HelpBilling, Payroll & Cost Managers

Correcting an item

If you have found an error in a timesheet, time entry, time off booking, or expense sheet, you can address it in one of the following ways:

  • Reject the item to send it back to the owner for correction
  • In the case of time off or unsubmitted time and expenses, edit the item directly
  • In the case of submitted time and expenses, reopen the item and then edit it

For information on correcting items that are included on invoices, refer to Correcting billing errors.

Rejecting an item

When you reject an item, it is sent back to the owner. They can make the corrections and resubmit it. It will then go through the full approval process again. You may want to reject an item if you want the changes validated by the owner and approvers.

You can reject an item regardless of its approval status; even approved items can be rejected as long as they haven’t been included on an invoice.

To reject an item:

  1. Go to the Billing, Payroll, or Cost section.
  2. Select the tab for the item you want to reject, either Timesheets, Time Off, or Expenses.

If you're a billing or cost manager, and want to reject time entries, select Time Entries from the View By field located in the top, right-hand corner of the Timesheets page.

  1. Enable the check box next to the item.

  1. Click the Reject button.

  1. Click OK to confirm you want to continue. Then, enter rejection comments (these are required) and click Reject.

Editing an item

Time off bookings can be edited regardless of their status. Only unsubmitted timesheets, time entries, and expense sheets can be edited directly.

Editing time off bookings

Any edits to a booking will not change its status. If the booking is already approved, it will remain approved.

To edit a time off booking:

  1. Go to the Payroll > Time Off.
  2. Click on the user’s name to open the booking you want to edit.

  1. Click the Edit Time Off button in the bottom, left corner of the booking dialog.

  1. Make the necessary changes and click Save.

Editing unsubmitted timesheets and expense sheets

To edit an unsubmitted item:

  1. Go to the Billing, Payroll, or Cost section.
  2. Select the tab for the items you want to reopen, either Timesheets or Expenses.

If you're a billing or cost manager, and want to edit time entries, select Time Entries from the View By field located in the top, right-hand corner of the Timesheets page.

  1. Find the item you want to edit and click to open it.

  1. Click the Edit button.

  1. Make the changes and click Save.

The changes are saved and the item is displayed in a non-editable state. Click Edit to make further changes.

Reopening an item

If you want to edit a submitted timesheet or expense sheet yourself, you must reopen it first. Reopening sets the item back to the unsubmitted state. Then you can make the corrections and submit the item for approval or bypass regular approvals.

You can reopen approved items even if they've been included on an invoice.

To reopen an item:

  1. Go to the Billing, Payroll, or Cost section.
  2. Select the tab for the item you want to reopen, either Timesheets or Expenses.

If you're a billing or cost manager, and want to reopen time entries, select Time Entries from the View By field located in the top, right-hand corner of the Timesheets page.

When you reopen a time entry, the entire timesheet it's located on will automatically reopen, and will need to be reapproved by the assigned timesheet approver. However, if a timesheet is reopened, time entries do not automatically reopen.

  1. Enable the check box next to the item you want to reopen.

  1. Click the Reopen button.

  1. Enter comments explaining why you are reopening the item and click Reopen.

The item is now in an unsubmitted state and can be edited directly. Once you’ve completed your edits, you can submit it or bypass regular approvals.

FAQs

Do items that are edited have to be reapproved?

If you edit a booking, whether or not its associated timesheet requires re-approval depends on the settings your administrator selected. If you reopen a timesheet or an expense sheet, when you re-submit it, it will re-enter its normal approval process.