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We have the occasional need to modify and/or delete time entries that have already been approved - maybe a mistake was made that did not get caught during approval or we just want to clean up old data.
From what I can see, the system almost goes out of its way to prevent this. How can I change or delete these entries?
The functional flow is posting after an approval. However some people might make mistakes. Or project settings were changed which prevents posting the timesheets. There is no functional support for changing approved timesheets.
The best you can do is change the approval status of the timesheet line and header with a SQL script or an x++ job. You need to have knowledge of or SQL or x++ development to achieve this.
my bad... I missed the tag it is related to Project Service Automation. My reply is based on D365 for Operations
Did you ever get a response to this question or have you found a process that worked for you?
Only the one above. We just stopped approving timesheets, for now, until we are absolutely certain a correction does not need to be made.
Hi There, One other option you can consider is to reverse and re-enter the time using a journal entry -- this will fix the financial impacts, although not impacts on utilization of the person that entered the timesheet.
How do you reverse a journal entry? Do you mean reverse an accrual?
Journals can be used to reverse incorrect Actuals. Please see here for more info:
dynamics 365 project service automation using journals as a power tool to correct time entries expenses and actuals
Firstly, it is a near time backlog item for us to allow this in the product, thanks to this being the most upvoted idea.
Secondly, you can use invoicing functionality in PSA that is primarily designed as a 2nd level of approval to what can be charged to the customer. When you create an invoice in PSA, the draft invoice line transactions pull all the information of the unbilled sales actual on to the Invoice line transaction. You can then edit the invoice line transaction's quantity or billing type (chargeable, non-chargeable or complimentary). Confirmation of this invoice will then back out the original unbilled sales and create a new billed sales with the modified quantity. What you will miss with this approach is that you will not able edit the quantity on the related cost actual. You will then have to use journal to correct the cost quantity as well if that needs to be corrected too.
Thirdly you can use journal lines to record negative quantity to the project. This will ensure that the overall project's hours, revenue and cost (assuming you will confirm a -ve cost and unbilled sales journal) will be correct. However, you will not be able to link the new correcting actual to the old incorrect actual. If you used the 2nd approach suggested, the link is maintained for the original unbilled sales actual and the correcting actual created during PSA invoice confirmation.
PM Project Service Automation
Thanks Antti. I actually found your article earlier and applied to a few invalid time entries. Now just wish there was a way to reverse the actual time....
I answered your Q on my blog article. In short: Journals cancel out both Task Progression % as well as Utilization %.
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