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The draft procedure allows staff to enter and edit invoice details on screen, by typing details of an invoice within on-screen billing. The draft details can be amended, deleted, sent again, authorised and posted.
To access the on-screen (draft) screen:
Enter the Time Ledger.
Click Enquiries.
Select Client Summary.
Type in the client identifier.
Click Billing.
or alternatively through the Client Maintenance screen. To access this through Time & Fees:
Enter the Time Ledger.
Click File.
Select Clients.
Highlight a client.
Click View.
Select the WIP tab.
Click Billing.
To use this function both Practice Management and Time & Fees must be open.
To post a draft bill ensure that the staff privilege 'can draft bills', 'see WIP valuations of time' and 'can post tasks' are set.
Displayed is the client that WIP figures are going to be shown. For example, if client identifier A001 is in this field then the Time, Expenses and Interim balances in the grid below will be for this client.
Type in the field provided the identifier of the client that the bill is going to be posted to. For example, A001.
If the client identifier entered into the 'bill to' field is different to the client identifier in the 'Client field' then a cross billing relationship will be created.
Place a tick next to interim to post the invoice as interim, else the invoice posting will be final.
If the bill is posted as interim values can only be entered into the Billed column in the grid.
Select Proforma to post the invoice as proforma, else leave the option deselected to account for VAT on the invoice.
Select 'bill as today' to use today's date on the invoice. (Today's date is based upon the computer clock). Otherwise, deselect and enter the required date in the field provided.
Select 'generate bill reference' to generate an invoice reference based upon Autoreferencing options within the Fees Ledger Options | Fees Posting tab. Deselect this option to manually enter a custom invoice reference.
By entering a date in the field provided can be used to finalise some, but not all, interim invoices. For example, by entering 01/01/2005 will finalise all interims before this date but none after.
The on-screen billing grid is used to display details of WIP balances for the client (Time, Expenses, Interims, Available Credit and WIP Balance) and allow for invoice details to be typed (Write out, Bill, VAT, Nominal).
If you elect to job types WIP balances will be broken down on a job by job bases within the grid.
To enter Final invoice details into the grid enter the values into the Write out and Bill columns.
For example:
| Job | Time | Expense | Interims | Avail CR | Balance | Write Out | Bill | VAT | Nominal |
| ACCS | 80 | 20 | 100 | 80 | 120 | 1 | 3 | ||
| PTAX | 100 | 10 | 110 | 80 | 100 | 1 | 3 | ||
| Total | 180 | 30 | 210 | 160 | 220 |
The example above shows a client with WIP balances on two job types Accounts and Personal Tax. To post an invoice enter the details within each row. For example to post an invoice for £220 to remove £160, enter the details within each job to get the invoice total.
For some scenario's on write outs click here, or here for write out reference.
Select the option to display the WIP balances of cross billing clients in the grid above.
For example, clients A001 and A002 have a cross billing relationship. If a practice is currently invoicing Client A001 and would like to remove WIP from A002, by selecting 'include cross billling clients' will display client A002's WIP balances in the grid above. The practice can then enter billing or write out details for client A002's jobs.
Selecting either 'currently jobs' or 'jobs with WIP' can be used to exclude jobs from the invoicing grid.
To display another job on the invoicing grid click on the add row button. For example, if you would like to invoice job type Payroll but the column is not available, click Add row.
When a final bill is posted the All Jobs option can be used as a quick method of Writing out WIP from multiple jobs.
The Action optionis available for draft bills, once the attachment is open.
The following options are available:
Send for authorisation - select this option to send the draft to another staff member for authorisation.
If you are authorising a draft invoice this option will not be available to select.
Send for posting - select this optoin to send a completed draft to a staff member, so that they can post it.
Return for amendment - select this option to return the draft invoice to a staff member, if amendments are required.
Authorise - select this option to authorise the draft invoice.
This is often done when the staff checking the draft believes the figures to be correct.
Update draft - to save any changes made to the draft click Update draft.
Remove draft - to delete the contents of a draft click Remove draft.
Click Print to display postings entered on-screen.
If errors have been made with the billed or write out columns and you would like to restart, press the clear button. You can delete a row, or a column, dependant upon which cell is highlighted in the invoice grid.
The Apportion Button is used as a quick method to calculate the billed amounts of jobs when an invoice posted to multiple jobs.
To post the invoice to the Fees Ledger click Bill now.
Click Close to exit.
On-screen billing (draft) reference
On-screen billing posting
Invoicing