Article Contents
- Introduction
- Before You Start
- Choose the Correct Option
- If the Correct Subtask Is Closed
- If the Time Is Against the Wrong Subtask
- Option One: Allocate WIP to the Existing Invoice
- Option Two: Create a New $0 Invoice
Introduction
Use this guide when a final invoice has been issued but time or costs remain in work in progress (WIP). It explains how to correct the entries and clear the WIP without changing the amount charged to the client.
WIP is recorded time or costs that have not yet been allocated to an invoice. It remains in WIP until it is allocated to an invoice line. Learn more about WIP.
This situation may arise when:
a timesheet was entered late;
time was recorded against the wrong subtask;
the correct subtask had already been closed; or
a disbursement or other project cost was identified after invoicing.
Correctly allocating the remaining WIP keeps project reporting accurate, prevents old WIP from carrying into future periods and allows the project to be archived when complete.
Important: Before saving any changes to an issued invoice, note its current line amounts and total. Confirm that these amounts have not changed after allocating the additional WIP.
Before You Start
Check the following:
Has the time or cost been entered into Hiro?
Is it recorded against the correct project and subtask?
Is the correct subtask currently enabled?
Does the issued invoice already contain a line for that subtask or cost?
Has the invoice been paid?
If the correct subtask is closed or the time was recorded elsewhere, correct that first before editing the invoice.
Choose the Correct Option
Update the existing invoice
Use the existing invoice when it already contains a line for the relevant:
- Work Schedule subtask;
- Enquiries & Tenders time; or
- project cost.
You can allocate additional WIP to an existing invoice without changing the amount charged, provided the invoice settings and amounts are checked carefully.
Create a new $0 invoice
Create a new $0 invoice when the WIP relates to:
- a subtask that was not included in an earlier invoice;
- Enquiries & Tenders time that has not previously been invoiced; or
- a new disbursement or other cost with no suitable existing invoice line.
If the Correct Subtask Is Closed
A subtask may have been closed manually or automatically after its budget was fully invoiced. It must be enabled before new time can be entered or moved onto it.
To reopen a subtask:
Open the project and select Edit Project.
Go to the Work Schedule tab.
Select the edit pencil beside the task containing the relevant subtask.
Use the toggle beside the subtask to enable it.
Save the task and project changes.
Confirm that the subtask is now available for timesheet entry before continuing.
For more information, see What is a Work Schedule?.
If the Time Is Against the Wrong Subtask
If the time was entered against a temporary, no-charge or otherwise incorrect subtask, move it to the correct subtask before allocating it to the invoice.
Reopen the correct subtask using the steps above.
Open Timesheets from the left-hand menu.
Select Bulk Move Timesheets.
Search for the entries recorded against the incorrect subtask.
In Move Selected Timesheets To, select the correct project, work type and subtask.
Select the timesheets you need to move.
Carefully check your selection, then select Move Selected Timesheets.
See Bulk Move Timesheets for detailed instructions and information about permissions.
⚠️ Important: Moving a timesheet that is already allocated to an invoice removes its existing allocation and returns it to project WIP. Check whether the entries are already invoiced before moving them.
Option One: Allocate WIP to the Existing Invoice
You need permission to edit invoices. If you cannot see the invoice edit controls, contact your Hiro Global Administrator.
To allocate additional WIP:
Open Invoices.
Search for the invoice to which the WIP should be allocated.
Note the invoice’s current line amounts and total.
Select the edit pencil beside the invoice.
Find the relevant invoice line.
In the Time & Costs column, select the currency amount.
In the Allocate Time & Costs window, select the additional WIP.
If Update invoice line item’s amount charged upon allocation is displayed in the lower-left corner, make sure it is unchecked.
Select Allocate to Line. For some cost lines, this button may be labelled OK.
Confirm that the invoice line amount and invoice total have not changed.
Save the invoice.
If the invoice has been paid
Additional WIP can still be allocated to a paid invoice when a suitable invoice line already exists.
However, time and costs previously allocated to a paid invoice cannot be removed. Only new WIP can be added.
Always confirm that the paid invoice’s amounts remain unchanged before saving.
Option Two: Create a New $0 Invoice
Create a $0 invoice when there is no suitable line on an existing invoice.
Open Invoices.
Select New Invoice.
Select the relevant project.
Enable the invoice line for the relevant subtask, Enquiries & Tenders time or cost.
In the Time & Costs column, select the currency amount.
Select the WIP you need to allocate.
Select Allocate to Line. For some cost lines, this button may be labelled OK.
Leave the amount charged for that invoice line blank or at $0.00.
Confirm that the invoice total is $0.00.
Save the invoice as approved.
A disbursement may also be reallocated to an appropriate subtask line if required. Keep the amount charged for that line blank or at $0.00 so the invoice remains a $0 invoice.
Confirm the Result
After saving, check that:
the intended time and costs are allocated;
the issued invoice amount has not changed;
the WIP no longer appears as outstanding;
the time is recorded against the correct subtask; and
the project can be completed or archived as intended.
If you reopened a subtask only to make this correction, confirm whether it should be closed again to prevent further time being recorded against it.
If the invoice amount changes unexpectedly, do not save it. Recheck the allocation settings or contact Hiro Support for assistance.