Troubleshooting > Time Logged Incorrectly

Time logged incorrectly can have a big impact on a job's profitability. Whether that be, time logged to the wrong job, task, activity, or time entries showing the wrong rate.

WorkBook has a number of ways to correct time entries on a job via the jobs module > jobs list > costs sub menu. This functionality is usually limited to certain role/s within each agency.

TIME LOGGED TO THE WRONG JOB

To move time from one job to another….

• Go to the jobs module > jobs list

• Select the job that you wish to move time from > click the costs sub menu

Open

• Go to the hours tab > and open the hamburger menu

• Select move time entries to another job

Open

• Complete the following details:

  • Target client - the name of the client who owns the job you wish to move the time to

  • Target job - the job you are moving the time to

  • Target task - select the task you wish to move the time to if applicable

  • Move date - this only applies to time entries in a closed accounting period

  • Reason for moving hours - a free text field to explain the reason for moving time

  • Update sales price according to target job price list - check this box so the right rates are applied to the time entry when it is moved

• Select the time entries you wish to move by checking the box next to each entry

• Click ok

• The time entry/s are reversed out and moved to the correct job

TIME LOGGED TO THE WRONG TASK

To change the task time is logged to….

• Go to the jobs module > jobs list

• Select the job that you wish to move time from > click the costs sub menu

• Go to the hours tab > and open the hamburger menu

• Select change task on time entries

• Select the time entry you wish to change the task for > and change the task in the drop down

• Click ok

• The time will then be moved to the correct task on the job

TIME LOGGED TO THE WRONG ACTIVITY

To change the activity time is logged to….

• Go to the jobs module > jobs list

• Select the job that you wish to move time from > click the costs sub menu

• Go to the hours tab > and open the hamburger menu

• Select change activity number

• Select the time entry you wish to change the activity for > select the new activity from the drop-down in the new activity column

• Click ok

• The time will then be moved to the new activity

TIME LOGGED HAS AN INCORRECT COST OR SALE PRICE

To change the cost or sale value of time logged to a job….

• Go to the jobs module > jobs list

• Select the job that you wish to move time from > click the costs sub menu

• Go to the hours tab > and open the hamburger menu

• Select update cost & sale prices

• Complete the following details:

  • Date range - the date range of the time entries that need updating

  • Update cost price - check this box if you wish to update the cost price (hourly cost to agency)

  • Update sales price - check this box if you wish to update the sales price

  • Update unapproved entries - check this box if to update time entries that have yet to be approved (status 10 or status 20)

  • Update approved entries - check this box if to update time entries that have been approved (status 40)

  • Update journalised entries - check this box if to update time entries that have been posted & journalised (status 60)

  • Skip records where update is not allowed - check this box to skip the records where an update is not allowed

  • Transaction date - only add a date here if you need to change the date of the time entries as well as the cost/sale price. To keep the original date of the time entries leave this field blank

  • Employee - choose the employee you need to update the time entries for

  • Activity - choose the activity you need to update the time entries for

• Click ok

WHY IS THERE A $1M RATE ON MY JOB?

Whenever there is a million $ rate in WorkBook that’s WorkBook’s way of telling you something is not setup right. This is usually down to an issue with an activity (cost type) e.g. the activity that was entered as a time entry, was not on the price list used on the job.

On every price list, there is a basic price. In the event that someone completes timesheets on a job where the activity they are assigned is not on the job’s price list, WorkBook will use this rate.

Having the basic price set to a high value like $1,000,000 means any issues can easily be identified.

IDENTIFY THE CAUSE

Before you can fix the issue, first you need to identify the cause.

• Go to the jobs module > jobs list

• Select the job that has the incorrect value applied to it > click the costs sub menu

• In the example below, we can see that it is the group account director activity that is causing the issue

CHECK THE PRICE LIST ON THE JOB

• The next step would be to open the job properties sidebar > basic job settings > and check which price list is applied to the job

• In most instances, the issue will be:

WRONG PRICE LIST ON THE JOB

Sometimes a client may have access to more than one price list and on job creation, the person creating the job doesn’t use the right rate card. If your company is using WorkBook for Finance, this can have a huge impact on financial reports.

Before making any changes consult your finance manager for the proper steps to apply this change.

ACTIVITY IS NOT ON THE JOB PRICE LIST

This is a common one. A new employee has started at the agency, a new activity has been created for that employee, but that activity hasn’t been added to the price list.

• In this instance, ask your system administrator or person who manages price lists in your agency, to add the activity to the price list

• Once this has been done, you can update the sales price following the steps above

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