Billing

Detail billing in summary

The Summary tab of the Detail Billing screen provides an invoice recap that you can use to allocate billing amounts, adjustments, and invoice components such as discounts, surcharges, and taxes. You can specify invoice information, bill amounts, and due dates, edit billing instructions, and add invoice notes. You can also partial bill the client or create a progress bill.
note
Before you begin, you should set up your user preferences for billing, such as default due date, start-up tab, rounding methods, and so on.
  1. Open the Billing screen (Actions > Billing).
  2. Mark the checkbox for each client engagement you want to bill and click the Detail Bill Selected button.
  3. In the Detail Billing screen, click the Summary tab.
    tip
    You can choose either the Summary tab or the Time & Expenses tab to be your "start-up tab" each time you open Detail Billing. In the User Preferences screen (Setup > User Preferences), click the Billing tab and select your preference from the
    Start-up tab
     field.
  4. The Billing Selection list shows all of the currently selected clients. You can click the Edit Selection List button to add or remove clients from the list, if necessary. When you are finished with the invoice for the current client, the application displays the next selected client. In the Detail Billing screen, the Billing Selection list displays all the selected client IDs and sort names, and a
    Billed
     checkbox to indicate which clients you have billed. When you finish billing a client and save their invoice, the application marks the
    Billed
     checkbox to indicate that the client has been billed. If you need to return to the main Billing screen to select or deselect clients, click the Edit Selection List button. After you have made your selections, you can return to Detail Billing or select another billing method.
    note
    When you select related clients for detail billing, the Billing Selection list shows only the parent client so that you can create a single invoice for the client family. However, the WIP for both parent and subsidiary clients is available for billing.
  5. The
    ID
     and
    Description
     fields show the current client information.
    tip
    Click the
    Dashboard
     link at the bottom of the screen to open the current client’s Dashboard, where you can view the client’s billing and A/R totals, and other client information.
  6. If your firm has enabled the use of a different numbering sequence for invoices with zero amounts, you can use the
    Number
     field to select the numbering sequence to use for the invoice.
    note
    Invoices with zero amounts will automatically be put in the Zero Number sequence, but invoices with amounts other than zero cannot be part of the Zero Number sequence.
  7. The
    Date
     field shows the default invoice date for the selected clients. Only WIP that is dated on or before this date will be available for billing. If necessary, you can select a date other than your default date.
    This is the default invoice date you selected in User Preferences (Setup > User Preferences > Billing tab). Options for default invoice date are Today’s date, Period end date, or Last date used.
  8. The
    Due Date
     field is calculated based on the number of days before an invoice is due for the client. You can override this date, if necessary, but the due date cannot be prior to the invoice date. The number of days before an invoice is due is calculated based on the number of days you entered in the client’s record (Setup > Clients > Billing tab).
  9. Use the
    Office
     field to assign the invoice to one of your firm’s offices. The office appears on the Review tab of the Billing screen
  10. By default, the
    Format
     field shows the invoice format selected in the client’s setup screen (Setup > Clients > Billing tab). You can select a different format from the drop-down list, if necessary.
    tip
    You can change the default invoice format for multiple clients at one time by clicking the
    Edit multiple Clients
     link in the Clients setup screen and using the Edit Multiple Clients dialog to make your changes.
  11. Time:
     The number that appears under WIP Amount is the sum of all time entries. Enter a number in the
    Billed
     field, or click the down arrow button to enter it from the drop-down calculator.
    note
    • The amount you enter in the
      Billed
       field is equally distributed to all time entries shown on the Time & Expenses tab. If instead you enter the bill amounts on the individual entries on the Time & Expenses tab, this field displays the total bill amount for all of the entries.
    • If the current client has only time entries, then the bill amount you enter will be distributed to the entries based on the proportion of each time entry’s amount to the total amount of all time entries.
  12. Expenses:
     The number that appears under WIP Amount is the sum of all unbilled expense entries entered on or before the invoice date for the selected client or engagement. Enter a number in the
    Billed
     field, or click the Down arrow button to enter it from the drop-down calculator.
    note
    The bill amount you enter for expenses is distributed among the expense entries the same way as for time entries.
  13. Adjusted:
     This field shows the difference between the time or expense amount and the bill amount, if any. If you enter a bill amount that is different from the time or expense amount, this field will show an adjustment.
  14. Carryover:
     If you enter a bill amount that is less than the time or expense amount and enter
    0.00
     in the
    Adjusted
     field, the remaining amount will appear in the
    Carryover
    field. This remaining amount will be available the next time you bill the client. The Carryover cannot be less than 0.
  15. Progress:
     The numbers that appear under WIP Amount are the total of all existing progress bills. If you want to enter a new progress billing for this client, click the More button to enter the bill in the Progress Bill dialog.
  16. The
    Total WIP Amount
    field shows the sum of the
    Time Amount
    ,
    Expenses Amount
    , and
    Progress Amount
     fields.
  17. The
    Total Billed
     field shows the sum of the
    Time Billed, Expenses Billed
    , and
    Progress Billed
     fields. If you enter a different amount in this field, the amount is distributed to the
    Time Amount
    ,
    Expenses Amount
    , and
    Progress
     fields based on their proportion to the Total Billed amount.
    note
    If the displayed client has time entries and one or more progress bill entries, the amount of the original progress billing is allocated to the time entries so that staff members are credited for the progress billing.
  18. The
    Total Adjusted
     field shows the sum of the
    Time Adjusted
     and
    Expenses Adjusted
     fields. If you enter a different amount in this field, the amount is distributed to the
    Time Adjusted
     and
    Expenses Adjusted
     fields based on their proportion to the Total Adjusted amount.
  19. The
    Surcharge
     field is calculated by the application based on the client’s engagement setup or activity setup.
  20. The
    Discount
     field allows you to enter an optional discount for the client.
    note
    You cannot enter a discount that makes the Invoice Total less than 0.
  21. The
    Service Tax
     and
    Sales Tax
     fields are calculated by the application based on the client’s engagements, activities, and tax area setup.
  22. The
    Invoice Total
     field shows the sum of the Total Billed, Discount, Surcharge, Sales Tax, and Service Tax fields. This field is read-only.
  23. Billing Instructions:
     You can use this memo field to edit the Billing Instructions from the Clients setup screen.
  24. Invoice Notes:
     Use this field to enter any notes about the invoice.
    note
    • When invoice notes are present, a note indicator appears in the
      Notes
       field of the Review tab.
    • You can add the contents of the
      Invoice Notes
       field to an invoice format — or billing report format — using the Custom Formats editor. Add the
      comments
       field item under Invoice Detail\Invoice to the format.
  25. Apply Open Credits:
     If the client has any open receipts, credit memos, or write-offs that have not been fully applied, the amount appears in the
    Open credit balance
     field. Click the More button next to the credit balance amount and use the Apply Open Credits dialog to determine how to apply the credits.
    note
    To access this dialog, you must have open credits available for the current client, and you must not have the approval process enabled for billing. To turn off the approval process, clear the
    Required for Billing
     checkbox on the Preferences tab of the Firm setup screen.
  26. When finished, click the Save button to save the invoice, or the Save and Print button to save the invoice and print it.
note
If you click Save and Print, the Print dialog opens. If you then decide to cancel printing, the invoice is still saved.
After the invoice is saved, it appears on the Review tab.

This article applies to:

  • Product: Digita Practice Advanced