Reverse a Revoke

The Revoke Wizard is an alternative to voiding timesheets in TRACK and allows TRACK Coordinators to revoke one or more specific allocations within a timesheet for the Labor, Equipment, and Material modules. 

 

There are five core processes of the Five A's of TRACK: Activity, Allocation, Acceptance, Authorization, and Analyze. The revoke process occurs after the Authorization process. When TRACK Coordinators revoke a specific allocation within the timesheet, this revoked allocation returns to the Allocation process. The entire timesheet should be voided if the Activity needs to be corrected.

 

Sometimes, revokes can be made by mistake, and TRACK Coordinators need to reverse a revoke. The reverse of a revoke happens in more than one stage of the Five A's of TRACK. Two things must first occur, and these apply to all scenarios:

  1. The Track Coordinator should notify the Vendor Timekeeper that the revoke will be reversed.

  2. Identify and verify where the allocated line item has occurred in the Allocation, Acceptance, or Authorization process. Then determine the correct action by referring to the following scenarios below.

Scenario 1: Reverse a Revoke

The TRACK Coordinator has made a mistake and created a revoke in error. This revoke has created a negative allocation. The TRACK Coordinator and Vendor Timekeeper can see the revoke in the Allocation process. In this scenario, the TRACK Coordinator can perform one step to reverse a revoke.  

  1. After accessing TRACK, hover a mouse pointer over Allocations.

  2. Drop down to Allocations, then select Labor Hours to open the Allocate Labor screen.

  3. Select an organization or a labor group from the appropriate drop-down list.

  4. Enter a date into the Date text box or select a date from the Calendar.

  5. Select a labor resource from the Resources list box. The grid displays the following allocations:

  6. Click the Delete icon on the line item with the Allocated status. The allocation with the Revoked status changes to the Authorized status.

 

Scenario 2: Reverse a Revoke with Allocated Reallocation

The negative allocation from Scenario 1 was reallocated, which created a positive reallocation. These allocations have not been accepted nor authorized. In this scenario, an additional step is required to reverse a revoke.

  1. Hover a mouse point over Allocations.

  2. Drop down to Allocations, then select Labor Hours to open the Allocate Labor screen.

  3. Select an organization or a labor group from the appropriate drop-down list.

  4. Enter a date into the Date text box or select a date from the Calendar.

  5. Select a labor resource from the Resources list box. The grid displays the following allocations:

  6. Click the Delete icon on the line item with the Allocated status and the positive hours. The selected allocation is deleted.

  7. Click the Delete icon on the line item with the Allocated status and the negative allocation. The allocation with the Revoked status changes to the Authorized status.

 

Scenario 3: Reverse a Revoke with Accepted Allocations

All allocations from Scenario 2 were accepted but have not been authorized. In this scenario, additional steps are required to reverse a revoke.

  1. Hover a mouse point over Allocations.

  2. Drop down to Allocations, then select Labor Hours to open the Allocate Labor screen.

  3. Select an organization or a labor group from the appropriate drop-down list.

  4. Enter a date into the Date text box or select a date from the Calendar.

  5. Select a labor resource from the Resources list box. The grid displays the following allocations that have been accepted:

  6. Click the Accept / Unaccept Allocation button to unaccept all line items.

  7. Click the Delete icon on the line item with the Allocated status and the positive hours. The selected allocation is deleted.

  8. Click the Delete icon on the line item with the Allocated status and the negative allocation. The allocation with the Revoked status changes to the Authorized status.

 

Scenario 4: Reverse a Revoke with Authorized Allocations

All allocations from Scenario 3 were authorized. In this scenario, additional steps are required to reverse a revoke.

 

Void Timesheets

  1. Hover a mouse pointer over Invoices.

  2. Drop down to Timesheet, then select Central to open the Allocation Detail Manager screen.

  3. Select an organization from the Organization drop-down list.

  4. Enter a date into the From text box or select a date from the Calendar. To select a date range, click the checkbox, enter a date into the To text box or select a date from the calendar. The timesheets are displayed in the Allocation Detail grid.

  5. Timesheets with the Ready To Print, Printed, or Authorized status under the Status column in the Allocation Detail grid can be voided. If the timesheets have already been posted to the ERP system, click the Awaiting Cost, Awaiting D/L, and Completed checkboxes to display the timesheets with these statuses. Otherwise, proceed to step 10.

  6. To change the timesheet status, click a checkbox on each line item to select one or more timesheets.

  7. Click Previous Status. The confirmation dialog box appears.

  8. Click OK to change the selected timesheets to the previous status.

  9. Repeat the steps until the statuses for the timesheets posted to the ERP system change to Authorized.

  10. From the Allocation Detail grid, click a checkbox on a line item to select the following timesheets with the Authorized status:

  11. Click the Void link. The confirmation message appears.

  12. Click OK. The dialog box opens.

  13. Enter a reason for the void into the Comments to Void Timesheet text box.

  14. Click OK to close the dialog box, void the timesheets, and return to the Allocation Detail Manager screen.

 

Unaccept Allocations

  1. Hover a mouse pointer over Allocations.

  2. Drop down to Allocations, then select Labor Hours to open the Allocate Labor screen.

  3. Select an organization or a labor group from the appropriate drop-down list.

  4. Enter a date into the Date text box or select a date from the Calendar.

  5. Select a labor resource from the Resources list box. The accepted allocations are displayed in the Acceptance Detail grid.

  6. Click the Accept / Unaccept button to unaccept all the line items.

 

Delete Allocations

  1. From the Allocate Labor screen, the grid displays the selected labor resource’s following allocations:

  2. Click the Delete icon on the line item with the Allocated status and the positive hours. The selected allocation is deleted.

  3. Click the Delete icon on the line item with the Allocated status and the negative allocation. The negative allocation is deleted. The allocation with the Revoked status changes to the Authorized status.