Time and Billing Database Setup Question

I have a time sheet application I am developing and have a question about how
to set up billable vs. non-billable time codes. In this application, users
will enter the date they worked, the clients they worked on, the number of
hours they worked on those clients and lastly, the time code or area their
work is to be charged. There are numerous time codes that can be entered,
but they all break down into two basic categories, billable and non-billable.
I have a stand-alone table for the time codes which has the following fields:
Time_Code [numeric field]
Code_Description [text field]
Billable [yes/no checkbox]
I then have a second table for sub-codes that allows you to assign various
time sub-codes to the time codes. This provides greater detail for reporting
purposes. For example, rather than just charging your time to the Audit time
code, you would charge it to Audit and the specific section you audited, such
as cash or loans.
With this structure, I can generate reports on a user’s time and perform an
analysis of billable vs. non-billable time, which is crucial.
The dilemma I have is with the non-billable time codes. Just because
something is non-billable doesn’t mean that it is not productive. I would
like to be able to set up time codes and subcodes for special projects that
users work on that do have some value, although they may not be billable. I
would like to be able to report on billable vs. non-billable and then within
the non-billable, I would like to report on productive vs. non-productive
projects. I am not sure how to set up the database to achieve this. Thanks
for any help.

On Thu, 8 Jan 2009 20:51:01 -0800, JD McLeod
wrote:

We have a similar system in our company. I designed it a bit
differently. Billable/Non-billable is a separate field, so each task
can be billable or non-billable. That way I don't have to create each
task twice.
We bill non-billable time to our clients at $0. Thus they can see we
put extra effort in their project that they don't have to pay for.
We have one customer called "Kinetik IT Internal" for bench-time
projects and other activities for the greater good of the company.
This one gets billed to our president.

-Tom.
Microsoft Access MVP


I have a time sheet application I am developing and have a question about how
to set up billable vs. non-billable time codes. In this application, users
will enter the date they worked, the clients they worked on, the number of
hours they worked on those clients and lastly, the time code or area their
work is to be charged. There are numerous time codes that can be entered,
but they all break down into two basic categories, billable and non-billable.
I have a stand-alone table for the time codes which has the following fields:
Time_Code [numeric field]
Code_Description [text field]
Billable [yes/no checkbox]
I then have a second table for sub-codes that allows you to assign various
time sub-codes to the time codes. This provides greater detail for reporting
purposes. For example, rather than just charging your time to the Audit time
code, you would charge it to Audit and the specific section you audited, such
as cash or loans.
With this structure, I can generate reports on a user’s time and perform an
analysis of billable vs. non-billable time, which is crucial.
The dilemma I have is with the non-billable time codes. Just because
something is non-billable doesn’t mean that it is not productive. I would
like to be able to set up time codes and subcodes for special projects that
users work on that do have some value, although they may not be billable. I
would like to be able to report on billable vs. non-billable and then within
the non-billable, I would like to report on productive vs. non-productive
projects. I am not sure how to set up the database to achieve this. Thanks
for any help.

TblTimeCodeType
TimeCodeTypeID
TimeCodeType (Billable, NonBillable)

TblTimeCode
TimeCodeID
TimeCode
CodeDescription
TimeCodeTypeID

TblSubTimeCode
SubTimeCodeID
TimeCodeID
SubTimeCode

TblProjectType
ProjectTypeID
ProjectType (Productive. NonProductive)

TblProject
ProjectID
ProjectName
ProjectTypeID
SubTimeCodeID

All SubTimeCodes must relate to a TimeCode in TblTimeCode. By only entering
a SubTimeCodeID for a project, you are actually entering a TimeCode (See
TblSubTimeCode) and a SubTimeCode.

Steve

"JD McLeod" wrote in message
news
I have a time sheet application I am developing and have a question about
how
to set up billable vs. non-billable time codes. In this application,
users
will enter the date they worked, the clients they worked on, the number of
hours they worked on those clients and lastly, the time code or area their
work is to be charged. There are numerous time codes that can be entered,
but they all break down into two basic categories, billable and
non-billable.
I have a stand-alone table for the time codes which has the following
fields:
Time_Code [numeric field]
Code_Description [text field]
Billable [yes/no checkbox]
I then have a second table for sub-codes that allows you to assign various
time sub-codes to the time codes. This provides greater detail for
reporting
purposes. For example, rather than just charging your time to the Audit
time
code, you would charge it to Audit and the specific section you audited,
such
as cash or loans.
With this structure, I can generate reports on a user's time and perform
an
analysis of billable vs. non-billable time, which is crucial.
The dilemma I have is with the non-billable time codes. Just because
something is non-billable doesn't mean that it is not productive. I would
like to be able to set up time codes and subcodes for special projects
that
users work on that do have some value, although they may not be billable.
I
would like to be able to report on billable vs. non-billable and then
within
the non-billable, I would like to report on productive vs. non-productive
projects. I am not sure how to set up the database to achieve this.
Thanks
for any help.