Creating an estimate fee for a client

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Overview

Estimates are used to raise an invoice for client work that has not yet been entered as WIP.

Ways you can add an estimate

Estimates are also known as interim fees. An estimate essentially puts a credit against the total WIP amount. There is no write–off/on required. You can apply an estimate against any client assignment, regardless of whether it has any billable WIP against it.

NOTE

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

An estimate can be added in one of two ways:

  • through the Bill Amounts page > Create new estimate to complete window at the time of billing. Use this to create an estimate at the assignment level.

  • through the Bill Amounts page at the time of billing using an automatic estimate. Use this to create an estimate at the more detailed employee and task level.

NOTE

An automatic estimate is created when a bill is raised in excess of the amount of available WIP. This is also known as overbilling. A WIP credit is applied against a specific employee and task. The estimate is raised on allocation of the bill, and the credited (or negative) amount is then automatically allocated to further WIP as it is posted. The system will alert you when an automatic estimate is created, by populating the AE (Automatic Estimate) column in the Bill Amounts page with a warning triangle, Warning icon.

Adding an assignment level estimate during billing

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

NOTE

If you want to add the estimate 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 for the client or by working through the Billing Wizard and then click the Create Estimate button Create Estimate button.

  2. In the Select Client Assignment window, from the list, select the assignment to record the estimate against.
    If you require an assignment that isn't listed click the Find Assignment button, Find Assignment button to access the Find Assignment window. From here you can search for any client assignment in the system.

  3. Click OK on the Select Client Assignment window..

  4. In the Create new estimate to complete window, select the required Transaction Date. This defaults to today's date. Click the list to access a drop-down calendar.

  5. Select the required Type from the list.

NOTE

Types must be set up by your system administrator in order to be available here. This is done in the back office via Maintenance > System > Code Types > Est to Complete.
  1. Enter the amount to be charged in the Amount field.

  2. 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 estimate 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.
    The fee amount of the estimate will now appear in the Bill Amounts window in the Bill field against the relevant assignment as a future credit in the Carried Forward field (this is displayed in brackets , for example (200.00)). The bill total will increase to reflect the new charge. To view the estimate in the Bill Amounts page drill down through client/assignment or group the items by 'Code Type' to show estimates as their own item.

NOTE

All estimates 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 estimates amount, or you will not be able to post bill.

Add an automatic estimate during billing

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

NOTE

If you want to add the estimate 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 for the client or by working through the Billing Wizard.

  1. Enter the amount to be billed in the Bill field against the assignment or transaction level you want it to apply to. If there is already WIP against the item you must enter an amount that exceeds the WIP amount against that item, or no automatic estimate will be created.
    The Write–Off (On) field will display the excess WIP amount against the selected item (this is currently only a write on amount, not yet an estimate).

  2. Delete the amount in the Write–Off (On) field then press [Enter] or click elsewhere on the page.
    The estimate amount will be displayed in the Carried Forward field in brackets and the automatic estimate icon will appear next to the item.

  3. Click the Automatic Estimate icon.
    The Automatic Estimates window appears.

NOTE

When you create an automatic estimate, you will not be able to exit the billing area until the estimate has been completed. A warning message will display asking you to define the amount.
 Pending Auto Estimates warning
If you accidentally created the estimate you will need to zero the Bill field in order to exit the billing page.
  1. Select the employee and code for the estimate. If the required employee or code is not in the list, select the 'Other' option in the list to access the Find... window.

  2. Enter any internal notes in the Comments field.

  3. Click OK.

  4. Click Close to exit from the Select Client Assignment window.
    The AE field will now show the completed icon, Completed icon that the estimate has been applied. The fee amount of the estimate will now appear in the Bill Amounts window in the Bill field against the relevant assignment, and as a future credit in the Carried Forward field (this is displayed in brackets, for example (200.00)). The bill total will increase to reflect the new charge. To view the estimate in the Bill Amounts page drill down through the client/assignment or group the items by 'Code Type' to show estimates as their own item.

Add an Estimate against a Job

Users have the ability to create Estimates 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 Estimates 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 an Estimate 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 Estimate 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 Estimate to Complete dialog.

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

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

NOTE

Estimates 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.

 In the example below, the Estimate to Complete was set against ‘Job 2015 Annual Accounts’.

estimate_against job.png

If an Estimate is set directly against the assignment, it will appear against the description No Schedule at Job/Schedule level.

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