How to Confirm Techs Have Entered Autotask Ticket Time Entries for the Previous Week's Service Calls (Weekly Tech Ticket Time Entry Reconciliation)
Summary
1. If there are service call spreadsheets for a tech from an earlier time in the folder, please move the ones from the earlier week into the subfolder called Weekly Service Calls by Tech. Move the spreadsheet with all the time entries into the folder named after the current year in the Weekly_Tech_Hours folder.
2. Copy each ticket number from the Tech’s Service Calls Excel sheet.
3. Paste the ticket number into the Find function in the "weekly_ticket time_entries" Excel sheet.
4. If you find a time entry for the ticket number in the Weekly Tech Hours Excel sheet, then type Yes on the Tech’s Service Calls Excel sheet next to where the ticket was.
5. If you do not find the ticket number in the Weekly Tech Hours Excel sheet, then check in AutoTask as follows: Under Contracts, go to Posted Billing Items and enter the ticket number in the ticket number field.
6. If there’s no record of the time entry here either, go to the ticket. (Occasionally there may be a time entry that was not approved before the spreadsheet was generated). Verify that:
a) The appointment wasn't cancelled. (Check the service call status.) If the appointment is cancelled, there's no need for a time entry); and
b) The missing time entry is not showing in the ticket. (Sometimes a time entry may not have been added or approved before the spreadsheet was generated but may now be in the ticket.)
7. If, through the steps above, you confirm that the time entry, was not added to the ticket, then type No on the Tech’s Service Calls Excel sheet next to where the ticket was. Otherwise, type Yes.
8. Repeat steps 1-6 until you reach the end of the document.
9. Prepend the previous Friday's date to the file name of each tech's Excel sheet file. (Do this in numerical form. E.g., 10-17-22.)
10. Send an email to each tech with a list of the time entries they did not complete (the ones with NO next to them in the spread sheet). Include the scheduled date and time of each missing service call. (There can be more than one service call on a ticket, so they need to know which one is missing.) CC Roberta on each email.
Make sure the date and time of the time entry in the weekly_ticket time_entries spreadsheet matches the date and time of the service call in the tech's service calls sheet. Otherwise you may be looking at a time entry for a different service call on the same ticket. Related Articles
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