WorkflowMax & Xero Month-end Process

Transcription

1 WorkflowMax & Xero Month-end Process Glennis 027 Katalyst/ Support Please note, cloud software is constantly updated, we try to keep up, but from time to time, menus, names and screen shots may not exactly match how they appear in WorkflowMax and Xero. If you would like to go through this manual in person or to have it customised it to suit your business specifically, please contact us. Report needs vary business to business and we can t cover all requirements in this single manual. 1

2 This manual uses fictional data and any similarity to real businesses or individuals is accidental. CONTENTS Pre Invoicing Checks... 4 Minor Maintenance... 4 Collaboration Manager aka Manager... 4 Check Time Sheets... 4 Time Sheets... 4 Time Check Report Month-end Time Check Report... 4 Staff Time Detail Report... 5 Check Cost Items... 5 Cost Item Check Report... 5 Invoicing... 6 Post-Invoicing, Pre-Statements... 6 Check Invoices... 6 Draft Invoices... 6 Cancelled Invoices Report... 6 Work In Progress... 7 Clean out Work in Progress... 7 Unbilled Work In Progress... 7 Check Credits... 8 Allocate Credits... 8 Check Aged Receivables... 8 WorkflowMax Invoices report... 9 Xero Invoices List... 9 Check Jobs... 9 Overdue Jobs Lock Dates WorkflowMax Xero Statements Post-Statements WorkflowMax WIP Control Report WorkflowMax Monthly Job Profit Report Xero Budget Manager Xero Profit and Loss Reporting General Notes Hardware Standard Reports WorkflowMax Xero WorkflowMax Report Builder Staff Settings to enable access to the Report Builder

3 Report Builder Tabs Creating and Editing Reports in the Report Builder Practice or Premium version of WorkflowMax Xero Reporting Credits and Balance Write Offs Xero Deleted or Voided Invoices

4 Pre Invoicing Checks See the Reporting General Notes section for further information if required. Minor Maintenance Collaboration Manager aka Manager Go to Jobs, Collaboration, and check for any s that need to be assigned to leads, quotes or jobs. Check Time Sheets Time Sheets Are all time sheets in? Do you have a process to ensure timesheets are completed before invoicing? Some companies have staff submit timesheets, some companies manually submit them on the staff members behalf, you can also use the lock dates see later. Submitted can be annoying if timesheets need to be moved later, once submitted, they need to be unlocked. We encourage daily entry of timesheets and this needs to be manned by an office manager or team manager. Time Check Report Month-end Time Check Report Use this report to check for timesheets on client jobs that have been marked as non-billable to check if they should be billable. This report is short and to the point it will only show non-billable timesheets for clients, by job. For a more detailed report showing all timesheets, use the Staff Time Detail Report. On the Report Builder tab, select the report type Time and click Create 1. Name: Month-end Time Check Report 2. Select the following fields add additional ones as you wish: a. [Job] Job Summary b. [Job] Job No. c. [Time] Date d. [Task] Name + Label e. [Time] Note f. [Time] Time g. [Time] Billable h. [Staff] Name 3. Set criteria as follows: a. [Time] Date [is on or after] [the start of last month] b. [Time] Date [is on or before] the end of last month] c. [Time] Billable is [No] d. [Job] Client [excludes] [Your Business] 4

5 4. Select the staff who can use this report, rows are [grouped/subtotal by first field], staff [can change all the] criteria for the report so custom date ranges can be selected. Click Save and Preview. You can click on the blue job number to go through to the job to see more detail. Staff Time Detail Report To check for non-billable time entries that should be billable shows all times sheets by staff member for the set period. Reports, All Reports, Staff Time Detail Report, enter dates, untick your business if you want to exclude internal time sheets, then click Print. Look for any asterisks down the right side: * Non-Billable time sheet ** Capacity Reducing time sheet (if you have Premium or Practice version of WorkflowMax) Check Cost Items Cost Item Check Report Run this report to check all costs entered for last month are actual costs rather than estimated. They need to be actual to be reflected properly for reporting purposes. This is not the right report to check outstanding purchase orders (for that, go to Business, Purchases, Current tab). Actual cost items are ones that have a green tick beside them on the cost tab this means your settings make them so when added, they have been purchased or manually marked as actual. If you use the purchase order system, your settings should default to estimated, then the purchase order process makes them actual. If supplied from stock, or items like kms, they need to manually ticked to be real for reporting purposes. On the Report Builder tab, select the report type Job Cost and click Create 5. Name: Month-end Job Cost Check 6. Select the following fields add additional ones as you wish: a. [Job] Job Summary b. [Job] Client c. [Job] Job No. d. [Cost] Date e. [Cost] Description f. [Cost] Note g. [Cost] Quantity h. [Cost] Cost i. [Cost] Billable j. [Cost] Invoiced k. [Cost] Profit l. [Cost] Added By m. Optional [Cost] Quantity Ordered n. Optional [Cost] Supplier o. Optional [Cost] Supplier Phone 5

6 7. Set criteria as follows: a. [Cost] Date [is on or after] [the start of last month] b. [Cost] Date [is on or before] the end of last month] c. [Cost] Actual Cost? Is [No] 8. Select the staff who can use this report, rows are [grouped/subtotal by first field], staff [can change all the] criteria for the report so custom date ranges can be selected. Click Save and Preview. Job number displays on each line so you can click through to the job to check or edit cost items. If [Cost] Added By, displays your company name on the report, then it was system generated. Invoicing Complete your invoicing as normal. Post-Invoicing, Pre-Statements Check Invoices Draft Invoices Check for any invoices still in draft format in WorkflowMax and Xero. In WorkflowMax, go to Business, Invoices, Draft tab or click the screen where it shows the blue number as in the picture below. In Xero, go to Accounts, Sales, click the number where it shows Drafts, as in the picture below. Cancelled Invoices Report If you allow the use of cancelling invoices use delete instead, it is good practice to check all cancelled invoices are re-invoiced. On the Report Builder tab, select the report type Invoice (Cancelled) and click Create 9. Name: Cancelled Invoices Reports 10. Select the following fields add additional ones as you wish: a. [Invoice] Date b. [Invoice] Client c. [Invoice] Invoice No. d. [Invoice] Job Number(s) e. [Invoice] Amount 6

7 11. Set criteria as follows: a. [Invoice] Date [is on or after] [the start of last month] b. [Invoice] Date [is on or before] the end of last month] 12. Select the staff who can use this report and change to Staff can change all the criteria for this report, so they can set custom dates if needed Click Save and Preview. Work In Progress Clean out Work in Progress Business, Work in Progress, run both the Client is Your Business Name and Completed / Cancelled filters these should be showing $0 work in progress. You will need to work through and clean out any that have a WIP balance. Internal/non-chargeable jobs shouldn t be creating a WIP value, as we are not charging them out. You can check the tasks on jobs to make sure they are set to Non-Billable to ensure this doesn t happen. With Completed/Cancelled jobs, ideally these should be fully billed and any remaining invoice-able value needs to be written off. Note that some companies use the Completed status as an indication it needs to be billed we do not recommend this as it is an archived job status you will need to check your job status settings, and organisation/practice settings to determine the status use. Next to Work in Progress there is a little blue triangle, click on this, then click + New Filter, to create two filters: Client is Your Business Name : Any Text = Client, Is, Your Business Name, Add, Save Completed / Cancelled : Any Text Job State, Is, Completed and Cancelled, Save Unbilled Work In Progress Check why Work in Progress remains unbilled. Ideally you want Work in Progress to be current, like below. You will see a small amount unbilled from February, but the client is ok with this, they are carrying it forward to March billings. 7

8 For Construction companies and Architects etc, with long-running jobs, their Work in Progress may span many months. It does depend on they invoice, if these companies are using percentage billing, then they are not clearing out the Work in Progress regularly, you will get an Interims figure to counter the actual time and costs, which creates a negative bar in the current period. This is not ideal, but some companies are ok with it. In this example (pictured above), the company has not cleaned out the Work in Progress on completed jobs and this is causing a large Older bar. Know your WhIP and keep it clean ;-). If you would like assistance to get your WIP sorted, contact us, we can help. Check Credits Allocate Credits In Xero, go to Accounts, Sales, Awaiting Payments, sort by Due to bring credits to the top. Click a credit to open it, on the right side, click options to see if you can allocate the credit. Note any prepayments or overpayments must be applied to the correct contact at the time of creation. If you let Xero pick the Contact name based on the bank transaction information, it will not correctly assign to a real contact in your system and therefore can t be matched to an invoice. Check Aged Receivables Check the Aged Receivables match in WorkflowMax and Xero. 8

9 In WorkflowMax, go to Business, Invoices and see your Awaiting Payment figure, in Xero, on your dashboard you can see the Awaiting Payment figure in the Invoices owed to you section. If incorrect, see the WorkflowMax Invoices Report and Xero Invocies List and you can work through and find anything missing, or that needs to be marked as paid in WorkflowMax. WorkflowMax Invoices report Rather than be used every month, this report is sometimes used to find issues when needed. For example, if the WIP Control Report totals do not match your profit and loss in Xero. To check if all invoices represented in WorkflowMax match Xero, you will also need to run the Xero Invoices report. On the Report Builder tab, select the report type Invoice and click Create 13. Name: Month-End Total Invoices Reports 14. Select the following fields add additional ones as you wish: a. [Invoice] Date b. [Client] Client c. [Invoice] Invoice No. d. [Invoice] Job Number(s) e. [Invoice] Amount f. [Invoice] Amount (incl tax) 15. Set criteria as follows: a. [Invoice] Date [is on or after] [the start of last month] b. [Invoice] Date [is on or before] the end of last month] 16. Select the staff who can use this report and change to Staff can change all the criteria for this report, so they can set custom dates if needed Click Save and Preview. Xero Invoices List To get a complete list of invoices dated for last month. In Xero, on the blue bar, click Accounts, Sales, then See all: On the far right side, click Search Select the Search Within drop down and select Transaction Date Enter the relevant date range Tick the small tick box to Include Deleted & Voided invoices Click Search Check Jobs 9

10 Overdue Jobs Now is a good time to check your overdue jobs either close them out or redate them to suit. If you are manually closing them, on the job financial tab click Remove from Invoice List, then on the job information tab, change the status to completed. To redate, on the job information tab, click Edit Job, then alter the dates to suit. Lock Dates WorkflowMax In WorkflowMax go to Business, Settings, Organisation Settings or Practice Settings. Scroll down a little bit to the Lock Dates section. Lock both dates. If you need to move or alter timesheets later on, you will need to unlock the dates. Xero Go to Settings, General Settings, Financial Settings, scroll down a bit to see Lock Dates. On the General Settings page, you can click the star to make it blue to add it as a favourite in Xero. Then when you click on Settings, you will see immediately. Statements Send your statements as normal. In the WorkflowMax Xero settings, we untick the Contact Person box, so that in Xero the only contact shown is the person who receives statements. You can have as many contacts as you like in WorkflowMax, but Xero then only has the statement recipient. 10

11 Post-Statements WorkflowMax WIP Control Report Reports, All Reports, in the Work in Progress Reports section, select WIP Control Report.. Select the data range for last month and click Print. Time Billed plus Disbursement Billed should equal your total income in Xero. If you are completing invoices in Xero directly, these may or may not appear in WorkflowMax depending on your settings and subscription type and can affect this report. WorkflowMax Monthly Job Profit Report This report will show the profit of a job for a period. For example, 1 31 March, will show all time and cost items with 1 31 March dates and all invoices with 1 31 March dates. Note that this report can be misleading if time or cost items are carried forward from an earlier and invoiced in this period or time or costs dated within this period are carried forward to be invoiced in a later period. You can run this as a summary and see which jobs need attention you can then run it as a detailed version for more information and select a specific client to narrow it down. Reports, All Reports, Performance Reports, select the Monthly Job Profit Report. You can edit the date range, I normally leave the rest of the settings as they are. I am definitely not an advocate of printing but this is a good report to print out and run through with a hi-lighter. Pick a minimum percentage of profit this is a business decision and will vary business to business if you know your break even percentage, it will be easier to work out a minimum profit percentage. Go through and hi-light any jobs that do not meet this minimum percentage. Use another colour to hi-light any jobs that weren t invoiced for the full amount, or not invoiced at all. Xero Budget Manager In Xero go to Reports, Budget Manager. You can have multiple budgets and you can use tracking in your budget. You can use in the Profit and Loss to compare actual to budget. Xero Profit and Loss In Xero, go to Reports, Profit and Loss. Click on the Compare Periods tab.. Select last month in the date and click update. You can also choose to show vs your budget if you wish. The total sales should match the WorkflowMax WIP Control Report. 11

12 Reporting General Notes Hardware We 100% definitely recommend you have two screens on your desk, or at least one big wide one. You can then see both WorkflowMax and Xero at the same time and other computer use becomes much easier as well, this also means less printing as you can see everything you need on screen at the same time. Standard Reports WorkflowMax For standard reports in WorkflowMax, on the green bar, click Reports, All Reports. There are great reports in here to explore and there are many settings than can be altered to suit. Xero For standard reports in WorkflowMax, on the blue bar, click Reports. WorkflowMax Report Builder Instructions to build specific reports follow in the Month-end Report section. On the green bar, click Reports, then Report Builder. If you can t see this, please ask your system administrator to alter your staff privileges see Staff Settings to enable access to Report Builder. Staff Settings to enable access to the Report Builder Business, Settings, Staff. Click your name to open, Report Builder is near the bottom of the General Privileges section You will only be able to build reports based on your staff privileges. Staff can be given access to individual reports when they are created, or can be edited to include more staff as suits. You only need Report Builder access in your staff settings to build, edit, copy and delete reports. Report Builder Tabs In the Report Builder, you will see three tabs: My Reports tab the report runner to view the report. Depending on report settings within the report itself you may have a Show Criteria button where you can alter criteria like date ranges. 12

13 Report Builder tab the report editor, create, edit, copy and delete reports and assign staff access and criteria settings. Samples tab WorkflowMax sample reports great to explore. Creating and Editing Reports in the Report Builder Report names In our business we name our reports based on role first, then report name. For example, Business Management Milestones Report by Client. This makes it easy to see who uses the report, or for what role the report is created for. However you choose to name your reports, use words that clearly describe the reports use. When you have many reports, it can get confusing what they are for and if they are used at all. If you simply name the report Invoice Report, it does not describe how the report is used, or what it does. If you call it Month End Total Invoices Report, then it is much easier to understand what you are using this report for. If you are simply trialling a report, name it Month End Total Invoices Report TESTING or such. If you are just playing around or doing a one-off report, name it Month End Total Invoices Report DELETE ME. You can rename it later if you keep it. At least you will know you can delete any out that have those names. In the Month-end Reports section, I have used names that make sense to me below, but you can name them as you wish. Copying Reports If you have a report that is pretty good, but you want to play with it to see if you can make it better, or you want to create a summary version or such, then using the Report Builder tab, open the report you want to copy. On the left side menu, click options and Copy Report. Give it a new name or put TESTING on the end of the existing name. Deleting Reports If you want to delete a report please make sure this report isn t used by someone else. On the Report Builder tab you can see who created it. On the Report Builder tab, open the report you want to delete. On the left side menu, click Options and Delete Report. Date Ranges You can create reports with rolling dates or custom set dates. I prefer using rolling dates then you don t have to alter them all the time. With set dates, you need to click forward for many months sometimes to reach current dates. If you are creating a leave report for payroll, you can t have a rolling two week period but you can have a rolling week or rolling month. To set rolling dates, in section 3 on the reports, you need to put: [X Date] [is on or after] [the start of last month] 13

14 [X Date] [is on or before] [the end of last month] For custom dates: [X Date] [is on or after] [Custom] click the date e.g. 1 March 2017 [X Date] [is on or before] [Custom] click the date e.g. 31 March 2017 With rolling dates, when you run the report from the My Reports tab, depending on the report settings, you can click show criteria to set the dates, then click Refresh. Detail vs Totalled fields on reports When selecting fields in section 2, you will find some fields have the word (Totalled) in them. These are summary fields. If you mix summary and regular fields on a report, you will get confusing data that looks duplicated. Stick to all Totalled fields or stick to detail fields, try not to mix them sometimes you might find a reason to use both, but watch for misleading data. Reordering Fields In section 2 for the custom reports, you can reorder fields simply by dragging and dropping them into the order you want. Grouping and Sub Totalling You can group and sub-total reports by the first field. For example, in the Invoices report, you could group by client simply by putting that field in the top most position, then in section 4, select Rows are [grouped/sub totalled by the first field]. You can dramatically change and improve reports by doing this. Previewing and Saving Reports You can preview a report without saving it. You can save a report without previewing it. Both are pointless to me most of the time on the Save button, you will see a small triangle this is a drop down click it and select Save and Preview. I pretty much always use this option. If I want to try out a setting change, but not save it, then I use Preview only. 14

15 Linking Fields Blue fields shown on the reports are linking fields for example, on the Invoices report, the invoice number shows blue with an underline. You can click this to view the invoice. Linking fields are particularly useful on jobs reports to confirm where data is coming from. If you group or subtotal by the job number field, then add the field again in section two, so it will have a job number field as a linking field as well as it being a heading. Practice or Premium version of WorkflowMax If you are using either the Practice or Premium version of WorkflowMax, please note, depending on your settings, invoices completed in Xero not be back-imported into WorkflowMax, so may or may not be included in your reports in WorkflowMax. Xero Reporting Credits and Balance Write Offs Issues may arise where credit notes are done in Xero, or balances are written off. It would help to monitor debtors in both systems so they match.. See also Practice or Premium version of WorkflowMax above. Xero Deleted or Voided Invoices In Xero, to find deleted draft invoices, or voided approved invoices, on the blue bar, click Accounts, Sales, then See all: On the far right side, click Search. Enter any relevant details, then tick the small tick box to Include Deleted & Voided, then click Search. 15