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“I have run a Billing Analysis report and a WIP Movements Report for the same month – why does the write out figure differ between the two reports?”
This document will explain the purpose of the billing analysis report and provide the reasons why the write out figure on the billing analysis report will not reconcile to other reports.
The billing analysis report is designed to show the recovery of an invoice. For example, to show an invoice posted for £1000, £800 of time is written out and that a recovery of £200 has been made.
The report is not designed to track movements of invoices. For example, to show an invoice was reversed in January and reposted in March, or the movements of write out postings for different dates/periods. This is why the Billing Analysis report may not reconcile with other reports which are designed to track these movements, such as the Time Ledger WIP Movements report or Time Ledger Reconciliation report.
When an invoice is posted into Fees a write out posting is created in Time. It is possible to
increase the amount of WIP written out on an invoice after the invoice has been posted. This
can happen if an invoice is set to write out to a date or if further WIP is written out using the
manual matching screens. The additional write out postings can be posted into a later period
than the original invoice. For example:
The practice posts an invoice in January (period /01) for £1000 to write out £800 to make a £200 profit.
Using manual matching in Time, a further £150 is written out in February (period /02). The bill is now for £1000 to write out £950 (£800 + £150) to make a £50 profit.
This is how the write out figures will be shown in each report:
| Billing Analysis |
WIP Movements |
|
| January |
£950 |
£800 |
| February | £0 |
£150 |
| Total | £950 |
£950 |
The billing analysis is designed to show the recovery made for the work completed. When an invoice is reversed it is removed from the billing analysis report as the invoice does not exist and a recovery has not been made for that date / period. For example:
The practice posts an invoice INV100 to client A001 in January (period 2010/01) for £1000 to write out £800 to make a £200 profit.
If you run the billing analysis at this point in time it will show a billed value of £1000, write out of £800 and a £200 profit.
In March (period 2010/03), the practice realises that the invoice should have been posted to client A002, not A001, so the original posting was made in error. In March (period 2010/03), the invoice INV100 is reversed.
At this point, if you run the billing analysis for January (period 2010/01), the invoice will not be shown.
If you run the Time Ledger WIP Movements report then the January (period 2010/01) will show a write out value of £-1000 and March (period 2010/03) will show a write out value of £1000 (The contra entry).
|
|
Billing Analysis |
WIP Movements |
|
January |
£0 |
£1000 |
|
February |
£0 |
£0 |
|
March |
£0 |
£1000 |
|
Total |
£0 |
£0 |
If you want to look at a particular invoice and find out the recovery for that invoice, then it is recommended that the billing analysis report is used.
If you want to track the write out movements of invoices for reconciliation purposes then the recommended reports are the Time Ledger WIP Movements or the Time Ledger Reconciliation report.
If you require more information about reporting and reconciling your figures, see Reconciling in IRIS Time & Fees.