This topic describes how WIPWork In Progress in WorkflowMax is all uninvoiced staff time and disbursements recorded on client jobs. is written on (or off) and carried forward in:
- invoices based on actual time and costs, and
- invoices based on a quote.
Invoices based on actual time and costs
You can select and deselect tasks and costs, edit time sheets and add more tasks and costs in a progress or final invoice for actual time and costs (an "actuals invoice"). All these actions have an effect on the WIP ledger, as follows:
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Action performed in the invoice |
WIP result in a progress actuals invoice |
WIP result in a final actuals invoice |
|---|---|---|
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Tasks |
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Select a billable task |
Removed from WIP ledger |
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Deselect a billable task |
WIP carried forward |
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Select a non-billable task |
Removed from WIP ledger |
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Deselect a non-billable task |
Remains in WIP ledger |
Removed from WIP ledger |
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Costs |
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Select a billable cost |
Removed from WIP ledger |
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Deselect a billable cost |
WIP carried forward |
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Select an non-billable cost |
WIP written on |
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Deselect an non-billable cost |
Remains in WIP ledger |
Removed from WIP ledger |
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Part bill a cost (reduce quantity) |
Unbilled portion carried forward |
Outstanding balance written off |
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Increase the quantity of a cost |
WIP written on |
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Time sheets |
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Mark time as Future |
WIP carried forward |
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Mark billable time as No |
WIP written off |
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Edit billable time marked Yes (increase hours) |
WIP written on |
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Edit billable time marked Yes (reduce hours) |
WIP written off |
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Mark non-billable time as Yes |
WIP written on |
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Other |
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Deselect an interimAn interim payment (an 'interim') is created on a job where you have invoiced an amount that is to be taken off the total outstanding billable amount for the job. |
WIP carried forward |
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Add a task to the invoice |
WIP written on |
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Add a cost to the invoice |
WIP written on |
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Invoices based on a quote
A progress invoice based on a quote does not create any write offs. A final quoted invoice will remove all WIP from the WIP ledger except deselected interims (percentage or deposit invoices).
Costs from the original quote are automatically marked as estimated costs and are therefore NOT added to the WIP ledger. If you add additional tasks and costs to a quoted invoice, the WIP will be applied to existing WIP entries.
You can add WIP to a job based on a quote as follows:
- Record time against the quoted tasks.
- Add additional billable or non-billable tasks to the job and record time against these tasks.
- Add additional billable or non-billable costs, marked as actuals, to the job.
When the final quoted invoice is created, the write on is calculated and distributed among staff members as follows:
- First, all costs are absorbed by the amount invoiced.
- Then, the balance is allocated pro-rata to the time sheet entries in the job, which will allocate write ons (or write offs) to the individual staff members according to the time they billed to the job.
You can select and deselect tasks and costs, edit time sheets and add more tasks and costs in a progress or final quoted invoice. All these actions have an effect on the WIP ledger, as follows:
|
Action performed in the invoice |
WIP result in a progress quoted invoice |
WIP result in a final quoted invoice |
|---|---|---|
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Tasks |
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Deselect a quoted task |
Remains in WIP ledger |
Removed from WIP ledger |
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Select a quoted task |
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Billable task added to the job (can’t be checked, but time is added to WIP ledger) |
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Non-billable task added to the job |
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Costs |
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Select an billable cost |
Removed from WIP ledger |
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Deselect a billable cost |
Remains in WIP ledger |
Removed from WIP ledger |
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Select an non-billable cost (cost added to the job) |
Removed from WIP ledger |
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Deselect an non-billable cost |
Remains in WIP ledger |
Removed from WIP ledger |
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Part bill a cost (reduce quantity) |
Unbilled portion carried forward |
Removed from WIP ledger |
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Increase the quantity of a cost |
Removed from WIP ledger |
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Other |
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Deselect an interim |
WIP carried forward |
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Add a task to the invoice |
WIP is applied to the existing WIP entries |
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Add a cost to the invoice |
WIP is applied to the existing WIP entries |
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