Reopen closed timesheet containing invoiced items

  • 10
  • Idea
  • Updated 3 months ago
  • Implemented
  • (Edited)

System won't let me re-open a timesheet to correct a NON-invoiced item, if there are other items that ARE invoiced.  While I understand why you can't move already-invoiced items, there should be a way to correct (move to another project) NON-invoiced items.  It is not practical to have to cancel all the other (unrelated) invoices and completely start over just to move 1 entry.

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kdurliat

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Posted 3 years ago

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Lingaraj Dharwad, Product Champion

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Hi Kdurliat,

Thank you for submitting your idea. 

Once a Timesheet Period is invoiced, editing of individual time entries is not allowed. We believe allowing changes post an invoice is created will lead to inaccurate billing, having said that I have forwarded the same to the PM team who will review the same. 

Regards,
Lingaraj
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kdurliat

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Your reply is contradictory. We are trying to make the billing MORE accurate, by moving time to the proper job before it is invoiced.  This is a standard feature in most Time&Material tracking systems (the individual time entries should be locked once invoiced, of course, but the other entries that are not yet invoiced shouldn't yet be locked as if they were invoiced, they should still be able to be fixed and corrected, as usually errors such as these are detected during the billing process).

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Lingaraj Dharwad, Product Champion

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Are you saying that you are not able to edit timesheets that are not invoiced yet? 
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kdurliat

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Let's clarify.  One timesheet can have MANY MANY different time entries, for many different clients and projects.  I have invoiced some of the clients, but not others.  So, the entire timesheet shouldn't be marked invoiced, rather just the actual entries I have invoiced should be marked as invoiced and locked. That's exactly the point I'm trying to make.
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Lingaraj Dharwad, Product Champion

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Thanks for that clarification, the same has been forwarded to the PM team for review. 
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kdurliat

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Further to this, sometimes two different entries to a same project, on the same timesheet, would be split onto TWO different invoices (by task type, for example).  So, that just provides yet another reason that the the system should invoice BY ENTRY, not just by entire timesheet.  (that is what most comparable T&M billing software packages do).
(Edited)
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Sangeet Saurabh

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Thanks for submitting the feedback - we will consider this for our future roadmap.
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Carolyn Tate

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Hello, 
I lodged the exact issue and was told it was going to be fixed in the October release of Replicon and have all the emails that support that. Similar to your requirement we have resources working on multiple projects that are billable and non billable in the one time sheet. At the moment we are not able to invoice with Replicon until 3 months passed the actual time sheet entries because we MUST be able to amend time sheets that are non invoiced and non billable,  seems logical to me. Timesheets may be in dispute, or we will not know exactly what we will invoice until a later time and then we need to adjust. Hence we are forced to invoice in a different system and after the 3 months have passed and hopefully all time sheets will not require further amending we then do the Replicon invoice. We are having to keep separate spreadsheets for all T&M work so it defeats the purpose of having a time sheet system. We have hired a temp person to help us. We have also missed invoicing our clients numerous times for T&M work because the Replicon invoicing is much later after the client has actually been invoiced manually. I have never come across such a limitation and Replicon agreed with me that it requires fixing. It is costing the company money with additional admin costs and missed invoicing particulary for T&M. 
 If this issue is not fixed after being told it would be we will be very disappointed as we have struggled for 8 months and the only reason we have kept Replicon is because this was accepted as an enhancement. I am really looking forward to this being fixed otherwise I think I will need to vent the frustration on social media.
Regards,
Carolyn   
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Lingaraj Dharwad, Product Champion

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Hi Carolyn,

We are sorry that Replicon has not been able to meet your companies expectations. We appreciate you taking time to provide us this feedback. The same has been forwarded to the PM team. 

I am checking with Sangeet and will post back with any updates I receive. 

Thanks,
Lingaraj
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Erik Roll

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Adding my voice to this - though we do not use Replicon for invoicing, the same issue presents itself for us.  Validating timesheets should occur row by row, not at the entire timesheet level.  This would allow changes to non-invoiced (or simply non-closed) records on a timesheet that has other entries that are either closed or invoiced.

This issue typically presents for us when re-opening and resubmitting time sheets after a need to re-categorize time has occurred.

Thanks,

Erik R

(Edited)
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Aashnee Kamboj, Community Moderator

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Hi Kimberly,

It is available for use, I have spoken to the rep and she will help you further on the same. 
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kdurliat

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Nope, still doesn't work, per Yamuna, she says she will speak with you and her Supervisor about this.
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kdurliat

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This new "custom timesheet" eliminates many of the other features that users need, such as the ability to view task progress, etc. So, until those features are added to the custom timesheet template, this issue is NOT resolved (the tradeoffs are too drastic to our productivity).  Please consider adding this in the next product update.
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kdurliat

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This new "custom timesheet" eliminates many of the other features that users need, such as the ability to view task progress, etc. So, until those features are added to the custom timesheet template, this issue is NOT resolved (the tradeoffs are too drastic to our productivity).  Please consider adding this in the next product update.
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Aashnee Kamboj, Community Moderator

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Hi Kimberly,

This has been updated to the product management team. We will keep you updated with the progress
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carolyn

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Hello Aashnee, 
When is the webinar planned?
Regards, 
Carolyn
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Aashnee Kamboj, Community Moderator

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We are awaiting a confirmed date from the product management team. Once I have a confirmation I shall update community!

Thanks,
Aashnee
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Aashnee Kamboj, Community Moderator

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HI All,

Please follow the below link for the webinar details:
https://community.replicon.com/replicon/topics/replicon-invites-you-for-a-live-demo-on-our-enhanced-...

Thanks,
Aashnee
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Anthony

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Unfortunately, on the webinar today it was confirmed that this functionality is unchanged with the new invoicing module. The whole timesheets are still locked once an invoice is created, versus just locking the individual timesheet line items that have been invoiced. As stated by several users above, this makes the invoicing functionality in Replicon unusable for us, and we will need to continue invoicing outside of Replicon.
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Lisa

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Any updates on this issue being fixed? This is a HUGE issue for us too and might be something that will determine if we renew our contract or not with Replicon. 
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carolyn

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This reply was created from a merged topic originally titled Unable to edit time sheets when another unrelated item on that timesheet is invoi....

Does anybody know of any new invoicing features that allow editing of time sheets - as Replicon have not kept me informed?

If a time sheet contains an invoiced item, then all other timesheet entries for that period for that user are locked out from editing. 
For example:-
-the user works on many projects across the time sheet period and logs time against projects A, B, C, D etc for that timesheet period.
-only 1 of those projects (eg. B) is invoiced and all other projects in that period (A,C,D )are not ready for invoicing and are therefore not invoiced.
-project C needs timesheet entries changed for what ever reason - for example, it is decided that time should be non billable instead of billable, or time should be booked to a different project etc. There are many reasons why time sheets may need to be edited / cleaned up before invoicing and presenting to a client. Replicon will not allow you to edit the timesheet when there is an invoiced item from another project that is totally unrelated.

This problem was reported close to a year ago with a promise from Replicon that it would be fixed in October 2015, this promise then moved to Dec 2015, then March 2016. I have received many broken promises and an account manager has promised to get back to me and he didn't.

This is a serious problem and is a very basic requirement that every time sheet system I have been involved with allows. You MUST be able to edit NON-invoiced timesheets to correct them prior to sending to a client.  

My support case was logged June 2015 and is number 00676687.
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Aashnee Kamboj, Community Moderator

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Hi All,

This is in our planned list and we will update the thread as this is implemented in the Replicon System

Thanks,
Aashnee
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Tom Tobin

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If your billing process and customer contracts allow it, you can now, after editing the timesheet and removing the workflow condition to stop changes in invoiced timesheets, re-open invoiced timesheets. 
More details are available here: https://console.getsatisfaction.com/replicon/conversations/release-notes-mar-6-mar-12-2017 

This is a per-timesheet settings so new timesheets need to be created before you can re-open them.
This can lead to negative billing amounts available in the invoicing module, if the hours are reduced.
(Edited)
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kdurliat

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Thanks, I just read through the release notes and have a follow-up question.  It looks like the ability to do this (allow changes to invoiced timesheets) is only available on the "custom" timesheets, is that correct?  If so, did you fix the issue where the custom timesheets don't have all the features that the standard timesheets have (most important to us, the feature that allows us to view task progress)?

Or, if this feature to allow changes is available on standard timesheets, please help me find it, I don't see any workflow conditions options on the standard timesheet template.

Thank you.

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Tom Tobin

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it is indeed only on the Custom timesheets, but these are the focus for both improvements moving forward, as well as in bringing it to the same level as the previous timesheet entry systems. For instance, we recently added the Target Billable Hours to the widget timesheet system.
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kdurliat

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Unfortunately, then, this does not resolve our issue.  We can't use the custom timesheets yet because we lose other critical functionality (such as the feature to view progress, etc.).  Therefore, please keep this request open until the functionality is added without removing other functionality.
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kdurliat

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This issue remains unresolved for us, yet this point is marked "implemented". We can't use custom timesheets, because we lose other important functionality (view progress, etc), so therefore we still can't open a timesheet that has a billed line item.
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Aashnee Kamboj, Community Moderator

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Hi Kimberly,

If you are talking about viewing task progress bar on the custom timesheet then that is implemented on the custom timesheet already. Please let us know if you would like to discuss this further.

Thanks,
Aashnee