Writing Time Up/Down
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During the Invoicing process, a firm may need to write up or down any calculated fees on specific entries or adjust line items directly within a BigTime invoice before sending it off to a client. This article will walk you through the many ways to adjust your drafted invoices and how we keep track of any adjustments made.
Adjusting specific hours
In the BigTime system there are three parts to time entries when take a look at write up or write downs:
- Input Hours: The input hours column typically is the amount of hours entered from the timesheet.
- Billable Hours: The amount of hours to this entry that are chargeable.
- Adjusted: The total write up/down dollar amount applied to these hours.
For example, a time entry that begins as billable and then is marked as no charge would be equivalent to writing the time off completely since the amount of billable hours would become 0.
Financial administrators can make these types of adjustments to specific hours starting by navigating to INVOICING..OVERVIEW and then click into a T&M draft they’d like to adjust. The time entries that comprise the total amount are available within the TIME DETAILS tab inside your invoice.
Time entries will be listed here with the associated, Staff member, date, billing rate and billable fees. The fee amount within this area is a clickable link that will allow you to view the input and billable amounts of each time entry.
You can adjust the total fees associated with specific hours by adjusting the billable hours amount, the billing rate, or the fees themselves. Once you’ve made your adjustments, click save. The system will spot the difference between your input charges and billable charges automatically.
Recalculate Your Invoice
Once time entries are altered, the system recognizes a change has been completed instantly. The system will then prompt you to recalculate your total invoice amount to reflect the changes made.
The recalculate option is also available from the invoice summary page. Just click the icon next to the amount in the green flag and it will also allow you to recalculate your summary.
Adjusting your summary line items
Instead of adjusting specific entries, you can make adjustments directly from your summarized line items. Depending on your choice of subtotaling, the adjustments will trigger adjustments to be applied collectively against time associated with that line.
Let’s take a look at an example. Below are just a few line items of an invoice that is summarized by labor code. Each labor code has an associated amount of fees tied with this invoice.
The amount above is $262.50 for Research. If I were to write up the amount for this line item, the system would automatically keep track of the adjustment made to only time entries on this invoice associated with that code. There is no need to recalculate because the adjustment is made directly on your line items.
Viewing adjustments made on your invoices
Either method of writing up or down invoices will be tracked within reports and also within your invoices directly. You can view adjustments made to time in timesheet reports. Below is a sample report that includes input hours, billable hours and adjustments.
You also can view adjustments directly within your invoice view. Follow these steps to include WIP adjustment fields on your invoices.
- Open up your Invoice Draft. Invoices you’ve drafted can be found in Invoicing..overview within the drafts section by clicking on the amount.
- Click on the Time Details tab. This will display the time entries included on this invoice.
- Click the gear icon. This gear icon allows you to view the available fields that can be included to your time details screen.
- Check off the values associated with WIP/Invoice Detail. In the WIP/Invoice detail section, we include fields such as WIP input, invoiced, and adjusted amount so you can take a look at what adjustments were made to time. Hovering over the checkbox will give you a definition of these fields.