The automatic transactions for the WorkBook retainer module will depend on the configuration of your retainer project. During different stages of the retainer process:
automatic offsets are created against the price quotes & invoices on the master billing job, in the form of offset price quotes and credit notes
automatic corrections are created against the delivery jobs in the form of invoices
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PRICE QUOTES
Once the price quote on a delivery job is approved* it will automatically:
Create an offset price quote against the master job
The value of the approved price quote will be offset against the master billing job, allowing you to see the balance of the master price quote and keep track of how much is left on your retainer
*System variable 1151 decides which approved status “internally approved” or “externally approved” sets this process in motion
INVOICES & CREDIT NOTES
The trigger to create automatic invoices on delivery jobs and credit notes on the master billing job, will once again depend on your retainer project settings. The trigger options are:
Price quote is approved
Job is in status 3 “ready for closing”
Job is in status 4 “closed”
Once the trigger is activated it will automatically:
Create a delivery invoice on the delivery job – attributing income to the actual delivery job
Create a credit note on the master job – so the income is only attributed to the delivery job
The value of the delivery invoice/credit note will depend on how your retainer project is configured:
Invoice amount is equal to approved price quote
Invoice amount is equal to actuals applied to the job
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Reporting > Job List 19 - Contact Project Retainer Job List (Deltek WorkBook)
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