 |
 |
|
|
The on-screen-billing decisions is a Fees Ledger invoice that is accessible in both the Time & Fees Ledger. It is presented to a similar format as the billing decisions report with the function of billing and writing out time to a client account.
A bill generated within on screen billing is sent to the Fees Ledger Period. Once posted it is entered into a Fees Ledger period. If a write out is included it is transferred to the Time Ledger, as determined within the Fees ledger Write Out options.
There are two ways of accessing the on screen billing facility.
Enter the Time or fees ledger.
Click File.
Click Client.
Type or select the client using the magnifying glass.
Click the WIP tab.
Click Billing.
Alternatively,
Enter the Time or Fees Ledger.
Click Enquiries.
Click Client Summary.
Type or select using the client identifier (or first part of) you would like to bill to.
Click Billing.
The Client Billing Decision screen displays.
The following fields are available:
Bill to - type or select using the client identifier (or first part of) you would like to bill to be sent to. The WIP shown is for the selected client but the bill may be sent to a different one.
If you are cross billing the system will warn you if there is no cross billing relationship between the two clients, and will allow you to set one up on the fly as necessary.
Interim - select to enable Interim bills, or leave the box empty to post a final invoice.
If the bill is interim only the bill column in the WIP grid can be used.
Proforma - the proforma option should be ticked if your practice is cash accounting either Low Turnover Firm (that is, For VAT Purposes) or Not Low Turnover Firm, but Invoices are Normally 'Proforma'.
This means that the VAT element is accounted on the VAT receipt rather than at the point of billing.
Click here to set Proforma invoice's as the systems invoicing default setting.
Date - to post a manual invoice a date must be entered, i.e.20/08/2002. Known as the item date, this date represent the date that was entered onto the invoice.
For further information on item dates and a when posted dates click here
If you elect to automatically enter posting date as at today tick the empty box next to date bill as at today.
Alternatively, enter your required date by removing the tick to reveal the empty field to the left of the screen. Type or select the date using the you would like to bill to be charged to.
Reference - a reference can be entered against each invoice so that each invoice can be organised, monitored and recognised.
To automatically generate a reference ensure that the generate bill reference option is selected. The invoice will be allocated the next bill reference in sequence as set
up in the Fee Ledger options.
Alternatively, a personalised invoice reference can be entered. Deselect Generate bill reference to reveal an empty field to the left of the screen. Type in the reference that you would like the bill to be labelled with.
Enter the date to finalise all interims before this date. For example, enter 01/01/2004 to finalise all interim invoices before this date, and interims after this date on the ledger.
The columns Job, Time, Expenses Interims, available credit and balance are for display uses only. These are to inform you of the current position of the client so that the invoice can be posted in the best possible way.
The final four columns Write Out, Bill, VAT and Nominal can be adjusted to the needs of each invoice. The VAT Rates and Nominal Codes can be set as default so that only the Bill Value and write out amount need to entered.
Job - this column gives the identifier of the job that the row refers to. For more information on the job hold down Alt & F1 on the keyboard to transfer you to the time ledger account display.
Time - this shows outstanding value of unmatched time currently on the job.
This does not include pending time.
Expenses - this shows the outstanding value of unmatched expenses currently on the job.
This does not include pending expenses.
Interims - this shows the amount of interim bills not yet finalised.
Available Credit - this shows the amount of unmatched credit ( other than interim bills) plus any current unabsorbed amount on the job.
Balance - the current Balance is displayed. This is calculated by adding the sum of the Time WIP and expense WIP minus the interims and available credit.
Write Out - this is the
column where you enter your write out instructions.
There are five ways of writing out time:
1. Write out to a value
Enter the Value that you wish to write out time. For example, if you have a client WIP balance of £1000 and want to carry forward £400 enter a write out value of £600
Click here for more information on posting a write out to a value.
2. Write out to a date
Enter the date that all WIP is to written out to For example, 31/7/2002. This will remove all WIP posted up until this date.
Click here for more information on writing out to a date.
3.Write out all
Type all to remove the current WIP balance on the client account. This is a quick method of reducing a client WIP balance to zero.
Click here for more information on writing out all WIP.
4. Defer
Type Defer to post an specified write out instruction. This can write out against individual staff members WIP postings.
Click here for more information on posting an unspecified write out.
5. Select
Enter select to select the particular time ledger posting that you wish to write out.
The Write out column should be ignored for interim bills.
Bill - this is the column where you enter the amount you want to bill. (ex VAT) for the particular job. If you do not wish to bill a job leave the cell blank.
Pressing Ctrl + L will provide a screen displaying the current figures for the job. You can calculate and enter the bill value in this window.
A calculator function is provided by pressing Ctrl + L twice on the billed screen,
VAT - for each job that is to be billed a VAT rate must be included in this column. The system refills the entire grid with the default VAT rate, which can be over typed if required.
To view your VAT rates press Alt-F1.
VAT Amount - enter the VAT amount in the field supplied. For example, £90.
Nominal - for each job that is to be billed a nominal code must be included in this column.
The system prefils the entire grid with the default VAT rate, which can be overtyped if required.
To view your nominal codes press Alt-F1.
Narrative - enter a narrative within the field supplied. For example, "client invoiced @£45hr for accounts work."
For further details on standard narratives click here.
Current jobs - select to only show all current jobs, or deselect to show all jobs assigned to the client.
Jobs with WIP - select to only show jobs that have WIP recorded on them. This is of most use if the you only want the screen to display the jobs with WIP which can offer conciseness.
Deselect to show all jobs, even if they have no WIP or a negative WIP figure.
Show cross billing clients -
select to displays jobs for the clients cross billing agreements.
The totals fields provide up to date totals of what has been entered into the WIP invoice grid.
The three fields are detailed below.
Billed Total. The billed total is the sum total of all values entered into the 'billed column. This will include any amount billed not allocated to any job type. This figure does not include VAT
Write Out Total The write out total is an estimate of the total time written out by the bill. This acts differently for interim and final invoices
Interim The billed total excluding any amount billed that is not allocated against a job
Final. If the write out is to a date, or deferred then the write out cannot be estimated. The write out total can be estimated when writing out to all or to a value.
Recovery The recovery is the total billed (excluding any amount that is not allocated to a job) less the write out total (provided that the write out total can be calculated.
The write out and Recovery figures
are an estimate. A write out occurs when the time is removed from
the ledger by the write out instruction, not when the instruction
is originally made (that is, at the point of the invoice). A recovery
is calculated by the bill value less the write out and, as the write
out instruction is an estimate, the recovery can therefore only be
an estimate as well.
When a final bill is posted All Jobs can be used as a quick method of Writing out WIP from multiple jobs.
There are three options available:
All Outstanding - this will remove all outstanding WIP on all jobs for the client. This can be used as a quick method of clearing all WIP from a clients account with an invoice.
Click here for further information for writing out all outstanding WIP.
Total Value - WIP will be removed from the clients account as entered on the screen. For example, £500.
The total value option apportions Write out values for each job types
using the following formula:
Job WIP Balance X Value Entered
_Client WIP balance
For example:
Client A001 has a WIP balance of £1000. This total is made up of £500 on Job accounts, £300 on job tax and £200 on job Audit. The total value written out for the client is £500.
The write out for each job type will be:
Job Type |
WIP balance | Write out |
| Accounts | 500 | 250 |
| Tax | 300 | 150 |
| Audit | 200 | 100 |
Click here for further for information on writing out to a value.
To date WIP will be removed from all job types to the date as entered on screen. For example, enter 31/10/2002 to remove WIP from all job types until the end of the date.
Click here for further info on writing out to a date.
On-screen billing is a Fees posting that can be accessed through both the Time & Fees Ledgers. To adjust the bill value posted from the Fees ledger that can be passed to the Time Ledger click Apportion.
To add another job to be invoiced click on the Add Row.
To clear the bill or write out values entered into the invoice click Clear Now. Values can be removed from the whole row, the selected column, or all values can be removed from the grid.
To print the details of the invoice click Print.
By clicking Save draft the details on screen can be saved. Click here for further details of draft billing.
This option is only available if you have a Practice Management licence.
Click Bill Now to post the invoice, or Close to cancel.
The proforma option should be ticked if your practice is cash accounting either Low Turnover Firm (i.e. For VAT Purposes) or Not Low Turnover Firm, but Invoices are Normally 'Proforma'
This means that the VAT element is accounted on the VAT receipt rather than at the point of billing.
Click here to set Proforma invoice's as the systems invoicing default setting.
Select the box provided to enable single VAT rate to be displayed.
Deselecting this option allows user to select more than one VAT rate for each posting using the edit box in the VAT rate column. VAT rate column is enabled only when 'Use single VAT rate' tick box is deselected.
Enter the identifier of the VAT rate. For example, 1 for the VAT Rate 1 which is 17.5%. The VAT rate is used to calculate the VAT Amount automatically and can be used for reporting purposes within the Fees Ledger.
When a VAT rate is created an option is provided to make the VAT rate the default VAT rate. Once enabled, it is possible to tab through this field and the required VAT rate will automatically be selected.
In specific circumstances invoices may be required to be posted to multiple VAT rates. For example, a £1000 invoice may need £800 at 17.5% and £200 at 10%.
To use this facility, leave the VAT field empty and the Fees Posting VAT Breakdown screen displays when the Post options is clicked. Click here for further information.
To post a manual credit a date must be entered, i.e.20/08/2002. Known as the item date, this date represents the date that was entered onto the Credit note.
For further information on item dates and a when posted dates please click here.
If you select to automatically enter posting date as at today tick the empty box next to date post as at today.
Alternatively, enter your required date by removing the tick to reveal the empty field to the left of the screen. Type or select the date using the you would like to post to be charged to.
A reference can be entered against each credit note so that each credit note can be organised, monitored and recognised.
To automatically generate a reference ensure that the generate credit reference option is ticked. The credit note will be allocated the next post reference in sequence as set up in the Fee Ledger options.
Alternatively, a personalised credit note reference can be entered. Removing the tick next to generate credit reference to reveal an empty field to the left of the screen. Type in the reference that you would like the credit to be labelled with (References for invoices generated prior to 19.3 in Ad hoc posting screen can't be matched to credit notes in this screen).
Completely write back time for invoice as specified in ‘Cross Ref above', when selected will write back credit to specified cross reference only.
The columns Job, Time, Expenses, Interims, available credit and balance are for display uses only. These are to inform you of the current position of the client so that the credit can be posted in the best possible way.
The final four columns Write Back, Credit Amount, VAT amount, Nominal and Narrative can be adjusted to the needs of each credit note. The VAT Rates and Nominal Codes can be set as default so that only the credit amount Value and write back amount need to entered.
Job - this column gives the identifier of the job that the row refers to. For more information on the job hold down Alt & F1 on the keyboard to transfer you to the time ledger account display.
Time - this shows outstanding value of unmatched time currently on the job.
This does not include pending time.
Expenses - this shows the outstanding value of unmatched expenses currently on the job.
This does not include pending expenses.
Available Credit - this shows the amount of unmatched credit (other than interim bills) plus any current unabsorbed amount on the job.
Balance - the current Balance is displayed. This is calculated by adding the sum of the Time WIP and expense WIP minus the interims and available credit.
Write Back - this is the column where you enter your write back instructions.
Enter the Value that you wish to write back time. For example, if you have a client WIP balance of £1000 and want to carry forward £400 enter a write out value of £600.
Credit Amount - this is the column where you enter the amount you want to post credit for the particular job. If you do not wish to post to a job leave the cell blank.
VAT - for each job that is to be posted a VAT rate must be included in this column. The system refills the entire grid with the default VAT rate, which can be over typed if required.
To view your VAT rates, press Alt-F1
VAT Amount - enter the VAT amount in the field supplied. For example: - £90.
Nominal - for each job that
is to be billed a nominal code must be included in this column. The system
prefills the entire grid with the default VAT rate, which can be overtyped
if required.
To view your nominal codes, press Alt-F1.
Narrative - enter a narrative within the field supplied. For example, 'client invoiced @£45hr for accounts work'.
For further details on standard narratives click here.
Credit Note Narrative – displayed is the narrative of the posting. For example, Credit for partnership tax work. This field can be edited at a later date.
Credit Note Template – gives user option to select the template for posting the Credit note.
Current jobs - select this option to only show all current jobs or remove the tick to show all jobs assigned to the client.
Jobs with WIP - select this option to only show jobs that have WIP recorded on them. This is of most use if the you only want the screen to display the jobs with WIP which can offer conciseness.
Deselect to show all jobs, even if they have no WIP or a negative WIP figure.
Pending WIP - select to show Pending WIP records.
The totals fields provide up to date totals of what has been entered into the WIP invoice grid.
The fields are detailed below:
Credited (ex VAT) - is the sum total of all values entered into the Credit Amount column. This will include any amount credited not allocated to any job type. This figure does not include VAT
Credit to T/L – is the sum total of value credited to T/L.
Write back Total - is an estimate of the total time written out by the credit.
To add another job to be invoiced click Add Row.
Clear
To clear the post or write back values entered into the credit note click Clear Now. Values can be removed from the whole row, the selected column, or all values can be removed from the grid.
To print the details of the invoice click Print.
Post
Click Post to post the credit note.
Preview
Click Preview to preview the invoice posted before posting.
Close
Close to cancel.
Invoice Overview
Interim invoices
Interim invoices scenario
Final Invoices
Finalising interim invoices
Finalising interim invoices scenario
Adhoc Posting or batches
Fixed Fee Invoicing