Status Flags - Drive Log (incl. Invoicing Drive Log Records)

1. Available statuses

2. Who can set the status?

3. Usage

4. Change status

5. Filter options

6. Invoicing Drive Log Records

1. Available statuses

In the Drive Log you have the possibility to set your entries to

• Changeable
• Locked
• Approved
• Cleared
• Closed
• Archived

2. Who can set the status?

Who can edit entries and set the status depends on the respective permissions.

- Employees: An employee can set their own entries from "Changeable" to "Locked". Once the status has been set to "Locked", the employee cannot undo this setting.

- Administrator: The administrator can set an employee's entries to "Changeable", "Locked", "Approved", "Cleared", "Closed" or "Archived". Any setting made can be changed again by the administrator.

- Team leader: The team leader can set entries of his team members to "Changeable", "Locked", "Approved", "Cleared", "Closed" or "Archived". Each setting made can be changed again by the team leader.

3. Usage

3.1. Changeable

The initial status setting is "Changeable" and is indicated by an open lock symbol. Changeable means that you can still change an entry.  

3.2. Locked 

If the employee or administrator sets an entry to ‘Locked’, this entry can no longer be changed. This allows the employee to signal that the time is ready for further processing.
Locked times are marked with a lock symbol.

3.3. Approved

Only team leaders or administrators can set an entry to this status. This makes it possible to approve specific time entries. It is advisable to use this status to mark those entries that have been checked and are ready for further processing (billing, invoicing for the customer, etc.).

Tip: For a better overview, you can filter the entries that have not yet been approved. This will display changeable and locked entries.

3.4. Cleared

If the status of an entry is set to ‘Cleared’, this means that an invoice has been created for the entry and sent to the customer. For your company, this status indicates that the order has already been invoiced, but the amount has not yet been received, for example. If an entry has been cleared, the symbol is represented by a document with a dollar sign.

Tip: For a better overview, you can filter the entries that have not yet been cleared. Changeable, locked and approved entries are displayed.

3.5. Closed

If an entry is finished and there are no more further steps to make, you can set the entry to "Closed". This indicates that this entry does not require any further processing.

The Closed status is indicated by a closed box.

3.6. Archived

You can symbolise a further step with the archived status. If the times have been forwarded to payroll accounting, for example, you can set the times to archived via a collective change (see 4.2.).

The status is symbolised by the archive icon.

4. Change status

4.1 Change status of a single entry

You can change the status of each single entry. In order to do this, go to the edit symbol next to the entry concerned. There you can change the status according to your needs.

4.2. Change status of multiple entries - Bulk operations

As a further possibility to edit the recording status, there are the bulk operations. You can select multiple entries and simply mark them with a tick. If you click "Selected records" you can select the desired option. You also have the option to delete selected entries.

5. Filter options

You can filter all your entries according to various criteria. You can filter for a single status or for "Not yet Approved" (Changeable and Locked). Now you will only see those entries that match your filter criteria.
If you click on "Print/Export" and select an output format, only the entries displayed by the filter will appear in this document.

6. Invoicing Drive Log Records

To bill your drive log records, proceed as follows:

1. Go to Reports/Drive Log and filter the desired entries.
2. Check these times and then set the status to “Approved”.
3. Now create a PDF report or Excel export with the entries in “Approved” status. This export is the base for invoicing.
4. You can now set the records to “Cleared” status.
5. As soon as the customer has paid for the service, set the entries to “Closed”. With the “Archived” status, you can map a further step if the closed entries are forwarded to another instance.