Timesheet recall functionality

Shyna1 · ‎03-22-2022

Hi ,

Can someone help me understanding how does recall timesheet/timecard works.

What changes are made and how does it reflect in the timecard.

Thanks in advance!

Namita Mishra · ‎03-22-2022

Hi @Shyna ,

Timesheet recall capability allows the timesheet approver to recall an incorrect time sheet (in Approved or Processed state) & return it to the time sheet submitter.

Timesheet recall:

Impact on State: Changes the state of the time sheet and associated time cards to 'Recalled'.
Impact on Demand / Project Actual Effort: Reverts the actual effort and resource hours in a project or demand created when time cards that have task types were approved.
Impact on Expense Lines: Creates negative expense lines to zero out the corresponding expense lines created when the time sheet was approved.

NOTE:

1. Timesheet recall functionality works if 'Allow recall' option is selected in the associated timesheet policy. By default this option is checked.

2. Out of the box, timesheet / time card can be recalled within 30 days. Admin can configure this duration. They can decrease or increase the number of days using 'Recall period allowed (days)' property present in the timesheet policy.

Feel free to mark this as a correct answer if I was able to solve the query.

Thanks,

Namita Mishra

View solution in original post

Patrick Laroch1 · ‎07-04-2023

Recalling a timecard does not delete any expense lines, it creates a new 1 with negative value as in image attached.

Dave Carlin · ‎07-05-2023

Thanks Patrick.

As a follow-up, I would have expected the Timecard table to also generate a negative value to show the 1-to-1 relationship with the reversed Expense Line. However, our view is not showing that reversal/negative value on the Timecard table. Can you please confirm? Thanks!

Patrick Laroch1 · ‎07-05-2023

That is correct, Timecards do not show negative values but rollback to initial state so they can be corrected and resubmitted or cancelled. Timecards and Expense lines do not have a 1-1 relationship by design but a 1-many. Example, if a timecard spans 2 different fiscal periods then 2 Expense lines would be created.

Dave Carlin · ‎07-06-2023

Hi Patrick - that's what I'm trying to reconcile. By only changing the status on a Timecard; but by creating an off-setting negative Expense Line entry, we lose the relationship between the Timecard hours, and the negative Expense Line entries created. For example, my original Timecard is for +40 hours, I recall it, then process it with +35 hours. There is no history of the +40 hours, or -40 hours from the Time Cards...only the +35 hours at the end. I'm now left trying to decipher 3 Expense Lines to a Timecard; but the first 2 Expense Lines don't tie back to any valid time entries in the Time Card that remains. In this case, the first 2 Expense Lines generated are 0-to-many...since there's no history of the 40 hours (and -40 hours) entered that generated them.

Thanks, Dave

Dave Carlin · ‎06-12-2023

Hi @Namita Mishra,

I do not have a current listing of tables that are OOTB, so unsure if the Timecard_to_Expense_Line table is OOTB.

I do know that the table links the Timecard table to the Expense Line table, so that we can view hours and expenses in the same view.

My concern is that when the RECALL button is used to back out a timecard, it treats the Timecard entry differently than the Expense Line entry. SNOW completely deletes the processed timecard; but still generates a negative Expense Line. I would have expected that SNOW generated a similar negative Timecard entry, so that we could track the historical details of this Recall (ex: SNOW would generate a timecard record with a negative number of hours). That is consistent with all other SNOW functionality, since SNOW is a transactional system.

Because of this processing disconnect, this messes up the Timecard_to_Expense_Line table, as the negative expense line from the Recall is effectively “orphaned”, with no corresponding negative timecard entry.

Thanks for your assistance, Dave