TPS Time and Billing Software A guide to Time Entry, Due Date Tracking, and Client Logs, Lists, and Contacts

Transcription

1 TPS Time and Billing Software A guide to Time Entry, Due Date Tracking, and Client Logs, Lists, and Contacts Contents Page 1..Why Use TPS Time and Billing 2 Map to TPS: Navigating around the program 3.Timing: A Closer look at the page and how to record time 4.Timing Continued 5...Due Dates: Searching, viewing, and updating the due date list 6..Due Dates Continued 7...Client Log: Documenting the day to day events 8.Client List: Finding client ID s and contact details What we can Achieve by Using TPS Goal 1: Timely and advance preparation of all tax returns per due date requirements. Goal 2: Improved communications through a centralized client log ensuring up to date client information is accessible to all staff Goal 3: A complete client list accessible to all staff. Goal 4: Accurate and thorough client invoices for all work completed. Goal 5: Higher client satisfaction. How to Meet Our Goals Daily Actions Step 1) Record time in and out for each client Step 2) Review and update due date list Step 3) Update return status and/or client log As needed actions Update client s contact information including , fax, street address, name, etc....and a whole lot more! The TPS software offers additional features as well such as appointment scheduling, integration with Outlook, CPE tracking and more. 1

2 Map to TPS Navigating around the program Clients Timing Due Dates Customize Fig. 1 Static Toolbar Fig. 2 Dynamic Toolbars Finding the Correct Page Each page of TPS includes a static toolbar (Fig. 1) and a dynamic toolbar. (Fig. 2) The static toolbar does not change. For most purposes you will only need the sections for Clients, Timing, and Due Dates. The dynamic toolbars will offer different but similar choices depending on the page. Fig. 2 shows, in order, the dynamic toolbars for Clients, Timing, and Due Dates. Settling In Customizing your workspace There are several ways your workspace can be customized to your preferences. From within the Clients page drag and drop the columns into a different order. Shrink and expand column widths or reorder just like Excel Click Customize (Or go to Tools > Customize ) to make the following customizations: Under the Clients tab hide columns from your view by unchecking the corresponding box Under the Other tab change the time scale available for time entries Change how a drop down box lists clients (i.e. Client ID Name) under the choice Client Box Select Preference Picture This Notice that many of the same image icons are used on each toolbar. For instance the recycle bin is found on each dynamic toolbar it will always delete the selected line. 2

3 Timing A closer look at the page and how to record time New Time Data Entry New Time Data Entry with Clock Fig. 3 Time Entry Dynamic Toolbar Stop Clock Continue Time Data Entry with Clock Fig. 4 Time Entry Data Fields Recording Time There are two ways to record time. Both are good options for their respective situations. Refer to Fig. 3 to see the corresponding icons. Option A Record a time entry from previous days or earlier in the same day. This is the best method to use when you are meeting with clients away from a computer or while working from home. I. Using the calendar choose the correct date. (Fig. 5) II. Click New Time Data Entry icon. III. Fill out the data fields for Client, Work Code, Start/Stop and Description (optional). Notice that in the example (Fig. 4) Engagement is not filled out. Ghostly Hauntings It s easy to create ghost time entries. It s also easy to delete these by selecting the blank entry and clicking delete (remember this is always the recycle bin icon). Alternately, you can find the needed date by scrolling through the calendar detail (Fig. 5) and double clicking on the time. This will automatically start a new time data entry. Then continue with the instructions at step III. 3

4 Fig. 5 Example of Alternate Time Entry Using Calendar and Calendar Detail Fig. 6 Example of Time Entry with Start, Stop, and Resume Option B Same time using the clock This method is best to use when completing work while at your desk. You will notice that as the steps are completed your calendar is simultaneously updated. I. Select New Time Data Entry with Clock icon. II. Enter the Client and Work Code (Fig. 4). You may enter text in the description box at any point before stopping the clock. You may edit or add a description by selecting the completed time entry. III. When finished or if needing to pause select Stop Clock. IV. If you need to resume the clock for the same client and work code (Fig. 6), select Continue Time Data Entry with Clock icon. V. At the end of this session select Stop Clock. Measure Once Remembering to use the time clock whenever you start working on a return will help you avoid having to devote extra time to data entry. 4

5 Due Dates Searching, viewing, and updating the due date list a. h. c. d. e. f. b. g. Fig. 7 Due Date Filters Step 1. Setting a Filter (Fig. 7) There are several methods to filter (or search) for due dates. Each field works on its own and with the other fields allowing you to further narrow the list (i.e. filter by Employee and Incomplete). The Parts Calendar (a.): Use the arrow keys to scroll through the calendar and click on the selected date. This is best to use when you want to see all clients with a return due on a specific date. Date Range (b.): Enter a date range into the From and To fields. This is another way to filter by date. It is best when you need to view a range of dates or when you want to add in multiple filters. Client (c.): This allows you to bring up the due date/s of a specific client. You can customize how their name and ID show in the drop down see page 2. Category (d.) : As part of how the due date tracker works every client has been assigned to one or more categories. The category corresponds to their IRS tax form. Status (e.): To assist us in monitoring the progress of a return the following designations have been created: Completed & Filed, In Progress, In Review, On Hold-See Comments, Sent to Client for Review, Waiting Review. Employee (f.): It s possible to assign a client to an employee either by yourself or by another employee. This filter allows you to see those clients. As we move forward, it might become necessary to check this filter on a regular basis. Radial Buttons (g.): These will quickly show the complete, incomplete, or all tax returns. A return is designated complete when the Compl. Date section is filled out see page 6. Too many holes. At this time you will not need to filter by the Partner, Manager, Engagement, Work Code, or Office fields. Reset (h.): Clear all filters in order to see the entire due date list. 5

6 i. ABC Company Company XYZ Ima Client, LLC j. k. l. m. n. o. p. q. Fig. 8 Due Date List Step 2. Viewing and Updating a Due Date Record (Fig. 8) This is the due date list. After you have found the correct client through one of the filters mentioned you can make necessary updates to the client s due date record. The columns on the left side (i.) are essentially static. If information in one of these columns needs to be updated it should be done from a different page. The rest of the columns ( j.-q.) are important to tracking the progress of a return. By making updates here anyone can see what is happening with a return, who is working on it, and its status. The Parts Description ( j.): Notes about received materials or other quick updates might be added here. Double click on the field to open a larger box. Date Rec d (k.): Is the date that client materials are noted as being received. This should only need to be updated once. This will help you prioritize work order. Wait For (l.): Allows us to quickly add and view which materials are needed to continue work. Double click on the field to open a larger box. Compl. Date (m.): This is the date that the return was completed and filed. This should only need to be updated once. This field is important to fill out for accurate filters. Ext. Filed (n.): This is the date an extension was filed. In most cases it will only need to be filled out once. It is also important to fill out for accurate filters. Ext. Due (o.): This is the date the extension is due (or in rare cases the second extension is due). It should only need to be updated once and is important to fill out for due date tracking. Employee (p.): This is the employee assigned to or working on a return. It can be updated as the return moves through processing. Status (q.): Update this section as you start or complete a step. The following designations have been created: Completed & Filed In Progress In Review On Hold-See Comments Sent to Client for Review Rowing Together Status will only offer improved searches if the client s log is consistently updated by each staff member. Refer to page 7 for more on the option On Hold-See Comments. 6

7 Client Log Documenting the day to day events Step 1. Accessing the Client Log (Fig. 9) Though officially part of Clients the Client Log can also be accessed from Timing and Due Dates by right clicking the selected client and choosing Client Log from the popup box (Fig. 9). Fig. 9 Client Log Pop Up as Seen from the Timing Page Step 2. Recording Events (Fig. 10) Event (r.): Event is not a required field. While you may never need to make these types of updates you may need to refer to them. Other events than these will also be included here. Description (s.): View helpful notes and details such as a confirmation number here. Also, the comments from Due Date Status On Hold- See Comments might be entered here. One benefit to this log verses the Description column found in Due Dates is that the log is searchable (t.) by individual entries rather than viewed as one ongoing paragraph. Event Date (u.): This is pre-filled with same day, but can be changed if needed. Employee (v.): This is pre-filled with your initials. r. s. u. v. w. x. Fig. 10 Client Log Follow-Up Date (w.): Fill this field out as necessary. If no follow up is required it may be left blank. Completion Date (x.): This field is most helpful to show completion of a scheduled follow up. It may also be filled out with the same day or left blank if not needed. t. 7

8 Client List Finding client ID s and contact details Quick Find Search By Field Fig. 11 Search Fields Selected Column Column Headers Step 1) Completing a Search (Fig. 11) There are multiple ways to search for a client. Two methods are detailed here. Option A Using the search bar at the top. I. Click on a different column header to change the search field. TPS only searches within the selected column. Option B Sort and scroll. I. Organize by ascending or descending order via the column headers or dynamic toolbar II. Complete a quick find with the alphabet located in the dynamic toolbar. Step 2) Client Details (Fig. 12) Whether you are in need of a client s address or see that a client has a new address turn to this section. I. Select the client you need to update or view by clicking once anywhere in their row. The client will show on the right side of the screen. II. As necessary use the fields on the right side to enter in new or updated contact details. Print As, ID, Full Name, Address, Phone, , and Year End can all be updated Some fields need to be double clicked to open while others can type directly in to III. Click Apply to save the changes. More than just contact details go here. The client details found here are closely connected to Due Dates, Billing, and Timing. Please be apply thought when making changes to any of the tabs as it may affect more than you realize. Fig. 12 Client Details Bonus Tip SOS TPS automatically saves most changes. Client list is one of the few times you have to take this extra step. 8