workflowmax month-end process · use this report to check for timesheets on client jobs that have...

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WorkflowMax&XeroMonth-endProcess

Glennis [email protected],027Katalyst/0275282597Support [email protected],cloudsoftwareisconstantlyupdated,wetrytokeepup,butfromtimetotime,menus,namesandscreenshotsmaynotexactlymatchhowtheyappearinWorkflowMaxandXero.Ifyouwouldliketogothroughthismanualinpersonortohaveitcustomisedittosuityourbusinessspecifically,pleasecontactus.Reportneedsvarybusinesstobusinessandwecan’tcoverallrequirementsinthissinglemanual.


Thismanualusesfictionaldataandanysimilaritytorealbusinessesorindividualsisaccidental.

CONTENTS

PreInvoicingChecks.....................................................................................................................4MinorMaintenance...............................................................................................................................4

CollaborationManagerakaEmailManager......................................................................................4CheckTimeSheets.................................................................................................................................4

TimeSheets........................................................................................................................................4TimeCheckReport–Month-endTimeCheckReport..........................................................................4StaffTimeDetailReport.....................................................................................................................5

CheckCostItems....................................................................................................................................5CostItemCheckReport......................................................................................................................5

Invoicing.................................................................................................................................................6

Post-Invoicing,Pre-Statements.................................................................................................6CheckInvoices........................................................................................................................................6

DraftInvoices.....................................................................................................................................6CancelledInvoicesReport...................................................................................................................6

WorkInProgress....................................................................................................................................7CleanoutWorkinProgress................................................................................................................7UnbilledWorkInProgress..................................................................................................................7

CheckCredits..........................................................................................................................................8AllocateCredits..................................................................................................................................8

CheckAgedReceivables.........................................................................................................................8WorkflowMaxInvoicesreport................................................................................................................9XeroInvoicesList....................................................................................................................................9CheckJobs..............................................................................................................................................9

OverdueJobs....................................................................................................................................10LockDates............................................................................................................................................10

WorkflowMax...................................................................................................................................10Xero..................................................................................................................................................10

Statements...........................................................................................................................................10

Post-Statements...........................................................................................................................11WorkflowMaxWIPControlReport......................................................................................................11WorkflowMaxMonthlyJobProfitReport............................................................................................11XeroBudgetManager..........................................................................................................................11XeroProfitandLoss.............................................................................................................................11

ReportingGeneralNotes...........................................................................................................12Hardware..............................................................................................................................................12StandardReports.................................................................................................................................12

WorkflowMax...................................................................................................................................12Xero..................................................................................................................................................12

WorkflowMaxReportBuilder..............................................................................................................12StaffSettingstoenableaccesstotheReportBuilder.......................................................................12


ReportBuilderTabs..........................................................................................................................12CreatingandEditingReportsintheReportBuilder..........................................................................13PracticeorPremiumversionofWorkflowMax.................................................................................15

XeroReporting.....................................................................................................................................15CreditsandBalanceWriteOffs........................................................................................................15XeroDeletedorVoidedInvoices.......................................................................................................15


PreInvoicingChecksSeetheReportingGeneralNotessectionforfurtherinformationifrequired.

MinorMaintenance

CollaborationManagerakaEmailManagerGotoJobs,Collaboration,andcheckforanyemailsthatneedtobeassignedtoleads,quotesorjobs.

CheckTimeSheets

TimeSheetsArealltimesheetsin?Doyouhaveaprocesstoensuretimesheetsarecompletedbeforeinvoicing?Somecompanieshavestaffsubmittimesheets,somecompaniesmanuallysubmitthemonthestaffmembersbehalf,youcanalsousethelockdates–seelater.Submittedcanbeannoyingiftimesheetsneedtobemovedlater,oncesubmitted,theyneedtobeunlocked.Weencouragedailyentryoftimesheetsandthisneedstobemannedbyanofficemanagerorteammanager.

TimeCheckReport–Month-endTimeCheckReportUsethisreporttocheckfortimesheetsonclientjobsthathavebeenmarkedasnon-billable–tocheckif they should be billable. This report is short and to the point – it will only show non-billabletimesheetsforclients,byjob.Foramoredetailedreportshowingalltimesheets,usetheStaffTimeDetailReport.OntheReportBuildertab,selectthereporttype“Time”andclickCreate

1. Name:Month-endTimeCheckReport2. Selectthefollowingfields–addadditionalonesasyouwish:

a. [Job]JobSummaryb. [Job]JobNo.c. [Time]Dated. [Task]Name+Labele. [Time]Notef. [Time]Timeg. [Time]Billableh. [Staff]Name

3. Setcriteriaasfollows:a. [Time]Date[isonorafter][thestartoflastmonth]b. [Time]Date[isonorbefore]theendoflastmonth]c. [Time]Billableis[No]d. [Job]Client[excludes][YourBusiness]


4. Selectthestaffwhocanusethisreport,rowsare[grouped/subtotalbyfirstfield],staff[canchangeallthe]criteriaforthereport–socustomdaterangescanbeselected.

ClickSaveandPreview.Youcanclickonthebluejobnumbertogothroughtothejobtoseemoredetail.

StaffTimeDetailReportTocheckfornon-billabletimeentriesthatshouldbebillable–showsalltimessheetsbystaffmemberforthesetperiod.Reports,AllReports,StaffTimeDetailReport,enterdates,untickyourbusinessifyouwanttoexcludeinternaltimesheets,thenclickPrint.Lookforanyasterisksdowntherightside:* Non-Billabletimesheet** CapacityReducingtimesheet(ifyouhavePremiumorPracticeversionofWorkflowMax)

CheckCostItems

CostItemCheckReportRunthisreporttocheckallcostsenteredforlastmonthareactualcostsratherthanestimated.Theyneedtobeactualtobereflectedproperlyforreportingpurposes.Thisisnottherightreporttocheckoutstandingpurchaseorders(forthat,gotoBusiness,Purchases,Currenttab).Actualcostitemsareonesthathaveagreentickbesidethemonthecosttab–thismeansyoursettingsmakethemsowhenadded,theyhavebeenpurchasedormanuallymarkedasactual.Ifyouusethepurchaseordersystem,yoursettingsshoulddefaulttoestimated,thenthepurchaseorderprocessmakesthemactual.Ifsuppliedfromstock,oritemslikekms,theyneedtomanuallytickedtoberealforreportingpurposes.OntheReportBuildertab,selectthereporttype“JobCost”andclickCreate

5. Name:Month-endJobCostCheck6. Selectthefollowingfields–addadditionalonesasyouwish:

a. [Job]JobSummaryb. [Job]Clientc. [Job]JobNo.d. [Cost]Datee. [Cost]Descriptionf. [Cost]Noteg. [Cost]Quantityh. [Cost]Costi. [Cost]Billablej. [Cost]Invoicedk. [Cost]Profitl. [Cost]AddedBym. Optional[Cost]QuantityOrderedn. Optional[Cost]Suppliero. Optional[Cost]SupplierPhone


7. Setcriteriaasfollows:a. [Cost]Date[isonorafter][thestartoflastmonth]b. [Cost]Date[isonorbefore]theendoflastmonth]c. [Cost]ActualCost?Is[No]

8. Selectthestaffwhocanusethisreport,rowsare[grouped/subtotalbyfirstfield],staff[canchangeallthe]criteriaforthereport–socustomdaterangescanbeselected.

ClickSaveandPreview.Jobnumberdisplaysoneachlinesoyoucanclickthroughtothejobtocheckoreditcostitems. If[Cost]AddedBy,displaysyourcompanynameonthereport,thenitwassystemgenerated.

InvoicingCompleteyourinvoicingasnormal.

Post-Invoicing,Pre-Statements

CheckInvoices

DraftInvoicesCheckforanyinvoicesstillindraftformatinWorkflowMaxandXero.InWorkflowMax,gotoBusiness,Invoices,Drafttaborclickthescreenwhereitshowsthebluenumberasinthepicturebelow.

InXero,gotoAccounts,Sales,clickthenumberwhereitshowsDrafts,asinthepicturebelow.

CancelledInvoicesReportIfyouallowtheuseofcancellinginvoicesusedeleteinstead,itisgoodpracticetocheckallcancelledinvoicesarere-invoiced.OntheReportBuildertab,selectthereporttype“Invoice(Cancelled)”andclickCreate

9. Name:CancelledInvoicesReports10. Selectthefollowingfields–addadditionalonesasyouwish:

a. [Invoice]Dateb. [Invoice]Clientc. [Invoice]InvoiceNo.d. [Invoice]JobNumber(s)e. [Invoice]Amount


11. Setcriteriaasfollows:a. [Invoice]Date[isonorafter][thestartoflastmonth]b. [Invoice]Date[isonorbefore]theendoflastmonth]

12. SelectthestaffwhocanusethisreportandchangetoStaffcanchangeallthecriteriaforthisreport,sotheycansetcustomdatesifneeded

ClickSaveandPreview.

WorkInProgress

CleanoutWorkinProgressBusiness,WorkinProgress,runboththeClientis“YourBusinessName”andCompleted/Cancelledfilters–theseshouldbeshowing$0workinprogress.YouwillneedtoworkthroughandcleanoutanythathaveaWIPbalance.Internal/non-chargeablejobsshouldn’tbecreatingaWIPvalue,aswearenotchargingthemout.YoucancheckthetasksonjobstomakesuretheyaresettoNon-Billabletoensurethisdoesn’thappen.WithCompleted/Cancelledjobs,ideallytheseshouldbefullybilledandanyremaininginvoice-ablevalueneedstobewrittenoff.NotethatsomecompaniesusetheCompletedstatusasanindicationitneedstobebilled–wedonotrecommendthisasitisanarchivedjobstatus–youwillneedtocheckyourjobstatussettings,andorganisation/practicesettingstodeterminethestatususe.Nextto“WorkinProgress”thereisalittlebluetriangle,clickonthis,thenclick+NewFilter,tocreatetwofilters:

• “Clientis“YourBusinessName””:AnyText=Client,Is,“YourBusinessName”,Add,Save

• “Completed/Cancelled”:AnyText–JobState,Is,CompletedandCancelled,Save

UnbilledWorkInProgressCheckwhyWorkinProgressremainsunbilled.IdeallyyouwantWorkinProgresstobecurrent,likebelow.YouwillseeasmallamountunbilledfromFebruary,buttheclientisokwiththis,theyarecarryingitforwardtoMarchbillings.


ForConstructioncompaniesandArchitectsetc,with long-running jobs,theirWork inProgressmayspanmanymonths.

Itdoesdependonthey invoice, if thesecompaniesareusingpercentagebilling, thentheyarenotclearingouttheWorkinProgressregularly,youwillgetanInterimsfiguretocountertheactualtimeandcosts,whichcreatesanegativebarinthecurrentperiod.Thisisnotideal,butsomecompaniesareokwithit.Inthisexample(picturedabove),thecompanyhasnotcleanedouttheWorkinProgressoncompletedjobsandthisiscausingalargeOlderbar.KnowyourWhIPandkeepitclean;-).IfyouwouldlikeassistancetogetyourWIPsorted,contactus,wecanhelp.

CheckCredits

AllocateCreditsInXero,gotoAccounts,Sales,AwaitingPayments,sortbyDuetobringcreditstothetop.Clickacredittoopenit,ontherightside,clickoptionstoseeifyoucanallocatethecredit.Noteanyprepaymentsoroverpaymentsmustbeappliedtothecorrectcontactatthetimeofcreation.IfyouletXeropicktheContactnamebasedonthebanktransactioninformation,itwillnotcorrectlyassigntoarealcontactinyoursystemandthereforecan’tbematchedtoaninvoice.

CheckAgedReceivablesChecktheAgedReceivablesmatchinWorkflowMaxandXero.


InWorkflowMax,gotoBusiness,InvoicesandseeyourAwaitingPaymentfigure,inXero,onyourdashboardyoucanseetheAwaitingPaymentfigureintheInvoicesowedtoyousection.Ifincorrect,seetheWorkflowMaxInvoicesReportandXeroInvociesListandyoucanworkthroughandfindanythingmissing,orthatneedstobemarkedaspaidinWorkflowMax.

WorkflowMaxInvoicesreportRather thanbeusedeverymonth, this report is sometimesusedto find issueswhenneeded. Forexample,iftheWIPControlReporttotalsdonotmatchyourprofitandlossinXero.Tocheckifall invoicesrepresentedinWorkflowMaxmatchXero,youwillalsoneedtoruntheXeroInvoicesreport.OntheReportBuildertab,selectthereporttype“Invoice”andclickCreate

13. Name:Month-End–TotalInvoicesReports14. Selectthefollowingfields–addadditionalonesasyouwish:

a. [Invoice]Dateb. [Client]Clientc. [Invoice]InvoiceNo.d. [Invoice]JobNumber(s)e. [Invoice]Amountf. [Invoice]Amount(incltax)

15. Setcriteriaasfollows:a. [Invoice]Date[isonorafter][thestartoflastmonth]b. [Invoice]Date[isonorbefore]theendoflastmonth]

16. SelectthestaffwhocanusethisreportandchangetoStaffcanchangeallthecriteriaforthisreport,sotheycansetcustomdatesifneeded

ClickSaveandPreview.

XeroInvoicesListTogetacompletelistofinvoicesdatedforlastmonth.

• InXero,onthebluebar,clickAccounts,Sales,thenSeeall:

• Onthefarrightside,clickSearch• SelecttheSearchWithindropdownandselectTransactionDate• Entertherelevantdaterange• TickthesmalltickboxtoIncludeDeleted&Voidedinvoices

• ClickSearch

CheckJobs


OverdueJobsNowisagoodtimetocheckyouroverduejobs–eitherclosethemoutorredatethemtosuit.Ifyouaremanuallyclosingthem,onthejobfinancialtabclickRemovefromInvoiceList,thenonthejobinformationtab,changethestatustocompleted.Toredate,onthejobinformationtab,clickEditJob,thenalterthedatestosuit.

LockDates

WorkflowMaxInWorkflowMaxgotoBusiness,Settings,OrganisationSettingsorPracticeSettings.ScrolldownalittlebittotheLockDatessection.Lockbothdates.Ifyouneedtomoveoraltertimesheetslateron,youwillneedtounlockthedates.

XeroGotoSettings,GeneralSettings,FinancialSettings,scrolldownabittoseeLockDates.

OntheGeneralSettingspage,youcanclickthestartomakeitbluetoadditasafavouriteinXero.ThenwhenyouclickonSettings,youwillseeimmediately.

StatementsSendyourstatementsasnormal.IntheWorkflowMaxXerosettings,weunticktheContactPersonbox,sothatinXerotheonlycontactshownisthepersonwhoreceivesstatements.Youcanhaveasmanycontactsasyou like inWorkflowMax,butXero thenonlyhas thestatementrecipient.


Post-Statements

WorkflowMaxWIPControlReportReports,AllReports,intheWorkinProgressReportssection,selectWIPControlReport..SelectthedatarangeforlastmonthandclickPrint.TimeBilledplusDisbursementBilledshouldequalyourtotalincomeinXero.IfyouarecompletinginvoicesinXerodirectly,thesemayormaynotappearinWorkflowMaxdependingonyoursettingsandsubscriptiontypeandcanaffectthisreport.

WorkflowMaxMonthlyJobProfitReportThisreportwillshowtheprofitofajobforaperiod.Forexample,1–31March,willshowalltimeandcostitemswith1–31Marchdatesandallinvoiceswith1–31Marchdates.Notethatthisreportcanbemisleadingiftimeorcostitemsarecarriedforwardfromanearlierandinvoicedinthisperiodortimeorcostsdatedwithinthisperiodarecarriedforwardtobeinvoicedinalaterperiod.Youcanrunthisasasummaryandseewhichjobsneedattention–youcanthenrunitasadetailedversionformoreinformationandselectaspecificclienttonarrowitdown.Reports,AllReports,“PerformanceReports”,selecttheMonthlyJobProfitReport.Youcaneditthedaterange,Inormallyleavetherestofthesettingsastheyare.Iamdefinitelynotanadvocateofprinting–butthisisagoodreporttoprintoutandrunthroughwithahi-lighter.Pickaminimumpercentageofprofit–thisisabusinessdecisionandwillvarybusinesstobusiness– ifyouknowyourbreakevenpercentage, itwillbeeasiertoworkoutaminimumprofitpercentage.Gothroughandhi-lightanyjobsthatdonotmeetthisminimumpercentage.Useanothercolourtohi-lightanyjobsthatweren’tinvoicedforthefullamount,ornotinvoicedatall.

XeroBudgetManagerInXerogotoReports,BudgetManager.Youcanhavemultiplebudgetsandyoucanusetrackinginyourbudget.YoucanuseintheProfitandLosstocompareactualtobudget.

XeroProfitandLossInXero,gotoReports,ProfitandLoss.ClickontheComparePeriodstab..Selectlastmonthinthedateandclickupdate.Youcanalsochoosetoshowvsyourbudgetifyouwish.ThetotalsalesshouldmatchtheWorkflowMaxWIPControlReport.


ReportingGeneralNotes

HardwareWe100%definitelyrecommendyouhavetwoscreensonyourdesk,oratleastonebigwideone.YoucanthenseebothWorkflowMaxandXeroatthesametimeandothercomputerusebecomesmucheasieraswell,thisalsomeanslessprintingasyoucanseeeverythingyouneedonscreenatthesametime.

StandardReports

WorkflowMaxForstandardreports inWorkflowMax,onthegreenbar,clickReports,AllReports. Therearegreatreportsinheretoexploreandtherearemanysettingsthancanbealteredtosuit.

XeroForstandardreportsinWorkflowMax,onthebluebar,clickReports.

WorkflowMaxReportBuilderInstructionstobuildspecificreportsfollowintheMonth-endReportsection.On thegreenbar, clickReports, thenReportBuilder. If youcan’t see this,pleaseaskyour systemadministratortoalteryourstaffprivileges–seeStaffSettingstoenableaccesstoReportBuilder.

StaffSettingstoenableaccesstotheReportBuilder• Business,Settings,Staff.Clickyournametoopen,ReportBuilderisnearthebottomofthe

GeneralPrivilegessection• Youwillonlybeabletobuildreportsbasedonyourstaffprivileges.• Staff canbegivenaccess to individual reportswhen theyare created,or canbeedited to

includemorestaffassuits.YouonlyneedReportBuilderaccessinyourstaffsettingstobuild,edit,copyanddeletereports.

ReportBuilderTabsIntheReportBuilder,youwillseethreetabs:

• MyReportstab–thereport‘runner’–toviewthereport. Dependingonreportsettings–withinthereportitself–youmayhaveaShowCriteriabuttonwhereyoucanaltercriterialikedateranges.


• ReportBuildertab–thereport‘editor’,create,edit,copyanddeletereportsandassignstaffaccessandcriteriasettings.

• Samplestab–WorkflowMaxsamplereports–greattoexplore.

CreatingandEditingReportsintheReportBuilderReportnamesInourbusinesswenameourreportsbasedonrolefirst,thenreportname.Forexample,“BusinessManagement–MilestonesReportbyClient”. Thismakesiteasytoseewhousesthereport,orforwhatrolethereportiscreatedfor.Howeveryouchoosetonameyourreports,usewordsthatclearlydescribethereportsuse.Whenyouhavemanyreports,itcangetconfusingwhattheyareforandiftheyareusedatall.Ifyousimplynamethereport“InvoiceReport”,itdoesnotdescribehowthereportisused,orwhatitdoes.Ifyoucallit–“MonthEnd–TotalInvoicesReport”,thenitismucheasiertounderstandwhatyouareusingthisreportfor.Ifyouaresimplytriallingareport,nameit“MonthEnd–TotalInvoicesReportTESTING”orsuch.Ifyouare justplayingaroundordoingaone-off report,name it“MonthEnd–Total InvoicesReportDELETEME”.Youcanrenameitlaterifyoukeepit.Atleastyouwillknowyoucandeleteanyoutthathavethosenames.IntheMonth-endReportssection,Ihaveusednamesthatmakesensetomebelow,butyoucannamethemasyouwish.CopyingReportsIfyouhaveareportthatisprettygood,butyouwanttoplaywithittoseeifyoucanmakeitbetter,oryouwanttocreateasummaryversionorsuch,thenusingtheReportBuildertab,openthereportyouwanttocopy.Ontheleftsidemenu,clickoptionsandCopyReport.GiveitanewnameorputTESTINGontheendoftheexistingname.DeletingReportsIfyouwanttodeleteareport–pleasemakesurethisreportisn’tusedbysomeoneelse.OntheReportBuildertabyoucanseewhocreatedit.OntheReportBuildertab,openthereportyouwanttodelete.Ontheleftsidemenu,clickOptionsandDeleteReport.DateRangesYoucancreatereportswithrollingdatesorcustomsetdates. Ipreferusingrollingdatesthenyoudon’thave toalter themall the time. Withsetdates,youneedtoclick forward formanymonthssometimestoreachcurrentdates.Ifyouarecreatingaleavereportforpayroll,youcan’thavearollingtwoweekperiod–butyoucanhavearollingweekorrollingmonth.Tosetrollingdates,insection3onthereports,youneedtoput:

• [XDate][isonorafter][thestartoflastmonth]


• [XDate][isonorbefore][theendoflastmonth]Forcustomdates:

• [XDate][isonorafter][Custom]–clickthedate–e.g.1March2017• [XDate][isonorbefore][Custom]–clickthedate–e.g.31March2017

Withrollingdates,whenyourunthereportfromtheMyReportstab,dependingonthereportsettings,youcanclickshowcriteriatosetthedates,thenclickRefresh.DetailvsTotalledfieldsonreportsWhenselectingfieldsinsection2,youwillfindsomefieldshavetheword(Totalled)inthem.Thesearesummaryfields.Ifyoumixsummaryandregularfieldsonareport,youwillgetconfusingdatathatlooksduplicated.SticktoallTotalledfieldsorsticktodetailfields,trynottomixthem–sometimesyoumightfindareasontouseboth,butwatchformisleadingdata.ReorderingFieldsInsection2forthecustomreports,youcanreorderfieldssimplybydragginganddroppingthemintotheorderyouwant.

GroupingandSubTotallingYoucangroupandsub-totalreportsbythefirstfield.Forexample,intheInvoicesreport,youcouldgroupbyclientsimplybyputtingthatfieldinthetopmostposition,theninsection4,selectRowsare[grouped/subtotalledbythefirstfield].

Youcandramaticallychangeandimprovereportsbydoingthis.PreviewingandSavingReportsYoucanpreviewareportwithoutsaving it. Youcansaveareportwithoutpreviewing it. Botharepointlesstomemostofthetime–ontheSavebutton,youwillseeasmalltrianglethisisadropdown–clickitandselectSaveandPreview.Iprettymuchalwaysusethisoption.IfIwanttotryoutasettingchange,butnotsaveit,thenIusePreviewonly.


LinkingFieldsBluefieldsshownonthereportsarelinkingfields–forexample,ontheInvoicesreport,theinvoicenumber shows blue with an underline. You can click this to view the invoice. Linking fields areparticularlyusefulonjobsreportstoconfirmwheredataiscomingfrom.Ifyougrouporsubtotalbythejobnumberfield,thenaddthefieldagaininsectiontwo,soitwillhaveajobnumberfieldasalinkingfieldaswellasitbeingaheading.

PracticeorPremiumversionofWorkflowMaxIfyouareusingeitherthePracticeorPremiumversionofWorkflowMax,pleasenote,dependingonyoursettings,invoicescompletedinXeronotbeback-importedintoWorkflowMax,somayormaynotbeincludedinyourreportsinWorkflowMax.

XeroReporting

CreditsandBalanceWriteOffsIssuesmayarisewherecreditnotesaredoneinXero,orbalancesarewrittenoff. Itwouldhelptomonitordebtorsinbothsystemssotheymatch..SeealsoPracticeorPremiumversionofWorkflowMaxabove.

XeroDeletedorVoidedInvoicesInXero,tofinddeleteddraft invoices,orvoidedapprovedinvoices,onthebluebar,clickAccounts,Sales,thenSeeall:

Onthefarrightside,clickSearch.Enteranyrelevantdetails,thentickthesmalltickboxtoIncludeDeleted&Voided,thenclickSearch.

workflowmax month-end process · use this report to check for timesheets on client jobs that have...

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