Adagio Tip Of The Month: Non-Billable Entries on Memos

Sep 15, 2020

Question: We have an employee that made a mistake and unchecked billable when he entered his time in Time&Billing. The entry now shows up on the billing memos with hours but no $. Is there any way to get rid of this entry or have it not show up on the billing memos?

Answer: If you want to reverse any posted time or disbursement billing transactions, you can do this from within the Edit Dockets (Files) function. You might have changed the terminology for Docket/File.

Edit the customer/docket record to which the time was posted to by mistake. Go to the Current WIP tab and load records for the date of the incorrect entry. When you see the time entry you want to reverse, right-click on that record in the grid and choose to ‘Reverse/Transfer WIP’.

A screen will appear that will allow you to choose to create a Reversing Time Batch entry, or Transfer it to a different Docket (by reversing the original and recreating it for a different customer/docket). In your case it sounds like you want to Reverse the entry, so that you can re-enter the time with the correct values. What I believe would print on the Billing memo is the original transaction, the reversing correction, and the correct time entry. You may be able to ‘Final Bill’ just the incorrect and reversing entry in a billing batch entry for 0.00, so that you can run the Purge T&B Ledger process for just that customer and docket to remove those 2 entries for Billing Memo report to not include them. We highly recommend backing up your data prior to attempting the Final Bill posting and Purge T&D Ledger process, in case you are not happy with the results.

There is no ‘unpost’ function in Time&Billing to delete incorrectly posted transactions from the WIP. Instead, a Reversing transaction will always be created that would net the original entry values for the docket to zero.

This tip was inspired by a posting on the Softrak Technical Support Forum, where registered Adagio Accounting users can post questions to get answered by Softrak, members of the Adagio Consultant community, and fellow Adagio Accounting users. Be sure to check it out!