Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2026-03-13
Manage Project Billing Transactions

Manage Project Billing Transactions

  • To transfer nonlabor billable project transactions to another project, configure an accounting adjustment date and an accounting adjustment reason.
  • To enable transaction transfers within closed time periods, enable the tenant-wide option
    Allow Transfers Within Closed Time Entry Periods
     on the
    Project Transfer Options
     tab on the
    Set Up Project Billing Configuration
     task.
  • To enable the search prompts
    Project Assignable Role
     and
    Worker for Assignable Role
     for the
    Manage Project Billing Transactions
     and
    Transfer Project Transactions
     tasks, enable the
    Enable Optimized Search by Project Assignable Role and Worker
     option on the
    Edit Tenant Setup - Financials
     task.
  • Security:
    • Manage: Billable Projects
       domain in the Projects functional area.
    • Process: Project Billing - Core
       domain in the Project Billing functional area.
    • For project transfers in locked and closed periods:
      • The user must also have access to the
        Time Tracking: Exempt from Lockout
         domain in the Time Tracking functional area.
      • If the
        Project Transaction Adjustment Event
         business process:
        • Is configured, the initiator of the project transfer must have access to the
          Time Tracking: Exempt from Lockout
           domain, or the business process does not advance.
        • Is configured with approvers, the approvers must have access to the
          Time Tracking: Exempt from Lockout
           domain, or the business process does not complete.
    • Set Up: Project Billing - Configurations
       domain in the Project Billing functional area (for the
      Allow Transfers Within Closed Time Entry Periods
       option).
You can use the Manage Project Billing Transactions task to review all transaction sources for your project billing transactions. Workday enables you to view aging transactions, view transactions that might require recalculation, and drill into transactions based on billing status.
You can view transactions from all transaction sources together, or grouped on tabs by transaction source.
You can also:
  • Adjust transaction hours, rates, and amounts.
  • Approve transactions for a project.
  • Change the billing status of transactions.
  • Create invoice proposals for transactions.
  • Filter by and view previously invoiced billable transactions.
  • Recalculate transaction amounts using billing rate sheets.
  • Split nonlabor billable transactions into multiple transactions (when viewing by transaction source).
  • Transfer billable transactions to another project, phase, or task (when viewing by transaction source).
  • Access the
    Transfer Project Transactions
     task from the summary page to transfer and split other transaction types.
You can add the
Manage Project Billing Transactions
 worklet to your Home page to review project billing transactions.
Note that contract line dates control whether transactions are billable or unbillable. Contract line dates also control the mapping to the project on the contract line. If transactions are unbillable, either the transactions are outside the contract line date range, or the billing schedule or contract contains incorrect information.
  1. Access the
    Manage Project Billing Transactions
     task.
    Workday displays the search criteria dialog with your previous search criteria saved each time you access the task.
  2. Complete the search criteria:
    At least one of these fields must be populated to perform a search:
    Project Hierarchy
    ,
    Customer
    ,
    Project Owner
    ,
    Billable Projects
    .
    You can hide or require specific search prompts for the
    Manage Project Billing Transactions
     task, using the
    Configure Optional Fields
     task. Select the
    Project Billing
     >
    Manage Project Billing Transactions
     functional area, and select security groups to hide or require fields for. The configuration changes you make for
    Manage Project Billing Transactions
     also apply to the
    Transfer Project Transactions
     task.
    Option Description
    Project Hierarchy
    Select a project hierarchy to filter the billable projects to review.
    Project Owner
    Select a project owner to filter the billable projects to review.
    Project Assignable Role
    (Optional) Select an assignable project role, such as
    Project Manager
     or
    Project Billing Specialist
    , to filter the billable projects to review.
    Workday saves your selection and uses it each time you access the task.
    If there have recently been new projects created or changes made to the project hierarchy structure, there can be a delay before those changes are reflected in the search results.
    The
    Project Assignable Role
     prompt does not support assignable roles associated with security groups with the access right
    Applies to Current Organization and Subordinates to Level
    . If you select this type of assignable role, the search doesn't return any transactions.
    The
    Project Assignable Role
     you select may be assigned to more than one role-based security group, and those security groups can each have a different setting for
    Access Rights to Organizations
    .
    In this case, Workday applies access rights following this ranking order:
    • Rank 1:
      Applies to Current Organization and All Subordinates
    • Rank 2:
      Applies to Current Organization and Unassigned Subordinates
    • Rank 3:
      Applies to Current Organization Only
    • Rank 4:
      Applies to Current Organizations and Subordinates to Level
    Worker for Assignable Role
    (Optional) Select an individual named worker for the role selected in the
    Project Assignable Role
     prompt, to filter the billable projects to review.
    When you select a value for
    Project Assignable Role
     but not for
    Worker for Assignable Role
    , the search results include projects that the current user has the selected project role for.
    Workday saves your selection and uses it each time you access the task.
    If there have recently been new projects created or changes made to the project hierarchy structure, there can be a delay before those changes are reflected in the search results.
    Billable Projects
    Select the billable projects that you want to review.
    The
    Project Assignable Role
    ,
    Worker for Assignable Role
    ,
    Project Hierarchy
    ,
    Customer
    , and
    Project Owner
     fields filter the projects available to select in the
    Billable Projects
     field.
    Workday saves your selection and uses it each time you access the task.
    Show Unbillable Transactions
    (Optional) Select to display transactions in
    Unbillable
     status.
    Workday saves your selection and uses it each time you access the task.
    Show Fixed Fee Transactions
    (Optional) Select to display the
    Fixed Fee
     column on the project summary view, which shows the number of fixed fee project transactions within that transaction group.
    Workday saves your selection and uses it each time you access the task.
    Review Transactions by Source
    Select this option to view project billing transactions grouped by transaction source on the transaction details view.
    Workday saves your selection and uses it each time you access the task.
    Review Transactions in Detail
    (Optional) Select to navigate directly to the transaction details view.
    Workday saves your selection and uses it each time you access the task.
    Group Results By
    (Optional) Select an option to group the transactions by on the project summary view. Displays when you clear the
    Review Transactions in Detail
     check box.
    Workday saves your selection and uses it each time you access the task.
  3. (Optional) Complete the Aging Summary section on the project summary view:
    Card
    Description
    Transactions Awaiting Review
    Review work in progress (WIP) billable transactions. You can view billable transactions grouped by aging days, project, and currency.
    Notifications
    Displays when you modify the associated standard billing rate sheet rules on the
    Maintain Standard Billing Rates by Rules
     task and have billable project transactions that might require recalculation.
  4. On the project summary view, select the projects that you want to either review in detail or perform mass actions on.
    You can approve the transactions, recalculate rates, create customer invoice proposals, mass modify amounts for billable project transactions, or initiate the
    Transfer Project Transactions
     task. Consider:
    Option Description
    Original Total Amount to Bill
    The total amount to bill, before mass modification adjustments.
    Transaction Types for Adjustment
    (Optional) Select the transaction types to be adjusted by mass modification. By default, this field is set to
    Time
     transactions only, but you can add the other supported transaction types:
    Supplier Invoice
    ,
    Expense
    , and
    Misc Expense
    .
    Daily Time
     transaction adjustments are not supported.
    Eligible Amount for Adjustment
    Workday calculates the total amount available for adjustment based on the selections made in the
    Transaction Types for Adjustment
     field.
    New Total Amount to Bill
    (Optional) Enter the new amount you want to bill for the transaction line. The amount you enter is the amount for the entire row, not just for the transaction types selected in the
    Transaction Types for Adjustment
     field, but Workday prorates only the transaction types for adjustment to achieve the amount you enter.
    Adjustment % for Selected Types
    (Optional) Enter an adjustment percentage for the mass modification adjustment. Workday adds this percentage to the
    Original Total Amount to Bill
     to calculate the
    New Total Amount to Bill
    . A positive number increases the amount to bill, and a negative number decreases it. Only the transaction types selected in the
    Transaction Types for Adjustment
     field are included in the calculation.
    Adjustment Amount for Selected Types
    (Optional) Enter an adjustment amount for the mass modification adjustment. Workday adds this amount to the
    Original Total Amount to Bill
     to calculate the
    New Total Amount to Bill
    . A positive number increases the amount to bill, and a negative number decreases it. Only the transaction types selected in the
    Transaction Types for Adjustment
     field are included in the calculation.
    Zero Amount to Bill
    (Optional) Select this check box to set the
    New Total Amount to Bill
     to zero.
    Approve
    Click to approve billable transactions at the project level. Workday updates the status of
    Awaiting Review
     and
    On Hold
     billable project transactions to
    Ready to Bill
    .
    Recalculate Rates
    Click to recalculate rates for billable transactions at the project level. Workday recalculates rates for billable project transactions in
    Awaiting Review
    ,
    On Hold
    , and
    Ready to Bill
     status.
    Create Invoice Proposal
    Click to create customer invoice proposals for billable transactions at the project level. Workday creates customer invoice proposals for billable project transactions in
    Ready to Bill
     status.
    If you don't select any billable transactions before clicking this option, Workday opens the
    Create Customer Invoice Proposal
     task.
    Displays when you click the
    More
     button.
    Submit Mass Modify Amounts
    Click to mass adjust amounts for billable transactions at the project level. Workday mass modifies amounts for billable project transactions:
    • For original and offset billable transactions.
    • In
      Awaiting Review
      ,
      On Hold
      , and
      Ready to Bill
       status.
    • With negative and positive billable amounts.
    This action applies to the transaction types that you configure with the
    Transaction Types for Adjustment
     option in the
    Set Up Project Billing Configuration
     task. By default, you can adjust amounts for these transaction types: Time, Supplier Invoice, Expense, and Misc Expense transactions.
    Displays when you click the
    More
     button.
    This option enables you to complete the same action as the
    Modify Amount
     mass action on the transaction details view, but at the project level.
    Transfer Project
    Click to initiate the
    Transfer Project Transactions
     task for transferring and splitting transactions.
    When you transfer project transactions during an open period, Workday runs time calculations for the time block and reevaluates the worktags. Workday resets any worktag values that workers overrode on the time blocks back to their default values.
    If you want to disable the
    Transfer Project
     option from the
    Manage Project Billing Transactions
     task's summary view, access the
    Configure Optional Fields
     task, select the
    Manage Project Billing Transactions
     functional area, and select security groups to hide the
    Summary: Transfer Project Button
     from.
    Displays when you click the
    More
     button.
  5. (Optional) On both the project summary view and the transaction details view, click the icons at the upper-right corner of the grid to filter the grid data, reorder and hide columns, and toggle fullscreen mode.
  6. (Optional) As you complete the search criteria from the transaction details view, select
    Do Not Bill
     from the
    Billing Status
     prompt to display transactions in
    Do Not Bill
     status.
  7. Complete the header on the transaction details view:
    Option Description
    Total Amount to Bill
    The sum of the
    Amount to Bill
     for the selected transactions.
    Or, when viewing by transaction source, the sum of the
    Amount to Bill
     for the selected transactions for each transaction source.
    Currency
    Displays when the selected transactions have the same billing currency.
    Mass Action
    Select multiple transactions and then apply one of these actions to all selected transactions at once:
    • Project Transfer
      : Transfer transactions to another project, phase, or task. This option is available when viewing by transaction source.
    • Change Billing Status
      : Change the billing status of transactions; for example, from
      On Hold
       to
      Ready to Bill
      .
    • Exclude from Prepayment
      : Exclude transactions from prepayment consumption.
    • Modify Amount
      : Modify the amounts to bill for the selected transactions. This action applies to the transaction types that you configure with the
      Transaction Types for Adjustment
       option in the
      Set Up Project Billing Configuration
       task. By default, you can adjust amounts for these transaction types: Time, Supplier Invoice, Expense, and Misc Expense transactions.
    Billing Status
    Select a new billing status for the selected transactions and click
    Apply
    .
    Displays when you select
    Change Billing Status
     from the
    Mass Action
     prompt.
    Original Amount to Bill
    The sum of the
    Amount to Bill
     for the selected transactions.
    Displays when you select
    Modify Amount
     from the
    Mass Action
     prompt.
    New Amount to Bill
    (Optional) Enter the amount you want to bill for all transactions you've selected in the grid. The transaction types that this action applies to are configured by the
    Transaction Types for Adjustment
     option in the
    Set Up Project Billing Configuration
     task. By default, you can adjust amounts for these transaction types: Time, Supplier Invoice, Expense, and Misc Expense transactions.
    Enter a positive value if you want the
    Billable Amount
     to be positive, and a negative value for a negative
    Billable Amount
    . Example: Enter -150.00 for a billable amount of (150.00).
    Workday determines the percentage of each transaction in relation to the total billable amount. Then, Workday applies that percentage to the
    New Amount to Bill
     that you enter.
    Example: You select 2 Time transactions. Transaction 1 has a
    Billable Amount
     of $150. Transaction 2 has a
    Billable Amount
     of $480. The total billable amount for the 2 transactions is $630. Transaction 1 is 23.8% (150÷630) of the total billable amount and Transaction 2 is 76.19% (480÷630). You enter a
    New Amount to Bill
     of $500. Workday automatically populates the
    Amount to Bill
     with $119.05 for Transaction 1 and $380.95 for Transaction 2.
    Displays when you select
    Modify Amount
     from the
    Mass Action
     prompt.
    Zero Amount to Bill
    Select to update the
    Amount to Bill
     to zero for the selected transactions.
    When you select this check box, Workday disables data entry for the
    New Amount to Bill
    ,
    Adjustment %
    , and
    Adjustment Amount
     fields.
    Displays when you select
    Modify Amount
     from the
    Mass Action
     prompt.
    Adjustment %
    and
    Adjustment Amount
    (Optional) Enter a number in one of these fields to adjust the amounts to bill for all transactions you've selected in the grid:
    • Adjustment %
      : Workday adds the percentage you enter in this field to the
      Original Amount to Bill
       to calculate the
      New Amount to Bill
      . A positive number increases the amount to bill, and a negative number decreases it.
    • Adjustment Amount
      : Workday adds the amount you enter in this field to the
      Original Amount to Bill
       to calculate the
      New Amount to Bill
      . A positive number increases the amount to bill, and a negative number decreases it.
    These fields display when you select
    Modify Amount
     from the
    Mass Action
     prompt.
    Adjustment Reason
    When you leave this prompt blank, Workday populates the selected transactions with the default revenue adjustment reason that you configured on the
    Maintain Revenue Adjustment Reasons
     task.
    When you click:
    • Apply
      , Workday prorates the adjustment amount across the selected transactions and populates the revenue adjustment reason on the transactions.
    • Submit
      , Workday routes the transactions for review and approval using the
      Adjustment
       business process. You can drill down on the
      Adjustment Count
       column to view the manual adjustments.
    Displays when you select
    Modify Amount
     from the
    Mass Action
     prompt.
    Transfer To Project Plan Task (available when viewing by transaction source)
    Select an option to mass transfer Time or Daily Time transactions and click
    Apply
    .
    The prompt includes all tasks from all phase levels for the billable project.
    Displays when you select
    Project Transfer
     from the
    Mass Action
     prompt.
    Transfer to Project / Phase / Task (available when viewing by transaction source)
    Select an option to mass transfer nonlabor billable transactions and click
    Apply
    .
    When you transfer transactions to a:
    • Project plan task, Workday displays all tasks from all phase levels for the billable project.
    • Project plan phase, Workday displays only top-level phases for the billable project.
    Displays when you select
    Project Transfer
     from the
    Mass Action
     prompt.
  8. (Optional) In the Project Transactions grid (on the
    Billing Review
     tab in tabbed view), you can change the billing status, hours to bill, rate to bill, and amount to bill for individual transactions. You can also filter by and view previously invoiced billable transactions and view billable transactions that require recalculation. Workday doesn't recalculate offset amounts or populate the
    Recalculate
     column for usage-based transactions.
  9. Complete the
    Project Transfer
     tab (available when viewing by transaction source in tabbed view):
    If you transfer ad hoc time transactions after they have already been costed, you will need to run the
    Create Project Labor Cost Summarization
     task to reverse the previous accounting journals from the source project and create new journals for the target project.
    Option Description
    Transfer To Project Plan Task
    Select project plan tasks to transfer individual transactions to.
    This field is available for Time transactions only, and displays all tasks from all phase levels for the billable project.
    Transfer To Project / Phase / Task
    Select projects, project plan phases, or project plan tasks to transfer individual nonlabor billable transactions to. This field is available for Expense or Supplier Invoice transactions.
    When you transfer:
    • Transactions to a project plan task, Workday displays all tasks from all phase levels for the billable project.
    • Transactions to a project plan phase, Workday displays only top-level phases for the billable project.
    • Paid nonlabor billable transactions, Workday creates an accounting adjustment line with details from the Supplier Invoice or Expense Report source transaction.
    • Unpaid nonlabor billable transactions, Workday updates the Supplier Invoice or Expense Report lines on the source document with the new project worktag.
    Split
    (Expense and Supplier Invoice) Click to allocate a percentage or amount to split the nonlabor billable transaction into multiple transactions without changing the original transaction amount.
    When you split:
    • Paid nonlabor billable transactions, Workday creates an accounting adjustment line with details from the Supplier Invoice or Expense Report source transaction.
    • Unpaid nonlabor billable transactions, Workday creates a Supplier Invoice line split or an Expense Report itemization.
    Transfer Reason
    (Expense and Supplier Invoice) Workday populates this field with the transfer reason that you configured on the
    Set Up Project Billing Configuration
     task.
    Accounting Adjustment Date
    (Expense and Supplier Invoice) Workday populates this field with the date that you configured on the
    Set Up Project Billing Configuration
     task.
    Displays on paid nonlabor billable project transactions only.
    Accounting Adjustment Reason
    (Expense and Supplier Invoice) Workday populates this field with the reason that you configured on the
    Set Up Project Billing Configuration
     task.
    Displays on paid nonlabor billable project transactions only.
  10. (Optional) View adjustment details of billable project transactions.
    When billable transactions have any adjustment history, such as transfers to another project, you can view the detailed activity to help you complete your billing review process more efficiently.
    Workday creates these activities when the billable transactions are initially submitted against a project or project phase/task, or if the transactions are modified from the source document. Users can see if any changes were made to certain specific transaction attributes, even if the transactions remained on the same project/task.
    Select the related actions icon for a billable transaction, and select the
    Billable Transaction Adjustment Activity
     tab. This tab displays summarized information about transaction adjustments for these transaction types:
    • Time
    • Expense
    • Supplier Invoice
    • Misc expense
    • Ad hoc transactions from all sources
    Click the magnifying glass in the
    Activity
     column to view further details about that activity.
    Workday records activities only for transactions that are booked to a billable project when created.
    Examples:
    • If a transaction is initially created on a non-billable project and is later transferred to a billable project, you'll see only one activity in the activity history.
    • If a transaction is transferred from a billable project to a non-billable project, and then transferred back to a billable project, Workday records both activities.
    • If a time transaction (a worker time block or ad hoc time) is transferred from a billable project to a non-billable project, then to one or more other non-billable projects, and finally back to a billable project, Workday records the transfer to the first non-billable project, does not record any subsequent transfers to other non-billable projects, and resumes recording activities once the transaction is transferred back to a billable project. For non-labor transactions (supplier invoice and expense report transactions, including ad hoc) transferred from a billable project, Workday does record the non-billable to non-billable project transfers.
  11. (Optional) In the Project Transactions grid (on the
    Prepaid
     tab in tabbed view), exclude transactions from prepayment consumption.
    You can exclude transactions by selecting them individually using the
    Exclude from Prepayment
     check box, or by selecting multiple transactions and using the
    Exclude from Prepayment
     mass action.
  12. (Optional) In the Project Transactions grid (on the
    Worktags
     tab when viewing by transaction source in tabbed view), view prior and current worktags when you transfer or split nonlabor billable transactions.
  13. (Optional) In the Project Transactions grid (on the
    Custom References
     tab in tabbed view), edit ad hoc project transaction details for billing and reporting purposes.
    Workday displays this tab when you enable custom references for ad hoc project transactions.
  14. (Optional) Export project billing transactions to Excel.
    Export project billing transactions to Excel to analyze the data to better inform your billing decisions.
    1. Click the
      Billable Transactions
       field to open a read-only view of the transactions grid.
    2. From the read-only view, click
      Export to Excel
       to download the transactions as an Excel worksheet.
      From this view you can also export to PDF, filter, and expand and collapse rows.
  15. Submit, recalculate rates, or create customer invoice proposals for the selected transactions.
Create:
  • Customer invoice proposals for billable transactions.
  • Customer invoices from contracts.
  • Revenue installments for billable transactions.
Transfer Project Transactions
Concept: Project Time Entry
Concept: Set Up Project Billing Configurations
Concept: Project Transaction Transfers
Steps: Set Up Project Pricing and Billing
Steps: Manage Billable Projects on Usage-Based Transactions
Steps: Manage Customer Invoice Proposals
Create Custom References for Ad Hoc Project Transactions
Create Customer Invoices from Contracts
Create Customer Invoice Proposals
Create Revenue Installments for Billable Transactions
Create Expense Reports
Create Supplier Invoices
2022R2 What's New Post: Billable Projects on Usage-Based Transactions
Reference: Project Billing Transaction Billing Statuses
Reference: Project Billing Transaction Ineligibility Reasons
2026R1 Release Note: Enhanced Reporting for Prepaid Balances and Consumption
2024R2 Release Note: Mass Modification of Amounts for Non-Labor Transaction Sources
2024R2 Release Note: Export Project Billing Transactions to Excel
2024R2 Release Note: Search Enhancements in Manage Project Billing Transactions Task
2024R2 Release Note: Mass Action for Excluding Transactions from Prepayment