Retainers > Retainer Module Setup

Owned by Kye Hush
Last updated: Apr 12, 2022
3 min read

In WorkBook, system controls are used to enabled and configure the retainer module. These controls are called variables and are usually setup as part of your WorkBook implementation and, are based on your agency’s business process.

Company and system variables are found in the settings module and are controlled by a system administrator.

In WorkBook, there are a number of ways you can setup retainers, depending on the type of retainer and your agency process. This article refers specifically to WorkBook’s retainer module.

ON THIS PAGE YOU WILL FIND:

ON THIS PAGE YOU WILL FIND:

ENABLE THE RETAINER MODULE

To enable the retainer module go to:

  • The settings module > global system settings

  • Select system variables > retainer project

  • Here you will see a list of all system variables related to the retainer module

 

  • Go to system variable 1092 > check the box to enable retainer project

 

 

COMPANY SETUP

Now that we have enabled retainer projects globally in WorkBook, it’s time to configure the setup at a company level.

To enable the retainer module go to:

  • Navigate to the resources module > resource default grid > select the company > open the company id card

 

  • Go to settings > invoice settings > scroll down to correctional invoice/credit notes on retainers

  • Complete the following details:

    • Invoice number start

    • Invoice number ending

    • Prefix – A prefix is an affix which is placed before the invoice/credit note number

    • Suffix – A suffix is an affix which is placed after the invoice/credit note number

    • Reset interval

    • Insert leading zeros up to x digits

We recommend setting up a prefix or suffix for delivery job numbers

 

 

You need to follow this process for every company that will be using the retainer module

ADDITIONAL RETAINER MODULE CONFIGURATION

The other system variables related to the retainer module can be used to add additional configuration around your retainers.

Let’s take a look at the function of each system variable in relation to the retainer module.

SYSTEM VARIABLE

IMPACT

FUNCTIONALITY

SYSTEM VARIABLE

IMPACT

FUNCTIONALITY

1092

Retainer Project

When checked on, system variable 1092 enables retainer projects. Meaning, you can now create retainer projects against a client and create master and delivery jobs.

1115

Retainer Reporting & Notifications

System variable 1115 triggers a notification to the resource responsible for the retainer project jobs. It allows you to set a percentage of hours used vs hours quoted in which to trigger the notification.

1150

Retainer Price Quotes

When switch on, this system variable disallows further changes to the price quote status once the price has been used to create an offset price quote on the master job.

1151

Retainer Price Quotes

When switched on, this system variable creates an offset retainer price quote at status 40 (internally approved), instead of the default status 50 (externally approved).

1058

Price Quotes

This variable can be set to disallow further changes to the price quote status once a certain status has been achieved.

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