A retainer project is used to group all jobs covered by the retainer for reporting purposes.
There are two places to create a retainer project in WorkBook:
Against a client in the resources module
At job creation
Who can create retainer projects will depend on access rights and your agency process.
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Before a retainer project can be created the retainer module needs to be enabled, please refer to the article on the Retainer Module Setup |
ON THIS PAGE YOU WILL FIND: | ||||||
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CREATE A RETAINER PROJECT
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To create a retainer project against a client go to:
The resource module > resource default grid > select
Select the clientOpen > open the client id card > select
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Select the projects tab
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Go to the > project settings tab > click create project button
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Give the project a name - something recognisable that will differentiate the retainer project from other projects against the client e.g. client name | retainer | period covered
Check the project retainer box
Click ok
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There are now two projects against this client – one is the retainer project and the other is the default project WorkBook has setup for the non-retainer jobs
When you next create a job for that client, the retainer project will be available in the project drop down
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CREATE A RETAINER PROJECT AT JOB CREATION
It is also possible to create projects at job creation. However, this does depend on access rights and your agency process.
The first job created against the retainer project will default to the master billing job
To create a retainer project at job creation go to:
The jobs module > jobs list > click create new job button
Complete the job fields as per the usual process
When you get to the project field > click the + button on the right
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If there is no + button present, you do not have access to this feature
Give the project a name - something recognisable that will differentiate the retainer project from other projects against the client e.g. client name | retainer | period covered
Check the project retainer box
Click ok
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There are now two projects against this client – one is the retainer project and the other is the default project WorkBook has setup for the non-retainer jobs
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RETAINER PROJECT CONFIGURATION
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From the resource module > resource default grid > select
Select the client Open > open the client id card > select
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Select the projects tab Go to the > project settings tab > select
Select the newly created retainer project Click > click the retainer project basic settings sidebar
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This should automatically be checked as part of the retainer project creation
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Retainer Settings
If you scroll down you get to retainer settings.
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The below table takes you through the retainer setting options:
SETTING | OPTIONS | RESULT |
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Delivery job closing settlement method (Determines job closure settlement methods) |
| With this option totals are taken from the price quote, not the total expenditures. The invoice amount will be taken from the “externally approved” price quote hours on delivery jobs, it will deduct these from the master billing job |
| With this option totals are taken from total expenditures on the delivery job and a corrective price quote will be created automatically on the master job to offset the budget. For example: if there was originally 100 hours approved on the delivery job, but actuals equaled 40 hours, upon completion, 60 hours will be returned to the master job | |
Delivery invoices trigger (What is the trigger to create automatic invoices on the delivery jobs & credit notes on the master billing job?) |
| When the price quote status is changed to “externally approved” on the delivery job, that will trigger the automatic invoice creation on the delivery job and a credit note will automatically be created on the master billing job, allowing users to track remaining retainer budget |
| The trigger in this instance is when the job status is changed to status 3 “ready for closing” | |
| The trigger in this instance is when the job status is changed to status 4 “closed” | |
Allow delivery job to exceed master budget when closed |
(via a check box) |
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Activities not included in master price quotes are considered out of scope |
(via a check box) |
If yes is selected,
Related to approved price quote settlement method only | ||
All corrective price quotes and invoices to be done on one activity |
(via a check box & activity selection via a drop down) |
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Retainer Details
Scrolling further down you come to retainer detailsOnce jobs are linked to the retainer you will be able to review the retainer details by scrolling further down. This is where you can track agreed hours and spending on your retainer.
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| Info |
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Go to Retainers > Creating a Master Billing Job to continue your retainer setup |
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