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Administrator Guide
Last Updated: 2023-09-08
Review Billable Project Transactions

Review Billable Project Transactions

Security:
  • Manage: Billable Projects
     domain in the Projects functional area.
  • Process: Project Billing - Core
     domain in the Project Billing functional area.
Workday recommends that you use the
Manage Project Billing Transactions
 task to review your billable transactions instead. Workday will no longer maintain this task going forward.
You can review and approve all billable transactions for your projects before invoicing. Workday displays billable transaction rows and the current status of each transaction. For deleted time block transactions in Time Tracking, Workday generates a negative offset entry. Negative offset entries include any applicable billing rate rule offsets, so you can accurately track time block deletions. You can:
  • Approve transactions.
  • Change billable amounts.
  • Recalculate billing rates.
  • Place transactions on hold.
  • Transfer time between projects.
  1. (Optional) Exclude recoverable tax from your expense and supplier invoice billable amounts.
    Select the
    Only Include Non-Recoverable Tax on Billable Transactions
     check box on the
    Edit Tenant Setup - Financials
     task. You can clear the
    Billable Transaction Tax
     check box on the customer contract line to remove the tax.
  2. Access the
    Review Billable Project Transactions
     task.
  3. As you complete the selection criteria, consider:
    Option Description
    Phase
    Displays only top-level phases for the billable project.
    Task
    Displays all tasks from all phase levels for the billable project.
  4. As you complete the task, consider:
    Transaction Source
    Option
    Description
    Time
    Approve
    Once approved, you can generate invoices against the transaction.
    Time
    Edit
    Click
    Edit
     to drill into the individual transactions. You can change the hours or rates to bill and approve time transactions individually, if needed.
    Time
    Transfer Project
    To transfer project time between projects, select
    Transfer Project
     from the related actions menu.
    Workday displays all tasks from all phase levels for the billable project in the
    Transfer to Project Plan Task
     prompt.
    After you submit the transfer, Workday Time Tracking validates the time.
    When you transfer time between projects, Workday duplicates revenue installments to the new project. You must delete installments for the original project.
    Expense
    ,
    Misc Expense
    , and
    Time
    Recalculate Rates
    Select to rerun the billing rate rule engine to recalculate:
    • Corrected caps.
    • Corrected tiered rates.
    • New effective rates.
    The engine recalculates all transactions, except transactions with a
    Do Not Bill
     status.
    When you recalculate rates, you must update the amounts on your revenue installments associated with the billable transactions.
    Expense
    ,
    Misc Expense
    ,
    Supplier Invoice
    , and
    Time
    Modify Amounts
    You can adjust the amount to bill or reduce the amount to zero.
    Workday displays previous adjustments in the
    Adjustment Count
     column.
    For
    Time
    , click
    Edit
     to access this option.
    When you modify amounts, you must update the associated revenue recognition installment amounts.
  • Create customer invoices for billable transactions using the
    Create Customer Invoices from Contracts
     task.
  • Update revenue installments for billable transactions using the
    Schedule Revenue Installments for Billable Transactions
     task.