Reconciling the Staff Billing Analysis with the Client Billing Analysis

The staff and client billing analysis will most likely not agree as you are not comparing like with like. There are several rules and additional calculations that need to be run in order to get these figures to match. It is assumed that both reports are being run for the same period and that no exclusions apply, and the credit note values are known. If you wish to reconcile the two reports take the billed amount from the Time ledger practice summary, or client Billing Analysis. To get this to agree to the Staff Billing Analysis you will need to know and add:

The billed amount on the staff billing analysis

The value of the interim invoices that have been finalised and matched to postings, in the period.

The proportional value of invoices and/or interim invoices that have been finalised but have created a credit posting (known as either unused or unabsorbed)

The value of invoices and/or interim invoices that have been finalised but have not written out any time at all – pure profit

Less Credit Note values. The main thing is that the Staff Billing Analysis shows the billed amounts in relation to the Time postings that have been matched. It cannot show the details of invoices that are to write out time, i.e. have created a credit on the system. To give an example. Staff member A has £500 and staff member B has £300 and I raise an invoice for £2000 writing out £1000. Looking at the client Billing Analysis you will see a billed amount of £2000, a write out amount of £800 and unused/unabsorbed of the final £200. On the staff Billing Analysis you will see, for staff member A: Billed = £1000, write out =£500 and for staff member B: Billed = £600 , write out =£300 The unused/unabsorbed element of the invoice cannot be shown on the Staff Billing Analysis as it is not associated with any staff or non-staff posting. Similarly any invoices posted that do not have a write out associated with it cannot be shown on the staff billing analysis. This should explain the difference on the system, but to find a report to show any examples of this you would be best to look at the Client Billing Analysis. If you run this report with the Unused and/or unabsorbed column on the report then as soon as you see any invoices that appear in this column this would not be showing on the staff billing analysis. To get the billed amount that is missing from the report you will need to know the write out amount so far and also the unused/unabsorbed amount. If you then take: Unused/unabsorbed amount _____________________________ (write out + unused/unabsorbed amount) And take this proportion and apply it to the billed amount not allocated to any postings you will get a value of bills that will not appear on the staff billing analysis. Similarly invoices that do not write out any time can be taken as the full invoice amount that would not appear on the staff billing analysis. All in all the Staff Billing Analysis is a hard report to reconcile with the client based billing reports as the criteria is different. Through practice it is generally not recommended to try to reconcile the staff billing analysis with the client based report as you would have to run several other reports to get the full details.

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