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CA PPM Tuesday Tip: Force timesheet to think it is an adjustment for reposting to Financials

  • 1.  CA PPM Tuesday Tip: Force timesheet to think it is an adjustment for reposting to Financials

    Broadcom Employee
    Posted 03-10-2015 02:41 PM

    When timesheets post, more information is stored in the database than the fields shown on the timesheet.  Some additional fields captured include entity, location, resource class, and transaction class.

     

    These fields may be used to calculate the rate when transactions are posted to WIP.

     

    It is possible to do WIP Adjustments to update the WIP transaction with the correct data.  But, if you want to keep timesheet and WIP data in synch, adjusting the timesheet is recommended.

     

    Adjusting a timesheet without actually making a change to the timesheet will not be recognized as an adjustment to be processed through to financials again.  It does not show in Invalid Transactions.

     

    An example would be if the resource has an incorrect resource class.  Once the resource class is changed on the resource record, the timesheet would be adjusted and posted to correct the resource class.

    In this example, since nothing on the timesheet actually changed, the new, adjusted record is not available in the Invalid Transactions and therefore cannot be processed for financials and Posted to WIP.

     

    A workaround for this is to force a change to the timesheet by using one of the two User Value fields on the timesheet.

     

    These fields are populated from the following lookups:

         Time Entry User Lookup field 1       ID: PRTIMEENTRY_USER_LOV1

         Time Entry User Lookup field 2       ID: PRTIMEENTRY_USER_LOV2

     

    If you are not using one or either of these you can make a new lookup value for one and use that to force an adjustment to the timesheet.  I name the value Adjustment but you can name it whatever you want.  Then when a timesheet is adjusted with no actual changes to the timesheet you can add this value and the timesheet will export to Invalid Transactions again.

     

    Note: You can configure this field to show on your timesheet view.



  • 2.  Re: CA Clarity Tuesday Tip: Force timesheet to think it is an adjustment for reposting to Financials

    Posted 03-10-2015 02:51 PM

    Neat trick. Thank you-



  • 3.  Re: CA Clarity Tuesday Tip: Force timesheet to think it is an adjustment for reposting to Financials

    Broadcom Partner
    Posted 03-10-2015 06:08 PM

    Thanks for sharing this tip with the community Liz!

    Liz Williamson wrote:

     

    When timesheets post, more information is stored in the database than the fields shown on the timesheet.  Some additional fields captured include entity, location, resource class, and transaction class.

     

    These fields may be used to calculate the rate when transactions are posted to WIP.

     

    It is possible to do WIP Adjustments to update the WIP transaction with the correct data.  But, if you want to keep timesheet and WIP data in synch, adjusting the timesheet is recommended.

     

    Adjusting a timesheet without actually making a change to the timesheet will not be recognized as an adjustment to be processed through to financials again.  It does not show in Invalid Transactions.

     

    An example would be if the resource has an incorrect resource class.  Once the resource class is changed on the resource record, the timesheet would be adjusted and posted to correct the resource class.

    In this example, since nothing on the timesheet actually changed, the new, adjusted record is not available in the Invalid Transactions and therefore cannot be processed for financials and Posted to WIP.

     

    A workaround for this is to force a change to the timesheet by using one of the two User Value fields on the timesheet.

     

    These fields are populated from the following lookups:

         Time Entry User Lookup field 1       ID: PRTIMEENTRY_USER_LOV1

         Time Entry User Lookup field 2       ID: PRTIMEENTRY_USER_LOV2

     

    If you are not using one or either of these you can make a new lookup value for one and use that to force an adjustment to the timesheet.  I name the value Adjustment but you can name it whatever you want.  Then when a timesheet is adjusted with no actual changes to the timesheet you can add this value and the timesheet will export to Invalid Transactions again.

     

    Note: You can configure this field to show on your timesheet view.



  • 4.  Re: CA Clarity Tuesday Tip: Force timesheet to think it is an adjustment for reposting to Financials

    Posted 03-11-2015 01:44 AM

    Thanks for sharing this useful tip, Liz

     

    NJ



  • 5.  Re: CA PPM Tuesday Tip: Force timesheet to think it is an adjustment for reposting to Financials

    Posted 04-30-2015 06:38 PM

    Hi Liz - This looks to be a very neat tip. This is exactly what we needed.

     

    We tried the steps as illustrated. However, we were not able to get the changed posted results. at least not for everything.

     

    These are the steps we did:

    Steps:

     

     

    0 - open up Jan/Feb time periods

                1 - New step: Reverse WIP transactions

    2 - return all impacted timesheets  (only posted timesheets)   

                3 - add "Adjustment" to each line item on each timesheet

                4 - resubmit each timesheet (only those that were adjusted)
                 5 - re-approve each timesheet (only those that were adjusted)
                 6 - wait 15 minutes
                 7 - repost everything (timesheets, financials, WIP)
                 8 - close time periods

     

     

    Originally we did without the Reverse Wip Transactions step, but this failed. We verified that the values are the same even after “adjusting” the timesheets

     

    And so we added the reverse transactions  step (hihglighted in red above). This showed more promissing results but the values showed to be nullifed.

     

      Capture.PNG

    Are we missing anything. Any enlightening steps would help.



  • 6.  Re: CA PPM Tuesday Tip: Force timesheet to think it is an adjustment for reposting to Financials

    Broadcom Employee
    Posted 05-01-2015 08:46 AM

    Hello Lersterlofranco,

     

    What changes were you expecting when you did the timesheet adjustment?  Input type code, charge code, something else on the resource or project? 

     

    If you do WIP Adjustments or reversals and then try to adjust the timesheet the records may become orphan

    because the timesheets may not know how to apply the adjustment since you already adjusted/reversed the associated WIP transaction. 

    Did you check the Invalid Transactions to make sure that your original try of just doing the timesheet adjustment did not error when posting it to Financials?

     

    Liz Williamson



  • 7.  Re: CA PPM Tuesday Tip: Force timesheet to think it is an adjustment for reposting to Financials

    Posted 05-05-2015 03:54 AM

    Hi Liz,

     

    We are expecting a change in the actual cost. Also, we verified that there are no invalid transactions after posting the timesheets.

     

    I am not sure why we are seeing negative transactions, thus I added steps 11-12 to reverse the negative transactions as shown in the screenshot above provided by Lester.

     

      

    1. Open up Jan/Feb time periods.
    2. Create WIP adjustment for Jan/Feb timesheets.
    3. Approve the WIP adjustments.
    4. Return January-February timesheets
    5. Add "Adjustment" to each line item on each timesheet.
    6. Resubmit each timesheet (only those that were adjusted).
    7. Re-approve each timesheet (only those that were adjusted.
    8. Run time slice.
    9. Wait 15 minutes.
    10. Post timesheets, post transactions to Finance, check invalid transactions, post to WIP.
    11. Create WIP adjustment for negative rates posted.
    12. Approve the WIP adjustments.
    13. Run time slice.
    14. Run cost plan to verify actual cost of resource.


  • 8.  Re: CA PPM Tuesday Tip: Force timesheet to think it is an adjustment for reposting to Financials

    Broadcom Employee
    Posted 05-05-2015 08:52 AM

    Hello Kate,

     

    You are saying that you expect actual cost to change.  I am not sure why the actual cost would change...

     

    Could be difference in hours or a difference in what rate is picked up from the rate matrix.  If it is due to a change in rate it depends on how the rate is calculated (ie. direct change in the rate matrix; changing other financial information on a resource so a different rate is picked from the rate matrix).  If the rate has changed you may just be able to update the cost by doing a WIP adjustment on the transaction.  This may be done if a change was made to the rate matrix itself or if some other field available on the WIP adjustment can be edited.  For these all you would need to do is make your changes on the WIP adjustment, blank out the cost and rate  and click the Calculate New Rate box.  Approve the WIP adjustment and then run the Import Financial Actual job.

     

    It is important to run the Import Financial Actuals job after you do WIP Adjustments, otherwise the updated costs will not show back on the project itself (tasks/assignments) only on the cost plan.

     

    You should not be doing manual WIP adjustments and timesheet adjustments for the same records.  In your example you should only be doing timesheet adjustments.

     

    When you do both, the adjusted timesheet may not be able to reference back to the original WIP transaction as it was already reversed.

     

    The negative transactions are usually the result of a timesheet adjustment.  The original transaction gets an associated negative transaction to zero it out and then the new amount is posted based on the adjusted timesheet.

     

    If you would like to look at this in more detail please open a case with PPM Support.

     

    Thank you,

     

    Liz Williamson



  • 9.  Re: CA PPM Tuesday Tip: Force timesheet to think it is an adjustment for reposting to Financials

    Posted 05-22-2015 07:32 AM

    Thanks for this great tip Liz,

     

    For those mobile users who enjoy the convenience of our CA PPM Cookbook on Flipboard, this article is also available there:

     

    Force a Timesheet to Act like an Adjustment for Reposting to Financials | CA PPM Cookbook



  • 10.  Re: CA PPM Tuesday Tip: Force timesheet to think it is an adjustment for reposting to Financials

    Broadcom Employee
    Posted 11-16-2018 12:41 PM

    Thank you for this Liz. It was of great help.