When you are finished recording time in a Case, click the stop button
to display the Save Time Entry window. Enter the following details to save your time on the Time Tab.
NOTE: Staff must have Add permissions to Case > Time Tab in order to save automatic time entries.
Case – The active case with the First Party Name and Case number will display.
NOTE: If more than one case has a timer but neither case is the active view, the Case field automatically populates the case associated with the timer displayed on the top navigation (displays the last active case).
Staff – Displays the Staff Code of the signed-in Staff. Click the dropdown to change the staff.
Date/Time – Displays the current date and the time that the stop button was clicked.
Time Spent – Displays the total time spent in the case, shown as HH:MM:SS. This may display as a decimal if the "Display Time Spent as Decimal" checkbox is selected in Firm Preferences > Time & Billing.
Description – Enter details about the work performed in the case. If you added a description when the timer was started, these details will display. The Description from the selected Task will populate this field as it displays in the Tasks Mini Directory, if this field on the Save Time Entry window is blank. Up to 5,000 characters can be entered.
Task Code – Select the appropriate code related to the task you performed in this case. This optional field includes both the Task and UTBMS Code. Task Codes are defined in the Tasks Mini Directory, which can have rates associated. If a Task is marked as Billable in the Mini Directory, additional fields will be available (see below).
Activity Code – Select the appropriate code to further describe the task being performed on the case. Activities are defined in the Activity Codes Mini Directory and are denoted with an "A" before the number, e.g., "A102 Research". A list of standard Activity Codes by the American Bar Association can be found here. Activity Code is an optional field.
NOTE: With the new Activity Codes Mini Directory, firms may need to reorganize their Tasks Mini Directory to only include the Litigation UTBMS Codes.
Add as note – When selected, a Case Note will be created, showing the selected Date/Time when the Save button was clicked, the Staff Code, and the Description from the Save Time Entry window. The note will be saved with the "Time Entry" Topic, from the Case Note Topics Mini Directory.
NOTE: Time Entry is a default Case Note Topic and cannot be changed or deleted from the Mini Directory.
Billable – When a selected Task Code is marked Billable in the Tasks Mini Directory, a new section with additional fields for calculations will display.
Auto start another timer for this case – Select this check box if you wish to automatically initiate another timer for this case after the Save button is clicked.
Billable Time Entry
If the time spent while working in a case is billable, select the Billable check box on the Save Time Entry window. This section will also display by default when the selected Task Code is marked Billable in the Tasks Mini Directory. Billable time entries will also be saved to the Value Tab. Enter the following details.
Rate – Displays the rate associated with the selected Task Code. If blank, enter the rate per hour that should be used for this task.
Increment – Select the increment in which to round up the Time Spent for billing purposes. For example, if the Time Spent is 9 minutes and the Increment is set to 0.1 (6 minutes), Neos will round the total time to 12 minutes. Use the dropdown to select one of the following increment options: Use the dropdown to select one of the following increment options: Exact – 0 min, 0.1 – 6 min, 0.2 – 12 min, 0.25 – 15 min, 0.3 – 18 min, 0.4 – 24 min, 0.5 - 30 min, 0.6 – 36 min, 0.7 - 42 min, 0.8 – 48 min, 0.9 - 54 min, 1 – 60 min. When a time entry is marked Billable, the Increment field will be required. This field will automatically display the Default Time Increment configured in Firm Preferences > Time & Billing.
Bill To – Displays the first Party marked as Our Client by default. Double-click the name to display their Provider Card. Click the X to clear the name and search for a different contact. This is a required field.
Value Code – Select a Value Code (typically "TIME") to also save the time entry to the Value Tab. NOTE: If your firm has configured a Default Value Code in Firm Preferences > Time & Billing, the Value Code will be automatically filled in. When the billable Time entry is saved, a Value item will be created and linked to this Time entry, allowing any changes to be reflected in both the Time entry and the Value item. NOTE: Deleting the Time entry will also delete the linked Value entry.
Bill Date – Enter the date for when the time entry should be billed to the client.
NOTE: If the Staff bills time slider is "off" in the Staff Profile > Time & Billing tab AND the user selects a Task Code that is marked as "Billable" from the Timer Summary Pane, Start Timer window, or Automatic Timekeeper, the Billable checkbox on the Save Time Entry window will be selected and disabled by default.
In this case, the Time Entry cannot be saved. Contact your Neos Administrator to enable the Staff Profile > Time & Billing > Billing for Time: Staff bills time slider. This change will enable the Billable checkbox and allow you to save the Time Entry.
The bottom section will calculate billable time based on the Total Time Spent | Billable Time (calculated using Time Spent and Increment) | Amount (calculated using Rate and Billable Time).
Click the Save button when complete. You will be automatically directed to the Time Tab, showing the new saved time entry for the case.
NOTE: If the case is not currently open when the Save button is clicked, Neos will open the Case and display the Time Tab.
