How can I write out and Cherry Pick Staff Postings with an invoice?
Article ID
ias-6926
Article Name
How can I write out and Cherry Pick Staff Postings with an invoice?
Created Date
30th September 2008
Problem
How can I write out and Cherry Pick Staff Postings? I want to reduce my WIP balance when I post an invoice. How can I write out and Cherry Pick staff postings?
Resolution
Contents
Introduction
Reduce WIP: Write out
Write out to Cherry Pick Staff Postings
Step by step guide to Selected Postings
Step by step guide to Unspecified Postings
Technical Details
Introduction
This knowledge Base article will explain how to reduce WIP with an invoice and show how to write out by Cherry Picking Staff Postings
Reduce WIP: Write Out
When you post an invoice it is the write out field that is used to reduce your client’s WIP balance and match the invoice to your staff member’s time. For example, if you want to reduce your client’s WIP balance from £500 to £300, you can enter 200 in the write out field (500 less 300 equals 200).
Related KB ArticleKB IAS-6709 : How to write out WIP to a Value?
Write Out to cherry pick staff postings
It is possible to cherry pick staff time when you post an invoice. For example, RP may have made a £10 posting of time for Accounts work for client A001. You may wish to invoice the client £300 and ‘cherry pick’, some of the postings for staff member RP.
Writing out to Selected Postings allows you to select individual time ledger postings to be written out. This is especially useful for removing specific staff postings from a clients account.
One other write out method available for you, is to post an Unspecified write out. An unspecified write out allows you to select individual time ledger postings to be written out. This is especially useful for removing specific staff member’s postings from a clients account.
Step by step guide to writing out to selected postings
To Cherry Pick staff postings, you can write out to Selected Postings.
From the IRIS main menu, click on IRIS Fees.
The Fees Ledger screen will be displayed. From the menu, click on ‘Enquiries’ and select ‘Client Summary’ from the drop down menu.
The Client WIP/Fees Summary screen will be displayed. Type in the client identifier of the client you would like to invoice. For example, A001 and then click on the billing button.
The ‘Client Billing Decision’ screen will be displayed. You will see a grid in the middle of the screen. In the Write Out column, right click and select Write Out To Selected Postings, tick the postings you wish to write out, For example £100 and click on the Save button.
The ‘select unmatched postings’ screen will be displayed
Click on the Close Button
Related KB ArticleKB IAS-6705 : How can I post a simple invoice?
Step by step guide to Writing Out to unspecified
Please refer to KB IAS-6706 for details on How to write out to Unspecified?
From the IRIS Main Menu, click on IRIS Fees.
The Fees Ledger screen will be displayed. From the menu, click on ‘Enquiries’ and select ‘Client Summary’ from the drop down menu.
The Client WIP/Fees Summary screen will be displayed. Type in the client identifier of the client you would like to invoice. For example, A001 and then click on the billing button.
The ‘Client Billing Decision’ screen will be displayed. You will see a grid in the middle of the screen. In the Write Out column, leave empty and enter the bill amount £100 and click on Bill Now.
Select period for posting and a message will be displayed ‘At least one unspecified W/O fees invoice has been passed to the Time Ledger. Do you wish to proceed to match all affected accounts immediately?
By Clicking yes this will take you in to matching
The change W/O against invoice/write offs screen will be displayed
Tick box include and this will show the invoice produced showing as Unspecified
Highlight Invoice and click on Match
Match Time Ledger Instructions screen will be displayed
You can now match you invoice to your WIP posting by double clicking on the posting. (You will see a star appear)
Now click on OK
You will return to the W/O against invoice/write offs screen. Click on the update button
Tip: The step by step guide is based upon having Fees Ledger Options ‘Update time ledger immediately’ ticked. See the technical details section for this KB for further details.
Technical Details
The write out Selected postings option allows you to select which time the invoice is going to write out before the invoice is updated in the time ledger. However, the time is written out at the point the invoice is updated.
This is different to an unspecified write out where you can only cherry pick after the invoice has been updated to the time ledger.
It is possible to match timesheet postings once they have been updated to the ledger
If you use the Unspecified write out it is recommended that you tick ‘Update the Time Ledger Immediately’ in your Fees Ledger Options. When this option is ticked the Time Matching Screen will be displayed immediately after you post the invoice.
To set this option
From the IRIS Main Menu, click on IRIS Fees and log in as MASTER
Click on Options and then Fees Ledger
Under the General tab tick box ‘Update Time Ledger immediately’
Click on OK.
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