Edition: Professional, Business, Enterprise
User-level: Project Manager, Director, Assistant Administrator, System Administrator
Previous steps: How to enter a timesheet
The transaction write-off feature can help you remove a timesheet or expense transaction from WIP, preventing it from being added to an invoice to the client.
The write-off will not affect the project, as it will stay on the project transactions tab, but the invoice value will display as $0.00. The rate value will remain in the transaction charge value amount, and the invoice date and transaction write-off status can be seen in a report.
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 are automatically written off once attached.
Status change - when the stage is changed to a 'complete' or 'unsuccessful' status, any remaining WIP transactions attached are automatically written off.
Manual user write-off - within the project > transactions tab the project manager can write-off transactions to stop them from being included on an invoice to the client.
How to manually write-off transactions
Go to the project transaction list by clicking on the project menu and going to Financials > Transactions.
Using the checkboxes on the left, select the transactions you wish to write off then click the ellipses button at 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 you do need to undo a write-off that is in one of these situations, use WIP Transfer and transfer it to a a stage you can add transactions to.
To undo a write-off:
Click the Project menu > Financials > Transactions.
Change the view to "Written off", or filter to only show "Written off" statuses.
Click the View at the top right of the transactions screen and then select Written Off from the menu.
To refine your search, use the transaction list filters to search for written off transactions within a date range or a specific stage:
Select the written off transactions you wish to reverse the write-off on.
Click the ellipses button at the top left, and select 'Undo write-off' from the available options.
This will return your selected transactions back to WIP so they can be included on an invoice.
Now you know how to undo any written off transactions on your projects!
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