Reporting on Write Offs

When Approving an Invoice on a Time and Materials Project, you will be able to view your current Work In Progress (WIP) and record how much you want to bill or Write Off. A new "Write Offs" Report Type is available in Report Builder to enable you to leverage the new functionality. In this article we'll look at the new data fields and an example report to get your creative juices flowing.

In this article we'll look at:

  • Write Off Reporting
  • An example Custom Report

Write Off Reporting 

We've added WoT data to two existing report types:

Projects

WoT data for the "Projects" report type

The following new fields are found under: Calculated Data > Invoicing ...

  • Amount Written Off
  • WIP

Invoices

WoT data for the "Invoices" report type

The following new fields are found under: Calculated Data > Project > Invoicing ...

  • Amount Written Off
  • WIP

And we've created a brand new, dedicated report type:

Write Offs 

WoT data for the "Write Offs" report type

This is where you find the most comprehensive list of data fields, including:

Basic Data > Write Off Data

Data Field Description
Invoicing Approach The invoicing approach, either simple or detailed
Write Off ID The ID of the write-off entry in the database
Write Off Date

The date the time was written off

Invoice Date The date of the invoice
Invoice Number  The unique invoice reference number
Amount Written Off (All)  The value of time written off for Approved, Invoiced or Paid invoices
Amount Written Off (Invoiced Only) The value of time written off for Invoiced or Paid invoices
Notes Notes added to the write off
Project Link to "Projects" data tables
Written Off By Link to "People" data tables

Basic Data > Detailed Write Off Data

Data Field Description
Hours Booked The number of hours booked
Amount Booked The value of time booked
Hours Billed The number of hours billed
Amount Billed The amount billed
Hours Written Off The number of hours written off.
Date The date of the timesheet entry.
Timesheet ID The ID of the timesheet in the database.
Timesheet User Link to "People" data tables.
Tab Name The name of the Tab the timesheet entry is booked to.
Stage Name The name of the Stage the timesheet entry is booked to.
Task Name The name of the Task the timesheet entry is booked to.
Stage Tags  Complete list of the tags associated to the stage.
Description The details of any notes added to the timesheet entry by the user.
Additional Time Whether or not the timesheet entry has been marked as additional time.
Role The role that fulfilled the timesheet entry.

Calculated Data

  • Project > link to "Project" data tables

Global Filters

  • Global Data Range
  • Currency

My Custom Calcs

  • New Custom Calculation

Example Custom Report

To help you get started, let's work through an example. Let's say we want to report on the amount we've written off per client, month-by-month, like so...

Monthly_Write_Offs_by_Client.png

How to build the report

1. From your Dashboard, head to the Reports tab. Select Report Builder and click Create a New Report.

2. Click Choose a Report Type, select Write Offs from the drop-down list, and click OK.

3. In the Report Title text box, type Monthly Write Offs by Client.

4. In the Description text box, type The overall value off write offs per client for the current financial year.

5. Add the following field into Preset Filters:

Global Filters > Global Date Range and set to Current Financial Year.

6. Add the following field into Columns:

Basic Data > Write Off Data > Project > Project Details > Client Company > Basic Companies Data > Name

7. Add the following field into Column Groups:

 Basic Data > Write Off Data > Write Off Date and set to columns for Months

8. Add the following field into Column Groups:

Basic Data > Write Off Data > Amount Written Off (Invoiced Only)

9. Click Table Options and select Show Grand Total Row.

10. Click Save Report.

Follow those steps and your report will look like this...

Report_Builder_-_write_offs_by_client.png

Hey presto, you have a report that details the monthly write off amounts per client for the current financial year! All you need to do now is publish and share. Hopefully (a) this report will be useful in and of itself and (b) this will give you inspiration to go ahead and build your own WoT reporting just the way you like it.

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