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Work In Progress Snapshot Reports

Work in progress reports are based on jobs and tasks -- and not general ledger journal entries. Unlike older agency accounting systems, the general ledger does not automatically track your unbilled costs.

billing-worksheets
unbilled
unbilled-media
analysis
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Billing Worksheet reports are great pre-billing reports, since they list your unbilled jobs by client. Select production or finance status from this drop-down menu.

Select the production or finance status "From" range from this drop-down menu. "New" is selected by default.

Select the production or finance status "To" range from this drop-down menu. This will give you a full breadth of jobs in between the production status you wish to view.

Choose how you would like unbilled jobs selected by using this drop down menu. Jobs can be selected by AE/Team, School, Project, or Profit Center.

Enter the initials of the AE/Team, School, Project, or Profit Center you wish to print the billing worksheet for here.

The Billing Hot Sheet shows unbilled jobs by client - including each job’s estimate, billed, and remaining unbilled amounts. A checklist of the billing workflow steps is listed for each job. The Job Billing Worksheet shows unbilled jobs and their tasks - including each task’s budget, costs, commitments, billings-to-date, and a space to enter the amount to bill now.

Select these options to exclude overbilled tasks, show overbilled jobs, or only show one job per page on the report you're printing.

Unbilled Costs reports list unbilled vendor purchases, time entries, expenses, checks, and transfers by task. Use this to easily see total unbilled printing, layout, etc. at month-end. Select the production or finance status "From" range from this drop-down menu.

Select the production or finance status "From" range from this drop-down menu. "New" is selected by default.

Select the production or finance status "To" range from this drop-down menu. This will give you a full breadth of jobs in between the production or finance status you wish to view.

Choose how you would like unbilled costs selected by using this drop down menu. Jobs can be selected by AE/Team, School, Project, or Profit Center.

Enter the initials of the AE/Team, School, Project, or Profit Center you wish to print the unbilled costs report for here.

The Unbilled costs by Job report can be selected by cost status. This option lets you see unbilled costs that are on-hold, for example, or canceled. The Unbilled Costs by Task report lists unbilled vendor purchases, time entries, expenses, checks, and transfers by task. The Partially-Billed Costs report lists any cost with a status of Partial. The costs are sorted by client, then job.

Enter the accounting period you wish to see on this report. If you want to see unbilled costs for all accounting period, leave the field as is.

Unbilled Media reports list all insertion and broadcast orders that have not been billed to the client. The orders are grouped by client and sorted by order number. Select the production or finance status "From" range from this drop-down menu.

Select the production or finance status "From" range from this drop-down menu. "New" is selected by default.

Choose how you would like unbilled costs selected by using this drop down menu. Jobs can be selected by AE/Team, School, Project, or Profit Center.

Enter the initials of the AE/Team, School, Project, or Profit Center you wish to print the unbilled costs report for here.

The Unbilled Media (all kinds) report lists all insertion and broadcast orders that have not been billed to the client. The Unbilled Broadcast Orders lists all broadcast order not yet billed to the client. Each broadcast order is listed with its station, flight dates, number of spots, and net and gross amounts. The Unbilled Insertion Orders lists all insertion orders not yet billed to the client.

Select the production or finance status "To" range from this drop-down menu. This will give you a full breadth of jobs in between the production or finance status you wish to view.

Analysis reports analyzes costs that have been written off for any time period, shows costs that have been billed for less than their gross amounts, lists job tasks that have been billed for more than their actual costs and lists unbillable costs by job or task. Select the production or finance status "From" range from this drop-down menu.

Select the production or finance status "From" range from this drop-down menu. "New" is selected by default.

Select the production or finance status "To" range from this drop-down menu. This will give you a full breadth of jobs in between the production or finance status you wish to view.

Choose how you would like unbilled costs selected by using this drop down menu. Jobs can be selected by AE/Team, School, Project, or Profit Center.

Enter the initials of the AE/Team, School, Project, or Profit Center you wish to print the unbilled costs report for here.

The Write-offs report analyzes costs that have been written off for some time period. The Markdowns report shows costs that have been billed for less than their gross amounts. The Overbilled Tasks lists job tasks that have been billed for more than their actual costs. The Unbillable Costs report lists unbillable costs by job or task.

Miscellaneous reports include the G/L Accrual, which summarizes unbilled job costs by debit G/L# for making manual WIP entries and the Change Orders report, which lists change orders added for any time period. Select the production or finance status "From" range from this drop-down menu.

Select the production or finance status "To" range from this drop-down menu. This will give you a full breadth of jobs in between the production or finance status you wish to view.

Choose how you would like unbilled costs selected by using this drop down menu. Jobs can be selected by AE/Team, School, Project, or Profit Center.

Select the production or finance status "From" range from this drop-down menu. "New" is selected by default.

The G/L Accrual summarizes unbilled job costs by debit G/L# for making manual WIP entries. The Change Orders report lists change orders added for any time period.

Select the production or finance status "From" range from this drop-down menu. "New" is selected by default.



Printing work in progress snapshot reports

Work in progress reports are based on jobs and tasks -- and not general ledger journal entries.

Unlike older agency accounting systems, the general ledger does not automatically track your unbilled costs. This is done for two reasons: (1) Clients & Profits can track costs and billing without needing the General Ledger, which other systems can’t; and (2) only actual costs and billings affect the general ledger anyway.

Here’s how it works: When a vendor invoice or check is added, every line item gets a debit account (typically a job cost or expense). During posting, the line item amount debits the general ledger -- increasing the cost or expense account’s balance. The entry is counted as a cost against income immediately; it is not counted as an asset. When the job is billed, an income account is credited and Accounts Receivable is debited -- that’s all. Billing does not affect your cost or expense accounts.

Here’s why: The system assumes that you’ll bill costs in the same period that they’re entered. It’s simpler, since agencies can bill costs more quickly now with Clients & Profits. This eliminates the need to initially post costs to WIP, then reverse the costs that were later billed. So instead of booking the month’s costs as they’re added, you only need to make a month-end entry for the value of unbilled costs. And you’ll get this amount from the work in progress reports.

This method of cost accounting only applies to payables and checks. Purchase orders, insertion order, time sheets, out-of-pocket expenses, cost transfers, and job change orders don’t post journal entries into the general ledger Work in progress reports summarize unbilled costs. These reports are the best way to see what you’ve spent on jobs so far, even if they’ve been billed before. Work in progress reports can show what’s to be billed by client, making the month’s billing easier. Other reports help you account for your change orders.

The various work in progress reports show jobs, tasks, and costs in different ways, so have different purposes. The Billing Hot Sheet report is a great pre-billing report, since it lists your unbilled jobs by client. It summarizes the unbilled totals by job, so it is a very compact report; however, it doesn’t show much detail.

WIP reports can show jobs, tasks, and costs for one client, AE, project, or profit center by using the select by pop-up menu. They can show unbilled costs by production status or billing status, letting you see only jobs marked as ready to bill, for example. By using billing status, accounting managers can print their own reports.

Change orders aren’t costs, so don’t appear on the work in progress reports. Since they may influence a month’s billing, change order reports and forms can be printed from the Work in Progress window. The Change Order Report lists change orders for all jobs for a range of dates. The option change orders prints a list of all change orders for a time period.

Tasks without unbilled costs aren’t included on work in progress reports.

Billing worksheet report options include:

Include overbilled tasks. Only unbilled tasks appear on WIP reports. Over-billed tasks (which may have been billed by estimates) aren’t included. Why exclude overbilled tasks? These amounts will decrease the unbilled total for the job, and you may not bill enough to cover the job’s actual costs. Since the job summary and job progress reports show all tasks, you should use this option if you compare them with work in progress reports.

Show overbilled jobs. This option looks at the unbilled total of the job, rather than the individual tasks. If the unbilled total on the job is a negative amount (i.e., the job is overbilled), then the job will not appear on the report unless this option is selected.

To print work in progress reports

1 Choose Work in Progress from the Snapshot menu.

2 Select the kind of report (i.e., Billing Worksheets, Unbilled Costs, Unbilled Media, etc.).

3 Make your report selection.

4 Click print

Work In Progress Reports

Billing Hot Sheet
The Billing Hot Sheet shows unbilled jobs by client -- including each job’s estimate (plus change orders), billed, and remaining unbilled amounts. A checklist of the billing workflow steps is listed for each job.

Job Billing Worksheet
The Job Billing Worksheet shows unbilled jobs and their tasks -- including each task’s budget, costs, commitments, billings-to-date, and a space to enter the amount to bill now. Every job is printed on its own page, making the report easy to distribute to AEs. Unbilled Costs

Unbilled Costs by Job
The Unbilled costs by Job report can be selected by cost status. This option lets you see unbilled costs that are on-hold, for example, or canceled. All other costs will be excluded from the report.

Unbilled Costs by Task
The Unbilled Costs by Task report lists unbilled vendor purchases, time entries, expenses, checks, and transfers by task. Use this to easily see total unbilled printing, layout, etc. at month-end. To see unbilled costs for a time period, choose Job Costs from the Snapshots menu.

Partially-Billed Costs
The Partially-Billed Costs report lists any cost with a status of Partial. The costs are sorted by client, then job.

Costs On-Hold
The Costs On-Hold report lists any cost with a status of On-Hold.

Unbilled Media (all kinds)
The Unbilled Media (all kinds) report lists all insertion and broadcast orders that have not been billed to the client. The orders are grouped by client and sorted by order number.

Unbilled Broadcast Orders
The Unbilled Broadcast Orders lists all broadcast order not yet billed to the client. Each broadcast order is listed with its station, flight dates, number of spots, and net and gross amounts. A separate page is printed for each client’s orders.

Unbilled Insertion Orders
The Unbilled Insertion Orders lists all insertion orders not yet billed to the client. Each insertion order is listed with its publication, issue date, ad size, and gross amount. A separate page is printed for each client’s orders.

Write-offs
The Write-offs report analyzes costs that have been written off for some time period.

Markdowns
The Markdowns report shows costs that have been billed for less than their gross amounts.

Overbilled Tasks
The Overbilled Tasks lists job tasks that have been billed for more than their actual costs.

Unbillable Costs
The Unbillable Costs report lists unbillable costs by job or task.

G/L Accrual (Costs by dGL)
The G/L Accrual summarizes unbilled job costs by debit G/L# for making manual WIP entries.

Change Orders
The Change Orders report lists change orders added for any time period.



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