Billings from WIP command

Use this command to prepare invoices from work in process. Billing/Invoices are automatically updated to any reports. Subject to disk space, an unlimited number of invoices are allowed.

Client No.

Represents the client number. Click to display a list of all active client numbers.

The name of the client displays when the client number is entered.

A summary status of the uncleared WIP is displayed for that client with the Write Up/Down box being the net summary of write-ups and write-downs.

Project No

In Time, you can view and bill by specific project or subproject. Select the applicable project code. Click to display a list of all assigned project numbers for this client.

Note that this field is available only if the Project Required for Invoices option has been activated in the Company Profile and that the label may vary depending upon the wording chosen in the Company Profile.

If the Project Required for Invoices option has been activated:

• All invoices must have an associated project.
• Projects cannot be blanked out.

If the Project Required for Invoices option has not been activated:

• Invoices do not need to have an associated project, but one can be specified if desired.
• Projects can be blanked out by selecting ALL from the drop-down menu, or valid projects can be selected for the client.

SubProj

In Time, you can view and bill by specific subproject. Select the applicable subproject code. Click to display a list of all activated subproject numbers for the project selected.

Note that this field is available only if projects or sub projects have been activated in the Company Profile and that the label may vary depending upon the wording chosen in the Company Profile.

Invoices

Use this section to enter basic information for the invoice such as the number, type, and date.

Invoice/AFP No.

Select an existing invoice or click the New button to create a new invoice. If automatic invoice numbering is in use, Time will use the next number in sequence. You can also begin typing a new number in the field. Time will ask you to confirm the creation of a new invoice.

The invoice number is alphanumeric and can be up to seven digits long. If letters are used in the invoice number such as W011111, use fewer than seven digits because Time truncates the display of invoice numbers containing letters.

Do not use the characters *, ? and " in the identification.

To modify existing invoices, click . Invoices listed are specific to the client number and for the current period only. Only unapplied invoices for the active or future period may be retrieved and edited. Invoices for a prior period cannot be retrieved or edited. While viewing the list of existing invoices, click a heading to sort the invoice numbers.

To delete an invoice in the current period, select the invoice number from the Invoice No. box and then click the Delete button.

Type

Three types of WIP invoices can be created:

• Interim

  Create Interim invoices when you intend to finalize them and bill your client. An unlimited number of interim invoices can be entered for any client. Interim invoices are recorded in the WIP as a separate item that effectively reduces the WIP balance. Since specific time and expenses are not matched with an interim invoice, the WIP includes all details until a final bill is prepared.

• Final

  Final invoices are similar to interim invoices except that specific time and expenses (including any interim invoices) can be billed with any resulting write-up and write-down automatically calculated. A "B" in the WIP client reports denotes time and expenses that are billed. Once the current period is closed, any WIP items marked with a B are relieved from the WIP and in subsequent periods, they no longer appear in the WIP Detail reports.

  The lower half of the screen is used for final invoices only. You would also use this option for a pure write-off (by setting the invoice amount to 0.00 and billing the time and expenses accordingly).

• Proposed

  Proposed invoices, identified by type "P", are created for review and approval purposes only. Proposed invoices are not displayed in the browse section of the Billings from WIP dialog nor in the WIP reports. Proposed invoices are not posted to WIP or Accounts Receivable. They do not affect WIP balances. Only the invoice amount and tax amounts, if applicable, can be entered. All other options in the dialog available to other invoice types are grayed out.

  Once approved, a proposed invoice can be changed to an interim or final invoice, the entries will be posted to the receivables and the invoice can be processed normally.

Date

Represents the effective date of the invoice. The date is set by default to the ending date of the active period and this can be changed. On subsequent new invoices, the date is set by default to the last date entered.

The date must be for the current or future period. Dates prior to the current period are not allowed to ensure proper control. If the date is future to the active period, then FUTURE displays to the right of the date.

Last invoice number used

If the invoice numbers are numeric and the list is sequential, this displays the previous invoice number used. If invoice numbers are alphanumeric or not in sequential order then this displays the largest invoice number used.

Click to display a list of invoices created for all clients. While viewing the list, click the Invoice No heading to sort the list by invoice number in ascending or descending order, or click the Client heading to sort the list by client number.

Billing format

Select a code for the billing.

To create billing codes, access the Setup menu and choose the Billing Codes command. Click in the Billing format box to display a list of billing codes from which to choose.

Both interim and final invoices are prepared in exactly the same format as AUTO except that the first line of the AUTO billing format will be substituted for the extended description that is entered for that particular billing code. For example, the TAX billing code may have a description of "For tax services rendered:" which displays on the invoice when this billing code is selected. If an extended description has not been set up, the brief description is used, i.e., TAX.

If you are using a detailed invoice, press the Edit Memo button to enter an additional description of the charges. This text appears directly after the first line of the invoice for the Billing formats, AUTO or any custom billing format. For the Billing Format, Free, pressing the Edit Memo button is necessary for any description to appear on the invoice.

Press the Edit Invoice button to launch CaseView and view the actual invoice as it will appear when printed. The Invoice bar in CaseView can also be used to edit additional descriptions, or change the content of a final invoice.

AUTO (for Automatic)

The invoice is automatically prepared according to the format codes (Billing Codes tab) entered for that client in the Client List. Similar to Free format, the invoice can be viewed in CaseView by pressing Edit Invoice. Free format text can be added and extended time and expense descriptions can be edited by pressing the Edit Memo button. Free formatted text displays immediately after the first line of the automatic text. If the Billing Format is switched to the FREE Billing format code, it displays the same free formatted text.

Most of the automatic features apply to final invoices. There are no specific details available for interim invoices and therefore, only the top line, any applicable free format text, tax amounts and totals are automatically prepared for Interim invoices.

For the creating of Final invoices, only brief descriptions for work and expense codes and classification codes are used. Any extended descriptions for these codes are not included.

FREE (for Free format)

Free format works in the same way for both interim and final invoices.

Automatic Invoice: When this billing format is used with an automatic invoice, the entire body of the invoice, including any primary and secondary taxes, must be typed for each invoice. This free format information is entered by first pressing the Edit Memo button.

CaseView Invoice: Only the description of the charge must be entered using the Memo feature. The amount, taxes and total are included automatically. Press the Edit Invoice button to launch CaseView to view the invoice as it will appear when printed.

Style

There are two types of CaseView invoices available to use. Select the style of CaseView invoice to use.

• The Detailed Invoice

  The Detailed Invoice uses billing detail options to show detailed transactions billed to the invoice, sub-totaling and headings. Memos can be created for more details.

• The Basic Invoice

  In the Basic Invoice you can add lines in order to customize the invoice.

New (Invoice)

To create an invoice in the current period, enter an invoice number in the Invoice No. box and then click the New button.

Delete (Invoice)

To delete an invoice in the current period, select the invoice number from the Invoice No. box and then click the Delete button.

Amount

Enter the amount of the invoice. The taxes are automatically calculated if taxes were specified for use in the Company Profile. Both primary and secondary tax fields can be overridden with zero or a different amount.

Invoices are directly posted to the A/R and tax control accounts in the general ledger. The default A/R control account and the default tax control accounts are set up in the Company Profile.

If tax by work code is in use, users cannot manually adjust the tax rates of entries using it. The fields are grayed out. To adjust the rates manually on an invoice using this, turn the tax by work code off in the Setup | Client | Taxes tab.

Unapplied

Represents the unapplied G/L amount, which equals the invoice amount less any amount not applied to the appropriate sales and other general ledger distribution accounts. Click the Post to GL button to post the invoice to the proper accounts. Amounts are usually entered as positive numbers. Since the normal posting for invoices is a credit entry, credits should be entered as positive numbers and debits as negative numbers. Once applied, press ESC when the unapplied amount equals zero.

Default tax rates

Enter tax rates to use for this invoice only. This will overwrite rates set in the Company Profile.

Billing

Final Bill Option Number

Options numbers improve efficiency when generating final invoices by automatically calculating the invoice amount based on the amount of WIP billed or by automatically billing all WIP. Defaults for the option number are specified in the Company Profile. Four options are available for final bills. These options are not applicable for interim invoices.

The final invoice can be fully edited and you can switch from one option to another. For example, if you select Option 2 and then change to option 1, deselect any marked items that you want left unbilled.

Write Up/Dn

Enter any write up or write down amounts for this invoice.

Balance

Keeps a balance of the write-up/write-down of the invoice while the user is adjusting the amounts. The amount in the balance field must be zero in order to process the invoice, leave the Billings from WIP dialog or change to another invoice.

Write-Up/Down: Prorate among staff

Select Yes to prorate the write-up/down adjustments among each staff member making up the time or expenses for the invoice. Select No to allocate the write-up/down adjustment to a specific staff member and enter the staff number in the Charge to Staff number box.

OR Charge to Staff Number

To allocate the write-up/down adjustment to a specific staff member, click to select the staff number from the Staff List.

Carry Forward

Enter any amount to be carried forward to another period.

Assign to staff number

By default the staff member assigned as manager on this client's record will be selected. If another staff member is to be assigned to this billing, select that staff's ID.

Office

If the use of Offices has been activated and set up for this client, select the applicable office to charge for this invoice.

Department

If the use of Departments has been activated and set up for this client, select the applicable office to charge for this invoice.

Staff partner

If the use of groups by partner has been activated and set up for this client, select the applicable partner to charge for this invoice.

Staff manager

If the use of groups by manager has been activated and set up for this client, select the applicable manager to charge for this invoice.

WIP Entries (Browser)

Select the transactions to include on the invoice. The table may be sorted by type (T), date, staff, work code (WC) or invoice number or, as available, by project, sub project, office, or department. The latter four are available if they have been activated in the Company Profile. Column headings for all may vary depending on the wording chosen in the Company Profile.

Notes on selected columns:

T (Type)

Represents the type of transaction which can be:

A - WIP adjustment

F - Final Invoice

I - Interim Invoice

T - Time transaction

X - Expense transaction

Y - Carry forward

Staff

Any staff number for a final invoice indicates the staff member being charged with the write- down or write-up.

Inv No

If time or expense transactions have been billed, the reference number is the final invoice number.

Bill

A check mark () in this column indicates that the transaction has been billed. Marking this column is allowed only if you have retrieved or created a final invoice and Final Bill Option Number 1 to 4 is selected.

See Selecting records for tips about selecting multiple transactions.

Click the column heading to sort the transactions by their billed status.

Write Up/Dn

For any transaction type F (final invoice), the total write-up/down amount is included. For type I (interim invoice), no amount is included. For type T (time) and X and Y (expenses), an amount appears only if the transaction was billed on a prorated basis.

Billed Inv

For interim invoices that are billed (), this column displays the final invoice number under which the interim invoice was billed.

Reference

Click  to enter additional information to describe the work performed or the invoice generated. If an extended description is entered,  displays to the right of the reference. This description appears on the invoice when the client has an extended description set up in the time and expense dialogs.

WIP-Beg

This shows every WIP balance for unbilled time/expense transactions as well as current and future time/expense transactions.

Invoice

This shows the amount for unbilled interim invoices plus the amount for WIP invoices that will be billed in the current and future periods.

Adjustments

This shows the adjustments (Credit Notes - Discount) created in the current and future periods.

Write Up/Down

Represents the WIP write-up/down amount for any invoices in the current and future periods.

WIP-End

This shows the final WIP balance (WIP-Beg + Invoices + Adjustments + Write-up/Down).

Locked (Checkbox)

You can only lock an invoice if you have the proper rights under Protection Setup.

Select this checkbox to lock a final invoice. This disables users without proper rights from editing a final invoice.

For more information about locking rights, see Billings from WIP rights here.

For more information about modifying detailed invoices see the CaseView Help here.

For more information about modifying basic invoices see the CaseView Help here.

Reset (Invoice)

Reset reverts individual invoices to the default invoice set up in the Company Profile. Reset has two options (this applies to invoices entered through the Billings from WIP dialog):

Overwrite only layout

This option resets only the properties within the header and footer to their default states specified in the Company Profile. For example, if the default properties for font of your headers and footers is Arial 10 pt. and you change the style to Times New Roman 11 pt., then selecting Overwrite only layout resets only the font back to Arial 10 pt. Any detail items made in the body of the invoice are not affected.

Note: If you have multiple headers and footers stored in CaseView and wish to reset to a different header or footer (without affecting detail items in the body), you must manually change the header or footer specified in the document. The header or footer you select is considered a detail item in the document and not a property within the layout. For example, if the default header in the Company Profile is Header 1 and you select Header 2 for a particular invoice, then Overwrite only layout does not change the selected header to Header 1. Instead, only the properties within Header 2 are reset to their default states.

Overwrite layout and details

This option resets both the layout and details of the invoice back to the default specified in the Company Profile. Any detail items made to the body of the invoice in addition to the defaults are deleted. For example, if you add an additional row to the document, this row is deleted when you overwrite layout and details.

The selected header or footer is a detail item as well and is reset to the default specified in the Company Profile.

This can also be used if the memo gets corrupted and CaseView cannot open the document. Once clicked, you are asked to confirm that you want to reset the invoice.

Edit Memo

Click this button to enter customized text to appear on the body of an automatic or a detailed invoice. The text appears under the first line of the invoice (i.e., after the words "For professional services rendered").

Tip: You can set the font for memos.

For steps on adding a logo to your invoice template, see here.

Billing detail

Click this button to open the Setup Billing Codes dialog and specify the amount of detail you want to appear on Final Invoices for the current client. The detail appears only for items that have a checkmark () in the Bill column. To set the defaults for these options, on the File menu, click Company Profile, and then click the Billing tab. Click here to see the order of time and expense information as it appears on a final bill.

Post to GL

Click this button to distribute the amount of the invoice to various general ledger accounts. The amount of the invoice is automatically posted to the Fees account, if it was specified in the Company Profile, and can be modified as necessary.

Transfer

Unbilled time and expenses can be transferred from one client to another regardless of the date that the transaction was entered. Click this button to transfer billings from one client to another. The Transfer dialog will appear.

You can also transfer invoices from one client to another. Invoices appear in the Time and Expenses list. You cannot transfer invoices if:

• Invoice type is Final and its Carry Forward is billed
• Invoice type is Final and it has billed items
• Invoice has been applied
• Invoice type is Interim and is billed

Related Topics

• Using abbreviations versus full descriptions for work and billing codes