xpm global office admin guide v1 - accounting … · 2018-08-07 · xpm office administration guide...

CONTENT CLIENT MANAGEMENT ....................................................................................................................................... 1

1. LEARN ABOUT THE CLIENT MANAGER ............................................................................................................................ 2 2. VIEW CLIENT INFORMATION ......................................................................................................................................... 3 3. ADD A CLIENT RECORD ................................................................................................................................................ 4 4. EDIT A CLIENT RECORD ................................................................................................................................................ 5 5. MANAGE CLIENT GROUPS ............................................................................................................................................ 6 6. ARCHIVE A CLIENT RECORD .......................................................................................................................................... 7

JOB MANAGEMENT ............................................................................................................................................ 8

1. CREATE JOBS............................................................................................................................................................. 9 2. ALLOCATE STAFF EXPLICITLY ....................................................................................................................................... 10 3. SCHEDULE JOBS ....................................................................................................................................................... 10 4. CREATE RECURRING JOBS .......................................................................................................................................... 11 5. CREATE AN INTERNAL JOB .......................................................................................................................................... 12 6. CREATE A CAPACITY REDUCING JOB .............................................................................................................................. 13

LEADS .............................................................................................................................................................. 15

1. LEARN ABOUT THE LEAD MANAGER ............................................................................................................................ 16 2. CREATE A NEW LEAD ................................................................................................................................................ 17 3. UPDATE A LEAD ....................................................................................................................................................... 17 4. UPDATE LEAD ACTIVITIES ........................................................................................................................................... 19 5. MARK A LEAD AS WON OR LOST ................................................................................................................................. 20

QUOTES ........................................................................................................................................................... 22

OVERVIEW ................................................................................................................................................................. 22 1. LEARN ABOUT THE QUOTE MANAGER .......................................................................................................................... 23 2. CREATE, SAVE AND PRINT A QUOTE.............................................................................................................................. 24 3. REVISE, DECLINE OR ACCEPT A QUOTE .......................................................................................................................... 25 4. INVOICE A QUOTED JOB ............................................................................................................................................. 26

INVOICES ......................................................................................................................................................... 29

1. LEARN ABOUT THE INVOICE MANAGER ........................................................................................................................ 30 2. CREATE AN ACTUALS INVOICE ..................................................................................................................................... 31 3. CREATE A MULTI‐JOB INVOICE .................................................................................................................................... 33 4. CREATE AN INVOICE WITHOUT A JOB ............................................................................................................................ 34 5. PRINT AND SEND AN INVOICE ..................................................................................................................................... 34 6. INTEGRATE TO XERO ................................................................................................................................................. 35 7. CANCEL OR DELETE INVOICES ...................................................................................................................................... 37 8. MANAGE WIP ........................................................................................................................................................ 38

REPORTING ...................................................................................................................................................... 41

1. PRINT FINANCIAL REPORTS ......................................................................................................................................... 42 2. PRINT KPI REPORTS ................................................................................................................................................. 43 3. CREATE AND PRINT CUSTOM REPORTS .......................................................................................................................... 43 4. ADD A NEW REPORT TO YOUR FAVOURITE LIST ............................................................................................................... 45

Client Management ‐ 1. Learn about the Client Manager

XPM Office Administration Guide ‐ Global Version 1.0 October 2014 Page | 1 of 45

Client Management

Overview

Practice Manager holds information about current Clients as well as future clients, called Prospects. There are important client settings that you should customise before you import or add new client records.

Once you have a client database, you can add more clients as well as archive them when they are no longer active clients.

A prospect automatically becomes a client when a related lead is won or a related quote is accepted.

Client Management ‐ 1. Learn about the Client Manager

Page | 2 of 45 Version 1.0 October 2014 XPM Office Administration Guide ‐ Global

1. Learn about the Client Manager

Clients > Clients (tab)

The Client Manager is used to view a listing of the client organisations currently stored in Practice Manager. You can quickly find client information, edit or update their phone number, address or add a contact. There are three tabs in the Client Manager.

Tab name Description

Clients Lists the names of all active clients and prospects.

Click on a client or prospect name to view the client information.

Select one or more records to add to a client group

Select one or more records to archive them.

Click the star icon to add client record to the starred (favourite) list.

Groups Lists the client groups that have been created. Client groups allow you to group related entities so you can easily search for information related to the entire group.

Click on a group name to view the group information.

Select one or more records to delete them.

Click New Group to create a new client group.

Click the star icon to add group record to the starred (favourite) list.

Contacts Lists all contacts that are currently linked to clients, prospects and suppliers. Duplicate records will exist if a contact is related to more than one client, prospect or supplier.

Click on a contact name to view the contact information.

Select one or more records to delete them.

Click the star icon to add contact record to the starred (favourite) list.

Action name Description

All Clients View all clients and prospects in Practice Manager. Select this option if you want to navigate away from starred or archived clients, or from a filtered view.

Starred View clients and prospects you have added to your list of favourites.

Archived View clients and prospects that are no longer active.

New Filter Create and save a filter to view clients that meet specific conditions.

New Client Create a new client.

New Prospect Create a new prospect.

Search Displays when there are 10 or more records listed. Enter a keyword to find a specific client or prospect. The search applies to the view you are currently on.

Client Management ‐ 2. View client information


2. View client information

Clients > Clients (tab) > [select client]

When you open a client record you will see five standard tabs.


Details Displays client information.

Leads Lists active and archived leads. Displays colour coded history about leads in recent months.

Quotes Lists active and archived quotes.

Displays colour coded history about quotes in recent months.

Jobs Lists active and archived invoices.

Displays colour coded history about jobs in recent months.

Invoices Lists active and archived leads.

Displays colour coded history about invoices in recent months.

You can monitor the total value for invoices awaiting payment, overdue invoices and current WIP for the client in the status panels. Click on a panel to be redirected to Invoices or Work in Progress to view the detailed information.

You can create leads, quotes, jobs and invoices from within the client record. You can also use the options button to edit or archive the client record.

Client Management ‐ 3. Add a client record


3. Add a client record

Clients > Clients (tab) > New (button)

During the implementation process your current client database will have been migrated across to Practice Manager. Add new clients and prospects, and record as much information as you can.

To add a new client record:

1. Go to Clients. 2. Click New > Client. 3. Complete the client information and Save. Use the table below as a reference.

Field Description

General

Business Structure The client business type.

Client Type Types you have created in Client Settings, that define common financial settings for different groups of clients.

Partner The name of the internal staff member who takes overall responsibility for the client.

Manager The name of the internal staff member who will take responsibility for seeing that the jobs for this client are completed.

Name If the business structure is not Individual.

First Name, Last Name, Other Name and Date of Birth

If the business structure is Individual.

Upload Picture The image must be a file of type png, jpg, jpeg, gif or bmp under 2MB. The logo will show on the client page. Default logos apply if you do not upload an image.

Contact Details

Phone, Fax, Email Address and Website.

Add important contact details for the client. This is separate from the Contact person you add to the client.

Referral Source. The dropdown list is created with every new entry.

Physical Address The physical address of the client. A quick find feature will provide matching address lines as you start typing.

Add a different postal address

Click Add a different postal address, to add an additional postal address.

Tax and Company

Tax information Enter relevant information.

Billing

Zero Rated If you select this option, then sales tax will not be added to the invoice total.

Billing Details The name of the billing client that will be billed for the client’s jobs, if not same as client.

Add custom rates Select tasks and add custom hourly rates, if they differ from default rates.

Custom Fields

Your custom fields These are your custom fields under your custom heading.

Client Management ‐ 4. Edit a client record


4. Edit a client record

Once a client has been created, you can edit the details and add additional information to the client record.

4.1 Edit Client information

Clients > Clients (tab) > [select client] > Options (Button) > Edit

To edit a client record:

1. Go to Clients.

2. Locate and open the required client record.

3. Click Options > Edit.

4. Make the necessary changes in the relevant sections:

General.

Contact Details.

Tax and Company.

Billing.

Custom Fields.

5. Save changes.

4.2 Add to a client group

Clients > Clients (tab) > [select client] > Groups (section)

If you have related clients, you can group them together into client groups.

To add client to a client group:

1. Go to Clients.


3. Locate the Groups section.

4. Click Add to Group and select at least one group.

A client can be a member of multiple groups.

5. Select one or multiple client groups

6. Click Add.

4.3 Add a contact

Clients > Clients (tab) > [select client] > Contacts (section)

You can add any number of contacts to a client, prospect or supplier record. If two or more clients share the same contact, then you have to duplicate the contact record for each client. It is currently not possible to add one contact to multiple clients.

Client Management ‐ 5. Manage client groups


To add a contact record:

1. Go to Clients.


3. Locate the Contacts section and click Add Contact.

4. Enter a Name and Position.

5. Select Set as Primary Contact if there are multiple contacts for the client, and this is the main contact.

6. Click Add Salutation and Addressee.

You can use these fields to customise templates.

7. Click Upload Picture.

Select a png, jpg, jpeg, gif or bmp under 2MB in size and click Open.

8. Complete any Custom Fields you may have created.

9. Save changes.

5. Manage client groups

5.1 View client group information

Clients > Groups (tab) > [select group] > [various tabs}

When you group related clients, you will be able to view and manage jobs, quotes, leads and invoices for the entire group. The group view also shows you the total group value for invoices awaiting payment, overdue invoices and current WIP. Click on a panel to be redirected to Invoices or Work in Progress to view the detailed information.

To view client group information:

1. Go to Clients.

2. Click the Groups tab.

3. Locate and open the client group required.

4. Click the required tab to see relevant information:

Members: Lists all members of the group. You can click on the star to add them to your favourite list. To remove a member, select the client record and click Remove from Group.

Leads: Lists current and archived leads for all members in the group

Quotes: Lists current and archived quotes for all members in the group

Jobs: Lists current and archived jobs for all members in the group

Invoices: Lists current and archived invoices for all members in the group

Client Management ‐ 6. Archive a client record


5. Click on status panels to see a list of critical invoices and jobs:

Awaiting Payment: This takes you to Business > Invoices > Awaiting Payment, and a search criteria for the group is automatically applied to the list.

Invoices Overdue: This takes you to Business > Invoices > Overdue, and a search criteria for the group is automatically applied to the list.

WIP: Shows unbilled WIP for all group members.

6. Click Options > Edit to edit the Group Name.

7. Click Options > Delete to remove the client group. The group members will not be deleted, they will just be removed from the group.

5.2 Remove clients from a group in bulk

Clients > Groups (tab) > [select group] > [select members] > Remove from Group (button)

To remove members from a group:

1. Go to Clients.

2. Click the Groups tab.

3. Locate and open the required group.

4. Select clients required and click Remove from Group.

5. Click Delete to confirm the removal.

6. Archive a client record

Clients > Clients (tab) > [select client] > Archive (button)

When a client leaves and is no longer an active client, you must Archive the record to remove them from views, lists and reports. If the client returns, you can restore the client record from the Archive list.

If there are active jobs for the client that you have archived, you can continue to work on them. You must decide if you will archive clients before or after all jobs have been completed.

When you restore an archived client, all jobs and invoices are also restored.

To archive a client:

1. Go to Clients.

2. Select the client’s check box.

3. Click Archive and click Archive to confirm.

TIP: To restore an archived client, select the Archived filter to view all filtered clients. Locate and open the required client and click Options > Restore. The client information will be fully restored and viewable in the Client Manager.

Job Management ‐ 6. Archive a client record


Job Management

Overview

Practice Manager is a job centric system, so managing your jobs from creation to completion is very important to ensure that work is being completed efficiently and on time.

You can choose to keep it simple, create one job per client and record all your time against the job, to invoice it monthly or upon completion.

Or, you can make use of the staff allocation and scheduling features to track and manage jobs and staff productivity to ensure that you are maximising your resources and efficiency.

Job Management ‐ 1. Create jobs


1. Create jobs

Jobs > Jobs > New Job

To create a job you need to select a client, give the job a name, create a task to allocate time to, and assign staff members to the job. If you select a template, then costs, tasks, and milestones will be added automatically.

You can create a new job from a number of places in Practice Manager; the process is the same for all these options:

In the Dashboard, click New Job in the task pane.

In the Job Manager, click New Job in the task pane.

In the Client Manager, open a client record and click +New and select Job.

To create a job:

1. Go to Jobs > Jobs > New Job.

UnderJobInformation:

2. Select a Client.

If the client record has a contact record, the Contact is automatically added to the job.

3. Change the default job Template, if required.

A default template is selected, as determined in your Practice Settings.

4. Edit the Name, if required.

The name defaults to the template name. Edit the name to add additional information for the job, for example Annual Accounts 2014.

5. Edit the Description, if required.

The description defaults to the description in the template. Remove or add text as required.

6. Enter a Budget.

The budget amount is used for reporting only.

7. Select a State, if the default state does not apply.

8. Select a Category, if the default category does not apply.

9. Select Exclude from Estimated Billings, if you will not be billing this job. For example, if this is an internal job.

UnderScheduleInformation:

10. Edit the Start, if required. It defaults to today.

11. Edit the Due Date, if you know when this job is expected to be completed. It defaults to today.

12. Select a Priority, if required.

The priority selected will display as an icon in the Job Manager.

Job Management ‐ 2. Allocate staff explicitly


13. Select a job Partner.

If the client record has a partner, then the client Partner is automatically added to the job.

14. Select a job Manager.

If the client record has a manager, then the client Manager is automatically added to the job.

15. Select Staff members that are expected to work on the job and need to enter time sheets.

16. Save changes.

2. Allocate staff explicitly

Jobs > [select job] > Tasks (section) > Staff Allocation (button)

If you know in advance who will do the work on a job and the time budget that applies, you can assign staff to the individual tasks in a job. This will allow staff to view and track the work that they are responsible for.

If the system is set to Inherit from Job, and at least one task is explicitly assigned, then the entire job becomes explicit. Staff not assigned explicitly will not see the tasks in the Dashboard, Global Search, or in their daily timesheet. However, they will be able to see the tasks in the job timesheet.

To allocate explicit time:

1. Open the required job.

2. In the Information tab, scroll down to the Tasks section.

3. Click Staff Allocation.

4. Under the required task, check the staff member to be allocated.

If the staff member is NOT listed, select them from the drop down to add them to the list.

5. Enter the explicit Allocated Time for the staff member.

Check that the Estimated Time for the task corresponds to the total Allocated Time. A warning will display if they do NOT match.

6. Repeat steps 4‐5 for all tasks to be allocated.

7. Click Save.

3. Schedule jobs

Jobs > Jobs > [select job] > Edit Schedule (button)

The job schedule is used to manage and track jobs, tasks and milestones. This ensures that jobs are being completed on time.

Job Management ‐ 4. Create recurring jobs


To edit a job schedule:

1. Go to Jobs > Jobs.

2. Open the required job.

3. Click Edit Schedule located in the task pane.

4. Edit the job Start Date and Due Date, if required.

5. Change the period viewed, by clicking on the period tabs. Click on the scroll buttons to go forward and backward in time.

6. Hover over a progress bar to see the allocation details.

7. To un‐schedule a task, right‐click inside a progress bar and click Un‐schedule.

8. To schedule a task, click inside the timelines and drag the progress bar to the end date. As you are dragging the schedule, you will see the dates that apply to your new selection.

9. To move a milestone, drag and drop the milestone icon (black diamond) to the required date.

10. To move a schedule, click on a progress bar, and drag and drop to another position. The start date will show so you know where you are moving it to.

When moving a job, you can also move the tasks and milestones with it.

11. Save changes.

TIP: You can also view and schedule jobs and tasks in Jobs > Job Schedule and Job > Staff Schedule.

4. Create recurring jobs

Jobs > Jobs > Recurring (tab) > New Recurring Job

If you have jobs that repeat on a regular basis, such as GST, BAS and Wages jobs, we recommend that you create recurring jobs. These jobs will be automatically created according to the intervals you specify. This ensures you always have relevant jobs open and ready for your clients, and saves you the time and effort to create them manually.

To create a recurring job:


2. Click the Recurring tab.

3. Click New Recurring Job in the task pane.

4. Select the Repeat interval in terms of days, weeks or months.

5. Enter the Next Date, when you want the next job to be created.

6. Select the End Date.

7. Select a Client.

8. Select a job Template.

Job Management ‐ 5. Create an internal job


9. Edit the Name.

Add placeholders so you can easily identify the individual jobs.

Replace the n in the placeholders with an appropriate number.

10. Enter a Client Order No.

11. Edit the Duration.

12. Select a Manager and Partner.

This is automatically updated from the client record.

13. Allocate Staff members.

Staff that will work on the jobs when they are created.

14. Save changes.

5. Create an internal job

Jobs > Jobs > [select internal job] > Options > Copy Job

Internal time is time spent in the office on activities that will not be billed to clients, for example office admin, projects, newsletters, training and human resources. This is different to annual leave and exams, when you are away from the office. Time away is recorded in a capacity reducing job.

An internal job should have been created for you as part of the implementation process. This job will run until the end of your current financial year.

You must create the next internal job for the new financial year. You can use the copy job function to base it on the current job.

To create a new internal job:


2. Locate and open the current internal job.

3. Click Options > Copy Job.

4. Add a year to the Name, for example Internal Time 2014.

5. Select a relevant State, for example Planned if you create the job before the start of the financial year.

6. Select Internal for Category.

7. Select Exclude from Estimated Billings, as you will not be billing this job.

8. Select the Start and End Date according to your financial year.

9. Select a State, if the default state does not apply.

10. Select a Category, if the default category does not apply.

11. Edit Partner and Manager, if relevant. The settings from the previous job will be copied across.

12. Allocate all staff member to the job, click Select All.

13. Save changes.

Job Management ‐ 6. Create a capacity reducing job


TIP: The new job is created and all tasks from the original job will be copied across. Change the job State to In Progress at the start of the financial year. Mark the current job as Completed at the end of the financial year, so the job can be archived.

6. Create a capacity reducing job

Jobs > Jobs > [select internal job] > Options > Copy Job Business > Settings > Capacity

When you are away from the office, for example annual leave and exams, you still have to record your time but you do not want this to affect your productivity measurements. To record time away from the office, you must create an internal job and mark it as capacity reducing.

A time away job should have been created for you as part of the implementation process. This job will run until the end of your current financial year.

You must create the next time away job for the new financial year. You can use the copy job function to base it on the current job.

To create a new internal job:


2. Locate and open the current time away job.

3. Click Options > Copy Job.

4. Add a year to the Name, for example Time Away 2014.

5. Select a relevant State, for example Planned if you create the job before the start of the financial year.

6. Select Internal for Category.

7. Select Exclude from Estimated Billings, as you will not be billing this job.

8. Select the Start and End Date according to your financial year.

9. Edit Partner and Manager, if relevant. The settings from the previous job will be copied across.

10. Allocate all staff member to the job, click Select All.

11. Save changes.

TIP: The new job is created and all tasks from the original job will be copied across. Change the job State to In Progress at the start of the financial year. Mark the current job as Completed at the end of the financial year, so the job can be archived.

To flag the job as a capacity reducing job:

1. Click Business > Settings > Capacity.

2. Under Capacity Reducing Job, select the new time away job.

3. Save change.

When you return to the time away job, you will see an alert that states This job is capacity reducing and

all time recorded will be marked as non‐billable.

Job Management ‐ 6. Create a capacity reducing job


Troubleshooting–unmarkascapacityreducing

If you incorrectly marked a job as capacity reducing, you can clear this flag inside the job.


2. Open the capacity reducing job.

3. Under Options in the task pane click Mark as Non‐Capacity Reducing.

4. Click Yes to confirm.

The alert in the job will disappear.

Leads ‐ 6. Create a capacity reducing job


Leads

Overview

Leads allow increased visibility over potential new business opportunities with the ability to track and analyse the number of opportunities won or lost and the value of business generated.

Leads ‐ 1. Learn about the Lead Manager


1. Learn about the Lead Manager

Business > Leads

The Lead Manager is used to view, track and manage leads. Each prospect or client can have more than one lead associated with them.

The status panel shows an overview count of all current leads (not won or lost) by category. Click on any expand icon to view a filtered list of those leads.

There are six tabs in the Lead Manager.

Tab Description

Dashboard Displays bar charts of leads by Current leads by Staff, Leads by Month and Leads Won by Month and a pie graph of Current leads by Category.

Hover over a bar in a bar chart or pie in a pie chart for more information.

Recent History Displays recent lead activity in chronological order.

Click on the lead name to open the detailed lead information screen.

All Lists current leads only (leads not won or lost).

Enter a keyword in the search area or select a Category. Click Search to update the view.

My Lists only current leads assigned to you (not won or lost), grouped by category.

Leads recently updated are shaded yellow.

Enter a keyword in the search area or select a Category. Click Search to update the view.

Activities Displays a calendar view of activities by user. Overdue activities are displayed at the top of the list.

Select a staff name and the calendar view is automatically updated to show the staff member’s activity calendar.

Archive Lists all leads ever created, that are current, won or lost.

You can filter for a specific period, or select one client to display. Click Refresh to update the view.

Leads ‐ 2. Create a new lead


2. Create a new lead

Business > Leads > New Lead (button)

Prospects and clients can have many leads associated with them. If the new client or prospect has not been added to your client database, you can create the prospect when creating the new lead. Always use a relevant template, to create leads with predetermined activities needed to manage a lead.

To create a lead:

1. Click Business > Leads > New Lead.

2. Select an existing Client or a Prospect.

If not an existing client or prospect, then click Add Prospect.

Enter a Name.

Enter available Client and Contact Information.

Save changes.

3. Select a Template, if available.

Templates contain pre‐determined activities that help you track and manage a lead.

4. Enter an Estimated Value.

This allows you to see the value of your leads in the dashboard graphs and charts.

5. Select a Category.

Categories are colour coded and allow you to recognise the state of your lead in the lead dashboard.

6. Select an Owner.

By default, you are the owner, but you can select another staff member to manage the lead.

7. Complete Custom Fields, if custom fields have been created.

Custom fields are useful to record statistical information about leads. You can use a custom report to extract custom fields and to analyse your leads.

8. Save changes.

3. Update a lead

3.1 Edit a lead

Business > Leads > All (tab) > [select lead] > Edit Lead (button)

As you start working on a lead, you can edit the lead information as new data comes to light. If you have created custom fields, you need to make sure they are up to date and current.

To edit leads:

1. Click Business > Leads.

2. In the All tab, locate and open a lead.

3. Click Edit Lead in the task pane.

4. Edit the required lead information.

5. Save changes.

Leads ‐ 3. Update a lead


TIPS: View the Lead History at the bottom of the page to track the lead’s progress. View the Activities tab in the Lead Manager for overdue activities. View the Important Dates on your Dashboard to see lead activities assigned to you.

Notesonleadoptions

You can edit the lead information, add estimates and quotes, and apply more lead templates. You will learn more about quotes and estimates in the Quotes module. These are the options available from the task pane.

Edit Lead: Update lead information, for example name and estimated value and click Save. This

action is not recorded in the lead history.

New Estimate: Add a new estimate to the lead; the new estimate will be linked to the lead as a

quote. Once the estimate is created, you can click Options > Apply Additional Templates to add

tasks to the quote.

New Quote: Add a new quote to the lead. The new quote will be linked to the lead.

Options > Add existing quotes: Add a quote that was previously created for the same client; the

existing quote will be linked to the lead.

Options > Apply Additional Templates: Apply a new lead template to add new activities to the

list of activities. Select a template and click Save.

Options > Delete Lead: The lead will be removed from the Lead Manager and cannot be

reinstated at a later stage. Click Yes to confirm the deletion.

IMPORTANT: Quotes and estimates linked to the deleted lead will not be deleted.

3.2 Add a quote to a lead

Business > Leads > All (tab) > [select lead] > New Quote

When a lead starts to look promising, the client may request a quote. You can easily create a quote and attach it to the existing lead.

To add a quote to a lead:


2. Locate and open a lead.

3. Click New Quote in the task pane.

4. Click Options > Apply Additional Templates.

Select a Template.

Under Tasks select Add additional tasks to the quote.

5. Save changes.

6. See Create a Quote below, to complete the quote information.

7. Save changes.

Leads ‐ 4. Update lead activities


3.3 Change the lead category

Business > Leads > All (tab) > [select lead] > Quick Edit

By assigning a colour to each category, your dashboard will display colourful graphs and charts that help you identify the kind of leads you are tracking.

To change the lead category:



3. In the task pane, under Quick Edit, select a category.

4. Save changes.

3.4 Add a note to a lead

Business > Leads > All (tab) > [select lead] > Add Note

Add notes to your leads as you complete various steps, to keep track of how you are progressing. You can keep copies of emails that you have sent or received, and important conversations and reminders.

NOTE: When a lead is won, notes in the lead are NOT copied to the job.

To add a note to a lead:



3. Type your text in the Note field.

4. Click Add Note.

4. Update lead activities

You can add, edit and delete activities as well as mark them as completed. Activities will display in your calendar and activity lists. Mark an activity as completed to remove it from your activity list.

4.1 Add a new activity

Business > Leads > All (tab) > [select lead] > New Activity

You can add additional activities to a lead as it progresses.

To add a new activity to a lead:



3. Under Activities click New Activity.

4. Enter a Subject.

5. Select Who’s responsible?

By default you are responsible for new activities.

Leads ‐ 5. Mark a lead as Won or Lost


6. Click on a date in the calendar to set the due date.

By default this is set to today.

7. Click Save.

4.2 Mark an activity as completed

Business > Leads > All (tab) > [select lead] > Activities (section)

To track the progress of a lead, remove activities from the activity list by marking them as complete. Once an activity has been completed it CANNOT be reinstated.



3. Under Activities locate the activity to be edited in the activity list, and check the check box.

The activity is automatically removed from the activity list and from the calendar.

TIP: The completed activities can be seen in the Lead History section at the bottom of the page.

5. Mark a lead as Won or Lost

5.1 Mark a lead as Won

Business > Leads > All (tab) > [select lead] > Won (button)

To mark a lead as won:



3. Check that all Activities have been completed.

Close off any outstanding activities to remove them from the Lead Manager calendar.

4. Under Lead Information click Won.

5. Delete the Name and Description.

This ensures the information is populated from the template you will select in the next step.


7. Complete job and schedule information.

8. Save changes.

The new job is created and you can start working on the job.

NOTE: If the lead is linked to a quote, then you get a choice to base the new job on the lead or the quote. If you base it on a quote, the original quote will automatically be marked as Accepted.

Leads ‐ 5. Mark a lead as Won or Lost


5.1 Mark a lead as Lost

Business > Leads > All (tab) > [select lead] > Lost (button)

When a lead is not converted, you must mark it as Lost. This will move the lead to the Archive tab in the Lead Manager. You can edit it, delete it or reinstate the archived lead and make it current again.

To mark a lead as lost:



3. Check that all Activities have been removed.

Delete any outstanding activities to remove them from the calendar.

Any outstanding activities that you do not delete, will be removed from the calendar of the responsible staff member, but will continue to show in the calendar.

4. Under Lead Information click Lost.

5. Click Yes to confirm.

NOTE: If a lead is linked to a quote, the quote will NOT be declined or deleted if the lead is Lost.

Quotes ‐ Overview


Quotes

Overview

The quotes module includes quotes and estimates. Estimates are identical to quotes in Practice Manager; they just differ in terms of the legal obligation you are entering into. An estimate is not a firm offer to do the job at that price, but is a realistic guess. The final price may change as the job progresses. A quote is an offer to do a job at a certain price, if the client accepts a quote then you cannot charge more than the quoted price, unless you do work that is outside the scope of the quoted job.

Quotes are most commonly used to manage fixed price agreements or fixed fee jobs. You can use the quote to scope out the agreement, and when the quote is accepted, a job based on the agreed terms is created.

NOTE: All the steps and instructions in this module deal with quotes. The same steps apply when working with estimates.

Quotes ‐ 1. Learn about the Quote Manager


1. Learn about the Quote Manager

Business > Quotes

The Quote Manager is used to view a listing of the quotes and estimates currently stored in Practice Manager. You can easily find a quote or estimate, and process them from Draft all the way to Accepted or Declined. You can also add, edit and archive quotes.

There are four tabs in the Quote Manager. Click on a tab to view the details for All, Draft, Issued or Expired quotes and estimates. Monitor expired quotes on a regular basis, to make sure you are not missing out on potential work.


All Lists all draft and issued quotes, including expired quotes. It excludes quotes that have been archived.

Draft Lists quotes and estimates that have been saved and are waiting to be issued or accepted. You can monitor the Valid Until dates to help you manage quotes and make sure they don’t expire.

Issued Lists quotes and estimates that have been issued and are waiting to be accepted or declined. You can monitor the Valid Until dates to help you manage quotes and make sure they don’t expire.

Expired Lists issued quotes where the Valid Until date falls prior to today’s date. It excludes draft and archived quotes.


All Quotes View all quotes in Practice Manager. Select this option if you want to navigate away from archived quotes or from a filtered view.

Archived Quotes Lists all quotes and estimates you have accepted, revised or declined. It does NOT list draft quotes.

New Filter Create and save a filter to view quotes that meet specific conditions.

Customised filters View or edit your filters.

New Estimate Create a new estimate.

New Quote Create a new quote.

Search Enter a keyword to find a specific quote or estimate. The search applies to the view you are currently on.

Quotes ‐ 2. Create, save and print a quote


2. Create, save and print a quote

Business > Quotes > New (button) > New Quote

To create a quote:

1. Click Business > Quotes.

2. Click New > New Quote.

3. Select a Client.


5. Edit the Name

6. Edit the Description.

Remove any items that do not apply.

7. Enter a Budget.

If a budget is entered, it can be included in custom reports for future analysis.

8. Edit the Date and Valid to, if required.

The Date defaults to today and the Valid To date is calculated according to your Practice Settings.

9. Enter an Options Explanation.

10. Click Next.

11. Select a Pricing Mode.

See Notes on Pricing Mode below.

12. Scroll down to Tasks.

13. Under Cost, click New Cost to add additional costs.

14. Under Options, click New Option to add additional options.

To save, print, issue or accept the quote, select one of these options:

Save Draft & Print: The quote is saved and you are directed to the Print Options. Select a custom template or select the information you want to include in the default template, click Print. Email or export the quote as required.

Save Draft: The quote is saved and can be edited at a later stage.

Issue & Print: The quote is locked and cannot be edited. You are directed to the Print Options. Select a custom template or select the information you want to include in the default template. Clear the Mark as Sent option if you are not sending the quote, otherwise leave it checked. Click Print and email or export the quote as required.

Issue: The quote is locked and cannot be edited. You can send quotes to customers and know they will not be edited further. It can be accessed in the Current tab of the Quote Manager to decline or accept it.

Issue & Accept: The quote is locked and a new job is created based on the quote information. Complete the job and billing information and click Save. You can now start working on the job.

Cancel: The quote is NOT saved in the Quote Manager and cannot be retrieved.

Quotes ‐ 3. Revise, decline or accept a quote


NotesonPricingMode

When you create a quote, you can scope and price the prospective job in two different ways:

Calculated Price

Click on a task to edit the task information. There are two ways to scope this task, at a task level or at a staff level.

Different billable rates will apply, depending on which staff members you allocate to the task.

Task Estimated Time The price will be calculated according to the task billable rate. You can see the rate that will be applied under Billing Information.

If you use a job template that has time estimates for each task, then review the estimates and edit them if required for this quote.

Allocate Staff The price will be calculated according to the staff billable rate that applies. You can see the rate that will be applied under the Billable Rate column.

Note that the estimated time for the task is greyed out when you select a staff member. This means any values you entered at a task level no longer apply.

Save the changes and return to the Quote Information page. You will see under Tasks, that the task has been updated with the estimated time, and the price has been calculated accordingly.

Fixed Price

In this mode, any changes to estimated time or billable rate for a task will not be reflected in the price. If you click on a task, you will see an alert on the page, informing you that the task has a fixed price.

Enter a Fixed Price for each task and it will override any previous calculations.

3. Revise, decline or accept a quote

3.1 Revise a quote

Business > Quotes > [select issued quote] > Revise (button)

Once you issue a quote it is locked from further editing. If you identify changes that are required you will not be able to unlock the quote. Instead you can mark it as revised which will create a new quote based on the original quote. You will be able to edit and issue the new quote. The original quote will be marked as revised and archived in the Quote Manager.

To revise a quote:


2. Open the issued quote.

3. Click Revise and Yes to confirm.

4. Make the required changes to the quote.

5. Save, print, issue or accept the quote.

Note: The original quote number is retained with a revision indicator added to the end.

Quotes ‐ 4. Invoice a quoted job


3.1 Decline a quote

Business > Quotes > [select issued quote] >Declined (button)

If a client does not accept your quote, you must decline the quote so it can be removed from the active quotes list and archived. Declined quotes can be accessed in All Quotes > Archived Quotes.

To decline a quote:



3. Click Declined.

3.3 Accept a quote

Business > Quotes > [select issued quote] > Accepted (button) Business > Quotes > [select draft quote] > Issue & Accept (button)

When you receive confirmation from the client that they have accepted a quote, then you can mark the quote as accepted. This will create a new job based on the tasks and costs listed in the quote. Any notes or documents in the quote can be selected to be copied across to the new job.

To accept an issued quote:



3. Click Accepted.

4. Select any Options that have also been accepted.

5. Edit the Job Information as required.

Set the Due Date in the future, it defaults to today.

Allocate staff to the job, if required.

6. Select any Notes or Documents to copy from the quote to the new job.

7. Save changes.

4. Invoice a quoted job

4.1 Create a progress invoice – upfront invoice for the full amount

[select job] > Financial (tab) > New Progress Invoice (button)

Create a progress invoice for the full amount, if you have agreed with a client that they will pay the quoted price when the job is started. You will receive your money upfront, which will benefit your cash flow.

TIP: Create a Progress Invoice so the job is NOT marked as Completed or archived. When the job is finished, you can create a final wash up invoice to remove any remaining WIP from the WIP ledger.



To create an upfront invoice:

1. Open a job and click the Financial tab.

2. Click New Progress Invoice in the task pane.

3. Under Options, select Quoted/Estimated Time and Costs.

4. Click Next.

5. Click Approve & Print.

Under Print Options, click Print.

Click Export to PDF in the task pane and Save file.

4.2 Create a progress invoice – percentage invoice


Create a percentage invoice, if you have agreed with the client that they will pay an agreed percentage upfront and the balance when they work is completed.

To create a percentage invoice:



3. Under Options, select % of the quoted value.

Enter the agreed percentage.

4. Enter a Description and click Next.




4.3 Create a progress invoice – deposit invoice


Create a deposit invoice, if you have agreed with the client that they will pay an agreed amount upfront and the balance when they work is completed.

To create a deposit invoice:



3. Under Options, select Progress amount/deposit.

Enter the agreed amount.

4. Enter a Description and click Next.






4.4 Create a final invoice to wash up WIP

[select job] > Financial (tab) > New Invoice (button)

To create a final invoice:


2. Click New Invoice in the task pane.

1. Under Options, select Quoted/Estimated Time and Costs.

2. Click Next.

3. Select additional Tasks and Costs.



Return to the job Financial tab to see the Estimated Billings.

Notesonex‐scopework

If there were unexpected extras during the job that were not originally quoted for (out of scope work), then you can create a new job and invoice it separately. Create an actual time and cost invoice for this job. Keep it separate to the original quote.

See Job Management.

See Invoices.

Invoices ‐ 4. Invoice a quoted job


Invoices

Overview

Invoicing in Practice Manager is extremely flexible. You can invoice actual or estimated amounts, and you can create multiple progress invoices before you create a final invoice. Progress invoices can be used for upfront billing, interim billing or to bill a percentage of an agreed quote.

Invoices and payments can be exported to your accounting system for debtor management. You can nominate billing entities for bulk invoicing, and you can create a quick invoice without a job.

Invoices ‐ 1. Learn about the Invoice Manager


1. Learn about the Invoice Manager

Business > Invoices

The Invoice Manager shows a summary of invoices in draft, awaiting payment and money due to come in. You can create new progress or final invoices for a selected client, and you can review and send client statements.

There are four tabs in the Invoice Manager. Click on a tab to view the details for Draft, Awaiting Payment or Overdue invoices.


Overview The status panels display the total value of invoices awaiting approval or awaiting payment. Click on a panel to see a list of invoices that make up the invoices you selected. An advanced search will be performed in the search box.

Draft Lists invoices that have been saved and are waiting to approved. You can monitor the due date to help you manage invoices and make sure they are sent to the client promptly. Note that an invoice number has not yet been assigned.

Select one or multiple invoices to Approve, Delete or Print.

Awaiting Payment Lists invoices that have been approved and sent to clients. You can monitor the due date to help you manage invoices and make sure they are paid in time.

Select one or multiple invoices to Print, Mark as Paid or Mark as Sent.

Overdue Lists approved invoices quotes where the due date falls prior to today’s date. It excludes draft and paid invoices.

Select one or multiple invoices to Print, Mark as Paid or Mark as Sent.

TheOverviewtab


All Invoices View all quotes in Practice Manager. Select this option if you want to navigate a way from archived quotes or from a filtered view.

Archived Invoices Lists all quotes and estimates you have accepted, revised or declined. It does NOT list draft quotes.

New Filter Create and save a filter to view quotes that meet specific conditions.

New Progress Invoice Create a new estimate.

New Final Invoice Create a new quote.

Print Statements Enter a keyword to find a specific quote or estimate. The search applies to the view you are currently on.

Invoices ‐ 2. Create an actuals invoice


2. Create an actuals invoice

2.1 Create a progress invoice

Jobs > Jobs > [select job] > Financial (tab) > New Progress Invoice

Create a progress invoice when you are planning to create several invoices for a job without removing the job from the work in progress list. The job will be marked as Completed or Archived when you create a final invoice and no unbilled WIP remains on the job.

IMPORTANT: A progress invoice includes time, costs and interims (previous deposit invoices) up to the date of the invoice, and excludes future values.

To create a progress invoice:


2. Click New Progress Invoice.

3. Select Actual Time and Costs.

4. Edit the invoice date, if required.

It defaults to today’s date.

The invoice will include WIP entries up to and including the invoice date.

5. Click Next.

6. Scroll down to the Tasks, Costs and Invoice Summary. By default, all billable WIP will be selected to be invoiced.

7. You can edit the items under Tasks:

If you unselect a billable task, it will be carried forward.

If you add an additional task, it will be written on.

8. You can edit items under Costs:

If you unselect a billable cost, it will be carried forward.

If you select a non‐billable cost, it will be written on.

If you partially bill a cost, the unbilled portion will be carried forward.

If you add an additional cost, it will be written on.

9. Click the Time Sheets tab to edit time sheet entries.

You cannot partially bill a time sheet entry. Adjusting the time portion will result in a write on or write off.

If you mark billable time as Future, it will be carried forward.

If you mark billable time as No, it will be written off.

If you mark billable time as Yes, it will be written on.

Save the change to return to the draft invoice.

Invoices ‐ 2. Create an actuals invoice


10. Scroll down to the Invoice Summary.

If you made changes to tasks, costs or timesheets, some WIP may have moved under Write‐ons and Carry Forward.

11. Save Draft or Approve the invoice.

2.2 Create an actuals invoice

Jobs > Jobs > [select job] > Financial (tab) > New Invoice

A final invoice is created when a job is completed and no more WIP activity is expected. Any billable items or interim invoices not selected in a final invoice, will be carried forward.

NOTE: When you create a final invoice, it includes all the WIP in the job, even if time, costs and interims were entered with future dates.

To create a progress invoice:


2. Click New Invoice.

3. Select Actual Time and Costs.

4. Edit the invoice date, if required. It defaults to today’s date.

5. Click Next.

6. Scroll down to the Tasks, Costs and Invoice Summary. By default, all billable WIP will be selected to be invoiced.

7. You can edit the items under Tasks:

If you unselect a billable task, it will be carried forward.

If you add an additional task, it will be written on.

8. You can edit the items under Costs:

If you unselect a billable cost, it will be carried forward.

If you select a non‐billable cost, it will be written on.

If you partially bill a cost, the unbilled portion will be written off.

If you add an additional cost, it will be written on.

If you unselect an interim invoice (previous deposit invoice), it will be carried forward.

9. Click the Time Sheets tab to edit time sheet entries.

You cannot partially bill a time sheet entry. Adjusting the time portion will result in a write on or write off.

If you mark billable time as Future, it will be carried forward.

If you mark billable time as No, it will be written off.

If you mark billable time as Yes, it will be written on.

Save the change to return to the draft invoice.

Invoices ‐ 3. Create a multi‐job invoice


10. Scroll down to the Invoice Summary.

If you made changes to tasks, costs or timesheets, some WIP may have moved under Write‐ons and Carry Forward.


3. Create a multi‐job invoice

Business > Invoices > New (button) > New Invoice > [select client] > Job Invoice (radio button)

You can include multiple jobs in the same invoice. There are many different reasons why you may want to combine jobs into one invoice:

To invoice multiple jobs for one client, especially if you invoice WIP at month end.

To invoice a billing client for jobs that belong to members of the same client group.

To wash up WIP when you have a bundled service with repeating invoices from Xero.

To invoice a job that has been marked to be excluded from estimated billings.

To create a multi job invoice:

1. Click Business > Invoices.

2. Click New > New Progress Invoice or New Final Invoice.

3. Select the Client.

4. Clear the Contact box.

If you select a contact, it may exclude some jobs from the job list.

5. Select Job Invoice and click Next.

6. Select the Invoice Type.

7. Select the jobs you want to include in the invoice.

If the client you selected is the billing client for other clients, then you will see a list of jobs for multiple clients.

8. Click Next.

9. Scroll through the page to see each job included in the invoice.

You can edit tasks and costs to adjust the invoice totals.

10. Click Edit Invoice in the task pane and add a Description.

Enter text that summarises all the jobs that are included in the invoice.


TIP: When you print this invoice, select a special template for multi job invoices, if one was created during the implementation process.

Invoices ‐ 4. Create an invoice without a job


4. Create an invoice without a job

Business > Invoices > New (button) > New Invoice> [select client] > Miscellaneous Invoice (radio button)

If you want to invoice a client for services that have no time or cost element, then you can create a

miscellaneous invoice. You can then bill the client directly, without creating a job first. Add a task or cost

to the invoice, to create an invoice line item.

To create a miscellaneous invoice:

1. Click Business > Invoices.

2. Click New > New Progress Invoice or New Final Invoice.

3. Select the Client.

4. Select Miscellaneous Invoice and click Next.

5. Click New Task, if required.

6. Click New Cost, if required.


NOTE: Entries in a miscellaneous invoice are not recorded in the WIP ledger.

5. Print and send an invoice

5.1 Export invoice

Once you have printed the invoice, you have a number of options in the task pane to export the document. If you require a printed copy to send to the client, then click Export to PDF. You can also Export it to Word, but be careful not to edit information that should be edited in Practice Manager instead.

5.2 Email an invoice

You can also email the invoice directly to the client. To see if the email was sent successfully, look in the History tab of the invoice.

To email an invoice:

1. Create an invoice and click Print Invoice.

2. Click Email in the task pane.

3. Select the Contacts to receive the email.

If there are no contacts with an email address, then this box will not be displayed.

4. Add Additional email addresses, if required.

5. Select Send me a copy if you want to keep a record of the email sent.

6. Edit the Subject, if required.

7. Edit the Message, if required.

8. Click Send Email.

Invoices ‐ 6. Integrate to Xero


IMPORTANT: There is no confirmation that the email was successfully sent to the client. If you require an audit trail of emails sent to the client, then attach the PDF to a regular email to the client.

6. Integrate to Xero

6.1 Send invoices to Xero

If your Practice Manager is integrated to your Xero account, then invoices will be automatically sent to Xero as soon as they are approved. Depending on your integration settings, you will see the invoices in the Draft or Awaiting Payment tab in Xero.

TIP: If the connection failed and an invoice was not sent to Xero, you can open the invoice in Practice Manager and click Options > Export to Xero in the task pane.

6.2 Receive invoices from Xero

There are practice settings that determine how invoices will be imported from Xero. Depending on the settings that have been selected for your practice, one of three possible scenarios will apply. Your practice administrator will inform you which scenario applies to your practice.

This will determine what you are expected to enter in the Reference field when creating an invoice or repeating invoices in Xero. Invoices from Xero will be attached to a job or to the client in Practice Manager, depending on the value contained in the Reference field.

Xero import options

Invoice has a matching Reference

Invoice has a NON‐matching Reference

Invoice has NO Reference

Scenario 1 Invoice will be imported and attached to the related job, with the matching job number or client order number.

Invoice will be imported as a miscellaneous invoice.

Scenario 2 Invoice will be imported and attached to an adhoc job.

Scenario 3 Invoice will be imported and attached to an adhoc job.

Invoice will be imported as a miscellaneous invoice.

6.3 Troubleshooting

Lostconnection

Look out for error messages in the notification panel when you approve an invoice in Practice Manager. For example:

If there was an issue with the connection and the invoice was not sent, then once the connection has been restored, you can manually export the invoice to Xero.

Invoices ‐ 6. Integrate to Xero


Open the required invoice and click Options > Export to Xero in the task pane. If you get a message that the invoice has already been sent, click No. If you click Yes, you will get a duplicate invoice number error.

There are two options when you have a problem with invoice numbers:

1. If the invoice has not been sent to the client yet, delete it and create a new one that will automatically be sent to Xero. You may have to delete or void the invoice in Xero.

2. If the invoice has already been sent to the client, then manually create the invoice in Xero and add a note or comment to reference back to the invoice in Practice Manager. Add a reference in Practice Manager as well.

DuplicateclientsinXero

If a client name in Practice Manager does not match the name in Xero, then Practice Manager will create a new client record in Xero. This could happen if you have the same client in both systems, but with a different spelling. You must merge the contact records in Xero, to ensure only one record is used for the client.

LockdatesinXero

If a Period Lock Date or End of Year Lock Date has been applied in Xero, then you will not be able to cancel an invoice in Practice Manager and an error message will be displayed.

If a Period Lock Date or End of Year Lock Date has been applied in Xero, then you will not be able to export an invoice to Xero and an error message will be displayed.

Xerotokenerror

If you receive a Xero Token error this means that the connection between Practice Manager and the Xero interface has been lost. Check to see that Practice Manager is correctly connected to Xero in Business > Settings > Xero.

Invoices ‐ 7. Cancel or delete invoices


7. Cancel or delete invoices

7.1 Delete an invoice

Business > Invoices > [select invoice] > Options > Delete Invoice

You cannot edit the financial content of an invoice once it has been approved. To adjust the financial details of an invoice, the only option is to delete or cancel the invoice, and then create a new invoice.

When you delete an invoice, it is permanently removed from Practice Manager with no audit trail left behind. The time and costs associated with the deleted job will be added back to the WIP ledger and available for future invoicing.

IMPORTANT: If you delete an invoice in Practice Manager, it will NOT be deleted in your accounting software, for example Xero. You will need to update your accounting software by removing the invoice.

To delete an invoice:

1. Locate and open the invoice to be deleted.

2. Click Options > Delete Invoice and click Yes to confirm. The WIP will be available for billing again.

Remember to delete or void the invoice in Xero.

7.2 Cancel an invoice

Business > Invoices > [select invoice] > Options > Cancel Invoice

If the invoice has already been sent to the client, then you should cancel it instead of deleting it. When you cancel an invoice, it will be archived in the Invoice Manager and marked as Cancelled in the Financial tab of the related job. The time and costs associated with the cancelled job will once again be available for invoicing.

To cancel an invoice:

1. Locate and open the invoice to be cancelled.

2. Click Options > Cancel Invoice and click Yes to confirm. If the invoice has been marked as paid, then this option will not be available.

3. Return to the job Financial tab. Note that the invoice still shows in the list (italicised) and marked as Cancelled.

IMPORTANT: If you cancel an invoice in Practice Manager, the invoice will be automatically deleted (if draft) or voided (if approved) in Xero. Equally, if you void an invoice in Xero, it will automatically be cancelled in Practice Manager.

Invoices ‐ 8. Manage WIP


8. Manage WIP

8.1 Learn about the WIP Manager

Business > Work in Progress

TheWIPstatuspanels

The status panels display the total WIP currently in your practice. Click on a panel to see a list of jobs that make up the WIP balance you selected. An advanced search will be performed in the search box.

Status panel Jobs listed when you click a status Search criteria

Time All jobs where the total value of time in WIP is not zero. Time <> 0

Disbursements All jobs where the total value of disbursements in WIP is not zero.

Disbursements <> 0

Interims All jobs where the total value of interims in WIP is not zero. Interims <> 0

Total WIP All jobs where the total value of WIP is not zero. WIP <> 0

Est. Billings This option cannot be clicked on. It may or may not include estimates and quotes, depending on your practice settings.

TheagedWIPbarchart

The aged chart displays WIP balances per month for the current month, the previous three months, and then anything older will be grouped into one bar. Click on a bar to see a list of jobs that make up the aged balance you selected. An advanced search will be performed in the search box.

Bar Example Jobs listed when you click a bar Search criteria

Current Month May Only jobs with WIP in the current month. Aged = “Current”

Month ‐ 1 Apr Only jobs with WIP in the previous month. Aged = “month‐1”

Month – 2 Mar Only jobs with WIP in the month 2 months ago. Aged = “month‐2”

Month – 3 Feb Only jobs with WIP in the month 3 months ago. Aged = “Month‐3”

Month – 4 or older

Older Only jobs with WIP older than 3 months. Aged = “Older”



TheWIPtable

This table displays the top five clients with the most unbilled WIP, and total WIP per standard job state. Click on a client or state to see a list of jobs that make up the client or state you selected. An advanced search will be performed in the search box.

Tab What it displays Jobs listed when you click an item Search criteria

Top Clients The top five clients with the highest unbilled WIP.

Only jobs for the selected client will be displayed.

Client = “client name”

Job Status The total WIP per job state. Only jobs for the selected job state will be displayed.

State = “state name”

8.2 Create invoices in bulk

Business > Work in Progress > List (tab)

If you do your billing at month end, you can identify actual time and costs available to be invoiced in the WIP Ledger. The calculation takes into account any previous invoices that have been processed and excludes draft invoices.

To create invoices in bulk:

1. Click Business > Work In Progress.

2. Select one or multiple jobs and click Invoice.

3. Edit the invoice Date, if required. It defaults to today’s date.

4. Select Type.

Progress: You have not completed the job and will continue to work on it.

Final: You have completed the job, and WIP will be written on/off.

5. Select Invoice.

WIP: The invoice total will be based on actual time and cost recorded.

Quote/Estimate: The invoice total will be based on the price of an accepted quote or estimate.

6. Select Grouped by.

Client: Multiple jobs for the same client will be grouped into one invoice. It does not take into account billing clients.

Job: One invoice per job selected will be created.

7. Click Create.



IMPORTANT: If a job in your selection has a draft invoice, a new invoice will not be created. An error message will be displayed. No other invoices will be created. Unselect the jobs with the draft invoice and repeat the process of creating the invoices.

8.3 Write off and remove WIP in bulk

Business > Work in Progress > List (tab)

If you identify jobs that will not be billed, you can remove them from the WIP Ledger, so they no longer

appear in the WIP list. Any unbilled WIP will be written off.

IMPORTANT: If a job has a draft invoice, then the WIP in the draft invoice will also be removed. You will not be able to approve the draft invoice. You should delete the draft invoice in the job.

To remove WIP in bulk:

1. Click Business > Work In Progress.

2. Select one or multiple jobs.

3. Click Remove.

All unbilled WIP will be written off.

4. Click Remove again to confirm that you want to remove the job from WIP.

The jobs will be removed from the WIP list.

TIP: To recover WIP, go to the Financial tab in a job and click Undo WIP Write‐Off.

Reporting ‐ 8. Manage WIP


Reporting

Overview

There are reports that can be printed when viewing jobs, invoices and time sheets. There is also a set of Reports, where you can filter for specific data to be printed.

The KPI Dashboard contains useful performance reports if you are interested in key performance metrics.

If you require even more specialised reporting, you can use the Report Builder to customise your own reports and to publish them for other staff members to view and print. All reports can be exported and emailed directly to recipients.

Reporting ‐ 1. Print financial reports


1. Print financial reports

Reports > All Reports

There are Financial Reports that you can print and most reports allow you to filter for specific data.

TIP: Refer to the Reports Inventory to learn more about each report and to see a sample printout.

To print a financial report:

1. Click Reports > All Reports.

2. Click the report you want to print.

3. Under Options, select the filtering options required for the report. See Notes on Report Options below.

4. Click Print.

Click Email in the task pane to send the report via email.

Click one of the Export options in the task pane to save a copy on your desktop.

Notes on Report Options

When you select a Financial Report, you will see a set of options that allow you to filter for information that is more specific. The options listed vary according to the report that you have selected.

From and To To display data that is relevant to the data range selected.

For example, in the Job Report.

Staff To display data that is relevant to the staff member(s) selected.

For example, in the Staff Time Summary Report.

Clients To display data that is relevant to the client(s) selected.

For example, in the Client Time Detail Report.

Manager To display data that is relevant to the job manager(s) selected.

For example, in the Job Billing Report.

Account Manager To display data that is relevant to the account manager(s) selected.

For example, in the Job WIP Balances Report.

State To display data that is relevant to the jobs state(s) selected.

For example, in the Billable Time Report.

Format To display data in the format selected.

For example, in the Monthly Job Profit Report (summary or detailed format).

Mode To display data using the mode selected.

For example, in the Staff Time Summary Report (job summary or client summary mode).

Reporting ‐ 2. Print KPI reports


2. Print KPI reports

Reports > All Reports > Performance Reports > KPI Dashboard

The KPI Dashboard provides an overview of how a practice is performing based on key performance measurements. If there are new time sheets, invoices and other changes during the day, the KPI Dashboard will be updated overnight.

If staff members are expected to contribute to KPI revenue metrics, then edit staff accounts to enable the relevant KPI options for each staff member.

To print a KPI report:

1. Click Reports > All Reports.

2. Under Performance Reports click KPI Dashboard.

3. Click the report you want to print.

Print (creates a PDF file)

Export to Excel (creates an XML file).

3. Create and print custom reports

The Report Builder allows you to create and publish custom reports. You can create custom data exports, build one‐off custom reports and share reports with other staff members.

Reports > Report Builder > Report Builder (tab)

To create a custom report:

1. Click Reports > Report Builder.

2. Click the Report Builder tab.

3. Select a Report Type.

4. Click Create.

5. Edit the title to describe the Report.

6. Select the Fields to be displayed.

See Notes on Totalled fields and grouping below.

7. Select the Criteria for the report.

8. Select the Publish settings required.

See Notes on Publish options below.

9. Click Preview Report to check that you have selected all the fields and criteria required.

10. Return to the Report Designer and Save the custom report.

Reporting ‐ 3. Create and print custom reports


Notes on Totalled fields and grouping

Use Totalled fields and grouping depending on how you want to display the data. Here are three examples that illustrate how totalling and grouping can change a report.

Example1:Aninvoicereportnotgrouped

In this custom report:

Fields: [Client] Client, [Invoice] Job Number(s), [Invoice] Invoice No. and [Invoice] Amount

Under options, the Rows are not grouped.

In the output:

The report displays a row for each invoice in a job.

The amount is NOT totalled and the rows are not grouped.

Example2:Aninvoicereportgroupedbyclient

In this custom report:

Fields: [Client] Client, [Invoice] Job Number(s), [Invoice] Invoice No. and [Invoice] Amount

Under options, the Rows are grouped/sub totalled by the first field.

In the output:

The report is grouped by client, and lists all invoices in a job.

The total amount is displayed under the individual invoice amounts.

Example3:Aninvoicereporttotalledbyclient

In this custom report

Fields: [Client] Client, [Invoice] Job Number(s), [Invoice] Invoice No. and [Invoice] Amount (Totalled).

Under options, the Rows are not grouped.

In the output:

The report displays the total amount for all invoices in a job.

It does not display individual invoice amounts, and notice that invoice numbers are not displayed, although the field was selected to be part of the report.

Reporting ‐ 4. Add a new report to your favourite list


Notes on Publish options

Under Publish set publishing conditions for the report.

Select the Staff members that can view this report.

o By default, your name is added to the list of staff who can view this report.

Click the delete icon to remove a staff member.

Configure the layout and functionality of the report:

Rows are not grouped: No grouping.

grouped/sub totalled by the first field: The report will be grouped and subtotalled by the first field.

Display the last field on the same line: The last field will be displayed on the same line.

on the next line: The last field will be displayed on the next line. This is useful for displaying description or note type fields underneath their detail.

Staff … criteria for the report

cannot change: Staff cannot edit the criteria of the report.

can change the date: Staff viewing this report via the “My Reports” screen can edit the date criteria associated with the report.

can change all: Staff viewing this report via the “My Reports” screen can edit all the criteria associated with the report.

4. Add a new report to your favourite list

Reports > Report Builder > My Reports (tab)

Add your custom report to your favourites list so you can easily access them from the Reports menu.

To mark a custom report as your favourite:

1. Click Reports > Report Builder.

2. Find the report you want to favourite and click the star icon.

3. Refresh your screen then click Reports.

Under Favourites, you will see your starred reports.