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The Staff WIP Items report is a Time Ledger report that displays WIP postings, producing a separate page per staff member.
To access reports ensure that the staff allowances 'can see WIP valuations of Time' and 'see Cost Valuations of Time' are enabled.
To produce a Staff WIP Items report complete the options, order, selection and columns tabs in sequence. (See report format topic).
To access the Staff WIP items report:
Enter the Time Ledger.
From the menu select Reports.
Click Staff reports, a sub-menu will appear.
Click WIP items.
The options screen allows you to define the system constraints for the Staff WIP items report.
The following options are available:
Select one of the following options to set the timescale for the Client WIP items report:
Outstanding items only - selecting this option, the Staff WIP items report will only display items that are unmatched.
Click here for the reference for Time Ledger matching.
Current Periods - when this option is selected posting made between the earliest and latest current periods will be displayed.
Click here for the reference for Time Ledger Periods.
Last periods up to - if you select this option the field to the right becomes available. Here you can enter the number of periods (prior to the most current period), that you wish to run the report for.
For example, if the number 2 is entered into the field, postings made into the current period and its preceding period will be displayed.
The minimum number of periods to be covered is 2.
Time Periods From - if this option is selected the fields 'from' and 'to' become available. Here you can enter the start and end of a period range that the report is to be run for.
Dates From - if this options is selected the fields 'from' and 'to become available. Here you can enter the start and end of a period range that the report is to be run for.
The following options can be set to add further definitions to the report:
Exclude staff with no items - select and all accounts that have not been posted to will be excluded from the report.
This option refers to staff not have any WIP postings within the timescale set in select WIP items.
Include time - select to include time to include postings made to record staff time. For example, a posting for one hour with client A001.
Include expenses - select to include staff postings made to record expenses. For example, a posting for £20 of mileage.
Include chargeable - select to display WIP postings recorded on client account.
Include non chargeable - select to display non chargeable postings.
Show subtotals only - every staff member that satisfies the Selection criteria will be included in the report. The information will be subtotalled by the first sort criteria selected under the Within client sort WIP items.
This section is used to define the sorting of information that will be displayed on the report.
On the left of the screen, items suitable for sorting the report by are listed (the sort options differ between the reports, depending on the report subject matter).
When selecting the items you would like to Sort by, it is important to remember the order that the items are ticked will be the order of the sort. A good starting point is to remove all the ticks on the left of the screen before selecting the sort items.
For example, to group all the postings on the report by the staff identifier, select Staff Identifier. This will be displayed on the display in the centre of the screen.
It is possible to sort the clients further within each staff identifier list, to achieve this tick a second sort item such as posting date. The posting date will then be displayed under Staff Identifier in the centre of the screen.
Be careful not to sort by too many items, also check the order the report will be sorted by looking at sort order on the right side of the screen.
A good rule to follow is to Sort by the item there are fewest of in the system first, up to the item there are most of in the system last, for example (the number in brackets shows the number of that item registered in the system):
First Sort: Partner (3)
Second Sort: Manager (6)
Third Sort: Staff Name (35)
This will provide you with a sensible report output.
The items selected to sort by have not relation to the information included in the report, this is defined under the Columns tab. You may sort by items that will not be included under the columns (for example, you may want to group clients by Partner responsible, but not include the partner column on the report).
On the right of the screen is the Sub-totals by column. Here it is possible to generate a subtotal for any item you have selected on the left of the screen under Within Staff member Sort WIP items by. The exceptions to this are the items such as date, because these are unique a subtotal for each would be unnecessary.
Usually a subtotal is not needed by the first item that has been Sorted by, be careful not to Sub-total by more than two items, this could create a confusing report (the system will warn you if this is likely).
If show subtotals only has been selected within the options section, only the lines containing the subtotal information for the first item you sort by will be included on the report. For example, if Job Type is selected as the first item within the Staff Sort WIP items by section, job type is selected within the show subtotals only section, and show subtotals only is selected within the options section, then one line will be included on the report for each job showing a subtotal of WIP.
To continue the Staff WIP items reporting help topic click on the order tab at the top of the screen, and here for the topic for using the order tab settings.
Staff reference
Staff WIP Items reference
Reporting Overview
Reporting Format
Recommended reports
Memorised reports