Override T&M with line item specifics?

You can edit the price at the invoice and those adjustments will feed revenue back to the job.  You still cannot truly edit hours or materials as they are actuals which represent actual job costs and performance. Randomly adjusting hours or material quantities skews your actuals and doesn't reflect what it actually took to do the work.  The print invoice layout can be adjusted in many ways, however if you are looking to (or required) show the details of hrs and material qtys billed then they will be (and should be) the actual hrs clocked and materials PRd or Allocated to the ticket. Adjusting the hrs and/or material qtys will modify the actual costs in the system and EOM journal entries. They will not then reflect the truth internally or to the customer. Overriding the billable price at ticket completion or on the invoice will cause an inconsistency in the detailed pricing per item (hrs, materials, etc) and the total invoice value.

Understood. I‘m not really wanting to say we used more or less materials than we did, I’m wanting to detail the fact that we are going to charge less hours or materials than we actually did because we made some decisions that were best for the client while on site, but did not arrange in advance that we were going to charge them for these things.

In particular, X is priced per unit used during the service. But, when we returned to do service Y, we chose to use some additional product X which required more of product X and more hours than we told them to expect on service Y. We don’t want to charge them for those hours or products, but still want the job cost to be correct.

Is there any way to edit in more detail than just a single bulk override input field? (like multiple “discount” line items?) It isn’t very user friendly for re-working the price of a ticket. It requires you to go outside of Aspire and to print or view estimates while recalculating a total outside of Aspire, and then the inability to explain (on the invoice) to a client why the total of line items equals more than the actual total at the bottom. 

All in all, it just feels like the “manual approval” process for T&M is an afterthought. Afterall, you have to do a “bulk action” one ticket at a time to even do the override function which doesn’t make sense. There should be some sort of workflow queue for manually reviewing all T&M tickets in detail, and the ability to edit or apply discounts or surcharges in detail based on outside information, which is the point of a T&M “requires approval” ticket.

I would work in the draft invoice and make your price adjustments there without changing hrs or mat qty. You can also add line notes or an overall description of edits using invoice notes. 

As for additional work flow, Id encourage you to check the idea portal and either vote on a possible existing enhancement or submit an idea to change the t&m workflow. 

Thanks. FYI - I did some testing and editing the quantity of hours or materials on the draft invoice does not flow backwards into the ticket actuals. But it does mislead the customer unless it’s detailed in the line item. I also learned you cannot apply or add discounts to invoice drafts.

Correct, only the revenue change feeds back.  A discount can be applied at the batch using the add line item bulk action. But I believe its single not multiple lines.....