Correcting visit costs

During the visit-checking process, a supervisor or team leader can correct costing elements that were not recorded correctly on the mobile device. Corrections are made from the Visit-checking KPI board and typically cover three areas: time, SR codes (job codes), and materials.

Prerequisites

  • You have access to the Visit-checking KPI board and the relevant jobs.

  • The visit you are amending is Completed (or you are adding a completed visit to capture missed time).

  • You have confirmed any changes with the operative where needed (particularly time and materials).

Navigation

Start from the Visit-checking KPI board, open the highlighted job, then use the tabs on the order (Visits, Costs, SR codes, Materials) to review and correct what was captured on the mobile device.

Adjusting time

  1. Open the visit from the Visits tab (there may be more than one visit on the order).

  2. Select Change time.

  3. Edit the start or finish time as needed (for example, adjust the finish time to 17:00).

  4. Save the change. If the system warns that the time is outside working hours, confirm and save, this may split the cost between standard time and overtime.

Adding missing time (Create visit)

If time was booked on the job but not recorded on a device, for example, an agency labourer or someone without a device, you can add it manually.

  1. Select Create visit.

  2. Choose the resource.

  3. Select the date.

  4. Mark the visit as completed.

  5. Enter the start and finish times (for example, 12:00–14:00).

  6. Save. The order will then show an additional visit and the associated cost lines.

Correcting SR (job) codes

  1. Open the SR codes tab.

  2. Remove any incorrect codes added by the operative. (Planned codes from the original order typically cannot be edited, only operative-added codes can be removed.)

  3. Search for and add additional SR codes where needed to justify the time spent.

  4. Save. Note that updating codes may change the invoice value.

Adjusting materials

  1. Open the Materials tab.

  2. Add any missing items after confirming with the operative (for example, a connector taken from the van but not recorded).

  3. Save.

If materials were purchased and a purchase order is required, that is handled via a separate purchasing process.

Checks before saving

  • Time: confirm start/finish times and that any overtime split is expected.

  • SR codes: ensure the final set of codes matches the work completed and supports the time booked.

  • Materials: verify quantities and that anything taken from van stock has been captured.

  • Costs / invoice value: review the cost lines after changes (time changes and SR code changes can both affect values).

Common warnings

  • Outside working hours: if you extend a visit beyond the operative's normal hours, the system may warn you and may split time into standard and overtime lines.

  • Planned code cannot be edited: some codes come from the original order plan and cannot be removed. Only codes added during the visit can be removed or amended.