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.

To change Time & Expense billing

1. Open the client invoice you want to change.
2. Change the invoice number, status, and dates, as needed.
3. 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.

4. 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 The rate that reflects the actual cost without overhead or profit. For labor, it is the per hour rate paid to an employee. For salaried employees, it is the salary divided by the number of standard hours in the pay period. For hourly employees, it is the regular pay rate. For expenses, it is the rate per unit for expenses, such as mileage and copies.
Cost amount	View only - The cost amount The amount paid to employees for work performed, or the out-of-pocket costs to the company for expenses and consultants.
Markup rate 1,2,3,4,5	View only - The markup An increase to a cost by a specified percentage to reflect direct personnel expense (DPE), overhead, and/or profit. The types of markups are cost markup, billing markup, and premium markup. 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.

5. In the table, you can also choose to:

• Add any optional columns.
• Sort and group transactions to view them differently.

6. Do the following, as needed:

• Split a transaction.
• Recalculate a billing rate.
• Change the project associated with the invoice.

7. 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.

8. 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.
9. 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 The rate used to bill a client for work or expenses incurred on a project. Ajera determines the billing rate from the billing rate table.. 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 The rate that reflects the actual cost without overhead or profit. For labor, it is the per hour rate paid to an employee. For salaried employees, it is the salary divided by the number of standard hours in the pay period. For hourly employees, it is the regular pay rate. For expenses, it is the rate per unit for expenses, such as mileage and copies.
Cost amount	View only - The cost amount The amount paid to employees for work performed, or the out-of-pocket costs to the company for expenses and consultants.
Markup rate 1,2,3	View only - The markup An increase to a cost by a specified percentage to reflect direct personnel expense (DPE), overhead, and/or profit. The types of markups are cost markup, billing markup, and premium markup. rates
Write-off date	View only - The date a transaction is written off
Sales tax amount	Enter the new amount
Expense report payee	The name of the expense report payee
Notes	Enter your new notes

10. 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.

11. Do the following, as needed:

• Split a transaction.
• Change the project associated with the invoice.
• Recalculate a billing rate.

12. Change text, total amounts, or notes for the invoice, as needed.

13. Click the Attachments tab, and change the attachment information, as needed.

14. If your invoice has multiple billing types (in addition to time and expense), the table contains additional tabs, where you can change the following:

• Fixed Fee billing
• Percent Complete billing
• Unit Price billing
• Percent of Construction Cost billing

15. 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 > Setup > Company > Preferences, an Accounting Date window appears for you to enter the new accounting date for those entries.

16. Click Close.