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Practice Manager only

There will be times when you will need to transfer WIP from one client to another or from one job to another. For example, one of your clients might become part of another company that is also one of your clients. You might want to transfer the first client’s WIP to the other company to enable you to close the first client’s records in the system.

Billed or partially billed entries cannot be transferred.

You can transfer WIP to another client/job if:

  • the job type specifications are the same. For example, you cannot transfer WIP between chargeable and non-chargeable jobs/assignments.

  • the transactions are unbilled.

It's not possible to transfer WIP in the following circumstances:

  • the wip entry is fully or partially billed.
  • the Assignment Status is Held (AE)
  • The Job /Assignment Types are different. For example, you may have an internal client setup with the Assignment Type of Admin - Productive with Included Time ticked and another internal client setup with the Assignment Type of Admin - Non Productive with Included Time unticked.

    When the assignment/job types are different you may see the message "Assignment /Job type specifications are different, you may end up with chargeable codes on non-chargeable assignments/jobs and vice versa. Transfer cancelled".

    Follow the steps to check the Assignment/job Type details below.

If you cannot use the WIP Transfer function, you can manually correct WIP by using the Correction option on timesheets or disbursements.

To transfer WIP entries
  1. Select Timesheet > WIP Transfer from the toolbar. The WIP Transfer page opens.

  2. Enter the name of the client that you want to transfer WIP data from on the Client field.

    or

    Search for the client by clicking the magnifying glass button.

    The Find Clients window opens. Find and select the client. The Client field reflects the selection made.

  3. Select the Assignment (AE) or Job (AO) you want to transfer from on the Assignment field/Job field drop-down. A list of WIP items appears in the table.

  4. Select the WIP item(s) you want to transfer.

  5. Enter the client that you want to transfer to in the To Client field.

    or

    Search for the client by clicking the magnifying glass button. The Find Clients window opens. Find and select the client. The To Client field reflects the selection made.

  6. Select the Assignment/Job that you want to transfer to on the To Assignment field/To Job field drop-down.

  7. Click Transfer WIP.

  8. Click OK. The transferred WIP entries are removed from the list.

  9. Click Close. The WIP Transfer page closes.

To manually correct WIP
  1. reversing the time/disbursements charged to the client by:
    • editing the existing timesheet/disbursement entry
      OR

    • entering a new negative timesheet/disbursement entry.

  2. entering new timesheet entries against the correct client/job.
To change the task code for a disbursement entry

As you cannot edit the task code in a saved disbursement, you can:

  • enter two transactions in that disbursement (if still within a current accounting period or timesheet lock date is not enabled for that date):

  • a negative entry line for the incorrect task code, and

  • a positive entry line for the task/code to which you wish to change to.

To check the Assignment/Job Type details

Go to Maintenance > Assignment > Assignment Types. The Assignment Types page appears. This screen shows all the assignment types and the details for each assignment.