Write Up Write Down Report

The Write Up Write Down Report can be used to display the actual time worked on a job against the invoiced amount. Typically, the report will be created after an invoicing period, for management to understand the write on and write offs associated with jobs.

Report Data

Report Tab

The Report tab is created leveraging the Microsoft Excel Pivot Table functionality.

The Time Entries will be filtered to All Time Status entries, and display Billable Amount Total, Invoiced Amount Total, and Write On/Off Total by Client and Job. 

Data is grouped by Client, which can be expanded and collapsed as required by clicking the + or - icon. Columns can be filtered by clicking the Down arrows next to column headings, for example, to filter to a specific job only.

Practices can customise the Pivot Table as required, depending on their practice requirements. For more information, refer to Microsoft Support.

Data - Time Tab

The Data tab will display columns as per the View configured in FYI. Refer to Default View below.

If Include All Columns was selected when generating the report, all columns available to the view will be included in the tab.

The Time data provides a clear overview of all Time entries, including client information, Time Status, Type Type, Write On or Off values and Job details specific to the View configured when generating the report.

The FYI Job Link column contains a direct hyperlink, to provide quick access to the corresponding information in FYI.

Report Settings

The Settings worksheet in Excel is used to manage the configuration options for the report, and a Change Log to track updates made to the report. 

Variables

The Variables contain data that is used in the header section of the report. Making changes to the Variables can affect the accuracy and layout of your report, and should only be modified by experienced users.

Report Name
The Report Name is displayed on the Report tab, in the top left corner.

Practice Name
The practice name configured on the Settings tab will be displayed on the Report tab under the Report Name. By default, the practice's name from FYI will be inserted, but can be updated if required.

Report Date
Displayed on the Report tab under the Report Name and Practice Name, and is the date the report was run. If the report data is refreshed on a later date, this can be updated to show the newer date.

Change Log

The Change Log displays a record of all modifications to the template. When FYI releases new versions of reports, a summary of the changes will be added.

Practices can also use the Change Log to document any custom changes they make to their own reports. For example, if a practice updated the view on a Template, the Change Log should be updated to reflect the new change.

Note: Updating the Change Log on an individual report will apply to this report only. To display an updated Change Log for each new report, the changes should be made to the Template file itself.

Default View

The Report Template configuration in FYI allows users to select the Views to be included in the report. Each selected view in FYI will generate a corresponding "Data" tab in the Excel report.

Practices should consider setting a Period Lock Date in FYI and a Lock date in Xero to prevent changes to finalised data, safeguarding the accuracy of reports.

The views selected can be found by looking at the Filing section of the Report Template in FYI. 

For the Write Up Write Down Report, a Time view is selected by default, and will create the Data - Time worksheet. Practices can add more views if required, by selecting a View Type, then selecting a View.

When creating the report:

• The Include All Columns toggle is disabled by default. Only columns included in the view selected will display in the Data worksheet. By ticking this option, all available columns in the report, not just those currently displayed in the View will be included when the report is generated.
• The Opening Balance option is displayed. While typically used when creating a WIP Control report, if enabled, users can define an Opening Balance period using either a fixed or a relative date range. Time entries fully invoiced before the start date are excluded, while time entries within the selected period are included when the report is run.
  
  Note: Reports created using an Opening Balance period cannot be refreshed. To change the period, a new report must be created.