Allocating WIP

When creating Progress or Final invoices in FYI, the invoice amount is distributed pro rata across the time and disbursement entries of the selected jobs. If required, users can manually allocate the Invoiced Amount and Write On/Off values for each WIP entry.

Being able to edit the WIP line-by-line means 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.

Allocating non-proportional WIP will ensure more accurate efficiency reporting and provide clearer visibility into individual performance and contribution to job outcomes.

Access to editing WIP is available to FYI Admins and users assigned to a User Group with the Create Invoice and Edit Timesheets permissions enabled. Users with the Move Timesheets permission enabled instead of Edit Timesheets will only be able to use Bulk Update to edit the Client or Job to reallocate WIP. 

User Groups with the View Invoice and View Timesheets permissions enabled will be able to view invoices and WIP, but cannot make any changes.

Accessing WIP on an Invoice

The Add Time window is used to manually allocate the WIP on an invoice.

1. In FYI, click the + button in the menu bar.
    
2. Select Invoice.
   Tip: Use the Keyboard shortcut "B" on any workspace to automatically open the Create Invoice drawer
    
3. The Create Invoice drawer will display on the right-hand side. Select a client and job, and update the invoice fields as required. Refer to Create a Progress, Final or Disbursement Invoice for detailed step-by-step instructions.
    
4. Ensure the Type of invoice has been set to Progress or Final.
    
5. Update the Invoice Amount if required.
    
6. In the Selected Jobs section, click on a Job Name to display the Add Time window.
   
7. The Add Time window will be displayed.
   
8. The Proportional Allocation option will be enabled in the top-right corner to indicate that the Invoiced Amount has been distributed pro rata automatically.
   

Allocating WIP

Edit Time and Disbursements

1. By default, the Total Invoiced Amount will be distributed across all time entries, and the Write On/Off values will be adjusted accordingly. The Proportional Allocation option will be enabled in the top-right corner.
   
   Note: Disbursements are not included in the pro rata calculations, but can be manually adjusted if required.  Interim entries cannot be adjusted.
   
2. To group the Add Time window by user, click and drag the User column into the Row Groups section above the list. 
   
   The Grouped view will display a new Group column, with a group for each user name. Click the arrows next to the user name to expand and collapse each group as required.
   
3. Fields highlighted in yellow are available to edit, for example, the Invoiced Amount and Write On/Off values. Click into the field and enter the value as required.
   
   Invoice Amount and Write On/Off Amounts cannot be edited where the time entries are assigned to a $0 rate.
   
   Note: If the Add Time window has been grouped by user, changing the Invoiced Amount for the group will distribute the value pro rata across all proportional time and disbursements for that user (displayed with a yellow background).
   
4. The background will change to red to indicate the row was manually adjusted. The relevant totals will also be adjusted. 
   
   For example, if the Invoiced Amount was edited, the Write On/Off and Total Invoice Amount values will be updated. If the Write On/Off value was updated, the Invoiced Amount and Total Invoice Amount will be adjusted.
   
5. The Proportional Allocation toggle in the top-right will be updated to display a hyphen.
   
6. If a row is deselected, the Total Invoiced Amount will be reduced. 
   Note: Any outstanding time or disbursements will be carried forward as outstanding WIP on a future Progress or Final invoice. 
   
7. If an unselected row is re-selected, the Invoiced Amount for that row will be set to the full Billable Amount, and the Invoice Amount Total will be updated accordingly. The Write On/Off value will be set to $0.00.
    
8. If Split Time is used to invoice only part of a time entry, the Total Invoice Amount will be reduced by the deselected split time entry. The remaining Total Invoice Amount is distributed proportionally across the selected time entries, retaining any manual adjustments to the Invoiced Amount or Write On/Off values.
   
9. If the Invoiced Amount Total is updated, any non-proportional allocations will be retained, and adjustments will be applied pro rata to the remaining lines only. 
   
10. If the Add Time window has been grouped by user, the Invoiced Amount can be edited in the group row.
    
    The value will be allocated to all selected rows in the group, minus any rows that have already been manually adjusted. The background will be updated to red to show that the rows have been manually adjusted.
    
11. Click Save to save the changes and return to the Invoice Drawer to continue creating the invoice. Refer to Create an Invoice.

Create a System Write On/Off

The System Write On/Off function improves reporting accuracy by allowing internal adjustments without affecting the client invoice, for example, mentoring, training juniors, or admin overheads.

System Write On/Off is available to FYI Admins and users assigned to a User Group with either the Employees - Access or Employees - Management permission enabled. 

To add a System Write On/Off:

1. Click Add System Write On/Off.
   Note: If none of the entries have a Write On/Off value, the button will not be displayed.
   
2. A new System row will be added above the Total at the bottom of the window. The fields highlighted in yellow can be edited.
   
3. The Notes field will default to System Write On/Off by default. Click into the field to change the notes as required.
   
4. Click into the Write On/Off field and enter a value. Click Enter.
   
5. The Write On/Off values will be updated. 
   If all the rows are allocated proportionally, WIP will be recalculated for all lines. If there are non-proportional allocations, the WIP will be removed from the smallest value first.
    
6. If the System Write On/Off value is edited, the Write On/Off values for the entries will be adjusted. 
    
7. If required, the System Write On/Off can be deleted by clicking Remove System Write On/Off. The Write On/Off values for the entries will be recalculated.
    
8. Click Save to save the changes and return to the Invoice Drawer to continue creating the invoice. Refer to Create an Invoice.
    
9. Once the invoice is created, a new non-billable time entry will be created, displayed in the Time list, and assigned to the "System" user. The entry will be locked to prevent any edits.
   
   To delete a System Write On/Off time entry, you will need to either edit the invoice to remove the System Write On/Off, or delete the invoice.
   

Note: Using the Update Invoice drawer to change the Invoice Amount for the job will recalculate the WIP allocations, including the System Write On/Off amount.

Resetting WIP Allocations

When creating Progress or Final invoices in FYI, the invoice amount is distributed pro rata across the time and disbursement entries of the selected jobs. This is indicated by the Proportional Allocation checkbox at the top of the Add Time window.

After manually editing the WIP values, this checkbox will be changed to a minus sign to show that the WIP is not proportionally allocated.

Users can click this option to reset the WIP values, to redistribute the Total Invoice Amount pro rata across all entries.

Using Formulas to Calculate Values

When editing WIP values, users can enter a formula directly into the field to automatically calculate the value, for example, invoicing only part of the total billable amount. When the formula is entered, FYI will automatically calculate the value and update the WIP values accordingly.

Formulas can be entered using decimals, while commas in the values will be ignored. To perform a calculation, the following characters can be used:

• + (plus) - Addition
• - (hyphen) - Subtraction
• * (asterisk) - Multiplication
• / (forward slash) - Division
• ( ) (brackets) - Formulas in brackets will be calculated first

To enter a formula:

1. Click into the relevant field, for example, Invoiced Amount.
    
2. Enter the formula into the field and press Enter. 
   
3. Values will be calculated and rounded to 2 decimal points.
    
4. The WIP values and Total Invoice Amount will be recalculated accordingly.

Adding an Interim Amount

An Interim Amount can be added to a Progress or Final 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 for more information.

Editing the Invoice in Xero

Please note that if the invoice is approved in FYI and synchronised to Xero, editing the invoice amount in Xero will sync back to FYI. 

In FYI, the new Total Invoice Amount from Xero will be applied pro rata to all selected WIP entries on the invoice. Any non-proportional allocations previously entered will not be retained.