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- Create report that includes the time entries (work logs) you want to include in your "bill".
- De-select time entries from the report you don't want to charge (optional).
- Fill in data to identify the invoice and charge ("create the invoice").
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1. Create Report
Go to
ictime -> Reporting & Accounting -> Reporting
and create the report you need with the option "prepare charging entries" checked.
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| Info |
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Does not work if you have selected multiple projects in your report (you can't charge different projects at a time). In this case, you won't get the option to charge the entries. |
For further details regarding report configuration, see Reporting.
2. De-Select Time Entries (Optional)
You can de-select single entries from your list by clicking the respective checkbox. They won't be included in the invoice and will remain with the status "not charged".
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3. Create Invoice ("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 such a software system. Creating an "invoice" in ictime basically means that all selected work logs get a 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 change them any longer.
| Note |
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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 puposes. If you made a mistake, you can still revoke the invoice (see below). |
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| Field | Description | Remarks |
|---|---|---|
| Name | A name that helps you to identify this invoice. | |
| Date | Invoice date. You can set any date in the future or past, too. | |
| 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 |
Idea of these fields is to provide a reference to the real invoice.
When finally "creating the invoice", the ictime status of all work logs included in the invoice changes to "charged".
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You can edit all data later on (see below).
Download Data
If you want to download details and summary of the report, you can do that before you finally save the "invoice", or you can it it from the accounting list (see below).
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