Creating Time Entries and Expenses in Excel Spreadsheet

^{Last Updated : 07/05/2012}

Creating Time Entries in Excel Spreadsheet

Log in as a manager and go to the TimeTracker tab, click on 'Create an Excel Timesheet'.

The system requires you to choose which department you are inputing data for and a date range.

If you wish to create a entry for just one day, make the Start and End dates the same.

Click 'submit form' and this will download the spreadsheet.

Here is a sample of what your spreadsheet should look like:

To create a time entry, go to the day and the employee that you want and input the time in the far right hand column under the Hours:Min(00:00). If you want to input the time 7 hours and 50 minutes, put 7:50 (hours:minutes format). Do not convert the time to decimal time – Hourdoc will automatically do it for you.  You can also enter specific start/end times in the appropriate columns.

In the event that you have employees that have breaks automatically taken out, it is important to note that any time entry length that falls into the parameters that you have set will be subject to having a break automatically taken out. Please refer to the training manual under the support tab if you have further questions.
Fill out each line that requires data.

Important: If there is a day that does not have data, either delete that line from the spreadsheet or input 0:00 under the Hours:Min(00:00) column. When you are done entering times please delete all empty lines between employees. This is necessary otherwise your sheet will not upload.

Creating Expenses in Excel Timesheet

You can also add expenses to the Excel Timesheet.  You must enter the expense exactly as is it appears in the Pay Codes section of your Preferences.  It is case-sensitive.

Note: Find the exact pay code/expences in your HourDoc account. Go to Preferences --> Pay Code/Expenses.

PLUS/MINUS – You may ignore this column.

AMOUNT – Use only numbers, no dollar signs.

NOTE – Optional

HOURS – If importing expenses only, be sure to enter 0:00 in the Hours:Min column.  If this expense is associated to a time entry, simply enter the correct number of hours and minutes.

Job Costing Using Excel Timesheet

The Excel Timesheet can also be used to record the job that an employee worked.  To do this simply enter the Job ID in the appropriate column.  It must appear exactly as it is in HourDoc.  The ID can be found by going to Preferences --> Jobs/Phases and looking in the "Job ID" field.

Upload the Finished Excel Timesheet

Now you are ready to upload the sheet:

1. In Excel perform a "Save As..." command and save the file in CSV format.  If using a Mac be sure to select "Windows CSV" format.  Save the file in a location where you can find it in step 3.
2. Go to the TimeTracker tab and select 'Upload Excel Timesheet'.
3. Click the "Browse" button and select the file. Click the "Submit File and Confirm" button.
4. Click "Confirm Upload". Your time entries are now uploaded and accounted for in the system.

You have an option to view the entries in Timetracker.

IMPORTANT NOTES:

Each row MUST contain data. If this spreadsheet is being used to report TIME, all that is necessary is the format is reported as HOURS:MINUTES. If the spreadsheet is being used to report EXPENSES ONLY, YOU MUST HAVE 0:00 in the Hours:Min column.

If you have employees on this Excel spreadsheet that have no data to report, you MUST DELETE THE ENTIRE ROW(S) BEFORE THE SPREADSHEET CAN BE SUCCESSFULLY IMPORTED INTO HOURDOC.

If you have any questions on how to use any of these HourDoc features, please email support@hourdoc.com.