Writing On and Off Time and Disbursements

Writing on and off WIP entries helps practices keep job values accurate and reflect the true cost of completed work. This article explains how to write off WIP directly from the invoice, including how to process remaining balances using nil value invoices.

WIP can be written on or off using the following methods:

• Selecting and deselecting individual time entries and disbursements on an invoice.
• Adjusting the Write On/Off or Invoiced Amount for individual time and disbursements on an invoice.
• Creating System Write On/Offs.
• Creating a nil value invoice to write off the remaining WIP when a job is completed.

Note: Writing on and off WIP is only available to FYI Admins and users assigned to a User Group with the Create Invoices permission enabled.

Selecting Time and Disbursements on an Invoice

WIP is allocated when creating an invoice with the Invoice type Progress or Final. Refer to Invoicing Overview.

The Create Invoice drawer displays the selected jobs and the corresponding WIP amount outstanding. Clicking on the Job displays the Add Time window to allow you to select or deselect time entries to be included on the invoice. Refer to Selecting Time and Disbursement Entries to select WIP to be carried forward.

The Invoice Amount determines the Write On/Off amount applied to the time that has been selected. Where there are multiple time entries selected, the Write On/Off amount is split pro rata across each based on the value of each time entry.

The Write On/Off allocations can be reviewed in the Add Time window for the selected Jobs when creating the invoice. Click on a Job Name in the invoice Selected Jobs section to display the Add Time window.

Use the tickbox on the icon to select or deselect WIP entries from the invoice. Any deselected items remain as outstanding WIP and carry forward. 

Allocate the Write On/Off Value

The Add Time window allows users to manually adjust the Invoiced Amount and Write On/Off values for each time and disbursement on the invoice. Click on a Job Name in the invoice Selected Jobs section to display the Add Time window.

• By default, the Invoice Amount is distributed pro rata across the time and disbursement entries of the selected jobs (highlighted in yellow).
• Where users have manually adjusted the Invoiced amount or Write On/Off value, the values will be highlighted in red for that row.

Refer to Allocating WIP.

Once the invoice has been created, the Write On/Off allocations can be viewed in the"Write On/Off" column on the Jobs - Time tab for the relevant job.

System Write On/Off

The System Write On/Off function allows users to write off WIP with an internal adjustment, without affecting the client invoice, for example, mentoring, training juniors, or admin overheads.

Click on a Job Name in the invoice Selected Jobs section to display the Add Time window. Click the Add System Write On/Off button to add a row above the Total at the bottom of the window. 

Users will be able to add notes and adjust the value of the System Write On/Off.

Refer to Allocating WIP.

Write Off WIP with Nil Value Invoices

Progress or Final Invoices can be created with an Invoice Amount of $0.00 to write off any remaining WIP on a job.

The Invoice will only be used for write-off purposes:

• The Invoice document will not be created or synced with Xero.
• An Invoice Number will not be assigned.
• The Status is automatically set to Paid.

If a nil value Invoice is deleted, the WIP will be restored to the job. Refer to Deleting and Voiding Invoices.

To view the details of the invoice, click the Unhide Paid Invoices icon from the Invoices Tab and select the relevant Invoice from the list.

Select the Details section in the drawer to review the details of the Invoice.