Adding a miscellaneous charge to a bill

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Overview

You can apply a miscellaneous charge to any client assignment, whether it has billable WIP against it or not. A miscellaneous charge can be added at the time of billing from the Bill Amounts window. You can also create them prior to billing from the Misc/Est tab in the Assignment window for the relevant client.

Using Miscellaneous Charges

There are two ways of using miscellaneous charges:

  • If you want to use a miscellaneous charge to increase the amount of WIP held against the client's assignment you would raise the charge from the Misc/Est tab on the Assignment page. This will display as a miscellaneous charge on reports, but will not increase the amount recorded as time and expenses. You can then select this amount when billing as you would any other WIP amount. These charges are entered against the logged in employee.

  • If you only want to increase the billable amount for a client without affecting their WIP total, you should raise the charge through the Bill Amounts page. These charges are entered against the default system employee –UNSPEC–.

NOTE

Miscellaneous charges previously raised can be viewed in the Misc/Est tab of the relevant Assignment page.

Add a Miscellaneous Charge from the Assignment window

  1. Open the Assignment page for the client and click the Misc/Est tab to display it.

  2. Click in the empty line at the top of the tab.
    The CodeEmployeeDate and Authorization fields will be completed for you.

  3. If you want to change the default date click the field to access the drop-down calendar where you can select another date.

  4. In the Charge field, enter the amount to be billed.

  5. In the Cost field, enter the cost to the practice and then select the required Type from the list.

NOTE

Miscellaneous charge types must be set up by your system administrator in order to be selectable in the Misc/Est tab. This is done via Maintenance > System > Code Types > Misc Charge.
  1. Enter any internal notes in the Comments field.

  2. Click anywhere outside the line to save it or press [Enter].
    The new charge is moved to the area below.

  3. You can now submit the charge by clicking the Submit button Submit button at the bottom of the page.
    The charge is now ready for authorisation and posting.

  4. If you have permission to do this, click the Authorise button File:dirname/pm/090_Billing/200_How+to.../010_How+to+add+a+miscellaneous+charge+to+a+bill/Authorise_misc_charge_button.gif then click the Post Now button.
    This charge will now appear in the Bill Amounts window in the Posted WIP field.

Add a Miscellaneous Charge during billing

  1. Create a draft bill for the client or assignment you want to bill.

NOTE

If you want to add the miscellaneous charge to an existing draft bill, just double–click the draft bill in the list to open it. You will go straight to the Billing Main page.
  1. Open the Bill Amounts page from either the Billing Main page by clicking the Bill Amounts button, Bill Amounts button or by working through the Billing Wizard.

  2. Click the Create a Miscellaneous Charge button, Create Miscellaneous Charge button.
    The Select Client Assignment window will open.

  3. From the list, select the assignment to record the charge against. If you require an assignment that isn't listed click the Find Assignment button, Find Assignments button to access the Find Assignment window. From here you can search for any client assignment in the system.

  4. Click OK on the Select Client Assignment window.
    The Create new billing charge window will open.

  5. Select the required Transaction Date. This defaults to today's date. Click the list to access a drop-down calendar where you can select another date if required.

  6. Select the required Type from the list.

NOTE

Miscellaneous charge types must be set up by your system administrator in order to be available here. This is done via Maintenance > System > Code Types > Misc Charge.
  1. Enter the amount to be charged in the Amount field.
    If you want to raise a credit note for a client enter a negative amount in the Amount field of the Create New Billing Charge window.

  2. Press [Enter].

  3. Enter any internal notes to explain the reason for the charge in the Notes field.

NOTE

The Implemented by field defaults to the employee creating the miscellaneous charge and the In Employee’s Time Period field defaults to the current time period selected for the employee.
The Transaction date field defaults to the current date.
  1. Click OK to close the window.

  2. Click Close to exit from the Select Client Assignment window.
    This charge will now appear in the Bill Amounts page in the Write-On (Off) field in brackets, for example (200.00). The bill total will increase to reflect the new charge. To view the miscellaneous charge in the Bill Amounts page drill down through client/assignment or group the items by 'Code Type' to show miscellaneous charges as their own item.

NOTE

All miscellaneous charges for a client will be displayed as one item in the Bill Paragraphs page, whether entered prior to billing or during. You will need to manually create separate line items in the Bill Paragraphs page if you want them to display individually in the client's bill. Ensure that the individual item amounts are amended to match the total miscellaneous charge amount, or you will not be able to post bill.

Add a Miscellaneous Charge against a job

Users have the ability to create Miscellaneous Charges against Jobs. 

NOTE

To use this functionality, the Job Mode needs to be set to Assignments, Schedules, Jobs and Job Time Recording within Maintenance > Assignments > Job Mode.

When creating Miscellaneous Charges during billing, available Jobs are displayed within the Select Client Assignment/Job dialog: 

Job.png

NOTE

This functionality is restricted to Jobs only, Schedules will not be displayed.

To set a Miscellaneous Charge against a Job:

  1. Ensure that Job Mode is set to Assignments, Schedules, Jobs and Job Time Recording.

  2. Open Billing Wizard and click Next until Stage Two – Add Bill Amounts.

  3. Click on Create Miscellaneous Charge button.

  4. On the Select Client Assignment/Job dialog,click on the arrow to the left of the relevant assignment to display the jobs.

  5. Select the relevant job.

  6. Click on Add and enter an amount in the Create new billing charge dialog.

  7. Close the Select Client Assignment/Job dialog and post the bill.

The Job that was used to create the Miscellaneous Charge is displayed within Stage Two of Billing Wizard or Bill Amounts screen if the user drills down to Transactions level.

NOTE

Miscellaneous Charges can still be created at Assignment Level by highlighting the assignment name rather than the Job Name.  The Find and Child Client functionality also includes the ability to select jobs where appropriate.

Add Miscellaneous Charges against WIP

Miscellaneous Charges and Estimates can be viewed on the assignment.  A Jobs column is now available within the Misc/Est tab and users can view the Jobs that were set against Estimates and Miscellaneous Charges.  If the users create a miscellaneous charge on this screen, it can now be set against a job if required.

Miscellaneous_WIP.png

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