How to Change a Cost

Notes About Changing Costs

Changing Costs from AP Invoices

Changing Costs with GL Journal Entries

Changing Costs with QuickBooks Journal Entries

 

How to Change a Cost

   To change an existing cost from the Costs list

  1. In the Quick Launch, search for and select “Costs.”
  2. Double-click the desired cost to open the Cost Entry window.
  3. Make the desired changes.
  4. Click on the toolbar to save the changes.
  5. If the cost transaction has GL journal entries associated with it, adjusting journal entries will be created.

   To change an existing cost from the Cost Entry window

  1. In the Quick Launch, search for and select “Cost Entry.”
  2. Click the Client button and select the desired client.
  3. Click the Reference button and select the desired cost.
    ...or...
    Double-click the cost shown in the Cost Entry List to select it.
  4. Make the desired changes.
  5. Click on the toolbar to save the changes.
  6. If the cost transaction has GL journal entries associated with it, adjusting journal entries will be created.
See also:   Changing Costs with GL Journal Entries

Note: A user will not be able to change a cost entry unless that user has been assigned access rights to change cost entries. Only the Client ID and Reference fields will be available. All other fields will be dimmed.

Notes About Changing Costs

QuickBooks journal entries that were made through Tabs3 Billing need to be changed using QuickBooks.

Automatic spell checking is only performed when adding new transactions. However, spell checking is performed as you type for new text if the Automatic spell check as you type check box on the Spell Check Options window is selected. Clicking the button will spell check the entire field.

The Client field cannot be changed in this window. However, you can use the Transfer A/R and Transactions utility to move the transaction to a different client.

The Change WIP Transactions utility can be used to change the Status, Date, Phase/Task, Expense ID, Bill Code or Sales Tax field for multiple entries at the same time.

If you change the Units or Rate, the Amount will automatically be adjusted.

Transactions that have been included on a pre-bill will display with all fields dimmed when opened from outside the Pre-Bill Information window, unless the user has rights to Modify Pre-Bill Transactions Outside of Pre-Bills. Attempting to make changes from outside this window without rights will display a message that the transaction cannot be edited.

Transactions that have been included on a final statement will display with all fields dimmed and cannot be edited. To change any field, you must revert the statement to a pre-bill, then make changes by drilling down to the transaction from the Pre-Bill Information window.

Changing Costs from AP Invoices

Changing advance cost entries in Tabs3 Billing that were entered via AP when you are integrated with GL will create adjusting journal entries using the accounts defined in the GLS Accounts Table for Advanced Client Costs Write Offs and Write-Downs. For unposted invoices, these are shown on the General Ledger tab of the Invoice/Manual Check Entry window in AP and will be made in GL when the invoice is posted. The following adjustments are made:

Changing Costs with GL Journal Entries

Changing the Date, Tcode, or Amount of a cost transaction whose transaction code is configured to integrate with GL requires a corresponding change to the GL journal entries that were created for the cost transaction. This change is performed in two steps:

Before the adjusting journal entries are created, the GL Date Restrictions determine whether or not the change can be saved. A message regarding date restrictions will be displayed in the following situations:

Changes to the Description field of an integrated cost transaction are also affected by the GL Date Restrictions. If the change is allowed, then Tabs3 Billing compares the Description field of the cost entry with the Description field of the corresponding GL journal entries. If the Descriptions are the same, changing the Description in Tabs3 Billing will update the Description in GL. If the Descriptions are different, updating Tabs3 Billing will not update GL; the change will have to be made manually in GL.

Note: If the Amount of the cost transaction is changed in Tabs3 Billing, and the cost transaction had multiple debit or credit journal entries, then the amounts for the new journal entries are proportionately adjusted and any left over amount due to rounding will be included with the last debit and/or credit account.

Note: When changing a Tabs3 Billing cost transaction with GL journal entries that are deposited, reconciled, or marked as cleared, a warning will be displayed requiring you to confirm the change.

Note: Be aware that any changes made in GL to journal entries that were generated by Tabs3 Billing do NOT affect the Tabs3 Billing transaction. Therefore, we recommend making the changes in Tabs3 Billing so changes can easily be made to the GL journal entries at the same time the change is made in Tabs3 Billing.

Note: GL journal entries created prior to Version 17 could use separate dates for each entry; however, in later versions all entries that are part of the same journal entry must use the same date. Selecting to use the original date when attempting to adjust a transaction entered using different dates will display the following warning:

The dates of the original journal entries do not match. This is no longer allowed in General Ledger. Please choose a different date.

You must specify a specific date to make these adjustments.

Changing Costs with QuickBooks Journal Entries

Changing a cost transaction in Tabs3 Billing that has QuickBooks journal entries associated with it does not change the journal entries in QuickBooks. Adjusting journal entries must be made manually.

See also:   "Updated" Status
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