Time entry adjustments in a Microsoft Dynamics 365 Project Service Automation V3.7 journal

Over the course of previous updates to Dynamics 365 Project Service Automation (PSA), Microsoft allowed users to adjust time entry hours by way of plain journal entries. That meant that if a user needed to adjust a time entry, such as one for four hours, they needed to make a journal entry to account for those four hours, which could not be tracked against a time entry.

Solving the problem

In PSA V3.7 there is a journal correction option for time entries which can be done against an existing time entry. It's a new feature, just recently added. The process is described in the steps below.

1. Suppose we do a time entry of one hour for a project and submit it for approval as shown in the screen shot below.

2. Approve it under Time Entries for Approval.

3. As soon as the time entries are approved, they get converted to Actuals. This can be validated by going to Project Contract-->Select the appropriate Contract-->Actuals.

You will see there are two records created: Cost and Unbilled sales.

4. In order to get the time entry adjusted via journals, go to Journal Entries, Sales-->Journals and click on +New.

5. Write the description and select the journal type equals "Time Correction" from the dropdown menu and save the record.

6. Click on the browser back button, open the record from Active Journal view and click on the Time Entry Corrections tab.

7. Fill in the fields:

• Project
• Project Task
• Time Entry Date
• Bookable Resource
• Resource Role

8. From the grid below, select the time entry for which the correction is needed, by clicking on "Add Existing Time Entry" and then select the time entry from the quick create form that opens and click on add.

9. Now that these steps are complete, click on the preview button from the ribbon control as highlighted in the screen shot below.

10. The Journal Lines tab will highlight and show the Journal Entries with negative values for the value of the time entry. Four records will be visible. Two records will have a positive value for the time entry and two will show negative. The negative records are the adjustment value.

This process, based on my experience using PSA for over three years, can help in your efforts to adjust time entries. The adjustment process indirectly creates a journal entry that "counters" the time entry created.