Autobilling is a way of sending fixed fee invoices within Fees. Follow this help topic to set or modify your fixed fee settings.
To setup the autobilling details:
Enter the Fees Ledger.
Click Posting.
Click Autobilling.
Click New to create autobilling details, or view an existing setup.
The Autobilling screen displays.
To setup the autobilling details:
Displayed is the client that the autobilling details are being set.
Enter the value of the invoice for the fixed fee. For example, £200.
Enter the date that the next invoice is due. For example, 28/5/2004.
Select Account for VAT field. Type in the VAT rate or select using the magnifying glass. This set the VAT rate for all the invoices.
Tab through this field to use the default VAT rate.
Set the time interval (in months) between bills. For example monthly, quarterly, 4 monthly, 6 monthly and annually.
This defaults to monthly.
Enter the description for the autobilling. This is used for ease of identification within the autobilling setup screen.
An optional field that will be used as the default nominal account at time of posting. This will default to 'blank' or to the sales account.
The billing cycle gives the ability to automatically generate postings to be executed at set intervals (frequency) over a period of time (usually month/s). The grid control shows a breakdown of individual bills over the billing cycle. The first bill is set to the Start Date and the remaining bills equally distributed over the months between the Start Date and End Date according to the frequency. The start and end dates need to be equally divisible by the frequency.
Start date of the billing cycle
The start date is the date on which the first bill will be raised in the billing cycle. This is initially set to Date next invoice due. This date must match the date of the first Bill in the grid.
End date of the billing cycle
The end date is the date on which the last bill will be raised. By default this is set to 12 months ahead of Date next invoice due.
The automatic renewal options repeats the billing cycle. If selected, on completion of the final bill in the cycle (last row of the grid) all the bills are re-sequenced to the next cycle. For example. if the current cycle is 31/01/2003, 28/02/2003, 31/03/2003, the next cycle will be 30/04/2003, 31/05/2003, 30/06/2003.
If this is not selected, then further bills are raised.
The auto invoicing grid can be split into status, invoice date, amount, invoice type, write out, reference.
The status column Indicates whether or not the invoice has been posted. Click here for the topic for posting fixed fees.
The invoice date is the date upon which the Invoice is to be raised. For example, 30/4/2003. First bill defaulted to "Start date" and incremented in date sequence by the frequency through to the End Date.
The amount for which the invoice was raised, as entered in the 'amount of invoice field. For example, an invoice value of £100.
The following invoice types are available:
Interim - the invoice is to be posted as an interim invoice, with VAT calculated on the invoice
Interim \ proforma - the invoice is to be posted as interim and proforma
Proforma - the invoice is a final invoice and proforma
Final - the invoice s final and not a proforma
The following write out options are available for each invoice:
Defer - the invoice will not be posted to the Time Ledger..
Invoice write out split - even The invoice amount is apportion evenly across all jobs with a non zero balance. Write Out to the Time Ledger reduces WIP to 0. If there are no Jobs with a positive WIP balance the write out to the Time Ledger is unspecified.
Invoice write out split - weighted The invoice amount is proportionately distributed across all jobs according to the outstanding WIP balance at the time of posting. Write Out to the Time Ledger reduces WIP to 0. If there are no Jobs with a positive WIP balance the write out to the Time Ledger is unspecified.
Write out to job Provides a method of writing out time on a job by job basis. Click here for the topic of the write out to job screen.
Invoices produced by auto invoices can be set to either Auto or Blank. This refers to whether the reference will be automatically inserted, or will need to manually typed, as setup in the Fees Ledger Options, Fees Posting tab.
The system will default to the invoices Auto if the Fees Ledger option to use automatic reference generation has been set to automatically generate a reference for the invoice. When the invoices are posted, using the make postings option, the invoice reference number is allocated to the invoice.
The system will display a blank field if auto referencing has not been set for invoices. When the invoices are posted using the make postings option, the invoice number will need to be manually entered using the autobilling reference screen.
Click on Update to save any changes made, or cancel to exit. Click on delete to delete the fixed fee agreement.
Invoice Overview
Interim invoices
Interim invoices scenario
Final Invoices
Finalising interim invoices
Finalising interim invoices scenario
Write out reference
Recovery reference
On-screen-billing
Adhoc Posting or batches