TABLE OF CONTENTS


1.            ADDING TIME AND EXPENSE GUIDELINES


2.            METHODS FOR ADDING TIME AND EXPENSE

2.1.         Adding T+E When in the File Maintenance Form

2.2.         Adding T+E Entry From the Home Ribbon

2.3.         Adding T+E From the Calendar

2.4.         Adding T+E From a Diary Entry


3.            ADDING THE TIME AND EXPENSE CHARGES

3.1.         Using T+E Maintenance Form


4.            THE TIMER

4.1.         Turning the Timer On

4.2.         Using the Timer


5.            MULTI-LINE T+E (TIME AND EXPENSES)

5.1.         Using Multi-Line T+E for Time Sheet Entries

5.2.         Editing Multi-Line T+E Entries


6.            BATCH BILLING – coming soon!!


7.            BILLING REPORTS


8.            PRODUCING PRE-INVOICE REPORTS



1.  ADDING TIME AND EXPENSE GUIDELINES

This guide provides instructions on using W5 for entering Time and Expense.  As every company has their own processes, please obtain the specific guidelines directly from your company on how it is preferred you enter time and expense, some examples include:


● Frequency of entries (i.e., daily, weekly, monthly, etc.).


● Using specific codes based on your department or job.


● Unit types


● And more...


2.  METHODS FOR ADDING TIME AND EXPENSE


T+E can be added, for a single file, from any of the following:


2.1  Adding T+E When in the File Maintenance Form


Go to the File in File Maintenance - only if you’re not already there:
Home tab > Load File # (File Number) OR Load Name (Claimant) OR File Search E(dit)


1.  Click on the T+E tab (left panel).



Only shows unbilled T+E on the file.



2.  Click on the New button (on the bottom toolbar).


2.2.  Adding T+E Entry From the Home Ribbon


1.  Click on the Home tab.


2.  Click on T+E Maintenance in the Claims group.



2.3.  Adding T+E From the Calendar


Go to the Calendar - only if you’re not already there:
Home tab > Diary Calendar > Navigate to date in Mini Calendar


1.  Right-mouse click over the event and select Add T+E to File from the menu.



2.4.   Adding T+E From a Diary Entry


Go to the Appointment Form - only if you’re not already there:
Home tab > Diary Calendar > Navigate to date in Mini Calendar > Double-click over the event to open it


1.  Click on Action (on the toolbar at the top).



2.  Select Add T+E from the menu.


3.  ADDING THE TIME AND EXPENSE CHARGES

3.1.  Using T+E Maintenance Form


Go to the T+E Journal form - only if you’re not already there:
Refer to section 2 METHODS FOR ADDING TIME AND EXPENSE of this guide


1.  Complete the information on the T+E form.



2.  Assigned To:


Indicate the resource who is assigned to that claim.


Resource and User Logins


Adjuster – Resource Only

There are a fair number of adjusters who don’t use w5.  They produce manual time sheets and submit them where an admin person enters it. There a resource code, the person who works on the claim, record their time and expense and we put on their behalf.
Adjuster – Resource and
User

As an adjuster I may want to do myself.  I also get a user id.
Administration/Secretary – User Login that is Linked to the Resource

When entering or editing T+E, “The T+E is other than the Assigned resource.” is an indicator that someone other than the Adjuster is logged in.


The T+E resource is other than the Assigned resource



The T+E Resource
The resource (e.g., Adjuster) who is assigned to that claim.
“is other than the Assigned resource”
The logged in user is someone other than a resource code (e.g., secretary).


3.  Claimant:


4.  Title:


5.  Client:


6.  Resource:


7.  Billable: 


8.  Show on invoice: 


9.  Rev. Branch:


10.  Date:  


11.  Activity (Units are Hours):


The selected Activity provides the rates and what fields are provided, some examples that include:


Review of Contracts (CONTR)

Attend Site (AS)
In this example, the T+E is duration, it figures out the client rate and can be overriden (e.g., click on the Override Rate and enter the Bill Time: (e.g., 1.00).  Time is 1/10’s of an hour.
Mileage Charge (MI)


12.  Unit/Flat:


13.  Charge:


14.  Currency:


Currency can only be changed for expenses.


15.  Client Rate:


16.  Override Rate: 


17.  Resource Compensation:


This is how much I am going to pay this person for doing that work.



(a) Type:


(b) Override Type and/or Rate


18.   Make description a Note


What is typed in the Description field is also visible in the notes.  As soon as you type 90 characters (or more) the Make description a Note gets automatically selected.


19. Note is Private


The Description is not available to portal users when this is selected.


20.  Created by:


21.  Updated by:


22.  Click on the Save button (on the bottom toolbar).


4.  THE TIMER

The Timer is typically used when an Adjuster is working on claims (e.g., reading materials, making notes, creating forms, on a phone call, etc.) in the office, and offers the following functionalities:


● There will only be one active timer for a file # regardless of how many W5 forms are displayed for that same file.


● Can have multiple timers on the go.


   ● When you switch from one file to another file the previous timer will be automatically paused.


● Timers will accumulate time until you cancel them or turn them into T+E entries.


● The Timer will start immediately when you turn it on and go to a claim.


● Will create a time entry when you end the timer for a claim.


4.1  Turning the Timer On


1. Click on the View tab.


2.  Click on Work Timer Toolbar.


The Timer toolbar will display below the ribbon.



4.2  Using the Timer


Go to the File Maintenance – only if you’re not already there:
Home tab > Load File # OR Load Name (Claimant) OR File Search > E(dit)


If the Timer has been turned on (refer to “Turning the Timer On” section above) for details.


The timer will start the moment the File is opened to screen.


1.  The Work Timers will time while you work on that file (e.g., photocopying, telephone calls, looking at notes, reading documentation, etc.).



Starting a Timer for a Different File


2.  Click on the Pause Timer button on the Timer Toolbar if you need to continue timing on this file later.


3.  Go to File Maintenance for the other file you wish to time activities for.


– OR –


For client or contacts (e.g., responding to a telephone call):


(a) Enter the caller’s name into the Load Name search field, then press the Enter key.


(b) Click on the name in the Name Search results list.


(c) Click on the File # link from the Filter section (right-hand side).


The timer will start the moment the File is opened to screen.


4.  Proceed using the needed functionality described below:



To temporarily stop the Timer.

If you do not wish to time the file currently open on screen.

A prompt will display:  “Are you sure you want to Cancel the active timer file number (00:00:00)?  This will permanently delete the timer.”

Click on the Yes button to stop the timer or click on the No button to let the timer continue.
Return to previously timed File 

The Work Timers drop-down is used to return to previously paused timers.

Continues the timing on a paused timed File.

Creates a T+E Journal entry and displays the timed details in a Work Timer dialogue (top right-hand corner).
Note:  As a precaution, the Timer will continue to be available in the Work Timers drop-down or continuing timing on the file until the T+E is completed and saved.

AND

Clearing Timers from the List
Turn the Timer feature off and remove it from screen.

A prompt displays:  “You have Timers that have not yet been saved. Do you want to return so that the Timers can be saved? Click “Yes” to return. Recommended) Click “No” to abandon your Timers.”

If No is selected, another prompt displays: “Are you sure you want to DELETE all Timers in your list?”


5.  MULTI-LINE T+E (TIME AND EXPENSES)

More often than not, Adjusters are out in the field, hitting multiple claims each day and recording activities on a timesheet.  The Multi-line T+E feature allows the Adjuster or Secretary to effectively create the T+E’s for different files at one time (you don’t need to go into each file to enter the T+E from the timesheets).


This method is generally used as a “batch entry” method to record T+E from a timesheet.


5.1.  Using Multi-Line T+E for Time Sheet Entries

1.  Click on the Home tab.


2.  Click on Multi-Line T+E in the Claims group.



The Multi-Line T+E Form is displayed.


3.  Set the Batch Mode feature as needed.



The Batch Mode feature is currently inactive.

Toggle the Batch Mode feature to ON.

The Batch Mode feature is currently active.
Every file entered as a T+E, will be billed right away.  They will be recorded for batch processing when the entries are saved.

Toggle the Batch Mode feature OFF.

They will be billed later.


4.  Enter or specify the following details:


Note:
When selected, the checkboxes down the left side will hold onto the information in that field, for use with the next new record.  They will be automatically entered into every T+E entry until you change them.


(a) Resource:


(b) Date Worked: | Time


(c) File:


If known, enter the file number, then press the Enter key.



– OR –


Use the Lookup button



– OR –


Indicate a portion (or all) of the Claimant’s name in this search field, press the Enter key, and then select the Claimant from the provided results.



Note:
The following fields of information are automatically provided once the File has been specified:

(d)      Assigned To

The Resource that is assigned to the specified File.

(e)      Insured

The Insured name on the specified File.

(f)       Title: 

The Title for the specified file, an example:

(g)      Client

Automatically displays the Client on File for the specified file.


(h)  Activity:


The corresponding Charge will display.


(i) Charge:


Charges are 1/10 of an hour increments (e.g., .1 = 10 mins).


(j) Currency:


(k) Rate:


(l) Rev. Branch:


(m) Billable:


(n) Show on Invoice:


(o) Force Description on Note:


Whatever is typed in the Description field is also visible in the notes.  This option is automatically selected as soon as you type 90 characters (or more) in the Description.


* Description:


Click on the Add button.


The entry will display in the Unposted T+E section.



Please note that as long as the T+E entries remain on the un-posted T+E list on the form, they are not actually saved into W5 and could be lost in a power failure or workstation issue.  We therefore suggest that you save them from time to time.


6.  Repeat steps 3 to 5 of this section to create the T+E’s for the other timesheet entries.


5.2.  Editing Multi-Line T+E Entries


1.  Click on the Home tab.


2.  Click on Multi-Line T+E in the Claims group.



The Multi-Line T+E Form is displayed.


3.  Set the Batch Mode feature as needed.



6.  BATCH BILLING


Coming soon!



7.  BILLING REPORTS

Work in progress by client on file.  Work in progress by file resource – adjusters look to see what they’ll get paid.


1.  Click on the Accounting tab.


2.  Click on Billing Reports.


3.  Select Report: Billing Value.


Provides a list of all files with min balance of $0 or min balance of unbilled hours.


5.  Set a Minimum Balance – 100 hours with an Hours Threshold of 3 hours (or more).



If you wanted to bill these are the amounts.


6. Click on the Preview button.


Resource Name – when empty means everyone


8.  PRODUCING PRE-INVOICE REPORTS

Go to the File Maintenance - only if you’re not already there:
Home tab > Load File # OR Load Name (Claimant) OR File Search > E(dit)


1.  Click on the Action button (on the bottom toolbar).


2.  Select one of the following Billing Worksheet Report options:



1
Description
The Description of the activity code followed by the Description entered into the system.
2
Resource Value
What you will bill the client.
3
Expense Value
Expenses paid by the Adjuster (e.g., hotel, gas, etc.).

FlatF
(page 2)
Flat fee