Time recordings

The page displays your time recordings and the days of the selected week. Days with no target working time are not displayed, unless there are time recordings for these days. The time recordings are grouped by days. On the given day, the time recordings are sorted by Start. If Start is not filled, the time recordings are sorted in the order of creation. Each time recording shows the ratio of its recorded time to the target working time; for each day, the durations are summed and shown against that day's target.

Create new time recordings

Time recordings can be created in several ways:

1. Stopwatch
   The stopwatch is called up by clicking on the Stopwatch icon on the upper right-hand side or using the keyboard shortcut Alt+S. A description can be entered in the opening box. Start the stopwatch with the corresponding action. With the keyboard shortcut Ctrl+Enter the stopwatch is started directly. As soon as the stopwatch is running, it is displayed in the browser tab and next to the stopwatch icon. Save (Ctrl+Enter) creates a new time recording with start and end time and the entered description. Delete does not create a time recording.
2. Create new time recording in the menu
   The big PLUS button in the page Recordings creates a new time recording for today. Start will default to the latest end.
3. Create new time recording on the day
   In front of each day is a PLUS button. This button creates a new time recording on that day. Start will default to the latest end.
4. Save & New
   In each time recording Save & Close or Save & New can be selected. Save & New can be found in the dropdown menu. The action saves the current time recording and creates a new one for the same day.
5. Dashboard
   The PLUS button underlying each day of the Overview of time recordings will create a time recording for the respective day. The new time recording is immediately displayed and can be edited.
6. Templates
   In the Templates page, templates for Time Recordings can be created and saved. The templates can be used to create or complete Time Recordings.
7. Tasks
   The Tasks page displays all assigned tasks. Time Recordings can be created based on these tasks.
8. Calendar
   In the Calendar page, all appointments from the Exchange Calendar will be displayed if the read permission has been granted. The appointments can be used to create Time Recordings. Alternatively, Time Recordings can be created by marking a period in the calendar.
9. Copy
   Time Recordings can be copied using the Copy action in the context menu of the Time Recordings. When copying Time Recordings that were created in Azure DevOps or Jira, the connection to the related work item or issue is not copied.

Fields in time recordings

Time recordings are opened for editing with a single click.

The following fields are available in the input mask:

• Start
  The (optional) starting time of the recording.

  Input formats

  Type n for the current time, or digits without a separator:

  • 1–2 digits = hours: 8 → 08:00, 15 → 15:00

  • 3–4 digits = hours and minutes: 830 → 08:30, 1530 → 15:30

  Leading zeros are accepted (08 is the same as 8).

• End
  End is calculated automatically when Start and Duration are entered. The input is analogous to Start.

• Duration
  If the Start and End fields are filled in, the duration is calculated automatically. The break is subtracted from the duration.

  Input formats

  Otherwise, enter the duration as digits or a decimal:

  • 1–2 digits = hours: 1 → 1:00, 10 → 10:00

  • 3–4 digits = hours and minutes: 130 → 1:30, 100 → 1:00, 0130 → 1:30

  • Decimal hours: 1,5 → 1:30

  A leading zero treats the input as minutes instead of hours: 01 → 0:10, 010 → 0:10, 001 → 0:01.

• Break
  Only available when Start and End are filled. Input format matches Duration.

• Description
  A free-text description of the activity. Click the pencil icon in the lower-right corner of the field or press Alt + O to open a larger editor.

• Customer
  The customer for this recording. Selecting one restricts the Project list to projects where this customer is the Sell-to Customer in Business Central; if only one project matches, it is filled in automatically.

• Project
  The project for this recording. Selecting one restricts the Project Task list. Projects are maintained in Business Central. In the Simple time recording mask the Project list is not filtered by customer, since Customer is not shown there.

• Project task
  The task within the project that this recording belongs to. Its behaviour depends on whether a Work Order is selected, and if so on the work order's Budget Type — see the cases below.

  Without a work order:

  • The list shows all available Project Tasks from the customer's project. Locked or closed Project Tasks are hidden.
  • The sorting of the list is based on the setup defined by your administrator.

  With a work order of Budget Type Open:

  • The list still shows all Project Tasks from the work order's project.
  • Project Tasks that already have a Work Order Line on this work order are marked with a small blue star in the lookup — a hint that the budget is already set up for them.
  • You can also pick an unstarred Project Task. A Work Order Line is then created in the background when you save the time recording — you don't see this happen in the form.

  With a work order of Budget Type Project:

  • The list is restricted to Project Tasks that already have a Work Order Line on this work order.
  • If the work order has no Work Order Lines at all, the Project Task and Activity fields are disabled and the time recording cannot be saved. The planner has to add a Work Order Line first.

  Auto-fill shortcuts (both Budget Types):

  • If the work order has exactly one Work Order Line, Project Task and Planning Line are filled in for you as soon as you pick the work order.
  • If the matching Work Order Line has a default Activity, that activity is filled in too — and stays editable.

• Activity
  An activity pairs a project planning line (the budget the recording draws from) with a Time & Travel Model line. That line presets whether the recording is billable and how the Billable Duration is rounded; the recording's final status follows its Billable Duration (under show more), which you can override at any time. The Time & Travel Model is assigned on the Project Card in Business Central.
  

  Billing status symbols

  The symbol on each activity shows the billing it would preset:

  • $ (green): presets the recording as billable
  • $$ (green): billable, and surcharges apply
  • $ (grey): presets the recording as non-billable

  When a Work Order is selected (see the Work Order field below), the Activity lookup behaves like the Project Task lookup: under Budget Type Open every activity is shown and the ones already backed by a Work Order Line on this work order are marked with a small blue star; under Budget Type Project the lookup is restricted to Work-Order-Line-backed activities. If the matching Work Order Line carries a default Activity, it pre-fills when you pick the Project Task and stays editable.

• Work Order
  Select the corresponding work order for this time recording. The Work Order field interacts with the Customer, Project, Project Task, and Activity fields to speed up your workflow:

  • Filtering: The list of available work orders is automatically filtered by the already selected Customer and Project.
  • Auto-filling: Conversely, selecting a Work Order first will automatically fill the Customer and Project from the work order. Project Task, Planning Line, and Activity also auto-fill when the work order has exactly one Work Order Line.
  • Search: You can search for a work order by typing in the field. The search includes the Work Order's No., Title, Id, and other related details.
  • View Details: Click the work order icon (available in the field and the lookup list) to open the detailed Work Order Card without leaving your time recording.

  When the selected work order has Budget Type Project, the Customer and Project fields on the time recording are locked to the work order's values, and the Project Task / Planning Line / Activity selection is constrained to existing Work Order Lines — see the Project task field above for the full behaviour. When the work order has Budget Type Open, Customer and Project remain editable; on an Open work order that has no Customer or Project yet, the first time recording fills those values into the work order.

  For a Sub-Work Order without its own Work Order Lines, filtering and auto-fill use the lines of its parent Billing Work Order automatically.

• Selecting show more displays additional fields:

  • Date
    Defaults to the date of the day the recording is created on.

    Input formats

    • t → today
    • Two-letter day name (Mo, Tu, We, …) → that day of the current week
    • Digits without separators are read as day, month, year (current year/month assumed when omitted):
      • 01 → 1st of the current month
      • 0102 → 1 February of the current year
      • 01022026 → 1 February 2026
    • Or type the full date with separators: 01.02.2026

  • Billable Duration
    The portion of the duration that will be invoiced, and the value that decides the recording's billable status: greater than zero makes it Billable, zero makes it Non-Billable. If an activity is selected, its Time & Travel Model line presets and rounds this value; otherwise it defaults to the full duration. You can override the preset manually at any time.

    Note: When surcharges apply, the field becomes read-only (shown with a lock icon) and is set to the duration plus the surcharge duration.

  • Non-Billable Reason
    Filled in automatically when the Billable Duration is less than the Duration. The reason comes from the activity's Time & Travel Model line, or defaults to Internal if no activity is selected.

  • Disable surcharges
    Visible only when the project has a surcharge model. Turn it on to skip surcharge calculation for this specific recording.

  • Additional Service
    Books a flat-fee add-on on the recording. Only available once a Project is selected; the lookup lists the Additional Services of that project. See Additional services for details.

Surcharges

A surcharge is an additional fee applied for work performed outside regular business hours, such as evenings, nights, or holidays. DYCE Time Tracking automatically calculates surcharges based on the surcharge model defined in the Project in Business Central. For detailed information on configuring and managing surcharges, please refer to the Surcharges Documentation.

Whether surcharges are applied to a time recording is indicated in the activity field. If the activity displays the symbol $$, surcharges are applied. If only the symbol $ is shown, no surcharges are applied. If no activity is selected, surcharges are not applied.

Users can override the automatic surcharge calculation for individual time recordings by using the Disable surcharges toggle in the time recording. This option is available under the "show more" section of the time recording and can be set in cases where surcharges would normally be applied according to the project settings, but should be excluded for that specific entry.

Additional services

An Additional Service is a flat-fee add-on — for example a one-off service charge or a flat fee for travel expenses — that you book on a time recording alongside the time you record. The available Additional Services are defined per project in Business Central.

Select an Additional Service in the Additional Service field under the show more section of the time recording. The field behaves as follows:

• It is only available once a Project is selected. Changing or clearing the project clears the Additional Service.
• The lookup lists only the Additional Services of the selected project. You can search by description and Project Task description.
• Additional Services are kept separate from regular work: they do not appear in the Activity, Planning Line, or Project Task lookups, and the Additional Service is never set automatically — selecting a Work Order does not prefill it.
• It is editable on new and existing open time recordings. It cannot be set or changed while the related Project Task is closed or locked for time recording.

In the time recording form and list, recordings that carry an Additional Service are marked with a + icon.

An Additional Service is always invoiced as a billable flat fee, independently of whether the recorded time itself is billable. For setup, posting, and invoicing details, see the Additional Services documentation.

Status of time recordings

Every time recording has a status. While one or more mandatory fields are still missing, it is Incomplete. Once the mandatory fields are filled, the recording becomes either Billable or Non-Billable — shown as a label next to the show more / show less toggle:

• Billable (green $ icon) — the recording will be invoiced to a customer; its billable duration is greater than zero.
• Non-Billable (grey $ icon) — nothing will be invoiced because the billable duration is zero, although time was recorded.

When an Additional Service is selected, a further label appears right next to the billing label, showing the Additional Service description with a + icon.

Budget/quantity display in time recordings

Time Recordings display the budgeted quantity of project planning lines and the amount of budget already used. This display allows you to see if and how many hours / days of the budget are still available.

When a time recording is booked against a Work Order, the Reserved Qty. of the matching Work Order Line is the budget the time recording draws from — visible on the work order's Invoicing tab. If the line's Reserved Qty. is 0, no exclusive reservation is in place and the whole Project Planning Line budget is available, shared with any other work orders that use the same line.

By selecting an Activity, a Project Planning Lines Budget is selected. Through the Project Planning Lines Budget, both the budgeted and consumed quantity can be determined.

• The total budgeted quantity is equal to the quantity in the selected Project Planning Lines Budget.
• The consumed quantity is equal to the sum of the billable duration of all time recordings with status Open or Released belonging to the Project Planning Line Budget plus the sum of the quantities of all Project Planning Lines Billable, which belong to the selected Project Planning Line Budget.
  When posting Time Recordings, the quantity to be charged (quantity of Project Planning Lines Billable) can be changed. In addition, Project Planning Lines Billable can be created or the quantity increased without posting time recordings.

If no Activity is selected, the Project Planning Lines Budget cannot be determined. The display is calculated as follows:

• The total budgeted quantity is equal to the sum of the quantity of all Project Planning Lines Budget with a Service Billing Type associated to the Project Task.
  
• For the consumed quantity, the sum for the whole Project Task is also formed. Here, the calculation is applied to all Project Planning Lines Budget with a Service Billing Type (Time & Material, Budget, Fixed Price).

If there is only one Project Planning Line Budget for the Project Task, the display is identical with or without selected Activity.

The progress bar fills the closer the consumed quantity gets to the total quantity. When the total quantity is exceeded, the progress bar is proportionally colored red, if the Project Planning Line Budget has the Service Billing Type Budget or Fixed Price. In case of a 10% overrun, 10% of the bar is displayed in red. From an overrun of 100%, the bar is completely colored red.

For the Service Billing Type Time & Material, the bar is not colored because the budget is automatically increased when the time recordings are posted.

Released and posted time recordings

Time recordings are approved by the project manager in the DYCE Project Billing in Business Central. Once released, time recordings can be posted. Accordingly, time recordings may not be changed after release. They will be grayed out to show that they cannot be edited.

Simultaneous Edit

If a time recording is edited simultaneously in Business Central and DYCE Time Tracking, a message about the conflict will be displayed to the user in DYCE Time Tracking and the changes will not be saved. A similar message is displayed if the time recording is released in Business Central while the user is editing it in DYCE Time Tracking.

Time zones

DYCE Time Tracking takes the user's time zone (browser) into account. In Business Central, all Time Recordings are saved in UTC and displayed in the time zone of choice (s. My Settings - Time Zone). All users create their Time Recordings in their own time zone. The time zone is taken from the browser. No setup or conversion is necessary.

An appointment from 8:00 to 9:00 in Berlin (UTC+1) will start at different start times in different time zones.
In London (UTC), the appointment starts at 7:00 AM and ends at 8:00 AM.
In Dubai (UTC+4), the appointment starts at 11:00 AM and ends at 12:00 PM.
Users create Time Recordings in their local time zones.

All three Time Recordings are displayed in DYCE Time Tracking in the local time zones, respectively. In Business Central, the Time Recordings are displayed in the time zone that applies to Business Central. If Business Central works in UTC+1, the three Time Recordings are displayed from 8:00 to 9:00. This allows the user to create their Time Recordings for the appointment in their local time zone without having to calculate an offset. Business Central displays the Time Recordings for the appointment together according to the time zone set in Business Central.