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Changing Time & Expense billing

The information you see for client invoices depends on the billing type of the transactions on the invoice.

Time & Expense billing type - When a transaction on an invoice has a billing type of time and expense, you can change information on the Labor tab and on the Expense & Consultant tab of the Client Invoice window.
Other billing types - If none of the transactions have a billing type of time and expense, no transactions appear on the Labor and Expense & Consultant tabs. All time and expense entries that you are tracking appear on the Noninvoiced window.

You change invoice information according to the billing types of the transactions: Fixed Fee, Percent Complete, Unit Price, or Percent of Construction.

Open the client invoice you want to change.
Change the invoice number, status, and dates, as needed.
On the Labor tab, the table contains all transactions for the invoice that have billable labor expense.

Noninvoiced transactions

Some transactions may not be eligible for billing, such as transactions you put on hold, transactions with a status of nonbillable, or rejected timesheet entries. These noninvoiced transactions do not appear on the invoice but are only attached to it.

To see or change noninvoiced transactions:

Click the Entries button. The Noninvoiced Time and Expense Entries window appears.

Note:

Timesheet entries that were rejected have a status of Hold and appear in light brown. You cannot change the status on these work-in-progress items until the time is unrejected.

Click Save to save any changes. Click Cancel to close the window.

Change information on the Labor tab, as needed:

Column

Description

Status

The status of the transaction.

If status is	The transaction is
Billable	Ready for billing and included on the invoice.
Defer	Not included on the current invoice but automatically included on the next invoice.
Hold	In a pending state and not included on the current invoice.
Nonbillable	Project-related but not being billed. The project still shows the cost amount but no spent amount. The nonbillable costs are included on your project reports when you select to show cost, and they affect the profit calculation for the project.
Write-off	Reflected on the project and the financials as a write-off. The project still shows the cost and spent amounts. When you write off an amount by changing the status of the work-in-progress (WIP) item, it appears on your project and financial reports as a write-off.

More about work-in-progress write-off vs. nonbillable

Date

Enter the date.

Note:

If you change a date to be later than the invoice cutoff date, Ajera removes the transaction from the invoice for billing and assigns it a status of Defer.

Phase

Make a selection.

Activity

Make a selection.

Employee

View only - Employee who worked the time entered

Hours

The hours that are billed for the transaction. If you change it, the change does not affect the units worked.

Billing rate

The rate at which hours are billed. If you change a rate based on markups, it becomes a flat rate.

Billing amount

The amount billed on the invoice for the transaction. If you change an amount based on markups, it becomes a flat rate. See also: Changing the billed amount when printing markups as part of totals.

Optional columns:

Project

To change the project, right-click and click Change Project. Select the project you want. Click OK.

Employee type

The employee type used for billing

Hours worked

The hours that were worked

Hours type

View only - Indicates if hours worked were regular or premium time, such as overtime

Cost rate

View only - The cost rate Closed

Cost amount

View only - The cost amount Closed

Markup rate 1,2,3,4,5

View only - The markup Closed rates

Write-off date

The date a transaction was written off

Sale tax amount

Enter the new amount for sales tax.

Notes

Enter or change any notes.

In the table, you can also choose to:

Do the following, as needed:

Click the Expense & Consultant tab. This table contains all transactions for the invoice that have billable expenses and consultant fees.

Note:

Some transactions may not be eligible for billing. For example, you may put a transaction on hold. These transactions do not appear on the invoice but are only attached to it.

To see or change noninvoiced transactions, click the Entries button. The Noninvoiced Time and Expense Entries window appears. Click Save to save any changes. Click Cancel to close the window.
Change information on the Expense & Consultant tab, as needed:

For

Do this

Status

Select a status, as follows:

If status is	The transaction is
Billable	Ready for billing and included on the invoice
Defer	Not included on the current invoice but automatically included on the next invoice
Hold	In a pending state and not included on the current invoice
Nonbillable	Not billable
Writeoff	Not billable

Date

View only - The transaction date

Phase

Make a selection.

Activity

Make a selection.

Vendor

View only - The vendor associated with the transaction

Units

Type the new billed units.

Billing rate

Type the new billing rate Closed . If you change a rate based on markups, it becomes a flat rate.

Billing amount

The amount that Ajera calculates for you. If you change an amount based on markups, it becomes a flat rate. See Changing the billed amount when printing markups as part of totals.

Optional columns:

Activity type

View only - The activity type of the transaction

Project

To change the project, right-click and click Change Project. Select the project you want. Click OK.

Cost units

The cost of the units. If you change the cost units, Ajera updates the billed units.

Unit description

View only - The description of the units

Cost rate

View only - The cost rate Closed

Cost amount

View only - The cost amount Closed

Markup rate 1,2,3

View only - The markup Closed rates

Write-off date

View only - The date a transaction is written off

Sales tax amount

Enter the new amount.

Notes

Enter your new notes.

In the table, you can

Add any optional columns.
See totals by right-clicking in the table and clicking Show Totals.
Sort and group transactions to view them differently.

Do the following, as needed:

Change text, total amounts, or notes for the invoice, as needed.
Click the Attachments tab, and change the attachment information, as needed.
If your invoice has multiple billing types (in addition to time and expense), the table contains additional tabs, where you can change the following:

Click Save.

Note:

If you changed any entries that have a date earlier than the Beginning Balances Date or the Don't Allow Entries Prior To date in Company > Preferences, an Accounting Date window appears for you to enter the new accounting date for those entries.

Click Close.