Create and confirm Correction journals
Applies To: Project Operations for resource/non-stocked based scenarios, Lite deployment - deal to proforma invoicing
Occasionally, a time or expense entry might be entered incorrectly. For example, a consultant might select the wrong date when they create a time entry, or they might select the wrong project when they enter an expense. If a consultant can't update the submitted entries, a back-end admin can directly correct the actuals for a project.
Correct approved time entries
Complete the following steps to correct single or multiple time entries for a project.
In the Sales area, select Transactions, and then select Approved Time.
In the Approved Time list, locate and select one or more approved time entries to correct. You can use the filter to locate related entries. For example, you might filter on a Project ID, and select all approved time entries with that Project ID.
Select Correct entries. A new correction journal is automatically created, with the assigned type Time correction. The entries you selected are added to the journal.
On the New Journal page, enter a Description for your correction journal, and then select the Time Entry Corrections tab.
In the New Values for Time Entries section, update the fields with the correct information as necessary. For example, you can change the assigned project or the bookable resource.
Select Preview. In the dialog box, select OK. On the Journal lines tab, you can view a list of the original actuals that are related to the selected time entries that have been reversed and the corrected corresponding lines that have been created. If additional corrections need to be made, repeat steps 5 and 6.
Note
All the corrected actuals will have the same values that you selected in the New values for Time Entries section.
If the corrections appear as expected, select Confirm. In the dialog box, select OK.
Return to the Sales area, select Projects, and then open the project for which you just updated the time entries.
On the Projects page, on the Actuals tab, view the changes that you made.
Note
If the Actuals tab is not visible, select Related > Actuals.
In the Actual Associated View list, you can see that the original time entries that have been reversed are still listed, as are the corresponding corrected time entries.
Correct approved expense entries
Complete the following steps to correct one or more expense entries.
In the Sales area, in the left navigation pane, under Transactions, select Approved Expenses.
In the Approved Expenses list, select the project that you want to correct, and then select Correct entries. A new correction journal will be created automatically with the assigned type of Expense correction.
On the New Journal page, enter a Description for the correction, and on the Expense Correction tab, in the New Values for Expenses section, select the data fields that you want to correct for the selected expense lines. For example, you can assign the expense to another Project, or correct the Expense Category, Expense Date, or Bookable Resource.
Select Preview. In the dialog box, select OK.
Verify the corrections on the Journal lines tab. You can view a list of the original actuals that are related to the selected expense entries that have been reversed and the corrected corresponding lines that have been created.
If the corrected values are as expected, select Confirm. In the dialog box, select OK. If the values are not showing as expected, select Cancel to return to the Approved Expenses list. Repeat steps 2 through 5.
After you confirm the correction journal, return to the project or projects that you updated to view your changes.
On the project page, on the Actuals tab, review the Actual Associated View list. The original entries and the corrected entries are listed.
Correct approved material usage logs
Complete the following steps to correct one or more material usage log entries.
In the Sales area, in the left navigation pane, under Transactions, select Actuals.
In the Actuals list, use column filters to select the Material transaction class, so that only the actuals for materials are shown. Use other column filters to further limit the actuals that are shown. After you can find the desired set of actuals, select the actuals, and then select Correct entries. A new correction journal is automatically created, and the Material correction type is assigned.
On the New Journal page, in the Description field, enter a description for the correction. Then, on the Material Correction tab, in the New Values for Materials section, select the data fields to correct for the selected material lines. For example, you can assign the material to another project, or correct the product, material date, or subcontract.
Select Preview. Then, in the dialog box, select OK.
On the Journal lines tab, verify the corrections. You can view a list of the original actuals that are related to the selected material entries that have been reversed and the corrected corresponding lines that have been created.
If the corrected values are as expected, select Confirm. Then, in the dialog box, select OK. If the values aren't as expected, select Cancel to return to the Actuals list. Then repeat steps 2 through 5.
After you confirm the correction journal, return to the project or projects that you updated to view your changes.
On the project page, on the Actuals tab, review the Actual Associated View list. The original entries and the corrected entries are listed.
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