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- Recording revenue entries
Edit several time entries at once
Select rows on the Time page or any Time report and change task, billed status, date, hours, rate, or description across all of them in one Edit.
What you'll achieve
Fix or reclassify a batch of time entries in one action instead of opening each one, including moving them to a different task and marking them billed.
You'll end up with: Confidence editing a batch of time entries at once: which fields are safe to change together, what Billed actually does, and why some rows get left out.
Before you start
The Time page is a live report on time entries, and like any report on Monument, you can select several rows and change them together instead of opening each one. That covers two different jobs: correcting entries that landed on the wrong task, and marking a batch of already-invoiced history as billed. We'll clean up a week of Sarah Chen's logged time on Riverside Apartments.
Select rows, then Edit
- 1
On the Time page, or any Time report, tick the checkboxes on the rows you want to change.
- 2
Open the bulk actions menu and choose Edit...
- 3
The dialog lists every field a time entry has: Task, Billed, Date, Hours, Billable rate, Description. Each one starts off.
- 4
Tick only the fields you actually want to change, set their value, and click Apply.
Ticking Task doesn't mean every other field resets. Only a ticked field's new value gets written to every selected entry; anything left unticked keeps whatever value it already had on each row.
Move entries to the right task
Tick Task and search for the one they should have been logged against. This is the fix for time that landed on the wrong stage or the wrong project entirely.
Moving an entry doesn't carry its old billability or rate across. The task you move it to works out whether the hours are billable and what rate applies, exactly as if the time had been logged there in the first place. Check the moved entries afterwards if the two tasks bill differently.
Mark entries billed
Tick Billed and choose Marked as billed to record that this time was already billed outside Monument, typically history from a previous system, imported or logged after the fact. This needs Edit access to Revenue on the task the entry sits on; without it, the field isn't available.
Once applied, a marked entry leaves every unbilled total: the dashboard, invoice pick lists, and any report measuring unbilled hours. It shows a Billed status everywhere Monument shows entry status. If the same entry is later actually put on a Monument invoice, its status becomes Invoiced instead, the same as any other invoiced time.
To reverse it, select the entry again, tick Billed, and choose Not billed. Both marking and un-marking a batch are recorded in Monument's audit history, and each entry is applied on its own, so one entry failing doesn't stop the rest.
Add the Marked billed and Marked billed at columns to a Time report if you want to see, sort, or filter on exactly which entries carry the mark and when it was set.
Some rows get skipped, not the whole batch
Two situations pull a row out of the batch instead of failing the whole edit:
- A row locked by something other than the billed mark. An entry that's invoiced, past the edit window, or approved is skipped, with "N locked entries skipped. Bulk override isn't available." shown above Apply. There's no bulk override; fix these individually. See Time entry locks and overrides.
- An already marked-billed entry, when you're changing something besides Billed. Monument won't let a batch quietly rewrite an entry that's supposed to be frozen as billed history. You'll see "N entries marked as billed were skipped. Remove the billed mark first." Untick Billed there, remove the mark on its own, then make the other change.
Troubleshooting
- The Billed field isn't there, or Apply won't include it. Edit access to Revenue is needed on every task the selected entries sit on. Check with an admin under Resources > Access Levels.
- Marked entries can still be edited even though the lock setting is on. That's the un-marking exception: removing the billed mark is always allowed, since it's the one action that puts the entry back to ordinary editable time.
- A moved entry now shows different pay or billing than expected. Expected: the destination task's billability and rate rules took over the moment the Task field changed.
Where this fits next
For the full picture of why an entry can't be edited at all, see Time entry locks and overrides. To bring in a batch of already-billed history from a spreadsheet instead of marking it by hand afterwards, see Import your data.