Create a Bill

You can bill either at Client level or at Job level.

The following procedure describes the minimum steps required for billing, including progress bills, zero bills and credit notes.

The following procedure does not describe every editable element in the Selection grid, for which see The User Interface; neither does it describe Detailed WIP Allocation nor Non-WIP Billing.

If no information is displayed in the Client/Job Selection grid, you will have to change the parameters of the currently applied filter before proceeding. For details, see Filtering.

Entity , Service Line and Jurisdiction filtering (out of scope for this document) is applied in advance.

An invoice can include only Jobs relating to a single legal Entity . Billing always picks up all Jobs relating to the same Entity as that of the first Job billed. Jobs relating to other Entities are excluded from the bill. The same applies for any Clients subsequently added to the same bill.

In the Client/Job Selection tab:

1. Click the icon to expand the relevant Client row and review the individual Jobs billed to that Client.

2. Click Bill , either:

   • in the first column on the Client row to bill at Client level for every Client/Job with an outstanding balance.
   • in the first column on each relevant Job row, to bill at Job level for a Set of selected Jobs only.

   The bill Total in the Basket is updated incrementally. In addition, the lower toolbar displays Total WIP Allocated (WIP for the whole bill) and Total Markup (WIP over-allocated/profit).

   WIP and Expense totals (including WIP/Expense Allocated totals) are updated when you click the Bill button. At this point, any Job WIP is loaded, filtered according to the Bill's WIP From and WIP To dates and Bill Currency, and the totals are refreshed to take into account any time or expenses approved since the Client/Job Selection tab was opened.

   If your selection included any existing draft Bills, then the Existing Draft Bills window is displayed. If there are no existing draft Bills among the selection, clicking Bill activates the Detailed WIP Allocation tab.

   When clicked, the Bill button toggles to Remove . You can then click Remove to remove Jobs from billing.

   Every Bill must retain one Job. To remove all Jobs you must abort cancel the entire Bill by clicking Abort Cancel Edit in the Billing Basket.

3. Select the bill allocation type ( Allo Type ), the method by which WIP will be allocated to the bill.

   A default allocation type can be set using the Bill Allo Type control in the lower toolbar, but this can be overridden by setting the allocation type at Job level on each row in the expanded grid.

   • None - Do not allocate any WIP to the Bill.
   • FIFO - First In First Out: Allocate WIP to the value of the Bill amount, oldest WIP first, plus the value of any unallocated Progress Bills. The most recent WIP will remain unallocated.
   • LIFO - Last In First Out: Allocate WIP to the value of the Bill amount , most recent WIP first, plus the value of any unallocated Progress Bills. The oldest WIP will remain unallocated.
   • Custom - Any WIP re-allocation will be specified later, in the Detailed WIP Allocation tab.
   • All - Allocate all WIP to the Bill, including Expenses and any unallocated Progress Bills.

   Further controls in the lower toolbar allow WIP to be prorated (distributed proportionately) among selected Jobs according to relative WIP values. For details, see the Client/Job Selection / lower toolbar topic.

4. Edit the WIP and Expense amounts to billed, as required.

   For a Progress Bill:

   • Set Bill Allo Type to None .
   • Note the WIP Allocated amount then defaults to zero.

   For a Zero Bill:

   1. Set Bill Allo Type to All .
   2. Set the WIP Bill amount to 0.00 .
   3. Note the WIP Allocated amount is unaffected.
5. For a Credit Note:
1. Set Bill Allo Type to None .
2. Set the WIP Bill amount to a negative value.