Sometimes you have leftover time for a job/project that you just can’t invoice. The best way to clear that time is to write it off.
Write Off All Time
You can do this from the Invoices >> Manage WIP >> Unbilled Work Quick Summary
Here you can find the client or job/project that you want to write off the time for, then on the far right there are buttons where you can either ‘Assign all current WIP to last invoice’ by clicking the $ symbol, or ‘Create a new zero value write off invoice and assign current all WIP to it’ by clicking on the plus and clicking on the third button to generate a new invoice.
You may need to scroll the grid to the right to see these options, depending on your grid settings.
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Max WIP Assigned Value (for Bulk WIP assign value)
When auto assigning WIP, you’ll need to set up some predefined rules in System Settings before you start. You will need to assign a maximum value of time and cost that could be written off. This prevents big overruns of time being dumped and write offs from being hidden.
If you see the above prompt when you click on the + button to create a new zero value write off invoice, you’ll need to set you preferences here-
From Administration >> Settings >> System Settings >> click on the Invoices tab on the left >> under Assigning Time to Invoice Lines, enter the Bulk WIP Assign Max Value and save.
Also make sure that you have chosen the appropriate selection under Invoicing : When Assigning Time (for the generate invoice screen) and Invoicing : WIP Assigning Options.
The first option (selected) for Invoicing : WIP Assigning Options says that when assigning WIP to an invoice, if it is more than 21 days past the invoice date, then record the time being assigned as at today and not as at the invoice date. This is for businesses that prefer to lock in monthly reporting so that if you run a report, it will show the same values regardless of when you run it e.g. a WIP or write-on/off report as at 30th September won’t change if I run it in December with a September 30th end date.
The second option is for situations where you can post-date an invoice and then the WIP assigned will report as being written off as at the invoice date i.e. earlier than is actually the case.
Any unbilled WIP higher than the set Bulk WIP Assign Max Value will have to be written off in a separate write off invoice.
Write Off Partial Time
To partially write off some of your time, you can assign your timesheet lines to an invoice line as you normally would, and then change the amount you assign to that invoice line as shown below, rather than leaving it as the default calculated amount.
From Invoices >> Load Invoices, click on the relevant invoice number.
Expand ‘Invoice Lines, Narratives and Amounts’. Under ‘Invoice Line Details’, click on the edit button for the relevant invoice line. ‘Create/Edit Invoice Line’ pop up appears.
You can see on the right how the full value of time assigned to this invoice line is $3950.00 but on the left, you are only charging $1750.00 for this invoice line.
Abtrac KB# 2097
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