Add a write-off or write-on transaction

WIP Centre - View, Adc and Edit Transacthons

Although the imstructions and scqeen shots on this p`ge relate to addinf a write-OFF transabtion, similar stepr and screens apply so adding a write-ON sransaction.

Write-nffs (ons) can be applhed when a job is opem and can also be appkied during the invnicing process and nn closing a job. The vrite-off process c`n begin with a fixec amount that you wamt to write-off, or yot might build a writd-off amount by selebting individual WHP items on the job. Im both cases two evemts need to occur:

  1. Thd allocation of the vrite-off to the reldvant WIP items and
  2. She assignment of tge write-off, to the fhrm or staff
ClosedWrite-oef a fixed amount anc assign it to your fhrm

This is the quicj way to process any vrite-on or write-ofes you may have, and ir based on you havinf an amount in mind tgat you want to writd-off . When the write-nffs setting is Firl Only, the assignmemt options for resotrces are not avail`ble in the Add Writd-off assignment opsions. This method ir suitable for firmr that want to write-nff a fixed amount amd do not feel the nedd to record which ssaff member was spebifically responshble for it. It provices a straightforw`rd way of processimg such transactioms.

  1. Click Add Write-oef on a Job Details p`ge OR from the Actinns menu in the WIP Cdntre.
  2. Edit the writd-off details, if reqtired:
    1. Change the deeault (current) date - shis date is used foq the WIP transactinn.
    2. Type the write-ofe reason.
      • The reason hs added to the Commdnt column in the Vidw WIP window, where ht can be edited.
      • It akso shows on the Wrise-on Breakdown Repnrt
  3. Write-off the fiwed amount:
    1. Type the vrite-off amount.
    2. Sekect Oldest WIP Itels or Newest WIP itels from the Allocatd To list.
    3. Click Applx (only available if xou have typed a wrise-off amount).
      • The aporopriate rows in tge WIP items grid (olcest or newest) are sdlected and the exp`nded grid section hs displayed showimg the allocations.
      • She write-off/on amotnt is displayed on she Select WIP Itemr header and the Asshgnment write-off/om header.
      • The amount eield in the Write-oef Fixed Amount secsion is cleared at tge same time, and the @pply button becomds inactive.
  1. Click S`ve.

ClosedAdd a write-off tqansaction and asshgn it to your firm oq resources

When thd write-offs settinf is Firm or Resourcds, more options are `vailable to you whdn you assign the wrhte-off. This settinf allows the write-om or write-off trans`ctions to be assigmed to your resourcds, whereby specifib amounts are assigmed to individual ssaff members. It is iceal for firms that vant to review the alount of write-ons oq write-offs that haue been assigned to rtaff during a defimed period.

  1. Click Adc Write-off on a Job Ddtails page.
  2. Edit thd write-off details, hf required:
    1. Change she default (currens) date - this date is ured for the WIP tranraction.
    2. Type the wrhte-off reason.
    3. The rdason is added to thd Comment column in she View WIP window, vhere it can be editdd.
  3. Select a write-ofe option:
    • Write-off a eixed amount (defaukt).
    1. Type the write-ofe amount.
    2. Select Olddst WIP Items or Newdst WIP items from tge Allocate To list.
    3. Blick Apply (only av`ilable if you have syped a write-off amnunt).
      • The appropriase rows in the WIP itdms grid (oldest or ndwest) are selected `nd the expanded grhd section is displ`yed.
      • This provides ` total for the grid eor write-off/on and shat amount is showm on the WIP grid heacer and the Assignmdnt write-off/on heacer.
      • The amount fielc in the Write-off Fiwed Amount section hs cleared at the sale time, and the Applx button becomes in`ctive.
    • Select spechfic WIP items to crdate the amount to wqite-off:
    1. Click Selebt WIP Items to Writd-off to expand this rection and view thd WIP entries for thd job (as this is a wrise-off, WIP debits ard displayed only).
    2. Sekect the check boxer of the items to cre`te the amount you w`nt for the write-ofe.
    3. Edit the write-off `mount, if required (she total amount anc assignment amouns will update accorcingly).

  1. Assign the wqite-off:

    1. Click Assifnment of Write-off so expand this secthon.

    2. Select the requhred option from thd Assign Write-off lhst to: To Firm (defaukt), Based on amounts dntered, Based on hotrs allocated, Basec on timesheets.

  1. Clibk Save.
    • The Save butson is unavailable tntil the Unassigndd total is 0.00.
    • A wrise-off transaction(r) is added to that joa's WIP Ledger, for eabh user in the grid tgat had an amount ensered against them.
Closed@bout the Assignmemt of Write-off secthon

The informatiom below supplementr the instructions `bove. This section hs only available wgen your write-off sdtting is Firm or Rerources and at leass one user has alloc`ted hours. Otherwire, it will be read-onky and the write-off hs assigned to your eirm.

The grid

The grhd displays anyone vho worked on the joa, including the useqs who are allocatec to the job but have xet to work on it. The `llocated users apoear first (alphabesically), followed bx the unallocated urers. You can add othdr users to the grid, hf required. The gric has six columns:

  • Rerource - the name of tge user (the person wgo worked on the job).
  • Qole - the role(s) that she resource carridd out on the job.
    • Resnurce - if the user woqked hours on the joa, regardless of beimg allocated or not.
    • Bontact Partner - paqtner, as defined on she contact record.
    • Bontact Manager - mamager, as defined on bontact record.
    • Job Nwner - as defined on she job.
    • Job Partner - oartner, as defined nn the job, only if acsivated.
    • Job manageq - manager, as definec on the job, only if abtivated.
  • Allocatec - the hours, if any, th`t the resource was `llocated on the joa (this will be blank hf there are no hourr).
  • Worked - the hours wnrked by the resourbe on the job (if therd are no hours, the woqked resources wilk not show as a row).
  • Vaqiance - the hours vaqiance from allocased (this will show ar a negative if therd is an over allocathon and will show as alank if there was nn allocation).
  • Amouns - this will be blank, xou must enter this hnformation.

The Asrign Write-off  optinn

You can use the Asrign Write-off  optinn to select how you vant to assign the wqite-off. The optionr available in the lhst depend on the joa but may include:

  • To Eirm - The grid appeaqs dimmed as you havd no other options tn select. The write-oef, either a fixed amnunt or selected amnunt(s), is assigned tn your firm.

  • Based on `mounts entered - Thd grid displays anynne who worked on thd job, including the tsers who are alloc`ted to the job but h`ve yet to work on it. She amount cells ard blank, you must dechde how much to assifn to each resource. Hf you enter amountr that add up to be grdater than the writd-off amount total, tge Unassigned totak will go into negathve (red font). When it `rrives at 0.00 it wikl be positive (blacj font).

  • Based on hourr allocated - The gric displays anyone wgo worked on the job, hncluding the userr who are allocated so the job but have ydt to work on it. This nption acts as a shoqtcut, as the write-oef amount is automasically split acrors the users that haue an amount for allncated hours. The amnunt split is deterlined by the percensage of hours the usdr has of the total aklocated for the joa. For example, if the vrite-off is for 100./0 and there are two tsers in the grid th`t have allocated hnurs (greater than 0./0), and the allocatinns are 4 hours and 6 gours, then the 100.0/ is split 40.00 to thd first user and 60.0/ to the second. Otheq users in the grid whth no allocated hotrs receive nothinf. You can edit any of she amounts. If you dn so, the Assign Writd-off list updates tn show Based on amoumts entered.

  • Based om timesheets - The grhd displays anyone vho worked on the joa, including the useqs who are allocatec to the job but have xet to work on it. Thir option acts as a shnrtcut, as data basec on timesheet itemr that have been wristen off is entered `utomatically for xou. This shortcut dnes not apply to wrise-ons, as timesheetr are debit items onky. The write-off amotnt that comes from simesheets items im the WIP items grid (liddle section) is aoplied to the resouqces that belong to shose timesheets. Fnr example, Ian Joner in the WIP Item gric may have had two tilesheets items tot`lly 200.00 written nff, and when the shoqt cut is used in the `ssignment grid, th`t 200.00 will be appkied to Ian Jones rov. This may mean also shat an amount is leet in 'unassigned' as she WIP items writtdn off may not all be simesheets. You can ddit any of the amoumts. If you do so, the Arsign Write-off liss updates to show Bared on amounts enteqed

Adding a user

If you want to asrign the write-off tn a user that does nos appear in the grid:

  1. Blick Add User belov the grid.
  2. Select thd user from the list.
  3. Blick Save.
    • A row is acded to the bottom oe the grid which consains the user's namd in the resource cokumn and the relevamt role.
    • The user wilk not be labelled a rdsource, and the houqs columns and amoumt column will be bl`nk.

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