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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:

  1. Against a client in the resources module

  2. At job creation

Who can create retainer projects will depend on access rights and your agency process.

Note

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

Once the retainer project has been created, there is some further configuration required to determine ????.

  • 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, these settings will decide how ???????????????

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The below table takes you through the retainer setting options and their functions?????:

SETTING

OPTIONS

FUNCTION

RESULT

Delivery job closing settlement method

(Determines job closure settlement methods)

  • Invoice amount is equal to approved price quotes

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

  • Invoice amount is equal to actuals applied to the 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?)

  • Price quote is approved

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

  • Job is in status 3 “ready for closing”

The trigger in this instance is when the job status is changed to status 3 “ready for closing”

  • Job is in status 4 “closed”

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

  • Yes

/
  • No

via checkbox

(via a check box)

  • If yes is selected, it will recognise the full value of hours on the delivery job and push any over burn back to the master retainer job as a credit note for realisation on job closure

  • If no is selected, the write off applies to the delivery job

Activities not included in master price quotes are considered out of scope

  • Yes

/
  • No

via checkbox

(via a check box)

  • By selecting yes, when retained and non retained resources are quoted on delivery jobs, the budget for the non retained resources is not deducted from the master retainer budget

Related to approved price quote settlement method only

All corrective price quotes and invoices to be done on one activity

  • Yes

/
  • No

via checkbox

(via a check box & activity selection via a drop down)

  • If yes is selected, the price quote and invoice lines will contain one master activity

  • If no is selected, the price quote is copied directly to the corrective price quotes and invoices

Retainer Details

Scrolling further down you come to retainer details. This is just one of the places, you can report Once 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

Go to Retainers > Creating a Master Billing Job to continue your retainer setup

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