Accounting -
...
Setting work logs to "charged" (creating a "bill" or "invoice") is done as follows:
- Create report that includes the time entries (work logs) you want to include in your "invoice".
- Exclude (de-select) single work log entries of the report you don't want to charge (optional).
- Fill in data to identify the invoice and charge (create the "invoice").
1. Create Report
Invoice List
Go to
ictime - > Reporting & Accounting - > ReportingAccounting
and create the report you need with the work log status "non charged" and the option "prepare charging entries" checked.
| Info |
|---|
You need to select "non charged" as status for the work logs of the report. If you choose "all" or charged, you won't get the option to charge the entries. |
For further details regarding report configuration, see Reporting.
2. Exclude Work Logs (Optional)
| Info |
|---|
This option is only available in the "List View" of the report details, not in the "Structured View". See Reporting. |
You can de-select (exclude) single work log entries from your report by clicking the respective checkbox. They won't be included in the "invoice" and will remain with the status "not charged" (but they don't disappear from your report at this moment). This feature is useful if it is not possible to get exactly the results you need to invoice with the filter/search options.
To exclude an entry, click the respective checkbox in the "Exclude" column in the work log list of the report. The column/checkbox only appears if you have chosen "Prepare charging entries" as option for the report.
You can exclude as many entries as you need (this also works when navigating to following pages). The number of work logs excluded is displayed below the list.
In order to see the (financial) results of excluding an entry, please click the refresh icon in the report summary:
If you want to undo your selection, please click on the button "Clear" below the list:
All checkboxes (on all pages) will be un-checked and page will be re-loaded.
| Note |
|---|
Please note that entries you have excluded will still appear in the work log export at this moment. If you require an export of the work log details for internal accounting or for your customer, you should do this export after having created the invoice by going to the detail view of the invoice and chosing the export option. This export won't contain work logs you have excluded. |
3. Create "Invoice" (Accounting - Charge Work Logs)
You are not really creating an invoice, but you are performing an action that represents creating an invoice in another software system (your accouting or ERM software) and in addition you can generate a download file that contains data you might directly use for importing into such a software system. Creating an "invoice" in ictime basically means that all selected work logs get a manual reference to a real "invoice" and the ictime status of all work logs included in the invoice changes to "charged". The status transition is important, as these work logs - by default - disappear from reports and you can't modify or delete them any longer.
| Note |
|---|
A work log with status "charged" can't be edited or deleted anymore, otherwise you could change data that already had been used for accounting purposes. If you made a mistake, you can still revoke the invoice (see below). |
If you want to download the report details and summary, you can either do this before creating the invoice, or you can do it later from the accounting list.
Click the respective "Accounting - Charge Work Logs" button above or below the report summary:
The following mask will be displayed:
In the invoice list, you can view all "invoices" and can view details (including the option to download data), edit invoices and revoke invoices.
| Field | Description | Remarks |
|---|---|---|
| Name | A name that helps you to identify this invoice. | Pre-populated with the project name. |
| Date | Invoice date. You can set any date in the future or past, too. | Pre-populated with the current date. |
| Invoice No. | Invoice no. | Either a dummy number or the real invoice number (you might first enter a placeholder and later on replace it by the real invoice number). |
| Billed Sum | sum you have charged (might not be the same like the sum from ictime) | optional |
| Text | Text with further information for this invoice. | optional |
| Comment | Additional comment (e.g. to explain why there is a difference between the result from ictime and the billed sum) | optional |
Purpose of these fields is to provide a reference to the real invoice that helps you to easily identify which ictime invoice belongs to which real invoice. You can edit all data later on (see below).
| Info |
|---|
If for any reason, ictime fails to set a work log entry to status charged in the process of invoicing, the invoice will be created with the other entries and you get a message that some work logs could not be included. In this case, run your report again to identify the positions that could not be included (they will still have the "non charged" status. |
Accounting - Account (Invoice) List
Go to
ictime -> Reporting & Accounting -> Accounting
In the invoice list, you can view all "invoices" and can view details (including the option to download data), edit invoices and revoke invoices.
| Icon | Action | Description | Remarks |
|---|---|---|---|
| View | View invoice details (work logs and summary for this invoice), download report. | You can also view the details by clicking on the invoice name. | |
| Edit | Edit "meta data" of the invoice like name, date, text etc. | You can't edit the work logs included in the invoice. | |
| Revoke | Delete invoice and "release" work logs again (work logs are in status "nor charged" again) |
...