Incorrect advance calculation despite (hourly) increase in performance
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Ilko Mauruschat
Observed error:
- In the new advance invoice, Projo does not take over the hours already billed from the previous invoice.
- This results in a negative invoice amount even though there has been progress in performance.
- Even when you create a new invoice, the same error occurs again.
-The setting “only list recent times” is not activated in the contract and can be ruled out as a source of error.
- What is striking is that the billing rates were apparently automatically changed (presumably without our intervention) from XX6 €/h to XX5 €/h on 10.04.2024, which does not correspond to the contractually agreed amount.
-> suspected error: Projo is no longer able to correctly allocate the current hours due to different billing rates.
Strange is:
- that all previous invoices up to May 2025 were still settled at the correct rate (XX6 €/h) (although this was allegedly changed a year earlier on 10/05/24)
- This suggests two possible causes:
-> Either the change in hourly rates was created recently, but was given an incorrect, older timestamp;
-> or the software has ignored the different setting so far and has only now taken it into account when generating the invoice.
-> The malfunction is reproducible in the specified contract and may also affect other contracts where advance invoices were created in the same system configuration.
Please check:
• Under what conditions can there be automated (authorless) changes in hourly rates? (In “Show change per field”, no author is shown, I can't remember having changed that either)?
• Under certain conditions, has Projo ignored billing rate changes so far, which you may have now changed in an update? (so that I have not noticed the incorrectly adjusted hourly rates so far because they have not been adopted?)
• Under certain conditions, does Projo not enter an incorrect date stamp or the author in “Show changes per field”?
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Ilko Mauruschat
Hi Arne Semmler, thanks for watching this already. Here is the corresponding screenshot for explanation. In the example from May 2025, the settlement of the affected item (s) has changed from 3.75 hours to 0.00 hours... as it concerns several items in an advance billing run, the total invoice amount is negative. That's why I came to the conclusion that Projo would probably no longer be able to allocate the billing records. But why only now?
Arne Semmler
Ilko Mauruschat But did Projo automatically enter the 3.75h on your screenshot?
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Ilko Mauruschat
Arne Semmler Hi Arne, yes the 3.75 hours were automatically entered by Projo in the previous invoice from the “automatic” hours. However, as described, these were not included in the new invoice (although these are advance invoices, not individual invoices.)
Arne Semmler
Hi Ilko Mauruschat! Thanks for the detailed description! First of all: if changes with a time stamp but without an author are displayed by projo, then they are in fact usually entries created automatically by projo (e.g. through recalculation jobs, etc.). Thank you for observing that there were changed billing rates, although this should not actually mean that billing no longer takes place.