Manage Project Billing Transactions by Transaction Source

Administrator Guide

To transfer nonlabor billable project transactions to another project, configure an accounting adjustment date and reason.

Configure the Accounting Adjustment Event
business process and security policy in the Financial Accounting functional area.

Security:

Manage: Billable Projects
domain in the Projects functional area.

Process: Project Billing - Core
domain in the Project Billing functional area.

You can review all project transaction sources for your project billing transactions, apart from daily rate transactions. Workday enables you to view aging transactions and drill into transactions based on billing status. You can also:

Adjust transaction hours, rates, and amounts.

Approve transactions for a project.

Change the billing status of transactions.

Create invoice proposals for the selected transactions.

Filter by and view previously invoiced billable transactions.

Recalculate transaction amounts using billing rate sheets.

Split nonlabor billable transactions into multiple transactions.

Transfer billable transactions to another project, phase, or task.

You can add the

Manage Project Billing Transactions

worklet to your Home page to review project billing transactions.

Access the

Manage Project Billing Transactions

task.

As you complete the search criteria on the project summary view, consider:

Option	Description
Billable Projects	Select the billable projects that you want to review. 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.
Review Transactions by Source	Select the check box to review project billing transactions by transaction source. Workday saves your selection and uses it each time you access the task.

(Optional) In the Aging Summary section on the project summary view, use the Transactions Awaiting Review cards to review work in progress (WIP) billable transactions. You can view billable transactions grouped by aging days, project, and currency.

On the project summary view, select the projects that you want to review, approve, or recalculate rates for.

(Optional) As you complete the search criteria on the project details view, select Do Not Bill
from the

Billing Status

prompt to display transactions in Do Not Bill
status.

As you complete the header on the project details view, consider:

Option	Description
Total Amount to Bill	The sum of the Amount to Bill for the selected transactions for each transaction source.
Currency	When you select multicurrency transaction lines, Workday doesn't display the currency.
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 Time transactions. Displays when you select Modify Amount for Time from the Mass Action prompt.
New Amount to Bill	To adjust the Amount to Bill , enter a: Positive value if the Billable Amount on the selected Time transactions is positive. Negative value if the Billable Amount on the selected Time transactions is negative. Example: Enter -100.00 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 23.809524% (150÷630) of the total billable amount and Transaction 2 is 76.190476% (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 for Time from the Mass Action prompt.
Zero Amount to Bill	Select to update the Amount to Bill to zero for the selected Time transactions. Workday clears the New Amount to Bill field when you select this check box. Displays when you select Modify Amount for Time from the Mass Action prompt.
Adjustment Amount	The difference between the Original Amount to Bill for the selected Time transactions and the New Amount to Bill . 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 for Time from the Mass Action prompt.
Adjustment Reason	When you leave this prompt blank, Workday populates the selected Time transactions with the default revenue adjustment reason that you configured on the Maintain Revenue Adjustment Reasons task. Displays when you select Modify Amount for Time from the Mass Action prompt.
Transfer To Project Plan Task	Select an option to mass transfer 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	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.

(Optional) On the

Billing Review

tab, change the billing status 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.

As you complete the

Project Transfer

tab, consider:

Option	Description
Transfer To Project Plan Task	(Time) Select an option to transfer individual Time transactions. Displays all tasks from all phase levels for the billable project.
Transfer To Project / Phase / Task	(Expense and Supplier Invoice) Select an option to transfer individual nonlabor billable 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 you configured on the Manage Project Billing Transactions Configuration task.
Accounting Adjustment Date	(Expense and Supplier Invoice) Workday populates this field with the date you configured on the Manage Project Billing Transactions Configuration task. Displays on paid nonlabor billable project transactions only.
Accounting Adjustment Reason	(Expense and Supplier Invoice) Workday populates this field with the reason you configured on the Manage Project Billing Transactions Configuration task. Displays on paid nonlabor billable project transactions only.