Timesheet Adjustment Wizard
Overview
The Timesheet Adjustment Wizard allows Administrators to correct units, pay rates and charge rates across a range of timesheets, including timesheets that have already been pay or charge invoiced. It removes the need to fully credit and revert timesheets in many adjustment scenarios.
Adjustment timesheets can either be sent through the standard approval process or invoiced directly from the wizard, depending on the processing options selected.
Important: The wizard creates additional adjustment timesheets in the same period as the original timesheets. It does not change the original timesheets.
Before using the wizard, test your adjustment scenarios in a suitable test or demo environment to confirm that the resulting timesheets and invoices meet your requirements.
Accessing the Adjustment Wizard
Go to Timesheets -> Adjustment Wizard.
Use the filter form to search for the timesheets you want to correct.
Select the relevant timesheets from the results.
Click Adjust Timesheets.
The adjustment wizard screen includes the following areas:
Adjustment Configuration
Bulk Update Rates
Timesheet Adjustments
Expense Adjustments
Totals for timesheets and expenses
Timesheets and expenses can be adjusted in the same run.
Adjustment Configuration options
All fields in the Adjustment Configuration section are optional.
Field | Purpose |
|---|---|
Adjustment Mode | Choose how timesheets are adjusted. Summary mode is used when you need to correct the overall total for a rate and the exact day pattern is not important. It is suitable for correcting total units, updating pay or charge rates across a timesheet, or creating a simple adjustment without editing individual shifts. Detailed mode is used when corrections must stay aligned to the actual day worked, especially where day-based on-costs apply. It is suitable for correcting individual shifts, moving shifts to different days, splitting or removing shifts, and correcting data where per-day on-costs must remain accurate. Each adjusted timesheet appears as a separate block. The header contains timesheet-level fields, with either rate lines or shift lines underneath depending on the selected mode. |
Affects | Choose whether the adjustment affects the pay side, the charge side, or both. |
How to process | Partial Credit or Invoice: Creates a new timesheet or expense to cover the pay or charge difference. Part Credit and Reinvoice: Creates a negative timesheet or expense to reverse the incorrect item, then creates a replacement item. Full Credit and Reinvoice: Applies to all timesheets or expenses on the invoice, whether or not they were adjusted. A negative item is created to reverse the original, and a new item is created in its place. Note: Full Credit and Reinvoice is only available for Pay Only and Charge Only adjustments. |
Invoice Custom Text | Add text to include on invoices or credit notes generated by the wizard. |
Invoice Date | Defaults to today’s date, but can be changed if required. |
Re-Approve | Select this option to send adjustment timesheets through the normal approval process. If selected, Process Invoicing cannot be selected. |
Process Invoicing | Select this option to invoice the adjustment timesheets. If selected, Re-Approve cannot be selected. Adjustment timesheets will attempt to group onto an invoice based on the last invoice for the original timesheets. Existing consolidation settings for the client, worker or provider are still respected. Automatic invoice adjustments, such as Withholding Tax, are included in the invoice value. |
Reason for Crediting | This field is disabled by default and is enabled only when Process Invoicing is selected. If credit reasons have been created, you can select a reason in the wizard and store it against the credit note. |
Bulk Update Rates
Bulk Update Rates updates pay and/or charge rates across matching timesheet rows. It updates values only and does not process the adjustment.
This feature applies to timesheets only and does not apply to expenses.
In Summary mode, the update applies to rate lines.
In Detailed mode, the update applies to matching shifts across the selected timesheets.
Bulk Update Rates does not create, remove or move shifts.
Adjusting timesheets
Only change the values that were incorrect. The wizard calculates the adjustment outcome from the revised values entered.
In Summary mode, correct the totals for each rate on the timesheet.
In Detailed mode, you can:
Edit existing shifts
Add shifts
Remove shifts
Move shifts between valid days in the period
Change the rate, units, times, purchase order and supported custom fields
The totals section shows the original value, the difference and the new total.
After configuring how the adjustment should be processed, enter the required corrections against each timesheet. For example, if a worker claimed 10 hours but should have claimed 8 hours, enter 8 hours in the units field and leave the pay and charge fields unchanged unless they are also incorrect.
Use Bulk Update Rates to update pay or charge rates in the Timesheet Adjustments section in bulk. Modify the rates as required, then click Bulk Update Rates. This does not process the adjustment.
In Timesheet Adjustments, correct the total units, pay and charge for each relevant rate on each timesheet.
When all corrections are complete, click Process Adjustments.
Adjusting expenses
You can also enter adjustments against expenses. Update only the incorrect fields, but remember that expense adjustments may require related values to be entered manually. For example, if Unit Net is changed, this may affect Net, VAT Rate, VAT and Gross.
Bulk Update Rates does not apply to Expense Adjustments.
In Expense Adjustments, you can correct total units, unit net, net, VAT rate, VAT and gross.
Note: Timesheets and expenses can be adjusted together.
On-cost behaviour
Use Detailed mode when on-cost calculations depend on the day worked.
In Summary mode, the system may represent the correction as an aggregated adjustment rather than preserving the original shift distribution.
In Detailed mode:
Negation records retain the original shift dates and original custom values.
New or replacement records use the corrected shift dates and corrected values entered in the wizard.
This is important for day-based on-costs, including per-day on-cost logic.
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:
Processing examples
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:
Adjustment reasons
You can create adjustment reasons and make it mandatory for users to select a reason in the Timesheet Adjustment Wizard. To make the adjustment reason mandatory, contact support.
Click the system configuration cog in the top-right corner.
In the system section, go to Customisation Maps.
Click Create to add a new list, or click Edit to update an existing list.
Use the name Adjustment Reasons. You can choose any key or value for your adjustment reasons.
When the setting has been made mandatory, an Adjustment Reason field appears in the wizard. The dropdown shows the reasons created in Customisation Maps.