How to write-off time entries

Writing-off time entries prevents them from being invoiced and removes the time from the project’s WIP (Work In Progress) and month end billing uninvoiced time. When you are delivering a project, you may want to write-off time for a number of reasons, e.g.:

1. the work took longer than quoted for;

2. customer goodwill;

3. an internal mistake.

Projectworks users with access tomake adjustments to time can write-off billable time entries from a Time Entry list screen:

1. My Time Entries;

2. All Time Entries;

3. Person > Time Entries; or

4. Project > Time Entries.

Read more about getting access to write off time entries →

You can write-off an individual time entry or select multiple time entries to write-off in bulk.

• Time entries that can be written-off

• Writing-off individual time entries

• Writing off time entries in bulk

• Viewing written-off time in Projectworks

• Access Control

• Troubleshooting

Time entries that can be written-off

Time entries that have been added to billable timecodes can be written-off if they haven’t been:

1. invoiced; or

2. already written-off.

If you have access tomake adjustments to time, you can “undo write-off” for any time entries that are already written off.

Writing-off individual time entries

If you have access to make adjustment to the individual time entry, you can hover over the three horizontal dots on the time entry and select the option to “Write-off”. If a time entry has been written-off in error, the write-off can be undone.

 

Writing-off time entries in bulk

If you have access to adjust any of the selected time entries, the options to:

• Write-off; and

• Undo write-off;

will be displayed when you select one or many time entries via the bulk action check boxes in a time entries list screen. 

 

Viewing written-off time in Projectworks

Users with “Can make adjustments” access to Time can view what time entries have been written-off via any of the Time Entry list screens:

1. My Time Entries;

2. All Time Entries; 

3. Person > Time Entries; or

4. Project > Time Entries.

You can select to filter Time Entires by “Invoiced”, and select the “Written-off” time only, or grouped by “Invoiced”. e.g.:

If you have this access can also select the written-off and adjustment columns in the Time Entries screens can also be shown, so that you can view who wrote-off time, when the time was written-off, and any time entry adjustment custom field values (if applicable) e.g.: 

The Hrs × Rate column will enable you to view the amount of work that has been written-off.

Troubleshooting

I can only write-off some time entries

If you have restricted access to write-off time entries for:

1. Organisations; or

2. People; or

3. Assigned projects;

you will only be able to write-off some time entries.

Contact your Project Administrator if you should have access to write-off more time entries.

I want to include written-off time in invoices

Written-off time cannot be included in invoices.

If you have:

• “Can make adjustment” access to Time, then you can adjust (write-down) time entries to 0.00 before the invoicing process; or

• Access to edit/create invoices, then you can adjust (write-down) time entries to 0.00 during the invoicing process.

Learn more about how to make invoice adjustments on time →

I want to discount time, but not write it all off

If you have:

• “Can make adjustment” access to Time, then you can adjust (write-down) time entries before the invoicing process; or

• Access to edit/create invoices, then you can adjust (write-down) time entries during the invoicing process.

Learn more about how to make invoice adjustments on time →

Written-off time is contributing to my budget burn

Projectworks includes written-off, written-down and written-up time in the budget burn at the hours × rate amount.

If you are wanting to exclude any of this time from your budget burn, you can:

1. Undo write-off; or

2. Uninvoice the time;

and move the time entries to an unbillable timecode with no rate (0.00).