Missing WIP
KB Article #:
82039
Summary:
Missing WIP
Description:
WIP shows up on the WIP aging report or other project reports, or moved the WIP to a different project/phase, but it is missing from the draft invoice. 
Resolution:
  1. The WIP is on a Percent Complete phase with no contract amount.
    • If a phase is percent complete and has no contract amount, it will not show on the client invoice.
    • Change the billing type or add a contract amount to the phase. 
  2. The phase has a status of hold or a nonbillable billing type. (Refer to KB 81724 on how to change the status of the entry)
    • If the phase status is on billing hold, WIP status will be on Hold in the Entries window.
  3. The WIP is deferred because of the cutoff date entered on the draft invoice.
    • If there is a cutoff date on the draft invoice, change the cutoff date or look for deferred WIP in the entries window of the phase.
    • Vendor Invoices use the Accounting Date while Expense Reports use the Transaction Date of each entry when comparing with Client Invoice Cutoff Date.
  4. The WIP has a write-off status. To bring back written off WIP:
    1. Go to Manage > Client Invoices. 
    2. Select the draft client invoice.
    3. Edit.   
    4. Click the Entries button.
      Note: If using a billing type of Percent Complete, Fixed Fee or Percent of Construction Cost the user will have to select the phase row prior to clicking on the Entries button.
    5. Click the green filter button. 
    6. Select the status of Write-off > Ok. All written off entries should now show.
    7. Select the written off entries needed to bring back to billable. 
    8. Change the status from write-off to billable. 
    9. Save
    10. Save again.
  5. Check to see if there are any invoices in reissue or hold status:
    1. Go to Manage > Client Invoices.
    2. Click the change view button (green funnel).
    3. Check the reissue and hold status boxes and select the project.
    4. If there are any invoices on hold or reissue, the entries on them are still in WIP. 
  6. If still unable to find the WIP, create an inquiry to find exactly where the individual entries are located:
    1. Go to Inquiry > Standard Inquiries > Transaction > Transaction all. 
    2. In the top right, click Properties
    3. Go to the Conditions tab.  
    4. From the drop down menu, select Project ID and type in the project number 
    5. From the drop down menu, select Is WIP and select True 
    6. From the drop down menu, select Transaction Type and type in Entry 
    7. Click OK.
      Note: This inquiry will show all entries that are currently in WIP.
    8. Right click any column header, select add a column
    9. Select Client Invoice Key, and click OK
      • For any entry, click on the Client Invoice Key number to drill into the invoice that the entry is on.  
      • If the inquiry shows the WIP is on the draft invoice, but it cannot be found on the edit invoice screen, try changing the billing type on the phase, saving, and changing it back.
  7. If a WIP entry is showing on the WIP Aging report, but inquiry shows that it has been billed: This is a known issue caused by an entry being manually adjusted in the edit client invoice screen, then billed. To remove these entries from the WIP Aging report:  
    1. Reissue the invoice
    2. Right click the entry
    3. Recalculate billing rate
    4. Adjust the entry back to the original amount (if it changed)
    5. Reprint the invoice to Final  
If these steps do not resolve the issue, please contact Ajera Support for further assistance.
 
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