Training Guide. Fees and Invoicing. April 2011

Transcription

1 Training Guide Fees and Invoicing April 2011 *These accreditations belong to Avelo FS Limited **This accreditation belongs to Avelo FS Limited and Avelo Portal Limited

2 Adviser Office Workbooks Designed to fast-track you through the process of learning about Adviser Office. A quick reference summary of key procedures is provided at the bottom of each page together with handy tips and additional information. These workbooks are not designed to be detailed manuals. Each title in the Adviser Office series can be used as: a workbook for instructor-led teaching and training; a self-study guide, for self-paced learning; a resource collection for just-in-time support and information for Adviser Office users; a handy, desk-side reference guide for Adviser Office users. FEES & INVOICING 2

3 HELP, SUPPORT & FEEDBACK If you would like more detailed information on any subject in Adviser Office, please press F1 on your keyboard to access the Help Files. If you cannot find the assistance you need please call our Support team on If you need help regarding our training or if you require assistance (other than support queries) please contact our CRM team on or YOUR FEEDBACK IS IMPORTANT TO US We welcome your comments, good and bad. Your trainer will talk you through how to access our feedback form and record your comments on-line: Access your web browser (e.g. Internet Explorer) as usual. Type the following website address into the address box and press Return on your keyboard Enter your feedback and click on the Send Feedback button at the bottom of the form. Alternatively you can your comments to 3

4 READ ME FIRST In case you are not familiar with the terminology, Read Me First is quite often the name given to a computer file that contains important information users should know prior to using an application. This section contains some important information so we thought we would start with a Read Me First section. Who is this book for? What skills and knowledge you ll learn What you ll need to know before the beginning The objectives of this book What you get in a chapter What you ll need to have before beginning As you work through this learning guide Other courses Where to from here This book is primarily designed for people who charge client s fees, including one off fees, retainers, time charges and offsetting fees against commission. The skills and knowledge covered in this publication are sufficient for you to start using Adviser Office for recording fees and time charges. This publication assumes that the learner has a basic understanding of financial services and the use of personal computers, as you will be required to navigate through various screens and options. At the completion of the course you should be able to: Add all fee types Charge fees both individually and in bulk Produce invoices both individually and in bulk Use time recording Set your system up for fees Produce Management Reports Each of the chapters is comprised of a summary page listing the topics covered in that chapter. The chapter mainly then consists of single-page topic sheets pertaining to the theme of the chapter. You will need access to a PC which has Adviser Office installed on it. Make notes and highlight sections which are of particular importance to you. A number of courses are available for you - please see you trainer for further details. Have a look at the next page which explains how a topic page works and then you re ready to make a start. Enjoy! 4

5 WORKING WITH TOPIC SHEETS The majority of this book comprises single-page topic sheets. Topic Sheets will normally include the following: Topic name. General topic overview provides an introduction to the topic. Try this yourself (task based sheets) is a detailed step-by-step practice exercise for you to work through. In Reference topic sheets this is usually replaced with reference information. The For Your Reference (optional) element provides a quick summary of the steps required to perform a task. The Handy to Know (optional) element provides additional information such as alternative ways of accomplishing a task or further information providing handy tips. 5

6 CONTENTS HELP, SUPPORT & FEEDBACK... 3 WORKING WITH TOPIC SHEETS... 5 CONTENTS... 6 Adding a fee in Client Management... 8 Outstanding Charges (Page 2 of 2) Charging Fees from Outstanding Charges Adding Retainers and Value Based fees CHAPTER ADDING COMMISSION/FEE OFFSETS CHAPTER TIME CHARGES Time Charges (1 of 2) Using Record Time Charge from the Taskbar Time Charges (2 of 2) Setting up the Time Charge prompt CHAPTER CALCULATING FEES DUE IN BULK Bulk Services Applying Fee Offsets in Bulk Services CHAPTER PRODUCING CREDIT NOTES There is a credit note wizard to enable you to credit invoiced fees to your clients should an adjustment need to be made. You can use the standard Adviser Office credit note template or create your own word based template. 32 CHAPTER SETTING UP YOUR DATABASE CHAPTER WEEKLY TIME SHEETS CHAPTER

7 REPORTING CHAPTER 1 Adding New Fees There are four different types of fees that can be scheduled in Adviser Office. These are: Time Charge Fees fees charged based on time spent dealing with the client Value Based Fees fees charged based on the value of the client s portfolio Retainers fees charged on a regular basis, whether paid by cheque or direct debit Defined Payments these can be used where a menu of standard fees is charged Other a fee can be set to other if none of the above applies Fees can also be offset against commission if this is the agreement you have with the client. Once the fees have been added to Adviser Office in Client Management then invoices can be produced either for individual clients or in bulk and the fees can then be reconciled in Business Management. In this session you will: learn how to add fees in Client Management print an individual invoice use Outstanding Charges charge fees from Outstanding Charges Add Retainers and Value Based fees 7

8 Adding a fee in Client Management To add a new fee to a client account that you wish to charge, you first need to open the account in Client Management. The Fees History tab is located under Factfind Options. Select Fees Charged. through from the commission details screen in Factfind Options. Try this yourself: 1 Open the client in Client Management and select the Fees History Tab in Factfind Options. 2 In the Fees Charged tab, doubleclick to add a new fee and the following box appears. 3 From the drop down menu, select the type of fee you wish to add. 4 Add in the fee amount. If a VAT rate has been selected then this will automatically be calculated. 7 Click OK and a summary screen will appear. Close that and then click on OK to add the fee. Handy to Know Never complete the Received field, the VAT box or tick Settled. These will automatically be completed when the fees are received and reconciled in Business Management. 5 The options to add or remove a fee offset are currently greyed out as a fee offset has not been applied against a plan. This is covered on pages 17 and Click on Payaways & Credits to set up the payaways and credits for the fee. The information is drawn 8

9 Printing an Individual Fee Invoice There are two ways of producing invoices for fees from Adviser Office. Try this yourself: 1 Ensure that the fee is highlighted. 2 Click on the print icon. 3 The following box will appear. Click on OK. 4 A preview of the invoice will then appear. This is preset into the system. To print it out, click on the print icon. 5 To save the invoice back to the client s activity click on the create Activity Entry icon. 6 The other option is to create your own template using Letter Writer. 7 Click on the Send Letter icon. 8 Select the template from the list and click OK. 9 The invoice template will then be launched in Microsoft Word and the document will merge with the client details. 10 Click on Save Text of Letter to print the letter and save it back against the client activity Handy to Know For both printing methods, you will need to double-click back into the fee in Fee History to enter the date the invoice was printed. 9

10 Outstanding Charges (Page 1 of 2) Time Charges This tab in Fees History can be used to allocate fees and time charges to the client account that you may not wish to charge immediately. Try this yourself: 1 From the Fees History screen in Factfind Options, select the O/S Charges tab. item is not chargeable you can leave it unticked. It can be left unticked if you wish to record time charges to check profitability. 6 Click on OK to add the entry. 2 Under the heading of Time Charges, double-click on New Time Charge. The following box will appear. 3 Select the Billing Rate and Work Type using the search boxes. The Billing Rate will determine how much to charge the client. 4 The date, start time and end time can be manually overtyped, or it is possible to simply type an amount in the Duration box. 5 The Chargeable box is automatically ticked, however if the Handy to Know As well as manually adding time charges as described above, a time clock can be left running against a client account either 10

11 manually or from an automatic prompt. This is shown on pages 22 and Outstanding Charges (Page 2 of 2) All other fee types Try this yourself: 7 To add any other type of fee, doubleclick on New under the relevant heading. 8 The following box will then appear with the type already completed and greyed out so that it can t be changed 9 Select the VAT rate if applicable and type in the proposed fee. NOTES 10 Type any notes in the Description field 11 Untick Chargeable if you do not intend charging this fee to the client 11

12 1 7 8 Charging Fees from Outstanding Charges Once a fee has been logged in the Outstanding Charges tab you may then want to charge it to the client and move the fee to the Fees Charged tab to invoice the client. 12

13 Try this yourself: 1 Once fees have been logged in O/S Charges, you can then decide as and when you want to charge them to the client. 2 Decide which fees you want to charge and with any that you don t, click in the Charge column and select No from the drop down menu. Charging the fees via this method will only allow you to create one invoice for all the fees selected, so if you want them to be produced individually only select one fee at a time. 3 Click on the Charge Fee icon. 5 4 The following pop up box will appear. Click Yes if you are happy to proceed. 5 The same box will then appear as shown on page 5. Here you can complete the Fee Type and add in your Payaways and Credits. The description can be amended if required this is what will be printed on the invoice. 6 Once you click on OK, the fee will move from O/S Charges to Fees Charged. From here you can then invoice the client Adding Retainers and Value Based fees Retainers are fees charged to clients at a set rate on a regular basis. They are added to the Retainers tab in Fees History. Value Based fees allow you to charge a fee based on the value of the client s portfolio. The portfolio automatically includes direct 13

14 investments (i.e. stocks and shares, equities etc), but you can also include Assets and Plans. Try this yourself: 1 1 Click on the Retainer tab and doubleclick on New Retainer. Complete all the relevant fields. 2 The Last Charged field must be completed. Adviser Office will use this date to determine when the next fee is due. 3 Only click the Temporary Stop field if you want to freeze the fee temporarily and set the dates. 2 4 In the Payable in field, select whether the client pays you in Arrears or in Advance i.e. if they pay you on the 1 st of the month, is that fee for the previous month or for the next month. 5 Click on OK. To calculate the Retainers due this is done in Bulk Services and is covered on pages 25 and To add a Value Based Fee, click on the Value Based tab in Fees History. Click on the search box next to Fee Scale Charge to pick the scale you wish to apply. 7 Once again you need to enter a date the fee was last charged. 6 8 To calculate the Value Based fee this is done in Bulk Services and is covered on pages 25 and 26. Handy to Know To include a Plan or an Asset in your Value Based fee, ensure the Include for Fees box is ticked. Plans must have a value against them to be included. Notes 14

15 CHAPTER 2 15

16 ADDING COMMISSION/FEE OFFSETS You can offset commission earned for plans against fees due. This can be set up when you add a commission record in Client Management. In this session you will: add a Fee Offset against a commission expectation. apply the Fee Offset. add a Fee Offset once a commission expectation has been added. Setting up Fee Offset System Options 16

17 The intial setup will need to be carried out by your System Supervisor. Try this yourself: 1 In Database Administration go to the Preferences Menu and select System Options. From the box that appears, click on the Business Management/Fees Tab. The Fee Offsets area will allow users to set a default fee offset percentage that will be applied to the client commission details screen. This can be set for Initial/Renewal/Trail and Mortgage Procurement Fee. 1 These percentages options will automatically set the corresponding fields in the client commission details when any new client record is created. If set, a fee offset will automatically be created when calculating payaways and credits against a commission entry or proc fee The first time these percentages are set the following question will be asked. Selecting yes will update all client records to use the defaults set. If you then wish to change an individual client record to use a different percentage then this is done in the commission details screen in client management. If a user changes a percentage in this field it will ask you if you wish to set client defaults. Selecting yes will update all client records where the corresponding option has been selected in client management. Setting Fee Offset Defaults in Client Management You can set default offset amounts at a client level and this will pull through into any future commission calculations. 17

18 Try this yourself: 1 In Client Management select Fact Find Options and Commission and Fee Details. The offset options for Initial, Renewal, Trail and Mortgage Proc Fees will default from the system options screen. If applying individually then ticking the appropriate one will pull through the default set in Database Administration > System Options, as mentioned on the previous page. This will automatically create a fee offset for any new commission that is added. These fields are also available when entering a new client record through the prospect wizard. Adding a Fee Offset against a commission expectation 18

19 The fee offset can be applied at the point that you set up your Payaways and Credits in a commission expectation. The offset is then applied in Fees History under Factfind Options in Client Management. Try this yourself: 1 1 Enter the commission expectation against the plan as normal and then when to get to the screen to check your Payaways and Credits, double-click on New Payaway. 2 Select Fee Offset and the following screen will appear. Type in whether you wish to offset an amount or a percentage and click on OK. 3 Click on Next to navigate through the Wizard. 2 4 The Fee Offset is now recorded against the plan. 5 If you now go to the Fees History tab in Factfind Options and click on Commission Offsets, the plan details will now appear. 4 5 Applying the Fee Offset Try this yourself: 19

20 1 In Fees Charged, double-click on the fee that you wish to offset. The Add Offset button will now be active. 1 2 Click on the Add Offset button and the following pop up box will appear. 3 Click on Yes to offset the commission against the fee. This will now show against the fee entry. If there is a remaining amount this will remain as a credit on the account for further offsets. 2 3 Adding a Fee Offset once a commission expectation has been added 20

21 There may be times when you have added a commission expectation behind a plan in Client Management and at a later time you wish to offset the commission against a fee. Try this yourself: 1 Open Plan Summary in Client Management and double-click on the plan you wish to apply the offset to. 2 Once in the Plan Review screen go to the Commission and Fee History screen. 3 Double-click on the commission line which is the lighter of the two. In this example it is the line that starts with the word Level. The following screen will appear Click on the Payaways & Credits button and the following screen will appear. 5 Double-click on New Payaway and select Fee Offset. The following screen will then appear. Type in the amount that you wish to offset and click on OK. Close the next screen and OK the next screen to get back to the Commission and Fee History screen as shown in point To apply the offset against a fee, see page Notes 21

22 CHAPTER 3 TIME CHARGES 22

23 We have already seen earlier in this workbook it is possible to record a manual time charge by using the Fees Charged or the O/S Charges tab in Fees History. However, it is also possible to set a clock running behind the client account as you work on it so that you get an accurate recording of time spent. In this chapter we will look at the two different ways of running this in Client Management. The best way to decide which method to use is to try them both and see which you prefer! In this session you will learn: how to add a Time Charge using Record Time Charge from the Taskbar. how to set up Adviser Office to prompt you to record a Time Charge. Time Charges (1 of 2) Using Record Time Charge from the Taskbar 23

24 You will need to customise your Taskbar if you haven t already done so and select Record Time Charge. Try this yourself: 1 1 Click on your Taskbar and select Record Time Charge. The following message will appear asking you if you want to record time against the last client you selected. 2 Dependent on the client you wish to record time against, click Yes or No. The following box will appear. 2 3 You will now have the options to pause the time clock. 4 The following screen will appear and on the right hand side you will see an audit of the time spent. The options in here can then be completed as shown on page 11. The time charge will now appear under the Outstanding Charges tab. 3 4 Time Charges (2 of 2) Setting up the Time Charge prompt 24

25 It is also possible to set up your system so that when you open a client account you will automatically start recording time, or have a prompt to ask if you wish to or not. Try this yourself: 2 1 Select Database Administration from your Taskbar. If you do not have it there already you will need to customise your Taskbar and Database Administration is accessed from the heading Maintain Adviser Office. 2 Click on the Preferences tab within Database Administration and select System Options. Select Time Fee Charges and the following screen. 3 There are 4 sections of Adviser Office in which the time clock prompts can be set up: Opening Activity entries, Opening a Client, Opening an Employer in Employer Services and Opening a Member in Employer Service. For each there is the option for Always which will automatically start the clock without asking, Prompt which will ask you each time or Never (the default) When it has been set to Prompt the following option will come up each time you open a client account. If you click on No, nothing will happen. Once you click on yes, follow the instructions on page 22. Handy to Know Setting the prompt in Database Administration to Always means that you don t get the prompt. The time clock will automatically start running each time you open a client. You must remember to close the time clock when you have finished with it. Each time you pause the clock and come back to it, the audit will show a line for each segment of time. CHAPTER 4 25

26 CALCULATING FEES DUE IN BULK Bulk Services is a separate module of Adviser Office which can be used to calculate fees due and to produce invoices. This process can be run on a regular basis. In this session you will: calculate Fees due. apply Fee Offsets. generate Fee invoices. Calculating Fees Due (Page 1 of 2) 26

27 Bulk Services When you calculate fees due in Bulk Services, it will look at all fees that sit within the O/S Charges tab in Fees History, as well as Value Based Fees and Retainers, and move them to Fees Charged. It will not look at fees that have already been charged. Try this yourself: 1 Click on the Bulk Services module from your Taskbar. 2 From the File menu select Fees and then Calculate Fees Due. The following box will appear. 2 3 You should then specify which fees you would like to calculate. All boxes will be ticked as a default, untick the relevant boxes (if applicable). 4 If you leave the Value Based Charges option ticked, the following question will appear. By clicking Yes the breakdown of scale charges will be shown on each invoice where you are charging a Value Based Fee. 5 If you leave the Time Charge Entries option ticked, the system will then ask the following questions. If you operate Branch licenses you can choose if you wish to charge time for one Branch or all of them. Any Time Charges that you have left the chargeable box unticked can be included at this time The final option will ask to which date you are calculating your fees. The date will default to the current day. NOTES Calculating Fees Due (Page 2 of 2) 27

28 Try this yourself: 7 Once you have clicked on OK to the date, Bulk Services will find all clients with each of those fee types that are now due. 8 To view the detail of the fees for each client individually, click on the Review Payment Details icon. 9 A list of the fees that are chargeable to that client are now shown. 10 If you decide not to charge the client for a particular item, you can click onto the fee line under the column heading Charge and change the option in the drop down menu from Yes to No. 11 Click back on the icon in point 8 to go back to the full client list. 12 Click on the Update icon to save everything and charge the fees on the client accounts. 13 If you wish to cancel the update, click the cancel update icon When you choose to update the fees, the following message will appear. If the client is being charged more than one fee, you can have all of them appear as one chargeable entry on their account or you can create a separate entry for each fee. Applying Fee Offsets in Bulk Services 28

29 You may also wish to apply all fee offsets in bulk where you are offsetting commission against fees. Try this yourself: 2 1 Click on the Bulk Services Module from your Taskbar. 2 From the File menu select Fees and Apply Fee Offsets. A screen will appear detailing clients who have fees charged and commission entries with offsets against them. 3 If you decide not to offset a particular amount you can click onto the fee line under the column heading Charge and change the option in the drop down menu from Yes to No. 4 Click on the Update icon as shown on page 26 and select Update Fee Offsets or cancel if you do not wish to update. 5 The offsets will now be created. These will show as against the invoices as a deduction from the total once the invoices are produced. Handy to know Always File and Exit from Bulk Services once you have finished with it. NOTES Generating Fee Invoices in Bulk Services 29

30 Once the fees have been charged and the offsets applied, you can then generate the invoices to be sent to those clients in bulk. Try this yourself: 1 Click on the Bulk Services module from your Taskbar. 2 From the File menu select Fees and then Outstanding Invoices. You will then be asked up to which date you wish to produce the invoices. It will default to the current date but this can be changed if necessary. 3 3 The system will now look at all the fees that have been calculated and bring through the fees where no invoice has been produced yet. 4 You can change the Charge option in here from Yes to No as in previous examples. 5 To save the information and print out the fee invoices click on the Update icon. 6 The following options will now appear. As shown on page 10 of this workbook you can either produce an invoice using our Default Template or using one of your own from Letter Writer. 7 Once the templates have been printed and closed the following message will appear. This will update the Invoice Produced tick box in the fee entry and add the date Handy to Know It is recommended that you click Yes to the question in point 7 to ensure you don t invoice the client twice. Notes 30

31 CHAPTER 5 PRODUCING CREDIT NOTES 31

32 There is a credit note wizard to enable you to credit invoiced fees to your clients should an adjustment need to be made. You can use the standard Adviser Office credit note template or create your own word based template. In this session you will: use the Credit Note Wizard to produce Credit Notes. The Credit Note Wizard (Page 1 of 2) 32

33 The Credit Note Wizard can be accessed from any fee within Fees Charged in Fee History in Client Management. Try this yourself: 1 Open Fees History under Factfind Options in Client Management 2 2 Double-click on the fee for which you wish to produce the Credit Note for and click on the Credit Note button. 3 You will now be taken to the Credit Note Wizard. Use the Back and Next buttons to navigate through the screens. On the second screen you will need to specify the amount that you wish to credit. 4 The next screen will ask if you wish to recalculate the Payaways and Credits now that the amount of the fee has changed. The default is Yes but it can be changed to No

34 The Credit Note Wizard (Page 2 of 2) Try this yourself: 5 The next screen will confirm the details of the Credit Note and allow you to use our Standard Template or to select one of your own from Letter Writer. 6 If you use your own template from Letter Writer you can save a copy of the Credit Note back to the client account using the Save Text of Letter option. 7 If you have created the Credit Note using our template, it can be saved back to the client account using the Create Activity Entry icon. 8 This will bring up an Activity Entry on the screen. You will then need to add an Entry Type and complete any other fields. This will save it back in the Activity Options screen in Client Management Handy to Know If you would like to know more about Activity Manager, you can download a workbook from our Extranet Site under the heading of Training Workbooks. 34

35 CHAPTER 6 SETTING UP YOUR DATABASE In this session you will: set up Defined Payment types. set up Time Fee Billing Rates and Work Types. set up Fee Scale Charges. 35

36 Setting up Defined Payments Before some of the areas of fees can be used, there is an aspect of system set up that is required. Try this yourself: 1 When you add a new Defined Payment in O/S Charges in Fees History, there is a pick list for you to select the payment type next to Fee Proposed.. 2 In Client Management, click on the word Maintenance at the top of the screen. Select Title Files. The maintenance box will then appear. 3 Click on Select and Type Files, then Defined Payments. Click on File and New and the Defined Payment Review screen will come up. In here you can add the Title, the Amount and a Description. Click on OK. Next time you add a Defined Payment the one you have added will appear as an option. 36

37 Setting up Time Fee Billing Rates and Work Types 1 Try this yourself: 1 When you add a new Time Charge in Fees History, there is a pick list for you to select the Billing Rate and the Work Type. 2 There are two ways to add new ones. 1) In the Time Charge when you click on the Pick List next to Billing Rate to select the one you want, there is a New option. This will then bring up a box to add in the details of the Billing Rate. Add in the details and click on OK. The same thing will happen with the Work Type. 2) In Client Management, click on the word Maintenance at the top of the screen and select Title Files. Click on Select and Type Files, then you will see Time Fee Billing Rates and Time Fee Work Types. Click on File and New and the Time Fee Work Types or Billing Rates boxes will appear. Enter the details and click on OK to save it

38 Setting up Fee Scale Charges 1 This applies to Value Based Fees Try this yourself: 1 In Client Management, click on the word Maintenance at the top of the screen and select Title Files. Click on Select and Type Files, then you will see Commission Scale Charges. Select File and New to add a new one. Then double-click on the blue line. When adding Fee Scale Charges, it is important to understand the difference between Sliding Scales and Fixed Charges. Fixed Charge The Fixed Charge enables you to set ranges and fee rates. If the sum under management falls within a range then the specified fee rate is paid. Example The total amount under management is and ranges are set as: at 2% at 1.5% The fee will be charged 1.5% of Sliding Scale The Sliding Scale also allows you to set a number of ranges and fee rates where the total fee charge will be paid for each range within the total figure. Example The total amount under management is and ranges are set as: at 2% at 1.5% The fee charged will be the sum of 2% of and 1.5% of the remaining

39 CHAPTER 8 WEEKLY TIME SHEETS Whether you decide to use Time Charges to calculate fees or to keep a check of profitability you will find the Weekly Time Sheet very useful. A Weekly Time Sheet is set up automatically for each user on the system and time charges appear in here as well as in Fees History. In this session you will: use Weekly Time Sheets. set up Time Sheet User Access. 39

40 Weekly Time Sheets You may need to customise your Taskbar is you do not already have access to the Weekly Time Sheet. 1 Try this yourself: 1 Click on the Weekly Time Sheet from your Taskbar. You will be logged on to the Time Sheet of the person who is logged on. You can then see all the client s that the individual has recorded time against. 2 It is possible to view the Time Sheet of a different User (dependant on your access rights) and you can also move the date backwards and forwards by a week. 3 You can add Time Charges from the Time Sheet without having to record them in Client Management. To do this click into the day that you wish to add the Time Charge and double-click on (New Time Charge). 4 The following dialog box will appear. You can choose the client that already appears (if there is one), a different client or no client. The Time Charge is then added in exactly the same way as we have see throughout this workbook Notes 40

41 Setting up Time Sheet User Access It is possible to determine which Time Sheets an individual user can access as well as setting up what that individual s and Company working hours are. Try this yourself: 1 1 Click on Maintain Adviser Office from your Taskbar and select Database Administration. At the top of the screen, click on Display and select User Monitor. The following screen will appear with all the people who have user log ons for Adviser Office. 2 Double-click on the user whose details you wish to check and click on the heading Time Sheets. In the bottom half of the screen you can set up the standard Working Time Template. There is the option to use the normal company working time (this is also set up in Database Administration. Select Preferences/System Options/Company Working Time). Or you can set up that individuals Personal hours if they work anything different to the standard. This will enable you in the Weekly Time Sheet to hover your mouse over any day and it will show you how many hours that user is available for, how many are chargeable, how many have no charge and how many are unallocated. 2 3 You can also select whether the user can only view their own time sheet in Weekly Time Sheets or whether they can view other people s. 4 Click on OK to save your changes. 3 41

42 NOTES 42

43 CHAPTER 9 REPORTING Once you have entered your fee data and time charges into Adviser Office it is possible to produce a number of reports in Report Server. In this session you will: produce Management Reports in Report Server. 43

44 Management Reports Report Server is split into two sections, Management Reporting and Client Reporting. 2 Try this yourself: 1 Click on the Report Server module from your Taskbar. At the top of the screen select Management Reporting and Display. 2 The reports available all come under different headings which are in alphabetical order. Expand the Clients heading by doubleclicking on the word Clients. In there are 3 headings: Fees Between Dates a breakdown of fees charged, received and outstanding between dates. Outstanding fees outstanding up to a specified date. Payments/Receipts Breakdown between dates. Time Charges Outstanding - This report groups time charges by client name and then surname, resulting in a near alphabetical order to the report. Charges Outstanding shows chargeable charges outstanding from clients.. 44

45 Management Reports Time Sheets Try this yourself: 1 Click on the Report Server module from your Taskbar. At the top of the screen select Management Reporting and Display. 2 2 The reports available all come under different headings which are in alphabetical order. Expand the Time Sheets heading by doubleclicking on the words Time Sheets. In there are 2 reports: Analyse Time Spent - This report allows you to set different criteria to analyse how time is being spent. User Time Spent by Work Type This report shows how users have spent time between Chargeable, Non-Chargeable and Unallocated time. Handy to know Double-click once on a report to get an example and a description of what it does. Doubleclick on a report to preview it and then print it. 45

46 NOTES 46