ALB
Time Recording
Version 2.2.1
TIM221121114JS
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© Advanced Legal Solutions Limited, Nov 2014. All rights reserved.
Contents
Time recording................................................. 4
Time recording ................................................................. 4
Using time recording ......................................................... 4
What's new in this release ............................................ 4
Opening time recording ................................................ 4
About the time recording summary screen ...................... 5
Time entries ..................................................................... 8
Creating time entries ................................................... 8
Time entry details ...................................................... 10
Time limits ............................................................... 13
Posting time entries ................................................... 15
Multiple time entry screens ......................................... 16
Editing time entries.................................................... 17
Cloning time entries ................................................... 20
Printing time entries .................................................. 21
Transferring time entries ............................................ 21
Deleting time entries .................................................. 23
iii
ALB TIME RECORDING 2.2.1
Time recording
Time recording
Edited by Jonathan Smith (12-11-2014)
The ALB Time Recording feature allows you to view and create timesheets
using a timer.
NOTE This documentation has been designed to be read in your web
browser, however, if you prefer you can download a PDF version.
Using time recording
What's new in this release
The following list provides a summary of the major changes in this
release. It shows new or revised content in terms of usage, policy or
procedure and should be reviewed.
Revision history
Date
Description
10/11/14
Time Summary Sheet. Enhancements to the timesheet, editing fe
and rates and additional multi-entry options.
Opening time recording
To open time recording:
1. Double-click on the
Time Record icon on the desktop.
4
CHAPTER TIME RECORDING
2. Log in.
You can also open the time recording system from the Practice
Management System. Click on the Time recording link at the top of the
ribbon toolbar.
About the time recording summary screen
The Time Recording screen allows you to carry out all elements of time
recording. You can view all time entries in one place or filter according to
your needs. You can add, edit, clone, delete, allocate or post entries,
select a date range, view targets, totals and, if you have relevant
permissions, view other fee earner's timesheets.
Field/Icon
Description
Menu Bar
Refreshes the Time Recording screen.
Filters the time entries to show or hide reversal
entries.
Launches the Unposted Time report.
New
Tools
Menu items to allow you to:

New Time Entry which displays the time
recording window with a look up for the
client and matter

New Unallocated Time Entry which
displays the time recording window with
fields to enter a client and matter name

Recent Matters which displays the time
recording window with the client and matter
fields automatically completed
Menu items to allow you to:

Report Manager which displays the Report
Manager window for access to reports.

Time Targets will display the Fee Earner's
daily time and charge amount targets (if
targets set will automatically display in the
target section, see below).

Select Columns will display a column
chooser list to enable you to select which
5
ALB TIME RECORDING 2.2.1
columns to view and hide any columns not
required.

Help
Column Grouping will display the column
grouping list to enable you to group the
entries by one or more columns. If more
than one selected, the grouping order will be
the order you select the columns.
Gives you access to online Help and other support
from the ALB Support Team.
User, Date Range, Status and Targets section
User
Displays the name of the current user.
Fee Earner
Displays My Recorded Time as default. The display
includes time entries recorded by the fee earner
and any recorded on their behalf. If you have the
relevant permissions, you will be able click on the
drop down and view the time sheets for other fee
earners.
Date (From: & To:)
Defaults to the current date. Use the date lookups
or type in a start and end date to set the required
date range.
Filter by Status
Defaults to All time entries. Use the drop down to
display just Posted, Unposted or Unallocated time
entries and either Chargeable or Non-Chargeable
time entries.
Daily Targets
Displays the current Recorded Hours and Amount
Charged gauges for today's date for current user
(fee earners only).
Time Recorded for Selected Fee Earner section
Check boxes to select one or more time entries
which then are affected by the selection made in
the Modify Selected Time Records area. Selecting
the top check box selects or deselects all time
entries displayed.
Click on the Edit icon to display the Edit Time
Entry dialog box with the standard functionality.
The Edit icon will not display against reversed
entries.
Click on the Clone icon to clone the time entry.
The Edit Time Entry dialog box displays with all
fields copied from the original time entry. You can
6
CHAPTER TIME RECORDING
amend as required and then save to create a new
time entry.
Click on the Delete icon to delete the time entry. A
message displays requesting confirmation to
delete. The Delete icon will not display against
posted time entries.
Time Entry Details
The rest of the section lists information about each
time entry, date, f/e ref and name, status, matter
ref and description, client name, charge rate,
activity, time type, time duration, no of units,
charge amount, cost amount, billing code, notes,
work type, department and branch. The data can
be sorted by any of the columns by clicking on the
column headings and the column widths can be
amended by dragging on the right border of the
column.
Bottom Section
Add new time entry
Click to display the standard Time Recording
dialog box. If you have time targets, the Time
Limit window will also display.
Modify Selected Time Records
Use the drop down to select the required
adjustment:

Post Time will post the time entries to their
matters

Allocate and Post Time will display the
matter search section so you can select a
matter for the time entries then post the
time to it.

Transfer to Matter will display the matter
search section so you can select a matter to
transfer the selected time entries to.

Reverse Time will display a Reason field so
you can enter a reason for the reversal.

Review and Allocate Time enables you to
add matters to time entries.
Click the Apply button to effect the modification to
the currently selected records, see above and
update the timesheet.
Totals
Displays the Time, Cost and Charge totals for the
displayed time entries.
7
ALB TIME RECORDING 2.2.1
Time entries
Creating time entries
Time recording allows you to add time entries.
Time Entries can only be posted to an open period unless the system
parameter Time Postings Reopen Closed Periods has been set to Yes. If
this parameter is set to No, a warning message will display advising you
that the entry will be posted to the current period. If it is set to Yes, it will
advise you that the closed period will be reopened and give you a chance
to cancel out.
Non-Chargeable Time
Non-chargeable time can only be recorded using your firm’s matter. It is
likely to be named as your firm name and will have a client number of
Z10000. Go to the firm’s matter for non chargeable time, click on Actions,
Record Time and fill out the details as for chargeable time. The only
difference is that only non-chargeable time types will be listed.
To add a time entry
1. If you are not a fee earner, select the fee earner you want to apply
the time entry to using the Fee earner
search button.
2. Right-click on the time sheet. Either:

Select a matter you have recently used from the list. The entries
shown as those of your default fee earner if you are not a fee
earner.

Create a new entry by selecting
New Time Entry.
3. The timer starts automatically. Enter the Details of the entry, and use
the Timer to record the time taken.
4. Press
5. Click on
to units.
Stop to stop the timer.
Convert recorded time into units to convert the time
8
CHAPTER TIME RECORDING
6. Choose if you want to:

Append: Add the units to the current posting period units.

Replace: Replace the units in the current posting period.
CAUTION Replacing the units will delete the units added previously.

Reset: Delete the units currently held, and reset the timer.
CAUTION Resetting the timer will delete the units.
7. You can then:

Save & Exit: Save the time entry and exit the Time Recording
screen.

Save: Save the time record and refresh the screen. You will need
to re-select the Time Type.

Post Now: Post the time directly to Accounts now. See Posting
now.

Cancel: Cancel the time entry, and exit the Time Recording
screen.
TIP If the matter has Time limits, and the time entry exceeds the
limits, you will not be able to save or post the entry. If you can
override the limits, you need to check the Proceed with Entry box in
the Time Limits screen to proceed.
8.
If the entry requires billing information, then the Public Funding Billing Additional Questions dialog will open, and requires additional details
entering.
See Multiple time entry screens for opening more than one timer.
Creating a time entry from a matter
1. Open the matter.
2. From the Actions menu, select
Record Time.
3. The Time Recording screen opens, with the client and matters details
displayed. Fill out the Time entry details and save as normal.
9
ALB TIME RECORDING 2.2.1
Creating a time entry through Document Production
If producing documents either through PMS or the modules, the option to
time record is provided at the point of saving the Document to the matter
history.
The Fee Earner, Time Activity and Units have default entries but these can
be altered.
Use the Save+Time button to save the document to history and to time
record the document.
The entry will be posted onto the time recording screen.
Creating unallocated time entries
You can create a time entry that is not allocated until you choose who to
allocate it to.
Select Actions >
New Unallocated Time Entry.
Enter the details as required.
Time entry details
See Creating time entries.
Field \
Button
Description
Timer
The timer allows you to record time for an activity as it is being carried
out. If you are interrupted, you can stop the timer and restart it when
you resume the activity.
Timer
The timer will record time in minutes and then convert this into units.
The timer starts recording as soon as you open the dialog.
If you do not require the timer, you can ignore it, and use the rest of the
dialog o record the details.
Start Timer: Click on the start button to activate the timer.
Pause Timer: Pause the timer. Click
Start to resume the timer.
10
CHAPTER TIME RECORDING
Stop Timer: Click when you have finished the current activity. You can
then:

Click
Start to resume the timer.

Click
Convert recorded time into units to convert the time
and restart the timer.
Reset Timer: Resets the timer.
Convert recorded time into units: Convert the recorded time into
units.
Matter Details
Ref
Manually enter a client, or search using the
Matter
number
Manually enter a matter number, use the
search using the
search button.
Desc
The matter description will be displayed with a hyperlink to the matter
database.
Client
search button.
drop down to select, or
The client name will be displayed with a hyperlink to the client database.
Time Details
Earner
Ref
This is the fee earner reference from the time sheet. If needed, this can
be changed to another fee earner using the
search button.
This will default to today’s date, but it can be changed to a previous date.
Icon
Description
A green tick indicates that the time entry is being posted
within a valid accounting period.
Date
A yellow triangle indicates the time sheet is being posted
outside the current period into a period that has been
closed. This type of entry can still be posted.
A red cross indicates a time record that was created
during a valid accounting period, but was not posted.
The accounting period has now been closed and the time
record is now invalid and cannot be posted. The time
record will have to be deleted and cannot be included in
any WIP.
11
ALB TIME RECORDING 2.2.1
It is not possible to create a time record in an invalid
posting period.
Time
Type
Select the required time type by clicking on the
entering the number manually.
search button, or
Only chargeable time types can be selected.
For future use with the LSC Family Fixed Fees regime; leave as ‘Default’.
Billing
Code
NOTE If your firm does not do LSC work, billing codes can be set up in
Utilities to be used as an additional set of activity codes, for example
Uniform Task Based Management System (UTBMS) codes. For further
details, please contact your Account Manager.
The charge rate is brought through automatically from the matter.
Charge
Rate
Earner
Grade
For example on private matters it will show as Private 1, and on public
funding matters it will show as the charge rate description. This can be
changed if required.
The Fee earner grade relates to the fee earner’s experience which is
mainly used for crown court and civil work.
This can be changed in certain circumstances e.g. when a grade A fee
earner wants to time record his crown court matter at a lower grade.
Units
Enter the number of units required for the time entry. The default setting
is 6 minutes to 1 unit.
Charge
(£)
The Charge Rate will update automatically after the number of units has
been entered. The Charge Rate is that which will be charged to the client.
Cost (£)
The Cost Rate (£) will update automatically after the number of units has
been entered. The Cost Rate is the amount the practice has determined is
the cost to the practice of the fee earner and his/her overheads.
Notes
Enter notes as required.
Save &
Exit
Save the time record and exit the new time entry screen.
Save
Save the time record and refresh the screen. You will need to re-select
the Time Type.
Post Now
Post the time directly to Accounts now. See Posting now.
Cancel
Cancel the time entry, and exit the enter time record screen.
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CHAPTER TIME RECORDING
Billing entries
If the matter is a civil or criminal public funding matter, there may be
additional information that is required for inclusion within the Billing
module. The additional details vary on the matter type and time activity.
The dialog will open when you go to save or post the entry.
Field
Description
Attendance
Location
Select the type of location attended using the dropdown list.
Location
Attendance
Individuals
Search for a location, or
create a new location.
Select the codes of the types of individuals that
attended.
Time limits
You can add time limits to Time entries in Time recording.
When you are Creating time entries, the Time Limits screen will be
displayed, providing a view of the financial status of the matter.
The limits need to be set up in the Matter.
1. Open the matter.
2. Select the Additional Info tab.
3. Enter either or both:

Time Limit: Enter the maximum amount of time that can be
spent on the matter.

WIP Limit: Enter the maximum WIP that can be spent on the
matter.
4. Click Apply.
The Time Limits screen shows details of any posted/unposted time and
billed/unbilled time.
13
ALB TIME RECORDING 2.2.1
.
Percentages and colour coded indicators are shown to warn when the
limits are either close to being reached or exceeded:

: Limits are within parameters.

: Limits are close to the maximum.

: Limits have been exceeded.
Overriding limits
You can override limits on matters only if you have been given the rights
to do so by your system administrator. Please contact your administrator
for details.
You can only save or post an entry that has exceeded its limits if you
check the Proceed with Entry option.
14
CHAPTER TIME RECORDING
Posting time entries
Posting time directly to accounts
If you use the Post Now button on the Time Recording screen, the time is
posted directly to Accounts.
The time entry appears on Accounts Enquiry – Time tab, in PMS and in
Accounts, as unbilled time.
Time that you Post Now does not appear on the Time Recording summary
screen where you submit timesheets.
You can either post time to accounts:

At the point you record the time.

Separately, after recording time, on the Time Recording screen
where a summary of unposted time is displayed – see below.
TIP You can edit time posted directly to accounts, see Editing time entries
after they have been posted to accounts.
From the time recording summary screen
The Time Recording summary screen, Actions menu has three options for
posting time:

Post Selected Time to Accounts: Post only the timesheets
selected in the Outstanding Time Sheets section.

Post All Time Sheets to Accounts: Post all outstanding time
sheets.

Post Selected Time Entry(s): Post only the entries selected in
the Outstanding Time for Earner section.
Select the appropriate option. Once the time sheets have been posted, the
Time Recording summary screen will be clear.
NOTE Any time that you post using the Post Now button at the point
you record the time will not appear on the Time Recording summary
screen. This is because the time has already been posted directly to
accounts.
15
ALB TIME RECORDING 2.2.1
Automatic posting of timesheets on log out
It is possible to set up ALB to automatically post unposted timesheets for
the day when you logs out. This is referred to as silent posting.
If your firm wants to use silent posting of timesheets, the system
administrator must set the Post Timesheets On Log Out system parameter
to YES.
Multiple time entry screens
You can open multiple timer entry screens in Time recording if the option
has been activated in Utilities>Licensing & Users. Please ask your System
Administrator for details.
To open multiple timers, you need to open them individually as you would
a single timer.
Accessing timers
When you open a timer, the Open Timers window is automatically
opened.
You can quickly access the timer you want using the Open Timers
window which is shown at the bottom right-hand of your screen, next to
the clock.
The Open Timers window can be minimised down to the taskbar or,
dragged to another part of the screen, if that is appropriate.
Each timer will display the client and matter reference or No Matter
Selected.
Each timer has an icon next to the name:
16
CHAPTER TIME RECORDING


: Timer is running.
: Timer is paused.
You can also open other timers, click
Add New Time Entry.
Editing time entries
Use this procedure to edit existing unbilled time postings that have already
been posted to accounts. You can modify the time type, the billing code,
and reverse postings individually or across multiple time entries at the
same time.
This function is available in Accounts Enquiry which can be accessed from
within PMS or Accounts. If you are an accounts user (i.e. with the
appropriate permissions) you will have access via the main Accounts
screen, but if not, you will only have access via PMS. For information
about the differences, please refer to Accounts and Billing.
NOTE You will only be able to edit time entries from an open period if
the system parameter Time Postings Reopen Closed Periods has been
set to Yes. If this is the case, then the software will advise you that
the closed period will be reopened.
IMPORTANT In order to transfer time you must have the Can Edit Time
permission (set in Utilities » Licensing and Users). Please contact your
system administrator.
To edit individual time entries:
Use these instructions to change the details of an individual time entry.
1. In Accounts Enquiry, open the matter that contains the entry you
want to change.
2. On the Time tab, filter the time so that only unbilled entries are
displayed. This is the default view, but if it has been changed you can
set it by selecting Unbilled in Time Status drop-down.
3. Next, right-click the entry you want to edit and choose the action you
want to perform from the shortcut menu. You can choose from:

Transfer to Matter. Allows you to transfer the selected entry to
another matter.
17
ALB TIME RECORDING 2.2.1





Edit Time. Allows you to amend the fee earner, time type, billing
code, charge rate, units, and/or notes for the selected entry.
Reverse Time. Allows you to reverse the selected entry.
Split Time. Allows you to split the selected entry into two
transactions.
View Time Report. Allows you to see the time posting history.
Reset Layout. Allows you to revert Accounts Enquiry to its default
view.
4. When the appropriate dialog box opens, amend or complete the fields
as required.





If you chose Transfer to Matter, then you'll see the Transfer Time
dialog box.
If you chose Edit Time, then you'll see the Time Recording dialog
box.
If you chose Reverse Time, then you'll see the Reason for
Preparation Reversal dialog box.
If you chose Split Time, then you'll see the Split Time dialog box.
If you chose View Time Report, then you'll see the Time Posting
History dialog box.
5. Depending on the dialog box displayed, click Transfer, Save & Exit,
or OK to update the selected entry.
NOTE If you select Edit Time and amend either the Fee Earner or
Charge Rate, when you save the entry the original entry will be
reversed out and a new entry with the amended details created for the
same date.
To edit time types for multiple entries:
Use these instructions to change the time type associated with one or
more time entries.
1. In Accounts Enquiry, open the matter that contains the entries you
want to change.
2. On the Time tab, filter the time so that only unbilled entries are
displayed. This is the default view, but if it has been changed you can
set it by selecting Unbilled in Time Status drop-down.
3. Next, select the entries you want to edit and choose Edit Time Type.
To do this, tick the corresponding check boxes down the right-hand
18
CHAPTER TIME RECORDING
side of the screen and, under Adjust Times Lines, choose Edit Time
Type from the Select Adjustment drop-down.

You can select every entry by ticking the Select All check box in the
column header.
4. Now use the Time Type field to pick a new time type for the
selections.
5. Click Apply to update the selected entries.
To edit billing codes for multiple entries:
Use these instructions to change the billing code associated with one or
more time entries.
1. In Accounts Enquiry, open the matter that contains the entries you
want to change.
2. On the Time tab, filter the time so that only unbilled entries are
displayed. This is the default view, but if it has been changed you can
set it by selecting Unbilled in Time Status drop-down.
3. Next, select the entries you want to edit and choose Edit Billing
Code. To do this, tick the corresponding check boxes down the righthand side of the screen and, under Adjust Times Lines, choose Edit
Billing Code from the Select Adjustment drop-down.

You can select every entry by ticking the Select All check box in the
column header.
4. Now use the Billing Code field to pick a new billing code for the
selections.
5. Click Apply to update the selected entries.
To reverse multiple time postings:
Use these instructions to reverse one or more time entries.
1. In Accounts Enquiry, open the matter that contains the entries you
want to change.
19
ALB TIME RECORDING 2.2.1
2. On the Time tab, filter the time so that only unbilled entries are
displayed. This is the default view, but if it has been changed you can
set it by selecting Unbilled in Time Status drop-down.
3. Next, select the entries you want to edit and choose Reverse Time.
To do this, tick the corresponding check boxes down the right-hand
side of the screen and, under Adjust Times Lines, choose Reverse
Time from the Select Adjustment drop-down.

You can select every entry by ticking the Select All check box in the
column header.
4. Now use the Reason field to type a brief description of why you are
reversing the postings.
5. Click Apply to reverse the selected postings. Each affected entry is
prefixed with the word "(Reversal)".
NOTES





Only unbilled time entries can be edited.
Time types can be adjusted regardless of matter limits.
When multiple entries are selected using the right-hand check boxes,
the "edit" options on the right-click shortcut menu become
unavailable.
Types times can be adjusted regardless of matter limits and without
warning, however, this will be addressed in the next release.
Please refer to Transferring time entries for instructions on
transferring time from one matter to another.
Cloning time entries
You can clone Time entries in Time recording and create copies of the
entry.
NOTE You can only clone one entry at a time.
To clone a time entry:
1. Right-click on the entry you want to clone in the Outstanding Time
for Earner section.
2. Edit the Details as required. You can also use the timer.
20
CHAPTER TIME RECORDING
3. Enter the number of clones you want to make. You can create up to
10 clones at once.
4. You can then:




Save & Exit: Save the time record and exit the Time Recording
screen.
Save: Save the time entry and refresh the screen. You will need
to re-select the Time Type.
Post Now: Post the time directly to Accounts now. See Posting
now.
Cancel: Cancel the time entry, and exit the Time Recording
screen.
Printing time entries
You can print a report on non-posted Time entries before you Post them.
To print time entries:
1. Press
Print on the toolbar.
Transferring time entries
Use this procedure to transfer existing unbilled time postings from one
matter to another. This can be performed individually or across multiple
time entries at the same time. It is particularly useful if you have recorded
time against the wrong matter.
This function is available in Accounts Enquiry which can be accessed from
within PMS or Accounts. If you are an accounts user (i.e. with the
appropriate permissions) you will have access via the main Accounts
screen, but if not, you will only have access via PMS. For information
about the differences, please refer to Accounts and Billing.
IMPORTANT In order to transfer time you must have the Can Transfer
Time permission (set in Utilities » Licensing and Users). Please contact
your system administrator.
21
ALB TIME RECORDING 2.2.1
To transfer an individual time entry:
1. In Accounts Enquiry, open the matter that contains the entry you
want to transfer.
2. On the Time tab, filter the time so that only unbilled entries are
displayed. This is the default view, but if it has been changed you can
set it by selecting Unbilled in Time Status drop-down.
3. Next, select the entry you want to transfer and choose Transfer To
Matter. To do this, right-click the entry and select Transfer To
Matter from the shortcut menu.
4. When the Transfer Time dialog box opens, complete the Ref fields to
specify the client and matter you want to transfer the time entry to.
5. Click Transfer to move the selected entry to the new matter.
To transfer multiple time entries:
1. In Accounts Enquiry, open the matter that contains the entries you
want to transfer.
2. On the Time tab, filter the time so that only unbilled entries are
displayed. This is the default view, but if it has been changed you can
set it by selecting Unbilled in Time Status drop-down.
3. Next, select the entries you want to transfer and choose Transfer To
Matter. To do this, tick the corresponding check boxes down the
right-hand side of the screen and, under Adjust Times Lines, choose
Transfer To Matter from the Select Adjustment drop-down.

You can select every entry by ticking the Select All check box in the
column header.
4. Now use the Ref fields to specify the client and matter you want to
transfer the time entries to.
5. Click Apply to transfer the selected entries to the new matter.
NOTES



Only unbilled time entries can be transferred between matters.
Time cannot be transferred between private and Legal Aid matters.
Please refer to Editing time entries for instructions on changing the
time type, billing code, and reversing time entries.
22
CHAPTER TIME RECORDING
Deleting time entries
You can delete Time entries in Time recording and create copies of the
entry.
CAUTION Deleting a time entry will delete the data for that entry.
To delete a time entry:
1. Choose a single entry, or multiple entries using the CTRL key and
clicking on the entries you want to delete in the Outstanding Time
for Earner section.
2. Click Yes to delete the entry, No to cancel the delete.
23