WIP Detail

Purpose

The WIP Details page provides facilities for project managers to annotate the invoice narrative and to record instructions to the finance team to be followed when preparing each invoice.

From within this page, project managers can also alter WIP values by writing up/down or deferred the value prior to invoicing.

Additional Details

The WIP Details page has a dual purpose:

▪The top half of the page shows a summary of WIP value that will be invoiced. Menu and Edit icons allow further drill-down pages to defer, write off or edit these values.

▪The bottom half of the page allows the user a WIP Action, WIP review complete and 3 sets of notes to be recorded.

oA WIP status drop down also allows some workflow procedures to be implemented. For example, the project manager can define whether the WIP review process is on-going or complete, and also provide instruction as to whether the project is to be included or withheld from the invoicing process.

oNarrative to be printed in the invoice header (describing the work carried out)

oPrivate instructions to finance which do not appear on the invoice - A History button is provided a log of the communications posted by the project manager to the finance team.

oGeneral notes regarding invoicing this project

Operation

The top grid shows a summary of charges previously invoiced and also the value of WIP to be charged for each task, and the bottom half of the page allows notes and instructions to be recorded regarding the invoice content. WIP values are altered by clicking the icon in the first column or by double-clicking a line. This loads a more detailed page which WIP may be edited, deferred or written off.

Tasks which have WIP due to be charged and tasks which have previously been invoiced are included in the summary view, however, only tasks which have chargeable WIP, deferred or written off amounts may be edited.

For example, if a task has been invoiced and is now complete, it will show in the list so you have the complete picture of the total value invoiced but it’s WIP value is zero. Because the WIP value is zero it is available to view but not to edit.

WIP Values (grid in top half of the page)

If you have access to edit WIP, either edit or menu buttons will appear alongside each task. This is where you change the actual WIP values before they are invoiced.

Editing time-charge WIP - The Edit Timecharge WIP page allows you to edit the amount to be charges. Amounts may be deferred, decreased (written off), or increased (written up) to get the value you require. The edit option leads you through a series of pages, each one containing more information than the one before. At each stage you may write off or defer in bulk, until finally drilling down to the individual timesheet lines.

WIP_EditSchematic

Page	Available Functions
WIP Detail	This page shows the total hours and charges for the selected task. From here you can edit the charges in bulk:
	Write-off set amount:	Allows you to write of a set amount without having to drill down to write off individual timesheet lines. For example, if the total for the task was £8,716.50 and you wanted to invoice a round £8,000, you could enter the £8,000 amount to be invoiced and the system would write off £716.50. The lines are written off in reverse date order. That is; the earliest time is invoiced and the later time is written off. If you need to be more specific on whose time is to be written off you would drill down to the staff totals to choose which staff time to write off.
	Defer a set amount:	This allows you to defer a set amount without having to drill down to defer individual timesheet lines. It works the same as the above write-off action except it defers rather than writes off time.
	Drill down to staff totals	This option drill down to a page showing total time and charges by employee, in order to choose the employee whose time is written off or deferred.
Time-Charge WIP By Staff	This page shows the total hours and charges for each employee for the selected task. From here you can edit the charges in bulk for a selected person:
	Write-off set amount:	Allows you to write of a set amount for an individual employee without having to drill down to individual timesheet lines. It works in exactly the same way as the task totals but just for the selected employee. The lines are written off in reverse date order. That is; the earliest time is invoiced and the later time is written off. If you need to be more specific on whose time is to be written off you would drill down to the staff totals to choose which staff time to write off.
	Defer a set amount:	This allows you to defer a set amount for an individual employee without having to drill down to defer individual timesheet lines. It works the same as the above write-off action except it defers rather than writes off time.
	Drill down to timesheet details	This option drill down to a page showing individual timesheet lines along with any timesheet notes. This page allows you to choose which timesheet lines to write off or defer.
Time-Charge by Timesheet Line	This page shows the individual timesheet lines which make up the WIP charges
	Write-off set amount	Allows you to write off a set amount of the line
	Defer line	Allows you to defer the whole line until the next invoice. Partial deferral is not possible at this detail level.

Writing-Off

Writing off charges permanently reduces the amount to be charged, writing off the difference. Writing off affects employee utilisation as the hours written of are not chargeable. Note that this does not change the hours booked by the employee. Behind the scenes on the timesheet line, the hours booked and hours chargeable are held separately, with any difference between the two held in a written-off field. This way the written off values can be reported on.

Invoice Instructions (bottom half of page)

To record instructions enter your information into the edit boxes as required and click the Save or Apply button at the bottom.

Item

Description

WIP Action

This is a quick WIP status to indicate to finance the status of WIP review by managers:

Option	Description
No action	No action to be taken
Review	WIP is under review by project managers
Prepare invoice	WIP has been reviewed and is ready for invoicing
Edit WIP for invoice	WIP needs to be edited as per instructions
Edit WIP no invoice	WIP needs to be edited as per instructions
Job complete - close	Invoice if required and then close the project

WIP review complete

Check the box to indicate your review of WIP is complete, ie. tick off the job.

Text to appear on the invoice

Any text entered here will feed through to the invoice and appear in the invoice header.

Instructions to finance

Private instructions to finance. Text entered here does not appear on the invoice.

General notes

Operation

The page below shows the most detail level – a list of individual timesheet lines which make up the value of WIP to be charged this period. There are similar, more summarised pages showing totals by task and by staff and these operate in exactly the same way as described here. To edit a line, double-click it, or click the edit icon in the first column.

A pop-up page allows the values to be changed. A similar pop-up page is available at each level within the time-charge WIP edit pages.

The edit options are:

Invoice the original WIP amount	Invoice the original calculated WIP value
Defer the amount, invoicing nothing this time	Defer the timesheet line, withholding it from the invoice.
Invoice a specific amount	Edit the amount to be invoiced, either up or down. The difference is permanently written off.

Click here to see a list of the columns which appear in the top grid