This is useful, for example, if you chose Start by mistake.

Pause

Choosing this button will pause the stopwatch.

End Pause

Choosing this button will end the pause of the stopwatch.

Smaller/Larger

When a button labeled "Smaller" is present on the stopwatch, clicking it will switch you to a smaller version of the stopwatch. If the "Larger" button is present, click it to switch to the larger stopwatch.

7.5.2.3

Small Stopwatch Window

Quick Summary: A smaller version of the stopwatch window that takes up less screen space

How to Get There: Choose Stopwatch/Stopwatch Window and click the button labeled "Smaller".

Once you're familiar with the regular stopwatch window, you may wish to use this special scrunched version. The font is smaller, the controls are smaller, and some less-frequently-used buttons are

Reference by Menu Options 131

missing.

Other than that, it works just like the regular stopwatch window (see

Stopwatch Window

129

7.5.3 Start

7.5.3.1

Start

Quick Summary: Starts the stopwatch

How to Get There: Stopwatch/Start

This menu option is one of many ways to start the stopwatch. You may also press F9, push the Start

Stopwatch

207

button, select Start Stopwatch from the system menu, or choose the Start button in the stopwatch window.

If you have set the option "Automatically open the stopwatch window when you choose Start

Stopwatch" (Tools/User Options/Stopwatch), Time Logger will display the stopwatch window whenever you start the stopwatch.

Note that if the stopwatch is already running, this menu option is disabled.

7.5.4 Pause

7.5.4.1

Pause

Quick Summary: Pauses the stopwatch

How to Get There: Stopwatch/Pause

This option starts or ends a

pause

206

in the stopwatch. It is only available when the stopwatch is running. If the stopwatch is

206

, this item will be checked, and selecting it will end the pause.

If the stopwatch is not paused, choosing this menu option will pause it, and place a check mark on the menu.

7.5.5 Stop

7.5.5.1

Stop

Quick Summary: Stops the stopwatch

How to Get There: Stopwatch/Stop

When you select this option, Time Logger will stop the stopwatch and add a time record to the database. Note that this option is unavailable when the stopwatch is not running.

We recommend that novice users stop the stopwatch via the stopwatch window, since the

time record descriptors

207

and description will be visible, making it less likely for you to enter a time record with incorrect data.

7.5.6 Resume Selected Record

7.5.6.1

Resume Selected Record

Quick Summary: Starts the stopwatch, preloading the

205

with the duration of the selected record, and deletes the selected record

How to Get There: Stopwatch/Resume Selected Record

Many users find that they frequently work on one project, get interrupted by another, and then resume work on the original project. The Resume Selected Time Record option makes it easy to keep track of this kind of activity.

132 Responsive Time Logger Help

When you resume a record, that original record is deleted from the database, and the stopwatch is preloaded with that original record's duration. Thus you end up with fewer time records with longer durations. The stopwatch is also loaded with all of the

205

information from the selected record.

For example, if at 3 o'clock you resume a record that had a duration of 10 minutes, that original record will be deleted, and the stopwatch will be setup as if it had started at 2:50 PM.

There are two important things to note about this command:

First, it is likely to cause overlapping time records, so you will want to allow time record

Alternating Between Different Tasks

(Tools/Global Options/Safety). If you don't want overlapping time records, use Start Copy of

Selected Record instead.

205

Second, this command is a bit dangerous. If, for example, you resume a record, then click the Reset button in the stopwatch, then, once you confirm the reset, the original information for that record will be lost. If you're concerned about this, use Start Copy of Selected Record instead. Note that if you resume a time record when the stopwatch is "Running," Time Logger will stop the Stopwatch before resuming the selected time record.

For more on this, see

7.5.7 Start Copy of Selected Record

7.5.7.1

Start Copy of Selected Record

Quick Summary: Starts the stopwatch using the descriptors from the

currently selected time record

204

How to Get There: Stopwatch/Start Copy of Selected Record

When you select this option, Time Logger starts the stopwatch, and fills in all of the information with that of the selected record. If the stopwatch is already running, it will stop it first (just as if you had clicked the Stop button).

For more on this, see

Alternating Between Different Tasks

7.5.8 Start Memorized Record

7.5.8.1

Start Memorized Record

Quick Summary: Starts the stopwatch and fills in the

Alternating Between Different Tasks

205

information based on a set of memorized descriptors.

How to Get There: Stopwatch/Start Memorized Record

For those of you who regularly bounce back and forth between a number of different projects, this is probably Time Logger's most valuable feature. It's a lot like the Start Selected Record feature, but much better. Here's how it works:

Let's say that most of the time you're working on one of five different tasks. For example, one of the tasks might be Client=AR Software, Project=Interface Design, Subproject=Toolbars, Activity=Testing.

First, you memorize the descriptor combinations for those five different tasks. One way to do that is to enter the combinations into the Edit Record window and press Alt-R to memorize each one (for more on this, see

Memorize Descriptors

127

Now, whenever you press F3 (or select Stopwatch/Start Memorized Record), Time Logger will

1. Stop the stopwatch (if it is running)

2. Start the stopwatch

3. Open the Recall Descriptors window for you to select which of the five tasks you are going to work on.

Reference by Menu Options 133

Thus with only a key press and a mouse click, you can switch to any of the tasks you commonly work on. This option is perfect for tracking phone calls and other interruptions.

Of course you can decide how many different combinations of descriptors to memorize, from one to hundreds.

Be sure to experiment with this feature so that you understand how powerful it is. For more about switching between projects, see

7.6 Filter Menu

7.6.1 Filter Menu

Filter Time Records

133

Clear Filter

134

7.6.2 Filter Time Records

7.6.2.1

Filter Time Records

Quick Summary: Let's you decide which records to display

How to Get There: Filter/Filter Time Records

Choose this option if you wish to display only some of the time records in the database. The Time

Record

Time Record Filter Window

205

window will appear, prompting you for a set of criteria for selecting which time records to display.

More:

133

7.6.2.2

Time Record Filter Window

Quick Summary: Displays the current filter

205

settings and allows you to modify them

How to Get There: Filter/Filter Time Records

In this window (Select Edit Task Filter from the Filter menu), you may define a filter that will exclude or "filter out" any time records that you are not currently interested in. A filter is very much like an

English sentence that describes which records you wish to see. For example, if you wanted to see all of last month's records, your filter would read:

"Start Date >= First of Last Month and

Start Date < First of This Month end

Once you have specified a filter, it will remain active until you either disable it or change it. The filter endures even if you exit Time Logger and start it up again. You can save a filter as part of an

environment. See Saving your Settings In Environments

for more on this.

To disable the filter (and display all of the time records) simply click the Clear (No Filter) button. You can also use this button as a quick way of clearing out all the filter information in preparation for defining a new filter.

IMPORTANT: If you ever find that time records that you entered are missing from the time record list

207

, they may simply be filtered out. In this case, choose Filter/Clear Filter to turn off the filter.

For detailed information on working with filters, see Filtering the Time Records

134 Responsive Time Logger Help

7.6.3 Clear Filter

7.6.3.1

Clear Filter

Quick Summary: Clears the

205

(so that all time records in the current database are displayed in the

Transfer File Status Window

207

)

How to Get There: Filter/Clear Filter

Choose this option to disable the current time record filter, thereby displaying all the time records in the database.

7.7 Invoice Menu

7.7.1 Invoice Menu

View Invoice

134

Print Invoice

134

Post Invoice

135

Edit Invoice Template

136

Automatic Invoice Filter

138

Invoice Multiple Clients

139

Accounts Receivable

141

View Past Invoices

145

7.7.2 View Invoice

Quick Summary: View the invoice for the current time records

How to Get There: Invoice/ View Invoice

When you select this option, Time Logger will create an invoice file from the

invoice template

205

, and replace the template fields with the appropriate invoice data, then display the finished invoice in your word processor.

You might use this command to preview the invoice before printing it, or to make custom changes to the invoice. If you print the invoice from within your word processor, be sure to choose Invoice/Post

Invoices so that it will be posted properly.

To view an invoice that has been produced previously, choose Invoice/View Past Invoices instead.

Time Logger increments the invoice number each time an invoice is posted to accounts receivable.

If you want to change the invoice number, choose Tools/Global Options/Other and modify the Next

Invoice Number.

7.7.3 Print Invoice

Quick Summary: Generates and prints an invoice for the current records

How to Get There: Invoice/Print Invoice

Choose this command to print the invoice for the currently visible records. After the invoice has been generated and printed, Time Logger will give you a chance to post the invoice.

Note that you may prefer to print invoices by choosing Invoice/Invoice Multiple Clients.

Reference by Menu Options 135

7.7.4 Post Invoice

7.7.4.1

Post Invoice

Quick Summary: Posts the invoice to accounts receivable and marks records as billed

How to Get There: Invoice/Post Invoice

Posting adds the current invoice to accounts receivable, marks every record represented on the invoice with the current invoice number, and increments the current invoice number.

Time Logger increments the invoice number each time an invoice is posted to accounts receivable.

If you want to change the invoice number, choose Tools/Global Options/Other and modify the Next

Invoice Number.

If you have chosen to export Quicken or Quickbooks data, that export will occur when you post an invoice. That is, the invoice data will be exported to the Invoices.qif or Invoices.iif file, respectively.

If these files already exist, Time Logger has no way to know whether you have already imported the data into Quicken or Quickbooks. In this case, it will display the Transfer File Status window to ask you whether it should add the new invoices to the file, or overwrite what is currently in that file.

More:

135

7.7.4.2

Transfer File Status Window

Quick Summary: Asks you whether Time Logger should overwrite data in the file used to transfer data to Quicken or Quickbooks

How to Get There: This window appears when you are posting an invoice (Invoice/Post Invoice) and have chosen to export Quicken or Quickbooks data (Tools/Global Options/General).

This window displays invoice information that is currently in the file used to transfer data to your accounting program. If you have already imported the listed information into Quicken, choose "Yes."

Time Logger will then delete that information, and replace it with information for the new invoice.

136 Responsive Time Logger Help

If you have not imported it, and plan to do so, answer "No." Time Logger will then add the current invoice information to the data already in the .QIF file.

In other words, you may choose to import the invoice data into Quicken each time you post an invoice to Accounts Receivable, or you may wish to post a series of invoices then import them all into

Quicken in one step. For example, if the invoices.qif file already contains data when you post an invoice, Time Logger will ask whether you want the new invoice data to replace what is there, or be added to it. If you have already imported the invoice data into Quicken, you will want Time Logger to replace it. Otherwise, you will want the new data appended to the file.

7.7.5 Edit Invoice Template

7.7.5.1

Edit Invoice Template

Quick Summary: Lets you modify the template that is used to create invoices

How to Get There: Invoice/Edit Invoice Template

205

Time Logger lets you design invoices with your favorite word processor. With your word processor, you design a template for the invoice, and save it as an

RTF

206 file (Rich Text Format). When it's time to view or print an invoice, Time Logger makes a copy of the template file, and then replaces each

template field

206

with the data appropriate for that field. For example, it replaces the % total_due field with total amount due for that invoice.

With this Edit Invoice Template command, Time Logger opens the template and lets you edit it with your word processor. The template file is chosen from the Tools/Global Options/Other window.

More:

Invoice Template Fields

136

7.7.5.2

Invoice Template Fields

Here are the fields that are replaced in the

205

. Any that are not self-explanatory are described.

%duration

%total_fee

%number – the Invoice number

%terms – as in "Net 30" from the client information database

%client_name

%project – the project name or "Multiple Projects" if more than one

%address_line_1

%address_line_2 – see comment below

%address_line_3 – see comment below

%client_comment

%day_description – see below

%detail – see below

%description – see below

%general_comment

%prev_bal – previous balance

%total_due

%date

%contact – the name of the contact, from the client database

%time_fee – the fee based on time alone (excluding expenses, etc.)

%expenses

%internal_fee

%distance

%travel_fee

%tax

Reference by Menu Options 137

%num_records

%hours_breakdown – see below

Handling of Address Lines

Note that some of your clients might require two address lines, like this:

Tom Smith

EasySoft, Inc.

Second Floor

300 Market Street

San Francisco, CA 94705 and others may only require one address line, for example,

Linea Conroy

ArcSoft

4 Elm Street

Berkeley, CA 95501

If only one line is needed, then %address_line_2 will contain the city, state and zip, and % address_line_3 will be blank. If two are needed, %address_line_3 will contain the city, state, and zip.

This prevents you from displaying addresses with blank lines in them, like this:

Linea Conroy

ArcSoft

4 Elm Street

Berkeley, CA 95501

The fields %city, %state, and %zip are also available for special needs.

Special Template Fields

Due to popular demand, Time Logger now lets you add some individual time record information to the invoice itself. For example, you may display the descriptions of the each time record on this invoice. This is particularly useful for users who typically have only a few time records per invoice.

These fields are a little different, because the text with which the

template field

206

is being replaced may be many lines long, and include tab characters. Thus, you need to set up your template with this in mind. Time Logger comes with several sample templates that show you how to set things up.

You'll find them in the Template directory under Time Logger's main directory.

Special Template Field %description

This adds a description paragraph to the invoice for each time record. For example:

Added session saving of key mouse presence. Modified hotkeys in flood and auto measures setup windows. Added ability to save mouse keyboard with session info.

Finally solved some of the keyboard mouse issues. Put together final version, prepared diskettes for Jenson Corp.

Wrote up combined status report.

Special Template Field %day_description

Use this field to add the date and the description for each record, like this:

138 Responsive Time Logger Help

Be sure that the paragraph in which you use this template field has an appropriate tab setting.

Special Template Field %detail

With this field you can display even more information for each record, as in this example:

Special Template Field %hours_breakdown

This field shows how long you worked at each different hourly rate. Like this:

39.70 Hours at $60.00/Hour

21.23 Hours at $100.00/Hour

You'll want to put this field on a line by itself, perhaps with a tab at the start of the line.

7.7.6 Automatic Invoice Filter

7.7.6.1

Automatic Invoice Filter

Quick Summary: Provides a quick way of setting up a

Automatic Invoice Filter Window

205

for invoicing a particular client

How to Get There: Invoice/Automatic Invoice Filter

To print an invoice, you'll typically set a filter so that only those records that should appear on the invoice are displayed, then print the invoice. The Automatic Invoice Filter command automatically sets up an appropriate filter, by letting you select a client in the Automatic Invoice Filter Window.

More:

138

7.7.6.2

Automatic Invoice Filter Window

Quick Summary: Provides a quick way of setting up a

1: Setting an Automatic Invoice Filter

205

for invoicing a particular client

How to Get There: Invoice/Automatic Invoice Filter

Reference by Menu Options 139

Select the client for which the invoice will be prepared, and click OK.

For more on this, and for information on how to customize the filter that is applied, see

Invoicing Step

7.7.7 Invoice Multiple Clients

7.7.7.1

Invoice Multiple Clients

Quick Summary: Automatically prints and posts invoices to multiple clients that you select

How to Get There: Invoice/Invoice Multiple Clients

When you select this powerful feature, Time Logger prepares invoices and time reports for many clients at once. You select the clients you'd like to invoice in the Invoice Multiple Clients window, and

Time Logger does the rest.

More:

Invoice Multiple Clients Window

139

7.7.7.2

Invoice Multiple Clients Window

Quick Summary: Lets you select multiple clients to invoice

How to Get There: Invoice/Invoice Multiple Clients

This is, perhaps Time Logger's most powerful new feature. You can now tell Time Logger to automatically print time reports and invoices for all of your clients - unattended. For each client in the database, it first sets an appropriate invoice

Accounts Receivable Window

205

, then prints the time report and invoice, and

140 Responsive Time Logger Help

posts the invoice to accounts receivable.

Here's what the window looks like:

To use this window, select the clients you want to invoice, select what you want to do for each client

(that is, Print Time Report, Print Invoice, and/or Post Invoice), and click OK. Ctrl-Click on a client name to select or unselect it.

In this example, the user has selected to print a time report and invoice for each selected client, and also post the invoices. The user has chosen not to produce invoices and reports for Flaxol or Wilson

Clothing.

For each client, Time Logger will apply a filter so that only the records that should be billed for that client are included. The default filter that Time Logger uses reads:

Client = ClientName and

Billed = No and

Billable = Yes end

You can customize the invoice filter that it uses, and even have an individual filter for each client!

For each client, Time Logger loads the environment InvoiceFilter.sev (sev stands for Special

Environment):

Client = %ClientName and

Billed=No and

Billable=Yes end and replaces "%ClientName" with the name of the current client. So, if you want to customize this default filter, simply edit the InvoiceFilter.sev environment. That is, load that environment, change the filter as desired, and save the environment again.

Now, you may wish to have a different environment for each client. For example, you might like to use a different format for the time report, or have a specialized invoice for different clients. Here's how to do that.

Reference by Menu Options 141

If, when Time Logger is generating an invoice for a particular client, it finds an environment file with that client's name, that environment is loaded instead of InvoiceFilter.sev. For example, if the client is Microsoft, and an environment file "Microsoft.ev4" exists, that environment will be loaded before printing the time report and/or invoice.

This is extremely powerful, because it lets you have a completely different layout for each client's report and invoice. For example, Client A can have landscape reports with large fonts, Client B can have reports that include less detail, etc. Client A could have a report that shows non-billable time

(with a rate of 0), and Client B could get a report with detailed subtotals.

7.7.8 Accounts Receivable

7.7.8.1

Accounts Receivable

Quick Summary: Lets you view Accounts Receivable

How to Get There: Invoice/Accounts Receivable

When you select this option, Time Logger displays the Accounts Receivable window, allowing you to view the status of invoices you have sent out and apply payments.

More:

141

Invoice Window

143

Payment Window

144

Aging Window

144

7.7.8.2

Accounts Receivable Window

Quick Summary: Displays the invoices in Accounts Receivable

How to Get There: Invoice/Accounts Receivable

142 Responsive Time Logger Help

This window displays a list of the invoices sent out and the payments received. Invoices are shown with a white background, and payments with a light blue background. In the figure above, invoice

1001 is selected.

Note that you can change the width of any of the columns by clicking in the

column heading

204

, and dragging right or left.

Here's a description of each of the controls in this window

Sort By

Use this control to sort the records by Number, Client Name, or Date.

Show

Use this to decide to display invoices only, payments only, or both.

Client

To show only records for a particular client, select the client name in this box, or select <Show All

Clients>.

Add Invoice

To display the Invoice window and add a new invoice, click this button.

Add Payment

To display the Payment window and add a new payment, click this button.

Edit

Click this button to modify the currently selected record.

Reference by Menu Options 143

Delete

When you click this, the currently selected records will be deleted. Note that when an invoice is posted to Accounts Receivable, each time record that appears on that invoice is marked with the invoice number. Therefore, when you delete an invoice, you will also want to set those records back

to "Not Billed". To do this, close the A/R window, set a filter

205

so that only those records appear (for example, Invoice = 1234 end), and then choose Edit/Modify All Filtered Records and set "Billed" to

"No". You can view a video on this at http://www.ResponsiveSoftware.com/videos.htm

Aging

Choose this to display the Aging window, and view the aging report.

Print

When you click this, the records displayed in the accounts receivable window will be printed.

Import

Choose this to import accounts receivable data from another application. For information on file

formats, see Import/Export File Formats

189

Export

To export accounts receivable data to other application, select this. For more on file formats, see

Password Security/For Global Options/Turn Password Security On/Off

189

7.7.8.3

Invoice Window

Quick Summary: Lets you add an invoice to Accounts Receivable.

How to Get There: Invoice/Accounts Receivable and click the Add Invoice button.

Fill in the information about the invoice, and click OK. To add multiple invoices, click OK & Repeat.

The File Name edit box will contain data in it only if Time Logger posted the invoice.

144 Responsive Time Logger Help

7.7.8.4

Payment Window

Quick Summary: Lets you add a payment to Accounts Receivable.

How to Get There: Invoice/Accounts Receivable and click the Add Payment button.

Fill in the information about the payment, and click OK. To add multiple payments, click OK &

Repeat.

7.7.8.5

Aging Window

Quick Summary: Displays the aging for the current client. That is, what the client owes you, and how long it has been owed.

How to Get There: Invoice/Accounts Receivable and click the Aging button.

Reference by Menu Options 145

This window reports the total amount owed by a client or by all your clients. It also shows what portions of that total were billed in the last 30 days, 31-60 days, etc.

7.7.9 View Past Invoices

7.7.9.1

View Past Invoices

Quick Summary: Lets you view, in your word processor, an invoice that was created in the past.

How to Get There: Invoice/View Past Invoices

When you choose this option, Time Logger will let you select an old invoice to view.

7.8 Tools Menu

7.8.1 Tools Menu

Font/Record Detail Font

145

Font/Heading Font

145

Font/Report Title Font

146

146

Password Security/For Global Options/Change Global Options Password

146

Password Security/For Current Database/Turn Password Security On/Off

147

Password Security/For Current Database/Change Administrator Password

147

Password Security/For Current Database/Change User Password

147

Password Security/For Current Database/Assign User Passwords

147

Sort Order/Subtotals

148

Customize/Standard Toolbar

149

Customize/User Toolbar

151

151

151

151

158

163

164

Load Environment: [Environment Name]

164

7.8.2 Font/Record Detail Font

Quick Summary: Lets you change the font used to display time records

How to Get There: Tools/Font/Record Detail Font

Choosing this option allows you to change the time record font via the

Font Selection Window

146

7.8.3 Font/Heading Font

Quick Summary: Lets you change the font used in the

printouts) via the Font Selection Window

204

headings

How to Get There: Tools/Font/Heading Font

Choosing this option allows you to change the time record heading font (in both the main window and

146

146 Responsive Time Logger Help

7.8.4 Font/Report Title Font

7.8.4.1

Font/Report Title Font

Quick Summary: Lets you change the font used for time report titles and section headings

How to Get There: Tools/Font/Report Title Font

Choosing this option allows you to select, via the Font Selection window, the font that Time Logger will use for both the title and the section headings (such as Summary, Subtotals) of the time report.

More:

Font Selection Window

146

7.8.4.2

Font Selection Window

Quick Summary: Lets you specify a font

How to Get There: Tools/Font/Report Title Font or Tools/Font/Report Detail Font

This is a standard Windows font selection window.

Use it to set the font for either the time records, headings (choose Font from the Options menu) or the time report title.

Select the desired font, style, and size, and choose OK.

7.8.5 Password Security/For Global Options/Turn Password Security On/Off

7.8.5.1

Password Security/For Global Options/Turn Password Security On/Off

Quick Summary: Allows you to turn password security on (require passwords) or off for Global

Options

How to Get There: Tools/Password Security/For Global Options/Turn Password Security On [Off]

If you decide to password-protect the ability to make changes to the global options, select this menu item. For more on the use of password security, see

More:

Password Window

146

7.8.5.2

Password Window

Quick Summary: A general-purpose window for entering or changing passwords

How to Get There: Choose one of the Tools/Password Security menu options or attempt to perform an action that requires a password

Follow the instructions in the window to choose, enter, or change a password.

7.8.6 Password Security/For Global Options/Change Global Options Password

7.8.6.1

Password Security/For Global Options/Change Global Options Password

Quick Summary: Allows you to change the Global Options password

How to Get There: Password Security/For Global Options/Change Global Options Password

We recommend that you periodically change the global options password. Choose this option to do so. For more on the use of password security, see

Reference by Menu Options 147

7.8.7 Password Security/For Current Database/Turn Password Security On/Off

7.8.7.1

Password Security/For Current Database/Turn Password Security On/Off

Quick Summary: Allows you to turn password security on (require passwords) or off for a particular file

How to Get There: Tools/Password Security/For Current Database/Turn Password Security On [Off]

To protect the contents of a

206

, select this option. Once a database is protected by password, each user must have a password to open the database, and, unless that user knows the administrator password, he or she will only be able to see his or her own time records.

For more on the use of password security, see

7.8.8 Password Security/For Current Database/Change Administrator Password

7.8.8.1

Password Security/For Current Database/Change Administrator Password

Quick Summary: Allows you to change the administrator password for the current database

How to Get There: Tools/Password Security/For Current Database/Change Administrator Password

We recommend that you periodically change the administrator password for the database. Choose this option to do so.

For more on the use of password security, see

7.8.9 Password Security/For Current Database/Change User Password

7.8.9.1

Password Security/For Current Database/Change User Password

Quick Summary: Allows you to change the password of the person currently using Time Logger

How to Get There: Tools/Password Security/Change Person Password

Choose this option to change your password if you are not an administrator. For more on the use of password security, see

7.8.10 Password Security/For Current Database/Assign User Passwords

7.8.10.1 Password Security/For Current Database/Assign User Passwords

Quick Summary: Allows an administrator to assign or change passwords for individual users

How to Get There: Tools/Password Security/For Current Database/Assign User Passwords

Choose this option to bring up the Password Assignment window, and assign passwords to individual users. For more on the use of password security, see

Password Assignment Window

More:

147

7.8.10.2 Password Assignment Window

Quick Summary: Allows an administrator to assign or change passwords for individual users

How to Get There: Tools/Password Security/For Current Database/Assign User Passwords

148 Responsive Time Logger Help

Administrators may access this window to assign passwords to individual users, or to view current passwords.

TIP: For rapid entry of a series of names, type the name, press the Tab key, type the password, and press the Enter key.

Person

Type in or select the person for whom the password will be set.

Password

This edit box will display the person's current password. Enter the user's new password and choose

OK or OK & Repeat.

OK & Repeat

If you wish to assign a series of passwords, select this button after entering each user's new password.

7.8.11 Sort Order/Subtotals

7.8.11.1 Sort Order/Subtotals

Quick Summary: Lets you change the sort order and subtotaling of the time record list

207

How to Get There: Tools/Sort Order/Subtotals

Select Sort Order when you want to change the order in which Time Logger displays the time records.

The Sort Order window will appear, and allow you to select up to four fields on which to sort the time record list.

The sort order will remain in force even if you exit and restart Time Logger.

For more on this topic, see Sorting the Time Records

and

Working with Subtotals

More:

Sort Order/Subtotals Window

148

7.8.11.2 Sort Order/Subtotals Window

Quick Summary: Allows you to sort the

207

and specify subtotal fields

How to Get There: Tools/Sort Order/Subtotals

Reference by Menu Options 149

This window allows you to choose the order in which time records will appear in the time record list.

Since sorting and subtotaling are closely related, you will also use this window to select the fields for subtotaling.

First Field - Fourth Field

Select the fields on which you wish to sort the time record list. For example, if you set the first field to

Client and the second field to Project, the list will be sorted by client. Within each client, records will be sorted by project.

Display Subtotals

Check this box to display subtotals for the field to the left of the check box. For example, you might sort the records on Client and Project and check the Display Subtotals check box next to the Project

For more on this topic, see Sorting the Time Records

204

. In this case, you will be able to obtain subtotals for each client, and for each project within that client. To view subtotals, choose Records/Subtotals.

Ascending/Descending

Choose one of these radio buttons to sort the records in ascending or descending order.

Use Defaults

To return to the default sort order (First Field: Start), choose this button.

and

Working with Subtotals

7.8.12 Customize/Standard Toolbar

7.8.12.1 Customize/Standard Toolbar

Quick Summary: Allows you to add or remove standard toolbar

207

buttons, and to rearrange their positions

How to Get There: Tools/Customize/Standard Toolbar

When you select this option the Customize Toolbar window appears, letting you decide exactly what functions are available on the standard toolbar.

Because Time Logger has two toolbars (the standard and the user) you can put functions that you use most frequently on the standard toolbar, and those that you use in special situations (for example, at billing time) on the user toolbar. That way, whenever billing time comes around, you can display the user toolbar with its specialized functions.

More:

Customize Toolbar Window

150

150 Responsive Time Logger Help

7.8.12.2 Customize Toolbar Window

Quick Summary: Allows you to add or remove standard toolbar

207

buttons, and to rearrange their positions

How to Get There: Tools/Customize/Standard Toolbar or Tools/Customize/User Toolbar

Use this window to arrange the buttons on a toolbar.

The list box on the left shows toolbar buttons that are available. Note that almost every Time Logger function is represented. Each line shows the button's icon and a description of what it does. If you can't see the entire description, use the horizontal scroll bar at the bottom of the box to scroll it into view. The box on the right shows the toolbar buttons that are currently visible on the toolbar.

You can use the drag-and-drop interface to arrange the buttons. Click on a button in the left box, and drag it to the right box to add it to the toolbar. Drag from the right to the left to remove a button. You can also drag a button within the right box to change its relative location.

When you're done arranging, click the Close button.

Here's a description of each button in this window:

Add ->

Adds the button selected in the left box to the toolbar

<- Remove

Removes the currently selected button from the toolbar

Close

Closes the window

Reset

Sets a default arrangement for the toolbar

Help

Displays this help

Move Up

Moves the selected button up in the list of buttons

Move Down

Moves the selected button down in the list of buttons

Reference by Menu Options 151

7.8.13 Customize/User Toolbar

7.8.13.1 Customize/User Toolbar

Quick Summary: Allows you to add or remove User

207

buttons, and to rearrange their positions

How to Get There: Tools/Customize/User Toolbar

When you select this option the Customize Toolbar window appears, letting you decide exactly what functions are available on the user toolbar. For more on customizing toolbars, see

Customize/

Standard Toolbar

149

7.8.14 Menus/Full

7.8.14.1 Menus/Full

Quick Summary: Turns on full menus, making all options available

How to Get There: Tools/Menus/Full

When this menu option is checked, all menu options are available.

7.8.15 Menus/Simplified

7.8.15.1 Menus/Simplified

Quick Summary: Turns on simplified menus, removing all but the most basic menu options

How to Get There: Tools/Menus/Simplified

When this option is checked, only the most basic Time Logger functions will be available on the menus. Chose this option for a novice user, or someone who only uses Time Logger infrequently.

IMPORTANT: If you select Simplified Menus, remember that you've done so. That is, when you are frustrated because you can't find a menu option described in the help, remember to turn on full menus again.

7.8.16 User Options

7.8.16.1 User Options

Quick Summary: Allows you to customize a number of Time Logger's features (for example,

Terminology used,

User Options Window/Appearance Tab

205

format, information prompts, etc.)

How to Get There: Tools/User Options

This window is used for setting Time Logger options that are specific to the current user. To change options that will affect all users, choose Tools/Global Options. This window has six tabs.

More:

152

User Options Window/Duration Format Tab

152

User Options Window/Other Tab

152

User Options Window/Printing Tab

154

User Options Window/Progress Tab

156

User Options Window/Stopwatch Tab

157

152 Responsive Time Logger Help

7.8.16.2 User Options Window/Appearance Tab

Quick Summary: For setting options that affect the appearance of the

On this tab, select the duration

207

How to Get There: Tools/User Options/Appearance

Here's a description of the buttons and options available here:

Background Color

Click this button to select the background color for Time Logger's main window.

Alternate Color

Click this button to select a color for every other line in Time Logger's display. We recommend choosing a custom pale alternate color, such as a light green.

Use Alternating Row Colors

When this option is checked, Time Logger will display alternate lines in different colors.

Lines Per Record

Use this edit box to set the number of lines each time record will occupy in the time record list. If this value is less than the number of lines required to display the entire time record description, Time

Logger will truncate it in the time record list. That is, Time Logger will only display the text that fits.

Note that this will affect printed time reports as well only if "Expand height of individual records so that the entire description is always visible." on the Tools/User Options/Printing tab is not selected.

Other Options

The remaining options in this window affect the presence and appearance of divider lines between rows and columns in the time record list. You may choose to have no dividers, regular dividers, or

3D dividers.

7.8.16.3 User Options Window/Duration Format Tab

Quick Summary: Allows you to specify how you wish to display Time Record durations (2:45, 2 hr 45 min, 2.75 Hours, 2.75, etc.).

How to Get There: Tools/User Options/Duration Format Tab

205

format you'd like used in the

207

and in printed reports. For example, if you select "Hour, Minute," then times will display like this "3 hr 5 min."

Note that options that eliminate labels (for example, Just Minutes), are useful if you will copy and paste data to a spreadsheet using the Edit/Copy Selected Records option.

7.8.16.4 User Options Window/Other Tab

Quick Summary: Allows you to change miscellaneous options.

How to Get There: Tools/User Options/Other Tab

Reference by Menu Options 153

Word Processor Selection

Time Logger lets you use your own word processor to create, view, and print invoices and invoice templates. For example, when you choose to view an invoice, Time Logger runs your word processor, loads the

invoice template

205

, and replaces the template fields with the appropriate values (for more on invoicing, see

Printing Invoices

Time Logger can use any word processor that can read and write

RTF

206

file (RTF stands for Rich

Text Format). This includes most word processors on the market.

In this window, you tell Time Logger which word processor you'd like to use. Select the radio button that corresponds to your word processor; if yours isn't listed, choose "Wordpad or Other."

Next, enter the full path to your word processor's exe file. You may use the browse button to locate that file.

Importing and Exporting -- Delimiters

When Time Logger exports time record to a text file, or exports client or accounts receivable data, fields are separated by a delimiter, and each field is prefixed with a prefix character, and suffixed with a suffix character. In this part of the window, you select those characters or strings.

For example, if you select a comma as the delimiter and a quote as the prefix and suffix, the start of one line in the exported client data file might look like this:

"AR Software","Net 30, Thanks!","Prof Fees","Betsy Bayer"…

This seemingly innocent setting is actually a very powerful feature. You can, for example, choose

HTML commands for these strings, and output formatted data!

To use a tab character as the delimiter, enter "\t" into the Field Delimiter edit box.

Show All Informational Messages

You've probably already seen some of Time Logger's informational messages. These appear in a window that has a checkbox at the bottom that says, "Don't show me this message again." If you

154 Responsive Time Logger Help

check that box, that message will no longer come up. But if you later change your mind, and want to see these messages again, click Show All Informational Messages.

Backup Folder

Enter the path of the folder you wish to use when backing up data with the Instant Backup command.

Automatically back up the database each time you exit Time Logger

If you select this option, then each time Time Logger exits, it will make a backup copy of the database you are currently using. The backup will be created in your backup folder (see above) in such a way that you can restore from any of the last five automatic backups that were made. Here's how it works. If you are working with a database called "MyData.mdb" then the first time you exit

Time Logger, the backup "MyDataAutoBackup01.bak" is created. Next time, the file will be called

"MyDataAutoBackup02.bak". This continues until …AutoBackup05.bak", at which point the next filename will start again at …AutoBackup01.bak. Advanced users can modify the number of different backups that are created by choosing Advanced/Edit/Individual Settings File and modifying the

"NumAutoBackups" line.

Thus, if you ever damage your database by mistake, choose File/Restore from Backup, and select the AutoBackup file with the latest modification date.

Because the backup occurs when Time Logger exits, you probably won't even notice a delay.

However, if the backup fails (for example, if your backup folder points to a drive that is not available), you will not be warned that the backup did not take place.

Automatically Change End Date When Modifying Start Date

When this is checked, any changes to the start date in the stopwatch or edit record window will result in the same change to the end date. This is convenient since most time records start and end in the same day.

Give Warning Before Deleting Records, Descriptors, Etc.

If you check this, Time Logger will ask you to confirm deletion of such things as time records and descriptors.

Play Sound Effects

Select this if you wish to hear sound effects that give you feedback when starting the stopwatch, pausing, etc.

Reload Last Time Record Database

206

At Startup

If this is checked, then Time Logger will automatically reload the last database you worked with when it starts up.

7.8.16.5 User Options Window/Printing Tab

Quick Summary: Allows you to change printing-related options.

How to Get There: Tools/User Options/Printing Tab

Here is a description of the items you can set in this window:

Report Title

Enter a title that will be used for time reports. If you include the text "%client_name" in this title, that text will be replaced with the name of the client represented in the report. If the report includes time records from multiple clients, the text will be replaced with "Multiple Clients."

Expand Height of Individual Records so That the Entire Description is Always Visible

In the Tools/User Options/Appearance tab, you specified the number of lines you wished displayed for each time record. Sometimes the description is too long to be displayed within those lines.

If you check this item, Time Logger will increase or decrease the number of lines in the printout

Reference by Menu Options 155

allotted to each time record on a record-by-record basis so that the entire description is always visible. Note that this only affects the display in the printout, not in Time Logger's main window.

Highlight Groups

Checking this item allows you to emphasize groups of time records in a time report.

If, for example, the

207

contains several time records in a row with the same start date, you may wish to display that start date only for the first time record. For example:

With Group Highlighting:

Date

11/01/06

From

10:30

11:15

13:40

11:15

12:25

15:19

Description

Worked on

Johnson's paper

Continued on paper

Finished Johnson's paper

Met with Johnson 11/02/06 09:03

Without Group Highlighting:

10:52

Date

11/01/06

11/02/06

From

10:30

11:15

13:40

09:03

11:15

12:25

15:19

10:52

Description

Worked on

Johnson's paper

Continued on paper

Finished Johnson's paper

Met with Johnson

Group highlighting always refers to the leftmost

204

in the report. For example, if you make

Hourly Rate the leftmost column, then this field will receive the group highlighting treatment.

Optimize For Printing to a File

One clever technique for putting reports in a text file is to print to a file. First, create a generic/text only printer (Start/Settings/Control Panel/Printers/Add Printer – consult the Windows help if you need assistance with this). Next, when you print the report, choose Print to a File in the Print window. If you check this Optimize for Printing to a File item, Time Logger will remove the page headings that would normally be printed at the start of each page. This will result in a cleaner text report that you might want to email to someone, for example.

Print Column Headings in Reverse

Select this to have headings in your printout that look like this:

156 Responsive Time Logger Help

Print the Description on a Separate Line

Select this to have the description printed on a separate line, as in the example above. This layout is very useful, since it lets you display more fields on the time record's main line.

Report: Display … in the Report

Check or uncheck these options to specify what components you'd like to see in the report. For example, if you check "Display subtotals in the report", then subtotals will be displayed.

Subtotals: Display …

Use these options to decide exactly which columns are displayed in the subtotals part of your report.

Subtotals: Skip to a new page for Subtotals

If you check this option, a page break will be inserted before the subtotals part of the report.

Summary: Display …

Chose the summary components you'd like displayed (for example, fee, distance,

Time will be 16:00 or 4:00 PM. If you pause

205

, etc.).

Summary: Skip to a new page for Summary

If you check this option, a page break will be inserted before the summary part of the report.

7.8.16.6 User Options Window/Progress Tab

Quick Summary: Lets you set progress display options

How to Get There: Tools/User Options/Progress

For your convenience, Time Logger can display information such as current time or hours worked today in the title bar and in its icon when minimized. The nature of this display is controlled from this window tab.

Display its Icon

Select this radio button if you want Time Logger to simply display its icon when minimized (that is, the picture of a stopwatch).

Display the Time

If you select this option, Time Logger will display the current time when minimized and in the title bar.

At 8:01 AM, with the stopwatch running, the icon will look something like this:

Display the Day's Hours

Choose this to have the icon show how many hours you've worked today.

Display the

Goal Completion Time

205

(a.k.a. "Miller Time")

One problem with consulting, especially if you work at home, is that you might always feel that you should be working. That is, in the absence of a clearly defined 9 to 5 workday, it's not obvious when you are working and when you are "free."

Some consultants handle this by deciding on a certain number of hours that they will work each day.

Once they've reached that goal, it's "Miller Time

, and they are guilt-free.

If you tell Time Logger your

Daily Goal

204

, it will tell you the time at which you will reach that goal.

For example, if you start work at 8:00 AM, and your daily goal is 8.00 hours, the Goal Completion

206

a time record for 10 minutes, the Goal Completion

Time will slip to 4:10 PM. Half an hour break for lunch, and it slips to 4:40 PM.

Select the Display the Goal Completion Time radio button to have Time Logger's icon display the

Reference by Menu Options 157

time at which you will reach your daily goal.

Daily Goal

Enter your daily goal here. If your goal is to work 9 hours, for example, enter "9", "9.00", or "9 h 0 min".

Allow the Icon to Blink Yellow When the Stopwatch is Paused

206

When the stopwatch is paused, you might want to be reminded of that so that you don't forget to unpause it later. To remind you that it's paused, Time Logger will blink the icon every half second or so. This is a great feature, but it can also be extremely annoying! If you don't want it to blink, uncheck this item.

7.8.16.7 User Options Window/Stopwatch Tab

Quick Summary: Lets you set stopwatch size and other characteristics

How to Get There: Tools/User Options/Stopwatch

Here are the options you can control in this tab:

Automatically Open The Stopwatch Window When You Choose Start Stopwatch

Check this option if you want the Stopwatch window to appear whenever you start a time record from the menu, the

Global Options Window/General Tab

207

or the keyboard.

Display The Seconds In The

End Time

205

Control

If checked, you will see the seconds ticking off when the stopwatch window is open.

Give Warning If The Stopwatch Is Running When You Exit Time Logger

If you have checked this box, Time Logger will warn you if you exit either the application or Windows while the stopwatch is running.

A potential problem when using Time Logger is forgetting to stop the stopwatch when you are done with your work. Checking this option can cut down on the frequency of this problem, since Time

Logger will notify you if the stopwatch is running when you exit Windows.

Remember, you should always shut down Windows before turning off your computer!

However, if you commonly start the stopwatch, exit the application, then restart Time Logger later to stop the stopwatch, you may wish to leave this option unchecked.

Hide The Time Logger Main Window When a Stopwatch Is Visible

If this option is checked, then when you display the stopwatch, the main window will disappear. It will reappear when you close the stopwatch. This is a great way to cut down on the amount of screen space that Time Logger occupies when the stopwatch is visible.

Keep Stopwatch On Top of Other Windows

Check this, and the stopwatch window will stay on top of other applications' windows even when Time

Logger is not the active application.

Use Small (Scrunched Up) Stopwatch

You may select the regular size Stopwatch window, or a small, "scrunched up" version that takes up very little screen real estate. The small version uses a smaller font, and Time Logger scrunches the controls together.

Note that when the stopwatch is visible, you can always switch between the two sizes via the Smaller/

Larger button.

158 Responsive Time Logger Help

7.8.17 Global Options

7.8.17.1 Global Options

Quick Summary: Allows you to customize a number of options that affect all Time Logger users

How to Get There: Tools/Global Options

This window is used for setting Time Logger options that affect all users. To change options that will affect only the current user, choose Tools/User Options. This window has four tabs.

More:

158

Global Options Window/Other Tab

161

Global Options Window/Safety Tab

161

Global Options Window/Terminology Tab

163

7.8.17.2 Global Options Window/General Tab

Quick Summary: Lets you change general options

How to Get There: Tools/Global Options/General

Here's a description of things you can set in this window:

Minimum Duration

205

If you use a minimum billing duration, enter it here. For example, if you want to charge for 15 minutes even if you only work 11 minutes, enter "15 minutes" or ".25 hours." Time Logger will store the calculated duration in the

The duration of a time record is its total elapsed time minus the pause duration

204

or field called "Duration." It also keeps a record of the

"True" duration. That is, the actual duration of the record, not taking minimum duration and duration increment into account.

IMPORTANT: So that you can conveniently work with Time Logger's database in another application, such as Access, Time Logger stores the calculated duration in the database. That means that if you change the minimum duration or duration increment, you must let Time Logger recalculate the duration field for all time records. Time Logger will prompt you to do this whenever a change is made in this field, or you can do it yourself by choosing Advanced/Set Calculated Fields.

Also, we strongly recommend that you use the same minimum duration and duration increment for all files.

Note that if you don't require a minimum duration (that is, you charge for exactly the amount of time that you work), you should set this value to zero.

Duration Increment

Some users will want Time Logger to round up their durations in increments of x minutes. For example, if your billing increment is 15 minutes, and you work for 32 minutes, Time Logger will round the duration up to 45 minutes.

If you bill in increments of time, enter the increment here. For example, if you charge in increments of 15 minutes, enter "15 minutes" or ".25 hours."

Time Logger will store the calculated duration in the column or field called "Duration." It also keeps a record of the "True" duration. That is, the actual duration of the record, not taking minimum duration and duration increment into account.

Reference by Menu Options 159

in this field, or you can do it yourself by choosing Advanced/Set Calculated Fields.

Also, we strongly recommend that you use the same minimum duration and duration increment for all files.

Note that if you don't require a duration increment, you should set this value to zero.

Pause

206

Handling

You've learned that you can pause the stopwatch when your work is interrupted (see

Stopwatch

Window

129

206

. However, you

may find that it is too complicated to have start time

206

205

, and pause duration in your reports. It can be confusing to see a start time of 10:00 end time of 10:30 and a total duration of only

7 minutes.

This window allows you to choose among different ways of handling pauses.

The alternatives for handling pause duration are (1) to automatically add it to the start time, (2) to subtract it from the end time of a time record, or (3) retain the pause information.

For example, if you choose to have pause times added to the start time, then whenever you end a time record, Time Logger will automatically increment the start time by the duration of the pause. For example, if you worked from 10:00 to 10:30 with a pause duration of 23 minutes, Time Logger would adjust the time record to have a start time of 10:23, an end time of 10:30 and a pause duration of 0.

Choose Add Pause Duration to Start Time, Subtract Pause Duration from End Time, or Retain Pause

Information based on your personal preference.

Allow Changes to The

Descriptor

205

Database During Time Record Editing And/Or Importing

You may want to keep tight control on the descriptors that you and others may use. For example, if one day you type in a client name of "XYZ Corp," another day, "XYZ Corporation," and third day

"XYZ", your ability to analyze the

206

will degrade. For example, subtotaling on

Client will lead to separate subtotals for the different descriptors you have used.

Uncheck this box to prevent changes to the descriptors (client names, project names, etc.). Once unchecked, you will need the global password in order to change descriptors.

Automatically Combine Stopwatch Record With Records With The Same Descriptors And The

Same Date

This option refers to a powerful feature that benefits users who switch back and forth between different projects, but don't what a large number of different time records added to the database.

Here's how it works: whenever you stop the stopwatch, Time Logger will look to see if there is another record on the same day with the same set of descriptors. If it finds one, it will not add a new time record, but instead, combine the new time with the old time record. That is, the duration showing on the stopwatch will be added to the duration of the existing record. Also, any description you've added will be added to the end of the existing time record's description.

For example, let's say you've worked on project A from 9 to 10, and on project B from 10 to 11. At noon, you right click on the record that started at 9:00, and select "Start Copy of Selected Record."

This starts the stopwatch using the same descriptors that were in the existing record. At 12:30, you click the Stop button. Time Logger will note that an existing record for today has the same descriptors. So, instead of adding a new record, it will change the duration of the existing record to

1.5 hours (that is, 1 hour already recorded, plus 30 minutes for the newly recorded time).

Note that you will want to select "Allow overlapping time records" in Tools/Global Options/Safety, because changes to the durations of existing records may cause them to

fields in the time record list

205

other records.

Duration-Only Mode

Check this option to select Duration-only mode. This mode is useful if all you care about is the duration of each time record (and not the start and stop times). When in duration-only mode, Time

160 Responsive Time Logger Help

Logger allows time records to overlap, and removes some controls from the Edit Record window.

That is, instead of Start Date, Start Time, End Date, and End Time edit boxes, the window only contains a Date edit box.

In the database, every time record must have a start and end time, so when you add records in this mode, Time Logger arbitrarily sets the start time to 9:00 AM. The end time is 9:00 AM plus the duration. Thus, if you enter a time record with a duration of 2.5 hours, Time Logger will record the start time as 9:00 AM and the end time as 11:30 AM.

If you use duration-only mode, you will probably not want to display the Start Time and End Time

207

. Also, we recommend that you not switch back and forth between duration-only mode and regular mode.

Export Invoice Data For Import Into Quickbooks

If checked, Time Logger will export invoice data to Quickbooks .iif files. You may then import this

data into Quickbooks. This topic is discussed in detail in Sharing Data via Quickbooks IIF Files

Export Invoice Data For Import Into Quicken

If checked, Time Logger will export invoice data to Quicken .qif files. You may then import this data into Quicken. This topic is discussed in detail in

Sharing Data Via Quicken .QIF Files

Hide Hourly Rates

If you don't want hourly rates displayed, check this option. This will prevent passers-by from seeing your hourly rate. You may also use this option to prevent individual users from knowing their own hourly rate. In this case, you'll want to link hourly rates properly so that Time Logger will choose the correct rate automatically. For more on linking, see

Linking Descriptors

When this is selected, an hourly rate column cannot be added to the time record list, and hourly rates and other rate-related fields will not be displayed in the summary or subtotals information.

Record All Time Record Deletions (Used For HotSyncing With Palm Device)

When you delete a time record, Time Logger makes note of the record that was deleted so that it may be deleted on the Palm during the next HotSync. If you do not have a Palm device, uncheck this option.

Record All Time Record Deletions (Used For Synchronizing With Other Databases)

When you delete a time record, Time Logger makes note of the record that was deleted so that it may be deleted in another database during database synchronization. If you do not synchronize your database with other databases, you may uncheck this option. For more on synchronization, see

Maintaining Multiple Copies of a Database

Round Time Record Durations to Two Decimal Places (Not Recommended)

Time Logger version 4 uses an improved procedure for calculating fees. The fee is calculated (and rounded to the penny) individually for each time record, and these fees are summed to get the total fee. Thus all calculations agree to the cent.

However, there is one situation in which rounding plays a role. Imagine that you have two time records, each with a duration of one minute. If your duration format is decimal hour, rounded to two places (e.g. 1.02 hours), then each time record will have a displayed duration of .02 hours. That is, 1 minute/60 minutes

= .01666667, and is rounded to .02 hours.

However, if you choose View/Summary, you'll see a total duration of .03 hours. That is, .01666667

+ .01666667 = .0333333, and is rounded to .03. Thus it looks like an error (.02 + .02 = .03).

To resolve this, you can either choose to display durations in one of the minute formats (for example,

1 hr 3 min), or you can select Round time record durations to two decimal places. The latter choice is less desirable because accuracy is affected (for example, if you had 60 one-minute time records, your total duration would be 1.20 hours!). If you choose a decimal format with three places, the

Reference by Menu Options 161

problem is much less significant.

So, we recommend that you choose a duration format that shows hours and minutes, and we recommend that you do not select the Round time record durations to two decimal places option.

7.8.17.3 Global Options Window/Other Tab

Quick Summary: Lets you set miscellaneous global options

How to Get There: Tools/Global Options/Other

Here's a description of the options you can set from this window:

Next Invoice Number

Enter the number that will be used for the next invoice you print. Note that a numeric value is required (for example, AB-27X would not be allowed). This is done so that Time Logger can automatically increment the invoice number with each invoice it prints.

Invoice Template

205

Time Logger creates invoices by replacing special fields in an invoice template (for example, the % total_due field is replaced by the total due on that invoice). For more on invoices, see

Printing

Invoices

In this edit box, type in the full path to the invoice template file you wish to use. You may use the

Browse button to locate the file. The default template is in the template directory under the timelog directory, and is called InvoiceTemplate.rtf.

Network Folder

In a multi-user environment, we recommend that each user run Time Logger from the network drive.

However, in some situations this is not practical. If you have each user run Time Logger locally, you'll probably still want them to share the same

205

database. To tell Time Logger where to find this database, you'll set the Network Folder.

The best way to set this up is to first install Time Logger to the network. Next, for each local copy, install Time Logger to a local hard drive, run it, choose Tools/Global Options/Other, and set the name of the network folder to which you installed Time Logger. Then, next time Time Logger runs, it will get descriptor data and other information from the network. Remember that you must exit Time

Logger and start it again before it uses the network folder.

Users

This list box displays the user names that will appear in the login window when Time Logger is started up.

Add User

Click this button to add a new user to the list.

Edit User Name

Choose this button to edit the name of a user in the list.

Delete User

Click Delete User to remove a user name. This option is useful if a user has left your organization.

7.8.17.4 Global Options Window/Safety Tab

Quick Summary: Lets you set safety options

How to Get There: Tools/Global Options/Safety

Here are the controls on this part of the window:

162 Responsive Time Logger Help

Description Requirements: Each Time Record Must Have a Description

If you have checked this radio button, Time Logger will not allow you to end a time record (thus entering it into the

206

), without filling in the description field. Unless you can fully describe the nature of your time records via the

time record descriptors

207

alone, we recommend that you check this button.

Note that Time Logger will not go back and enforce this requirement on existing records.

Description Requirements: Warn If a Description Is Not Provided

Check this radio button, and Time Logger will warn you if the description field is blank, but allow you to save the time record.

Description Requirements: Allow Time Records to Have Blank Descriptions

If you have checked this button, you may save records with blank descriptors, and Time Logger will give you no warnings.

Give Warning Before Deleting Individual Record or Invoice

If you wish Time Logger to confirm deletions of individual time records and invoices check this option.

Restrict All Users to a Single File

This is an extremely useful feature in a multi-user situation. A major source of confusion with novice users is the Windows file system. Sometimes users will open the wrong database, or be unable to find the current time record database.

If you choose this option, it will insure that only that one file is accessed. Enter the name of the existing file into the appropriate box. Once you've done this, only that file may be accessed without the global options password.

Allow Overlapping Time Records

We recommend that you not check this option. In this case, Time Logger will not allow any two records for the same person to

205

. This will prevent you from billing the same work to two clients, or charging twice for the same time.

However, you may want a record of the fact that you have been performing two tasks at once. In this case, check this box.

Note that if you select Duration-only Mode (from the General tab), this box will automatically be checked.

Finally, if you have selected Automatically combine stopwatch record with records with the same descriptors and the same date in the General tab, you will probably want to allow overlapping time records.

Allow Time-Only Records to Have a

Duration

205

of Zero Minutes

To let you in on a secret, this option is here simply because it made it easier to test Time Logger.

That way, we could add records without always having to make the duration non-zero. Unless you can think of a good reason to check this option, we recommend that you leave it unchecked.

Enable "Resume Selected Record" Command

The Resume Selected Record command, like many powerful features, can be dangerous. It deletes a record in the database, adding the information from that record to the stopwatch. If you're concerned that that command could cause problems, uncheck this box. For more on Resume

Selected Record, see

Reference by Menu Options 163

7.8.17.5 Global Options Window/Terminology Tab

Quick Summary: Allows you to choose your own terms

How to Get There: Tools/Global Options/Terminology

Through this window tab you may change Time Logger's terminology. This is useful if you'd prefer non-English terms, or if you'd like to use different terms for the descriptors (Person, Client, Project, etc.).

Simply select the term you'd like to change, and click the Edit button. Alternatively, you may just double click on the term.

7.8.18 Save Environment

7.8.18.1 Save Environment

Quick Summary: Saves the current settings to a file. You may load these individually at a later time.

How to Get There: Tools/Save Environment

You may save your current workspace or environment to a file. The Environment Save Options window will give you a chance to decide exactly what you want to save (for example, fonts,

205

, etc.).

Once you've selected the settings to save, you'll get a chance to choose the file name.

This is a very powerful feature. For example, you might set a filter so that only today's records appear. You could then save only the filter information to a file called "Show Todays Records".

Once that's done, you'll see that a new option has been added to the bottom of the Tools menu called

"Show Todays Records." When you select that, the filter will be set appropriately.

For more on this, see

Environment Save Options Window

More:

163

7.8.18.2 Environment Save Options Window

Quick Summary: Lets you choose one or more environment subsets to save to the environment file

How to Get There: Tools/Save Environment

Select one or more groups of settings to save, and choose OK.

164 Responsive Time Logger Help

7.8.19 Load Environment

7.8.19.1 Load Environment

Quick Summary: Loads an environment from a file

How to Get There: Tools/Load Environment

Select this option to load a previously stored environment. Only those components that were saved

in the environment will be modified. For example, if you saved an environment, and only saved filter

205

information, only the filters will be affected when you load that environment. For more on this, see

7.8.20 Load Environment: [Environment Name]

7.8.20.1 Load Environment: [Environment Name]

Quick Summary: Loads the given environment from a file

How to Get There: Tools/Load Environment: [Environment Name]

The Tools menu lists the name of each of the environments that you've saved to the last-used environment directory, so you can load in an environment with a single click. Simply select the menu option that contains the name of the environment file you wish to load. For more on environments, see

Edit/Global Settings File

7.9 Advanced Menu

7.9.1 Advanced Menu

164

166

166

167

167

Set Calculated Fields

167

168

Edit/Individual Settings File

168

Synchronize Clients/Users/Descriptors

168

Compact/Repair Databases

168

Reset Filter, Layout, and Sort Order

169

Clear List of Deleted Records

169

Stopwatch 2, 3, 4

169

7.9.2 SQL Command

7.9.2.1

SQL Command

Quick Summary: Allows you to use SQL to select what is displayed in Time Logger's main window

How to Get There: Advanced/SQL Command

This option is for users who know SQL (Structured Query Language), and wish to use it to display time records. SQL is a simple language used to access databases. For example, to see the Start

Date and Person fields for all of Mary Smith's records, and order them chronologically, the SQL command would look like this:

Reference by Menu Options 165

select Key, StartDate, Person from TimeRecords

Where Person= 'Mary Smith'

Order By Start

If you'd like to learn SQL, please visit the SQL page on our web site, http://www.ResponsiveSoftware.

com/sql.htm

A few things you need to know:

You must always include the Key field, as show in the above example. Otherwise Time Logger will not be able to identify the records it loads.

You must use Time Logger's field names, even if you have changed the terminology. For

example, if you changed the descriptor

205

name of "Person" to "Programmer," you must still use

"Person" in the SQL command.

When you set a

205

through the filter window, or add or rearrange columns, Time Logger generates an SQL command. You can then view this command through this window.

You can cause problems or potentially cause Time Logger to crash with some commands. If as a result of your command you cannot open a database, choose Advanced/Compact/Repair databases.

More:

SQL Command Window

165

7.9.2.2

SQL Command Window

Quick Summary: Allows you to use SQL to select what is displayed in Time Logger's main window

How to Get There: Advanced/SQL Command

Enter your SQL command into the edit box and click OK. This is an advanced window for users familiar with SQL.

Here's an example of how incredibly powerful this command is. Let's say you are a writer and you use the Mileage field for the number of words you typed. If you want to display this value, as well as the number of words typed per hour, you could use the SQL command:

166 Responsive Time Logger Help

Select StartDate, StartTime, EndTime,

For information on Time Logger's file formats, see Time Logger's Databases

205

, Key, Mileage as Words, Mileage*3600/Duration as WordsPerHour from TimeRecords

Order By Start

For more on SQL, and links to SQL resources, please visit the SQL page on our web site, http://www.

ResponsiveSoftware.com/sql.htm

7.9.3 Database Editor

7.9.3.1

Database Editor

Quick Summary: Allows you to view and modify any Access (.mdb) database

How to Get There: Advanced/Database Editor

For advanced users who know SQL, this window allows direct access to any of Time Logger's database files, as well as those of other applications. Note that you could cause damage to the databases through your editing, so use caution with this command.

For more on SQL, and links to SQL resources, please visit the SQL page on our web site, http://www.

ResponsiveSoftware.com/sql.htm

More:

Database Editing Window

166

7.9.3.2

Database Editing Window

Quick Summary: Allows you to view and modify any Access (.mdb) database

How to Get There: Advanced/Database Editor

WARNING: This is an advanced window for users familiar with SQL. Improper use of this feature could destroy your data.

Choose the file you wish to edit, enter an SQL command, and click Execute. You may also choose to export the visible columns, or print them.

187

. For more on SQL, and links to SQL resources, please visit the SQL page on our web site, http://www.

ResponsiveSoftware.com/sql.htm

7.9.4 Diagnostics

7.9.4.1

Diagnostics

Quick Summary: Displays information that might help when Time Logger isn't working properly

How to Get There: Advanced/Diagnostics

If you're having problems with Time Logger, it might be related to the version of the operating system you're using, or to the shared Microsoft files you have installed. Choose this option to display information about your system. This will also display the full path of the currently opened database.

More:

Diagnostics Window

166

7.9.4.2

Diagnostics Window

Quick Summary: Displays information that might help when Time Logger isn't working properly

How to Get There: Advanced/Diagnostics

Reference by Menu Options 167

This window displays information about your system that can help a tech support representative debug any problems you're having. Note that you can copy the text in this window and paste it into a message to [email protected].

7.9.5 Refresh

7.9.5.1

Refresh

Quick Summary: Refreshes the

207

, so that changes made by other users, or as a result of a HotSync, will be displayed

How to Get There: Advanced/Refresh

Choose this option to show any changes that have been made to Time Logger's database by another user or as a result of a HotSync operation. The time record list will not update automatically – you must choose this option to see changes that have been made outside of Time Logger.

7.9.6 Macro Editor

7.9.6.1

Macro Editor

Quick Summary: Lets you write VBA macros to automate Time Logger or other application tasks

How to Get There:

The macro

205

editor allows you to write VBA (Visual Basic for Applications) programs or scripts to automate Time Logger. For example, you could write a script that went through the database and

modified the duration

205

of each record based on your own calculation. Or, you could write a script that transferred data to Excel automatically, then executed an Excel macro.

This feature is for advanced users only, but has unlimited potential. For more on macros, see

Working With Macros

185

7.9.7 Set Calculated Fields

7.9.7.1

Set Calculated Fields

Quick Summary: Sets database fields that are calculated from other fields

How to Get There: Advanced/Set Calculated Fields

So that you can conveniently work with Time Logger's database in another application, such as

Access, Time Logger some fields are calculated from other fields in the database. For example, although the

205

could be calculated from the start and end times, Time Logger stores duration data in the database. Although the information is redundant, it's available for viewing in any application that can read .mdb files.

If you have modified some fields in another application, or if you have changed the minimum duration or duration increment, choosing Set Calculated Fields, will recalculate all the dependent fields.

For example, the start date,

start time

206

, end date,

205

, and end fields are all calculated based on the Start (a date and time field) and the duration.

The calculated fields are: start date, start time, end date, end time, end, duration (as opposed to

TrueDuration), timefee, tax, travelfee, internalfee and fee.

168 Responsive Time Logger Help

7.9.8 Edit/Global Settings File

7.9.8.1

Edit/Global Settings File

Quick Summary: Allows you to edit the timelog.ini global settings file

How to Get There: Advanced/Edit/Global Settings File

When you choose this option, Time Logger will open the timelog.ini file with a text editor. This allows you to change any undocumented settings, or report file contents to technical support.

7.9.9 Edit/Individual Settings File

7.9.9.1

Edit/Individual Settings File

Quick Summary: Allows you to edit the "Settings For Your Name.ini" settings file

How to Get There: Advanced/Edit/Individual Settings File

When you choose this option, Time Logger will open your individual settings file with a text editor.

This allows you to change any undocumented settings, or report file contents to technical support.

7.9.10 Synchronize Clients/Users/Descriptors

7.9.10.1 Synchronize Clients/Users/Descriptors

Quick Summary: Cross-populates the different Time Logger databases

How to Get There: Advanced/Synchronize Clients/Users/Descriptors

The time record database

206

is independent from the

205

database. For example, you can have a client name in a time record that is not present in the descriptor database. The advantage of this is that you can transfer a time record database independent of the descriptor database. You never have to worry that the two databases will have broken links.

When you choose Synchronize Clients/Users/Descriptors, Time Logger will go through the different databases, and fill in any information that is not already present. For example, if it finds a client name in a time record that is not present in the descriptor database, it will add that client name to the descriptor database.

Note that descriptors are always added as not-linked.

This option is useful if you have imported time records, and wish to create descriptors based on those time records. Be aware that with a large database, this operation can be quite slow.

7.9.11 Compact/Repair Databases

7.9.11.1 Compact/Repair Databases

Quick Summary: Removes wasted space in the Time Logger databases and repairs any errors. If no database is open, this resets the SQL command.

How to Get There: Advanced/Compact/Repair Databases

As records are added and deleted in a database, wasted space can be created. This command eliminates that wasted space, and also repairs any problems in the database that can be fixed.

If, due to an error in an SQL command that you've entered or an internal error, you could conceivably have trouble opening any database. In this case, choosing Compact/Repair Databases may be used to reset the SQL statement so that you can get the database opened. That is, if every time you try to open a database you get an error message, try choosing this option, then retry the open.

Your computer's system may not have the files necessary to perform this operation. This option is

Reference by Menu Options 169

not available on Windows 98 systems. Note that if you own Microsoft Access, you can compact a

Time Logger database using that application. You can also find out more about database corruption, and download a free utility for repairing databases at http://www.ResponsiveSoftware.com/corruption.

htm .

7.9.12 Reset Filter, Layout, and Sort Order

7.9.12.1 Reset Filter, Layout, and Sort Order

Quick Summary: Resets the SQL command, used if you are having problems opening a database.

How to Get There: Advanced/Compact/Repair Databases

If, due to an error in an SQL command that you've entered or an internal error, you could conceivably have trouble opening any database. In this case, choosing Reset

205

, Layout, and Sort Order may be used to reset the SQL statement so that you can get the database opened. That is, if every time you try to open a database you get an error message, try choosing this option, then retry the open command.

7.9.13 Clear List of Deleted Records

7.9.13.1 Clear List of Deleted Records

Quick Summary: Time Logger keeps track of deleted records, to be used for synchronization. If you don't synchronize databases, this command clears this list.

How to Get There: Advanced/Clear List of Deleted Records

Each time you delete a record, Time Logger adds the key that record to a list of deleted records.

When you synchronize a database with another database or with your handheld, Time Logger uses this list to determine which records should be deleted in the remote database.

If you never perform any synchronizing, you may use this command to clear these lists of deleted records. Note that in most cases, there's no need to use this command, since the lists take very little space in the database.

7.9.14 Stopwatch 2, 3, 4

7.9.14.1 Stopwatch 2, 3, 4

Quick Summary: Displays an additional stopwatch

How to Get There: Advanced/Stopwatch 2/3/4

With Time Logger, you can have up to four stopwatches running simultaneously. This can help you when you are doing two things at once, and want to time both of them. For example, you might be babysitting the downloading of a file while writing up a proposal. Note that we do not recommend charging two different clients for the same block of time.

Before you start using one of these extra stopwatches, note that some users mistakenly think they need an additional stopwatch, when one will do. These users want to have one stopwatch for, say, a given client, and then a different stopwatch for projects for that client, etc.

For example, they want to start a stopwatch when they start working for client XYZ, and at the same time start a stopwatch for the Multimedia Project. Then, when they are done with the Multimedia project, they stop that stopwatch and start the Spreadsheet Project stopwatch, meanwhile leaving the

Client XYZ stopwatch running. When they are all done, they stop the Client XYZ stopwatch and the

Spreadsheet Project stopwatch.

The problem with this approach is that you end up with a lot of stopwatches running. If you want to keep track of Person, Client, Project, Subproject, and Activity, for example, you'd need to keep track

170 Responsive Time Logger Help

of five timers!

It's best to handle this situation with a single stopwatch. For the above example, you would simply start the stopwatch with Client set to "XYZ Corp" and Project set to "Multimedia Project." When you switch to the spreadsheet work, you'd select the Stop/Start New button and change the Project to

"Spreadsheet Project." When you are all done, you select Stop.

But if your situation truly needs multiple stopwatches, use one of these additional stopwatches (2-4).

Note that each stopwatch is totally independent of the others. Note also that the

205

that is shown on Time Logger's main window takes only stopwatch 1 (the main stopwatch) into consideration.

7.10 Help Menu

7.10.1 Help Menu

170

170

170

170

171

171

172

7.10.2 Contents

Quick Summary: Opens the Help contents page

How to Get There: Help/Contents

Use this command to display the opening screen or "Contents" page of Time Logger's Online Help.

From the opening screen, you can jump to other parts of the help.

Within help, you may choose the Contents button at the top of the help window whenever you want to return to the opening screen.

7.10.3 What's This

Quick Summary: Lets you get help on specific menu items or parts of the main window

How to Get There: Help/What's This

Choose this option then immediately select a menu or click on something you'd like to learn more about. Time Logger will display help on that particular item.

7.10.4 Search for Help On

Quick Summary: Lets you easily search for help on a particular topic in the help file

How to Get There: Help/Search for Help On

Select this option and Time Logger will display the help system's Search window. From this window, enter the topic for which you wish to search, and choose OK.

7.10.5 How to Use Help

Quick Summary: Provides information on how to use Time Logger's help system

How to Get There: Help/How to Use Help

Reference by Menu Options 171

Use this command for instructions on using the Windows Help system.

7.10.6 Guided Tour

7.10.6.1 Guided Tour

Quick Summary: Gives you a brief guided tour of Responsive Time Logger

How to Get There: Help/Guided Tour

This will rerun the brief guided tour that you may have seen the first time you ran Time Logger.

More:

The Guided Tour Window

171

7.10.6.2 The Guided Tour Window

Quick Summary: Gives you a general overview of Responsive Time Logger

How to Get There: Help/Guided Tour

This window will take you on a brief tour of Responsive Time Logger. The tour, which has nine

"stops," will give you a general feeling for how Time Logger works.

<< Previous

Takes you back to an earlier stop on the tour.

Next >>

Proceeds to the next stop on the tour.

End Tour

Closes the window and ends the tour. You may run the tour again by selecting Help/Guided Tour.

Show Tour at Startup

If you check this box, the guided tour will be given again the next time you run Time Logger.

7.10.7 Tip of the Day

7.10.7.1 Tip of the Day

Quick Summary: Brings up the Tip of the Day window

How to Get There: Help/Tip of the Day

When you choose this option, you will be presented with tips concerning the use of Responsive Time

Logger.

More:

Tip of the Day Window

171

7.10.7.2 Tip of the Day Window

Quick Summary: Displays a tip concerning the use of Responsive Time Logger. You can browse through other tips in the tip database.

How to Get There: Help/Tip of the Day

The controls in this window are:

172 Responsive Time Logger Help

Next Tip

Displays the next tip in the list of tips.

Previous Tip

Displays the previous tip.

Show at Startup

If you check this box, then a tip of the day will be displayed each time you launch Time Logger.

Note: the tip of the day will not be displayed if the Guided Tour is displayed at startup.

7.10.8 About Time Logger

7.10.8.1 About Time Logger

Quick Summary: Shows version information

How to Get There: Help/About

Use this command to display the copyright notice and version number of your copy of Time Logger.

More:

About Time Logger Window

172

7.10.8.2 About Time Logger Window

Quick Summary: Shows version information

How to Get There: Help/About

This window displays the copyright notice and version number of your copy of Time Logger.

7.11 Toolbar

7.11.1 Toolbar

Time Logger displays the

207

across the top of the application window, below the menu bar.

The toolbar provides quick mouse access to many tools used in Time Logger.

To hide or display the Toolbar, choose View/Toolbar.

To determine the function of any given button on the toolbar, simply place the mouse cursor over the button. After a second, a description of what the button does will be displayed in the status bar.

Note that you may move the toolbar anywhere on the screen. Simply click between any two buttons, and drag the toolbar to a new location. You may put it at the bottom of Time Logger's main window, or move it off the window entirely.

If you move the toolbar to the right or left edge of Time Logger's main window, it will turn into a vertically oriented toolbar (that is, all the buttons will be displayed in a single

Time Logger's Main Window

204

7.12 Status Bar

7.12.1 Status Bar

The status bar appears at the bottom of the Time Logger window. To display or hide the status bar, choose View/Status Bar.

Reference by Menu Options 173

The right areas of the status bar indicate which of the following keys you have latched down:

7.13 Miscellaneous Features

7.13.1 Miscellaneous Features

Here are some features that are not specifically tied to menu options.

More:

The Title Bar

173

174

Scroll Bars

174

Size Command (System Menu)

175

Recently Used Files

175

Move Command (System Menu)

175

Minimize Command (System Menu or Button)

175

Maximize Command (System Menu)

175

Close Command (System Menu or Button)

175

Restore Command (System Menu)

175

Maximize/Restore Button

175

Switch to Command (System Menu)

175

176

176

177

177

The Text Entry Window

178

The Copy Window

178

The Error/Information Message Window

178

Information Window

178

System Menu Information

178

Shortcuts for Specifying Time

179

The Time Logger Command Line

180

Site License Discrepancy Window

181

Double Clicking

182

7.13.2 The Title Bar

The title bar appears along the top of a window. It shows four important pieces of information:

The state of the stopwatch (Inactive, Running, or

Paused

206

)

174 Responsive Time Logger Help

The name of the program (Responsive Time Logger)

The name of the currently-opened database

Your name

To move the window, drag the title bar.

7.13.3 Time Logger's Main Window

Welcome to Time Logger's main window!

The main window contains, from top to bottom:

· A title bar, with information about the stopwatch and the current file

A menu bar

· A

207

(optional)

The time record list

207

heading (in this case, Start Date,

206

, etc.)

· The The time record list – this list of time records in the database

The status bar

You may think of the time record list as a large list box that displays all of the time records that match the current

205

. You can use the scroll bars to move to any portion of the list that is not visible.

You may double click on a record to see its details.

7.13.4 Scroll Bars

Scroll bars appear at the right and bottom edges of the main window. The scroll boxes or "thumbs" inside the scroll bars indicate your vertical and horizontal location in the

207

. You can use them with the mouse to scroll to other parts of the list.

When you click on the up or down arrows, you will move a time record at a time.

Reference by Menu Options 175

7.13.5 Size Command (System Menu)

Use this command from the system menu to display a four-headed arrow that will allow you to size the active window with the arrow keys.

After the pointer changes to the four-headed arrow:

Press one of the DIRECTION keys (left, right, up, or down arrow key) to move the pointer to the border you want to move.

Press a DIRECTION key to move the border.

Press <Enter> when the window is the size you want.

Note: This command is unavailable if you maximize the window.

7.13.6 Recently Used Files

Time Record database

206

files that you have used in the past are listed at the bottom of the File menu. Simply select one of these to load it.

7.13.7 Move Command (System Menu)

Use this command to display a four-headed arrow that will allow you to move the active window or window with the arrow keys.

Note: This command is unavailable if you maximize the window.

7.13.8 Minimize Command (System Menu or Button)

Use this command to reduce Time Logger to an icon.

7.13.9 Maximize Command (System Menu)

Use this command to enlarge the Time Logger window to fill the entire screen.

7.13.10 Close Command (System Menu or Button)

Use this command to close Time Logger.

7.13.11 Restore Command (System Menu)

Use this command to return Time Logger to the position it occupied before you chose the Maximize or Minimize command.

7.13.12 Maximize/Restore Button

Click this button on the title bar to maximize the window or restore it to its original size.

7.13.13 Switch to Command (System Menu)

Use this command to display a list of all open applications. Use this "Application List" to switch to or close an application on the list.

When you choose the Switch To command, Windows presents a window with the following options:

Switch To

Makes the selected application active.

176 Responsive Time Logger Help

End Task

Closes the selected application.

Cancel

Closes the window.

Cascade

Arranges open applications so they

Opening a New or Existing time record database

205

and you can see each title bar. This option does not affect applications reduced to icons.

Tile

Arranges open applications into windows that do not overlap. This option does not affect applications reduced to icons.

Arrange Icons

Arranges the icons of all minimized applications across the bottom of the screen.

7.13.14 Context Help Command

Use the Context Help command to obtain help on some portion of Time Logger. Choose the

Toolbar

207

's button, and the mouse pointer will change to an arrow and question mark. Then, when you click somewhere in the Time Logger window, such as on another Toolbar button, Time Logger will display the Help topic corresponding to the item you clicked.

7.13.15 The File Open Window

Quick Summary: Allows you to select a file

How to Get There: File/Open, Tools/Load Environment, etc.

In a number of places in Time Logger you will need to choose a file name for opening, or loading information:

Importing Records

Loading an Environment

Restoring Backed-up Data

104

Selecting a Word Processor

Selecting an Invoice Template

205

The following options allow you to specify the name of the file you are interested in (the appearance of the window may be different if you are running Windows 95):

File Name

Type or select the filename you want to use. This box lists files with the extension you select in the

List Files of Type box. If the name you enter here contains a wild card character ("*" or "?"), Time

Logger will list all the files that match that file specification.

Choose OK after you have entered or selected the file name.

List Files of Type

Select the type of file you are interested in.

Drives

Select the drive with which you wish to work.

Reference by Menu Options 177

Directories

Select the directory in which the file will be found or will be placed.

Network...

Choose this button to connect to a network location, assigning it a new drive letter.

7.13.16 The File Save Window

Quick Summary: Allows you to select a file

How to Get There: File/Save As, File/Rename, etc.

In a number of places in Time Logger you will need to choose a file name for renaming or saving information.

You will use this window when

Renaming the Database

Saving the Database with a New Name

Exporting Records

100

Backing Up

103

Saving the Environment

163

For more information on the use of this window, see

The File Open Window

176

7.13.17 Registration Window

Quick Summary: Lets you enter your registration code, and convert the demo version into the fullfeatured version

How to Get There: The window appears when you start the Time Logger demo

If you are evaluating Time Logger, make sure the Registration Code edit box is empty, and click the

OK button.

If you've purchased Time Logger, you'll have received a registration code from our sales department.

Type this code into the edit box, and click OK. Once you've done that, you'll be the proud owner of the full-featured version of Time Logger.

7.13.18 Print Setup Window

Quick Summary: Lets you choose where and how to print your time report

How to Get There: File/Print/Report

The controls in this window may be different depending on your operating system and printer.

The following options allow you to select the destination printer and its connection.

Printer

Select the printer you want to use. Choose the Default Printer; or choose the Specific Printer option and select one of the currently installed printers shown in the box. You install printers and configure ports using the Windows

Control Panel

204

Properties

Displays a window from which you can make additional choices about printing.

Print Range

Choose this button to select what pages to print.

178 Responsive Time Logger Help

Copies

Select this to choose the number of copies of the report to print.

7.13.19 The Text Entry Window

Quick Summary: A General window used for entering a simple bit of text information

How to Get There: From various locations

This simple window is used for entry of a small amount of text. Type in the text and choose OK.

7.13.20 The Copy Window

Quick Summary: Allows you to select text to be copied to the clipboard

How to Get There: Edit/Copy All Records, for example

The copy window is part of Time Logger's interface with other applications.

It appears when you select Copy All Time Records from the Time Record menu, or when you choose the Copy button in the Summary or Subtotals windows.

When it appears, its edit box will contain the information to be copied. Choose copy to complete the copy operation. Note that you may select a subset of the text before copying. You may even edit the text that is there or add new text.

To insert a carriage return into the text in the edit box, you must press Ctrl-<Enter> rather than just

<Enter>.

7.13.21 The Error/Information Message Window

Quick Summary: Tells you about an error or gives you other information

How to Get There: Occurs at many points in the program when something has gone wrong.

This window is telling you something important. It may be describing an error that occurred, or simply telling you that an operation is complete.

Read the information in the text box carefully. If you don't understand what it is telling you, search, in this help file, for some of the terms it uses, or read up on the section of the program you are working with. If you still don't understand the problem, and that problem reoccurs, select the text in the window, and paste it into an email message to [email protected]

. We'll try to help you figure out what's going on!

7.13.22 Information Window

Quick Summary: Helps you learn about Time Logger

How to Get There: Occurs at many points in the program

This window gives you some information about a part of the program you haven't used before.

Check the "Don't show me this message again" checkbox if you don't think you'll need this information in the future. If you change your mind, choose Tools/User Options/Other and click the

"Show all Informational Windows" button.

7.13.23 System Menu Information

7.13.23.1 System Menu Information

To make it quick and easy to access the data that Time Logger maintains, we have added several informational options to the top of the system menu:

Reference by Menu Options 179

Thus, when you have minimized Time Logger, you may simply click on its icon to obtain the current time, day's hours, etc.

You'll notice that options for starting, pausing, and stopping the stopwatch have also been added to the system menu. These options work just like the corresponding options on the Stopwatch menu.

Here are the three informational menu options that we have added (These options are for information only. Although they are on a menu, they are not menu commands in the usual sense.):

More:

System Menu Information - Current Time

179

System Menu Information - Today's Hours

179

System Menu Information - Completion At

179

7.13.23.2 System Menu Information - Current Time

This option displays the current time.

7.13.23.3 System Menu Information - Today's Hours

This entry shows the number of hours that you have worked today. This

205

does not include time at which the stopwatch was not running or was

on setting the Daily Goal, see User Options Window/Progress Tab

206

7.13.23.4 System Menu Information - Completion At

This displays the time at which you will reach your

Daily Goal

204

. For more information on this and

156

7.13.24 Shortcuts for Specifying Time

7.13.24.1 Shortcuts for Specifying Time

Time Logger provides you with two shortcuts for specifying time.

This next table shows examples of the shortcut strings allowed, with a description of how Time

Logger interprets each.

180 Responsive Time Logger Help

Example Interpreted as

Now or "N" Current time

4 4:00

915

1435

9:15 AM

2:35 PM

The last two lines in this table demonstrate a very useful shortcut, one that allows you to enter a time with one hand on the numeric keypad. Simply enter the 24-hour (also known as "Military Time") time without a colon separating the hour and minutes, and Time Logger will interpret the time correctly.

7.13.25 The Time Logger Command Line

7.13.25.1 The Time Logger Command Line

You may use the Time Logger command line to specify a person and/or a

206

Here's how to add a shortcut with a command line that you specify.

Right click on your desktop and choose New/Shortcut

In the window that appears, enter the command line. This consists of the path to the timelog.exe

file, plus additional information as described below.

Continue with the Create Shortcut wizard. When you're done, you'll have a shortcut on your desktop that will allow you bypass the login window when you run Time Logger.

At a minimum, this command line must contain the text "TIMELOG". That is, the name of the executable file (Windows assumes an extension of .exe).

However, you may specify additional pieces of information on the command line: a time record database, a person, and/or a timelog.ini filename.

Specifying a Time Record Database

Simply add the name of the file anywhere on the command line. Please remember that the application's executable file name, TIMELOG, must be the first thing on the command line. For example:

C:\timelog\timelog.exe c:\timelog\MyData.mdb

Specifying a Person

Add the text "/User" to the command line, followed by the user's name enclosed in quotes. For example,

C:\timelog\timelog.exe /User "Mary Smith"

If you specify person and file name, the user specification must appear first.

Examples of Valid Command Lines

timelog

TimeLog

"c:\Program Files\Timelog\TIMELOG" c:\timelog\TIMELOG.EXE /User "Reggie Wilson" "c:\My Docs\MyTime.mdb"

For information on creating a new program item and entering its command line, see

The Login

Window

Reference by Menu Options 181

7.13.26 Site License Discrepancy Window

7.13.26.1 Site License Discrepancy Window

Quick Summary: Allows you to register additional users or eliminate invalid or duplicate users

How to Get There: Appears when the number of people using Time Logger exceeds the number of users for which it was licensed

When you purchased Responsive Time Logger, you purchased a license to use the product for a maximum number of users, in most cases, one. When Time Logger detects that it is being used by more users than this, it displays this window.

The window lists the names of the users who have run Time Logger.

We apologize for the need to include this "policing" feature, and for any inconvenience it may cause.

At this point you have three choices:

Duplicates

If one or more of these names is a duplicate, or is invalid, select the user names that are duplicates, or belong to someone who is no longer with the company, and choose the Duplicates button. For example, if you have used the application as Bob Smith, and also as Robert Smith, Time Logger will think that two users are present, in violation of the license agreement. You will want to eliminate one of these "users."

182 Responsive Time Logger Help

Trial

If you are simply investigating the multi-user capabilities of Time Logger, choose Trial. This will allow you a 30-day trial period without registering. The Site License Discrepancy window will appear periodically during this trial period. Simply choose the Trial button each time.

Register

If you have purchased a multi-user site license, simply enter your company name and license number in the controls at the bottom of the window, and select Register.

If you would like to purchase a site license, simply contact us. We can supply you with a license number immediately.

7.13.27 Double Clicking

7.13.27.1 Double Clicking

Double clicking on a time record with the left mouse button brings up the Edit Record window, and allows you to modify the information for that time record.

Advanced Topics

Part

VIII

184 Responsive Time Logger Help

8 Advanced Topics

8.1 Rounding: Following Industry Standards

8.1.1 Rounding: Following Industry Standards

You may have been directed here by tech support after reporting that, for example, you worked for an hour at $100.00 per hour and Time Logger is charging only $99.99! This kind of result is not a bug, and we'll show that with an example.

Imagine that you charge $100 per hour, and you worked on three tasks for twenty minutes each.

Here's what your

207

might look like:

Start Date

206

Rate

thought of, so we added a macro

11/20/06 11:46 AM 100.00

20 min

205

33.33

11/20/06 11:57 AM 100.00

20 min

11/20/06 12:06 PM 100.00

20 min

33.33

Fee

Because 20 minutes is one third of an hour, the fee for each record comes out to $33.3333333…

This must be rounded to the nearest penny, and the result is $33.33 per each 20-minute record. We add up those three fees, and we get a total of $99.99, and that's what shows in the summary and invoice. That's why it looks like an error. When we round each record, and add them, the differences between the true value and the rounded value accumulate, and the expected result of $100 is not achieved.

Wait a minute, you may say, there's the problem. Time Logger shouldn't round fees before adding them! That way, in the above example, 3 times 33.33333333… would equal 100.00, and everything would come out right!

But everything doesn't come out right. When you don't round first, the individual totals (as displayed) don't add up to the final total. For the above example, the problem is that you show three time records with fees of 33.33, and a total of 100.00, and it looks like a math error.

33.33 + 33.33 + 33.33 = 100.00 Looks like a math error!

If we do not round each Time Record fee, then the sum total of the fees will appear wrong. Whether you choose to round first or not, there are going to be situations in which the results look wrong.

The method of rounding each time record's fee to the nearest cent, then adding those fees to get the total fee is the industry standard. In most cases the rounding differences that cause the total to be larger balance out those that make it smaller, and the inaccuracy is negligible.

More:

Rounding of Durations

184

8.1.2 Rounding of Durations

Although the discussion above concerns the rounding of fees, the principles apply to other parts of

Time Logger as well such as subtotaling and durations. For example, a one-minute time record has

a duration

205

of 0.0166666… hours. This rounds to .02 hours, and can be a cause for confusion. To avoid this problem, simply choose one of the "minute type" duration formats, such as "Hour, Minute

(3 hr 13 min)." To select this, choose Tools/User Options/Duration Format.

Advanced Topics 185

8.2 Working With Macros

8.2.1 Working With Macros

We wanted to make sure that Time Logger could accomplish specific tasks that we hadn't even

205

capability. With Time Logger macros, you can program Time

Logger to do almost anything.

Before using Time Logger's macros, you'll want to become familiar the VBA (Visual Basic for

Applications). Time Logger includes an entire help file devoted to this language. To view it, choose

Advanced/Macro Editor and select Help/Language from that window's menu.

To edit or run a macro, choose Advanced/Macro Editor.

More:

Sample Macro

185

Time Logger Macro Functions

186

8.2.2 Sample Macro

To give you an idea of how a macro

205

might look, here's a simple example:

' This sample macro goes through all the records in the currently opened database

' For any record for which the person is "John Smith" and the project is "Jupiter Database"

' the macro will change the rate to $85.00 per hour

Sub Main

Dim App As Object

Set App = CreateObject("TimeLog.Application")

App.SetSQL("select start, person, project, rate, key from timerecords order by start")

NumRecords = App.GetNumRecords()

Dim Person As Variant

Dim Project As Variant

Dim NewRate As Variant

Dim ResultCode As Long

Person = ""

Project = ""

NewRate = 85.00

For i=1 To NumRecords

If i=1 Then

App.MoveFirst()

Else

App.MoveNext()

End If

Person = App.GetFieldValue(1, ResultCode) ' Field 0 = Start,

Field 1=Person, Field 2=Project

Project = App.GetFieldValue(2, ResultCode)

If Person = "John Smith" And Project="Jupiter Database" Then

MsgBox("Changing the Rate...")

App.SetFieldValue(3, NewRate)

End If

186 Responsive Time Logger Help

Next i

App.RefreshDisplay()

End Sub

Visit the Responsive Software web site http://www.ResponsiveSoftware.com

for additional examples.

8.2.3 Time Logger Macro Functions

Here is a brief description of each of Time Logger's

macro

205

functions:

long GetMajorVersion();

Returns the Time Logger major version number

long GetMinorVersion();

Returns the Time Logger minor version number

long GetFixVersion();

Returns the Time Logger fix version number

VARIANT GetSQL();

Returns the current SQL command. For more on SQL, and links to SQL resources, please visit the

SQL page on our web site, http://www.ResponsiveSoftware.com/sql.htm

long SetSQL(BSTR SQLCommand);

Sets the SQL command. For more on SQL, and links to SQL resources, please visit the SQL page on our web site, http://www.ResponsiveSoftware.com/sql.htm

long OpenFile(BSTR FileName);

Opens a Time Logger database

long MoveFirst();

Moves to the first record in the database

long MoveNext();

Moves to the next record in the database

VARIANT GetFieldValue(long FieldNumber, long* ResultCode);

Returns the value of a given field. If successful, the ResultCode will be zero.

long Show();

Add this function to your macro if you want Time Logger's main window to be displayed. Otherwise, when running a Time Logger macro from another application, Time Logger's window will not be visible.

long GetNumRecords();

Returns the number of records in the currently opened database

long SetFieldValue(long FieldNumber, VARIANT Value);

Sets the value of a specific field

long DeleteRecord();

Deletes the current record

long ImportData(BSTR FileName);

Imports data from the given text file. The fields expected will be those last set when choose File/

Advanced Topics 187

Import/From a Text File.

long ExportData(BSTR FileName);

Exports the data as it would be exported if you had chosen File/Export/To a Text File.

long SaveAs(BSTR FileName);

Saves a copy of the current database with a new name.

long SetReportTitle(BSTR NewTitle);

Sets the text of the report title (as if you had changed it in the Tools/User Options/Printing window.

long PrintReport();

Prints a time report

long PrintInvoice(BSTR ClientName);

Prints an invoice for the given client.

long RefreshDisplay();

Refreshes the

207

8.3 Time Logger's Databases

8.3.1 Time Logger's Databases

All of Time Logger's data is stored in standard Access (.mdb) format. All of these files are selfdocumenting. That is, the information concerning the database organization (tables, fields, etc.) is present in the files themselves.

More:

189

189

189

189

189

For example, to see the format of a

206

file, use Microsoft Access version 97 or newer to Link (File->Get External Date->Link Tables...) to your time record database file and select the TimeRecords table. When you select the TimeRecords table and choose Design, you'll see a window that looks something like this:

188 Responsive Time Logger Help

You'll notice that we've included comments for any field that is not self-explanatory. You can see, for instance, that the Billable field is a Yes/No field.

What follows is a brief description of each of Time Logger's database files.

Advanced Topics 189

8.3.2 Time Record Database

This database contains the time records, and has a name that you provide. For example, the sample database that comes with Time Logger is called Sample.mdb. The only table that you should consider accessing is the TimeRecords table. In this table you'll find one record for each time record.

The path and name (drive and folder) for your current time records database file can be found by selecting Advanced/Diagnostics. It is the "Current Database."

8.3.3 Descriptor Database

This database is stored in descript.mdb in the support folder where Responsive Time Logger is installed. For example, C:\program files\timelog\support\descript.mdb. The Descriptors table contains the

Sharing Data with Other Programs

205

data, and is documented in the file itself.

8.3.4 Clients Database

This database is stored in Clients.mdb in the support folder where Responsive Time Logger is installed. For example, C:\program files\timelog\support\Clients.mdb). The Clients table contains the name and address information for each client. Note that Time Logger does not currently use the

Phone field. The Category field refers to the A/R Category that is exported to Quicken or Quickbooks files.

8.3.5 Invoices Database

This database is stored in Invoices.mdb in the support folder where Responsive Time Logger is installed. For example, C:\program files\timelog\support\Invoices.mdb). The Invoices table contains the details for each Invoice and each Payment that you record.

8.3.6 UserList Database

This database is stored in UserList.mdb in the support folder where Responsive Time Logger is installed. For example, C:\program files\timelog\support\UserList.mdb). It contains the list of users that will be displayed in the Login window.

8.4 Import/Export File Formats

8.4.1 Import/Export File Formats

Although time record information may be imported and exported, the format of the text files is specified by you, the user. Therefore, the format of those files is not discussed here. For more on this, see

Client,

205

, and Accounts Receivable data may be imported into or exported from Time

Logger. The text file contains one record per line, and you choose the delimiters in the Tools/User

Options/Other window. The importing and exporting is done from the Client List window (Edit/Edit

Client Information), Descriptors (Records/Edit Record Descriptors) or Accounts Receivable (Invoices/

Accounts Receivable), respectively. Here is a description of the formats that are produced by an export operation, and expected during an import operation.

Note that in the Client List and Accounts Receivable windows you may change the width of the columns. Decreasing the width of one of the columns to zero, making it invisible, is fine for viewing the data, but that

204

will not be exported in that situation.

190 Responsive Time Logger Help

Clients Import/Export Format

Here's the format for Clients data:

Client Name, Terms, A/R Category, Contact Person, Address 1, Address

2, City,State, Zip, Comment

Descriptors Import/Export Format

Here's the Descriptors import/export format:

Descriptor Text, Type, Text of Descriptor to Which it is Linked, Type of Descriptor to Which it is linked

The first field is the descriptor itself. It may be something like "Research" or "IBM Corporation" or

"60.00".

The second field is the descriptor type -- that is, Person, Client, Project, Subproject, Activity, etc.

This is how the different types are represented:

Descriptor Type

Person

Client

Project

Subproject

Activity

Other

Hourly Rate

Internal Rate

Tax Rate

Mileage Rate

Number

The third field is the text of the descriptor to which this descriptor is linked (if you are not familiar with descriptor linking, please see

Linking Descriptors

). For example, if the client "EasySoft" is linked to the Person "Bob Smith," then this third field would contain "Bob Smith."

The fourth and final field is the descriptor type of the descriptor that the current descriptor is linked to.

If there is no link, then the value of this field should be -1.

To clarify, here are two examples:

"45.00","6","HTML Programming"," 4"

In this example, the descriptor is "45.00" and is type 6, that is, an hourly rate. It is linked to "HTML

Programming" which is of type 4: Activity.

"Nexus Corporation"," 1","","-1"

This example shows a client descriptor, "Nexus Corporation" that is not linked to any other descriptors.

Note that all four fields must be present on one line.

All fields must be represented -- if you wish to omit a value for a field, that field should be represented by a pair of quotes with no characters between them (as in the second example above).

Accounts Receivable Import/Export Format

Invoice or Payment, Number, Client, Date, Amount, File Name, Comment

The first field should be the text "Invoice" or "Payment". Payment amounts should be negative.

Here is an example showing an invoice of $1,000 and a payment of $500:

Advanced Topics 191

"Invoice","1000","AR Software","11/20/06","1,000.00","c:\timelog

\InvoiceNumber1000.rtf","First invoice"

"Payment","2045","AR Software","07/27/00","-500.00","","Dave told me the rest is on it's way"

8.5 MDAC Files

8.5.1 MDAC Files

To access time record and other data, Time Logger depends on a set of files that are installed as part of the Windows operating system. These files are called MDAC files (MDAC stands for Microsoft

Data Access Components), and if they are not present or have been damaged, Time Logger cannot run properly.

Windows 2000, XP and Vista all have versions of these files that are new enough to allow Time

Logger to run. It's possible that installation of some other programs might have damaged one or more MDAC files, causing problems with Time Logger. If this is the case, please visit our MDAC web page to learn about how to repair or replace your MDAC files: http://www.responsivesoftware.com/mdac.htm

What's New in Version 4?

Part

What's New in Version 4?

193

9 What's New in Version 4?

9.1 New and Improved Features

New Database Format

All data are now stored in the popular and robust Access (.mdb) format. You can access the files directly with Microsoft Access or any other application that can read this format.

Invoice Multiple Clients

Invoicing Multiple Clients

205

, then prints the time report and invoice, and posts the invoice to accounts receivable.

You can customize the invoice filter that it uses, and even have an individual filter for each client.

For more on this, see

Fully Customizable Headings, Report Text

All text that is displayed in the reports can now be modified or changed to a foreign language (see

Global Options Window/Terminology Tab

163

Environments that Change Only Some Options

Now, when you save an environment, you choose what to save (for example, only the filter or only the sort order). That way, when you reload that environment, only those options are modified. This is an improvement because you can quickly load an environment that only modifies some of your options. For more on this, see

Save Environment

163

Improved Client Data Editing, Accounts Receivable

The client and accounts receivable information is now displayed in spreadsheet format, and may be printed, imported or exported. Also, you may now add invoices directly to the Accounts Receivable even if Time Logger didn't generate them. Individual payments may also be tracked independently of the invoices.

General Database Editor

If you know SQL, you can use Time Logger to view any mdb database on your system. Choose

Advanced/Database Editor. SQL is a simple language that can be used to access databases. For more on SQL, and links to SQL resources, please visit the SQL page on our web site, http://www.

ResponsiveSoftware.com/sql.htm

Macro

205

Editor

Time Logger's powerful macro language uses standard VBA commands. It can be used to control

Time Logger and many other VBA enabled applications.

Database Synchronization

Time Logger can now automatically keep two databases in synch. Any records that have been added in one database will be added to the other and vice versa. If you edited the same record on both machines, Time Logger will give you a chance to resolve the conflicting edits. For more on this, see

Synchronizing Databases

Improved HotSyncing

Time Logger now includes true mirror HotSyncing with your Palm device. For more on HotSyncing, see

HotSyncing Your Data

194 Responsive Time Logger Help

Direct SQL Entry

If you know SQL, you can use it directly to select columns, sort the database, or filter the database.

Just choose Advanced/SQL Command. For more on SQL, and links to SQL resources, please visit the SQL page on our web site, http://www.responsivesoftware.com/sql.htm

Toolbars

Note that there are now two toolbars, Standard and User, and you can customize either of them.

Right click on the bar and choose Customize to change the button layout.

Quickly Sorting Columns

Right click on a

open the wrong database, or be unable to find the current time record database

204

header to see quick sorting options for that column.

Improved Rounding

When calculating total fees, Version 3 of Time Logger accumulated the total hours and multiplied them by the average rate to get a total time fee. This was the most accurate method, but resulted in apparent problems due to rounding.

Version 4 has an improved approach. The fee is calculated (and rounded to the penny) individually for each time record, and these fees are summed to get the total fee. Thus all calculations agree to the cent.

Automatic Combination of Records

If you work on the same task several times during the day, you may not want to have multiple time records for that work. That is, you may want to combine those records into a single time record.

With version 4, you can choose Tools/Global Options/General, and select "Automatically combine stopwatch record with records with the same descriptors and same date."

Improved Hourly Rate Hiding

Now, if you select Hide Hourly Rate, individual users will not be able to add the hourly rate column without knowing the Global Options password.

Restricting Users to a Single File

A major source of confusion with novice users is the Windows file system. Sometimes users will

206

You can now make sure that all users work with a single file. For more on this, see

Global Options

Window/Safety Tab

161

Adding Time Record Details to the Invoice

You may now add some simple details from time records to your invoice. The three new fields that may be added to your invoice template are:

%description -- Adds a description paragraph to the invoice for each time record

%day_description -- Adds the date and the description for each record

%detail -- Adds additional information for each record, as in this example:

Proper use of these fields requires proper set up of tabs in the invoice template

205

. For more information, see

Printing Invoices

Better Database Organization for Access from Other Applications

Because Time Logger now stores redundant information in the database (for example, start time

206

205

and duration

205

) you can read the data you want without having to calculate it.

And Much More, Including…

Improved Invoicing Interface

No Limit on Filter Complexity

What's New in Version 4?

195

Customizable Summary/Subtotals

Instant Backup

Availability of Simplified Menus

Improved Segregation of Global/Personal Options

Better Password Security

Improved Printouts

Multiple Stopwatches

I Added Records, But They're Not There!

If it seems that your records have disappeared, check these things:

Do you have a filter set? Press the F6 key to clear the filter.

Are you looking in the wrong file? Check in the files listed at the bottom of the File menu.

Were the records HotSynced to a different file? If you perform a HotSync and can't find the records that were transferred, look in the HotSync log (click the HotSync Manager icon, and choose View Log). That will tell you exactly where they went.

Following a HotSync, the Databases Are Not Identical

After performing a HotSync, Time Logger checks that the database on the handheld is identical with the one on the PC. If it detects a difference, it adds a warning message to the HotSync log that looks something like this:

Following synchronization, the databases holding time records on the PC and Handheld were not identical. This can occur if you reinstalled Time Logger to the Palm, copied a database file, or purged time records.

On your PC, click on the HotSync Manager icon, change Time Logger's

HotSync actions to ""Desktop overwrites Handheld"" and perform another HotSync. See 'Troubleshooting' in Time Logger's help for more information.

What follows is an explanation of why this happens, and what you can do about it.

Why Does This Happen?

During a HotSync, Time Logger compares records on the PC and handheld. To make sure that

HotSyncs are fast, Time Logger only examines records that have been changed or deleted since the last HotSync. This improves the speed of synchronization dramatically, but if something affects Time

Logger's list of changed and deleted records, the synchronization will not be perfect.

For example, let's say your handheld device crashes, and you need to reinstall Time Logger. When you next perform a HotSync, the time records on the PC will not be transferred to the handheld, because Time Logger shows that they have not been modified since the last HotSync. In other words, to save time, Time Logger assumes that those records already exist on the handheld, so it doesn't transfer them.

As another example, let's say you edit your time record database with another application, such as

Microsoft Access, and you delete some records. Because they were deleted in another application,

Time Logger has no record that they have been erased. As a result, during the next HotSync, the records will not be deleted on the handheld.

196 Responsive Time Logger Help

This warning can also appear if you've purged time records on the handheld, but continue to use the

Synchronize HotSync action. Purging should only be used when you've selected "One-way Data

Transfer" as the HotSync action for time records.

Finally, the synchronization could be incomplete if you copy another database over your existing time record database. In this case, records could be different from those on the handheld, and yet not be marked as modified since the last HotSync.

What Can I Do About It?

To correct this problem, click on the HotSync manager icon, choose Custom, double click on Time

Logger, and choose Desktop Overwrites Handheld for the time record and/or

205

action.

During the next HotSync, data will flow from the PC to the handheld, and the databases will once more be identical. For HotSyncs after that, the default synchronization will be used.

For more on setting HotSync actions, see

Setting HotSync Actions

I Can't Open Any Databases

If you're having trouble loading a file, perhaps you entered your own SQL statement, and that has an error in it. Choose Advanced/Compact/Repair Databases to reset the SQL statement.

The Column I Want to Insert is Not Listed in the Insert New

Column Window

Note that this window only lists those columns that are not already represented in the report. Scroll the main window horizontally to see whether the column is already being displayed but is out of sight.

9.2 Changed Features

Resume Record

The resume selected record command works differently from the way it worked in version 3. Now, it deletes the existing record, puts that record's information into the stopwatch, and adjusts the stopwatch's duration to include the duration of the original record. This is described in more detail in

Start Copy of Selected Record

This option starts the stopwatch using the same information (descriptors, etc) as the selected record, and is closer to the functionality of the old "Resume" command.

Description on a Separate Line Only on Printouts

Showing the description on a separate line is now only available for the time report. That is, the description is always shown on the same line as the other fields when viewing the