Edit A Time Entry - Billing Complete (on an invoice)
When you open a time entry you can make adjustments to the entry as long as it's not on a finalized invoice.
If you open an entry and it shows only a Duplicate and Cancel button that means the entry is on a finalized invoice and can not be edited or deleted.
However, at the top right it will show the status of the entry and Invoice # it's attached to, so you could go to the invoice itself to make the changes you need:
- Go to to Invoicing - Find Invoice
- Type in this invoice number and click Search.
- Click the desired invoice and click the "Unfinalize" button to place the invoice back to a Pre-bill state*
- Scroll down and click the desired entry to make the changes you need and re-save it
- Click Finalize again to re-finalize your invoice
*Please note, if you make any changes to the hours, amounts, or delete the entry, your invoice total will change.
Delete A Time Entry - Ready for Review
If a time entry is not on a finalized invoice, it can be deleted by pressing the delete button, as seen in the below image. In this example, you can see the status of this time entry is "Ready for Review," which means it is not on a finalized invoice.
Delete A Time Entry - Billing Complete
The example below reflects a status of "Billing Complete," which reflects this time entry is on a finalized invoice which removes the delete button from the time entry. To allow for deleting of this time entry, simply follow these steps below:
- Note the Invoice the time entry references, see the blue box in the image below, "Invoice 10043."
- Navigate to the Invoice Tab, and search/open invoice 10043.
- Open the invoice and select "unfinalized" in the upper right-hand corner
- Now, open up the time entry again, and the delete button will be available.
Edit A Time Entry - Won't show on an invoice
Reasons why time/expense entries are not showing as billable:
- The "Billing Through Date" entered on your invoice batch creation is prior to the entries in question.
- Your project is set up to "Bill at Project Closing". If this is the case then your entries will not be able to bill until the project status is set to "Closed". If you want to bill regularly for time/expenses, you will need to edit this setting.
To Change a Project from "Bill at Project Closing" to "Bill Regularly":
- Click on the Projects tab
- Choose the project
- Click on the Edit button
- In the Payment Due Upon field, select "Bill Regularly"
Time Entry - Can only be Billable or Non-Billable (cannot be combined)
A time entry can only contain either billable or non-billable time. It cannot include both. You will have to create two separate time entries.
- Go to the desired time entry.
- Edit the labor hours to the billable amount.
- Make sure there's a check next to Billable.
- Click the Save & Duplicate button. Another time entry will appear with the same information you entered.
- Change the labor time to the non-billable amount.
- Remove the check next to Billable.
- Make sure there is no check next to Exclude From Invoice.
- Click the Save & Close button.
These entries will be shown on the invoice and will show the billable amount to be $0.00 or "no charge." With reporting, there is a filter to enable you to see billable entries, non-billable entries, or all entries.
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