Cost Adjustments

Permissions and Settings

All the adjustments on this page are accessible through the control bar. The control bar is only visible after you have run a search.

You cannot approve or approve to pay your own cost cards. Approve to invoice is okay.

The Make Pre-Invoicing Adjustments permission allows a user to:

• Write Up/Down
• Transfer to Project
• Change Expense Type - administrators are allowed to change to any type, even types disallowed by the project
• Change Units
• Revalue
• Split Cost Card
• Adjust Disbursed Amount
• Change Paid By
• Change Description
• Change Location

The stage based permission Project Managers can Adjust Time and Cost allows project managers to:

• Write Up/Down
• Transfer to Project
• Change Expense Type - project managers are allowed to change to any type, even types disallowed by the project
• Change Units
• Revalue
• Split Cost Card
• Adjust Disbursed Amount
• Change Paid By
• Change Description
• Change Location

The stage based permission Project Managers can Transfer Cost Among Projects allows a project manager to:

• Transfer to Project
• Split Cost Card

Users with the following cost center permissions can override a cost card's status.

• Administer Expense Document Approval Workflow
• Administer Expense Document Invoicing Workflow
• Administer Expense Document Payment Workflow

Override Cost Card Status

You can force a cost card into a different status from the Set to dropdown. Once a cost card is Approved to Pay or or on an invoice, it cannot be moved back to Submitted, Draft, or Rejected. You'll need to first unapprove to pay or pull the card off of an invoice.

Adjust Cost Cards

This section details all the adjustments possible to cost cards. Adjustments are only available to Approved costs that are not on an invoice. 

Financial Adjustments

These adjustments may affect the financial values of your cost cards.

Write Up/Down

Write up or down cards to change the amount that the client will be charged. If you have selected a group of cards, the change amount is prorated across all of them. You can adjust by:

• By a fixed percentage
• By a fixed amount
• By the final client amount

Changing one field automatically recalculates the others. 

Transfer to Project

Move cost cards from one project to another. Transfers are very useful when someone has entered something incorrectly and they need to be moved to the correct area. Pick the destination project, enter a reason for the move, and click Adjust.

You can only transfer cost cards if both the source and destination projects are open for cost transfers.

Change Expense Type

As the name says, change the expense type. Pick the new type from the dropdown list. 

Change  Units

Update things like miles traveled or units sold. Really only makes sense for unit-driven expense types, but can also be performed on non-unit driven expenses.

Per Diem

This adjustments writes up/down selected cost cards, suppresses them from invoicing, and creates a single invoice-ready cost card for each combination of resource, project, expense report, and day. Per diem cost cards will be created within the same expense report as the cost cards they were created from.

Revalue

For subcontractor invoice cost cards, you can execute a revalue. These cost cards are associated with time cards worked by a subcontractor. If that subcontractor's reimbursement rates have changed, and their repayment cost cards need to be updated, this is where you do it.

Split Cost Card

A split adjustment divides a cost card into two separate cards. All financial values are proportionately spread across the cards. A split isn't that interesting in and of itself. So it is often used in combination with other adjustments. For example, you might split part of an expense onto a different project. Or perhaps split a combined hotel and hotel restaurant bill into separate cost cards.

You can split by percentage, disbursed amount, or client amount. The other values will be automatically calculated for you.

Adjust Disbursed Amount

Disbursed amount is the total outlay of an expense including taxes. Change the components that contribute to the total disbursed amount. For example, change currency, incurred amount, and VAT. 

Change Paid By

Expenses can be paid by resources themselves, or often with company credit cards. You can switch who paid the expense with this adjustment. Additional payees are set up in the Vendor Editor.

Non-Financial Adjustments

These adjustments change non-financial data on a cost card. 

Change Description

Change the description on a group of time cards all at once.

Change Location

Change the location on a group of time cards all at once.