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Projects: Reporting - Bills assigned to a Project

Ability to to show periods of bills that haven't been matched to a Xero project.

Purpose: to confirm that all bills are being assigned to properly to Project.

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AdminXero Team (Admin, Xero) shared this idea  ·   ·  Report…  ·  Admin →
delivered  ·  AdminKelly Munro (Community Manager, Xero) responded  · 

Hi everyone, thanks for your patience. Ability to view bills that have not been assigned to a project is now live to 100% of users.
To access this feature;

  • Click the 3 dot drop down menu from the Bills list screen
  • Select 'Bills not assigned to projects'

You'll be taken to a page where you c an select the date range for viewing bills that have not been assigned to a project in your organisation, where you can then edit and assign each bill.
Alternatively, go to Projects and select Add > Expenses from bill to get to the same screen.On a separate note - taking on your recent feedback I do want to confirm that this feature is limited to Bills at present and does not extend to Sales invoices.
We understand the importance of being able to make use and understand dates associated to projects - We made some updates to our help over the past few months to explain the dates used when reporting on Projects. When it comes to sales invoices assigned to Projects these will be reported based on the date of the invoice, when the revenue is realised. To capture both dates at which an expense and revenue related to a single project is realised you'll need to run the report for a date range to view both the expenses (billed) date and revenue (invoiced) date.

Show previous admin responses (5)
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  • Wynn Owen commented  ·   ·  Report

    As a workaround I have to extract data from Xero to Excel and run various vlookups to reconcile bills not assigned to projects which is extremely inconvenient since we pay for Projects module!

  • Josh Buesking commented  ·   ·  Report

    So i'm seeing this in the Feb 1st released product update but I'm not seeing anything more about it or figuring out how to use? Anyone see this?

    "Bills with line items that are not assigned to a project will now be included in searches, to help you quickly find and assign expenses to relevant projects"

  • Andrei Huber commented  ·   ·  Report

    Hi @Kelly Munro, is the idea still under review? It would be great to have this reporting ability so we can see which transactions have not been assigned to a project yet.

  • Veronica Rhodes commented  ·   ·  Report

    Hi Kelly
    Thanks for your update from October 2022. Like everyone else in this thread, I have been watching and waiting for a positive "Under Review" update. As a small business, we have several larger clients that we have introduced to Xero Projects but the inability to run what is widely considered a very simple reconciliation report to accurately audit project cost assignment is a "fail". It detracts and makes a critical need, tedious with software that is (generally) about ease and efficiency. Excellence in isolation, downgrades the whole system. Any update you can provide so that we can keep our clients optimistic that a solution is imminent, would be appreciated. Thanks

  • Shahiq Sarkar commented  ·   ·  Report

    Following up for any updates, I need to be able to submit a report to government on all invoices linked to a project. At this stage I am forced to maintain a separate excel sheet which is double handling

  • Lee Langridge commented  ·   ·  Report

    The same ability with invoices as well would be really useful to rec clients raising invoices to make sure they have all been allocated against projects.

  • Coast & Country Plumbing - Sarah commented  ·   ·  Report

    Reconciliation is a necessary and basic part of accounting - how could we not want to reconcile our projects against our bills to ensure all costs were captured and invoiced? I was shocked that this was not part of the xero system initial set up - especially at the cost that is charged to use Projects.

  • Kris Sparks commented  ·   ·  Report

    @XeroTeam - yes, please keep us 'looped in' on progress as promised...

  • jon Allen commented  ·   ·  Report

    Another 3 months - an update on "under review"?

    This was when it was added here Nov 26, 2018

  • Nic McCondach commented  ·   ·  Report

    Critical functionality. Currently no way to be sure that every expense assigned correctly and could result in lost revenue to our clients. Human error happens!

  • Keryn Williams commented  ·   ·  Report

    Very good to hear. Xero Projects is not cheap so this critical functionality will provide better value for my clients.

  • Samuel Akinin commented  ·   ·  Report

    Hi Xero Team,

    Our team is struggling to reconcile our projects with our actual accounting.

    We would appreciate an incoming update that gives us the ability to:

    1. Create a connection/association between accounts and projects so it is reconciled.

    2. A way to search from the database of invoices, all the invoices that have not been allocated to a project.
    It could be as easy as creating a automated project category called "unallocated", where if an invoice is created an not manually allocated it gets automatically allocated to this project code.

    Looking forward to a prompt and positive response.

    Thanks for your support in advance!

    Samuel Akinin

  • Khyati Shah commented  ·   ·  Report

    How can we find out about an update on this report? I am super keen to look into this once it is ready.

  • Alison Blackwood commented  ·   ·  Report

    I attended the Q4 update today and guess what, "Xero Projects - Unassigned Bills" reporting is No 2 on their 90 day roadmap! On the Q4 Handout it says:

    "On Xero Product Ideas, ʻShow unassigned billsʼ is Xero Projectsʼ second most-requested customer feature and Xeroʼs ninth most-requested feature! So weʼll be providing an easy way for Xero Project users to search for bills with line items that are not assigned to a project– helping them track their project expenses and stay profitable."

    PERSISTENCE PAYS OFF! Yay!

  • jon Allen commented  ·   ·  Report

    Deafoning abscence of progress on this item again but the good news is masses of man hours have been invested in putting graphs in reports...does anyone listen to the users about what is important?

  • Christopher Paulson commented  ·   ·  Report

    @Mark Spencer & @Sofia Perkins: MYOB AR + AccountingAddOns Excel Pivot GL.

    MYOB AR has the same basic limitation as Xero reporting - there is no transaction report that will let you find and correct transactions missing a job number.

    Running Accounting AddOns Excel Pivot GL will find these by querying the GL through the MYOB API and then report them in a pivot table as (unassigned). Once found, they can be corrected in MYOB. We use this tool to ensure that every single transaction running through the business is coded to a job, so our management accounting ties exactly to our financial accounting.

    With the job hierarchies in MYOB this also allows for business unit reporting that is fully reconciled to the overall financial P&L.

    We are currently at about 3000 jobs in MYOB AR, and this is starting to degrade the file performance, so we're now looking for another option- Odoo, MYOB Advanced or perhaps even QBO (which allows for actual payroll expenses to be posted into Projects, not just estimates).

    I'd love to go back to Xero - it has the best interface and app store, but the inability to use unlimited tracking categories is a deal-breaker that Xero Projects has not fixed.

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