Edition: Professional, Business, Enterprise
User-level: Project Manager, Director, Assistant Administrator, System Administrator
Write off transactions to prevent them from being invoiced. They remain in the project transactions tab with a $0.00 invoice value, while the charge value stays visible. The cost value is still included in project financials, and the write-off status and invoice date can be viewed in reports.
There are a few ways transactions can end up being written off:
No billing fee type - if the stage has a 'no billing' fee type, all transactions entered against the stage are automatically written off. Or if the project itself is set as non-billable.
Status change - when the stage is changed to a 'Complete' or 'Unsuccessful' status, any remaining WIP transactions are automatically written off.
Manual user write-off - within the project > transactions tab. The project manager can write-off transactions that should not be included on an invoice.
How to write-off transactions
Go to the Project menu > Financials > Transactions.
Select the transactions you want to write off, then use the bulk action menu '...' in the top left.
Select 'Write-off' from the available options.
A new dialogue box will display and allow you to select a reason code, write-off date, and enter a comment. Reason codes are used in reporting and allow you to track why the transaction was written off. Reason codes can be added or edited from the Projects Lists menu under Settings.
Once you have entered the required details, click Write-off. Once completed, you will receive a green popup at the top right of the screen that says the transactions have been updated.
These transactions have now been written off!
Undo Write-off
Note: You can't undo a write-off if the transaction is on a stage that would normally automatically write off WIP, such as using a no-billing fee type, or in a completed/unsuccessful status
If there's a transaction that has been written off accidentally, or one you've decided you want to invoice now, you can undo the write-off for those transactions. To undo a write-off:
Select the written off transactions you wish to return to WIP status (undo write-off).
Click the ellipses button at the top left and select 'Undo write-off' from the available options:
This will return your selected transactions to WIP status so they can be included on an invoice.
Tip: Both the Write-off and Undo write-off actions are available in the row action menu for individual transactions, as long as the transaction is eligible for the action.
