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Firm administration

Set up engagement templates

Engagement templates let you set up information that you can copy to new engagements when adding them to a client. You can specify a default engagement for new clients. Every client needs to have at least 1 engagement assigned.

Add an engagement template

note
Items in the dropdown list come from entries made via the Setup menu (for example,
Setup
Taxes
Tax Areas
). If you have security permission, you can also right-click any dropdown list to add, edit, or delete items.
  1. Select
    Templates
    , then
    Engagements
     from the Setup menu.
  2. Select
    Add
    .
  3. Enter a unique alphanumeric ID. Use up to 11 characters in the
    ID
     field.
    note
    This is a required field. The ID will be saved in capital letters regardless of how it is entered.
  4. Enter a brief description of the engagement in the
    Description
     that will be recognizable to your staff.
  5. Enter a description of the engagement in the
    Invoice description
    , as you want it to appear on client invoices.
  6. Mark the
    Default Engagement for new Clients
     checkbox if you would like to designate the template as the default for all new clients.
    note
    Every client will need at least 1 engagement. You can select one or more engagement templates to serve as default engagements for each new client you add.
  7. Select the default value (Active) for the
    Status
    .
  8. Enter the GL account number.
    note
    The
    GL Account
     is optional, and is used for integrating with Creative Solutions Accounting.
  9. Select a tax area from the
    Tax Area
     dropdown list. A
    tax area
     is a collection of assigned taxing authorities for a given geographic area. For example, the area in which a firm or client operates may have a state sales tax and a county sales tax. A tax area may also have different rates for goods and services.
  10. You can select groupings for Office, Category, Biller, Reviewer, and Manager from the dropdown lists. Groupings let you categorize engagement templates for filtering the list of engagements and for creating reports.
  11. Select 1 of the 3 options for the engagement rate on the
    Rates
     subtab.
    • No Engagement Rate
      : This is the default rate for a new engagement.
    • Staff Rate:
       Select this option to select a staff billing rate from the dropdown list. Staff billing rates come from information you enter in the Rates tab of the Staff screen (
      Setup
      Staff
      Rates
       tab).
    • Fixed Rate:
       Select this option to enter a fixed rate amount.
  12. Enter a markup or markdown factor for the selected rate in
    Markup/down factor
    . The default factor is 1.00. You can enter a number less than or greater than 1.00.
  13. Select the following on the
    Recurring Bills
     subtab.
    • Description:
       Select a description for the recurring bill.
    • Method:
       Select a method for handling WIP when the recurring bill is generated.
      • Adjustment:
         Use this selection if you don't keep track of time in Practice CS. You can also generate recurring bills as adjustment entries instead of associating the entry to an existing WIP or creating a progress entry.
      • Fixed Expenses + Time at Standard:
         This method bills expense entries at specified amounts during setup and time entries at their standard amounts. To be included in billing, entries will need to have a date prior to the invoice date and assigned to the correct engagement. Available expense entries are billed proportionately at the amount set up in Engagements setup, and time entries are billed at their standard amounts.
      • Fixed Time & Expenses:
         Engagements set up for recurring bills with the Fixed Time & Expenses method will have their entries billed out at the amount specified when the recurring bill was set up on the engagement. If the entries are for an amount greater or less than the recurring bill amount entered on the engagement, then the entries will be adjusted up or down during billing. Entries will need to have a date prior to the invoice date and assigned to the correct engagement to be included in billing. The bill amount is allocated proportionately to the entries based on their amounts.
      • Fixed Time + Expenses at Standard:
         Engagements using this method bill time entries at the amount specified during recurring bill setup, and expense entries at their standard amounts. To be included in billing, entries will need to have a date prior to the invoice date and be assigned to the correct engagement. Available time entries are billed proportionately at the amount set up in Engagements setup, and expense entries are billed at their standard amounts.
      • Progress:
        Use this method if your firm generates a recurring bill before entering time and expenses. Progress bills create negative WIP, which you will later need to match to actual time and expenses to clear the progress bills.
        When you set up a recurring bill using the Progress method, enter the bill components (staff, activity, and so on). During billing, select a date for the invoice. The bill amount is the amount set up on the client's engagement and may include taxes or surcharges. The activity and staff associated with the progress bill come from the engagement setup.
      • WIP at Standard:
         Engagements using this method bill all time and expense entries at their standard amounts. Entries will need to be dated on or before the invoice date and assigned to the correct engagement to be included in billing.
    • Amount:
       Select the amount of the recurring bill.
  14. Select a surcharge option on the
    Surcharges
     subtab.
    • No surcharge:
       This is the default option.
    • Based on Activity:
       If you select this option, the surcharge amount will be based on engagement activity.
    • Flat amount:
       If you select this option, select a dollar amount from the dropdown list.
  15. Add links to any items that you want to associate with the engagement template on the
    Links
     subtab.
    1. You can link to files, websites, or documents outside of Practice CS, including documents stored in FileCabinet CS or GoFileRoom.
    2. The links you add to an engagement template will be added by default to all new engagements generated from that template.
    3. To add a link, right-click within the
      Links
       tab and select the command from the context menu. Then link to the item and select
      OK
      .
  16. Use the custom fields to enter additional information for the engagement template on the
    Custom Fields
     tab.
    1. Custom fields can be checkboxes, dates, lists, numeric fields, staff lists, or text-entry fields. Custom fields for dates have a dropdown calendar.
    2. Numeric custom fields have a dropdown calculator. Practice CS lets you create your own custom fields and field names for the following:
      1. offices, staff, activities, clients, engagements, projects, tasks, and time & expense entry.
      2. Using custom fields enables you to track additional information in the application.
    3. You can create checkboxes, date fields, numeric fields, text fields (up to 4,000 characters long), lists, and staff lists. To create custom fields, select
      Setup
      Custom Fields
       and then
      Offices, Staff, Activities, Clients, Engagements, Projects, Tasks
      , or
      Time & Expense Entry
      , depending on where you want the custom fields to appear within Practice CS.

Modify an engagement template

  1. Select the engagement you want to modify from the
    Engagement Templates
     list.
  2. Select
    Edit
    , then make the changes to the engagement template information.
  3. Select
    Enter
     to save the changes.

This article applies to:

  • Product: Practice CS
  • Subject: Setup

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