Xact Time and Billing Pro User Manual
Overview
Upon successfuly installation of Time and Billing Pro, a new tab "Tickets" appeared in the Contacts Detail View, and Companies Detail View.
Job-tickets or cases records are managed through this tab for each contact records and also aggregated on the company record if the contact are linked.
Tickets Tab
Inside the Tickets tab, a side toolbar on the left to switch between Cases and Tickets list, and also access to the Dashboard.
In Tickets view, tickets records for the current contact can be filtered on their status, also creating and editing tickets can be performed.
Job Ticket
A ticket details can be view by selecting the item on the list and clicking Edit on the toolbar, or simply by double-clicking it.
Ticket content are grouped into three main section:
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Activity
Activity section pertains to the scheduled job/activity along with an optional estimated time.
These details can be copied from an existing Act! activity, or going the other way, creating activity from an existing Ticket.
Clicking on the person ("Scheduled with") allows ticket to be associated to a different contact in the company.
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Action
Action records the actual work done and the result of the job.
Duration is calculated from the time span between completed time and start time, changing the value directly will automatically set the completed time.
Details on this section can be used upon creating an invoice when integrated with Xact Link for Accounting products.
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Billables
This section pertains to the billing (invoice) side of the tickets
The billable time of a ticket can be adjusted here; it is independent to the actual duration of the activity.
Additional items that are related to this ticket and are chargable to the customer can be added here as well.
Billable items are items from Act Opportunity Products list.
Ticket (heading) details:
- Ticket type - automatically set to the Activity type if created from Activity, it can also be entered manually
- Ticket ID - an automatically generated unique ID for the ticket. Format can be customized in Settings.
- Status - status of the ticket: Open - Completed - Closed - Invoiced/Billed.
- Priority - specifies the priority of the ticket: Low - Normal - High - Urgent
Attachment
You can attach any file, including photos and images to be diplayed, that are associated with a ticket.
Click "add attachment" underneath "My notes" text box to reveal the attachment placeholder.
To add file attachment, click "Select file..", or simple drag and drop the file over the placeholder. File size limitations applies.
Closing and Deleting ticket
To close a ticket without completing it, scroll to the end and click "Close this ticket" link.
To completely delete a ticket record, click the "Delete this ticket" link. Deleting a ticket cannot be undone.
Closing a ticket allows uncompleted job to be recorded in the system without appearing in the "Unbilled tickets" in Dashboard.
Case
Case allows multiple tickets to be grouped, viewed, edited and managed in one place.
Additionally, multiple unbilled tickets can be invoiced to the nominated "Bill to" contact.
Both Categories and case Stages can be customized in the Settings.
Note: Case record, unlike ticket, is recorded against the contact's company; creating a new case will require the contact to have company linked to the contact.
Dashboard
Dashboard allows manager to quickly view and assess the status of cases and tickets.
Dashboard can be accessed by clicking the "Tickets" button on the main Act! toolbar, or by selecting "Dashboard" on the sidebar inside Tickets tab