In Allfred, two types of budget items can be labeled as "DELETED":
Non-budgeted items: Initially active items created in projects by default, used before assigning an official budget to the project, containing tasks and tracked hours. If there are no tasks and hours tracked in this budget item, it will disappear right after assigning a budget to project.
Learn more about not-budgeted items here.Items from previous budgets: Items that belonged to previously assigned budgets but are not part of the currently active budget. These may still have tasks with tracked time or some expenses or outgoing invoices attached.
In general, budget items labeled DELETED will be automatically removed if they do not contain:
Any tasks with tracked time
Any expenses
Any outgoing invoices or used credit from a credit account
Below you can find step by step guide on how to remove items with label DELETED from the project.
Note: If, for any reason, you prefer not to transfer data from a DELETED budget item to another active budget item, you can easily hide it from your overview to avoid distraction. Simply use the settings icon to manage visibility.
Move tasks to another budget item
If there are some tasks with tracked hours, you need to move those tasks to another budget item within the project or to another project.
Open the task detail view.
Click on the 'Move' button.
Edit the task name if necessary.
Select the new project and budget item for the task.
Update the task description if needed.
Revise details like the deadline, status, or priority for the new project or budget item context.
Click 'Move' to complete the action.
The task will open in its new project location, and tracked hours will move with it.
Budget items with the label DELETED will disappear shortly after moving all the tasks. (note: It may require refreshing your page)
Deleting the task may be also the solution, however you can delete the task only when there is no time tracked. First you need to either delete the tracked time or transfer the tracked hours to another task within the same project or to the different one.
Re-assign the expenses to another item
Expenses linked to a DELETED budget item prevent its removal. To resolve this, reassign those expenses to another active budget item:
Navigate to the Expense detail by clicking on the Expense ID/Number.
In the expense detail, select the appropriate Brand, Project, and active Budget Item.
Save the changes.
Repeat this process for all expenses linked to the DELETED budget item.
Important note: Once an expense is saved as Approved, only users with the role CFO or Admin can modify these details.
Edit the outgoing invoices linked to the item
The DELETED budget item also cannot be removed if linked outgoing invoices exist.
You have two options:
Option 1: Delete the outgoing invoice
Navigate to Finance → Outgoing invoices.
Click on the Actions icon (three dots) next to the relevant invoice.
Select Delete (only Admin or CFO roles have permissions).
Option 2: Edit and reassign the invoiced amounts
To adjust the invoice without deleting it, follow these steps:
Click on the invoiced amount linked to the DELETED budget item.
Click on the invoice number and select Edit.
Proceed to the second step of invoicing. Ensure that already invoiced items are displayed.
Locate the DELETED budget item. Copy its invoiced amount, set its value to zero, and deselect its checkbox.
Reassign the copied amount to another active budget item by increasing its invoiced value accordingly.
Move to the third step and click on Generate from budget items.
Click on Update to save your changes.
This approach ensures accurate invoice data and allows the removal of budget items labeled DELETED.