Plan: Not Available: Intermediate, Pro Available: Elite
Users: Not Available: All users Available: FYI Admins or User Group permissions
Practice Management Source: Not Available: Xero Practice Manager, APS, Iris, MYOB AE & AO, CCH, MYOB Practice Management (formerly GreatSoft) Available: FYI
Work In Progress (WIP) is the measurement of completed work that is not yet billed to clients. WIP is the total of submitted uninvoiced time that has not been written off, plus disbursements, less any Interim invoices, for your client work for any given period.
Access to view and manage WIP is restricted to FYI Admins and users assigned to a User Group with the relevant permissions enabled.
Displaying Work In Progress (WIP)
There are various ways you can view and access WIP information in FYI. Individual WIP for time and disbursements can be viewed on an invoice, and from the Time List, while total values are available on the Job Summary and Job Lists in FYI.
WIP is allocated when creating an invoice with the Invoice type Progress or Final. Refer to Invoicing Overview.
The Create Invoice drawer displays the selected jobs and the corresponding WIP amount outstanding. Clicking on the Job displays the Add Time window to allow you to select or deselect time entries to be included on the invoice.
The Add Time window will also display Write On/Off allocations for the selected Jobs when creating the invoice.
Note: When creating a Progress or Final invoice, a Minimum Amount will be applied to the selected Workflow Jobs, based on the total value of the interims for the respective Billing and Workflow Jobs. Users will not be able to enter an Invoice Amount less than the Minimum Amount.
Refer to Create a Progress, Final or Disbursement Invoice.
The Jobs List can be used to view the WIP for any given period across all jobs. To view the WIP information, add the WIP and Write On/Off columns to your job list. Refer to Adding, Removing, and Moving Columns in Lists. This list can be viewed when displaying the Client - Jobs and the Home - My Jobs tabs. Refer to Using the Jobs Lists.
You can make changes to the layout of the Jobs List to display all relevant columns and save the View. Refer to Saving Changes to the View Layout, Modifying and Deleting Views.
Tip: You can sum the total value of WIP and use the grouping function to view WIP by Job Manager or using custom fields such as Office. Refer to Grouping Jobs Lists.
To view the WIP for a job, select a Job and open the Job Workspace to display the Job - Summary tab.
The Financial Details section is displayed on the left under the Job Details and Assigned Users sections.
For details on time, disbursements and Interim invoices for the job, navigate to the Time tab in the Job Workspace.
To include the WIP calculations on a report, select a view that contains the WIP and Write On/Off columns or tick Include All Columns when creating a report. Refer to Creating Reports from Excel Report Templates.
The WIP and Write On/Off columns will be included on the Data - Jobs tab, and can be added to the Report tab Pivot Table if required.
Managing Work In Progress (WIP)
Allocating WIP
By default, the invoice amount is distributed proportionally across the time and disbursement entries of the selected jobs. When opening the Add Time window on an invoice, proportional WIP allocation is indicated by the yellow background.
Users can manually update the Invoiced Amount and Write On/Off values for time and disbursements to manually allocate WIP. Formulas can be entered to calculate the values, for example, calculating a percentage of the time entry.
Non-Proportional WIP allocations are indicated by a red background on the Add Time window.
Manually allocating WIP ensures that pro rata adjustments will not impact individual staff members, for example:
- If a partner wants to offer a goodwill discount, the write-off can be allocated to themselves.
- Write-ons can now be credited to the staff member who outperformed the job budget, rather than being split among the team.
- If an error occurs on the job that requires re-work, the individual user can absorb the write-off.
If required, users can click the Proportional Allocation option to reset the WIP values proportionally. If WIP has been allocated non-proportionally, and then the invoice is edited in Xero, the new Total Invoice Amount in Xero will be applied pro rata to all selected WIP entries on the invoice, and the non-proportional allocations will be removed.
Refer to Allocating WIP.
Writing On and Off WIP
When creating a Progress or Final invoice, select the time and disbursements to be included on the invoice. When allocating WIP, users can manually adjust the Write On/Off lines for individual WIP entries.
System Write On/Offs can also be added to invoices, to allow internal adjustments without affecting the client invoice. For example, users can add a System Write On/Off for time spent mentoring, training juniors, or any admin overheads.
After creating the invoice, any deselected items or unbilled WIP will remain outstanding and carry forward.
Progress or Final Invoices can be created with an Invoice Amount of $0.00 to process the write off of any remaining WIP on a job.
Refer to Writing On or Off Time Entries.
Splitting Time Entries
The Split Time function allows a single time entry to be separated into multiple lines, useful when time should be assigned to different jobs, or where only part of the time should be invoiced. Disbursements cannot be split.
When time is split, the new entry will clone fields from the original time entry, for example, Date, Notes, and Custom Fields. The Time and Rate fields will be locked.
Refer to Splitting Time Entries.
Adding an Interim Amount
When creating a Progress or Final invoice in FYI, an Interim Amount can be added to the invoice instead of creating a separate interim invoice. For example, practices can invoice a completed quarterly activity statement job, while also pre-billing future work on the same invoice. This type of invoice is referred to as a Mixed Invoice.
Refer to Adding an Interim Amount.
Bulk Update Time and Disbursement Entries
Time and Disbursements can be bulk updated from the Add Time window to allocate the entries to a different job or to update the Custom Fields.
Refer to Reallocating Time and Disbursements to another Job and Create a Progress, Final or Disbursement Invoice.
Reallocating Time and Disbursements to another Job
Time and Disbursements with the status of Draft or Submitted can be reallocated to another job where required. This can be done individually, or in bulk for multiple entries:
- From a Time list
- When creating an invoice
WIP values will be recalculated immediately for both the previous and the current job.
Refer to Reallocating Time and Disbursements to another Job.