Plan: Not Available: Intermediate, Pro Available: Elite
Users: Not Available: All users Available: FYI Admins or User Group permissions
Practice Management Source: Not Available: Xero Practice Manager, APS, Iris, MYOB AE & AO, CCH, MYOB Practice Management (formerly GreatSoft) Available: FYI
Use Bulk Update from a Time list to update or delete multiple time and disbursement entries at once.
To apply updates to selected Time entries only, first filter the Time List and then use Bulk Update to apply to the Time entries currently displayed. You can also filter Time with one or more Custom Fields.
When bulk updating time and disbursement entries:
- Time or Disbursement entries that have already been locked or invoiced to the client cannot be updated or deleted.
- When using Bulk Update to delete time or disbursements, Draft and In Progress time and disbursements, or Submitted Interim time entries, will be permanently deleted. Submitted time or disbursements, excluding Interims, are soft deleted and can be restored. Refer to Deleting Time and Disbursement Entries.
User Group Permissions
The fields available for editing in Time and Disbursements will vary depending on User Group permissions.
When bulk updating time and disbursements:
- Users with the Move Timesheets permission only will be able to use Bulk Update to select a new Client and Job. The user will not be able to edit any other fields or delete time entries.
- Users with the Edit Timesheets permission will be able to edit all fields and delete time entries.
Standard Users will not be able to edit time entries where the time falls within a date period that has been locked, other than updating the Client and Job, depending on user permissions. Refer to Managing Invoices Settings.
FYI Admins will be able to edit all fields and delete time entries, including where the Time falls within a date period that has been locked. Refer to Managing Invoices Settings.
Using Time and Disbursements Bulk Update
One or more fields can be updated at the same time. If any of the settings are not changed, this will keep the original setting in each of the selected Time and Disbursement Entries.
Updates to non-chargeable time will not modify the Client, Job or Rate.
To use Bulk Update:
- If required, first filter the Time list to display the Time and Disbursement entries you want to apply the Bulk Update to.
- Select one or more Time or Disbursement entries.
- Click the Bulk Update button in the toolbar. Bulk Update displays in the drawer.
When Interim time entries are selected, the Rate field will not be visible.
The following is an example of the Bulk Update for an FYI Admin. The fields available to edit will vary depending on the User Group permissions. - Update the Time fields you want to change.
- Click Run.
- A message displays that the Bulk Update has been scheduled to run.
From the message, click the link to the Practice Activity or the Automation History to check the progress.
Time Bulk Update Details
| Time Details | Bulk Update |
| Date | Select a new Date, if required. Current Date, Month End or Select Date can be chosen from the drop-down menu. Note: If the selected date falls within a date period that is locked, it will not be updated. A message will display in Practice Activity. Refer to Practice Activity. |
| Time Type |
Select a new Time Type. The drop-down list will display all Capacity Reducing and Non-Productive time types. When bulk updating Time Types:
|
| Client | Select a Client by typing at least three characters of the client name. A list will be displayed with all matching clients. Click on the client name to select that client. When updating Time entries to a client in a different family group, both the Client and relevant Job must be selected. Note: The Client will not be updated for non-chargeable time. |
| Job | Select a new Job by entering at least three characters of the Job Name. Active Workflow and Standard Jobs with matching names will be returned. The Client associated with each job will be displayed under the Job Name. If a Client has been selected, Jobs will be displayed for either all clients within the Client Group, or the selected client only, depending on the Practice Setting Show Jobs by Client. |
| Rate | Select a new Rate from the drop-down if required. Archived rates are not displayed. Note: The Rate field will be disabled if entries have been selected for multiple users. |
| Status | Select a Status if required. Draft entries will not be able to be invoiced, and can be updated in the future if required. Interim time entries status cannot be updated. Submitted entries will be finalised and available to invoice to the client. Note: If time entries have an active timer, bulk updates to the Status will cause the timer to be stopped at the time the bulk update is processed. |
| Delete | Click the Delete toggle to change it to Yes to delete time entries. Note: Draft and In Progress time and disbursements, or Submitted Interim time entries, will be permanently deleted, and cannot be restored. |
| Custom Field | Select a Custom Field if required. Once selected, the Custom Field will be added to a new line. Select the required option for the Custom Field. |
| Apply to | The Apply to field will display the number of entries selected in the list. Tick more entries in the list if required. |
View Completed Bulk Updates
Updates to individual time entries are displayed in the Activity section of the Update Time drawer for each entry.
The Job - Process History tab will display when the process has been completed.
An FYI Admin or a user in a User Group with permissions enabled for Automations or Practice Activity can see when the update has been completed in the Automation - History and Practice - Activity tabs.
From the drawer of an item in Practice - Activity click Go to Automation History.