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  1. Open Approvals on the main menu bar.
  2. Expend Administration.
  3. Click Adjustments.

 

1.1      Edit Existing Transactions

1.1.1         Transaction Search

Similar to the Vendor Invoice Tracking workflow, the Adjustment workflow requires that transactions to be adjusted be attached to an Adjustment Document.  This starts with querying the system to locate the Transaction(s) to adjust and then create the Adjustment Document.

 

  1. Select the Manage Adjustments > Adjust Transactions tab.  The workflow will, by default, open up on this tab.
  2. Select the Date Range of the transaction(s) to be adjusted.  All timesheet transactions that have been entered in the system for the Date Range displayed, however, only transactions that have been Approved (from timesheets with Approvals enabled) or Submitted (from non-approval timesheets) are available for Adjustment.
    1. Click Update.
  3. Select the Filters to apply to the transactions, if desired.   Data can be further filtered using the Column Heading filters.
    1. Project Name:  Only In Progress projects are provided for selection.  However, the transactions in the grid will be pulled from all Projects, regardless of Status.
    2. Entry Type:  In various workflows, a number of different Resource 'Type' transactions can be entered.  i.e. in the Jobsite, you can enter Labor, Equipment, etc.   
      1. Labor
      2. Equipment
      3. Materials
      4. Labor Expense
      5. Third Party Services - Materials
      6. Third Party Services - Equipment
      7. Third Party Services - Labor
      8. Unit Progress
      9. Purchase Order Invoice
      10. Vendor Matching Adjustment
      11. Billing - Discount
      12. Billing - Surcharge
      13. Budgeted Vendor Expense
    3. Origin of Entry:  Select the specific workflow that a transaction(s) originates from:
      1. My Timesheet
      2. Equipment 
      3. Materials
      4. Timekeeper
      5. Expenses
      6. Third Party Expense
      7. Unit Progress
      8. Purchase Order Invoice
      9. Adjustment
      10. Jobsite 
      11. Vendor Invoice Matching
      12. Billing
    4. Resource Type:
      1. Labor
      2. Equipment
      3. Materials
      4. Expenses

To clear all filters, select Clear Filters.


1.1.2         Select Transactions for Adjustment & Create Adjustment Document

 

In the next part of the workflow, you will select the specific transaction(s) to Adjust and then create the Adjustment Document. 

 

A transaction may have had multiple adjustments created on it previously .e. comments updated, cost rate change, work package change, etc.  In the Adjustment Transactions screen, the transactions presented for selection are the most recent version of the transaction, which includes all Adjustments submitted to date on it.

 

  1. Select the transaction(s) to adjust and select Add to Document.

 

 


 

 

 

  1. Select Create New Adjustment Document.  If you wish to add the selected transactions to an existing Document, select the Adjustment in the grid.

 

  1. An input screen for the Adjustment document appears.  

-          Select the Adjustment Document Date.  Note: Date available for selection is dependent upon Period Close status of the Adjustments workflow.

  • You will not be allowed to save an Adjustment document with a date selection from a Closed Period, unless you have the Post Close Adjustment permission.

-          Indicate if the Original Transaction Date should be used to record the Reversal and Adjustment entries.

  • If the Timesheet period(s) of the selected transactions are closed, you will be alerted that the transaction can only be recorded with the date of the Adjustment Document.

 

For example, if you have created an Adjustment Document dated Feb 1 and you have selected transactions from Oct 1 and 2, and that Timesheet period is closed, your Reversal and Adjustment entries will be recorded with a Feb 1 date.  However, if the Timesheet period covering Oct 1 and 2 is Open, and you have selected to use Original Transaction Date, your Reversal and Adjustment entries will be recorded as of Oct 1 and 2, respectively.

 

-          Enter Comments.  Comments are mandatory. 

 


 

 

  1. Select Save or Cancel.  Upon Save, the Adjustment Document is displayed in the Adjustment Documents grid, with the Adjustment Document #, Date, Created by, Comment and Status displayed.
    1. The Status of Adjustment Documents are:
  • Open (Adjustment created but not Submitted.  Adjusted entry is recorded in Project and BI Reporting but is not available for Invoicing)
  • Submitted (Adjustment is available for Invoicing)
  1. If the Adjustment Document is a Post Close Adjustment, the Is Post Closed column will be checked. 
  2. If the Original Date has been used to record the Adjustment, the Use Original Date column will be checked.

 


 

 

1.1.3         Adjust Existing Transactions

 

  1. Select the Open Adjustment Document.   The selected Transactions to be adjusted are presented in the Adjustment Document Transactions grid.  Until the Adjustment Document for these Transactions have been Submitted, the Transactions will not appear in the top level query grid for selection on another Adjustment Document.

 


 

Now, you can create Adjustments on the selected Transactions.  There are different types of Adjustments that you can create for your Transactions:

 

  1. Mass Update/Edit of all transactions in Document
  2. Create an additional entry (Cost or Billable) for an existing transaction
  3. Edit of a specific transaction in Document

 

1.1.3.1          Mass Update/Edit

 

  1. Select the Adjustable Fields to update.   When a Field is selected, the configured data for the Field and/or an input box is presented for the user to select or input the new data field content.  The data field update will be applied to all transactions that have been included in the Adjustments Document.

 

Note: when multiple transactions are selected for Adjustment i.e. all labor resources in the transaction dataset, the updates are applied to ALL transactions selected.   Care must be taken when selecting transactions and apply mass updates, to select only the applicable transactions for the Adjustment Document before choosing the data field to update.

 

-          Work Package.  The Project/Work package tree is presented for selection.

-          Work Date.  A calendar is presented.

-          External Comments.  An input field is presented.

-          Resource Name.  The applicable Resource listing is presented.

-          Resource Class.  Resource Classes applicable for the Resource type of the Resource will be presented.  Where multiple Resources types are selected, the user will be alerted.  “You have selected to adjust Resources.  There are transactions in this Adjustment Document that are not the same Resource Type.  In order to change Resource or Resource Class, all transactions in the Adjustment Document must be the same Resource Type.”

-          Rate Type.  The Rate Types for the Entry Type are presented.  For Composite Rate Types, the breakdown of the Rate Type is presented.

-          Cost Quantity. An input field is presented

-          Billable Quantity.  An input field is presented.

-          Pass Thru Quantity.  An input field is presented.

-          Cost Rate.   An input field is presented.

-          Billable Rate.  An input field is presented.

-          Pass Thru Rate.  An input field is presented

-          Vendor Name.  The Vendor listing is presented.

-          Vendor Document #.  An input field is presented.

 

 

 

Work Package:

 


 

Work Date:

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

External Comments:

 


 

Resource:

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Resource Class:

 


 

 

Rate Type:

 


 

Cost Quantity:

 


 

 

Billable Quantity:

 


 

 

Cost Rate:

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Billable Rate:

 


 

 

Vendor:

 


 

 

Vendor Document #:

 


  1. After entering the updated data, select Save and Close or Cancel in each relevant screen. 

 

  1. As each data field is updated and saved, the Adjustment is displayed in the Adjustments Entries grid directly below the Adjustment Document Transactions grid.  Adjustment Entries are displayed as follows:

 

-          The Original entry is displayed first.

-          The Reversal of the Original entry is displayed next.

-          The Adjustment entry, with all Adjustments that have been entered, is then displayed.  Only the Adjustment Entry can be Edited.

 


 

 

If you wish to suppress the display of the Original and Reversal entries in the Adjustment Entries grid, click on Hide Reversal.  Only the Adjustment entries will then be displayed.

 


 

  1. Select Save. 

 

1.1.3.2          Edit Transaction

 

  1. 1.        To further modify a specific Transaction in the Document, select the transaction in the Entries grid, and select Edit Overrides. 

 


 

  1. Check the field to update.  The selection and/or entry area becomes active.  Select or enter the updated information.
  2. Select Save and Close or Cancel.
  3. The edited fields are displayed in the Entries grid.

 

Note: Only the Adjustment entries for existing transactions can be Edited.  New transactions are not available for editing [Note: this will be provided in the next release].

1.1.3.3          Delete Transaction

 

  1. To delete an Adjustment Entry, in the Adjustment Entries grid, select the entry and Delete.  The entry will be deleted, however, the Transaction will still remain in the Document for further Adjustments to be created. 
  2. To delete a Transaction from an Adjustment Document, in the Adjustment Document Transactions grid, select the transaction and select Delete.  The Transaction will no longer be available for further Adjustments to be created in this Document.  It will, however, be available for selection to create a new Adjustment Document.

1.2      Create New Transactions

 

In addition to adjusting an existing transaction, the Adjustments workflow allows you to enter in new data. 

 

  1. Select Add New Transactions.

 


 

  1. Select Add LEM Transactions. [Add Labor Expenses and Third Party Expenses will be provided in the next release].

 


  1. Enter the following data:

-          Select Jobsite Timesheet Number, if applicable.  The Work Date of the Jobsite Timesheet will be automatically displayed.

-          Select the Project and Workpackage.

-          Select the Transaction Type – Cost or Billable.

-          Select the Resource and Resource Class.

-          Enter the Quantity.

-          Select the Rate Type.

-          Enter the Total Cost or Billable.

-          Enter the External Comments.

 

  1. Select OK or Cancel.

 

  1. In the grid, select the newly created Transaction and Add To Document.  Your new transaction will now be added to the Adjustment Document. 

 


 

 

 

1.3       Submit Adjustment Document

 

Once an Adjustment Document is Submitted, it is locked down from any further edit.  Only Submitted Adjustments are available for Invoicing and/or Export.   Adjustments are available to Un-submit in Approvals > Administration and in the Adjustments workflow selecting the Document and then selecting Unsubmit.  Adjustment Documents that are Invoiced and/or Exported cannot be un-Submitted in any workflow.

 

  1. Select Adjustment Document in the grid.
  2. Select Submit.  You will receive a confirmatory Submission alert.
  3. Select OK or Cancel
  4. The Adjustment Document now becomes non-editable.
  5.         Should you need to Unsubmit, select the Document and then Unsubmit

 


 

1.4       Edit Adjustment Document

 

Edits on Adjustment Documents and their transactions can only be completed on Adjustment Documents that are Open.  To edit an Adjustment Document that is Submitted, the Document will need to be Un-submitted.  Adjustment Documents that are Invoiced and/or Exported cannot be un-Submitted.

 

  1. Select the Adjustment Document.  Select Edit.  The input screen for the Adjustment document appears.   Edit the relevant fields:

-          Adjustment Date. 

-          Comments (mandatory).

 


 

  1. Select Save or Cancel.  Upon Save, the edited Adjustment details are displayed in the Adjustment Document grid.

 

1.5       Delete Adjustment Document

 

Deleting on Adjustment Document and its transaction Adjustments can only be done on Adjustment Documents that are in Open status.  To delete an Adjustment Document that is Submitted, the Document will need to be Un-submitted. Adjustment Documents that are Invoiced and/or Exported cannot be un-Submitted.

 

  1. Select the Adjustment Document.  Select Delete.  A confirmatory alert appears requesting confirmation from the user to complete the deletion.
  2. To delete an Adjustment, select the Transaction from the Adjustment Document.  In the Adjustment Entries grid, select the Adjustment and then select Delete.

 

1.6       Adjustment Document Report

 

To view an Adjustment Document and its related Adjustments, in an Excel Report:

 

1)       Select the Document in the Adjustment Documents grid.

2)       Select Report.

 

 

 

 


 

 


 

1.7       Reporting of Transaction Adjustments

 

Adjustments on Transactions are reported as follows:

 

       Saved:

-          Not available for Adjustment

 

       Submitted (if Approvals disabled or not available and Vendor Invoice Tracking not enabled). 

 

-          Adjustment Report.  The Submitted (Original), Reversal and Adjustment will be displayed in the Adjustment Report, separately. 

 

-          Billing. 

  • If the Submitted (Original) transaction, Reversal and all Adjustments have not been invoiced, the ‘total’ updated value of the transaction will be displayed in Billing.
  • If the Submitted (Original) transaction, Reversal and any Adjustments have been partially invoiced, the un-invoiced entries will be displayed in Billing.  Note – Reversals or Adjustments will not be available for Billing unless the Submitted (Original) transaction has been billed, or included in the current billing.

 

-          Reports (Project and BI).  The ‘net’ transaction will be displayed (Submitted plus Adjustments).  Note: Detail Reports will be provided with an additional filter ‘Show Adjustments’ that will be provided in a later release, for project managers and business managers wishing to view Detail Reports with full adjustment details.  If the Vendor Invoice Verified transaction and any Adjustment are billed on different Customer Invoices, the Customer Invoice column will display ‘Various’.  Visibility into the Customer Invoice # can be seen by using the ‘Show Adjustments’ filter.

 

       Approved (if Approvals enabled and Vendor Invoice Tracking not enabled):

-          Adjustment Report.  Both the Approved (Original), Reversal and Adjustment will be displayed in the Adjustment Report, separately. 

 

-          Billing. 

  • If the Approved (Original) transaction and all Adjustments have not been invoiced, the ‘total’ updated value of the transaction will be displayed in Billing.
  • If the Approved (Original) transaction, Reversal and any Adjustments have been partially invoiced, the un-invoiced Adjustments will be displayed in Billing.  Note – Reversals or Adjustments will not be available for Billing unless the Approved (Original) transaction has been billed, or included in the current billing.

 

-          Reports (Project and BI).  The ‘net’ transaction will be displayed (Approved plus Adjustments).  Note: Detail Reports will be provided with an additional filter ‘Show Adjustments’ that will be provided in a later release, for project managers and business managers wishing to view Detail Reports with full adjustment details.  If the Vendor Invoice Verified transaction and any Adjustment are billed on different Customer Invoices, the Customer Invoice column will display ‘Various’.  Visibility into the Customer Invoice # can be seen by using the ‘Show Adjustments’ filter.

 

Vendor Invoice Verified (if Approvals enabled and Vendor Invoice Tracking not enabled):  (Note: Transactions will not be available for Adjustment until the transaction has been Submitted on a Vendor Invoice Verification)

 

-          Adjustment Report.  Both the Vendor Invoice Verified transaction and Adjustment will be displayed in the Adjustment Report, separately. 

 

-          Billing. 

  • If the Vendor Invoice Verified transaction and all Adjustments have not been invoiced, the ‘total’ updated value of the transaction will be displayed in Billing.
  • If the Vendor Invoice Verified transaction any Adjustments have been partially invoiced, the un-invoiced Adjustments will be displayed in Billing.  Note – Adjustments will not be available for Billing unless the Vendor Invoice Verified transaction has been billed, or included in the current billing.

 

-          Reports (Project and BI).  The ‘net’ transaction will be displayed (Vendor Invoice Verified plus Adjustments).  If the Vendor Invoice Verified transaction and any Adjustment are not billed on the same Customer Invoice, the Customer Invoice column will display ‘Various’.  Visibility into the Customer Invoice # can be seen by using the ‘Show Adjustments’ filter.

 

 

 

1.8       Bypass of Financial Controls on Transactions available for Adjustment

 

Most of the underlying 4castplus controls that are required for Timesheet entry are bypassed in the Adjustment workflow. Controls that are bypassed are described below, as well as specific controls that are not bypassed:

 

  1. Work Package. 

                                                               i.      Can be active or inactive

                                                              ii.      If Entry Type is Labor or Equipment, resource is not required to be assigned to work package

  1. Resource Name.  Selecting Resource Name will produce the Labor listing.

                                                             iii.      Can be active, inactive or terminated.

                                                             iv.      Can be Contractor or Labor resource.

  1. Resource Class.  Selecting Resource Class will produce the Can be active or inactive

                                                                                                   i.      Can be active or inactive

  1. Vendor Name. 

                                                              v.      Can be active or inactive

                                                             vi.      Can be any Item Type.

  1. Vendor Invoice Date. 

                                                           vii.      Period for Origin of Entry must be open i.e. if adjusting a Vendor Invoice Tracking transaction, or a Weekly Third Party Expenses (where Invoice Tracking is not enabled), the Periods for Vendor Invoice Tracking or Weekly Third Party Expenses must be open.

  1. Vendor Invoice Number.

                                                          viii.      Cannot be a duplicate of any Vendor Invoice Numbers in the Vendor Invoice Tracking or Weekly Third Party Expenses (where Invoice Tracking is not enabled) for the Vendor

  1. Vendor Document #

                                                             ix.      Cannot be a duplicate of any Vendor Document Number in the Jobsite Timesheet or Weekly Third Party Expenses (where Invoice Tracking is enabled) for the Vendor

  1. Rate Type

                                                              x.      Can be active or inactive

                                                             xi.      Standard rate types and the Composite Rate Type break-downs are presented.

                                                           xii.      Will reference Max Daily Quantity

                                                          xiii.      Will produce configured Cost and Billing rates

  1. Cost Rate

                                                          xiv.      Will not be produced for Unit Progress

                                                           xv.      Will not be updated for Billable transactions

  1. Billable Rate

                                                          xvi.      Will not be updated on Cost transactions

                                                         xvii.      Will not be produced for Cost or Fixed Price billing type transactions

  1. External Comments

                                                                                                   i.      Will not be editable for Cost type transactions.

 

 

  1. The recording of the Adjustments recognizes the Period Close status of the time period.  For example:

 

-          October Timesheets and Adjustments is closed, November 1 – 30 is open.

-          Original transaction date = October 1.  October 1 is in a closed period for Timesheets and Adjustments.  The Adjustment date is Nov 30th

-          Original transaction is recorded on Oct 1 - $1000.00

-          The Reversal is recorded on Nov 30 – ($1,000.00)

-          The Adjustment is recorded on Nov 30 - $1,200.00

 

 


 

 

1.9      Adjustment Reports

 

Two Adjustment reports are available in the Reports tab:

 

  1. Adjustments Report:  Select the date range and apply any desired filters to create a report on all Adjustments entered in the system; this includes both Adjustments as well as Vendor Invoice Tracking Adjustments.

 

 


 


 

  1. Adjustments Report for Billing:  Select the date range, Customer and Project to create a Billing back-up report on all Adjustments entered in the system that is specific to the Customer and project.

 


 


 

 

 

 

 

 

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