Project Clock

Project Clock is a time tracking tool that lets you create projects, log hours worked by warehouse users, and bill clients for work done on specific projects.

This tool is useful for special projects, custom services, or any work that requires detailed tracking of time invested. It helps you maintain accurate records of who worked on which project and how much time was dedicated, facilitating accurate billing.

Why use Project Clock?

Detailed Time Tracking

Log start and end hours for each user working on a project, with optional comments to document work done.

Project Management

Create projects with name, description, estimated time, and due date to organize warehouse work.

User Assignment

Assign warehouse users to projects and log their worked time individually for each project.

Project Statuses

Manage projects through statuses: Idea, Ready, Processing, and Done to maintain an organized workflow.

Project Billing

Close completed projects and automatically bill worked time with custom costs and prices.

Total Time Log

View total accumulated time worked on each project and the start date of the first time record.

Access Project Clock

You can access Project Clock from:

1. Billing Menu: Navigate to Billing > Project Clock
2. Directly: Access /project.php

Activation Required

Project Clock must be activated in system preferences (project_clock = 'Y') to appear in the menu. It’s only available for Warehouse type users (UserLevel = 2).

Create a New Project

1. Open Project Form

   Click the Project button at the top right of the page.

2. Complete Project Information

   Complete the following fields:

   • Company: Select the account/client associated with the project
   • Name: Enter the project name (required)
   • Description: Add an optional project description
   • Estimated time to complete: Enter the estimated number of hours (use arrows or type the number)
   • Due date: Select the project due date (format: YYYY/MM/DD)

3. Save the Project

   Click Save to create the project. The project will be created with “Idea” status.

Validation

The system validates that the project name doesn’t already exist. If you try to create a project with a duplicate name, you’ll receive an error message.

Project Statuses

Projects go through different statuses during their lifecycle:

Idea

Newly created project, not yet approved to start. You can edit it or approve it to change its status to “Ready”.

Ready

Approved project ready to start. Users can begin logging worked time.

Processing

Project in progress with users logging worked time. You can close it when complete.

Done

Completed and invoiced project. No more changes can be made.

Approve a Project

To change a project from “Idea” to “Ready” status:

1. Open Actions Menu

   Click the Actions button in the row of the project you want to approve.

2. Select Approve

   Click Approve in the dropdown menu.

3. Confirm Approval

   Confirm the action in the confirmation dialog. The project status will change to “Ready”.

Log Worked Time

Warehouse users can log worked time on projects. Time logging is typically done from the mobile app, but you can also manage it from the web interface:

1. Expand Project Details

   Click the expansion icon (first column) in the project row to see time records.

2. View Time Records

   A table will show all time records for the project, including:

   • User: User who worked on the project
   • Start time: Work start time
   • Stop time: Work end time
   • Comment: Optional comments about work done

3. Edit Time Records (if necessary)

   Click on any editable field to modify it:

   • User: Reassign the record to another user
   • Start time: Change start time
   • Stop time: Change end time (must be after start time)
   • Comment: Add or edit comments

Time Logging

To edit the end time, a start time must first exist. The system validates that the end time is after the start time.

Close and Bill a Project

When a project is complete and all time records are correct, you can close and bill it:

1. Verify Time Records

   Make sure all time records have complete start and end times. The system will verify this automatically.

2. Open Actions Menu

   Click Actions in the row of the project with “Processing” status.

3. Select Close

   Click Close in the dropdown menu.

4. Complete Billing Information

   If all records are complete, a billing form will open:

   • Description: Invoice description (pre-filled with project information and total time)
   • Cost: Internal project cost
   • Price: Price to bill the client

5. Confirm Billing

   Click charge to confirm. The system will:

   • Change project status to “Done”
   • Create an entry in the client’s partial invoice
   • Record the cost in the warehouse

Validation on Close

You cannot close a project if there are time records without start time or without end time. The system will show a message indicating how many records are incomplete.

Edit a Project

You can edit projects that aren’t yet in “Done” status:

1. Open Actions Menu

   Click Actions in the row of the project you want to edit.

2. Select Edit

   Click Edit in the dropdown menu.

3. Modify Fields

   Update any project field:

   • Company
   • Name
   • Description
   • Estimated time
   • Due date

4. Save Changes

   Click UPDATE to save changes.

Delete a Project

You can delete projects you no longer need:

1. Open Actions Menu

   Click Actions in the row of the project you want to delete.

2. Select Delete

   Click Delete in the dropdown menu.

3. Confirm Deletion

   Confirm deletion in the dialog. The project and all its time records will be permanently deleted.

Permanent Deletion

Deleting a project also deletes all associated time records. This action cannot be undone.

Information Shown in Table

The main table shows the following information for each project:

• ID: Unique project identifier
• Company name: Name of associated account/client
• Project name: Project name
• Description: Project description
• Estimated time: Estimated hours to complete the project
• Due date: Project due date
• Status: Current project status (Idea, Ready, Processing, Done)
• Init time: Date and time of first time record (or “-Not started-” if no records)
• Time log (AT): Total accumulated time worked on the project (format HH:MM:SS)

Search and Filtering

You can search and filter projects using filters at the top of each column:

• Search by company name, project name, description, status, etc.
• Filters work in real time as you type
• Use the reload button to refresh the table and clear filters

💡 Best Practices

Set Realistic Estimated Times

Use accurate estimated times when creating projects to help plan resources and meet due dates.

Document Work

Add descriptive comments in time records to document what work was done during each session.

Review Records Regularly

Review time records periodically to ensure all users are correctly logging their worked hours.

Complete Records Before Closing

Verify that all time records have start and end times before attempting to close a project to avoid errors.

Use Clear Descriptions

Write clear and specific project descriptions to facilitate identification and management of multiple projects.

Bill Soon After Completing

Close and bill projects as soon as they’re complete to maintain healthy cash flow and updated records.

Troubleshooting

I can’t close a project

Problem: The “Close” button doesn’t appear or an error appears when trying to close.

Solution:

• Verify that the project is in “Processing” status
• Make sure all time records have start and end times
• Expand project details and review each time record individually

Time records don’t show

Problem: When expanding a project, time records don’t appear.

Solution:

• Verify that users have logged worked time (typically from the mobile app)
• Make sure the project is in “Ready” or “Processing” status
• Reload the page using the reload button

I can’t edit the end time

Problem: When clicking “Stop time”, an error message appears.

Solution:

• You must first set a start time before you can set an end time
• The end time must be after the start time

Project doesn’t appear in menu

Problem: I don’t see “Project Clock” in the Billing menu.

Solution:

• Verify that the feature is activated in system preferences (project_clock = 'Y')
• Confirm that your user has Warehouse permissions (UserLevel = 2)
• Contact the system administrator if the problem persists

Next Steps

• Generated Costs - View automatically generated invoices, including project invoices
• Statements - Review client account statements that include invoiced projects
• OMS Accounts - Manage client accounts associated with projects