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Entering write ups/write offs

Practice Manager only

It may be necessary to increase (write up) or decrease (write off) Work In Progress (WIP) at a number of different levels when raising a bill, such as:

  • Total client amount/WIP amount.

  • The amount for (AE) an assignment or (AO) a job.

  • The amount for each employee who worked for the client.

  • The amount for individual time and expenses entries or transactions.

Write offs are entered as positive amounts and displayed in red. Write ups are entered as negative amounts and they are displayed in parentheses. For example, -100 will be formatted to display as (100.00).

If raising a write up only within the bill, you need to raise the bill at transaction level for example, enter the write up against specific transactions to post the write up bill successfully.

Write-ons/write-offs can only be entered via the Billing Wizard.

The system automatically calculates the write up amount based on the difference between what you enter and the WIP amount. If the bill amount is greater than the WIP balance on the assignment/job, the write up amount will be calculated automatically. If the bill amount is less than the WIP balance on the assignment/job and you want to write off some or all of the remaining WIP, click the Write-Off (On) field and enter the amount you wish to write off. Otherwise, the WIP is carried forward.
The system does not calculate a write off amount. It must be calculated and entered manually.

The system works on a First In First Out (FIFO) basis when allocating the billed amount against assignments/jobs (see FIFO WIP entry method). For more control over the allocations, drill down to individual transactions (including employee or time and, in MYOB AE, expenses or disbursements entered) within an assignment/job and make the allocations at that level. The system works on a pro–rata basis when allocating the billed amounts against individual transactions (see Pro-rata WIP entry method).

To enter a write on or write off
  1. Click Billing > Billing Wizard or alternatively, open the client and from the Bills tab click Billing Wizard from the TASKS bar. Stage One of the Billing Wizard opens.

  2. Enter the required information and click Next. Stage Two of the Billing Wizard appears.

  3. Enter the amount to bill if required in the Bill column and click into the Write-Off(On) field or drill down to the required level ready to allocate the write on/off amounts. Enter the amount to write off/up and click Next. Stage Three of the Billing Wizard is displayed.

  4. Enter any paragraph text to appear on the bill and click Next. Stage Four of the Billing Wizard is displayed.

    If the bill is just writing off wip, it is not necessary to add paragraph text.
  5. Review/select the billing address and check other details on the Bill Address page and click Next. Stage Five of the Billing Wizard is displayed.

  6. Review and finalise the bill and post the bill when ready.

To write up at transaction level

To raise a write up at transaction level, you need to ensure at Stage Two of the Billing Wizard, that there are no fields on the Group bar (bar above the headings). If there are no groupings, Drag a column header here to group by that column displays on the Group bar.

Alternatively, if using grouping, you will need to use the right click menu from under the Unposted WIP or Posted WIP columns for example, and select Drill Down until you can see the transaction/timesheet date.

Billing this way you enter the write up against specific transactions.

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