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The Time Ledger matching instruction screen is used to manually select the postings to be matched against an invoice or write off.
Only items updated to the Time Ledger can be matched.
To access the match TL instruction screen:
Enter the Time Ledger.
Click Post WIP.
Click Matching.
Select invoice and write off.
Enter the client / Job.
High light the invoice and click Select.
The Time Ledger Matching screen displays.
The following details are displayed:
Displayed below are details of the item being matched:
Client - the client identifier and description is displayed. For example, A001 and Mr Armitage.
Job - if you have elected to use job types, the identifier and description will be displayed. For example, job identifier AP and description Accounts Production.
Date - displayed is the date of the invoice that is to be matched, as selected from the Change W/O against invoices / Write Offs screen. For example, 01/05/2002.
Type - displayed is the type of posting that is to be matched to WIP, as selected from the Change W/O against invoices / Write Offs screen.
The type of postings can be either invoices or write offs.
Reference - displayed is the reference of the posting that is to be matched, as selected from the Change W/O against invoices / Write Offs screen.
A reference can be added to the posting as a method of identifying the posting. For example, for matching or reporting.
Job WIP - displayed is the outstanding balance on the clients job. For example, 200 would mean that £200 of Time or expenses is unmatched.
Billed - displayed is the billed value of the posting selected from the Change W/O against invoices / Write Offs screen is selected. For example, 200 for £200.
If you are matching a write off this will always be zero, as a write off will never have a bill value. The figure in the billed field will display the value of the invoice.
W/O - displayed is the value of WIP written out so far with the invoice or write off. For example, 500 in this field will mean that £500 of WIP has already been matched to the posting.
W/O still not used up - when a write out / write off posted to a date is still currently active a tick next to W/O still not used up will be displayed. For example, a write off to 31/6/2002.
A write off or write out posted to a date will not longer remain active once the period it has been posted into has been closed. For example, a write off posted to a date into 2003/11 will remain active until period 2003/11 has been closed.
Selected - the selected field displays the amount matched in the current matching session. For example, if an unspecified write off is being matched against £300 of WIP with this matching screen then 300 will be displayed in this field.
The details below include a list of postings that have been posted to the clients job. This includes both matched and unmatched postings. The details of the posting include:
Date - displayed is the date of the WIP posting. For example, 31/5/2003.
Type - displayed is the type of posting:
| O/B | Opening Balance |
| Misc | General Adjustments |
| T/S | Timesheet postings |
| Adj | Timesheet Correction |
| W/B | Credit note Write back posting |
Staff - the identifier of the staff member who made the posting is displayed. For example, RP for Rachel Preston.
W/T or Exp - displayed is the identifier of the work type or expense category.
Amount - displayed is the full value of the posting. For example, if a staff member has a charge rate of £50 per hour and has worked on the client job for 2 hours, £100 of WIP will show in this field.
To others - the to others field displays the value of the posting that has already been matched to other postings. For example, if you are matching a write off to a timesheet posting for £100, but £20 has already been written off, then £20 will be displayed in the 'to others' field.
To this - the 'To this' field displays the value of WIP that has been matched to the displayed posting.
Fully Match Postings - to fully match or fully unmatch an item double-click on the required posting. The amount matched will be displayed in the 'to this column', and presented with a star (*) to show that the matching has changed.
Part Match Postings - to part match a posting click Part Match. This can be used if only a proportion of the posting needs to be matched.
Click here for the topic for part matching.
Select - click to filter a group of postings to be matched or unmatched. For example, all postings for a specific staff member can be matched.
Click here for the topic for the select time ledger periods screen.
Currently - highlight a posting then click Currently to display the items currently matched against that posting.
View - highlight a posting then click View to view details of the posting.
Click OK to confirm the matching details, or click Cancel to close.
Time Ledger Matching
Time Matching: Tidy Postings
Time Matching: Write out / Write off