Writing Off Timesheets or Expenses

If you have created a timesheet or an expense item that you do not wish to invoice you can write it off.  If an item is written-off it will not be selectable for invoice generation.

For example, you might invoice a client for the work completed by a contractor over the period of a month, including expense items. If one of the timesheet entries or expense claims is incorrect, you will need to raise a credit note against that item.

When you raise a credit you will be given the opportunity to write off the associated item(s) after the credit has been raised.  Administrators can write off items outside of the credit note process. 

Finding and Viewing Items to Write-Off

You can can search for approved timesheets and expense items in order to write them off.

1. From the menu bar, click Sales/Pay > Write-Offs.
2. Use the search criteria to search for the items that you want to write off.
   For example, you could search based on the client, the contractor, the placement, and so on.
3. Click Search. The  timesheets and expense items are listed:
   
   
   
4. In the Pay Invoice and Sales Invoice columns, there will be an 'Invoiced' entry if the items have already been invoiced.
   If the invoice has not yet been generated, or a credit note has been raised against an item, there will be an empty box which you can select in order to write off that item.
   If the box is already selected, this means it has already been written off.
5. To write off an item, select the appropriate item in the Pay Invoice or Sales Invoice column, and click Apply Changes.
   The selected items will then be written off. 

Writing off Items as part of raising a credit note.

After you have raised a credit note you will be presented with a screen which allows you to write-off the item(s) that have just been invoiced.  An example is shown below.

To write off the pay invoice and the sales invoice, select the appropriate boxes, then click Apply Changes.

When can items be written off?

You can write off items before they have been invoiced or after they have been credited.

Filters

It is possible to invoice and write off and invoice individual shifts within a timesheet so they are not all necessarily in the same state. 

Output by 

This is similar to the output by filter on the margin report. It allows to to display the results at sheet  level (whole timesheet) or at shift level.  Select Shift or Rate.

Pay Invoices / Sales Invoices

These can be used to select items based on their invoiced status:

When filtering timesheets and outputting by Shift the individual shifts in the selected status are returned.
When filtering timesheets and outputting by Sheet the results are a generalisation of the shifts in each timesheet.
The following rules are applied:
- Timesheets are shown as Written Off if all shifts are written off
- Timesheets are shown as Partially Written Off if some shifts are written off
- Timesheets are shown as Invoiced if all shifts are invoiced, not payable/chargeable or have been exported
- Timesheets are shown as Partially Invoiced if some shifts are invoiced or not payable/chargeable
- Timesheets are shown as Not invoiced if all shifts are not invoiced and not written off

Expenses are filtered based on the Invoiced status of each expense item.

Selecting a Purchase Invoiced status filter will exclude all items that are for PAYE workers from the results unless they were LTD at the time it was submitted.

Items that have been added to an Advice Note but a Supplier Invoice has not been uploaded will be shown for the 'Not Invoiced' option of the Pay Invoices filter.
When a Supplier Invoice has been uploaded to the Advice Note items will be shown for the Invoiced option even if the supplier invoice has not yet been accepted.

When all shifts on a timesheet are fully invoiced on both pay and sales sides it will not be displayed in the results as it can not be written off.

Related topics

• Raising Credit Notes