1582050 - How To Change Times Recorded on Wrong Project Task or Wrong Purchase Order.

SAP Knowledge Base Article - Public

1582050 - How To Change Times Recorded on Wrong Project Task or Wrong Purchase Order.

Symptom

You recorded times against the wrong project task or the wrong purchase order (PO) in the time sheet for a service agent. Now you want to cancel the erroneous goods and services receipt (GSR). However you cannot cancel the GSR in the work center Goods and Services Receipts. Furthermore you cannot delete the corresponding time entry in the time sheet of the service agent.

Reproducing the Issue

You cannot cancel the GSR:

  1. Go to the Goods and Services Receipts work center.
  2. Go to the Receipts and Returns view.
  3. Mark the relevant GSR and choose Cancel Document.
  4. Choose Cancel Goods and Services Receipt.
  5. You get the information that the GSR was created via Time and labour Management (TLM) and must be cancelled there.

You cannot delete the time entry:

  1. Go to the Project Management work center.
  2. Go to the Resources view.
  3. Go to the Service Agents subview.
  4. Mark the relevant service agent and choose Edit Time Sheet.
  5. Navigate to the relevant calendar week and mark the relevant time entry.
  6. The Remove button is greyed out and you cannot delete the wrong time entry.

Cause

It is not possible to cancel a GSR created via TLM directly in the work center Goods and Services Receipts. Furthermore, once the PO has reached the delivery status Completely Delivered it is not possible to edit the time entries in TLM.

Resolution

The PO delivery status must be set back to the Partially Delivered somehow. Afterward it becomes possible to edit the time entries in TLM.

Case A. The PO is not yet fully invoiced and has still the status Follow-Up Document Created:
In that particular case, you only have to increase temporarily the quantity on the PO. Then it is possible to delete the times and enter them once again with the correct project task and correct purchase order. Finally the PO quantity must be decreased to the old value.

A.1. To increase the quantity on the PO:

  1. Go to the Purchase Requests and Orders work center.
  2. Go to the Purchase Orders view.
  3. Mark the relevant PO and choose Edit.
  4. Go to the Items tab.
  5. Increase the field Quantity temporarily.
  6. To avoid a possible output to the supplier, in the top right corner, select You Can Also and then Edit Ouput Settings for Change PO. For example, change the email address to your own so that no email is sent out to the service agent.
  7. Choose Save.

A.2. To delete the time entry:

  1. Go to the Project Management work center.
  2. Go to the Resources view.
  3. Go to the Service Agents subview.
  4. Mark the relevant service agent and choose Edit Time Sheet.
  5. Navigate to the relevant calendar week and mark the relevant time entry.
  6. Choose Remove.
  7. Enter the times with the correct project task and the correct purchase order.
  8. Choose Release and then Selected Period.

A.3. To revert the quantity on the PO to the old value:

  1. Perform the steps 1 to 4 from A.2 above.
  2. Change the Quantity field to the old value.
  3. To avoid a possible output to the supplier, in the top right corner, select You Can Also and then Edit Ouput Settings for Change PO. For example, change the email address to your own so that no email is sent out to the service agent.
  4. Choose Save.

Case B. The PO is fully invoiced and has reached the status Finished.
In that particular case, you need to cancel a follow-up invoice so that the PO reverts to the status Follow-Up Document Created. Afterward you can proceed with the steps above as per case A.

B.1. To cancel the follow-up invoice:

  1. Go to the Supplier Invoicing work center.
  2. Go to the Invoices and Credit Memos view.
  3. Mark the relevant invoice and choose Cancel Document.
  4. Choose Post.

B.2 To correct the time entries, proceed with the steps A.1. to A.3. above.

B.3 To create a new invoice:

  1. Go to the Supplier Invoicing work center.
  2. Go to the Invoice Entry view.
  3. Mark the relevant PO and choose New Invoice.
  4. Enter all relevant data and choose Post.

Keywords

KBA , AP-GSP , Goods and Service Acknowledgement , How To

Product

SAP BUSINESS BYDESIGN 1708 ; SAP Business ByDesign 1602 ; SAP Business ByDesign 1605 ; SAP Business ByDesign 1711