How you choose to use these various lists depends on how you’re using Project and Hourly timesheets.
The Customer List
The Customers list is used to track time against customers on the Project timesheet. Customers can be created using the form at the top of the customer list. Customers can be restricted to using specific projects and for use by specific users. Additional information (i.e. optional data storage fields) can be added to the customer’s profile. Customers can also be associated with expenses. Customers cannot be referenced when adding time to the Hourly timesheet.
The customers list can be disabled when not needed on the Features tab in Company Settings.
The Project List
The Project List is used to track time on the project timesheet. Projects can optionally be associated with specific customers and users. Projects can also have an assigned minimum time increment, and be given a default bill rate. If a default bill rate is assigned, time entered referencing that project will use the default bill rate unless an override rate is specified.
Override rates are rates that can be assigned in a user’s individual settings that override the default bill rate. This is useful when most users bill at one rate, but a select few bill at a different rate than the default. Override rates can also be used with Account Codes for cost tracking (see below).
The Account Codes List
Account Codes are designed to help you track task, location, or other work related information on a per timestamp basis. Account codes are also designed to help you calculate the costs associated with time worked. You may assign a cost rate to an Account Code, and you can also assign override rates on a per user basis in a similar fashion to how bill rates work with Projects. The rates associated with Account Codes can be used to track variable pay when employees earn different rates for different jobs, or costs associated with specific tasks.
Account codes can also be used to track time-off usage when many types of time-off are used. One Account Code can be saved per time or expense entry.
Account Codes can be restricted by feature and to specific users. For example, you could create an Account Code to track reimbursable meal costs and then restrict its use to only specific people and for use with expense tracking. That same account code could be hidden and unavailable when recording time to prevent someone from using when not inappropriate.
The Vendors List
Vendors are used when entering expenses. One vendor must be selected per expense. The vendor list can also be used to track non-vendor related expenses such as mileage, commission, per diems, and bonuses. The default vendor is mileage, but other non-vendor list items such as “commissions” can be entered on the list and then used to track those expense.
The Events List
Events are used when entering expenses and are optional. No event selection is necessary. Events are useful for grouping expense. For example, all expenses associated with a trade fair could be grouped by entering the trade fair as an item on the Events list, and then using that selection when entering expenses from the fair.