Transactions affected when recalculating time

When recalculating time, be sure to do the following:

  • Before you recalculate time, review the transactions that will be affected and the cost rate and cost amount for each.
  • After you recalculate time, review the new cost rate and cost amount for the affected transactions. Compare the total hours and cost by employee to verify that they match the session journal.

Create a custom inquiry based on the Transaction - Labor inquiry and then modify it to show the appropriate transactions. After you customize the inquiry, you can use it in the future whenever you recalculate time.

To review transactions affected when recalculating time

  1. From the > Reports menu, click Standard Inquiries > Transaction > Transaction - All.

  2. Click . For the custom inquiry name, enter Recalculate Time Transactions, and click OK.
  3. Click . Click the Conditions tab.
  4. In the Transaction Type condition, delete Worksheet from the field on the far right.
  5. Add the following conditions, starting with the first available field on the left:

Field on left

Middle field

Field on right

Client Invoice Status

Not one of

Final;Write-off;Voided

Pay Check Key

=

0

PR Service Vendor Invoice

=

0

Status

<>

Beg. Balance

Date

> =

(Type the start date you enter for recalculating time in the Company > Recalculate Time > From field).
Note: If you enter a Through date when recalculating time, then add this condition to the inquiry: Date <= Through date.
  1. Click OK. The Properties window closes.
  2. Remove these columns (right-click the column heading and click Remove column):
  • Status
  • Transaction Type
  1. Add these columns (right-click the Employee column heading and click Add column to the right):
  • Employee Department
  • Cost Rate
  • Cost Amount
  1. Right-click the Employee column heading and click Sort Ascending.
  2. Right click the Employee column heading and click Group Collapsed.
  3. Click Save.

On the > Reports > Standard Inquiriesmenu, the Recalculate Time Transactions inquiry now appears at the beginning of the list.

Note:
  • If you are recalculating time based on the employee department, you can use conditions to view one department at a time or to sort and group by employee department.
  • To see time that is not affected when recalculating time because it was already billed: in Step 5 of these instructions, change the middle field of the Client Invoice Status condition to One of.
  • To see time that is not affected when recalculating time because it was already paid: in Step 5 of these instructions, change the middle field of the Pay Check Key and PR Service Vendor Invoice condition to >.