Creating Interim Time Entries

Interim Time Entries are used to reduce the WIP balance, typically used for prepayments. These entries are displayed with a negative value, and are created automatically when Interim Invoices are created in FYI or synchronised from Xero Ledger, or interim amounts are added to an invoice.

Interim Time Entries can also be created within FYI, where the negative time entry has not been created for the invoice.

Interim Time Entries can be reallocated to an associated Billing or Workflow Job. Refer to Reallocating Time and Disbursements to another Job.

Creating Interim Time Entries is only available to FYI Admins and users assigned to a User Group with the relevant Invoice permissions enabled.

Creating Interim Time Entries

Automatically when Approving Invoices

When the following type of invoices are created in FYI, a negative Interim Time Entry will be created when the invoice is approved:

• Interim Invoice
• Progress or Final Invoice that includes both WIP and an Interim Amount

Invoices can be approved from the Invoices or Documents List. Refer to Approving Invoices.

Note: Interim Time Entries will not be created for invoices dated prior to FYI being selected as the Practice Management source in the Practice Management Sync app in FYI.

Automatically when Synchronising Invoices from Xero

When invoices are synchronised from Xero Ledger and created in FYI, they are created as Interim Invoices with a negative Interim Time Entry created automatically.

Users can manually create the Interim Time Entry using the Creating Interim Time Entries function when:

• An invoice has already been created and marked as 'Paid in Xero' before it is synchronised to FYI, the corresponding Interim Time Entry will not be created automatically.
• The invoice amount has been edited in Xero. For example, a $100 interim invoice is created in FYI, and subsequently updated to $150 in Xero. The interim time entry no longer matches, and must be updated using the Create Interim Time entries function.

Created by users in FYI

Interim Time Entries can be created within FYI for invoices where:

• The time entries were not automatically created. For example, if invoices were imported before the date FYI was enabled as the Practice Management source.
• The time entries were deleted. For example, if an Interim Invoice is created and the corresponding Interim Time Entry is deleted.

When an Interim Time entry is created against a Billing or Workflow job, FYI will calculate the balance of the time entry. Refer to Balancing Interim Time Entries.

Note: If an Interim Time Entry has been moved to another job or an Interim Invoice value is 0, additional manual Interim Time Entries cannot be created.

To manually create Interim Time Entries:

1. Navigate to the Invoices list from either the Practice, Clients or Jobs workspace.
    
2. Select one or more Invoices from the Invoices list.
   
3. Click Create Interim Time Entries in the toolbar.
   
4. The request will be processed, and a loading bar will be displayed to confirm the request.
    
5. An entry will be added to Practice Activity.
   
6. Click on the entry to view the Activity drawer, and click Go to Automation History.
   
7. As each invoice is processed, FYI will check the eligibility of the invoice and whether time entries have already been created. 
   
   Click on an invoice to view the details. A message will be displayed if the Time Entries were unable to be created. Refer to Balancing Interim Time entries for further information.
   

Balancing Interim Time Entries

When an Interim Time entry has been created manually by a user in FYI against a Billing or Workflow Job, the system will check the eligibility of the invoice and calculate the time entries as follows:

1. The system calculates the total of all existing interim entries, including both Billing and Workflow job entries.
2. It compares this total to the Interim Invoice Amount.
3. If there is a difference:
    
   • Submitted time entries: The existing Interim Time Entry is updated against the Billing Job to match the interim invoice amount.
   • Deleted time entries: A new interim time entry is created to match the interim invoice amount.
   • The Interim Invoice includes deleted, submitted and locked time entries: Only the submitted time entry is updated to reconcile the total of the interim invoice amount.
   • Locked or invoiced time entries: The interim time entry cannot be updated, a message will be displayed in Process History with further troubleshooting information.

For example, an Interim Invoice Amount total is $300, made up of a $100 Interim Time entry allocated to the Billing Job and a $200 Interim Time entry allocated to the Workflow Job. The table below outlines the behaviour of the Create Interim Time Entries function based on different deletion scenarios: