The accounting functionality of ictime has the following purposes:
- Providing export data for accounting purposes, based on any report.
- Being able to set the status of all or selected entries of a report to "charged".
- Providing on overview of "invoices" (i.e. a selection of work log entries entries that have been set to "charged").
Allthough ictime itself does not create and manage invoices, it does not only provide data for doing so, but it also allows for creating a kind of "invoice" and this way shows which time entries have been already charged (we also use "invoice" or "bill" when talking about charging time entries in ictime). You can add reference data to the real invoice to the "invoice" in ictime.
All basic functionality in the reporting & accounting area will work without having to define teams and price lists for a project. You can create "invoices" for historic work log entries. However, all data won't have a financial dimension in this case. To fully benefit from accounting, you should create teams and pricelists for each project where you have work log data relevant for accounting (see Project Teams / Price Lists).
Accounting - Charge Time Entries (Create "Invoice")
Setting time entries 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
Go to
ictime -> Reporting & Accounting -> Reporting
and create the report you need with the work log status "non charged" and the option "prepare charging entries" checked.
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 Log Entries Entries (Optional)
You can de-select (exclude) single 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 appear from your report at this moment!).
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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.
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).
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:
| 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 |
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).
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 - Accounting List
Go to
ictime -> Reporting & Accounting -> Accounting
Here you can view details of all "invoices" and can view and download data.
View Invoice (Work Log Details & Summary)
To view the details of an invoice, i.e. all work logs included as well as the financial summary, click on the respective
icon or click on the invoice name. Display - work log details and summary - and options are the same like for any report (see Reporting).
Download Summary & Work Log Details
If you want to download details and summary of the report, you can do that before you finally create the "invoice", or you can do it here from the view mode of an invoice.
Edit Invoice
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You can edit all data, but you can't change the work log entries that are part of this invoice. If you require to change work log entries, you need to revoke the invoice and create a new one (see below).
Revoke Invoice
You can revoke any invoice. Reverting means that the invoice itself is deleted and all time entries belonging to the invoice are set to status "not charged" again.
Go to the accounting list
ictime -> Reporting & Accounting -> Reporting
and click the link "revoke" for the invoice you want to revoke.