How to fix premature WIP wash-ups in XPM

Issue:

You may find when reviewing completed job performance or re-pricing your engagements for the year ahead that some jobs are either not as profitable as they should be or much more profitable than they actually were.

This can be due to:

a. Invoices not being associated with the correct job

b. Time not being associated with the correct job

c. Invoices and time created after the WIP wash-up was completed

Without correctly associated invoices and time we are unable to reliably report on the job, client, practice, team or service basis.

Cause:

The most common cause for prematurely washed-up jobs is not having a job state just prior to 'Completed' or 'Archived'. It is very easy in XPM to complete a job without doing a WIP wash-up. It is also very easy to do a WIP-wash up without ensuring all the time and invoicing is present. If you don't have one already, create a job state just prior to Archived called 'WIP Wash up' or similar.

The next most common cause is not having someone responsible for the WIP wash-up process. A single person in the accounts or practice management department works best however for larger practices this may not be practical. Job managers may be more appropriate to complete WIP wash-ups for 40+ staff practices however they all need to be aware of the steps to complete a job and how WIP wash-ups work.

5 Essential steps before completing a job

How WIP wash-ups work

Solution:

We can undo a premature WIP wash up by:

1. Re-activating the job by editing the job state back to 'WIP wash up' or similar.
2. In the financial tab select 'Undo WIP wash-up' (on the left)
3. Re-sync the missing invoices from Xero (blue) (overnight) and/or add/move the missing timesheets.
4. Remove from invoice list.
5. Archive the job.

The best person to do this is the person who closed the job prematurely however this is not always possible due to the Xero access required to correctly re-sync a missing invoice.

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