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One day you are looking at your engagements, and suddenly realize you accidentally created an engagement of the wrong type. You have put a lot of work into defining all the engagement parameters and subprojects. On top of that, your resources have started submitting time. Projector won't let you change the engagement type between billable and non-billable. What are you going to do? This help document guides you through the fastest possible fix. Before we get into that, why the limitation in Projector? There are two important reasons. First, in order to maintain proper audit trails for your accountants, we don't allow engagements to be switched on/off for billing. This would make it too easy to game the system. Instead, by forcing you to transfer any existing work to another engagement, a proper audit trail is established. In addition, Projector may charge you differently for users based on whether an engagement is billable or non-billable. |
Solution
The solution is relatively straightforward. You will follow these steps.
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Now you have a new engagement of the correct billable/non-billable setup
Clone additional projects
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Remove time and cost cards from invoices
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- Find time AND cost cards that are on invoices for this engagement
- Exclude them from the invoice
Transfer time cards to new engagement
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- Close the old engagement for time entry. When resources try and submit their time, they will receive an error about the project being closed. Each resource then needs to manually move time to the new project.
- Temporarily set the cards to approved yourself, transfer them, and then set them back to draft or rejected. I'd probably go with this method as it can be accomplished relatively quickly and will be generally transparent to your end users. These steps are basically the same as the one we just did, so I won't run through the screenshots a second time, just the steps.
- Run the same time card query we used earlier, but search for Draft instead of Approved
- View the time card details
- Select All and switch to Approved
- Transfer the timecards to the new project
- Set the timecards back to Draft
- Repeat these steps, but do it for Rejected instead
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Transfer cost cards to new engagement
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