An Introduction To Ledger Modification

Ledger Modification

Ledger Modification is a tool which allows you to find and modify data in the Project Ledger or in Plan/Budget Ledgers. You may choose the criteria by which you wish to select records from these ledgers and the data you wish to see (and modify).

The fields which you are allowed to modify and whether an audit trail of these modifications is required are defined using Ledger Modification Parameters in the Set Up menu. Note that audit only applies to the Actuals Project Ledger.

You obtain access to Project Ledger records and Plan/Budget records using Ledger Modification Profiles.

These profiles enable you to:

– Define the Ledger you wish to modify (note that you may define only one).

– Define the selection criteria for the records you want to see. These selection criteria may be defined as fixed values for certain fields or as values to be specified at runtime.

– Define the data you want to see.

– Define the sort sequence in which you want to see the data.

– Optionally associate the profile with a data access value to restrict access to the profile. (This is only effective if Data Access Control has been activated for Ledger Modification.)

– Define the name for the Ledger Modification Profile.

Once you have chosen Ledger Modification from the Menu Selection Panel the work area displays a grid of existing profiles. By double clicking on an existing profile (or using the Edit button) you may start the process of running a Ledger Modification Profile.

Otherwise you may choose to Create (or Delete) a new Ledger Modification Profile

A Wizard takes you through the process of creating a Ledger Modification Profile.

Creating a Ledger Modification Profile

Step 1 – Data Source Selection

Select the Ledger that you wish to modify.

Note that you if you select the Ledger that is used as your Diary (the data are visible in My Diary in the PSW) then you will only be able to modify data that have been posted from Forms and you will neither be able to see nor modify data that have been posted as TIMESHEET records from a Planning Profile or from My Diary in the PSW. The ledger that is used as your Diary is the single ledger associated with the Planning Profile specified on Allocation Schedule Parameters.

Step 2 – Data Selection Criteria

The Selection Criteria panel on the left of the screen allows you to choose a field from a table in the database on which you wish to base your selection.

When you have chosen a field (by clicking on the field name) a central panel displays a list of available values.

Runtime or Fixed Values

– At this point you may choose either to select or specify a number of fixed values for the field or to specify, by checking the Runtime Selection field, that field values are to be given when the Ledger Modification Profile is run.

– If you decide to choose specific values rather than to specify Runtime Selection you may transfer values from the central panel to the right-hand panel of chosen criteria.

Searching on the basis of values not included in the list

– You may also use the field above the central panel to specify a value to look for in the field. This is especially useful if you are selecting on the basis of Analysis Values for analysis categories which are not validated.

Inclusive or Exclusive Searches

– You may use the operator field in the right-hand panel to apply an operator (=, <, <=, <>, etc.) to the values you have selected.

Multiple Criteria

– You may specify a set of criteria which must be met by selecting more than one field as a basis for selection. Some fields may have fixed selection criteria. Others may be based on runtime specification.

– As you build up your selection criteria you will see them listed in the right-hand panel.

– A record is selected from the Project Ledger if all of the criteria in the panel are met.

Alternative (multiple) Criteria

– The selection values which you choose on the first available (General) tab will be applied in all cases.

– Up to ten sets of additional and alternative selection criteria may be set up using the ten tabs to the right of the left-hand Selection Criteria panel.

Selection is made on the basis of:

(conditions on the General tab being met) AND

(Conditions on the 01st tab being met) OR

(conditions on the 02nd tab being met) OR

::::::

(conditions on the 10 tab being met))

The Next button takes you on to the second step of the Wizard.

Step 3 – Data Selection

The Data Selection panel on the left of the screen allows you to select which data fields you want to see in the modification worksheet.

The order in which the fields are to be eventually displayed in the modification grid can be modified by highlighting a chosen field in the right-hand Include panel and using the Move Up and Move Down buttons.

The Next button takes you on to the third step of the Wizard.

Step 4 – Sort Selection

The left hand panel shows you a complete list of the fields you have selected for the modification worksheet.

You may choose the fields on which you want to base the sequence of records in the modification grid. This choice has no effect on the order of columns determined by the previous Data Selection Wizard.

You may reverse the default sort sequence by using the Order field on the right hand side of the screen. Order affects on the highlighted field. You may therefore sort one field in descending sequence within another field in ascending sequence.

You may use the Move Up and Move Down buttons to change the priority of fields.

The Next button takes you on to the fourth step of the Wizard.

Step 5 – Data security

If Data Access Control has been activated for Ledger Modification you will be required to assign a Data Access value to the Ledger Modification Profile for at least one Data Access Category Value.

In this example the use of this Ledger Modification Profile is limited to Users who have access to records and profiles marked with Location London.

Step 6 – Profile Name

Specify a unique Ledger Modification Profile name.

You may choose whether you want to run and/or to save the profile when you click on the Finish button.

Running a Ledger Modification Profile

Step 1 – Selecting Runtime Values

If there are runtime criteria to be specified you will be presented with the Selection Criteria screen. A list of fields for which you may now specify values is displayed in the left-hand panel.

If you do not specify values for a field then all values are selected.

Selecting values

– Highlighting a particular field will result in all predefined values for the field being shown in the central panel. You may then select the values you want to include or exclude from the modification grid.

– Selecting values which are not predefined

– You may also specify further values which are not in the list by using the field above the central panel.

– As you select values you will see a list build up in the right-hand panel.

Inclusive or exclusive selection

– You may specify the operator (=, <, >, <=, <>, etc.) to apply to the chosen values.

Alternative Selection Criteria

– If you have set up alternative selection criteria for this inquiry profile then you will see a tabbed form for each set of alternative criteria.

– When you have made your selections click on the Finish button.

Step 2 – The Modification Worksheet

Data from the Project Ledger are presented in a modification worksheet.

You have a number of options:

Modification

You may modify a field value (if Ledger Modification Parameters permit you to do so) by moving to a row in the worksheet and double-clicking or clicking on the Edit button. This takes you to Form view for the current row.

You will by default only be permitted to modify unallocated transactions. However if you check the Allow Allocated Mods checkbox you may override this restriction. You should do this only with extreme caution, since time@work reporting works best when allocated transactions (Timesheets, Expenses, Invoices and Discounts) are in balance, and there is a risk of out of balance allocations if you allow modification (and recalculation and posting) of allocated lines.

Once you have modified a field value the record in the grid will be given the Modified Colour (as defined in System Parameters).

Note that if you modify Days, Minutes, Hours, Project Overtime Days, Project Overtime Hours, Project Overtime Minutes, Employee Overtime Days, Employee Overtime Hours or Employee Overtime Minutes, times will be made automatically consistent. An adjustment in Hours will immediately be reflected in an adjustment in Days and Minutes.

Multiple Modification

A Find & Replace option allows you to perform multiple modifications for certains fields. These are:

Client

Project

Task

Status

Activity Analysis Value

Approval Statuses

You must also be sure that these fields are allowed for modification (as defined on Set Up, Ledger Modification Parameters)

Click on the column header of the field which you want to modify. Then click on Find & Replace.

Enter the Find and Replace values (or only the Find value if you do not intend to replace a value but only to select rows containing a particular value).

Click on Replace. time@work will tell you how many times a value has been found and replaced, and rows where a replacement has occurred will be marked as Modified.

Recalculation

Before any modification is reflected in the Project Ledger you must Recalculate the record (in case the changes you have made affect any of the calculated values) and then Post the record.

Recalculation might result in error conditions. Error messages will appear in the lower panel and records in error will be given the Error Colour (as defined in System Parameters). You will not be able to Post records which have errors.

If Recalculation is successful the recalculated records will be given the Calculated Colour (as defined in System Parameters).

After Posting the records will be given the Posted Colour (as defined in System Parameters).

You may recalculate and post several records at once. The Recalculate and Post Buttons operate on records which have been selected. You may select by clicking on a row, or by using other Windows conventions. You may also select by clicking on the colour buttons at the bottom right of the worksheet.

Recalculate

A Ledger Modification Profile can be used to revalue records in the Project Ledger which might have been affected by exchange rates or changes in Value Tables.

To recalculate Project Ledger records you must first select them (the usual Windows conventions apply to selecting records in the grid, or you may use the coloured buttons at the bottom right of the screen) and then use the Recalculate Button (you must specify whether you want to use exchange rate rules for Posting (the rules which apply when Timesheets and Forms are first posted) or for Revaluation)).

Recalculation might result in error conditions. Error messages will appear in the lower panel and records in error will be given the Error Colour (as defined in System Parameters). You will not be able to Post records which have errors.

If Recalculation is successful the recalculated records will be given the Calculated Colour (as defined in System Parameters).

After Posting the records will be given the Posted Colour (as defined in System Parameters).

You may recalculate and post several records at once. The Recalculate and Post Buttons operate on records which have been selected. You may select by clicking on a row, or by using other Windows conventions. You may also select by clicking on the colour buttons at the bottom right of the worksheet.

Delete

You may delete records from the Project Ledger.

All deletion is carried out by creating a record which exactly reverses each record in the Project Ledger. This provides an audit trail for deletion. The original and the reversing line are allocated together (Time Allocation Marker will be set to ‘C’ and the Time Allocation Reference will be taken from the Next Time Allocation Reference on the System Control record).

To delete records you must first select them and then use the Delete Selection Button. You may select by clicking on a row, or by using other Windows conventions. You may also select by clicking on the colour buttons at the bottom right of the worksheet.

Deletion has an immediate effect on the Project Ledger. There is no additional need for Posting.

Following deletion the records will be given the Deleted Colour (as defined in System Parameters).

Split

There will be occasions when you want to split records so that you can modify only part of an Expense or Timesheet record.

In the case of Timesheet lines you will be presented with a window which allows you to split Days, Hours or Minutes and which lets you manually adjust overtime days, hours or minutes. The total time cannot be changed, thus if you split two hours from eight hours, six hours will remain in the original record.

In the case of Expense lines you will be presented with a window showing calculation values which were originally enterable values (according to the Form Type). You may make changes to these values.

Split lines are automatically recalculated, and if there are no errors the lines are immediately written to the Project Ledger.

A split line will have the same journal number as the original number and the next higher line number available within the journal.

Note that all new Project Ledger records created during Ledger Modification audit reversals and deletions will have new journal numbers and line numbers.

Linking to Cross Rates and Value Tables

If you need to update Cross Rates and/or Value Tables you may use the Link To buttons .

Examining the Approval History of a Line

Clicking on the Approval History button will show the complete Approval History of the current line.

Each Approval Status has a separate tabbed form.

Copying a Ledger Modification Profile

Use the Copy button on the Tool Bar to make a copy of a Ledger Modification Profile. The new Profile will be named ‘Copy of original name’.