Work In Progress (WIP) reporting

Work In Progress (WIP) reporting gives you visibility of the financial health of your projects and budgets relative to their progress. WIP is often identified as an asset on the balance sheet.

You can view your WIP in Projectworks via the Projects by WIP screen, or the Budget by WIP report. Both screens contain similar information, however:

  • The Projects by WIP gives you an overview at a project level; and

  • The WIP by Budget report enables you to slice and dice the information at different levels, depending on what information you need.

WIP reporting includes billable projects only.

Projects by WIP screen

Projects by WIP can be found in the main Projects section. If you have access to this screen you can see this item in the main navigation flyout, and the tab in the Projects section.

Read more about getting access to the Projects by WIP screen →

image-20240108-232515-png

When you navigate to the Projects by WIP, it will show today's WIP by default, however the date can be changed, so that you can view WIP from an earlier point in time.

The WIP is based on actual billable time worked (and billable expenses incurred if applicable) up to and including the day that the Projects by WIP is generated for. The WIP Total is for that date and includes the time worked (and expenses incurred if applicable) that has not been included in an invoice dated up to and including the end of the month that the Projects by WIP is being generated for.

There are a number of filters available to slice and dice the Projects by WIP screen and gain visibility across company, account manager, project type etc.

WIP by Budget report

If you have access to the WIP by Budget report, it can be found in the Reports section.

Read more about getting access to the WIP by Budget report →

Like the Projects by WIP screen, the WIP by Budget report will default to today’s date, and is based on actual billable time worked and expenses incurred up to and including the selected date, and WIP Total includes time and expenses that has not been included in an invoice dated up to and including the end of the month that the WIP by Budget report is being generated for.

WIP Filters

Like most screens and reports in Projectworks, WIP can be filtered in a number of ways.

There are two filters that are unique to the Projects by WIP screen and the WIP by Budget report and fundamentally report a different WIP position:

  • Budgets

  • Draft invoices

By default, WIP filters will revert back to their default values unless you select to “remember selection”.

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Budgets filter

You can select to view either:

  • Time budgets only; or

  • All budgets

image-20240109-023325-png

WIP has traditionally tracked outstanding time, so “Time budgets only” will be selected by default, but can be changed to include expense budgets (“All budgets”) if required. If “Time budgets only” is selected the expense budgets will be excluded from the reporting. 

If you are viewing Projects by WIP, there are a number of columns that are expense specific, so if expense budgets are excluded, the values will be n/a.

If you switch between the Budget selector and have time and expense budgets set up for your projects, you will notice that the values in the Projects by WIP screen or WIP by Budget report will change. 

e.g. Boeing 797 Management System project has:

  1. One expense budget

  2. Six time budgets

If Budgets = Time budgets only, the expense budget will be excluded from the calculated values.

image-20240109-021452-png

If Budgets = All budgets, the expense budget will be included in the calculated values. image-20240109-021534-png

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This is more obvious when viewing the WIP by Budgets report grouped by Project, as the budget lines will simply be excluded, but if you are viewing the Projects by WIP screen, this is not as evident. 

Columns that are impacted by the Budgets filter

The inherited or calculated values will only be impacted if a billable project has one or more expense budgets.

Column

 

Projects by WIP screen

 

WIP by Budget report

 

Budget

:check_mark:

:check_mark:

Uninvoiced Budget

:check_mark:

:check_mark:

Uninvoiced Expenses

:check_mark:

 

Uninvoiced Total (inc. aged)

:check_mark:

:check_mark:

Pre-billed expenses

:check_mark:

 

Pre-billed

 

:check_mark:

WIP on Expenses

:check_mark:

 

WIP Total

:check_mark:

:check_mark:

Invoiced Expenses

:check_mark:

 

Invoiced Total

:check_mark:

:check_mark:

Value of Invoiced Expenses

:check_mark:

 

Value of Invoiced Time or Expenses

 

:check_mark:

Invoiced Delta

:check_mark:

:check_mark:

Invoiced this Month

:check_mark:

:check_mark:

Read more about WIP definitions →

Draft invoices filter

You can select to treat draft invoices as either:

  • WIP; or

  • Invoiced

image-20240109-023405-png

This differs from most instances in Projectworks, where draft invoiced amounts aren’t usually identified as “invoiced”, with the view that draft invoices require review and approval prior to being issued to clients, so the amounts aren’t confirmed revenue. 

TIP: If you create invoices from the Projects by WIP, we recommend that you select to include draft invoices as invoiced, so that the projects “fall off” the Projects by WIP screen, and it does not appear that there is outstanding WIP to invoice when a draft invoice has been raised. 

If you switch between the Draft Invoices selector and have one or more draft invoices dated up to and including the end of the month of the selected date, you will notice that the values in the Projects by WIP screen or WIP by Budget report will change.

e.g. Draft Invoices have been raised for the Boeing 797 Management System project have been raised for all outstanding time and expenses

If Draft Invoices = Include as WIP, the Uninvoiced Total for Boeing 797 Management System will include the draft invoice amounts.

If Draft Invoices = Include as Invoiced, Boeing 797 Management System will have a 0.00 Uninvoiced Total value

Columns that are impacted by the Draft Invoices filter

The calculated values will only be impacted if a billable project has one or more draft invoices.

Column

 

Projects by WIP screen

 

WIP by Budget report

 

Uninvoiced Budget

:check_mark:

:check_mark:

Uninvoiced Time

:check_mark:

 

Uninvoiced Expenses

:check_mark:

 

Uninvoiced Total (inc. aged)

:check_mark:

:check_mark:

Pre-billed time

:check_mark:

 

Pre-billed expenses

:check_mark:

 

Pre-billed

 

:check_mark:

WIP on Time

:check_mark:

 

WIP on Expenses

:check_mark:

 

WIP Total

:check_mark:

:check_mark:

Invoiced Time

:check_mark:

 

Invoiced Expenses

:check_mark:

 

Invoiced Total

:check_mark:

:check_mark:

Value of Invoiced Time

:check_mark:

 

Value of Invoiced Expenses

:check_mark:

 

Value of Invoiced Time or Expenses

 

:check_mark:

Invoiced Delta

:check_mark:

:check_mark:

Invoiced this Month

:check_mark:

:check_mark:

Read more about WIP definitions →

Include no WIP filter

As WIP is often identified as an asset on the balance sheet, by default only budgets and projects where the WIP Total does not equal 0.00 are displayed.

WIP Total = Uninvoiced Total MINUS Pre-billed Time and/ or Expenses

If required, you can include the projects and budgets with no WIP, but if you don’t include these, T&M projects and budgets will “fall off” the Projects by WIP or WIP by Budget report as soon as the monthly invoicing has been done.

Access control

Controlling access to the Projects by WIP screen

All people with an access level that allows visibility of projects and ability to see dollars (financial information) can be granted access to the Projects by WIP screen. 

Projectworks administrators

To set up the access levels to allow access to this screen you will need to tick:

  • Can go to projects

  • Can see dollars

  • Can view budget is enabled

  • Can view projects by WIP

Only projects a person is allowed to see will be be included in the Projects by WIP, when setting up access levels there are options to allow access to:

  • all projects;

  • all projects you are the Project Manager for;

  • only projects in that person's organisation;

  • only projects you are assigned to. 

Controlling access to the WIP by Budget report

People can be granted access to the WIP by Budget report, but will also need access to the reports directory to access the report.

Projectworks administrators

To set up the access levels to allow access to this screen you will need to tick:

  • Reports.Directory.View; and

  • Reports.WIPByBudget.View.