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Change activities from non-billable to administrative

Accruable benefits are defined by creating activities with class of Administrative and Administrative type of Accruable Benefit. You may already have defined activities for staff to log benefit hours that currently have a class of Non-billable. In order for the application to automatically accrue benefits and enable you to record usage and make manual adjustments to these benefits, you will need to change the class on these activities to Administrative. Note that Practice CS lets administrative activities to be entered only for administrative clients. You may need to change the class of the client to which benefit hours are entered to Administrative.
To change a non-billable activity that doesn’t have time entered to it to Administrative for accruable benefits follow these steps.
  1. Go to
    Setup
    , then
    Activities
    .
  2. Select the activity to be changed then select
    Edit
    .
  3. Change the value of
    Class
     to
    Administrative
    .
  4. Change
    Administrative type
     to
    Accruable Benefit
    .
  5. Select the ellipsis button and enter the accrual information.
  6. Select
    Enter
     to save the changes.
Follow these steps to change the class of a non-billable activity that has time entered to it to Administrative for accruable benefits.
  1. Go to
    Setup
    , then
    Activities
    .
  2. Select the activity to be changed then select
    Edit
    .
  3. Enter a new value in the
    ID
     field.
  4. Enter
    Inactive
     in the
    Status
     field.
  5. Select
    Enter
     to save the changes.
  6. Select
    Add
    .
  7. Enter the
    ID
     and
    Description
     from the activity renamed previously.
  8. Enter
    Time
     in the
    Type
     field.
  9. Enter
    Administrative
     in the
    Class
     field.
  10. Enter
    Accruable Benefit
     in the
    Administrative
     type field.
  11. Select the ellipsis button and enter the accrual information.
  12. Enter the
    Category
     from the activity renamed previously in the
    Category
     field.
  13. Under
    Rates
    , select a
    Staff rate
     or select
    Fixed rate
     and enter the desired amount. If you don't want to ascribe a monetary amount to benefit hours, select
    Fixed rate
     and enter $0.00 for the amount.
  14. Select the
    Enter
     button to save the new activity.
Follow these steps to change the class of a non-administrative client that has had time entered to it to Administrative.
  1. Go to
    Setup
    , then
    Clients
    .
  2. Select the client whose benefits time is to be entered and select
    Edit
    .
  3. Enter a new value in the
    ID
     field.
  4. Enter
    Inactive
     in the
    Status
     field.
  5. Select
    Enter
     to save the changes. The client ID on any transaction originally entered for this client will be changed to the new ID.
  6. Select
    Add
    .
  7. Enter the
    ID
     and all other information for this new client exactly as it was on the original client you renamed previously except enter
    Administrative
     in the
    Class
     field.
  8. Select
    Enter
     to save the new client.
To change the activity and client IDs on transactions that were changed in the course of changing the class of the activity and client to Administrative back to their original IDs requires that you change both the client and the activity at the same time using the
Edit Selected
 option on the Time & Expense Entry Overview screen.
  1. Go to
    Actions
    , then
    Time & Expense Entry
    .
  2. Select the
    Overview
     tab.
  3. Filter for the first activity to change back by entering
    Activity
    ,
    Single
    , and the
    ID
     of the activity.
  4. Select all transactions by selecting the box at the beginning of the first transaction then scroll to the end of the list and select in the box at the beginning of the last transaction, while holding the shift key. All records should now be highlighted.
  5. Right-click in the highlighted area and select
    Edit Selected Time and Expense Entries
    .
  6. In the first field enter
    Client
    , then in the second field enter the original
    ID
     of the firm client.
  7. Select the plus button to open a second line.
  8. In the first field on the second line enter
    Activity
    , then in the second field enter the original
    ID
     of the activity.
  9. Select
    OK
     to make the changes to all the highlighted records.
  10. Repeat steps 3 through 9 for each activity you changed from non-billable to administrative.

This article applies to:

  • Product: Practice CS