Print a report by date range and multiple timekeepers

Depending on when we acquired a client, they have different rates they are billed under, so each person in the office has multiple 'timekeeper' entries. (for example Para1-115, Para1-95, Para1-85...) I want to create a report that lists all the slips created (for all the clients) for one person in the office for a whole month. So I want a report that lists all slips, arranged by date, for a certain month, for all clients, for several 'timekeepers' who are actually one person.  I want to be able to see, day by day, what a particular person spent all day doing. I hope that makes sense :)

  • 0
    Depending on how much detail you want there are number of reports that will work. The first couple that come to mind are the slip listing and the slip summary report but you might also look at the slip totals by period report. All of these can be filtered for the appropriate time keeper and the appropriate date range and then you can use the sort to determine what ward are you see information in.
    Under the help menu for Timeslips there is a section on documentation and all the reports. The PDF gives you details on all the reports
  • 0
    I agree with Caren. There are many reports that could work here.

    - The fields that appear is controlled by the report you select. Caren pointed out that the Slip Listing is a good start.

    - The slips that are included is controlled by the Selection Filters tab. So here you can choose the timekeeper(s) and the date range you want to include.

    - The order that records appear and how totals are subtotaled is controlled by the Sort and Subtotal tab. So here you can sort by slip transaction date and subtotal by day.

    If you only need totals and not description, etc. then you can try the Daily Slip Totals by Period.
    If you need totals but also some other fields, then you can build your own report using the User Defined Slip Listing.

    Good Luck!
  • 0
    Couple of things:

    1) I would start with a Slip Listing report, filtered by the timekeeper records and date range, and sorted and subtotaled by Slip Date. I would probably also not use the high details option, but just the slip entry option for less clutter in the report.

    2) I would not recommend using multiple Timekeeper records to track different hourly rates. Each timekeeper can have up to 20 rates, so the one record can hold more than one rate. However you would then need to learn how to manage the rate rules for the clients to have it default to the correct rate for that client. What you are doing will work, but it is fraught with human error, because your timekeepers have to constantly pick the right timekeeper/rate when they enter their slips and could pick the wrong one and charge the client incorrectly. When rate rules are designed correctly, you don't have that problem.
  • 0 in reply to Nancy Duhon
    I haven't had a chance to try any of the suggestions for reports, but I wanted to ask Nancy a questions in regard to her point two; how do you handle it if all the clients have two rates per person, depending on what type of task is being performed? Each paralegal in the office has 'Paralegal' time and 'staff' time that are different rates for the same client.
  • 0 in reply to Para2
    You can handle that in the rate rules. You basically have a rule that says, IF TimekeeperA creates a slip with task code Paralegal, then use Rate X. IF Timekeeper A creates a slip with task code Staff, then use Rate Y.

    The rate rules can be pretty complex if you need them to be. The secret is to write them as tightly, with as few variations as necessary.
  • 0 in reply to Nancy Duhon
    I have no idea how to begin to do what you're talking about. I've only been working with Sage about a year and everything was set up before I got here. I just create slips and generate bills.

    That being said, I'm not sure how to combine the timekeeper rates and the rate rules to get all the rates I need. To give an example, I have the following rates I could use:
    Para2-NC = no charge
    Para2-35 = staff rate for clients started before 2014
    Para2-85 = Paralegal rate for clients started before 2014
    Para2-45 = staff rate for clients started between 2014 and 2015
    Para2-95 = Paralegal rate for clients started between 2014 and 2015
    Para2-65 = staff rate for clients started after 2015
    Para2-115 = Paralegal rate for clients started after 2015

    Can I set up rules that would have that amount of flexibility?
  • 0 in reply to Nancy Duhon
    I finally had time to play with the reports and I finally figured out how to sort :) I am using the Slip Listing report. Thanks for the tip on not using the high details option. The only thing I don't like, and I'm not sure if I can change it, but under time it just lists one time point, which I'm not sure is the start or stop time. Is there any way to show the time as a range from start to finish?
  • 0 in reply to Para2
    I believe this would require a user defined slip listing report.
  • 0 in reply to Caren2
    I tried that one, but it doesn't show the time at all, just the word TIME. It also doesn't give the whole description.
  • 0 in reply to Para2
    You can. However a lesson in how to setup rates is really beyond the forum. At a simple level you set the rates on the paralegal and then assign the rate level to the clients. The rate level for other timekeepers should match those of the paralegal so client level 1 is x for paralegal and y for attorney