Introduction:
When it comes to logging work hours in a work order management system like ServiceBox, accuracy is of utmost importance for both billing and payroll. Occasionally, discrepancies between logged time and expected time can occur, causing confusion and potential billing errors. This article provides insights into understanding and resolving such discrepancies, as well as best practices for permission settings to maintain accurate and consistent time entries.
Understanding the Issue:
Discrepancies in time entries can arise when the time a technician logs on a check out does not match the time reported in the Time & Materials (T&M) section of a work order. This may lead to questions about whether the time was changed manually and, if so, how to identify the changes made.
Identifying the Discrepancy:
Technicians may log in and out multiple times during a workday. For instance, a technician named Gerry logs in and out twice, with the second log in/out showing a discrepancy between the hours entered at check out (2.0 hours) and the hours recorded on the T&M tab (2.5 hours).
Investigating Logged Time Changes:
This discrepancy suggesting manual adjustments to his time entries.
Basic users, like Gerry, possess permissions allowing them to modify their time entries directly on checkout, on the T&M tab, and even on the Timesheet post-checkout. This flexibility, while intended to empower technicians, inadvertently opens the door to discrepancies and inaccuracies.
Resolving the Discrepancy:
To handle such scenarios, it's crucial to adjust user permissions to prevent unauthorized changes to logged time. Here are steps you can take:
Review Basic User Permissions: Ensure that basic users have restrictions that prevent them from modifying time on the T&M tab or adjusting time via the Timesheet after checking out. Contact ServiceBox support@jobboxsoft.com to adjust the permission for the basic user.
Conclusion:
Time discrepancies in work orders can cause concerns for businesses, but with the proper investigation and adjustments to user permissions, these issues can be effectively managed. By establishing clear guidelines and settings for time entries in ServiceBox, you can ensure accurate billing and maintain trust in your work order management system.