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An invoice is one of the Fees Ledger posting types available. An invoice
can be posted as either a final bill or an interim bill.
An invoice can be posted by either adhoc posting, or through batches. To post an invoice through Ad-hoc posting:
Enter the Fees Ledger.
Click Posting.
Click Adhoc Posting.
Alternatively, to post a credit note by batches:
Enter the Fees Ledger.
Click Posting.
Click Batches.
Select an existing batch and click View, or select New for a new batch.
The Fees Posting to Period screen displays.
To post an invoice:
To post an invoice click on the posting type Invoice.
Select the client that is going to be billed. For example, A001.To select a client, either type the Client Identifier, or select using the magnifying glass.
Type the item date of the invoice, or press the tab key on the keyboard to enter todays date.
The item date refers to the date that will appear on the invoice and on a statement. For example, if an invoice is to be sent out to a client for the 10th June an item date of 10th of June must be entered
A fee ledger invoice can be posted VAT inclusive or VAT exclusive It is recommended that Post amounts VAT inclusive is NOT selected.
The Fees Ledger provides an Automatic reference generation facility, so that postings made within the Fees Ledger can be automatically numbered consecutively.
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 will appear when the post button is pressed. Click here for further information.
If it is required to change the VAT amount, type in the required value.
The total field displays the value that the client is to be invoiced, with VAT included.
Press the tab key to use the default nominal code, or enter a different nominal code if required.
Default nominal codes for fees ledger postings can be set within the fees Ledger options.
Select Interim to post an interim invoice, or leave the field empty to post a final invoice.
Select Proforma to make the bill a proforma invoice, or leave it empty to account for VAT on the invoice.
To cross reference an invoice, enter the reference of the receipt in the field provided, or if not known, click Accounts to view the account detail.
If the invoice is posted before the receipt this field can be left blank.
Enter a Narrative to give further detail to the invoice. For example, invoice for January
If Proforma is selected, the Proforma template drop-down list displays, helping the user to select the template for Proforma Invoice output.
If Proforma is deselected, the Invoice template drop-down list displays, helping user to select the template for Invoice output.
An invoice can be posted to the Time Ledger (where it is possible to adjust the clients WIP figures), or can be posted to the Fees Ledger.
The effect an invoice has on the WIP accounts will depend upon whether the invoice is posted as Interim or Final.
Select the type of invoice you are posting from the two options below, and a list scenario's will be presented for passing the invoice to the Time Ledger.
I am posting a Final Invoice
I am posting an Interim Invoice
To set as to whether your invoice is interim or final click here.
A final invoice will allow WIP to be removed from the clients WIP account, and is used to finalise interims.
The list below displays the options available:
If you do not use job types and wish to remove WIP, select option 3
The invoice will be posted to the Fees ledger, and will not be passed to the Time ledger. The invoice can be reported on within the Fees Ledger, such as the aged debtors report, debtor balances.
As the invoice has not been passed to the time ledger it will not be
shown on any Time Ledger reports (practice summary, billing analysis and
the general instructions report).
To post an invoice to only affect the Fees Ledger:
(i) Adjust WIP
To ensure that an invoice is not passed to the Time Ledger ensure that Adjust WIP option is NOT selected.
To ensure this option is always deselected, deselect the option Invoices affect WIP unless you untick the 'affect T/L' box, within the Fees Ledger options, WIP write out tab.
Click Post to post the invoice,
or Cancel to close.
This method of invoice can be used if you do not need to remove WIP with an invoice but would like to see the invoice on the Time Ledger . For example, if it is required to see the invoice on the Time Ledger reports (Time Ledger Practice Summary, Billing Analysis and the General Instructions).
To post the invoice:
(i) Adjust WIP
To ensure that the invoice is passed to the Time Ledger ensure that the Adjust WIP option is selected.
To ensure this option is always deselected the option Invoices affect WIP unless you untick the 'affect T/L' box, within the Fees Ledger options, WIP write out tab.
(ii) Client job
To make a posting into the Time Ledger the invoice must be posted to a client job.
Within the client job field enter a job type, or select using the magnifying glass. For example, ACC for accounts.
(iii) Write Out
Once the job type has been entered you can then choose the required write out method. In this scenario WIP is not going to be written out from the clients WIP account, and so an unspecified write out will need to be posted.
Unspecified Write out
To post an unspecified write out, leave the three write out options empty and then click Post. For example, do not enter any details next to the write out fields to a value, to a date or in the all option.
Click Post to post the invoice,
or Cancel to close.
This method of invoice can be used when an invoice is to be sent to the client for work completed on one job type. For example, if client A001 is being billed for work completed on job type Audit.
This option is recommend for practices that do not use job types.
To post an invoice to one job:
(i) Adjust WIP
To ensure that the invoice is passed to the Time Ledger ensure that the Adjust WIP option is selected.
To ensure this option is always selected, deselect the option Invoices affect WIP unless you untick the 'affect T/L box, within the Fees Ledger options, WIP write out tab.
(ii) Client job
To make a posting into the Time Ledger the invoice must be posted to a client job.
Within the client job field enter a job type, or select using the magnifying glass. For example, ACC for accounts.
(iii) Write Out
Once the job type has been entered a write out method must be selected. To write out WIP from the clients account in the required way select from the four write out methods below:
1/ Write out to a value
Enter the value that you write out from the Clients WIP account. 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 WIP is to written out to. For example enter 31/12/2002 to remove all WIP on the clients account until the end of 2002.
Click here for more information on writing out to a date.
3/ Write out all
Select 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/ Unspecified
To post an unspecified write out, leave the three write out options empty and then click Post. For example, do not enter any details next to the write out fields to a value, to a date or in the all option.
Click Post to post the invoice,
or Cancel to close.
The client is to be invoiced for work completed on more than one job. For example, an invoice is to be sent to client A002 for work completed on Audit, Accounts and Payroll.
(i) Adjust WIP
To ensure that the invoice is passed to the Time Ledger ensure that the Adjust WIP option is selected.
To ensure this option is always selected, deselect the option Invoices affect WIP unless you untick the 'affect T/L' box, within the Fees Ledger options, WIP write out tab.
(ii) Detailed W/O
To post an invoice to remove WIP from multiple jobs place a tick next to detailed write out.
Click Post to go the detailed write out screen, or Cancel to close
The 'detailed write out screen' is used to enter the write out details for multiple jobs.
To remove Interim bills from a clients account they will need to be finalised by posting a final bill. Click here for scenario's for finalising interim bills.
The following routine should be used when the invoice is to be posted to one client job. For example, invoicing client A001 for work completed on job type Payroll.
To finalise interim bills on one job:
(i) Adjust WIP
To ensure that the invoice is passed to the Time Ledger ensure that the Adjust WIP option is selected.
To ensure this option is always selected, deselect the option Invoices affect WIP unless you untick the 'affect T/L' box, within the Fees Ledger options, WIP write out tab.
(ii) Client job
To make a posting into the Time Ledger the invoice must be posted to a client job.
Within the client job field enter a job type, or select using the magnifying glass. For example, ACC for accounts.
(iii) Write Out
Once the job type has been entered you can then choose the required write out method. It is the write out instruction that will determine how much WIP and how the interims will be removed.
As you finalise interim bills, the write out entered will depend upon
whether the write out prior interim bill setting within the Fees Ledger
options WIP write out tab is set to gross or net.
There are four write out methods available:
1/ Write out to a value
Enter the Value of WIP that you wish to be removed from the clients account. For example, type 300 to remove £300.
As you finalise interim bills, the write out value entered will depend up whether the write out prior interim bill setting within the Fees Ledger option write out tab is set to gross or net.
2/ Write out to a date
Enter the date that WIP is to written out to. For example enter 31/12/2002. to remove all WIP on the clients account until the end of 2002.
When finalising interim bills, the write out date entered will depend up whether the write out prior interim bill setting within the Fees Ledger option write out tab is set to gross or net
Write out all
Select All to remove the current WIP balance on the client account. This is a quick method of reducing a client WIP balance to zero.
The effect of the finalising interim bills with a write out instruction to 'all' will depend on whether the write out prior interim bill setting within the Fees Ledger option write out tab is set to gross or net.
Unspecified
Leave the three write out options empty to post an unspecified write out instruction. This option can be used to cherry pick.
The effect of the finalising interim bills with an unspecified instruction will depend on whether the write out prior interim bill setting within the Fees Ledger option write out tab is set to gross or net
Click Post to post the invoice, or Cancel to close.
To remove Interim bills from a clients account they will need to be finalised. by posting a final bill. Click here for scenario's for finalising interim bills.
The following routine should be used if the invoice is to be posted to more than one job. For example, an invoice may be posted to client A001 for jobs Account, Audit and tax, and there are interim invoices on job Accounts.
Adjust WIP
To ensure that the invoice is passed to the Time Ledger ensure that the Adjust WIP option is selected.
To ensure this option is always selected, deselect the option Invoices affect WIP unless you untick the 'affect T/L' box, within the Fees Ledger options, WIP write out tab.
Detailed W/O
To post an invoice to remove WIP and interims from multiple jobs place a tick next to detailed write out.
Click Post to go the detailed write out screen, or Cancel to close.
The 'detailed write out screen' is used to enter the write out details for multiple jobs
An interim bill will not write out WIP, but will post a credit on account.
The list below displays the options available:
Leave the invoice in the Fees Ledger
Post a credit on account for one job
Post a credit on account for multiple jobs
Leave the invoice in the Fees Ledger
The interim invoice will be posted to the Fees ledger, and will not be passed to the time ledger. The invoice can be reported on within the Fees Ledger, such as the aged debtors report, debtor balances.
As the invoice has not been passed to the time ledger it will not be shown on any Time Ledger reports (practice summary, billing analysis and the general instructions report).
To post an invoice to only affect the Fees Ledger:
Adjust WIP
To ensure that an invoice is not passed to the Time Ledger ensure that Adjust WIP option is not selected..
Click Post to post the invoice, or Cancel to close.
The interim invoice is to be posted to one job type. For example, if client A001 is being billed for work completed on job type Audit.
The interim invoice will be shown in both the time and fees ledger, and a credit on account will be posted to a client WIP account.
This option is recommend for practices that do not use job types.
(i) Adjust WIP
To ensure that the invoice is passed to the Time Ledger ensure that the Adjust WIP option is selected.
(ii) Client job
To make a posting into the Time Ledger the posting must be posted to a client job.
Within the client job field enter a job type, or select using the magnifying glass. For example, ACC for accounts.
Click Post to post the interim bill, or Cancel to close.
An interim bill will post a credit on account to the client job. The value of the credit on account is determined by the value of invoice posted.
The following routine should be used if the invoice is to be posted to more than one job. For example, an invoice may be posted to client A001 for jobs Account, Audit and tax, and there are interim invoices on job Accounts.
Adjust WIP
To ensure that the invoice is passed to the Time Ledger ensure that the Adjust WIP option is se;ected.
To have this selected by default ensure that invoices affect WIP unless you untick the 'affects T/L is ticked.
Detailed W/O
To post an invoice to remove WIP from multiple jobs place a tick next to detailed write out.
Click Post to go the detailed write out screen, or Cancel to close.
Further options on the invoice screen:
Totals - to adjust batch totals click Totals.
End batch - to close a batch click End batch.
Account - to view the clients Fees account click Account. This displays a list of invoices, receipts etc that have been posted to the client.
View WIP - to view the clients WIP account click View WIP. This supplies a balance of WIP on a job by job basis can be used before writing out WIP.
Special Items - to apply a discount or interest charge to the invoice click Special Items.
Invoice Overview
Interim invoices
Interim invoices scenario
Final Invoices
Finalising interim invoices
Finalising interim invoices scenario
Write out reference
Recovery reference
On-screen-billing
Fixed Fee invoicing