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QUESTION: We are under the impression that the only way to get rid of/delete a posted time entry is to write it off so it disappears from WIP. The issue is this will reflect incorrectly in the hours that the timekeeper worked. Is there a better way?
RESPONSE: You are correct, the write-off of an entry posted in error causes an unwanted outcome on financial reports as well as management reports affected the matter, timekeeper and client or matter role holders.
Depending on the version the firm is on, it is possible to “Reverse” a time entry posted in error. The reversal will restore the hours worked to their correct value as at the transaction date – a process that also reduces the WIP to what is should have been without triggering an inefficiency loss (impact of a write-down to 0.00 during the invoice preparation process), or a bad debt expense (impact of a WIP Write-off). The use of this option needs security #117. With this security you will be able to find the entry and on right-click select “Reverse” – available from the right-click contextual menu of the invoice properties - entries-tab - WIP section or the WIP dashboard (inquiry) or Show Time Entries list view results.
The function will create the negative equivalent therefore if the entry is in a closed period to reverse it you will also need security #751 or #771. This option will offer you the option to also create the same entry as an unposted time entry in timesheet with a current date. When the reversal is used to correct a duplicate entry, this extra option will not be useful.
If this option is not available on the version the firm is currently on, you can have the same outcome by making an exact copy of the same time entry with the time element entered as a negative. As these two entries net to 0.00 on the same day for the same matter and timekeeper; write-down both entries to 0.00 during the invoice preparation process and do not present them on the invoice (presentation option). Alternatively, if the error is discovered after the final invoice is issue, the entries meeting 0.00 value can be written off. In both cases the process will not incorrectly impact your financial reporting or management reporting outcomes.
There is no special security to record a negative entry. Any user can enter a negative time element (for example: -1.20) in the field where the time is usually entered. A negative time entry is subject to the same controls as permissions as a positive one when it comes to back dating into a close period, needing an activity (time) code etc.
Also please note that the use of the reverse function or the making of a negative time entry, are both subject to the number of allowable hours for time entry in a day. If the number of negative hours in one day exceeds 24, and this is intentional and not an error, you can checkmark the option "Allow Time Entry over 24h" found in Acumin System Settings "Other" tab. We recommend that once the time is posted, you remove this option as it is there to mitigate incorrect time values.