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Firm billing and fees

Set up billing items and fee schedules

You can use the
Billing Items
 screen to set up the fees and fee schedules that your firm uses to invoice clients for check printing, form printing, and miscellaneous processing. Set up the items from your firm's pricing sheet to make them available for use with all your clients.
Do the following to set up fees and billing items:
  1. Select
    Setup
    ,
    Firm Information
    , then
    Billing Items
    .
  2. In the Identification section, go to the
    Description
     field and enter a unique name for the fee. This description will show in the list frame in the
    Billing Items
     screen and in the dropdown for the
    Fee selection
     field throughout the application.
  3. Enter a
    Fee Description
    . This will show for the fee on reports and on the client billing invoices. If you leave this field blank, the application uses the text in the
    Description
     field on reports and billing invoices.
  4. Select a fee type.
    note
    The fields displayed in this section vary depending on the fee type selected.
    Fee type
    Purpose
    Fields
    Checks
    For fees that your firm charges for printing checks.
    • Check type
       (for live payroll only). Mark the appropriate checkbox(es) to specify the type of checks for which the client is to be billed.
      If you're not licensed for the live payroll feature, these checkboxes will be grayed out and unavailable.
    • Calculation type.
       Select how the application will calculate this fee.
      • Per check.
         Calculates the fee based upon the number of checks (paper checks, direct deposit, or paycards) processed.
      • Per direct deposit.
         Calculates the fee based upon the number of direct deposit transactions generated from the check run. Each employee and vendor direct deposit allocation counts as a transaction.
      • Per paper check.
         Calculates the fee based on total number of paper checks printed.
      • Per paycard.
         Calculates the fee based on total number of employees set up as paycard recipients on the Direct Deposit tab of the Employees screen at the time the fee is created.
      • Per run
         (default)
        .
         Calculates the fee any time a check run is completed for the client.
    • Calculation method.
       Choose the method for the program to use when calculating this fee.
    • Amount.
       This field is available when you choose the Fixed amount calculation method. Enter the specific fee amount select the down arrow to open an onscreen calculator to calculate the fee amount.
    Delivery
    For fees that your firm charges for delivery of the checks and forms.
    Delivery fees can't be discounted.
    Amount.
     Enter the delivery fee or select the down arrow to open an onscreen calculator to calculate the delivery fee amount.
    Forms
    For fees that your firm charges for printing forms.
    • Form type.
       Select the applicable form type - 1095-C, 1099, Federal Reconciliation, State Reconciliation, or W-2.
    • Selected form.
       This field is available when you select 1099 in the
      Form type
       field. Select All to assess a fee for all 1099 forms, or select the applicable forms to assess fees for only the selected 1099 forms.
    • Exclude client copy.
       This checkbox becomes available when you make a selection in the
      Form type
       field. Mark this checkbox if you do not want to assess fees for client copies of the forms.
    On demand
    For fixed-amount fees that your firm charges on an as-needed basis.
    Amount.
     Enter the fee amount or select the down arrow to open an onscreen calculator to calculate the fee amount.
    On demand Billing invoices can be created in the
    Add Fee
     screen or via the
    Add Fee
     button on the
    Print Billing Invoices
     screen.
    Scheduled
    For assessing fees on a schedule.
    • Frequency.
       Select the frequency at which to assess the fee.
    • Method.
       Select the day on which to assess the fee.
    • Create <x> days before fee date.
       To have the application generate this scheduled fee a specific number of days before the actual fee date, enter the number of days in this field.
    • Date.
       This field is available only when you select the Specified Day method. The options available in this field depend on the Frequency you select. When you select a day, the application automatically updates the
      Next billing date
       field.
    • Amount.
       Enter the fee amount or select the down arrow to open an onscreen calculator to calculate the fee amount.
  5. If this fee applies to all clients, mark the
    Standard fee
     checkbox. When this checkbox is marked for a fee, the fee will be automatically selected in the Fee Selection grid in the
    Billing
     tab for every client. If you need to, you can delete the fee from individual client records.
  6. Mark the
    Taxable
     checkbox if this fee is subject to sales tax.
  7. Use
    Print order
     to set the default order to list the fees when printing billing invoices. If the same print order is used for multiple fees, they'll be listed in the order entered (newest to oldest).
  8. If the fee uses a graduated scale, the Fee Schedule section displays the graduated table and a number of fields that vary depending on the calculation type you select for the fee. Enter the applicable information in the graduated table.
  9. Enter or select the appropriate GL account numbers in the GL Account Distributions section.
  10. Select
    Enter
     to save the billing item.
note
You can use the
Fee Detail
 screen to specify the billing schedule for a Scheduled fee type during data entry. To access the screen, select
Setup
Clients
Billing tab
. The settings you specify will override the settings in the Identification section of the
Setup
Firm Information
Billing Items
 screen for this client only.
Billing Schedule:
  • Frequency.
     Select the frequency (annually, monthly, quarterly) at which to assess the fee.
  • Method.
     Select the day (first payroll of period, last payroll of period, or specific day) on which to assess the fee.
  • Date.
     This field is available only when the Specified Day method is selected. The options available in this field depend on the Frequency selected. When you select a day, the application updates the
    Next billing date
     field.
    • For an annual frequency, select the month (January, February, etc.) and day.
    • For a monthly frequency, select the day.
    • For a quarterly frequency, select the month of the quarter (1st month, 2nd month, or 3rd month) and day.

This article applies to:

  • PRODUCT: Accounting CS

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