Use this tab to select report options for the Retainer Ledger report and save sets of options for reuse.
Contents
| Field | Description |
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| Report Name
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You can change the default report name.
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Base Rollup
| Field | Description |
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| Project Base Rollup
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Use this option to summarize information for projects that use a standard numbering system. For example, if the first five characters of your project number represent a master contract, you can summarize (roll up) information for all projects that have a common master contract number. The
Project Base Rollup slider box displays the number of characters in your project numbers. For example, if you use a 10-digit project number, the slider box displays
1234567890. A project number can also include up to two delimiters (for example, 12-345.67890).
- A phase total is the total of all occurrences of that phase across the base project.
- A task total is the total of all occurrences of that task across the base project.
To roll up project numbers, drag a slider to cover the characters that you want rolled up. You can drag a slider from the left side of the slider box, the right side, or both sides.
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| Subtotal or Summarize on Base Number
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If you set a project base rollup, use this field to select how you want
DPS to display the project data:
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Subtotal on Base Number: Select this option to display a group header at the beginning of each group of projects that matches the base rollup and then list each project in full detail. After the last project in the group, the report displays a group total.
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Summarize on Base Number: Select this option to display totals for each group but no project detail.
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| Phase Base Rollup
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Use this option to summarize report information for phases that use a standard numbering system. The
Phase Base Rollup slider box displays the number of characters in your firm’s phase numbers. For example, if you use a 7-digit phase number, the slider box displays
1234567. A phase number can also include one delimiter (for example, 12345.12).
You can roll up the base phase and still display information by task. When you do, a task total is the total of all occurrences of that task across the base project. For example, the total for Task 00001 is the total of all Task 00001s in the base project.
To display only phases and tasks, use the
Project Base Rollup slider to cover the project number completely.
To roll up phase numbers, drag a slider to cover the characters that you want rolled up. You can drag a slider from the left side of the slider box, the right side, or both sides.
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| Task Base Rollup
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Use this option to summarize information at the task level for tasks that use a standard numbering system. This option is only available if you use tasks. The
Task Base Rollup slider box displays the number of characters in your firm’s task numbers. For example, if you use a 3-digit task number, the slider box displays
123.
This option works in the same way as the project and phase rollup options. For example, if the first two characters of your task number represent a department, you can roll up information for all tasks that have the same department number.
To show only tasks, use the
Project Base Rollup and
Phase Base Rollup sliders to cover the project number and phase number completely.
To roll up task numbers, drag a slider to cover the characters that you want rolled up. You can drag a slider from the left side of the slider box, the right side, or both sides.
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Fields
| Field | Description |
|---|
| Billing Group
|
Billing groups are used to combine projects together for the purpose of billing a client. To have the report show content only for specific billing groups, enter the name of a main project for a billing group, or use the Project lookup to select one or more main projects.
If you use multiple companies and you bill a client for a set of projects worked on by multiple companies within your enterprise, the company that owns the main project in the billing group is the company that generates the invoice for the entire billing group. Use the Billing Group List to review a billing group's settings, its main project, and a list of its sub-projects.
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| Billing Client
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To have the report show content only for specific billing clients, enter a client name in this field, or select one or more clients on the Client lookup.
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Time Frame
Use these options to specify the timeframe for data included on the report.
| Field | Description |
|---|
| Period
|
Select a setting:
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Current: The report shows data for the accounting period that is currently open.
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Year-to-Date: The report shows data for the current fiscal year through the current accounting period.
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Job-to-Date: The report shows data from the beginning of the
project through the current accounting period.
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| Period Range
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Specify a range of accounting periods.
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| Date Range
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Specify the start and end dates of the range.
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Fields and Check Boxes
| Field | Description |
|---|
| Print Transaction Detail
|
Select this check box to display additional rows in the report that show each invoice and cash receipt transaction that is associated with a retainer. When you select this check box, you have access to the
Print Timeframe Total and
Print JTD Total check boxes.
When this check box is
not selected, one row of retainer summary information displays on the report for each project, client, or whatever sort record you select on the Sorting/Grouping tab. For example, if you sort by client, each row contains the retainer summary information for a client. If you sort by project, each row contains the retainer summary information for a project. The summary row includes totals based on what you select in the Time Frame section on this tab.
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| Print Timeframe Total
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You can select or clear this check box only if you selected the
Print Transaction Detail check box. If you do
not select the
Print Transaction Detail check box, this check box is selected automatically and you cannot clear it.
When this check box is selected, the report includes a Timeframe Total row for each project, client, or whatever sort record you select on the Sorting/Grouping tab. The totals in the Timeframe Total row are based on the time frame that you select in the Time Frame section. For example, if you enter the range of dates 1/1/2018–12/31/2018 in the
PD Range fields in the Time Frame section and you select
Billing Client Name on the Sorting/Grouping tab, a Timeframe Total row displays for each billing client. The row displays the total retainer amounts received and applied and the balance not yet applied to billing invoices in 2018.
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| Print JTD Total
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You can access this check box only if you select the
Print Transaction Detail check box. If you do
not select the
Print Transaction Detail check box, this check box is cleared and you cannot select it. When you select this check box, the report includes job-to-date totals. These totals are based on the transactions for the life of the project; the totals are not dependent on the time frame that you selected. This allows you to see amounts for a specific time frame and job-to-date amounts together on the report.
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| Exclude Projects with Zero Retainer Balance
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Select this check box to exclude projects that have a zero job-to-date retainer balance from the report. The projects with a retainer balance of zero are determined by calculating (JTD received – JTD applied) for a project. The time frame that you select for the report does not affect the job-to-date balance. The retainer balance calculates at the project (WBS1) level, not at the lower level. It is not dependent on the selections that you make on the Sorting/Grouping tab.
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| Report at
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If you use multiple currencies, select the type of currency in which monetary amounts display on the report.
Options are:
- Project Currency: This is the project's currency that is specified in the
Project Currency field on the General tab of the Projects form (in the Projects hub).
- Billing Currency: This is the project's billing currency that is specified in the
Billing Currency field on the General tab of the Projects form.
- Project's Functional Currency: This is the functional currency of the project's home company that is specified on the Currency tab of the General Company Settings form ().
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