Audience: Builders
Read time: 10 mins
Article contents: Steps outlining how to produce a WIP report
Note: all figures on the WIP report are excluding tax
Where to find the WIP report
Click on the 'Jobs' menu.
In the sub menu, choose 'In Progress' or 'All' jobs.
Select 'More Actions'.
Choose to print or email the WIP report.
5. In the pop up choose the start date.
6. Choose the finish date.
7. Click 'OK'.
Date range
When printing a WIP report you can supply two dates to form a FROM and TO date range.
These dates are used in a few different areas of the report from determining if a job will appear, to what costs are pulled in. See below for more detail.
What determines if a job will show?
If at any point during the period between the FROM and TO date, the job had a day where it was running and not completed, it will show.
We've used ticks and crosses below to indicate whether each job would show in the WIP. Assuming none are deleted.
The Buildxact WIP Report uses the following conditional checks to determine if a job will show on your WIP Report. All the below questions must be answered 'YES' in order for the job to show:
Is the job active (i.e., not deleted)?
Is the job creation date before the 'TO' date?
Is the job completion date field empty?
OR
Is the job completion date after the 'FROM' date?
If all the above criteria are met, the job will show.
Where to find the completion date
Go into the schedule on any job and navigate to the More Actions button at the top right, click Set completion date, then you'll see the completion date if set. If it's blank, it means the job is not complete.
Note: if Set completion date does not appear in the menu, try adding a task to your schedule, and then going back into More Actions.
This completion date can be set manually which is most helpful in backdating the completion of a job. Otherwise, it will automatically fill out with the date of either of the below actions:
If you mark the last task on a job as complete, hence pushing the job up to 100% complete;
If you use the 'Mark job as completed' option within the same settings menu.
What determines if costs will be calculated?
Note: all figures on the WIP report are excluding tax
Contract Price
Contract Price is the estimate total amount plus markup, and any subsequent variations.
For variation costs to be calculated in here, they must be marked as 'Accepted' and have a variation acceptance earlier than the TO date.
Any Cost-Plus jobs will have a value of $0.00 in this field.
Invoiced To Date
Invoiced To Date is the amount invoiced to the client to date, including any eligible variations.
Your invoices will be calculated into this sum if they're at an applicable status (Invoiced, Part Received, Received) and the Invoice Date is before the TO date.
Invoiced Percentage (%)
Invoiced % is the % of the contract price invoiced to the client to date including any eligible variations.
It is calculated as (Invoiced to Date/Contract Price) x 100.
Estimated Costs
Estimated Costs is the budget amount including any subsequent eligible variations.
This comes directly from your estimate, including eligible variations, and any manually entered estimate costs in your job.
For variation costs to be calculated in here, they must be marked as 'Accepted' and have a variation acceptance date earlier than the TO date.
Actual Total
Actual Total is the total of the actuals column on the costings screen, it includes received purchase orders, completed work orders and any actual costs manually entered. This makes up expenditure and as expenses come as invoices it is sometimes referred to as such.
For any purchase orders to be calculated into this sum they must be an applicable status (Part Received or Received), for work orders they must also be an applicable status (Completed).
As well as the above status, the received/completed date must be earlier than the TO date.
Variance percentage (%)
Variance % is the difference between the estimated cost and the actual total as a percent of the estimated cost, essentially showing how far through the budget the spend is. It is calculated as (Actual Total/Estimated costs) X 100.
WIP
Depending on the job type, we use a different method of calculating the WIP.
For a detailed description of the WIP calculations, please see the link below: