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Problem with Time and Expense tracking in Income Tracker

I typically estimate lump sum contracts and have no issues with those percentage based invoices reflecting in my open balance in the Income Tracker.  I have one project that is a time and expense project.  I have my time and expenses as billable and referenced to the project estimate.  When I create the invoice, it is not reflected in my open balance on that particular estimate.  Is there a setting that I am missing?  Thanks for any help.

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Best answer 02-01-2019

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Re: Problem with Time and Expense tracking in Income Tracker

@PreciousB

 

Please Learn from thins input.

 

@tannereng

 

You Won't see this: " When I create the invoice, it is not reflected in my open balance on that particular estimate.  Is there a setting that I am missing?"

 

Because you need to run Reports, such as Est vs Actuals Detail. The Invoice for Directly Billable Time & Costs is not Linked to the Estimate. A Progress invoice is Linked. What you now have is something you can Compare to, but not Linked.

 

It cannot be Both Progress and Direct. It is still reportable to see Comparison of Est to Actuals.

5 Comments
Moderator

Re: Problem with Time and Expense tracking in Income Tracker

I'm here to help, tannereng.

 

Let's make sure that the estimate that was converted to an invoice will show as an open balance in your Income Tracker.

 

It's possible that the estimate was not linked to the invoice. To correct this, you can delete and recreate it.

 

Here's how:

 

To delete the invoice:

  1. Click Customers at the top, then choose Customer Center.
  2. Click the customer's name.
  3. Under the Transactions tab, double-click the invoice.
  4. Select the Delete icon or press Ctrl and D.
  5. Click OK.

To recreate the invoice from the estimate:

  1. Click Customers at the top, then choose Customer Center.
  2. Click the customer's name.
  3. Under the Transactions tab, double-click the estimate.
  4. Select the Create Invoice icon at the top (see the screenshot below).
  5. Click Save & Close.

 image.png

 

 

Once done, please check if the invoice is already included on the open balance of the Income Tracker.

 

Please let me know the result. I want to make sure everything is taken care of for you. Have a good one.

Not applicable

Re: Problem with Time and Expense tracking in Income Tracker

I have tried a creating a new invoice and new estimate.  When I go to create the invoice, I get 3 options: 1)Create Invoice for Entire Estimate 100%, 2) Create Invoice for a percentage of the entire estimate, 3) Create Invoice for selected items or for different percentage of each item. 

I have been trying to use number 3 by putting 0% in for the amount and then adding the time and expenses.  Hopefully this helps diagnose my ignorance with this program.  Thank you.

Established Community Backer ***

Re: Problem with Time and Expense tracking in Income Tracker

@PreciousB

 

Please Learn from thins input.

 

@tannereng

 

You Won't see this: " When I create the invoice, it is not reflected in my open balance on that particular estimate.  Is there a setting that I am missing?"

 

Because you need to run Reports, such as Est vs Actuals Detail. The Invoice for Directly Billable Time & Costs is not Linked to the Estimate. A Progress invoice is Linked. What you now have is something you can Compare to, but not Linked.

 

It cannot be Both Progress and Direct. It is still reportable to see Comparison of Est to Actuals.

Not applicable

Re: Problem with Time and Expense tracking in Income Tracker

Thanks for the clarification qbteachmt.  I do see that it tracks in the reports, I was just hoping that it would track in the Income Tracker as well.  Thanks again.

Established Community Backer ***

Re: Problem with Time and Expense tracking in Income Tracker

"I was just hoping that it would track in the Income Tracker as well"

 

Your Actual Time and Costs that you marked Billable are seen in the Navy Blue tab in Income Tracker, pending being selected for a sales receipt or invoice.

 

You are asking about two Unrelated functions: Direct vs Progressive. The data Relates, because you have Job Tracking. The Functions are meant for Different Purposes. The reporting is for Analysis.

 

Here's a different perspective for what you just asked: on the Billable Time & Costs view of Income tracker, you won't see Estimates. That should help you realize these are Separate Functions.

 

Please see my attachment.

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