Whitepaper: Altering Posted Time

The purpose of this whitepaper is to give users and overview of two new features in TimeSheet Manager. 

‘Change Labour code’ and ‘Split row’ available in TimeTrak versions 3.2.48 onwards.

These new features allow TimeSheet Manager users to change the labour COST of already posted time entries in order for timesheets to export to payroll correctly and the cost against the job to be correct.

Please note: You will need your TimeTrak consultant to enable the below beta features.

• Roster Class Feature
• Split Line Fields

Both ‘Split Row’ and ‘Change Labour Code’ are Profile permission based features. This is set against the users’ profile in the Admin Console as per below:

The Roster Class then needs set up against each users’ labour codes as per below in the Admin Console:

These will denote the order of the splitting of the lines and which labour code it will default to.

Split Row

A working an example of ‘Split row’ is:

The time has already been ‘posted’ from TimeTrak to Exo Job Costing and is sitting on the job as per below:

This could be due to David being a TimeTrak Mobile user who posts his time as he completes it.

Although this is what the client is going to be, or already has been billed, Payroll requires one of these hours to be time and a half in order for the export from TimeTrak to payroll to be correct. The ‘cost’ of the job also needs to be updated to reflect this.

Within TimeSheet Manager, right click on the time entry you wish to amend, select ‘Split row’ as per below:

Below will appear, showing that the time is currently ‘standard labour’:

Because we need to change one hour to time and a half, we just update the fields as per below:

As per below the change in the time entry is now reflected. The hour of time and a half is required to be ‘posted’.

Press OK to save the change.

In the ‘Ready to Post’ tab we now have the day with the changes we have made as per below:

Drilling into the day, we can see the time entry that we created earlier needs posted as there is no ‘posted’ icon in the left hand side.

Cick Post to MYOB Exo

Complete your normal posting procedures and post the time entry:

Against the job, there is still the orginal time entry of two hours at standard labour which is what will be invoiced to the client.

However, there are also two additional lines that have been written off.

One negative line, reversing one hour at standard labour, and one positive line at the new time and a half rate.

As per below the cost of the job reflects what it actually cost due to paying time and a half labour but what the client is billed is not changed at all.

Change Labour Code      

Change labour code follows the same process as Split rows but allows Timesheet Manager users with the correct permissons to change an entire time entry to a different labour code.

A working example of this is as per below, David has worked six hours on a Saturday.

The time entry has been posted to the job:

However, David needs to be paid double time for working on a Saturday.

The cost to the client does not change (Standard labour) but payroll needs to reflect double time as well as the cost of the job.

In TimeSheet Manager, right click on the line and select ‘Change Labour Code’ as per below:

The labour code selection will appear, select the labour code that applies. In this example double time.

Click OK

The orginal time entry will appear in red with a message ‘This time entry is marked for deletion’

With the new time entry at the new labour code below:

If you are happy with your changes press Save.

In TimeTrak Professional, when we view the time entry it now shows the time entry at double time (there is no reference to the orginal time entry at standard time).

The updated time entry is sitting in ‘Ready to post’ waiting to be posted to Exo.

Complete your normal posting procedures and post the time entry:

Against the job, there is still the orginal time entry of six hours at standard labour which is what will be invoiced to the client.

However, there are also two additional lines that have been written off. One negative line, reversing the orginal time entry of six hours at standard labour, and one positive line at the new double time rate.

As per below the cost of the job reflects what it actually cost due to paying double time labour but what the client is billed has not changed at all.

Download Whitepaper PDF – TimeSheet Manager – How to edit posted time