Month End Review

It is common to want to review all closed/billable work orders for a specified time period, typically at month end. The Work Order Review/Update report provides all entered labor, material and other costs that have been marked as Billable as well as errors on billable work requests. This can be performed by any individual with work order security privileges.

Review Your Work Requests

To view a list of closed work orders for a particular billing period and to verify the billing information:

  1. Under Logbook, select Run Reports.

  2. Click Work Order Reports.

  3. In the Select a report field, select Work Order Review/Update.

  4. Specify the following report criteria:

    • Date Closed – Select date values that indicate the beginning date of your billing cycle and the ending date of the billing cycle.
    • Billable – Select ALL. This will cause all work orders (billable and non-billable) closed during that period of time to be included in the report
    • Run in Update Mode – Select No.

  5. Click OK to run the report.

  6. Review the report to verify that all of the appropriate work orders have Billable set to Yes, and have a total amount that is greater than zero. Take note of the number of Billable work orders.

    The last 5 columns of the report provide the Statement of Work, the Billable status and the associated costs. Sorting the report with the auto filter on the Billable column may speed your review process.

  7. Fix any errors by entering the Request ID on the Find Requests page and editing the request.

  8. Re-run the report to verify that all errors have been corrected.

Verifying Requests are Properly Coded

To verify that all closed/billable work orders have been coded to the proper accounts:

  1. Access the Logbook module by clicking the Logbook link at the top of the page.

  2. Select the Run Report tab.

  3. Click Work Order Reports.

  4. In the Select a report field, select Work Order Summary By Account.

  5. Specify the following report criteria:

    • Date Closed – Select date values that indicate the beginning date of your billing cycle and the ending date of the billing cycle. Make sure you use the same dates you used when running the Work Order Review/Update report.
    • Billable – Select Yes.

  6. Click OK to run the report.

  7. Examine the report.

    If there are work orders that have not been coded to an account, they will appear at the top of the report. If a work order labor or material cost has not been coded to an account, it will appear as "N/A."

  8. Fix any errors by entering the Request ID on the Find Requests page and editing the request.

  9. Verify that the total of the report matches the total of the Work Order Review/Update report.

Exporting Data and Run in Update Mode

The system provides mechanisms to export data to external accounting systems. Once you are completely confident that all service revenue has been captured, run the appropriate reports to export the appropriate data. If you experience errors on the upload then go back and correct and run the export again or contact your administrator if problems continue to exist.

Once you have properly uploaded your data, you can run final reports in update mode. The Work Order Review/Update report is used to mark the work orders for the past billing cycle as Billing Sent. This will lock the labor and materials costs for those work orders preventing any further changes to the costs from being made.

To run in update mode:

  1. Access the Logbook module by clicking the Logbook link at the top of the page.

  2. Select the Run Report tab.

  3. Click Work Order Reports.

  4. In the Select a report field, select Work Order Review/Update.

  5. Specify the following report criteria:

    • Date Closed – Select date values that indicate the beginning date of your billing cycle and the ending date of the billing cycle.
    • Billable – Select Yes.
    • Run in Update Mode – Select Yes.

  6. In the Invoice Date field, enter a date for the invoice.

  7. Click OK to run the report.

    A window will open allowing you to open or save a report. Select the Save button and then Open button to view the spreadsheet. This report will show all billable work orders that have been flagged as Billing Sent. Once complete, the upload to the external accounting system can be completed.