The timesheet adjustment wizard allows you to correct units, pay rates and charge rates on a range of timesheets, including those that have already been pay/charge invoiced, without the need to fully credit and revert. The adjustments can be resubmitted for approval or have their invoices generated directly from this screen. There is also the option to pass the adjustment timesheets through the approval route or generate their invoices. It is accessible by Administrators only.
Before using the adjustment wizard, we recommend testing your various adjustment scenarios in a suitable test/demo environment to ensure the resultant timesheet/invoices meet your requirements.
NOTE: The adjustment wizard creates additional adjustment timesheets in the same period as the original timesheets. It does not alter existing timesheets in any way.
Using the Adjustment Wizard
- From the menu, select Timesheets -> Adjustment Wizard. You will be presented with the familiar filter form. Search for the timesheets you wish to correct, select them from the list, then click the "Adjust Timesheets" button.
- You will be presented with the adjustment wizard screen:
All of the fields within the Adjustment Configuration section are optional.
| Field | Purpose |
|---|---|
| Affects | Whether the adjustment will impact the Pay side, the charge side or both. |
| How to process | Partial Credit or Invoice - A new timesheet/expense will be created to cover the difference in pay/charge Part Credit and Reinvoice - A negative timesheet/expense will be created to reverse the incorrect one and a new timesheet/expense put in its place. Full Credit and Reinvoice - For all the timesheets/expenses adjusted or not adjusted in an invoice. A negative timesheet/expense will be created to reverse the incorrect (or the correct one ) and a new timesheet/expense put in its place. (for a rectified or not rectified both) Note: This feature is only applicable to Pay Only and Charge Only. |
| Invoice Custom Text | This text will be included on any invoices or credit notes generated by the adjustment wizard. |
| Invoice Date | This defaults to today's date but can be overridden here. |
| Re-Approve | Tick this box if you want to send the adjustment timesheets through the normal approval process. You will not be able to select the "Process Invoicing" box if this is selected |
| Process Invoicing | Tick this box if you want to invoice the adjustment timesheets. You will not be able to select the "Re-Approve" box if this is selected. NOTE - Adjustment Timesheets will attempt to be grouped onto an invoice based on the last invoice for the original timesheets. However, the existing consolidation settings for the client/worker/provider will be respected. NOTE - Automatic invoice adjustments such as Withholding Tax will be included in the invoice value |
| Reason for Crediting | This checkbox is by default greyed out and is enabled only when "Process Invoicing" checkbox is ticked. Select the reason for crediting to store in credit notes. |
Adjusting Timesheets:
Once you have configured how you want the adjustments to be processed, you can proceed to enter your adjustments against each of the timesheets. You should only change the fields where the data was incorrect. The system automatically calculates the adjustments needed. For example, if a worker claimed 10 hours, but should have claimed 8 hours, you should enter 8 hours in the units field, and do not change the Pay or Charge fields.
- The Bulk Update Rates section is used to update the pay/charge rates in the Timesheet Adjustments section en-masse. Modify the pay/charge rates as required then click the Bulk Update Rates button. NOTE: This does not process any adjustments.
- In the Timesheet Adjustments section, you can correct the total units, pay and charge for a given rate on each timesheet. Once your adjustments are complete, click the Process Adjustments button.
Adding Reasons for Crediting:
The Crediting Reasons can be created from Settings > Tag Categories > Create. The name of the tag category should be “CreditNoteReasons”, Library Type should be “Custom” and the reasons should be entered in “Library Values” field with comma separated.
Select timesheets to Adjust and tick Process Invoicing checkbox to enable Reason for Crediting checkbox as follows:
Viewing Adjustments:
A message is displayed on the adjustment timesheet with a link back to the original timesheet:
On the original timesheet, you can click the "Adjustments" tab to view all adjustments for that timesheet:
Example - Partial Invoice Or Credit
The worker claims 8 hours:
An Administrator realises they should have claimed 10 hours and wants an adjustment for the additional 2 hours only, so chooses the Partial Invoice or Credit option and enters 10 hours against the appropriate rate:
The system automatically creates a new timesheet showing the reversal of the incorrect hours and the addition of the correct hours:
If you chose the Process Invoicing option, the adjustment timesheet will have been invoiced:
Example - Part Credit and Reinvoice
The worker claims 8 hours:
An Administrator realises they should have claimed 10 hours and wants a timesheet showing 10 hours, so chooses the Part Credit and Reinvoice option and enters 10 hours against the appropriate rate:
The system automatically creates a new negative timesheet to negate the original:
It also creates a new timesheet with the correct hours:
If you chose the Process Invoicing option, the negative timesheet will have a credit note against it and the adjustment timesheet will have an invoice:
The reason selected in the Timesheet Adjustment Wizard screen is stored in Credit Notes as follows:
Example - Full Credit and Reinvoice
An invoice is generated with 3 timesheets in it.
In one of the timesheet the worker claimed 8 units.
An Administrator realises the worker should have claimed 10 units, so chooses the Full Credit and Reinvoice option and enter appropriate rates. Click on Process Adjustment.
Note: Full Credit and Reinvoice only works with Pay Only and Charge Only.
The system automatically creates three new timesheets showing the reversal of the incorrect hours (adjusted ones and non adjusted ones) and the addition of the correct hours (adjusted ones and non adjusted ones). The adjustment will impact on all the timesheets linked in invoice.
The system automatically creates a new negative timesheet to negate the original:
It also creates a new timesheet with the correct hours:
Similarly, it will create negative and positive timesheets for other timesheets invoices.
If you chose the Process Invoicing option, the negative timesheet will have a credit note against it and the adjustment timesheet will have an invoice
New Invoice:
Credit Invoice:
