Retainers > Creating a Retainer Project

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:

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

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:

CREATE A RETAINER PROJECT AGAINST THE CLIENT

To create a retainer project against a client go to:

Go to the project settings tab > click create project button
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

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

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:

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

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

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

From the resource module > resource default grid > select the client
Open the client id card > select the projects tab
Go to the project settings tab > select the newly created retainer project
Click the retainer project basic settings sidebar

The project basic settings sidebar contains the following information:

The project’s basic settings contains the following information:

You can amend the project name here if you need to

Description - a free text field to describe the project retainer
Handle as project retainer - indicates that this project is a retainer project

This should automatically be checked as part of the retainer project creation

If you scroll down you get to retainer settings, these settings will decide how ???????????????

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

SETTING	OPTIONS	FUNCTION
Delivery job closing settlement method	Invoice amount is equal to approved price quotes Invoice amount is to actuals applied to the job
Delivery invoices trigger	Price quote is approved Job is in status 3 “ready for closing” Job is in status 4 “closed”
Allow delivery job to exceed master budget when closed	Yes/No via checkbox
Activities not included in master price quotes are considered out of scope	Yes/No via checkbox
All corrective price quotes and invoices to be done on one activity	Yes/No via checkbox

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