Reconciliation automation SOW • retainer • contract in Version 9

Introducing from 9.4 and onwards

Master Job • Reconciliation • Automation • Retainer


An automated adjustment of an amount equal to the approved multi-line quote on a delivery sub-job from the main master job.

  • Master jobs are used to hold and manage client retainer contracts within WorkBook.
  • A single master job is created, which can hold an unlimited number of delivery jobs attached to that specific master job. You can only have one master job on each project.
  • Retainer price quotes are held on each master Job’s price quote total.
  • Payment schemes are held on master jobs and all billing will be done on these. They are not mandatory, so you can also bill on actual usage.
  • Master jobs are blocked for time registration and third party costs.
  • Income is recognized on the delivery jobs.
  • Delivery jobs are used to manage and hold the project task transactions continuously over time.
  • Delivery jobs are locked to use the same price list that is chosen on the master job.

This is separate functionality from the original retainer functionality as detailed in this help desk article. Please reach out to your local Deltek-WorkBook support team if you have any questions on how these two retainer options differ, and which option may be best for your use.

Setup

This requires that you are either the system administrator for your local installation, or you have been granted access to the System Settings.
Please contact your local WorkBook administrator.
Navigate to settings -> Global system settings -> System variables setup.
Search for variable 1092 or simply type “retainer”.

Additional system variables to consider:
1150 & 1151 – Description is provided on the variables.

Setup company level

In order to set up the retainer on the company level, navigate to Resources -> Settings -> Invoice settings.You can limit the view to show only companies with the search options, and use the sidebar to reach the necessary settings.

We highly recommend that you set up a Prefix or Suffix for delivery job numbers.
This needs to be done on every company that wants to use this functionality.

– Invoice number start – You choose the start value
– Invoice number ending – You choose the end value
– Prefix – A prefix is an affix that is placed before the stem of a word.
– Suffix – A suffix is an affix that is placed after the stem of a word.
– Reset interval.
– Insert leading zeros up to x digits.

Creating retainer projects

Now that you’re ready to create your retainer projects, let’s walk through the steps.

First, make sure that you have or create a new project for this specific feature. If a project already has jobs underneath it, you will not be allowed to turn it into a retainer project. Make sure you’re always starting with a clean, blank project.
Following the image below,  you can navigate to Resources -> Clients -> Project settings to create a new project and enable it as a retainer project with the icon marked in blue.

There is also the possibility to do this directly when you’re about to create your Master job, we’ll go over that later.
After you convert your project into a retainer by clicking the icon, a notification will occur at the top right corner and it will also change the icon in the grid.

 

Setting up your retainer project

 

Project client purchase settings

  • Handle as retainer project is enabled as soon as you mark it [√] or uses the icon as explained earlier
  • Summarize price quote and invoice lines on one activity, “master activity”. If the master activity is not used, the price quote is copied directly.  – Enabling this option will summarize the values from the activity codes on the internal price quotes on Delivery jobs into your chosen “Master activity.” This will only work, however, IF the rate card has one single price. In the instance where your company uses multiple activity codes with different prices within your price list, the different activity code prices on the Delivery will move to the Master, retaining the rate but at the Master activity code – one line per value.

Delivery job closing settlement methods

  • The invoice amount is equal to the approved price quote. – This will “eat” the hours externally approved on the delivery jobs from the master job with the total being taken from the price quote, not the total expenditures.
  • The invoice amount is equal to actuals applied on the job. A corrective price quote will be made automatically on master job to offset the budget. – This choice will take the total expenditures of the delivery job and either add or subtract them from the master job total.  As an example, imagine you originally approve 100 hours on the Delivery job, but only end up spending 40 hours. Upon completion, 60 hours will be returned to the master job to be used by another Delivery job.

Delivery invoices trigger

  • Price quote is approved – As soon as the price quote is externally approved on the delivery job, you can track on the Master job that you’re invoicing your client for that x amount.
  • Job is in status 3, “Ready for invoicing”.
  • Job is in status 4, “Invoiced”

Track master job and agreed hours as well as spending

At the bottom of the sidebar, you can get a quick overview of the total agreed amount as well as the original hours agreed.
An example below:

details of subgrid

Subgrid showing retainer details

Rundown of columns in the subgrid:

Master PQ remaining hours Delivery PQ hours Hours not booked Master PQ internal cost Delivery PQ cost Master PQ remaining amount Delivery PQ amount Booked hours Remaining booked hours Planned cost
Shows the remaining hours on your master job. This calculation is included
“Invoice must match actual cost to sale price”
Shows the external approved price quote hours on delivery jobs. Hours not booked on your schedule on delivery jobs. The cost of the activity selected on the Master job price quote. The total cost of the activities on price quote on the Delivery job. The calculation for this column is the original amount minus what has been used on Delivery jobs. The price quote amount on the Delivery job The number of hours that is booked on your schedule The number of hours that is remaining in your schedule.
The calculation is booked hours minus used registered hours.
The cost of the planned hours total.
Planned Sale Used hours Overrun Hours cost Hours sale Invoiced Internal Invoiced external Invoice remaining
The sales price of the activities on the schedule. The hours that have been registered by employees. The number of hours that have been overspent on a schedule. The calculation is booked minus used hours. I.e 10-12 = -2 The cost of the registered hours on the schedule. The sales price of the registered hours on the schedule. The internal invoicing that happens behind the scenes. The external amount invoiced on the master job. The calculation behind the invoice remaining; the total agreed price quote minus invoiced external.
i.e 50.000 invoiced and 100.000 agreed = -50.000

 

Create your master job

The first job you create on the project will be marked as a master job, and can’t be changed to anything else besides that. Not sure how to create a job? How to create a job
You have the option to create a new project also in this dialog, and you will be given the opportunity to create it as retainer as well (please note that this checkmark differs from the old retainer functionality, as detailed in this help desk article).
Keep in mind that a debtor is ALWAYS required on a master job, as all invoicing will be done on this job.

On the Master job, create your price quote and payment plan as desired.

Approve your quote with your client and externally approve it within WorkBook. Not sure how to create a price quote? Learn how to create a PQ.

Create your Delivery job(s)

You do the exact same process as before and what that means is that you create a new job, but make sure You add the new job to the same project as your master job. Not sure how to create a job? How to create a job
This new job will automatically be a delivery job. Create your price quote on this delivery job detailing the delivery amount on this particular job.
The price quote on the Delivery job(s) will automatically deduct hours from the Master job price quote, so you can always see how much is remaining.
Now depending on your settlement method selected on the project earlier, it will define how many hours will be taken from the Master job. Either it’s all the hours from the price quote on the Delivery, or it’s the spend hours on the job, This is for you to choose what kind of method you would like to have with your clients.

Overview(s) and statistics

Job list #18

We have created a brand new job list #18 that provides you with a variety of columns and calculations that will help you to keep track of cost, time and sale on each individual project.
This view is available for users with advanced and up.


We highly recommend that you create global views for different employee roles, so they don’t have to look at a lot of unnecessary columns and will get their favorite information right before them.

Rundown of all the columns on job list #18

Master PQ original hours Master PQ original amount Master PQ remaining hours Delivery PQ hours Delivery hours remaining Used hours previous month Used hours current month Used hours Actual hours sale Hours not booked
This is the agreed amount of hours
between you and the client.
This is the agreed price between you
and the client.
This is the hours you have remaining
on the master job.
This is the number of hours
you have agreed to deliver.
This is the number of hours that are booked but still not spent. This is the hours used the
previous month i.e We are in January, this data would show December.
Hours used this current month
i.e we are in January.
The total used hours. Total actual sales price. Hours that have not been booked.

 

Master PQ internal cost Delivery PQ cost Master PQ remaining amount Delivery PQ amount Booked hours Remaining booked hours Planned cost Planned sale Overrun
 The total cost of the quoted hours on the Master
job – this is based on the cost of activities.
This is the same, but for the cost of the Delivery activities. The remaining amount on the Master PQ. The amount that has been agreed to deliver on the price quote. The number of hours that have been booked. This calculation is spent hours minus booked hours. The cost of the planned activities on the schedule
“Scheduled cost price”
 The sales price of the activities on the schedule
“Schedules sale price”
This will display as a minus. Overrun of hours i.e 100 hours spend vs 80 booked = -20 overrun

Job list #19

Running a retainer project with your client requires a lot of information to be shared with each other. WorkBook will provide a contact user job list view #18 with necessary columns, so they can keep track of what is going on as well as how far the project is and what is agreed upon. The best solution would be engaging your clients to use your own client portal (pssst.. It doesn’t require licenses on each contact user).
Set-up client contact users

Rundown of all the columns on job list #19

Control PQ original hours Delivery PQ hours Control PQ remaining hours Used hours previous month Use hours current month Used hours Delivery hours remaining
The total agreed amount of hours on the master job The agreed delivery hours on the delivery jobs The remaining amount of hours on the master job Hours that has been registered the previous month Hours that has been registered the current month The total amount of hours that has been used. What is remaining on the delivery jobs. This calculation is agreed hours minus spend hours on delivery job.
100 – 60 = 40

Follow-up

Following up on your projects is extremely important, that being said. Us here at WorkBook provide you with a great amount of possibilities. One of them is this specific follow-up made specifically for retainer projects.
the option is to define a tolerance rate based on percentage. So..? What does it even show then?

This follow-up shows you a list of jobs that has ‘hit’ the tolerance rate, let’s go with an example of this
Master PQ hours agreed = 1000
Tolerance rate is set to 80%
That means when 80% of the 1000 hours has been spend on delivery jobs, the responsible of the project will receive this follow-up listing the projects.

Setup

First off you’ll define the tolerance rate. Hit up the system variables (9.4) otherwise load up Silverlight.
Search for 1115 or simply type ‘retainer‘ in the search bar and setup the tolerance rate in percentage.

 

Afterward, let’s head down into the agent settings (currently only in Silverlight)
Not sure how to setup a new agent? click here

The agent is type ‘148‘ or simply search for ‘retainer

Choose your scheduling – We recommend once a day to avoid your project managers to get too many reminders about the projects.

Follow-up received

This is how the follow-up looks like. You will be presented with the master jobs in the first grid, and you can open the control tower to expand the view and see all the delivery jobs that make up the 88%.

follow up with tower focus
control tower follow-up

Perks:

  • When the total hours used hit 90% it will turn yellow indicating that all the hours have almost been spent!
  • When the total hours hit 100% it will turn red and indicate that you have now spent all the hours and everything else will be overspend!
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