Retainers > Retainer Module Reporting
- Kye Hush
There are some great reports in WorkBook for reporting on the retainer module, so account/project managers can keep an eye on how their retainer is tracking.
ON THIS PAGE YOU WILL FIND: |
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JOB LIST 18
Job list #18 is WorkBook’s built in retainer report, for those using the WorkBook retainer module.
To run Job List #18
The jobs module > jobs list > filter your jobs list according to what you want to see in your report e.g. client/client group and project
Click apply
Once the job list has been filtered change the job list to project retainer (18)
Your job list will reformat to WorkBook’s project retainer report (18)
Explanation of Job List 18 Details
There are a number of columns that can make up job list 18 - here is a break down of the column headers and their definitions.
COLUMN NAME/S | DEFINITION |
Retainer Type | The icon indicates if the job is the master billing job or a delivery job |
Job Name, Project & Client | Indicate the name of the job, the project and client the job belongs too |
Project Manager | The project manager assigned to the job |
Company | The WorkBook company the job belongs to |
Profit Centre | The profit centre or department the job belongs to |
Start Date & End Date | The job start and end dates |
Currency | The job’s currency |
Master PQ original amount | The agreed $$$ between the agency and the client, that has been captured on the master job price quote/s Every time a price quote is added to the master job the value will increase |
Master PQ original hours | The agreed number of hours between the agency and the client, that have been captured on the master job price quote/s Every time a price quote is added to the master job the hours will increase |
Master PQ remaining amount | The remaining $$$ amount on the master price quote: Total original $$$ less delivery job $$$ |
Master PQ remaining hours | The hours remaining on the master job: |
Delivery PQ original amount | Total amount of $$$ on delivery jobs covered by the retainer project |
Delivery PQ original hours | Total amount of hours on delivery jobs covered by the retainer project |
Delivery PQ hours amount | Total value (sales price) of hours on delivery jobs |
Delivery hours remaining | Hours on delivery job less timesheet hours |
Delivery PQ final hours | Total number of hours on delivery PQ once job is closed and adjustments made |
Master PQ hours amount | Total value of approved price quotes on the master job less total value of approved price quoted on delivery jobs |
Delivery PQ hours amount | Total value of approved price quoted on delivery jobs |
Delivery PQ original amount (scoped) | Total amount of activities (in scope) on delivery job price quotes, where the price quotes are in Status 50 |
Delivery PQ original hours (scoped) | Total hours + contingency (in scope) on delivery job price quotes, where the price quotes are in status 50 |
Delivery hours remaining (scoped) | Total hours of master price quotes (in status 50) less hours logged on delivery jobs |
Delivery PQ final hours (scoped) | Total of estimated hours (in scope) on delivery job price quotes, where the price quotes are in status 40 or 50 |
Delivery PQ cost (scoped) | Total cost amount of activities (in scope) on delivery job price quotes, where the price quotes are in status 10, 20, 40 or 50 |
Delivery PQ hours amount (scoped) | Total hours + contingency (in scope) on delivery job price quotes multiplied by the hourly rates |
Used hours | Total number of hours logged via timesheets on delivery jobs covered by the retainer project |
Used hours previous month | Number of hours logged via timesheets (in the previous month) on delivery jobs covered by the retainer project |
Used hours current month | Number of hours logged via timesheets (in the current month) on delivery jobs covered by the retainer project |
Actual hours sale | Value of time logged on delivery jobs covered by the retainer project, based on the rate card applied |
Master PQ hours amount | Total value of approved price quotes on the master job less total value of approved price quoted on delivery jobs |
Delivery PQ hours amount | Total value of approved price quoted on delivery jobs - |
Master PQ internal cost | Master PQ remaining hours x cost rate of activities on master price quotes |
Delivery PQ cost | Cost rate of activities x number of hours on delivery price quotes |
Master PQ hours amount | Total value of approved price quotes on the master job less total value of approved price quoted on delivery jobs |
Delivery PQ hours amount | Total value of approved price quoted on delivery jobs |
Booked Hours | Total number of hours booked on schedules/timelines on delivery jobs covered by the retainer project |
Remaining Booked Hours | Total number of hours left of scheduled time, after time entries have been submitted on delivery jobs covered by the retainer project |
Overrun | Number of hours exceeding booked (scheduled) hours based on time entries on delivery jobs covered by the retainer project |
Hours not booked | The hours timesheeted to activities on the delivery jobs that have not been included in the delivery job schedules/timelines |
Planned Cost | Cost rate of the resources assigned to tasks on the schedule/timeline |
Planned Sale | Charge out rate of the resources assigned to tasks on the schedule/timeline |
Invoice Internal | Invoice amount attributed to delivery job/s |
Invoice external | Total invoiced to client (to date) |
Invoice Remaining | Remaining amount to be invoiced to client |
Configuring Job List 18
Job list 18 contains many details for your retainer reporting purposes. Use the modify grid functionality to configure job list 18 to suit your agency’s retainer reporting process.
From job list #18 > go to the sandwich menu > select modify grid
Here you can configure the following:
Which columns are to be displayed
Set groupings
Freeze columns
Show footer row totals
Exporting Job List 18
If you like to export the data from job list 18 you can do so by:
From job list #18 > go to the sandwich menu > select export grid data
In the export data pop up select:
the format you wish to export the data
include header row
group data
Click ok
JOB LIST 19
Job list #19 is another of WorkBook’s built in retainer reports, for those using the WorkBook retainer module. This report focuses on the hours remaining in the retainer rather than the value.
To run Job List #19
The jobs module > jobs list > filter your jobs list according to what you want to see in your report e.g. client/client group and project
Once the job list has been filtered change the job list to contact project retainer job list (19)
Your job list will reformat to WorkBook’s contact project retainer job list report (19)
Explanation of Job List 19 Details
There are a number of columns that can make up job list 19 - here is a break down of the column headers and their definitions.
COLUMN NAME/S | DEFINITION |
Retainer Type | The icon indicates if the job is the master billing job or a delivery job |
Job Name, Project & Client | Indicate the name of the job, the project and client the job belongs too |
Start Date & End Date | The job start and end dates |
Currency | The job’s currency |
Master PQ original hours | The agreed number of hours between the agency and the client, that have been captured on the master job price quote/s |
Master PQ remaining hours | The hours remaining on the master job: |
Delivery PQ original hours | Total amount of hours on delivery jobs covered by the retainer project |
Delivery PQ original hours (scoped) | Total hours + contingency (in scope) on delivery job price quotes, where the price quotes are in status 50 |
Delivery hours remaining | Hours on delivery job less timesheet hours |
Delivery hours remaining (scoped) | Total hours of master price quotes (in status 50) less hours logged on delivery jobs |
Delivery PQ final hours | Total number of hours on delivery PQ once job is closed and adjustments made |
Delivery PQ final hours (scoped) | Total of estimated hours on delivery job price quotes, where the price quotes are in status 40 or 50 |
Used hours | Total number of hours logged via timesheets on delivery jobs covered by the retainer project |
Used hours previous month | Number of hours logged via timesheets (in the previous month) on delivery jobs covered by the retainer project |
Used hours current month | Number of hours logged via timesheets (in the current month) on delivery jobs covered by the retainer project |
Configuring Job List 19
Job list 19 contains many details for your retainer reporting purposes. Use the modify grid functionality to configure job list 19 to suit your agency’s retainer reporting process.
From job list #19 > go to the sandwich menu > select modify grid
Here you can configure the following:
Which columns are to be displayed
Set groupings
Freeze columns
Show footer row totals
Exporting Job List 19
If you like to export the data from job list 19 you can do so by:
From job list #19 > go to the sandwich menu > select export grid data
In the export data pop up select:
the format you wish to export the data
include header row
group data
Click ok
RETAINER PROJECT SETTINGS
You can also track and report on your retainer from the retainer project settings.
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 retainer project
Click the retainer project basic settings sidebar
Scroll down until you come to the retainer details
This is where you can track agreed hours and spending on your retainer
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