V9 Fees and WIP Data Entry Administrators Guide DOCUMENTATION. Phone: Fax:

Transcription

1 V9 Fees and WIP Data Entry Administrators Guide DOCUMENTATION Phone: Fax:

2 CHANGE HISTORY ORIGINAL DOCUMENT AUTHOR: MICHELLE HARRIS DATE: JAN 2010 AUTHOR DATE CHANGE MICHELLE HARRIS AUGUST 2010 UPDATE TO 8.2 MICHELLE HARRIS MAY 2011 UPDATE TO MICHELLE HARRIS OCTOBER 2011 UPDATE TO 8.3 MICHELLE HARRIS APRIL 2012 UPDATE TO MICHELLE HARRIS JULY 2012 UPDATE TO MICHELLE HARRIS NOVEMBER 2012 UPDATE TO MICHELLE HARRIS JULY 2014 UPDATE TO V9 Chapter: Change History 2

3 CONTENTS Change History... 2 Overview... 5 Fees... 6 New Draft Fee... 6 New Draft Fee Creation Wizard... 7 Header... 8 WIP... 9 DRS Billing Questionnaires Confirming Draft Fees Recurring Fees Setting Up The Details Tab The Line Items Tab The History Tab Generating the Recurring Fees Editing, Deleting and Posting the Recurring Fees Fee Portfolio Client WIP Billing DRS RFP receipts Credit Notes New Draft Credit Note Creating a credit note Linked to a fee Unlinked Credit Notes WIP Data Entry options Zero Bills Header WIP Zero Bill Reversal Transfer WIP to Another Client Transfer WIP within Client Edit WIP Transactions WIP Journal Chapter: Change History 3

4 WIP Balanced Journal Fee Administration Bulk Fee Printing Draft BIlls and Allocations Standard Fee Paragraphs Fee Questionnaires and Questions Questionnaires Questions Appendix 1 Enhanced Fee security Option 1 Use of a Fee Policy Option 2 Use of Fee Questionnaires Option 3 Fee Questionnaires with specific Criteria Option 4 Mandatory Fee Questionnaires Appendix 2 Fee Examples Example 1 Interim Fee Steps required in creating An Interim Fee Example 2 Standard Fee using the Auto Allocate Feature Fee Created Using Auto Allocate Example 3 Group Fee Creating a Group fee Example 4 Single Job fee Creating a Single Job Fee Example 5 Recurring Fee Fixed Amount Setting Up the Recurring Fee on the Client Generating the recurring fees Editing and posting the Recurring Fees Example 6 Recurring Fee Variable Amount Setting Up the Recurring Fee on the Client Chapter: Change History 4

5 OVERVIEW This document is aimed at Practice Engine Administrators and anyone who is responsible for processing fees and credit notes. It is aimed at providing information regarding best practice for fees, administration and the set up of system settings. Chapter: Overview 5

6 FEES This section details the creation of invoices and RFP s (Request for Payments) and the various options that are available in the process. It works through the standard options. NEW DRAFT FEE New fees can be created from a multitude of places the context menu on the client search, the Client Dashboard, the Client menu and the Fee Portfolio. The initial page when creating a draft fee details some basic options that are available. Below the title a white band displays the client Partner and Manager details as well as the current outstanding debtors (DRS O/S), the WIP Available and the WIP Unposted, Group and Billing Client. Any fee instructions that have been entered against the client will also be shown here. Below this are basic settings for the fee: Field Organisation: Fee Type: Group Fee: Work with WIP: WIP Type: Entries up to: Select Service: Single Job Fee: Select Job: Description Allows for cross organisation billing. The type of fee note being created in this instance. The selections available are Invoice and Request for Payment. These can be limited within the organisation settings in Categories Etc. Please contact Support for details. If the client is a member of a group, this option will be available. If this is ticked, an additional page allowing the selection of any other client within the group is displayed before the main fee wizard. Depending on the options set in the transaction settings of the Categories Etc it is possible to create both WIP and Non-WIP fees. Untick the check box if a Non WIP fee is required. Two options can be selected, Final and Interim. Final: Allows WIP to be selected against the fee note. Interim: Allows allocation of WIP not yet posted. Posts an unallocated credit entry into the client WIP account. Used in conjunction with the Work with WIP option. This field displays the latest date of the WIP entries to be used against the fee. The field is disabled when the fee is Non-WIP. This option allows for either All Services (the default) or a single service to be billed. It is possible to generate a fee against a single job. If jobs are used and the system detects multiple jobs set up against the client selected, this option is available. When ticked, the Select Job box is activated so that the relevant job can be selected. This is used in conjunction with the Single Job Fee option. Chapter: Fees 6

7 Note: The WIP Type selection defaults to Non WIP when the Work with WIP box is unticked. Once all the necessary options have been selected click the Next button to proceed to the fee creation wizard. NEW DRAFT FEE CREATION WIZARD The fee creation is split into three sections, Header, WIP and DRS. Each section is shown as a tab within the wizard. Additional tabs may be available if Fee Questionnaires are in use. There are a series of buttons across the top of the Wizard. BUTTONS Button Back/Next: View: Guide: Check: Close: Submit: Activate: Confirm: Abandon: Description These can be used to navigate between the three steps. Click to view the fee note in its current state. Click to view the selected clients Billing Guide. This button will check that the fee passes any policies that have been set up. Click to close the fee and save it as it is at present. The fee will now be a current draft fee. This button will only become active if the fee has been checked. Submit will allow the fee to be submitted for Approval or Confirmed. This will be dependent upon any Billing Policies that have been set, the passing of any Billing Questionnaires and Transaction settings. This button will activate any fee that has been submitted but requires changing. This is only applicable if the Approval Required option has been selected within Transaction Settings. Click to confirm the fee. Click to delete the fee note. All WIP allocated will be reset and the client s account will be as it was before the fee was created. If any Unposted WIP entries have been included on the fee then these will remain as posted entries even after the fee has been abandoned. Note: Confirming a fee can only be done if the fee note fulfils all the basic requirements: totals, VAT etc as configured within the Fee Security Policy. The basic fee security policy will check the date of the fee, the WIP and DRS total match and the VAT is correct. Chapter: Fees 7

8 HEADER The first tab contains contact detail information as well as information on previous billing: Field Name: Address: Description The client name as it will appear on the fee, defaults to the name of the client selected though this can be changed as long as the Name Locking option has not been applied within the Client Extended Information. The address that will appear on the fee note. It is derived from the contact details of the client selected for the fee. Additional Attention: Memo: Draft Comments: Last 5 bills: Date: Style: Manual Fee No: PO Number: Partner: Manager: Creator: addresses can be accessed by using the icon. These are any addresses that are on the Other Details page of the client details or any connected contacts addresses. If the Address Locking option has been applied within the Client Extended Information then changing the address will not be possible. The contact s salutation as set on the client DRS/Collection details but can be changed. Enter any general notes/memos to be added to the fee note. These will appear on the fee note if the layout has been written to include the memo field. Any comments that are required on the draft fee but not on the final fee can be entered here. This can be used as an aide memoire or for notes to the fee approver. This section lists the last 5 bills for the client. Right clicking on any listed fee gives the option to either print the fee or view the allocation of the fee. Fee date, the date that will appear on the fee note when confirmed. It will default to the current date, unless the Restrict to Current Period option has been set within Transactions Settings. This can be changed. The options are based on the fee layouts that have been created for the organisation. If manual fee notes are used the fee note number must be entered here, if nothing is entered the system will generate its own unique fee number. An option to enter a Purchase Order No against the fee. Partner allocated to this fee, defaults to the client engagement partner but can be changed to any partner associated with the client. Manager allocated to this fee, defaults to the client engagement manager but can be changed to any manager associated with the client. The staff member logged in and creating the fee note. Chapter: Fees 8

9 Collect by DD: Collect When: Amount, VAT and Total: Surcharge: Indicates whether this fee should be collected by a variable Direct Debit. If the fee is to be collected by DD you will also need to decide when it is to be collected. There are three options that are available: Same month as bill Month after the bill 2 months after the bill When enough information has been inputted into the fee to populate these fields, they will be automatically calculated. For foreign amount fees the amounts will need to be populated before you can move to the WIP or DRS screen. When all of the information has been added to a fee a surcharge can be applied. Only applicable is Surcharges have been switched on in Transaction Settings. Applies a surcharge to the fee Removes a surcharge from the fee Click the Next> button to continue to the next step or click onto the WIP tab. WIP The second step in fee creation is to allocate the required WIP to the fee. The WIP available on the client is listed (if a group fee has been selected, the WIP for all of the selected clients within the group will be listed here). The WIP is shown first by Type (Time/Disb.) then Service and finally by Job but can be expanded and broken down further: Click the expand icon on the left. The first breakdown is by Staff member or Analysis. Entries will be shown for each staff member (as default) that has posted WIP to the client. An icon is available to change the view to Analysis: View by analysis. If the View by Analysis icon has been clicked a new one will be displayed that will change the view back to Staff. View by Staff. Either view can be expanded further by clicking on the : Chapter: Fees 9

10 Any narrative entered against WIP will be displayed. BILL, P/L AND C/F It is the totals in these columns that calculate the fee value and the amount of profit/loss taken as well as any unused WIP that is to be carried forward. Field Bill: Description The total amount of the WIP entry that is being billed on this fee note. The icon next to the Bill field will replace any amount in this field with the original amount to be billed. P/L: The total profit or loss being taken on the WIP entry. The icon will allow you to easily switch the Profit/ Loss to a Carry Forward or vice versa. C/F: The total WIP to be carried forward. Note: Depending on the option that has been selected in the dropdown list the Carry Forward/Write off dropdown list will automatically update the P/L or C/F fields with the correct amount for what has been entered in the Bill field when it is greater or less than the amount of WIP. Note: The default option for the dropdown list is set through Transaction Settings on the Categories Etc page within the Admin menu. ADDING/REMOVING WIP FROM ALLOCATION Because all WIP available is displayed, it can be necessary to remove certain entries from the allocation. The delete icon is available on every entry at any level. All WIP for one staff member can be removed or just one WIP entry for one staff member can be removed. It is completely dependent on the requirements of the creator. Chapter: Fees 10

11 Multiple services can be removed entirely by ensuring there is a tick in the tick-box on the right of the entry and clicking the main delete icon at the top of the column. An All or None selection box is available for use at the top of the list. Main Delete Icon All or None selection box If WIP is removed by accident it can be added back into the allocation by selecting Add Removed WIP or Add Selected Removed WIP in the dropdown list of options at the top left hand side of the page and then clicking the Go button. ADD REMOVED WIP All WIP removed previously will be re-instated. ADD SELECTED REMOVED WIP Selecting this option from the drop down list opens a new window which shows the removed WIP. Individual lines can be selected to be added back into the Fee. To add a line back into the fee check the tick box and click on the OK button. ADDING WIP FROM ANOTHER CLIENT (NOT WITHIN A GROUP) As well as group fees, composite fees can be produced containing WIP from clients that are not in the same group as the client that is being billed. To create a composite fee select Add Another Client from the dropdown list at the top/left hand side of the page and then click the Go button. A standard search page will be displayed, search for and select the required client. The new client WIP will be displayed for allocation. ADD ON-ACCOUNT WIP This option allows WIP to be added that is not yet available to allocate against (e.g. WIP estimated to complete the work), this is usually in the case of an Interim fee or where the fee is being created in advance of the costs being accrued. To add an On-Account WIP entry, select Add On-Account WIP from the dropdown list at the top/left hand side of the page and then click the Go button. An Add On-Account WIP entry page will be displayed. For example, an entry can be added for the Accounting Services service for worth of time and worth of expenses/disbursements. Both have negative carry forward (C/F) balances to credit the WIP balance. Chapter: Fees 11

12 Click the OK button to save and add the entry to the WIP allocation. ADD AND AUTO-ALLOCATE WIP It is also possible to add an on account entry while allocating WIP from the services already selected. To do this select Add and Auto-Allocate in the selection box at the top/left hand side of the page and then click the Go button. An Add and Auto-Allocate page will be displayed. The top half of the page displays the top-level details of the WIP currently allocated to the fee. Providing the profit/loss or carry forward is not on individual WIP lines, the Bill and P/L figures can be entered here. The lower half of the page is as the Add On-Account WIP entry page (see Add On-Account WIP section above.) For example, of the selected WIP ( 11300) is being billed, giving a C/F total of 700. A new line entry can be added for the Accounting Services service for worth of time and worth of expenses/disbursements. Both have negative carry forward (C/F) balances to credit the WIP balance. Click the OK button to process the WIP allocation and save the new entry to the allocation. ADD UNPOSTED WIP This option allows unposted WIP to be added to the WIP allocation, this is usually in the case of an Interim fee or where the fee is being created in advance of the costs being accrued. To add unposted WIP, select Add Unposted WIP from the dropdown list at the top left hand side of the page and then click the Go button. This will open a new window which will show all unposted time and expenses/ disbursements. Select the entries that are to be used on the fee and click onto OK. The unposted entries will be included on the WIP allocation screen for billing. Note: In this process the entries that have been selected will be posted. This is shown on the staff member s timesheet/ expense form with a red dot next to the corresponding entry. They will not be able to edit the entry. Once posted the entries cannot be unposted even if the draft fee is abandoned. Chapter: Fees 12

13 EDIT WIP The Edit WIP option allows editing of either the description or the analysis of time and expense entries. Once the WIP allocation is complete click the Next button to continue. TRANSFER WIP OUT The Transfer WIP Out option allows the user to transfer WIP from the selected client out of the fee to another client. Any WIP that is transferred out will be removed from use within the current fee. TRANSFER WIP IN The Transfer WIP In option allows the user to transfer WIP into the fee from another client. Any WIP that is transferred in will be added to the draft fee. DRS This screen allows you to create the narrative that the client will see on the final fee note. To begin with the DRS page will be empty and it is necessary to either Build the Fee or Add a Line. The Build Fee box contains three standard options:. By Service: Lists all the WIP entries on the fee by service. By Type: Lists all the WIP entries on the fee by type. By Staff: Lists all the WIP entries on the fee by staff member. The following options are available with advanced settings. (Please contact Support for assistance) By Client: Lists all the WIP entries on the fee by client. By Job: Lists all the WIP entries on the fee by the job. By Client/ Job: Lists all the WIP entries on the fee by Client and Job. Add Std Costs: Allows standard costs to be added to the fee. Standard costs are set within the Transaction Settings on the Categories Etc page in the Control System Maintenance Task Pad. These options are expandable through the DRSAUTO category within the Categories Etc page from the Admin menu. For further information please contact Support. Each entry can be moved up or down the list by clicking the up/down arrow icons to the left. The VAT is worked out automatically dependent on the VAT Rate selected. Chapter: Fees 13

14 FEE PARAGRAPHS The entries can be expanded to input fee paragraphs. Note: If time has been entered on a service where a default fee paragraph has been entered it will appear automatically under the relevant service. Fee paragraphs can be entered manually or the Fee Paras button can be clicked to choose from a list of system wide fee paragraphs. Any text that has already been entered will be displayed in the lower page on the right. Select a fee paragraph from the tree list on the left which will then be displayed in the upper window on the right. To append the text from the fee paragraph to the lower window, click the Append button. This will enter the fee paragraph directly where the cursor is in the Your Paragraphs: field. To enter the fee paragraph as a new line in the lower box click the New Line button. To enter the fee paragraph as a new paragraph (two lines below) click the New Para button. Click the OK button to continue. The page will return to the DRS tab. RECURRING This check box is used for reporting purposes only and does not affect the system in anyway. Ticking this box marks the current fee as a possible repeated fee. BILLING QUESTIONNAIRES If there are any questionnaires that have been applied to the Billing process an additional tab will be displayed for each questionnaire that applies to the bill. If the questionnaire is configured to be mandatory then the bill cannot be confirmed until the questionnaire has been completed and approved. If the questionnaire is configured to be non mandatory the bill can be submitted and then confirmed without the questionnaire being completed or approved. CONFIRMING DRAFT FEES Draft fees can be confirmed when all of the relevant information has been entered and checked. The Confirm button will only be available once the Check button has been used. The check button will check that the fee conforms to any Fee Policy that has been put into place. The fee policy is based upon a client stored procedure. If there is not a client stored procedure for the fee policy a basic fee policy will be applied which will check the fee dates and that the WIP and DRS agree. Please contact Support for further information on creating a client fee policy. Chapter: Fees 14

15 If the Transaction Setting of Approval Required?is active then the fee will need to be Submitted and any Billing Questionnaires completed before the fee can be confirmed. If Billing Questionnaires are not in use then the fee can be confirmed as soon as it has been submitted. These bills will be displayed in the Approved/ Confirmable section of the Billing Node in the Fee Portfolio. A Draft Fee Confirmation page will be displayed. The first option is standard and if ticked, a copy of the fee note will be displayed and will be available for printing. The second option will be displayed if the date entered on the Header is outside the current system period dates. If the date is not correct, click the Cancel button. If the date is correct, check the Draft Fee Date is correct option. The OK button will become active. There is also an option to include a pdf attachment to the fee. Use the Browse button to locate and attach the document required. Another option that is available is the ability to allocate the fee against any outstanding credits on the client receipts, credit notes etc. This is available if the system option DFALLOC has been entered into tblsystemoptions. For more information please contact Support. Click the OK button to confirm the fee. Fee layout depends greatly on company preferences, please contact Support for further details. Chapter: Fees 15

16 RECURRING FEES The creation of the recurring fees is processed from the Client Data Entry section of the Client menu task pad. Recurring Fees essentially revolves around three core processes: Setting up the Recurring Fee template for the client Generating the Recurring Fees Editing/Deleting/Posting the Recurring Fees SETTING UP Recurring Fees are created against each client requiring such a fee. Any client can have as many Recurring Fees as required, each fee occurring at differing frequencies and dates. The recurring fee is a template that is created from the Recurring Fees page on the Client Data Entry section of the Client menu task pad. A new Recurring fee is created by clicking onto the Add button. This will display the Recurring Fee details page. The fee holds a number of parameters that are used when generating the draft fee and it is important to understand the features to take maximum advantage. THE DETAILS TAB Field Type: DD/SO: Frequency: Occurs: Start date: End date: Name: Description This is the fee type, which will default to the choice on the transaction setting. If you use RFP s these will be offered, and if not, they will not be displayed. This indicates to the system whether this fee will be collected by Direct Debit or Standing Order. This is the frequency at which the fee is produced, and can be monthly, quarterly, half yearly or yearly. The occurrence of the Recurring Fee is determined through this combo box, and in turn this is governed by the frequency. Monthly Fees obviously occur each and every month. The other frequencies are set up to predetermined ranges, and example being that quarterly fees will run in March, June, September and December, or an annual fee is run in April (say for Tax Investigations). This is the date on which the recurring fee will first be generated. The date to which the Recurring Fee will run. The person to whom the Recurring Fee will be addressed if the client defaults are not being used. Chapter: Recurring Fees 16

17 Address: Select: Posting Day: Reference: WIP fee: Style: Partner/manager: Organisation Attention: Memo: The address to be used if the client defaults are not being used. If the address locking feature within the Client Extended Details page is checked then it will not be possible to change the address. Allows you to determine the address that the Recurring Fee will use. It can either use the customer address at the time of generation (the default), or it can use the name and address as entered on the Recurring Fee. The day within the month that the fee is normally posted. This is used when generating the recurring fees. A manual reference number can be inserted into this field. If this is not filled in the system will insert an automatic fee number when the fee is confirmed. Fees can be indicated as including entries into the WIP Ledger (the default) or not as the case may be. Certain fees such as Tax Investigation fees may not need to update the WIP. This indicates the style of fee note to be produced; and works in the same way as a standard fee. The staff members that will be looking after the fee. They default from the Engagement record. The organisation that the fee is to be recorded against. The person at the customer for whose attention the fee note is (optional). Memo entry to appear on the fee note (optional). These are the master details relating to the Fee header record and they are not updated when a fee note is generated. Details of each fee are held in a history file that can be accessed to find out if the fee was posted, deleted or whether it is possibly still in draft. The details on the header can be changed at any time, however a change made to a header whilst the fee has a draft will not flow through to the draft. The draft will have to be changed separately if this is required. Chapter: Recurring Fees 17

18 THE LINE ITEMS TAB The Line items tab is where the entries for the fee are created. Click onto the Add A Line button to display a line entry for the fee. Field Type: Service: Job: Amount: Vat rate: Fixed: Min: Max: Round: To: CF/WO: Description Either a Time or a Disbursement entry, as with the standard fees system. A list of the available services, depending on the master choices made. A list of the available Jobs for the service that has been selected. The amount of the paragraph. This can be adjusted on the draft fee. This should be left blank if a variable amount is being used. The VAT rate to be used. No VAT amount is entered as it is calculated when the draft fee is created. The VAT table holds VAT rates according to dates. Indicates whether the line is for a fixed or variable amount. Becomes available if a variable amount has been selected. The line gets generated for the minimum value you have specified. If there is insufficient WIP to meet the minimum value, then a balancing entry will be created. You can choose whether the balance will be carried forward or written off. Becomes available if a variable amount has been selected. This is the maximum amount of WIP that is to be used on this line from the WIP that is available for the client. Any remaining WIP will either be carried forward or written off depending on the choice made in the CF/WO field. Determines whether the WIP amount should be rounded and if so whether it should be rounded up or down. If the Round option has been selected you can determine how the system will round the amount. The options that are available are: 0, or 100. Determines what is to be done with the remaining WIP amount. The narrative can be entered into the field below the options by expanding the + against each line.. Each line on the fee can have a different narrative. The narrative can either use a standard fee paragraph or you can enter the narrative that you require. Chapter: Recurring Fees 18

19 The Recurring Fee system allows you to enter combinations of date variables that are updated when the drafts are generated. There are 12 date variables that are available as follows: Date Variable: [PreYear] [PreHalf] [PreQtr] [PreMth] [PreEnd] [PostStart] [PostMth] [PostQtr] [PostHalf] [PostYear] [CalStart] [CalEnd] Description 1 year ago start date Start date half a year ago Start date one quarter back Start of current month End date of current month First date of next period End of next period End of next quarter End of next half year End of next year Calendar year start Calendar year end THE HISTORY TAB This tab records the history of all Recurring Fees that have been generated for the client. Once all of the details have been entered onto the recurring fee click onto the Close button to save the Recurring Fee. GENERATING THE RECURRING FEES Recurring fees are generated from the Recurring Fees Generation page on the Admin menu. Fees can be generated based on various filters which are detailed in the following table: Field Period: Up To: Organisation Partner: Manager: Description Select the period that the recurring fees are to be generated for. The date within the period that recurring fees are to be generated up to. This works from the Posting Day that is set on the recurring fee. This allows for recurring fees to be generated in batches. Select the relevant organisation or All Organisations. Recurring fees for client attached to the selected organisations will be shown. Select the partner for which the filter is to apply. Recurring fees for client attached to the selected partners will be shown. Select the manager for which the filter is to apply. Recurring fees for client attached to the selected managers will be shown. Chapter: Recurring Fees 19

20 Frequency: Select the frequency of fees. This is based on the frequency that is set on the recurring fee. Recurring fees for the selected frequency will be shown. Additional information that needs to be entered or checked before the fees are generated include: Date Format: Fee date: Date Variables: Allows you to select different date formats. The default is Full Date. This is the date format that will be used in the Date variables. The date that will appear on the fees. Shows the different date variables as they will appear on the recurring fee if being used. Clicking onto the Report button will produce a report showing all recurring fees for the period. A right click context menu is available with options to either View Client Details or Edit the recurring fee. Select the fees that are to be generated by clicking onto the required ones in the list. An option to select All or None is also available. Click onto the OK button to generate the selected recurring fees for the period. The status of these fees will change to DRAFTED. This means that they have been generated and are now available for editing and posting through the Fee Portfolio. EDITING, DELETING AND POSTING THE RECURRING FEES Recurring Fees can be edited, deleted and posted in the same ways as normal fees. Additionally recurring fees can be edited, deleted and posted through the Recurring Fees section within the Fee Portfolio. An advantage to using Recurring Fees is the ability to use the Global Post option that is found within the Fee Portfolio. Chapter: Recurring Fees 20

21 FEE PORTFOLIO The Fee portfolio can be found from the Portfolio menu. It displays the Fee Portfolio for the selected partner or manager. To select which partner or manager s portfolio to view select either Partner or Manager from the Choice: list and the staff name from the Select: list. If a partner or manager is the logged in staff member, then the selection will default to their own portfolio. The various options within the portfolio are: CLIENT This section of the portfolio displays a list of clients for the Partner/ Manager selected at the top where Locking Information settings have been applied. The Locking Information is set on the Client Extended Information page of the Client menu. Clicking onto the client name will navigate through to the Client s detail pages where the name and address can be updated with appropriate permissions. Alternatively a Request Update button will be available to send a request to update the client details. WIP This section of the portfolio displays all clients with outstanding WIP for the selected Partner or Manager. The options are: Option Entire Portfolio: WIP Allocation: WIP Over Trigger: Service Owner: Job Owner: Description Displays all outstanding WIP with options to create new fees and edit existing drafts. Displays WIP that is available for allocation. Credit: Total of negative WIP. Debits: Total of positive WIP. WIP: Total of outstanding WIP. Clicking on the Allocate button automatically allocates the Credit and Debit amounts against each other first by entries with the same WIP Type, service and job then by the same service and job then by the same service and finally it is allocated to anything that it left. Displays any client that s outstanding WIP is over the Trigger value set in the WIP/ Billing details of the client. Displays any outstanding WIP where the selected partner or manager is the service owner. Displays any outstanding WIP where the selected partner or manager is the job owner. Chapter: Fee Portfolio 21

22 BILLING This section of the portfolio displays drafts fees for the selected Partner or Manager. The options are: Option Current Draft: Drafts for Creator: Requiring Approval: Approved/ Confirmable: Draft Recurring (Ptr/Mgr): Draft Recurring (Global): Description Displays all draft fees for clients where the selected staff member is the engagement partner or manager. Options of Edit, Preview and Delete are available from the drop down menu. Displays all draft fees that have been created by the staff member who is logged in. Options of Edit, Preview and Delete are available from the drop down menu. Displays all fees that require approval and any questionnaires that are attached to the fee. Clicking onto the + next to the fee will display the available questionnaires. The questionnaire can be Approved, Rejected or Returned by clicking onto the questionnaire description. Returning the questionnaire will move the fee back to a status of Draft. Reject will invalidate the questionnaire and return the fee to a status of Draft. Options to View, Preview, Activate or Delete are available through the drop down menu. Displays all fees that have been approved and are ready for confirming. Options to View, Preview, Activate, Confirm or Delete are available through the drop down menu. Displays all recurring draft fees for clients where the selected staff member is the engagement partner or manager. A Global Post option is available to post all of the displayed recurring fees. Displays all draft recurring fees. A Global Post option is available to post all of the displayed recurring fees. The Bulk Post and Bulk Print buttons allow multiple drafts to be selected and either posted or printed. DRS This section of the portfolio displays all clients with outstanding DRS for the selected Partner or Manager. The options are: Option Entire Portfolio: DRS Over Limit: Description Displays all outstanding DRS for the partner/ manager displayed in the filter at the top of the page, with an option to create credit notes and edit existing drafts. Displays any client that s outstanding DRS is over the DRS Limit value set in the DRS/ Collection details of the client. Chapter: Fee Portfolio 22

23 Fees Staff: Unprinted Fees: Displays all outstanding DRS for the Fee Staff displayed in the filter at the top of the page, with an option to create credit notes and edit existing drafts. Displays a list of unprinted fees by Partner/ Manager with the facility to select and print/ the listed fees. RFP RECEIPTS The RFP Receipts page can be found on the Entry menu. It allows for the bulk printing of RFP receipts by organisation and office. To display a list of RFP receipts to be printed or reprinted select the office that the RFP receipts are attached to and whether they have a status of Unprinted or require Reprinting. Set the date range for the RFP receipts this is the date that the RFP receipt was posted. Click onto the Refresh button to display the RFP receipts that match the selected criteria. Use the check boxes on the right of the Clients to deselect or select which RFP receipts are to be printed. Alternatively use the All button to select all the RFP receipts in the list or the None button to deselect them. Right clicking on individual lines provides a context menu of Edit RFP Receipt. This will allow the name, address and narrative details to be edited on the RFP Receipt. Select the Print method for the RFP Receipts Print and Mail or . Click onto the Print button to print the RFP receipts. CREDIT NOTES Credit Notes can be created from the Client Dashboard, Client menu or the Fee Portfolio NEW DRAFT CREDIT NOTE From the Client Dashboard, select New Credit Note from the Draft Fees and Credit Notes Dashlet. Or, select New Credit Note from the Client menu. Or, select Entire Portfolio from the Debtors node of the Fee Portfolio, and then click onto the Credit button next to the client requiring the credit note. The client s outstanding fees will be displayed. Clicking onto the Credit button next to any will create a linked credit note. Alternatively, clicking onto the Next button at the top of the page will create an unlinked credit note. Two further options are also available: Chapter: RFP receipts 23

24 Option Work with WIP: Credit Type: Description This indicates whether this will be a WIP Credit Note or a Non WIP Credit note. A Non WIP Credit Note will only affect the DRS of the client. This option is only needed when not selecting an existing fee note to credit against i.e. an unlinked Credit Note. It is important to consider what type of entry the credit note will be allocated against in the future. If an RFP Credit Note is created it cannot be allocated against an invoice and vice versa. CREATING A CREDIT NOTE LINKED TO A FEE To create a credit note linked to a fee click on the Credit button beside the required Fee. You can only credit the amount of the fee that is still outstanding as shown below. Click the OK button on the dialog window to continue. Having clicked the Credit button beside the desired fee, the credit note creation wizard will be displayed. HEADER The header of the credit note looks similar to that of the fee. The Memo field will contain a note relating it to a particular fee note. The Manual Fee No field will remain blank allowing a fee note number to be entered if required (if no number is entered the system will generate its own unique number). The Amount, VAT and Total etc. are automatically calculated. Click the Next> button to continue, or click onto the DRS tab. DRS This will display the line and narrative from the original fee. Amend the narrative or amount as required. It is not possible to add additional lines to a credit note, or set the amount to be more than the original line amount on the fee. Click the Next> button to continue, or click onto the WIP tab. WIP The WIP allocated to the original fee note will be displayed and will be reinstated when the credit note is confirmed. As per the WIP allocation on fees, the WIP can be removed at various levels using the delete icons. Chapter: Credit Notes 24

25 If WIP is removed by accident, the original WIP allocation can be reset by selecting Reset to Original Allocation from the dropdown list at the top left hand side of the page, and then clicking the Go button. When the WIP allocation is complete, click onto the Check button to check the credit note ready for confirmation, or click onto the Close button to save the credit note as a draft. Note: If the Work with WIP option was not selected on the main page this step will be omitted from the process. CONFIRMING CREDIT NOTES Draft credit notes can be confirmed when all of the relevant information has been entered. The Confirm button will only be available once the Check button has been used. The check button will check that the credit note conforms to any Fee Policy that has been put into place. The fee policy is based upon a client stored procedure. Please contact Support for further information. If the Transaction Setting of Approval Required?is active then the credit note will need to be Submitted and any Billing Questionnaires completed before the credit note can be confirmed. If Billing Questionnaires are not in use then the credit note can be confirmed as soon as it has been submitted. To confirm the credit note and credit the selected client s debtors, click the Confirm button. A Confirm Draft dialog box will be displayed. The first option is standard and if selected displays a copy of the credit note that is available for printing. The second option is a question that will only be asked if the Work with WIP option was selected on the main page. Its purpose is to confirm that the WIP is being re-instated as per the credit note WIP allocation. A third option will be displayed if the date entered on the Header is outside the current system period dates. If the date is not correct, click the Cancel button. If the date is correct, click the Draft Fee Date is correct option. UNLINKED CREDIT NOTES An unlinked credit note is created in the same way as a linked one but is allocated later to an invoice. To create an unlinked credit note click the Next > button and click the OK button to continue. A transaction setting on the Organisation controls whether Unlinked Credit Notes can be created. Chapter: Credit Notes 25

26 WORKING WITH WIP AND UNLINKED CREDIT NOTES If the Work with WIP option has been unchecked, it is still possible to credit WIP back even though there is no original WIP allocation. This is possible through the use of unallocated entries. Select Add an Unallocated Line from the dropdown list in the top left side of the page. An Add On-Account window is displayed, select the Client, Service and Job and the amount of time or disbursements required for credit and click the OK button. An Unallocated entry will appear in the WIP Allocation page. Once step 1, 2 and 3 are complete the credit note can be confirmed in the same way as a Linked one. WIP DATA ENTRY OPTIONS This section of the documentation details the various WIP Data Entry options that are available within the client menu. ZERO BILLS Zero Bills are the facility to perform a write off or match negative and positive WIP entries Selecting Draft Zero Bill from the client menu or the client dashboard will open the Zero Bill wizard.the top of the page displays the name of the client and process being implemented. Below the title a white band displays the client Partner and Manager details as well as the current outstanding debtors (DRS O/S) and the WIP Available Below this are basic settings for the draft: Field Group: Description Displays the name of the group the client belongs to (if any). Group Bill: Single Job Bill: Select Job: If the client is a member of a group, this option will be available. When this is ticked WIP against all members of the group is available for selection. It is possible to generate a zero bill against a single job. If jobs are used and the system detects multiple jobs set up against the selected client, this option is available. When ticked, the Select Job box is activated so that the relevant job can be selected. This is used in conjunction with the Single Job Bill option. Chapter: WIP Data Entry options 26

27 Status: Entries up to: The status of the selected client. This field displays the latest date of the WIP entries to be used against the bill. Once all the necessary options have been selected click the Next> button to proceed to the write off creation wizard. The write off creation is split into two sections, Header and WIP. Buttons are available throughout the Draft Zero Bill process as described below: Button Back/Next: View: Guide: Check: Close: Submit: Activate: Confirm: Abandon: Description These can be used to navigate between the steps. Click to view the zero bill in its current state. Click to view the selected clients billing guide. This is the available WIP and Unposted WIP. This button will check that the zero bill passes any policies that have been set up. Click to close the zero bill and save it. The zero bill will now be classed as a Draft Zero Bill. This button will only become active if the zero bill has been checked and approval is required. Submit will allow the zero bill to be submitted for Approval or Confirmed. This will be dependent upon any Billing Policies that have been set, the passing of any Billing Questionnaires and Transaction settings. This button will activate any zero bill that has been submitted but requires changing. Click to confirm the zero bill. Click to delete the zero bill. All WIP allocated will be reset and the clients account will be as it was before the zero bill was created. Chapter: WIP Data Entry options 27

28 HEADER The first page contains the basic zero bill information: Field Name: Date: Reference: Memo: Description The client name as it will appear on the zero bill, defaults to the name of the client selected. The date that will appear on the zero bill when confirmed. It defaults to today s date if inside the current period, but can be changed. An alphanumeric reference to associate with the zero bill. This is a mandatory field. Enter any general notes/memos to be added to the zero bill. This is a mandatory field. Click the Next> button to continue to the next step, or click onto the WIP tab. WIP The second step in the zero bill creation is to allocate the required WIP. The WIP available on the client is listed (if a group bill has been selected, the WIP for all the clients within the group will be listed here). The WIP is shown first by Type (Time/Disb.) and Service but can be expanded and broken down further by clicking on the expand icon on the left. The first breakdown is by Staff member or Analysis. Entries will be shown for each staff member (as default) that has posted WIP to the client. An icon is available to change the view to Analysis: View by analysis. If the View by Analysis icon has been clicked a new one will be displayed that will change the view back to Staff. View by Staff. Either view can be expanded further by clicking on the expand icon : Any narrative entered against WIP will be displayed. Chapter: WIP Data Entry options 28

29 ADDING/REMOVING WIP FROM ALLOCATION Because all WIP available is displayed, it may be necessary to remove certain entries from the allocation. The delete icon is available on every entry at any level. All WIP for one staff member can be removed or just one WIP entry for one staff member can be removed. It is completely dependent on the requirements of the creator. Multiple services can be removed by ensuring there is a tick in the tick-box on the right of the entry and clicking the main delete icon at the top of the column. An All or None selection box is available for use at the top of the list. If WIP is removed by accident it can be added back into the allocation by selecting Add Removed WIP or Add Selected Removed WIP in the dropdown list at the top/left hand side of the page and then clicking the Go button. Options available within the drop down menu include: ADDING WIP FROM ANOTHER CLIENT (NOT WITHIN A GROUP) As well as group write offs, WIP from clients that are not in the same group as the selected client can be written off. To create a composite write off select Add Another Client from the dropdown list at the top/left hand side of the page and then click the Go button. A standard search page will be displayed, search for and select the required client. The new client s WIP will be displayed for allocation. AUTO-ALLOCATE WIP It is also possible to add on an entry while allocating WIP from the services already selected. To do this select Auto-Allocate WIP in the selection box at the top/left hand side of the page and then click the Go button. An Auto-Allocate WIP page will be displayed. Click the OK button to process the WIP allocation. The total P/L will be auto allocated, starting with the oldest transactions first. ADD REMOVED WIP All WIP removed previously will be re-instated. Chapter: WIP Data Entry options 29

30 ADD SELECTED REMOVED WIP Selecting this option from the drop down list opens a new window which shows the removed WIP. Individual lines can be selected to be added back into the write off. To add a line back into the bill check the tick box and click on the OK button. WIP, P/L AND C/F Field WIP: Description The total amount of the WIP entry that is available. P/L: The total profit or loss being taken on the WIP entry. The icon will allow you to easily switch the Profit/ Loss to a Carry Forward or vice versa. C/F: The total WIP to be carried forward. CONFIRMING THE ZERO BILL Click the Check button to be able to check the zero bill against any policies/ questionnaires that are in place. Once all of the conditions of the policies/ questionnaires have been met the zero bill is available for confirming. Click onto the Confirm button to confirm the zero bill. ZERO BILL REVERSAL Any Zero Bill can be reversed called a Zero Bill reversal. This process will reinstate all WIP that was written off with its original information. Zero Bills can be reversed wither from the Client Dashboard or from the Client menu. To reverse the Zero Bill, click the Reverse button next to the selected zero bill. Click the OK button to confirm the reversal and click the Cancel button to cancel. Chapter: WIP Data Entry options 30

31 TRANSFER WIP TO ANOTHER CLIENT It is possible to transfer posted WIP from one client to another. The initial page displays the name of the client and process being implemented. Below the title a white band displays the client Partner and Manager details as well as the current outstanding debtors (DRS O/S) and the WIP Available Below this are the basic settings for the transfer: Field Single Job: Select Job: Status: Description It is possible to transfer WIP against a single job. If jobs are used and the system detects multiple jobs set up against the client selected, this option is available. When ticked, the Select Job box is activated so that the relevant job can be selected. This is used in conjunction with the Single Job Fee option. The status of the selected client. Once all of the necessary options have been selected click the Next> button. The top half of the page shows which client the WIP is being transferred from. If only WIP for a specific date period needs to be displayed select the start and end date using the calendar icons and click the Refresh button. WIP with a date between the two dates will be displayed. A total for the available WIP and selected WIP is also displayed. The WIP available on the client is listed first by Type (Time/Disb.) and Service but can be expanded and broken down further: Click the expand icon on the left. The first breakdown is by Staff member or Analysis. Entries will be shown for each staff member (as default) that has posted WIP to the client. Any narrative entered against WIP will be displayed. The WIP can be selected on every entry at any level. All WIP for one staff member can be transferred or just one WIP entry for one staff member can be transferred. Multiple services can also be transferred by ensuring there is a tick in the tick-box on the right of the entry. Select the WIP that is to be transferred. Click the Next> button to continue. The top half of this page displays the name of the client that the WIP is being transferred from and the total of available and selected WIP. Chapter: WIP Data Entry options 31