Defining Billing Paragraphs

Last modified 08:04, 24 Apr 2017

Overview

The body of the text in a client invoice is defined in the Bill Paragraphs page.

Bill Paragraph options

The Bill Paragraphs window is where you determine the level of detail to be shown in the bill and allocate the billing paragraphs against the corresponding amounts. From here there are a number of methods you can use to add text and control the level of billing detail displayed. You can:

  • change the Print Line Detail selection. This allows you to view different levels of detail with regard to time and expenses and tailor the invoice according to client requirements or practice standards.

  • use Master Paragraphs to include specific text

  • copy the text content of previous invoices from the Posted Bills window

  • enter or edit billing paragraph text directly by typing in the edit field

  • preview and save the draft invoice in Microsoft Word and then make further edits to the text (once it has been approved) if required. Be aware however that changes applied within Word will not show if the posted bill is later viewed in this application.

NOTE

Remember, if you want to change the overall look of the invoice, you can change the template being used by selecting a different one from the Style list in the Billing Main window.

Define billing paragraphs

  1. After completing the amount to bill in the Bill Amounts page, click the Bill Paragraphs button Bill Paragraphs button, on the Billing Main page.

  2. In the Bill Paragraphs page, select the required amount of detail from the Print Line Detail lists. The default setting is your user settings taken from the last time you raised a bill.
    The four Print Line Detail lists allow you to determine the amount of detail displayed for the various transactions you are billing.

    Print Line Detail lists

    When a new selection is made a message displays asking you to confirm your action. Once confirmed the billing paragraphs regenerate.

    For each transaction type you can choose from the following options:

    • Summary – shows one billing paragraph for the total amount being billed.

    • Group by Assignment – creates a billing paragraph for each assignment being billed, for example you may have one paragraph for personal tax and another for corporate tax.

    • Group by Assignment Type – creates a billing paragraph for each assignment type being billed, for example you may have one paragraph for compliance work (which would include both types of tax from the above example) and another for consultancy services.

    • Group by Code – creates a billing paragraph for each code type being billed, for example you may have one paragraph for meetings and another for administration.

    • Group by Employee – creates a billing paragraph for each employee against whom you are billing for the client.

    • Detailed – creates a billing paragraph for each transaction being billed.

Add a master paragraph

  1. If you want to add a master paragraph to the bill:

  • Click the Paragraphs button at the bottom of the page.
  • In the Master Paragraphs window opens, expand the list of available paragraph types and view the paragraphs, and then select the paragraph you want to add to the current draft bill. To select more than one paragraph at a time press the [Ctrl] key while you make your selection.

TIP

To refine the list of paragraphs select a paragraph type from the Description column.
  • Click Insert or drag the selected paragraph(s) to somewhere in the main area of the page and release your mouse button.

    The paragraph will be added as a new paragraph at the end of the current draft bill. Any paragraphs already added will be unaffected.

  • If you want to add one or more paragraphs to an existing paragraph in the draft bill, press the [Shift] key when you drag and drop the paragraph(s) onto the line you want to add them to (the relevant paragraph will have its border highlighted as the mouse moves over it).

    The paragraphs will be appended to the highlighted one.

  • When you have added the required paragraphs, click OK on the Master Paragraph window to close it.

Add a new paragraph

  1. Select the existing paragraph line that you want to precede the new line and click the Add button.

  2. In the new blank line added below the selected line, enter the text for the new line in the edit field below the lines. If you cannot see the edit area click the Show Detail option in the right–click menu to display it.

  3. If you need to make amendments or apply formatting to any of the text, selecting the print line and edit the contents in the edit field. The formatting toolbar at the top of the page provides you with the usual formatting options and works in the usual way.

NOTE

If you want to remove your edits (either the text or default amounts,) you can click the Re–generate Bill lines button to reset the content. The Regenerate Print Lines message will appear. Click Yes to return to the default text for each paragraph.
  1. You can reorder the billing paragraphs if required using the Move Up and Move Down buttons at the bottom of the Bill Paragraphs page. Select the paragraph to be moved and click the relevant button.

  2. To delete a line, select it and click Delete.

  3. Enter and check the values in the Amount and Tax fields. Click in a field and type to enter a new amount.
    Note that the Users Total and Actual (Required) Total amounts must match before you can proceed with billing. If the totals do not match you will see this icon:. This icon will disappear once the two totals match.

TIP

You can highlight an amount and then double–click it to automatically adjust the selected amount so that it creates the correct total required for the bill.
  1. Click OK to close the Bill Paragraphs page. You can now return to the Billing Main page where you can submit the bill ready for authorisation and posting.

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