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When an invoice is posted through adhoc posting or batches, the detailed write out screen can be used to write out WIP from multiple jobs.
This screen provides additional options when removing WIP from a clients WIP account.
Using the detailed write out screen provides additional options when removing WIP from the clients account.
These include:
It is possible to select as to whether Time or Expenses are removed
Finalise interims up to a specific date
Decide how much of the invoice is to appear in the Time Ledger
Use the All jobs button to remove WIP quickly from clients with many jobs
Cross billing allows for WIP to be written out from more than one client
with a single invoice.
To invoice a separate client:
Enter the client (different to the client being invoiced).
Enter the job type (if used).
Enter the amount billed (if jobs used).
Enter the amount of WIP to be written out.
Enter VAT rate and VAT amount.
Enter Nominal Code.
Click Add to W/O or OK.
To post an invoice to more than one job a routine must be followed in
which the client, job type, amount billed and write out details must be
entered.
To post an invoice to more than one job:
Enter the Client that time is to be written out.
Enter the Job Type.
Enter the amount billed to the job.
Choose a write out method.
Enter VAT rate and VAT amount.
Enter Nominal Code.
Click Add to W/O to confirm the details.
Repeat steps 1-4 for the remaining jobs.
Click
OK to post the invoice.
OK will display once the billed amount on the jobs equals the total value of the invoice. Click here for further details on the billed amount field.
The Billed Amount field within the detailed write out screen, refers to the value of the invoice that is to be billed to a job type.
When an invoice is posted to more than one job type the billed amount must be apportioned between the job types.
For example, an invoice posted to a client for £1000 for work completed on accounts, Audit and Tax. The values entered in the billed amount field for Accounts, Audit and Tax must total £1000. (The value of the billed amount is displayed in the Billed to T/L screen within the detailed write out screen).
The effect the billed amount field will have on the WIP ledger, will depend upon whether a final invoice or an interim invoice is posted.
When a final invoice is posted, the billed amount field can be used
to calculate whether the job type has made a recovery (profit or a loss):
Billed Amount less Write out = Recovery
(Cash expected) (Charge) = (Profit / Loss)
The Billed Amount field will not remove any outstanding WIP when a final invoice is posted. To remove WIP a write out, instruction must be posted.
Below is an example of how the billed amount field can be used to give further detail of the type of work that have profitable on a clients account:
Client A001
Invoice Value:£1000
| Job | Billed (£'s) | Write Out (£'s) | Profit/Loss |
| Accounts | 300 | 400 | 100 Loss |
| Audit | 300 | 300 | Break even |
| Tax | 600 | 300 | 300 Profit |
| Total | 1200 | 1100 | 100 Profit |
The example above shows that client A001 has been invoiced £1200 and a £1000 has been written out. A £200 profit has been made as £200 more will be invoiced that the charges incurred. The billed amount field can be used to show further details as to what aspects of work for the client has been profitable.
For example, the client has been billed £300 for job type Accounts, and £400 has been written out and so a £100 loss has been incurred on this job type. However, client A001 has been billed £600 for job type tax and £300 of costs have been written out and so job type Tax has been profitable.
When an interim bill is posted, the value entered in the billed amount field will reduce the WIP figures by this value. For example, enter 200 to reduce the WIP balance by £200. This will not write out (remove) WIP but will post a credit on account, which is used to make an adjustment to the clients net WIP balance.
Click here for further details on credit on account.
The detailed write out screen provides the option to write out either
time or expenses with an invoice. This can be used if it is required to
only remove expenses, or only remove WIP, when they are both present on
the clients account.
The following options are available:
Select Time and deselect Expenses. The invoice can only write out time and the expenses will remain on the clients account.
Remove Expense
Select Expense and deselect Time. The invoice can only write out expenses and the time postings will remain on the clients account.
To remove both Time and Expenses with the write out, select both Time and Expense.
By default both the time and expenses options are selected.
The Detailed Write Out screen
provides the option to post a write out to specified staff members with
an invoice. This can be used if it is required to specify to write out
particular staff member WIP postings from a client account.
To use this option:
Select the Add further conditions to write out option.
Enter the Client that WIP is going to be removed from.
Enter the Job Type.
Enter the Amount of WIP.
Enter the write out method.
Enter VAT rate and VAT amount.
Enter Nominal Code.
Click Add to write out.
The write out extra criteria screen will display. Click here for the write out extra criteria help topic.
The Detailed Write Out screen
provides the option to post a write out to specified work type with an
invoice. This can be used if WIP has been posted to a clients account
with different work types and it is required to specify one or more work
types to remove.
To use this option:
Select the Enter the Client that WIP is going to be removed from option.
Enter the Job Type.
Enter the Amount Billed.
Enter the write out method.
Enter VAT rate and VAT amount
Enter Nominal Code
Click Add to W/O.
The write out extra criteria screen displays. Click here for the write out extra criteria help topic.
The Billed to Time Ledger field is used to determine the value of the invoice (ex VAT) that will appear in the Time Ledger. The billed to time ledger figure defaults at the invoice value, as entered on the Fees Posting screen.
As an invoice is posted within the Fees Ledger (invoicing through adhoc posting or batch posting) a proportion of the invoice can be passed to the Time Ledger. This allows invoice totals affecting the Time Ledger to be adjusted to change the recovery reporting within the Time Ledger.
Practice's may wish to adjust recoveries using this feature for a number of reasons, including discounts. By posting an invoice with discounted VAT rate the net amount (ex-VAT) will not include the discounted value. By adjusting the amount passed to the Time Ledger the discounted value can be accounted for.
For example, a practice would like to offer a 10% discount on an invoice for £100 net (or £117.50 gross). The invoice is posted with a discounted VAT rate of 15.75%(10% of 17.5%). to offer the client a net value of £90 and a total value of £105.75. To pass the net value of £90 to the time ledger instead of £100 the amount passed to the Time Ledger must be adjusted.
The Apportion options is used as a quick method to calculate the billed amounts of jobs, when an invoice posted to multiple jobs. Click here for the help topic for the Apportion option.
When a final invoice is posted the billed amount can be weighted by write out amounts, or even split by revenue
1/ Weighted by write out amounts
'When a write out is posted to a value then the billed amount is apportioned by the write out value entered. The specific example below shows a scenario where an invoice is posted to £1000 and the write out value totals £500.
Invoice Value: £1000
| Job Type | Billed Amount | Write out Value | VAT Rate | Nominal Code |
| Accounts | 400 | 200 | 70 | 2 |
| Tax | 400 | 200 | 70 | 2 |
| Audit | 200 | 100 | 35 | 2 |
When a write out is posted to a date, to all, or unspecified or a combination of these the billed amount is calculated by dividing the billed amount by the number of jobs posted to.
For example:
Invoice value of £1000 for three jobs
| Job Type | Billed Amount | Write out Value | VAT Rate | Nominal Code |
| Accounts | 333 | 500 | 58.33 | 2 |
| Tax | 333 | 31/06/02 | 58.33 | 2 |
| Audit | 333 | Unspecified | 58.33 | 2 |
2/ Even split
The Even split option calculates the billed amounts on each job by dividing the invoice value by the number of jobs. For example, if an invoice has been posted for £1000 and is to be posted to 2 jobs the billed amount for each job will be £500. If this was split between 4 jobs the billed amount will be £250
3/ Apportions for interim bills
When an interim bill is posted the billed amount can be split as an even split by residue. This calculates the billed amounts on each job by dividing the invoice value by the amount of jobs. For example, if an invoice has been posted for £1000 and is to be posted to 2 jobs the billed amount for each job will be £500. If this was split between 4 jobs the billed amount will be £250.
All Jobs
When a final bill is posted, the All Jobs option can be used as a quick method of Writing out WIP from multiple jobs.
There are three options available:
All Outstanding
This will remove all outstanding WIP on all jobs for the client. This can be used as a quick method of clearing all WIP from a clients account with an invoice.
Click here for further information for writing out all outstanding WIP.
Total Value
WIP will be removed from the clients account as entered on the screen. For example, £500
The total value option apportions Write out values for each job types using the following formula:
Job WIP Balance X Value Entered
Client WIP balance
For example:
Client A001 has a WIP balance of £1000. This total is made up of £500
on Job accounts, £300 on job tax and £200 on job Audit. The total value
written out for the client is £500.
The write out for each job type will be:
| Job Type | WIP Balance | Write Out |
| Accounts | £500 | £250 |
| Tax | £300 | £150 |
| Audit | £200 | £100 |
Click here for further for information on writing out to a value.
To date WIP will be removed from all job types to the date as entered on screen. For example, enter 31/10/2002 to remove WIP from all job types until the end of the date.
Click here for further info on writing out to a date.
An interim bill can be finalised from a clients account by posting a final invoice.
The do not finalise any interim invoice dated later than option within the detailed write out screen makes it possible to retain interim bills on the client account after a specific date.
For example, if interim invoices have been posted every month from January 2002 to March 2003 and a practice would like to finalise all interim bills posted for the year 2002 To exclude all interims posted within 2003 the date 31/12/2002 can be entered within this option.