Administration Guide
3.31 - Timesheet Billing Code Reassignment Screen

Your timesheet billing code reassignment screen allows you to move all recorded timesheet hours and comments from one project, activity and task billing code to another.

This screen is reached from your other items sub-menu:

timesheet billing code reassignment screen

The buttons and fields provided on this screen as follows:

Home

Exits the screen and returns you to your main menu.

Back

Exits the screen and returns you to your other items menu.

Clear

Clears the 'from' and 'to' billing code selectors, allowing you to select a new project, activity and task for reassignment.

Reassign Codes

Starts the code reassignment process, under which all time and comments recorded to the project, activity and task you have noted in the 'from' selector will be transferred to the project, activity and task you have chosen in your 'to' selector.

Help

Opens a new web page displaying help for your current screen.

From Billing Code

A project, activity and task selector which allows you to specify the billing code from which recorded time and comments are to be reassigned.

To Billing Code

A project, activity and task selector which allows you to specify the billing code to which time and comments recorded under the 'from' billing code are to be reassigned.

The timesheet billing code reassignment screen would be used in cases where a manager's plans for recording time have changed mid-project, with your office now wishing to move or consolidate hours recorded from one billing code to another. For example, if it was decided that a task should be adjusted to become an activity of its own (allowing further detail for that item, with tasks created for the new activity), all hours and comments recorded to that task could be moved to the newly created activity.

In the example illustrated here, a manager has decided that the Data Conversion task in the Widget Co. Project's Database Development activity should become an activity of its own, with time now to be tracked at the task level to subdivide work performed on the various database tables.

To account for this, a new Data Conversion activity has been created under the Widget Co. Project, with all time assigned to that activity from the previous Database Development / Data Conversion task. This is accomplished by selecting those billing codes in the appropriate from/to project, activity and task selection boxes (as shown in the screen shot above) and then clicking the "Reassign Codes" button to start the reassignment process.

If hours are already recorded for the 'to' project, activity and task you have specified, time and comments will be merged on any days for which there is both a time entry for your 'from' and 'to' billing codes.

With the Reassign Codes button clicked, a confirmation message is displayed which describes the code reassignment to be performed:

timesheet billing code reassignment confirmation prompt

Please note: As mentioned in your confirmation prompt, reassigning time and comments from one billing code to another is a one-way process. Once time and comments have been reassigned to a new billing code, that action cannot be reversed.

After clicking Yes on your prompt, the billing code reassignment process will begin. Since the length of time required for the code reassignment to complete may be anywhere from a few moments to a few minutes of time (depending upon the number of timesheets contained in your office's database), it is best to perform the code reassignment process at a time when you expect little or no activity in your system (for example, in the early evening, after regular office hours).

Once your billing code reassignment has been completed, a confirmation message will be displayed:

timesheet billing code reassignment complete

All recorded time and comments will now have been reassigned from the old project, activity and task you have specified to the new.

Any expense claims or time estimates entered under the old 'from' billing code will remain untouched. Reassignment for estimates and expense claims should be handled on a record-by-record basis as appropriate for your office.