WIP & Accruals Window(New)
WIP & Accruals Window
Overview
The WIP & Accruals window is where job data is loaded and Work in Progress (WIP) for the selected month is reviewed and evaluated.
From this screen you can:
- Select WIP & Accruals settings to process your work
- Review WIP and accrual calculations by job
- Filter and group jobs for efficient review
- Confirm jobs and apply results to the General Ledger (GL)
You can customise the view by selecting columns and using the filters on the left-hand side to control which jobs are displayed.
Set Columns
In addition to selecting the WIP & Accruals settings, you can choose which columns are displayed in the WIP & Accruals window.
To set columns:
- Right‑click anywhere in the column header area
- Select Set Columns
- Choose the columns you wish to display and arrange them in your preferred order
Note
The first column is fixed. This column displays the tree view (Clients, Jobs and Grouping) and cannot be changed. All other columns can be selected and reordered.
Column Headings
| Column | Definition |
|---|---|
| AC / OC | Author’s Corrections / Our Corrections |
| Accrual | Accruals based on external costs of outstanding POs or implied costs on external kinds |
| Amount quoted | Total value on accepted quotes |
| Budgeted cost | Budgeted internal and external cost for the job based on the accepted estimate |
| Cost this month (inc oncosts) | Total in‑house and external costs for the month |
| Cost to date | Total costs incurred since the job began, up to and including the current period |
| Cost types | Displays the type of cost (e.g. timesheets, item charges, supplier invoices, outstanding POs) |
| Currency | Currency used |
| Current external cost | Supplier costs related to the current period’s W&A process |
| Current external value | Value of supplier invoices related to the current period’s W&A process |
| Current in‑house cost | Cost of in‑house hours related to the current period’s W&A process |
| Current in‑house value | Total in‑house value related to the current period’s W&A process |
| Ext cost to date | Cost of supplier invoices to date |
| Ext time cost | Cost of external time to date |
| Ext time value | Value of external time to date |
| External WIP cost | Cost of external WIP made up of supplier invoices and payments (do not credit) |
| External WIP value | Current external WIP value including supplier invoices, markup and payments |
| Future invoiced | Client invoices issued after the current period |
| Future value | Total value in future periods (used when job status is DEAD) |
| IH cost to date | Cost of in‑house timesheets to date |
| Income recognition | Indicates whether income recognition applies to the job |
| In‑house WIP cost | Current in‑house WIP cost from timesheets, items and general charges |
| In‑house WIP value | Current in‑house WIP value |
| Invoiced this month | Total billing invoiced in the current period |
| Invoiced to date | Year‑to‑date invoiced amount |
| Invoiced value | Current value billed to the client |
| Job Division | Division the job is linked to |
| Job status | Status of the job |
| Job / Kind | Fixed – data is sorted by job |
| Oncost to date | Total talent oncosts (super, workers comp, payroll tax) to date |
| Outstanding POs | Value of outstanding purchase orders |
| Phase | Job phase |
| PO cost to date | Total PO amount dated on or before the end of the current period |
| POs this month | Total PO value for the current month |
| Pre‑billings | Invoices not yet recognised in the Profit & Loss |
| Prior cost | Past period costs brought forward |
| Prior value | Past period value brought forward |
| Reversals | Prior period pre‑billings and invoice reversals |
| Unbilled value | Difference between value generated and amount invoiced |
| Value this month | Total value generated in the current period |
| Value to date | Total value generated to date |
| WIP value | Current WIP value to be billed |
| Written off | WIP written off |
| Written on | Current billings written on (extra profit) |
Configure Filters
Filters allow you to display specific groups of jobs, making the WIP review process more efficient.
Filters are selected from the left‑hand side of the window. Once selected, they can be hidden using the Hide Filter icon to create more working space.
Select Job Lists
- The default list is All Jobs
- Use From Job Code and To Job Code to view a range of jobs
- Use the drop‑down to select shared job lists (useful for reviewing master and sub‑jobs)
Include Ticked Jobs
Once jobs are reviewed and confirmed, click Reload to remove confirmed jobs from the list.
Tick Include ticked jobs if you still want to view confirmed jobs.
Job Division
Use this filter to view jobs by division when multiple divisions exist.
Job Types
Filter jobs by job type. Tabs can be created for specific job types such as retainers or media.
Job Status
Filter jobs by status. This is commonly used when creating TABS and makes decision‑making easier.
Cost Types
| Cost Type | Definition |
| No Costs | Jobs with no costs incurred (e.g. invoiced upfront) |
| Timesheets | Jobs with in‑house timesheets |
| Item charges | Jobs with item charges |
| General charges | Jobs with general charges |
| Supplier invoices | Jobs with supplier invoices |
| Establishment fee | Jobs with establishment fees |
| External timesheets | Jobs with external timesheets |
| Outstanding POs | Jobs with outstanding purchase orders |
| Bank transfers | Jobs with bank transfer costs |
| Other | Jobs with other cost types |
Includes
Example: selecting Include – No Values will include jobs with no value incurred (e.g. do‑and‑charge jobs where work has not yet started).
Legend
Job information is colour‑coded for ease of recognition.
| Legend | Definition |
| Amended | Information has been changed from the original calculation |
| Cancelled Job | Job cancelled; may require write‑offs |
| Completed Job | Job completed; may require review of outstanding POs |
| Dead Job | Job dead; may require write‑offs |
| No Cost | No costs incurred |
| Unchanged | Job unchanged since last WIP run |
| * (Asterisk) | Job has future period transactions |
Create TAB Sheets
Tabs allow jobs to be reviewed by job type, division or status. This works similarly to spreadsheet sheets.
Recommended TAB Sequence
Proposed
Review how long jobs have been proposed and whether time spent is reasonable.
On Hold
Review whether time spent is reasonable and recoverable.
Live
Start with live jobs. Questions to consider:
- Are you within budget compared to the quote?
- Do you expect a loss?
- Are write‑offs required?
Changing a job from Live to Complete or Dead will move it to the relevant TAB.
Cancelled
Review whether unbilled value is excessive.
Complete
If reviewing April WIP and the job was completed in April with no future transactions, the status will be Complete.
Ask:
- Can the job be made dead?
- Are more costs expected?
- Are there outstanding POs?
Jobs cannot be classified as Dead if outstanding POs exist.
Complete*
The job was completed in a future period and has future‑dated transactions.
Include the Future invoiced and Future value columns to assess WIP adjustments.
Dead
The job was made dead in the current period with no future transactions. Review write‑offs and write‑ons.
Dead*
The job was made dead in a future period and has future transactions. Amounts remain in WIP and pre‑billings.
Include Future invoiced and Future value columns.
Unconfirmed Jobs
Jobs that have not yet been confirmed appear here.
Specific Jobs
Use this TAB to review one or more selected jobs.
Additional Operations (Top Menu)
- Hide Filter – Hide filter panel for more space
- Reload – Refresh list to show remaining unreviewed jobs
- Recalculate WIP – Re‑run WIP logic (hold ALT to re‑evaluate all data)
- Print – Access reports
- Settings – Open WIP & Accruals settings
Additional Operations (Bottom Menu)
Change Default WIP Level for a Job
The default WIP calculation is By phase/category.
To change the level for a specific job:
- Highlight the job
- Select a new WIP level (e.g. By phase/kind or node)
- Read the warning message carefully and click Yes
The WIP level is reset for that job and can be changed at any time.
Reset WIP Calculations
If you wish to revert WIP values to JobBag’s original calculations:
Option 1 – Reset highlighted job
Resets WIP for the selected job only.
Option 2 – Reset selected jobs
Create a list of jobs to reset.
Option 3 – Reset all jobs
Resets WIP for all jobs.
Carefully read all warning messages before proceeding.
Apply to the GL
Once jobs are reviewed and confirmed, click Apply to the GL.
You may:
- Apply to the GL
- Review GL results
- Make amendments
- Reapply to the GL
This can be repeated until the period is rolled forward.
If error messages appear, resolve them and reapply.
Revert
Highlight a job and click Revert to return it to the last confirmed state.
Confirm Jobs
Confirming a job tells the system to use its values to generate GL entries.
You can confirm and unconfirm jobs until the period is rolled forward.
Ways to Confirm
- Click Confirm tab
- Tick Confirm on the job line
History Log of Transactions
Job Transaction History
Select a job and click Transaction Log to view its WIP history.
Kind‑Level Transaction History
Highlight a kind and click Transaction Log to view detailed WIP decisions.
Explain These Figures
Click the blue bubble to view calculation details and understand how figures were derived.