Step by step guide to identifying and correcting your job data in WorkflowMax

You’ve landed in this section because you answered NO your business does not report on the invoiced value of time in the WIP Ledger. We recommend that you read the instructions below, in full before proceeding, and keep them handy to refer back to.

How to identify the jobs and invoices which are affected

The steps below will help you identify a list of jobs that may require some action.

Go to Reports menu > Report Builder > Samples tab and click into the report called ‘EB - Jobs with addition time in WIP Ledger’.

Preview the report and assess the job/s:

  1. This report displays the invoice numbers which may be affected along with the associated job number. Please note the invoice number, and then right click on the job number to open the job in a new tab and go the financial tab
  2. Scroll down to see the invoices section - click into the affected invoice. If there is a timesheet tab on the invoice, there is no issue. If there is no timesheet tab, continue to step three.
  3. Go to “Reports > Report builder > Samples tab” and run the report called  ‘EB - WIP detail report per job - totalled by task’  entering the Job Number in the criteria to view the WIP ledger transactions for this job.
  4. Find the entries with a Ledger Type of 'Additional Time'. The Ledger Description in this report is the Task Name. Review the timesheet transactions for these tasks to identify the time that relates to the affected invoice, does the ‘Billed’ field show ‘No’?

 Go to sections B) and C) below to understand your next steps.

     5. If the ‘Billed’ field shows as ‘Yes’ on the timesheet transactions and the invoice              number is ‘WIP Cleared’, a user has written off the timesheet transactions.

Go to section A) below to understand your next steps.

     6. If the ‘Billed’ field shows as ‘Yes’ on the timesheet transactions and the invoice             number is different from the invoice number on the ‘Additional Time’                               transaction, you may have invoiced this time more than once.

Go to section D) below to understand your next steps.

Once you have identified the affected job and invoices, please follow the steps below that match your situation.

How to correct the jobs and invoices which are affected

A) Time is no longer in Estimated Billings and has been written off

Time that was available to be invoiced has been identified and written off already. 

As this time has been invoiced, and you don’t report on the invoiced time and write on/off value of timesheets, you don’t need to take any action. The write off process that has already taken place has marked this as invoiced for a 0 dollar amount. If you would like to reverse this write off, you can use the 'Undo WIP Write Off' button within the financial tab of the job.

B) Time remains in Estimated Billings but the job is complete

The job may have a status of ‘Completed’ and/or all of the invoicing has been completed.

In this situation, on the financial tab of the job click on the ‘Remove from Invoice List’ button on the left. This will write off the timesheets effectively marking them as invoiced for 0 value and remove the time from the Estimated Billings.

C) Time remains in Estimated Billings and the job is still in progress

Further time has been added to the job and/or there will be invoices raised in the future.

You will need to raise a new invoice to correctly update the timesheets that have already been invoiced. This will then remove the time from Estimated Billings, ensuring you don’t invoice the time again in future.

  1. Create a new invoice based on Actual Time and Costs from the financial tab of the identified job. This is a 0 value invoice for internal purposes only.
  2. Go to the timesheets tab on the invoice and select the ‘Future’ button on any timesheets that are yet to be invoiced for your current billing period.
  3. On the invoice screen, change the invoice to a pricing mode of ‘Fixed Price’ if you need to override the calculated task amounts to equal those on the affected invoice
  4. Add a cost item to the invoice called ‘Reverse Additional Time’ and enter the “quantity” as a “-1”. The “Unit Price” field needs to equal the total of the invoice. This will generate a credit line and the invoice should now have a total of 0.00.
  5. Approve the invoice. 

D) The time is no longer in Estimated Billings and may have been invoiced more than once

An invoice has been raised on the job after the invoice number highlighted in ‘EB - Jobs with addition time in WIP Ledger’. This has meant that a customer may have been invoiced more than once.

To confirm if a timesheet has been invoiced more than once:

  1. From this job, click into the invoice/s dated after the invoice you initially identified  
  2. View the timesheet tab to see if you have previously invoiced time on this invoice.

Note: You could have more than one invoice on a job that may need to be reviewed.

If you find that time has been invoiced more than once, you may need to credit your customer. To do this:

  1. Raise an invoice based on Actual time and costs
  2. Untick the ‘Bill’ check box for any tasks that come through to the invoice
  3. Add a cost item to the invoice called ‘Credit’ and enter the “quantity” as a “-1”. The “Unit Price” field needs to equal the total of the invoice. This will generate a credit line and the invoice should now have a total of 0.00.
  4. Approve the invoice credit
  5. If you use Xero, you should login and apply the credit to the unpaid invoice. In WorkflowMax/Xero Practice Manager, manually apply a payment against the credit invoice

If you have any questions, please raise a case.

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