Pacific Time App Tutorial
Pacific Time and Expense is an App for employees who need to track their time and expenses on the go. Depending upon what you need, the App also can track your use of equipment, materials, other assets, and log reports and entries, such as incident reports or activity logs.
There are two ways to use Pacific Time and Expense:
- You can download it from the AppStore or Google Play and install it, or
- You can run it through your mobile device’s browser (like safari or chrome)
In this tutorial, we will walk you through using the Pacific Time App.
The first time you log into Pacific Time, you will need to connect to the system in the cloud.
Enter the server name provided by your system administrator, e.g. "myco."
*Note to self-hosted non-cloud system users:
To connect PacificCrew mobile with your company's self-hosted system, the Server value must be the full system URL (beginning with "http://" or "https://")
For example: https://timesheet.myco.com.
If you don't include "http://" or "https://" you will not be able to connect with the system.
After entering the Server name or URL, you will be taken to the login page. Enter your login name and password, and you're in.
If you have a single sign-on, you’ll need to take a couple of steps as a first-time user. To review these steps now go to Single Sign-On Users Login Instructions at the end of this tutorial.
Once logged in, on the main screen, you can do anything you need with one or two taps.
Tap Timesheet to show your main timesheet page:
Note that your Timesheet opens with today's Day and Date in red.
You can tap the plus button on the upper right to add a work, or leave, time entry.
For example, when you add a Work Entry you will be taken to a work entry details screen that looks like this:
You can edit the time entry's details, like total hours, and select work items like projects and tasks, and even add detailed notes.
You can tap the green button to start a timer for your time entry.
Tap the red button to end the time entry. The App will calculate the duration of your work and display it in hours.
To select projects, tasks or other work items, tap on the item and then tap on search. Start typing the name of the item you need in the search box. A filtered list of items will be returned as you type. Just tap the name you want, and you’ll go back to the time entry details page.
Finish the details of your entry until you’re done. Then, tap "Okay" and you'll go back to the main Timesheet page.
Tap the gear icon, in the upper right, to toggle back and forth between the "Week View" and "Day View" of your timesheet. Remember, the App never forgets your last view of your timesheet. You can also copy yesterday’s entries, to today, by tapping “Copy Previous Day.” And, you can delete the current day's entries, by tapping Clear Day.
And when your Tmesheet is complete, just tap Submit Timesheet, locking down your timesheet, and making it ready for approval by your managers.
Checking Leave Balances
Pacific Time and Expense allows you to stay on top of your available leave balances.
From the main page, tap Leave Balances to check what leave you have today.
You can tap on Vacation, or any leave item.
And see the complete history for all leave taken, leave accruals and your net leave balance over time.
Pacific Time and Expense also allows you to request leave. Just tap "Schedule Leave." And on the leave request form, tap the Type picklist and select the leave type you want to request. Then pick the start and finish dates, maybe for that two-week vacation you want in August.
Leave Request Forecast
Notice how the App shows you a forecast of your future leave balance on the start date of your request. It does this by adding up future accruals and backing out already scheduled leave. So, if you won’t have enough vacation in your balance, your request will not go through. If you have enough, the App will accept the request and route it to your managers for approval.
When your manager approves your leave request, you will receive an email notice, that might even include an approval message with instructions from your manager. The requested leave will automatically be pushed onto your future timesheet. If your manager rejects the leave request, you will receive an email notice with their reason for the rejection.
You can tap Scheduled Leave anytime to view your upcoming leave schedule, including company holidays. The green dots mean the request is still pending, or unapproved. Once approved, the dots will become a green check mark. A rejected request will show up with a big red X. You can clear out reject requests by deleting them.
Pacific Time and Expense also allows you to create expense reports with detailed expense entries. To create an Expense Sheet or Expense Report, on the main screen, tap Expenses, and then tap the Plus button to create a new Expense Sheet. When creating a new Expense Sheet, you need to complete required fields, including the expense sheet’s Description, start and finish dates, to save it to the App. Note that the App assigns a unique Expense Sheet ID when you create your new Expense Sheet.
Creating Expense Entries
From the main page for your new Expense Sheet, tap the Plus button to create new expense entries. Then, set the expense date, select the expense type, enter a description, and select the expense currency. You can also code any expense entry by Client or Project.
You can also enter other details, like attendees at your meeting, payment method, or note if the expense was personal or business.
You can also attach the expense receipt image. Scroll down the page to receipt image, tap choose file, and a dialog will ask you to take a photo of your receipt, or to select an existing receipt photo in your photo library. Select the photo and attach it to the entry.
Expense Sheet Screen
After completing your Expense Sheet, you can view all its entries on the main Expense Sheet screen. Your expense entries will display in the local currency you selected for each entry, and your total reimbursement amount will be shown in your currency at the bottom of the sheet.
When you're done, submit your Expense Sheet for approval. Your approvers will receive an email notice that it’s ready for approval. When approved or rejected you will receive an email notice. A rejected Expense Sheet notice will include instructions on how to correct your Expense Sheet. Make the corrections and submit it for approval again.
Expense Sheets Screen
Your Expense Sheets are always listed on the main Expense Sheets screen, so you can track their status. Submitted expense sheets with a locked icon. Approved expense sheets with a check mark. And Rejected Expense Sheets with a Red X. Open expense sheets will have no icon.
Remember that Pacific Time and Expense is an enterprise application, so you can also enter your expenses using our browser-based application on your laptop or desktop computer.
For more help on using Pacific Time and Expense, browse this and other related pages in the Pacific Timesheet Help Center.
Single Sign-On Users Login Instructions
With Pacific Time, you can login using Single Sign-On, better known as SSO.
To get started, you’ll need to take a couple of extra steps as a first-time user.
First, go to the Pacific Time login page. If your system is enabled for SSO, you will see a blue login button.
The name of your SSO provider will display in the button.
Then tap the blue Login button. This will take you to your Single Sign-On account login page. Type in your SSO account login name and password. Then tap the Sign On button. When you are done the App will take you to the Pacific Time main screen. You’re now logged into Pacific Time using Single Sign-On.