Move placement

This function will give you the ability to move timesheets and expense claims from one placement to another. This works in a similar way to the timesheet adjustment wizard function, whereby you will have the ability to process the invoicing automatically and select a reason for crediting. You can also select whether it affects pay or charge or both. The worker must be the same for both placements, but it can be for 2 different clients. 

While the units and pay/charge rates amounts cannot be changed you will be able to move entire timesheets to a different placement. It will create a negative timesheet to offset the incorrect one and creates a brand new timesheet against the placement you chose. Please note: the new timesheet will not follow the approval route again. The timesheet has been approved and will be ready to invoice the correct client against the correct placement. 

Only administrators will have this function and its use can be restricted via role templates. 

Select your timesheets and expenses claims

In the top menu heading go to timesheets and select move placement. Using the filters search the timesheets you wish to adjust, and then tick the box in the adjust column, when ready click adjust. You will also see columns, adjust and adjusted by, this allows you to see if the timesheets have already been adjusted and provides blue live links to those timesheets. 

Please note: the selected timesheets must be at approved status. If they are in any other status you will not be able to move them. 

Processing the adjustment

You will see the timesheets you have selected. You will have the following fields:

Affects - Using the dropdown you will be able to choose whether it affects pay and charge, pay only, or charge only.

Placement - Using the search function enter the details of the placement you want the timesheets to be assigned to. 

Custom text - You can enter a comment that you wish to appear in the invoicing/timesheet.

Invoice date - Using the date picker, select the date you want for invoicing. 

Process invoicing - Tick this box, if you wish the invoices to be generated automatically, this will also create the credit note against the original timesheet. If you do not tick this option, you will need to generate the invoices/credit notes manually. 

Reason for crediting - If you are using the process invoicing you can select a reason for crediting. 

Internal comment - You can add an internal comment.

When you are ready click process adjustments, if you do not want to continue you can click start again. 

Please note: you will not be able to change the rate or pay/charge or the units within this function. 

Viewing the adjustments 

You can use the move placement screen and search for the original timesheet, you will then see the adjusted by column with the 2 new timesheet IDs, one adjusting the incorrect timesheet and one created against the correct placement.  

The negative timesheet will look as below, with minus hours against it. 

Processing the invoices and credit notes

You have the option to process invoicing within the move placement screen. If you select this, the invoices will be generated automatically, along with any credit notes required. Simply go to sales in the top menu bar and list invoices, in this screen you will be able to send invoices to the client if required. Then go to sales and list credit notes to send the credit note to the client. 

If you didn't select process invoicing, you will need to go to sales in the top menu bar and generate invoices, and follow the generate invoice process.