Monday, May 9, 2016

Correcting Time Entries

Time entryLast month the Time Tracking functionality was delivered. One of the nice features that users could immediately benefit from was the ability to edit their time entries when they accidentally entered an incorrect amount of time in a request, problem or task.

Time Spent Today toolbar buttonTo edit a time entry, a user clicks on the Time Spent Today button, selects the time entry that needs to be edited, adjusts it as needed and saves the update. A user can also delete his/her time entries and create new ones to replace them.

Time entry in Edit mode
The manager of an organization, as well as his/her substitute, can adjust the registered time for all people of their organization. They are able to add, update and delete the time entries for these employees. Administrators can do this for all people of all organizations that are registered in their account. They can do this by clicking on the Time Spent Today button, switching to the 'List' view, and selecting the person for whom the registered time needs to be adjusted.

List view with selected person displayed
As soon as a date has been locked, however, it is no longer possible to make any changes. Even administrators are not able to do this for locked dates. Dates are typically locked just before the invoices are generated or before internal chargebacks are performed.

When it turns out that someone made a mistake and the dates with the incorrect time entries have already been locked, then there is still a way to make the necessary corrections. Let's say for example that last month a specialist worked full time on a project for 3 weeks, but he accidentally used the wrong time allocation to register his time. In such cases, an administrator can look up one of the locked time entries and select the option 'Make Correction'.

Locked time entry
After pressing this option, a special time entry is opened. By default, it is set to the same values as the incorrect time entry, except that the time spent value is negative and the date is set to the current date. It is possible to select a different date as long as it is not locked. The time spent value can also be adjusted. In our example a correction for 3 weeks worth of effort is required for the 'TOP' project.

Time entry correction of -120 hours
By registering this correction, the customer for this project will receive a credit for last month's incorrectly invoiced 120 hours at the end of the current billing cycle. But now one more correction needs to be made. The customer for which the specialist performed the work still needs to be invoiced. To ensure that this gets done, another correction can be opened from one of the incorrect time entries of last month. This time, however, a positive time spent value of 120 hours will need to be entered and the correct time allocation must be selected.

Time entry correction of +120 hours
The corrections are easy to distinguish from the regular time entries because they are presented in red. They are excluded from the calculations that determine the maximum amount of time spent that can be entered.

List of time entries with 2 corrections
Having the Correction feature available provides organizations the flexibility to handle the inevitable time entry mistakes that will be made every now and then.

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