Time Matching: Invoice / Write off

To match invoices and write offs against time and expense postings the Change W/0 against invoices / Write offs screen can be used. This is often used for Time Ledger matching, and matching invoices and write offs to pick individual staff member postings.

Note: Only items updated to the Time Ledger can be matched.

To access the invoice / write offs matching screen:

Enter the Time Ledger.

Click Post WIP.

Click Matching.

Select invoices / write offs.

The Change W/O against Invoices / Write Offs screen will be displayed.

Client

Enter the client that you wish to do matching. For example, enter A001. I

Note: If a fees invoice has been posted as unspecified the client field will automatically be entered.

Job

If the practice elects to use job types, it will be necessary to enter a job type. For example, enter ACC for Accounts.

Note: If a fees invoice has been posted as unspecified the job field will automatically be entered.

WIP instruction types to include

To display both invoices and write offs place a tick next to both invoices and write offs. To show only invoices place a tick next to invoices and leave the write off option empty. Similarly, to show only write offs place a tick next to write offs and leave the invoice field empty.

Instructions already satisfied

To include instructions already satisfied place a tick next to include.

Outstanding WIP balance

Displayed is the outstanding WIP balance for the client job, or client if job types are not selected.

Total extra W/O

The extra write out field displays the amount of WIP that has been matched on the current matching session.

For example, once you have decided the items to be matched / unmatched from within the Match Time Ledger screen and return to this screen the total value of matching completed will be displayed in this field.

Posting details

The following details are displayed for invoices and write off postings.

Date - the date column displays the posting date on the invoice or write off. For example, 03/03/2003.

Type - the type column shows whether the posting is an invoice (BILL)or write off (W/O)

Reference - an optional field on the posting, a reference can be added to the write off / invoice for identification purposes.

Billed - the billed field shows the value of the bill for invoices, ex-VAT. For example, an invoice for £1000.

W/O instruction - the W/O instruction refers to the choice of write out on the invoice, or the choice of write off instruction on the write off posting.

W/O so far - the write out so far column can be used to see how much has been written out so far against the invoice / write off.

Extra write out - the extra write out field displays the amount that has been written out within the current matching session.

For example, the total of items that had been matched from the Match Time Ledger screen will be displayed here, until the update button has been clicked.

Update - click to confirm the items that have been matched from the Match Time Ledger screen.

Note: If you do not use the update button then the matching details will not be saved.

Cancel - click to exit.

Note: If you would like to retain completed matching actions ensure that the update button is used prior to exiting.

Match - highlight the invoice or write off and click on the Match button. The invoice, or write off, can then be matched against Time Ledger postings.

Click here for the help topic for matching invoices and write offs against the timesheet postings.

View - to view details of the invoice or write out click View.