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. 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). To apply price lists to existing work logs, you would need to edit and save the respective work logs.

Accounting - Charge Work Logs (Create "Invoice")

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

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 Logs (Optional)

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.

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.

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:

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).

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.

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)

By default, the list shows all invoices. You can filter the list by project, search by invoice number and filter by date range:

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). However, the data is stored in a different place to ensure that deleting issues or work logs in JIRA can never affect an existing invoice (see below).

Please note that for technical reasons, longer work log descriptions are reduced to max. 255 characters for the stored invoice data. This limit does not affect the original work log data which remains unchanged.

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

To edit an invoice, click on the edit icon:

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. Revoking an invoice 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.

After confirming the action, the invoice will be deleted and all work logs included in this invoice will be in status "not charged" again.

Implications of Deleting Issues or Work Logs in JIRA

Deleting Issues

If you delete an issue in JIRA, all work logs are deleted in JIRA, too. ictime can't change this JIRA behaviour. In fact, additional information for a work log from the ictime database is not deleted, but no longer accessible in normal ictime reports or timesheets, as the work log is the base entity where all additional ictime information points to.

When creating on invoice in ictime, we are saving some work log information in a completely separate database table. That means that summary and details for an invoice do never change, as they are taken from this table and we are not relying on JIRA work logs any longer. That means that deleting issues does not have any implications for existing invoices. However, you will have the situation that a work log being part of an invoice does not longer exist in the (JIRA) work logs, which might be considered confusing.

Deleting Work Logs

It is not possible to delete work logs that have been invoiced (charged) via functionality that ictime provides. However, ictime can't control functionality to delete work logs that JIRA provides, like the option to delete complete issues with all their work logs in JIRA.

If you delete a work log that had been charged, there will be no impact on existing invoices, as work log detail data for invoices had been saved separately and therefore is not taken from the JIRA work log enty, but from a different place, like described above. However, you will have the situation that a work log being part of an invoice does not longer exist in the (JIRA) work logs, which might be considered confusing.

Revoking (Undoing) an Invoice

If you "undo" an invoice, status of all work logs is once again set to "not charged".

However, if work logs had been deleted (or issues with work logs had been deleted) in the meantime, they will be finally lost.