Sage 2016 Time+Billing User manual
广告
广告
Time+Billing
2016
12/09/2016
Important Notice!
Every effort has been made to ensure that this User Manual is accurate at the time of printing; however there may be some inaccuracies due to the continuous improvements made to the module.
An updated User Manual may be available for download from HandiSoft’s Internet site http://www.sage.com/au/support-services/software-support/handisoft-knowledgebase/usermanuals .
The following Licence Agreement will appear as a splash screen prior to the installation of the Software.
Licence Agreement
Important - Read Carefully: Permission to use this Software is conditional upon you, the customer, agreeing to the terms set out below. By passing beyond the splash screen, installing, copying, downloading, accessing or otherwise using the Software, you agree to be bound by the following terms. If you do not agree to the terms, do not pass beyond the screen, install, copy, download, access or otherwise use the Software but promptly return this Software and any accompanying materials to Sage or its Authorised
Distributor with proof of payment, and any Licence Fee you have paid will be refunded to you.
This licence agreement may be amended or replaced in its entirety at any time to facilitate changed operating conditions. In the event this occurs, the then current licence agreement will be the prevailing version. A copy of the operating licence agreement may be accessed from within the Licences tab in any Sage module.
Copyright
© Sage Software Australia Pty Ltd 2016. All rights reserved.
Copyright in the Software and in the Documentation is owned by Sage Software Australia Pty Ltd . ("Sage"). No part of the
Software or the Documentation may be reproduced or copied in any form or by any means (graphic, electronic or mechanical, including photocopying, recording, taping or information storage and retrieval systems) without the prior written permission of Sage
Software Australia Pty Ltd .
The copyright in the Software and the Documentation is protected by Australian national copyright laws (including the Copyright
Act 1968 (Cth)) and by international copyright treaties.
1. Words with defined meanings
1.1 Unless defined elsewhere in this Agreement, a word or expression starting with a capital letter has the meaning given to that word or expression set out in clause 15 of this Agreement.
2. Disclaimer
2.1 You acknowledge that you have sought independent professional advice in relation to the Software and Documentation, and that you are not relying on the advice or judgment of Sage. To the extent permitted by law, the Software and the
Documentation are provided on the basis that:
2.2
(a)
(b)
Sage, its officers, employees, contractors, agents and Authorised Distributors are not responsible for the results of any actions taken by you in reliance on information in the Software or Documentation, nor for any error or omission in the Software or Documentation;
Sage, its officers, employees, contractors, agents and Authorised Distributors are not engaged in and do not represent by providing the Software and Documentation that they are providing any legal, accounting, professional or other advice or services; and
(c) Sage, its officers, employees, contractors, agents and Authorised Distributors are not responsible for the results of any actions taken by you in reliance on information contained in any third party software or data, embedded in or provided in conjunction with the Software or Documentation, nor for any error or omission in such third party software or data.
Connected Services
In order to provide a more comprehensive offering of Sage Software, Sage discloses that there may be Third Party
Software Products or Services which are embedded into this module that may link to sources operated by other external parties (Connected Services). Notwithstanding that the Third Party may be affiliated with Sage, Sage has no control over these externally linked sources, all of which have their own separate terms and conditions including privacy and data collection practices. You will be responsible for all fees and charges associated with the Connected Services and must do anything (including executing a document) that the external party reasonably requires giving full effect to the Connected
Services and the transactions it contemplates.
© Sage Software Australia Pty Ltd 3
Licence agreement Time+Billing 2016
3. Grant of rights
3.1 Subject to your payment of the Licence Fee, Sage grants to you a non-exclusive licence ("Licence") during the Term to use the Software and Documentation at the Site, for your own internal purposes only, on the terms and conditions set out in this Agreement.
3.2 The Licence entitles a single accounting practice to install and operate the Software for one site of access only, notwithstanding it may be connected with other associated branches, affiliates and subsidiaries through a central server and/or a hosting environment, and is limited to the number of concurrent network Users specified on the Invoice and the
Software for that particular Site. You must purchase the Software for each location and site of access. In the avoidance of doubt, the Licence is Site- specific and individual accounting practice must have its own individual Licences.
3.3 If there is a limit to the number of Users of the Software, number of networks, or other restriction specified on the Invoice and in the Software, or otherwise imposed upon the Licence under this Agreement, the Licence to use the Software will be restricted accordingly. You may only increase the limits specified in the Invoice or Licence by paying such fees as are applicable to the increased limits. No reduction of Licence Fees will be provided in the event any limits are reduced during the Term.
3.4 If your accounting practice shares offices with another unrelated accounting practice, both accounting practices must purchase the Software in their own right, even if the parties share a common computer system.
4. Duration of agreement
4.1 This Agreement commences on the date of its acceptance by you and will continue in effect until the expiry of the current financial year on 30 June ("Term"), unless extended in accordance with clause 4.2, or terminated in accordance with clauses 4.3, 4.4 or 12.
4.2 Subject to clauses 4.3 and 4.4, you may extend the Term for further one year periods by paying the then current Annual
Renewal Fee for the extended period in accordance with clause 8.
4.3 The current Annual Renewal Fee must be paid, or arrangements for payment acceptable to Sage made, by the due date specified by Sage for the Term to be extended.
4.4 Without limiting any other right to terminate this Agreement under clause 12, Sage may terminate this Agreement upon expiry of any financial year, by giving you written notice on or before expiry of the then current financial year. Sage will not unreasonably terminate this Agreement.
5. Your obligations
5.1 You are not permitted to purchase the Software with an additional tax agent reference number for use by another tax agent without Sage’s written consent.
5.2 Subject to this Agreement, and to any non-excludable provisions at law (including the Copyright Act 1968 (Cth)), you must not, and must not allow or cause any other person to:
(i) print, copy or reproduce the Software or Documentation by any means or in any form other than to make one copy of the Software for back-up and security purposes;
(ii) give, lease, rent, lend, assign (other than as expressly permitted under this Agreement), licence, sub-licence, transfer, distribute, disclose, disseminate, or publish the Software in any form to any other person or attempt to do any of these acts;
(iii)
(iv) modify, adapt, alter, reverse engineer or decompile the Software; or modify or change the database other than through use of the Software; create or recreate, or attempt to create or recreate, the source programs, object programs or any other aspect of the Software in whole or in part. access, install or use the Software other than at the Site in accordance with this Agreement; (v)
(vi) use the Software for sublicensing, timesharing, rental, facility management, service bureau usage, or third party training purpose.
5.3 You agree to indemnify and keep indemnified Sage, its officers, employees, contractors, agents and Authorised
Distributors against any loss or damage incurred by them as a result of use of the Software or Documentation by you, your employees, contractors or agents that is not in accordance with this Agreement.
6. Configuration and installation
6.1 The Software may only be installed on a computer at the Site.
6.2 The Index File provided with the Software is specific to you, the Licensee. Any change will require a new Index File. You must not circumvent the Index File system needed to operate the Software, or use an index file which has not been provided to you by Sage.
7. Use of software and documentation
7.1 Subject to your payment of the Licence Fee, applicable taxes and any other fees specified in the Invoice in full, upon installation of the Software pursuant to clause 6, you may use the Software and Documentation in accordance with the terms of this Agreement.
7.2 You must, upon receiving a written request from Sage, allow Sage to access the Site, during ordinary business hours, as reasonably necessary to audit your compliance with the terms and conditions of this Agreement and the restrictions in clauses 3 and 5.
7.3 If the Term of this Agreement is not extended in accordance with clause 4.2, the Licence will automatically terminate on the expiry of the then current Term, and you acknowledge and agree that no further notice is required to you from Sage to effect such termination.
4 © Sage Software Australia Pty Ltd
Time+Billing 2016 Licence agreement
8. Fees
8.1
8.2
8.3
8.4
You must pay the Licence Fee, applicable taxes and any other fees listed in the Invoice in full.
You acknowledge that a Deposit, if taken, is non-refundable in the event that you do not pay the Balance or proceed with installation of the Software in accordance with clause 6.
The Annual Renewal Fee is invoiced annually in advance for each financial year commencing 1 July in the relevant year and ending 30 June in the subsequent year. Each year, on or before 1 July, Sage may increase the Annual Renewal Fee.
You must pay the Annual Renewal Fee on or before 1 July of each year of the Term.
Without limiting any other right or remedy of Sage or its Authorised Distributors, interest on overdue amounts is payable by you at the rate of 15% per annum, from the date the amount became overdue until it is paid in full, inclusive of interest.
Interest accrues daily.
9. Intellectual property rights
9.1 All Intellectual Property Rights relating to or subsisting in the Software and Documentation, including all enhancements, modifications, alterations, customisations or adaptations to the Software (whether created by Sage or any other person), remain the property of Sage. The Licence granted under clause 3 does not make you the owner of the Software or
Documentation nor does it cause any transfer of Intellectual Property Rights relating to or subsisting in the Software or
Documentation.
9.2
9.3
You must not alter, change, remove, obscure or otherwise effect any modification to any notice or other indication of
Sage’s ownership of the Software and its Documentation or of its Intellectual Property Rights relating to or subsisting in the
Software and Documentation.
You must ensure that each copy of the Software and Documentation in your possession bears such notices relating to
Sage’s ownership of the Software and Documentation and of its Intellectual Property Rights relating to or subsisting in the
Software and Documentation as Sage may direct. In the absence of any specific direction by Sage, you must ensure that all notices appearing on the Software and Documentation are reproduced and maintained in their entirety on all copies made by you.
10. Updates, software maintenance and support, and third party software and data
10.1 You acknowledge that Sage has no obligation to develop Updates. During the Term you may receive Updates (if any) for the Software, including instructions and/or Documentation that Sage considers reasonably necessary to assist in a smooth transition for use of any Update. Updates may include revisions to Documentation. Unless you have subscribed to the optional CD update services, you must have internet and email access for Updates to be supplied to you.
10.2 If Sage provides you with an Update:
(i) the terms of this Agreement will continue to apply in all respects to the Update which will be deemed to be the
Software or Documentation for the purposes of this Agreement; ii) if requested by Sage, you must return the Software and Documentation (and all copies) that was used prior to the
Update to Sage, or otherwise deal with it in accordance with Sage’s reasonable directions.
10.3 Sage may, in its absolute discretion, withhold or refuse to provide support and maintenance if you have failed to install, within a reasonable time, all available Updates provided in respect of the Software.
10.4 Technical support and Updates will only be supplied so long as the Software is used under conditions and on operating environments for which the Software is designed.
10.5 The technical support provided under this Agreement is limited to telephone and email support of the Software by Sage during normal business hours. There may be times when you allow our Support Consultant to connect to your computer remotely. The remote access is purely for the Support Consultant to quickly demonstrate tasks that would otherwise take too long to explain. Remote access is not generally used to have a Support Consultant complete processes. Whilst all reasonable efforts shall be made to ensure a secure environment, Sage offer no guarantee and provide no warranty
(express or implied) that the remote access to your computer will be secure or private. Sage accepts no liability for any and all security incidents, including any loss or damage suffered by you arising out of any failure to protect your data, network, systems, software or equipment.
10.6 If you require any additional technical support not covered under this Agreement, including telephone, onsite or online support, Sage may, in its absolute discretion, provide that additional technical support to you at its then current rates for such services.
10.7 Any supplemental software code provided to you as part of the support services shall be considered part of the Software and subject to the terms of this Agreement.
10.8 You must provide Sage with reasonable assistance as requested by Sage for the purpose of providing you with maintenance and support.
10.9 If, in the course of obtaining maintenance and support services from Sage, you provide any personal information about an individual, including, personal information about any officer or employee, then you warrant that in providing such personal information you have complied with your legal obligations under the Privacy Act 1988 (Cth.), including the National Privacy
Principles in Schedule 3 of that Act.
10.10 You consent to Sage using any technical or confidential information which you provide to it:
(i) to enable Sage to perform maintenance and support services; and
(ii) for its business purposes, including for the purpose of product support and development.
Sage agrees not to use such technical information in a form that personally identifies you, or where such information is comprised of information identified by you as ‘confidential’ or subject to privacy laws, prior to consent being provided by you.
10.11 Sage is not required to support any third party software or data, whether or not the third party software or data is provided by Sage in connection with your use of the Software.
© Sage Software Australia Pty Ltd 5
Licence agreement Time+Billing 2016
10.12 If Sage provides you with any third party software or data, then your use of that third party software or data is subject to such terms as may be imposed by the relevant third party and must only be used for the purposes for which it is provided.
10.13 You agree that Sage is not liable or otherwise responsible if a third party changes the terms (including as to payment) on which it licences any software or data. Without limiting the foregoing, it is your responsibility to pay any fees associated with your use of such third party software or data.
10.14 Notwithstanding any other provision of this Agreement, you agree to indemnify and keep indemnified Sage, its officers, employees, contractors, agents and Authorised Distributors against any third party claim or action (including but not limited to reimbursement of legal costs), loss, damage, or expense incurred by them as a result of a failure by you, your employees, contractors or agents to comply with this clause 10.
11. Warranties and limitation of liability
11.1 Sage warrants that:
(i) it has the full right, power and authority to enter into and perform this Agreement; and
(ii) to the best of its knowledge, the use by you of the Software or Documentation in accordance with this Agreement, will not infringe the Intellectual Property Rights or moral rights of any person, and Sage indemnifies and agrees to keep you indemnified from and against any loss, damages and expenses, including but not limited to, reasonable legal fees which you may suffer and incur as a result of any claim, action or proceeding arising directly from any breach of the warranty contained within this clause, provided that Sage is not liable for any indirect, consequential or economic loss or damage suffered by you in connection with this Agreement.
11.2 You acknowledge that:
(i) the Software was developed without consideration of your objectives and needs; and
(ii) software in general is not error-free, and agree that the existence of errors in the Software will not constitute a breach of this Agreement by Sage.
11.3 Sage provides the Software and Documentation "as is".
11.4 Except as expressly provided in this Agreement, no warranties are made with respect to the Software or Documentation by any person, including but not limited to Sage, any of its officers, employees, contractors, agents and Authorised
Distributors.
11.5 In the event any third party software or data is provided with or embedded in the Software, notwithstanding anything to the contrary, no warranties are made by Sage, its officers, employees, contractors, agents, or Authorised Distributors, with regard to such third party software or data, including but not limited to its accuracy or reliability.
11.6 To the extent permitted by law, Sage or any of its officers, employees, contractors, agents or Authorised Distributors will not be liable to you for any loss, costs, expenses or damages incurred by you as a result of using the Software and
Documentation.
11.7 Notwithstanding any other term in this Agreement, to the extent that consumers have the benefit of certain rights or remedies under the Trade Practices Act and similar state and territory laws in Australia, in respect of which liability may not be excluded, then to the maximum extent permitted by law, such liability is limited, at Sage’s option, to:
(i) in the case of the Software, Documentation or other goods supplied under this Agreement:
A. replacement of the goods; or
B. correction of defects in the goods; or
(ii)
C. the cost of having defects in the goods corrected; or in the case of services provided under this Agreement, replacement of the services.
11.8 To the extent permitted by applicable law, Sage or any of its current or former officers, employees, contractors, agents or
Authorised Distributors (Those Indemnified) will not be liable for any direct, indirect, general, special, incidental or consequential damages arising out of or in any way related to the provision of any goods or services by Sage or Those
Indemnified, pursuant to this Agreement and including your use of or inability to use the Software or Documentation, even if Sage or any of Those Indemnified have been advised of the possibility of such consequence.
11.9 You acknowledge that any times quoted for delivery and installation of the Software and/or performance of maintenance and support services are estimates only, and that Sage accepts no liability whatsoever for failure to meet those estimated times.
11.10 You acknowledge that you are responsible for ensuring that your operation of the Software does not breach any laws, or obligation of confidentiality or privacy owed to any person, and for maintaining the security of any databases which are accessed, used or managed by the operation of the Software. You indemnify and keep indemnified Sage against any action, proceeding, claim, loss, injury or expense arising out of any failure by you to comply with your obligations in this clause
12. Termination
12.1 This Agreement may be terminated immediately by written notice from Sage in any of the following circumstances:
(i)
(ii)
(iii)
(iv) if you are in breach of any term of this Agreement; if you, being a corporation, become the subject of insolvency proceedings; if you, being a firm or partnership, are dissolved; if the Software is otherwise outside your effective control; or
(v) if there is a change in ownership which effectively alters control of you.
12.2 You may terminate this Agreement by notice in writing to Sage in the event that Sage has breached a material term of this
Agreement and failed to rectify such breach within 30 days of a notice requesting Sage to do so.
6 © Sage Software Australia Pty Ltd
Time+Billing 2016 Licence agreement
12.3 Upon termination of this Agreement:
(i) the Licence is revoked; and
(ii)
(iii) you must immediately pay all fees, charges or other payments owing under this Agreement; and you must either destroy or return any remaining copies of the Software and Documentation, in the manner directed by Sage; and
(iv) you hereby grant Sage a licence to enter upon the Site(s) at which copies of the Software and Documentation may be situated and remove same in the event of non-compliance with the above subclause, and you must render all reasonable assistance to facilitate this action.
12.4 Termination of this Agreement will be in addition to any other remedies which either party may have under this Agreement or otherwise and does not affect any rights or obligations that had accrued at the time of termination.
13. Governing law and jurisdiction
13.1 This Agreement and the transactions contemplated by this Agreement are governed by the law in force in Western
Australia.
13.2 Each party irrevocably and unconditionally submits to the non-exclusive jurisdiction of the courts of Western Australia and courts of appeal from them.
14. General
14.1 If you purchase any additional modules of the Software from Sage, increase the limits under clause 3.3 of this Agreement, or if Sage otherwise agrees to alter the configuration of the Software, then the terms of this Agreement will continue to apply to your use of the Software as reconfigured.
14.2 You acknowledge that in entering into this Agreement you have not relied on any representations or warranties about its subject matter except as expressly provided by this Agreement.
14.3 This Agreement constitutes the entire agreement of the parties about its subject matter and supersedes all previous agreements, understandings and negotiations on that subject matter.
14.4 You may assign your rights and obligations under this Agreement with the prior written consent of Sage, provided that the assignee executes a deed of novation pursuant to which it agrees to be bound by the terms of this Agreement..
14.5 A party may exercise a right, power or remedy at its discretion, and separately or concurrently with another right, power or remedy. A single or partial exercise of a right, power or remedy by a party does not prevent a further exercise of that right, power or remedy or an exercise of any other right, power or remedy. Failure by a party to exercise or delay in exercising a right, power or remedy does not prevent its exercise. A party is not liable for any loss caused by the exercise or attempted exercise of, failure to exercise, or delay in exercising the right, power or remedy.
14.6 A provision of, or a right created under this Agreement may not be waived or varied except in writing, signed by the party or parties to be bound.
14.7 The rights, powers and remedies provided in this Agreement are cumulative with and not exclusive of the rights, powers or remedies provided by law independently of this Agreement.
14.8 Neither party is liable for any breach of its obligations under this Agreement (other than an obligation to pay any moneys or to indemnify) if the breach resulted from a cause beyond its reasonable control.
14.9 If any provision of this Agreement is held to be invalid, unenforceable or illegal for any reason, this Agreement will remain otherwise in full force apart from such provision which will be deleted.
14.10 Each indemnity in this Agreement is a continuing obligation, separate and independent from the other obligations of the parties and survive the termination of this Agreement.
14.11 Clauses 2, 5, 9, 10, 11, 12, 13, 14, and any other clause which by its nature is intended to continue, shall survive the termination of this Agreement for any reason.
15. Definitions and interpretation
15.1 The following words have these meanings in this Agreement unless the contrary intention appears.
Agreement means this Agreement as it may be amended from time to time by written agreement between the parties.
Annual Renewal Fee means the fee designated as such in the Invoice, as amended by Sage from time to time in accordance with clause 8.3.
Authorised Distributor means an entity appointed by Sage to maintain and support the Software and Documentation.
Balance means the residue of the Licence Fees payable after the deduction of the Deposit.
Deposit means the agreed amount of the Licence Fees initially payable in accordance with the Invoice..
Documentation means all manuals, handbooks, and other material, whether in hard copy or electronic form, in relation to the Software and its use, and provided by Sage under this Agreement.
Licence Fees means the total fees specified in the Invoice.
Sage means Sage Software Australia Pty Limited ABN 40 071 007 326.
Intellectual Property Rights means all intellectual property rights of whatever nature including all rights conferred under statute, common law or equity, including, without limitation, all copyrights, patent rights, trade mark rights, design rights, trade secrets, and all other intellectual property as defined in Article 2 of the Convention Establishing the World Intellectual
Property Organisation of July 1967.
Licence Fee means the fee designated as such in the Invoice.
Index File is an unlock key which allows access to the nominated Software modules and specified number of concurrent network Users to access the Software.
© Sage Software Australia Pty Ltd 7
Licence agreement Time+Billing 2016
Invoice means Sage’s or the Authorised Distributor’s standard form invoice as sent to you in relation to your ordering of the Software or Updates.
Site means the geographical location of access address specified in the Invoice.
Software means the object code version of the suite of computer programs known as the ‘Sage Software’, as detailed in the Invoice and includes any Updates provided to you under this Agreement.
Updates means an executable file that modifies the Software by correcting bugs or errors, or by making minor improvements to the functionality of the Software, and includes new versions of the Software which Sage generally makes available to licencees of the Software that have entered into an agreement with Sage and paid the relevant Annual
Renewal Fee. Updates do not include any new products, including new products based on the Software, which are licensed separately, and for which an additional charge, separate to the Annual Renewal Fee, is payable.
User means a person accessing any part or all of the Software at any given point in time. For the avoidance of doubt, any background tasks created or spawned by an individual user is not to be treated as a separate user. If, however, a background task or process created by a particular individual user is still running then that individual user is deemed to be accessing the Software at that point in time.
15.2 In this Agreement unless the contrary intention appears:
(i) the singular includes the plural and vice versa;
(ii) a reference to a statute, ordinance, code or other law includes regulations and other instruments under it and consolidations, amendments, re-enactments or replacements of any of them; and
(iii) a reference to "you" is a reference to the customer specified in the Invoice.
15.3 Any marginal notes or headings are included for convenience and do not affect the interpretation of this Agreement.
Information regarding additional agents
To protect your interests we wish to clarify several situations where you need to exercise care:
The licence entitles a single accounting practice to install and operate the Software for one site of access. At that one site of access, you may operate the Software at the same time subject to the limits of the total number of concurrent network user licences you have purchased for use during the Term. To clarify:
You must purchase the nominated Software for each site of access. For example, if you had two branches (Sydney and Melbourne) and the software was installed only at Sydney, and the Melbourne branch remotely accesses the
Sydney installation, then you must purchase the nominated Software twice.
If your practice shares offices with another accounting practice, and the practices are not in partnership, both accounting practices must purchase the nominated Software in their own right. This is the case, even where you share a common computer system.
Where a client purchases an additional tax agent reference number, this is not an additional licence. It is simply an addition to your program to lodge tax returns under another tax agent name and number. It in no way allows you, the licence holder, to give a copy of the Software to the additional tax agent. You are not permitted to purchase the
Software with an additional tax agent reference number for use by another tax agent without Sage's written consent.
Connected Services Terms of Use
By accessing or using Sage’s Connected Services, you acknowledge and accept the following Terms of Use.
Sage may at any time amend this Terms of Use and the Licence Agreement without notice.
Disclaimer
Sage does not represent or warrant that the above Connected Service (herafter “Service”) or the Customer's use thereof will be uninterrupted or error-free, that defects will be corrected, or that the Service or the server that makes it available are free of viruses or other harmful components.
Sage does not warrant or represent that the use or the results of the use of the Service or the materials made available, as part of the Service will be correct, accurate, timely, or otherwise reliable.
Sage shall not be responsible for unauthorised access to or alteration of transmissions or data, any material or data sent or received or not sent or received, or any transactions or agreements entered into through the use of the
Service.
The Customer specifically agrees that Sage is not responsible for any content or data sent using and/or included in the Service.
Sage and/or its suppliers, shareholders, directors and employees make no representations about the suitability, reliability, availability, timeliness, security and accuracy of the Service for any purpose. The Service is provided "as is" and without warranty of any kind. Sage hereby disclaims all warranties and conditions with regard to the Service, including all implied warranties, fitness for a particular purpose, title and non-infringement.
In no event shall Sage and/or its suppliers, shareholders, directors and employees be liable for any direct, indirect, punitive, incidental, special, consequential damages or any damages whatsoever including, without limitation, damages for loss of use, data or profits, arising out of or in any way connected with the use or performance of the
Service, with the delay or inability to use the Service, the provision of or failure to provide the Service, whether based on contract, tort, negligence, strict liability or otherwise, even if Sage has been advised of the possibility of such damages. The Customer's sole and exclusive remedy is to discontinue using the Service
8 © Sage Software Australia Pty Ltd
Time+Billing 2016 Licence agreement
ELS-SBR Embedded Client Software
You acknowledge and agree that ELS- SBR Embedded Client software is not a proprietary software belonging to Sage Software
Australia and that you agree to comply with the following:
ELS-SBR Embedded Client end user licence
This financial and accounting software includes ELS-SBR Embedded Client software (Software) sourced from the ATO. Subject to the following, you may:
use the Software (in unmodified form) solely as part of this financial and accounting software, and
make copies of the Software for back-up purposes only.
All other rights in the Software are reserved. In particular, you may not (under this end user licence):
sub-licence or distribute the Software in whole or in part,
decompile, reverse engineer, disassemble or reproduce the source code for the Software, or
modify the Software in any way (including by removing any copyright or notice files).
Requests for other uses of the Software can be sent by e-mail to [email protected].
This end user licence terminates automatically if you fail to comply with any of these end user licence provisions. The laws in force in the Australian Capital Territory apply to this end user licence.
Software product information
The ATO:
provides the Software “as is” and without charge;
gives no express or implied warranties (and to the full extent permitted by law excludes all statutory warranties) in relation to the Software (including as to its performance or fitness for a particular purpose); and
will not be liable in any way for any loss or damage (including special, indirect or consequential) arising from or in connection with the Software or its use or performance.
© Sage Software Australia Pty Ltd 9
Contents
Licence Agreement 3
History of changes 15
Chapter 1.
Installing and configuring Time+Billing 17
Chapter 2.
Suggested workflow 49
© Sage Software Australia Pty Ltd 11
Contents Time+Billing 2016
Chapter 3.
Budgets 53
Chapter 4.
Using the client database 71
Chapter 5.
Client groups 87
Chapter 6.
Entering timesheets 93
Remotely entering timesheet items using Sage HandiSoft Connect ................................ 93
Chapter 7.
Entering disbursements 113
Chapter 8.
Entering WIP adjustments 119
12 © Sage Software Australia Pty Ltd
Time+Billing 2016 Contents
Chapter 9.
Entering invoices 125
Chapter 10.
Entering receipts and bank deposit slips 163
Chapter 11.
Entering debtor adjustments 173
Chapter 12.
Documents and mailing labels 179
Chapter 13.
Using standard reports 181
© Sage Software Australia Pty Ltd 13
Contents Time+Billing 2016
Chapter 14.
Designing layouts 201
Chapter 15 Statements 209
Chapter 16.
Maintaining your data 215
Chapter 17.
Additional tools 227
Index 231
14 © Sage Software Australia Pty Ltd
History of changes
Introduction
The Time+Billing 2016 user manual has been updated since the initial version. The following list details the changes that have been made.
Changes made
The following changes have been made to this manual:
Changes included in version: 09/12/2015
Added information on Job Fee Schedules .
Added information on allocating timesheet items to existing invoices .
© Sage Software Australia Pty Ltd 15
Chapter 1. Installing and configuring
Time+Billing
Before you begin operating Time+Billing 2016, you should install the program and complete the initial settings. This chapter steps you through the process.
Installing Time+Billing 2016
For information in installing Time+Billing 2016, please refer to the installation instructions that are supplied with the Sage HandiSoft installation CD.
Configuring Time+Billing 2016
If this is the first time your firm has used Time+Billing 2016, you must configure it before entering any data.
Caution: Some Time+Billing 2016 settings cannot be altered once data has been input.
Complete the “Clients Options” window
The “Clients Options” window contains information relating to the display and creation of customer information in Time+Billing 2016. It also contains settings for handling overdue invoices.
1. From the Options menu, click Clients. The “Clients Options” window will open.
© Sage Software Australia Pty Ltd 17
Chapter 1. Installing and configuring Time+Billing Time+Billing 2016
Figure 1: The "Clients Options” window
2. On the "Clients Options" window, specify the default settings for displaying the client database (which is accessed through Clients / View).
3. Complete the “Clients Options” window and then click
OK.
Tip: For information on the "Clients Options" window, press F1 to display the online help.
Complete the “Data Entry Options” window
The "Data Entry Options" window contains information relating to the way information is entered into Time+Billing 2016. This will determine if you use the "Keypad" Enter key as a "Tab" key, and how you enter text. You are also able to set a default tax method for invoicing.
1. From the Options menu, click Data Entry. The “Data Entry Options” window will open.
18
Figure 2: The "Data Entry Options” window
2. Complete the “Data Entry Options” window and then click OK.
Tip: For information on the "Data Entry Options" window, press F1 to display the online help.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Configuring Time+Billing 2016
Complete the “General Options” window
The "General Options" window is used to specify the following:
The number of Units per hour
If fixed rate activity codes are to be used
How timesheets record the start and finish times for items
If Time+Billing 2016 prints the "Deposit Slip" required for banking.
The event information that is imported from Practice Manager – Contact.
A Close Off date, before which you are not allowed to add, edit and/or delete any WIP or debtor transactions.
Whether fully receipted printed invoices have a “Paid” watermark printed across them. You can also set the level of shading for the watermark so that the invoice text is more visible.
Whether the selection of non-current clients for timesheet items is allowed.
Note: With the exception of the Start/Finish Times fields, the settings on this window affect all users. Each user can configure the Start/Finish Times fields to suit their individual requirements.
1. From the Options menu, click General. The “General Options” window will open.
Figure 3: The “General Options” window
2. Complete the “General Options” window and then click OK.
Tip: For information on the "General Options" window, press F1 to display the online help.
© Sage Software Australia Pty Ltd 19
Chapter 1. Installing and configuring Time+Billing Time+Billing 2016
Setting a Close Off date
You may want to prevent the adding, editing and/or deleting of WIP and debtor ledger transactions on or before a certain "Close Off" date. Time+Billing 2016 allows you to set such a date on the "General Options" window.
1. From the Options menu, click General to open the “General Options” window.
2. Under Close Off, in the Date field, enter the date on or before which the adding, editing and/or deleting of any WIP or debtors ledger transaction is to be disallowed.
3. Select the check boxes for the transaction types to be disallowed on or before the close off date.
Adding WIP / Debtor transactions
Deleting WIP / Debtor transactions
Editing WIP / Debtor transactions.
Tip: If you have the Practice Manager – Security program installed and enabled, you can restrict access to the “General Options” window.
Complete the “Invoice/Receipt Number” options
Complete the "Invoice/Receipt Number Options" window to specify how Time+Billing 2016 allocates invoice and receipt numbers.
1. From the
Options menu, click Invoice/Receipt Numbers. The "Invoice/Receipt Number
Options" window will open.
Figure 4: The "Invoice/Receipt Number Options” window
2. Complete the “Invoice/Receipt Number Options” window and then click OK.
Tip: For information on the "Invoice/Receipt Number Options" window, press F1 to display the online help.
Caution: The Invoice Number Prefixed By Year and Receipt Number Prefixed By Year settings cannot be altered once invoices and receipts have been entered into Time+Billing
2016.
20 © Sage Software Australia Pty Ltd
Time+Billing 2016 Creating and selecting a letterhead for your firm
Creating and selecting a letterhead for your firm
Time+Billing 2016 can print invoices, receipts and statements with your firm’s letterhead at the
top of the page. Alternatively, if you use pre-printed stationery, you must configure Time+Billing
2016 to not print a letterhead.
(refer to “ Disabling the letterhead ” on page 23).
Creating a letterhead
Where you require Time+Billing 2016 to print a letterhead for your firm:
1. From the Options menu, click Letterhead. The “Letterhead” window will open.
Figure 5: The "Letterhead” window
2. On the “Letterhead” window, click
New to create a new letterhead. Type in a suitable description.
Tip: It may be easier to create a copy of an existing letterhead by highlighting it and clicking Copy. You can then modify the copy to suit your requirements.
3. Highlight your new letterhead and click
Design.
The “Report Designer: Letterhead” window will open.
Figure 6: The “Report Designer: Letterhead” window
Tip: For detailed information on using the Report Designer, refer to Chapter 13,
"Designing layouts".
4. To check the letterhead for errors, from the Report menu, click Execute.
© Sage Software Australia Pty Ltd 21
Chapter 1. Installing and configuring Time+Billing Time+Billing 2016
Changing the Letterhead in the "Report Designer: Letterhead" window
Make the necessary changes. You may want to:
Change the contents of a cell:
Double click on the required cell. The “Cell Details” window will open. In the Value field, type the name of your firm. Note: All text must be enclosed in quotation marks (" ").
Move a cell:
Click on the cell to be moved. The cell will turn green. Hold down the left mouse button and drag the cell to the correct location. When the cell is in the correct position, release the mouse button.
Resize a cell:
Click once in the cell to be altered. The cell will turn green. Position the mouse on the cell border, then hold down the left mouse button. The mouse pointer will become a twoheaded arrow. Keep holding down the left mouse button, and drag the cell to the correct width and height.
Add a cell:
Click once in the LetterHeadBand. The border will turn red. From the Cell menu, click
New. The “Cell Details” window will open. Complete the “Cell Details” window as required
Insert an image: (refer to “ Inserting an image ” on page 22).
Inserting an image
It is possible to insert an image such as your company logo into a letterhead. The image needs to be in the format of a *.jpg, *.bmp or *.wmf file.
To insert an image into the letterhead:
1. From the Options menu, click Letterhead to open the “Letterhead” window.
2. Highlight the required letterhead and click Design.
3. Insert a new cell if required. ( Cell / New).
4. Double click on the cell to get to the “Cell Details” window to open.
5. Set the Cell Type to Image.
6. Click
Set Image.
7. In the “Open” window, locate the image on your hard drive. Highlight the image and then click
Open.
8. The image will be displayed in the “Cell Details” window.
9. Complete the Image Effects section of the “Cell Details” window.
10. Click OK.
22 © Sage Software Australia Pty Ltd
Time+Billing 2016 Notice layouts
Selecting a letterhead for use
If you have created a number of letterheads, you can use the “Letterhead” window to select one for use.
1. From the
Options menu, click Letterhead to open the “Letterhead” window.
The letterhead currently in use will have its check box selected.
2. Highlight the letterhead to be used, and click Select. This will cause the check box next to the letterhead to be selected.
3. Click Save to confirm your selection.
Disabling the letterhead
You can specify that Time+Billing 2016 does not print a letterhead. If you are using pre-printed stationery that already has a letterhead, Time+Billing 2016 allows you to set the amount of blank space to be left to accommodate a pre-printed letterhead.
To disable the letterhead:
1. From the Options menu, click Letterhead to open the “Letterhead” window.
2. on the “Letterhead” window, click None. This will open the "Blank Letterhead Height" window.
Figure 7: The “Blank Letterhead Height” window
3. In the Measurement field, specify the amount of space to be left blank before Time+Billing
2016 begins printing information. (Measurement is in tenths of a millimetre. For example, to leave a space of 3cm, you would enter 300).
4. Click
OK.
Notice layouts
Time+Billing 2016 is supplied with a number of default layouts/styles for the presentation of
Statements, Invoices, Receipts, Adjustment Notes and Deposit Slips. In addition to the
Time+Billing 2016 default layouts, you are able to create your own customised layouts.
The Options / Notice Layouts menu item allows you to specify the style to be used so that you do not have to specify the layout every time you print something. Instead, Time+Billing 2016 will automatically use the layout specified under
Notice Layouts.
The Notice Layouts area is user name specific, so each person who uses Time+Billing 2016 may specify different Notice Layouts. For example, each partner in your firm may prefer to use a different layout.
© Sage Software Australia Pty Ltd 23
Chapter 1. Installing and configuring Time+Billing Time+Billing 2016
Setting your notice layouts
1. From the Options menu, click Notice Layouts. The "Layouts for Printed Notices" window will open.
Figure 8: The "Layouts for Printed Notices" window
2. Against each type of printed notice, click the button to select a layout to be used when that notice is printed.
3. Click Defaults if you want to use the default layouts supplied with Time+Billing 2016.
4. Click OK to save your layout settings.
Establish passwords
Passwords are specified under the Options / Passwords menu item.
All Sage HandiSoft Software products can be set up so that passwords restrict access to them.
For more information on passwords, please refer to the "Advanced Features 2016" manual.
Colour options
Individual users can customise the Time+Billing 2016 screen colours to suit their requirements.
Since these settings are user-specific, they have to be configured by the relevant user.
For more information, please refer to the "Advanced Features 2016" manual.
Establish the databases
When you start using Time+Billing 2016 for the first time, before you can enter WIP transactions you must establish:
Activity codes;
Cost codes;
Client jobs; and
Staff details.
At least one Activity Code must be established in Time+Billing 2016, with the maximum number of Activity codes being 99.
Before you enter Activity codes, and Staff members, it is important that you understand what a
Charge Level is.
24 © Sage Software Australia Pty Ltd
Time+Billing 2016 Establish the databases
Understanding charge levels
A Charge Level is a grouping of charge out rates for all staff members. Charge levels relate only to timesheet transactions, and not to the processing of disbursements.
Time+Billing 2016 allows charge levels to be attached to activity codes and/or cost codes.
During timesheet data entry, Time+Billing 2016 automatically inserts the required charge out rate into the Rate column. The charge out rate may then be altered if required.
As the charge levels may be attached to both activity and cost codes, the following hierarchy determines the charge-out rate that is used:
1. The Charge Level attached to the Cost Code determines the staff member’s charge out rate.
2. Where the Cost Code does not have a Charge Level, the Charge Level attached to the
Activity Code determines the staff member’s charge out rate.
3. Where neither the Cost Code nor the Activity Code has a Charge Level, the staff member’s Charge Level 1 is used.
Tip: Charge Level 1 is used to hold the 'standard' charge-out rates for your staff members.
Time+Billing 2016 will use these rates if a Charge Level has not been assigned to the Activity and Cost Code specified during timesheet entry.
Example:
ABC Accounting uses the following information:
Activity Code
10 - Accounting
20 - Taxation
Charge Level
3
0
Cost Code
101 – Interview
102 - Telephone Call
Charge Level
2
0
Staff
Tim Blake
Charge
Level 1
$ 100
Charge
Level 2
$ 130
Charge
Level 3
$ 150
A timesheet is being processed for the staff member "Tim Blake". The timesheet contains the following items:
Activity Cost Description Units
10
10
20
101
102
102
Interview re accounting work
Phone call re accounts
Phone call re tax return
8
2
3
For the first timesheet item, Time+Billing 2016 would use a Rate of $130. (The cost code’s
Charge Level overrides the Activity Code’s charge level).
For the second timesheet item, Time+Billing 2016 would use a rate of $150. (As the Cost Code does not have a Charge Level, the Activity Code's Charge Level is used).
For the third timesheet item, Time+Billing 2016 would use a rate of $100. In this situation,
Charge Level 1 is used, as no charge level has been assigned to the Cost Code and Activity
© Sage Software Australia Pty Ltd 25
Chapter 1. Installing and configuring Time+Billing Time+Billing 2016
Code. Charge Level 1 is the 'standard' Charge Level, and will be used whenever no Charge
Level has been specified.
Entering activity codes
Activity codes are used by Time+Billing 2016 to break down client WIP into general work activities. This breakdown assists Time+Billing 2016 to provide you with flexible and detailed
reports. Activity codes are also used when establishing client jobs (refer to: “ Creating jobs ” on
An example of an Activity Code chart would be:
Code Description File name
10
20
30
40
Accounting
Audit
Taxation
Special
Account
Audit
Tax
Special
From within each activity, you may wish to break down the work performed into more detail (for example: break down into - interview, data entry, coding of source documents and bank
You are also able to create fixed rate activity codes . These are for activities that are charged at
a fixed rate, regardless of the time taken or the staff member responsible. For more information,
refer to " Fixed rate charging " on page 29.
Terminology in other programs
The following table shows the term used for "Activity" in other vendors' programs:
APS
Matter
Solution 6 Classic
Solution 6 Xtopia
Job
Assignment
Xlon
Matter
Creating activity codes
Caution: When initially configuring Time+Billing 2016, it is important that you plan how the activity codes will be structured. Once data has been attached to an Activity Code, that code cannot be deleted.
When creating activity codes in Time+Billing 2016, we suggest that codes 01 to 09 be used first.
This will help increase the speed of data entry by reducing the number of keystrokes required to enter the Activity Code.
As an example, when keying in activity codes during data entry, Activity Code 01 would be typed in as the digit "1" – not the digits "01". This will help increase the speed of data entry as one, instead of two keys must be pressed.
To enter activity codes:
1. From the View menu, click Activities. The “Activities” window will open.
26 © Sage Software Australia Pty Ltd
Time+Billing 2016 Entering cost codes
Figure 9: The “Activities” window
2. Click New and then complete the “Activities” window.
Tip: You can use the Active button to make an activity code active or inactive. Inactive activity codes cannot be selected. Active activity codes are designated by an 'A' in the first column. If the Hide Inactive check box is selected, inactive activity codes will not be listed on the “Costs” window.
Tip: For information on the "Activities" window, press F1 to display the online help.
Entering cost codes
Cost codes are used by Time+Billing 2016 to achieve a more detailed breakdown of work performed than that provided by activity codes. Cost codes are used to break work in progress
" on page 25). Activity codes on the
other hand are used to break WIP into general work activities.
When timesheets are processed, each timesheet entry is recorded against both a Client Job
(see below) and a Cost Code. A Cost Code Chart may look similar to the following:
Cost Code Description
101
102
103
104
Interview
Coding of Source Documents
Bank Reconciliation
Tax Return Preparation
© Sage Software Australia Pty Ltd 27
Chapter 1. Installing and configuring Time+Billing Time+Billing 2016
The same cost code can be used for different Client Jobs. Please refer to the following example.
Example:
ABC Accounting uses cost code of 101 for Interviews. They also use the following activity codes:
10 – Taxation
20 – Accounting
The activity codes are used when defining client jobs. ABC Accounting use Client Job 01 and
Client Job 02, which correspond to the above activity codes.
A partner of ABC Accounting has interviewed a number of clients. One entry on his timesheet has been assigned to the Client Job 10, Cost Code 101. Another entry on his timesheet has been assigned to Client Job 20, Cost Code 104.
Caution: When initially setting up Time+Billing 2016, it is important that you give a lot of consideration to how the cost codes will be structured. Once data has been attached to a cost code, that code cannot be deleted.
Before WIP transactions can be processed in Time+Billing 2016, it is necessary for the cost codes, activity codes, client jobs and staff details to be established. At least one Cost Code
must be established in Time+Billing 2016.
Cost codes are always displayed as three digits. For example, Cost Code 1 would be displayed as "001" – not "1". However, when performing data entry, you can type in Cost Code 1 as "1".
Time+Billing 2016 will automatically insert two zeroes, making the Cost Code become "001".
This reduces the number of keystrokes required.
Terminology in other programs
The following table shows the term used for "Cost" in other vendors' programs:
APS
Milestone
Solution 6 Classic
Activity
Solution 6 Viztopia
Xlon
Task
Activity
Creating cost codes
To enter cost codes:
1. From the View menu, click Costs. The “Costs” window will open.
28 © Sage Software Australia Pty Ltd
Time+Billing 2016 Fixed rate charging
Figure 10: The “Costs” window
2. Click New and then complete the “Costs” window.
Tip: You can use the Active button to make a Cost Code active or inactive. Inactive cost codes cannot be selected. Active cost codes are designated by an 'A' in the first column. If the
Hide Inactive check box is selected, inactive cost codes will not be listed on the “Costs” window.
Tip: For information on the "Costs" window, press F1 to display the online help.
Fixed rate charging
You may have some activities for which you charge your clients a fixed rate, regardless of the time they take or the staff member responsible. An example of this is the preparation of an individual tax return. You may want to simply charge a fixed fee for each such return.
Time+Billing 2016 allows you to set up activities that have a fixed rate. You can then select these activities when you create an invoice for a client.
Enabling fixed rate charging
Before you can set up and use fixed rate activities in Time+Billing 2016, you need to enable fixed rate charging. To do this:
1. From the Options menu, click General. This will open the "General Options" window.
2. Under
General, select the Fixed Rate Activity Codes check box.
© Sage Software Australia Pty Ltd 29
Chapter 1. Installing and configuring Time+Billing Time+Billing 2016
Setting up fixed rate activities
Setting up a fixed rate activity is similar to setting up any other activity.
1. From the View menu, click Activities to open the "Activities" window.
If fixed rate charging has been enabled, a Fixed Rate column will be visible on the
"Activities" window.
2. When you add a new activity, type the dollar value of the fixed rate in the Fixed Rate column.
Entering tax codes
When you enter invoices in Time+Billing 2016, you can select a Tax Code for GST purposes.
Time+Billing 2016 has a default Tax Code, GST with a rate of 10%. You can add as many extra tax codes as required.
To enter tax codes
1. From
View menu, click Tax Rates. The "Tax Rates" window will open.
Figure 11: The "Tax Rates" window
The "Tax Rates" window lists the tax codes with their associated rates that are available for selection when you create invoices. The 'GST' code with a rate of 10% is already there, but you can add as many other codes as are needed.
2. Add, edit or delete the tax rates as required.
3. Click Save to save your changes, and Close to exit the "Tax Rates" window.
Entering staff details
Before WIP transactions can be processed in Time+Billing 2016, certain information, including details of partner and staff members, must be entered.
30 © Sage Software Australia Pty Ltd
Time+Billing 2016
Enter staff details
1. From the View menu, click Staff. The “Staff” window will open.
Entering staff details
Figure 12: The “Staff” window
2. To add a new staff member, click
New. The “Staff Detail” window will open.
Figure 13: The “Staff Detail” window
3. Complete the “Staff Detail” window and then click Save and then Close.
The fields under
Note: The Units To Enter field enables you to specify the number of units that the staff member must enter into timesheets. The value you enter here is automatically inserted into the "Timesheet Entry" window Units to Enter field. This is specific to each staff member, and you can control access to it via Practice Manager – Security.
Time+Billing 2016 uses the values you enter in the Charge Rates and Units To Enter
fields to calculate monthly budget figures for the staff member. See Chapter 3, Budgets.
Tip: For information on the "Staff" and "Staff Detail" windows, press F1 to display the online help.
© Sage Software Australia Pty Ltd 31
Chapter 1. Installing and configuring Time+Billing Time+Billing 2016
Practice Manager 2016 users
If you have the Sage HandiSoft Practice Manager 2016 program installed, any user created there will automatically create a staff name and reference in Time+Billing 2016. This is done to enable you to import event information for staff members from Practice Manager 2016 into
Time+Billing 2016 to include in timesheets.
Viewing staff summaries
Time+Billing 2016 maintains staff summaries for each staff member that has been input into
Time+Billing 2016.
1. From the
View menu, click Staff.
2. Highlight the required staff member.
3. Click View.
The staff summary is displayed in the bottom half of the "Staff Detail" window. For an explanation of each of the items in the staff summary, please press F1.
Recalculating the staff summaries
Time+Billing 2016 will recalculate the staff summaries as frequently as required.
To recalculate staff summaries:
1. Make sure that no other users are running Sage HandiSoft programs.
2. From the Tools menu, click Recalculate Staff Summaries.
3. On the "Recalculate Staff Summaries" window, enter the date from which the staff summaries are to be recalculated.
4. Click OK.
Creating groups
You can create groups of users, which you can select when you run some staff reports.
group, but they can only belong to a single team on your organisation structure.
Tip: You can import your existing groups as teams when you first open the “Budgets Entry”
(
View / Budgets) window. Before you set up your organisation structure , click the
Team
Budgets tab. You will be asked if you want to import the groups.
32 © Sage Software Australia Pty Ltd
Time+Billing 2016 Creating the Administration Client
To create a new group
1. From the View menu, click User Groups to open the "Groups" window.
Figure 14: The "Groups" window
2. Click
New to create a new group. The "Group Detail" window will open.
Figure 15: The "Group Detail" window
3. Under Group Details, in the Ref and Name fields, enter a reference and a name for the new group. The reference cannot be more than 20 characters long.
4. Under Group Members, add users to be members of the group.
5. Click Save, and then Close.
Tip: For information on the "Groups" and "Group Detail" windows, press F1 to display the online help.
Creating the Administration Client
Time+Billing 2016 requires you to establish a special ‘Administration Client’ in the client database.
When you enter a timesheet for a staff member, it is likely to contain non-chargeable time (for example, time spent in a staff meeting). Any non-chargeable time can be recorded against the administration client.
Tip: You can make any client non-chargeable by clearing the Charge client check box in the "Client Extra
Detail" window. Refer to Chapter 4, "Using the client database".
© Sage Software Australia Pty Ltd 33
Chapter 1. Installing and configuring Time+Billing Time+Billing 2016
Create the Administration Client
1. Press F3 to open the Client database. Alternatively, from the Clients menu, click View.
2. On the "Clients" window, click New. The “Clients Detail” window will open.
Figure 16: The "Clients Detail” window
3. Complete the “Clients Detail” window with the following information:
Field Information to enter
First field
Name
Ref
N
Administration Client
0 (This is the number zero)
4. Click
Save and then Close.
5. If you want to make the Administration Client non-chargeable, on the left side of the
"Clients" window, click
Extra Details.
6. On the "Client Extra Detail" window, clear the Charge client check box.
34
For more information on the "Clients Detail window", refer to Chapter 4, "Using the Client database".
© Sage Software Australia Pty Ltd
Time+Billing 2016 Creating jobs
Creating jobs
When you record WIP for a client, you record the transaction against a Job. Attaching an
Activity Code to a specific client creates a Job.
Clients in Time+Billing 2016 can have multiple jobs attached to them. However, you cannot use an Activity for a job if it is already being used by another job for that client. You must close that job first.
Note: This restriction does not apply to Time+Billing jobs that are linked to a job on the Jobflow
Manager program.
Example:
ABC Accounting offers Taxation, Accounting and Audit services. Their activity codes correspond to these three areas:
1. ABC performs both Taxation and Accounting work for Mr James Dixon. Two client jobs have been established for Mr Dixon – one for Taxation and one for Accounting.
2. Mr Small is another of ABC's clients. ABC prepares taxation returns for Mr Small. When Mr
Small was set up in Time+Billing 2016, a Client Job for Taxation was added to his WIP
Ledger.
3. ABC performs audits on the Heath Superannuation Fund. In Time+Billing 2016, this client has been established with a Client Job for Audit.
Time+Billing 2016 offers three ways of attaching Client Job records to your clients. You can:
Batch add job records to specified clients.
Add individual job records manually.
Add job records while you are entering timesheet details.
Batch add jobs
To add Job records to multiple clients at the same time:
1. Ensure that no other users are running Time+Billing 2016.
2. From the Tools menu, click Create Jobs. The “Batch Create Jobs” window will open.
Figure 17: The "Batch Create Jobs” window
3. Complete the “Batch Create Jobs” window, and then click OK.
Tip: For information on the "Batch Create Jobs" window, press F1 to display the online help.
Add jobs manually
To add Job records manually:
1. Press F3 to open the “Clients” window.
© Sage Software Australia Pty Ltd 35
Chapter 1. Installing and configuring Time+Billing Time+Billing 2016
Figure 18: The “Clients” window
2. Highlight the client to which the Job is to be attached.
3. On the Access Panel, click Jobs. The “Jobs for” window will open.
Figure 19: The “Jobs for” window
4. Click
New and then complete the “Jobs for” window.
Note: If you want to create a new job with an activity that has already been allocated to an existing job, you must first close the existing job by highlighting it under the Open Jobs tab and clicking Close Job.
This restriction only applies to Time+Billing jobs that are not linked to a job in the Jobflow
Manager program.
Tip: For information on the "Jobs for" window, press F1 to display the online help.
Add jobs during processing
Job records can be added while you are inputting a Timesheet, Disbursement or WIP
Adjustment. If you try to input data to a client job record that does not exist, Time+Billing 2016 will ask if you want to add that Job record.
36 © Sage Software Australia Pty Ltd
Time+Billing 2016 Enter opening WIP balances
Figure 20: The “Job Doesn't Exist" window
The “Job Doesn't Exist" window allows you to add the job against the relevant client. A client job is made up from the client reference code and the activity code.
Adding jobs via Jobflow Manager
If you have the Jobflow Manager program installed, you can configure it so that any job you add in Jobflow Manager automatically creates a corresponding job in Time+Billing 2016. Facilities are provided in Jobflow Manager for you to enter the required Activity and Cost codes.
The status of a Jobflow Manager job indicates whether the job is in progress or not , so that they can be selected for inclusion in Time+Billing 2016 timesheets.
To view Jobflow Manager job details in Time+Billing 2016, do the following:
1. Press F3 to open the “Clients” window.
2. Highlight the client to which the Job is attached.
3. On the Access Panel, click Jobs. The “Jobs for” window will open.
4. Highlight the required job that has been created by Jobflow Manager. This is indicated by a
‘Y’ In the JobFlow column.
5. To view the Jobflow Manager job, click JobFlow to open the “Job Details” window.
Jobs for client group members
Clients can be members of a client group under a Head Client. If invoices for client group members are be directed to the Head Client, the Client To fields for jobs for group members are automatically completed with the Head Clients reference.
See Chapter 5. Client groups.
Enter opening WIP balances
There are two ways that you can enter opening balances:
Enter a WIP balance for each client. For clients with multiple jobs, you can enter a balance for each job.
For each un-invoiced WIP transaction, enter the transaction. This method is very time consuming, but will result in detailed Time+Billing 2016 information.
© Sage Software Australia Pty Ltd 37
Chapter 1. Installing and configuring Time+Billing
Enter WIP balances
1. Open the “New WIP Adjustment” window:
Click the button; or
Press F6; or
From the
Input menu, click WIP Adjustment.
The “New WIP Adjustment” window will open.
Time+Billing 2016
Figure 21: The “New WIP Adjustment” window
2. Select either Opening DR or Opening CR.
3. Complete the “New WIP Adjustment” window. Note that the Staff and Units fields are optional.
4. Click Post and then Close.
Tip: For information on the "New WIP Adjustment" window, press F1 to display the online help.
Enter individual WIP transactions
To enter individual WIP transactions, refer to:
Chapter 5 – Entering Timesheets
Chapter 6 – Entering Disbursements
Chapter 7 – Entering WIP Adjustments
Fee types and schedules
You can now set up the following types of scheduled fees for jobs:
WIP: The invoiced value of the job is determined from entries (timesheets, disbursements and adjustments) posted to it.
Fixed: The client will be invoiced a fixed value. If the WIP value is not equal to the Fixed value, Time+Billing 2016 automatically creates a write-on or write-off adjustment.
Maximum: The client will be invoiced no more than the specified amount. If the WIP value is more than the Maximum value, Time+Billing 2016 automatically creates a write-off adjustment.
Minimum: The client will be invoiced no less than the specified amount. If the WIP value is less than the Minimum value, Time+Billing 2016 automatically creates a write-on adjustment.
Note: Fixed, Maximum and Mininum fee values can include or exclude disbursements.
You can set up a number of scheduled fees for a job that specify the dates that the Job should be invoiced and the Fee Type calculation to be applied.
38 © Sage Software Australia Pty Ltd
Time+Billing 2016 Fee types and schedules
Setting up scheduled fees
You can set up individual scheduled fees for a job, or you can create multiple recurring scheduled fees.
To set up a single scheduled fee for a job
If the job does not already have a scheduled fee set up, do the following to create a single fee for it.
1. Select the client for whom the scheduled fee is to be set up.
2. On the Access Panel, click the Jobs icon to open the “Jobs for:” window.
Figure 22: The "Jobs for:" window
3. In the top pane, highlight the job for which the scheduled fee is to be set up. If the job does not exist, you can click
New to create it.
4. If the Fee Type column currently displays ‘WIP’, click to open the “New Scheduled Fee” window.
© Sage Software Australia Pty Ltd 39
Chapter 1. Installing and configuring Time+Billing Time+Billing 2016
Figure 23: The "New Schedule Fee" window
5. Complete the fields on the “New Scheduled fee” window and click Save.
Tip: If the Scheduled Value is to include disbursements, clear the Plus Disbursements check box. If the check box is selected, disbursement costs will be added to the fee.
To set up multiple scheduled fees for a job
You can either add individual scheduled fees to a job, or create multiple recurring scheduled fees.
1. Select the client for whom the scheduled fees are to be set up.
2. On the Access Panel, click the Jobs icon to open the “Jobs for:” window.
40
Figure 24: The "Jobs for:" window
3. In the top pane, highlight the job for which the scheduled fees to be set up. If the job does not exist, you can click New to create it.
4. On the upper row of buttons, click Schedule to open the “Job Fee Schedule” window, which lists the current scheduled fees for the job.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Fee types and schedules
Figure 25: The "Job Fee Schedule" window
5. To add new scheduled fees, click New. If there are no existing scheduled fees for the job, you will be given the choice to either create a single scheduled fee or use a wizard to create multiple recurring scheduled fees.
If you click Manual, the “New Schedule Fee” window will open for you to enter details of a single scheduled fee.
Figure 26: The "New Schedule Fee" window
If you click
Wizard, the “Fee Schedule Wizard” window will open for you to enter details of recurring scheduled fees.
© Sage Software Australia Pty Ltd 41
Chapter 1. Installing and configuring Time+Billing Time+Billing 2016
Figure 27: The "Fee Schedule Wizard" window
6. On the “New Schedule Fee” or “Fee Schedule Wizard” window complete the
Scheduled
Fee Details fields.
Note: Scheduled fees created with the “Fee Schedule Wizard” window can be set to include
or exclude disbursement costs. You can edit the individual scheduled fees afterwards to
change this.
7. If you selected the Wizard option, on the “Fee Schedule Wizard” window, under
Recurrence Pattern, select whether the scheduled fees are to recur Weekly, Monthly or
Yearly, and then complete the relevant fields.
42
8. Click Save and Close to save the new fee schedule and exit the window.
9. If you want to add another scheduled fee to the job, on the “Job Fee Schedule” window, click New to open the “New Scheduled Fee” window.
10. Click Close to exit the “Job Fee Schedule” window.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Fee types and schedules
Editing scheduled fees
You can edit uninvoiced scheduled fees for jobs that have not been closed.
1. Select the client for whom the scheduled fees are to be edited.
2. On the Access Panel, click the Jobs icon to open the “Jobs for:” window.
3. In the top pane, highlight the job for which the Fee Schedule is to be edited.
If the Fee Type column displays ‘Fixed’, ‘Maximum’ or ‘Minimum’, click to open the
“Edit Scheduled Fee” window.
If the Fee Type column displays ‘Schedule’, click Schedule on the upper row of buttons to open the “Job Fee Schedule” window, which lists thescheduled fees for the job.
Highlight the scheduled fee to be edited and click Edit to open the “Edit Scheduled Fee” window.
Figure 28:The "Edit Scheduled Fee" window
4. Complete the Scheduled Fee Details fields.
5. Click Save and Close to save your changes and exit the window.
6. Click Close to exit the “Job Fee Schedule” window.
Deleting scheduled fees
You can delete uninvoiced scheduled fees for jobs that have not been closed.
1. Select the client for whom the scheduled fees are to be deleted.
2. On the Access Panel, click the Jobs icon to open the “Jobs for:” window.
3. In the top pane, highlight the job for which scheduled fees are to be deleted.
4. Click Schedule to open the “Job Fee Schedule” window.
© Sage Software Australia Pty Ltd 43
Chapter 1. Installing and configuring Time+Billing Time+Billing 2016
5. Highlight a scheduled fee to be deleted, and click
Delete. The “Delete Scheduled Items” window will open
Figure 29: The "Delete Scheduled Items" window
6. To delete only the highlighted scheduled fee, select the Selected Item check box. To delete all the uninvoiced scheduled fees listed in the “ Job Fee Schedule” window, select the
All
Uninvoiced Items check box.
You can limit the scheduled fees to be deleted to those that fall between a date range specified in the Start Date and End Date fields.
7. Click OK to delete the scheduled fees.
8. On the “Attention” window, click OK to confirm the deletions.
Viewing scheduled fees
You can view all or selected scheduled fees that have been set up.
1. From the View menu, click Fee Schedule Overview to open the “Fee Schedule Overview” window.
44
Figure 30: The "Fee Schedule Overview"
2. Under Date Settings and Client Setting, select the date range, invoice status and client for which the scheduled fees are to be listed. To view all fee schedule items, leave the fields blank and select Show all.
3. Click Refresh Items to list your selected fee schedule items.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Enter opening debtor balances
4. To view details of an associated job, highlight a fee schedule item, and click
View Job to open the “Jobs for” window.
Enter opening debtor balances
There are two ways that you can enter debtors ledger opening balances:
Enter a debtor balance for each client.
For each outstanding invoice, enter the invoice. This method is very time consuming, but will result in detailed Time+Billing 2016 information.
Enter debtor balances
1. Do any of the following to open the “New Debtor Adjustment” window:
Press the button.
Press F9.
From the Input menu, click Debtor Adjustment.
Figure 31: The "New Debtor Adjustment” window
2. Click either
Opening DR or Opening CR.
3. Complete the “New Debtor Adjustment” window.
4. Click Post and then Close.
Tip: For information on the "New Debtor Adjustment" window, press F1 to display the online help.
Enter outstanding invoices
© Sage Software Australia Pty Ltd 45
Chapter 1. Installing and configuring Time+Billing Time+Billing 2016
BPAY facilities
You can configure Time+Billing 2016 for receiving payments via BPAY to enable your
Customers to pay their bills via telephone and on-line banking.
To create BPAY facilities, you have to obtain a Biller Code number from your bank. This is a unique number that identifies your organisation. Time+Billing 2016 will then allocate a
Customer Reference number to each client in your database. Invoices that you generate will all have the BPAY logo with the Biller Code and the relevant Customer Reference number.
To configure the BPAY settings
1. From the Options menu, click BPAY Setup. The "BPAY Setup" window will open.
Figure 32: The "BPAY Setup" window
2. In the Biller Code field, type the unique biller code that your bank has assigned to you.
3. Click Assign BPay Customer Reference Numbers for Time+Billing 2016 to allocate reference numbers for the existing clients.
4. Click Report to generate a 30-customer sample report that you can send to the bank for approval and validation.
The report will have the Biller Code as header, and have three columns with the following information:
The Sage HandiSoft client reference code
The Customer Reference Number
The Customer Reference Number with the check digit
5. Click OK to confirm the BPay settings and close the "BPAY Setup" window.
Time+Billing 2016 will automatically allocate a Customer Reference number to any new clients.
Caution: Once you have entered the BPAY settings you will not be able to change them in the "BPAY Setup" window.
46 © Sage Software Australia Pty Ltd
Time+Billing 2016 Credit card surcharges
Credit card surcharges
If you intend charging a surcharge for clients making payments with credit cards, you can create
fee scales that can be selected when creating invoices .
You can set the charges to be a flat fee or a percentage of the total invoiced amount.
1. From the Options menu, click Credit Card Setup to open the “Fee Scale” window.
Figure 33: The "Fee Scale" window
2. Click New to enter new fees.
3. Complete the columns as required.
Leave either the
Percent… or Amount field blank, depending on whether a flat fee or percentage is to be applied.
Note: The credit card fee includes GST. If it is a percentage of the invoice total, it is calculated from the GST exclusive component.
4. Click Save and Close.
© Sage Software Australia Pty Ltd 47
Chapter 2. Suggested workflow
This chapter provides an overview of the workflow for using Time+Billing 2016. From this information, you should be able to establish a workflow that will suit your office.
Caution: Before entering Time+Billing 2016 data, you must configure the program. Some configuration settings cannot be altered once data has been entered. To configure
Time+Billing 2016, follow the instructions in Chapter 1, "Installing and configuring Time+Billing
2016".
The following workflow is not the only way of organising your work. There may be a more efficient way of doing things in your firm. Sage Software Australia recommends that you establish internal procedures on the following items before entering data.
Creating budgets
You can set up an organisation structure
for your firm and create budgets for the different levels and individual staff members
. You can also create budgets for your Jobs and Clients .
The budget and actual figures are used on productivity reports that you can run.
See Chapter 3, “Budgets”.
Entering timesheets
Details of the work performed by your firm’s staff members are recorded on timesheets in
Time+Billing 2016.
In Time+Billing 2016, timesheet information is stored in the Work In Progress (WIP) Ledgers of individual clients.
If jobs are linked to Jobflow Manager jobs, you can select Jobflow Manager tasks that are in progress or completed to be included in staff timesheets.
Who enters the timesheets
Timesheets can either be entered by individual staff members (everyone will input their own), or
by a person nominated by your firm.
Individuals may enter their own timesheets throughout the day as they perform their professional duties. Those with appropriate permission settings can also post the timesheet items to the WIP Ledger as they enter them.
The Time Slip feature enables staff members to log their times onto time slips. The information
on these time slips is then automatically transferred onto the relevant timesheets.
See Chapter 5, "Entering timesheets".
How often are timesheets entered
Timesheets can be entered as frequently as your firm requires. Some firms enter timesheets
daily while others enter them weekly.
See Chapter 5, "Entering timesheets".
© Sage Software Australia Pty Ltd 49
Chapter 2. Suggested workflow Time+Billing 2016
Entering disbursements
Your firm may incur costs on behalf of its clients. In order for these costs to be invoiced to the
client, they need to be recorded in the WIP Ledger as disbursements . Examples of such costs
would include photocopying and courier expenses.
To enter disbursements in Time+Billing 2016, press
F7 or, from the Input menu, click
Disbursement. Disbursements can be entered as frequently as your firm requires.
See Chapter 6, "Entering disbursements".
Entering WIP adjustments
Occasionally there will be a need to adjust the balance of the WIP Ledger for a particular client.
Situations that could require a WIP Adjustment would include:
Work performed for a client has exceeded the budget and some of the WIP is to be Written
Off
Some of the WIP on this client's WIP Ledger is to be transferred to another client's WIP
Ledger.
See Chapter 7, "Entering WIP adjustments".
Entering invoices
Using Time+Billing 2016, you can create two different types of invoices:
WIP invoices . WIP invoices impact on both the Debtors and WIP ledgers. When you
create a WIP invoice, Time+Billing 2016 will increase the client's Debtors Ledger and decrease the client's WIP Ledger.
. In some instances, you do not keep track of your WIP. Perhaps a client
comes to you with a tax return, which you prepare immediately and invoice the client. You do not have to keep track of that WIP if you do not want to. When you invoice the client, you prepare a No-WIP invoice. A No-WIP invoice will only affect the client's Debtors Ledger
– the WIP Ledger will be neither increased nor decreased.
Working with WIP invoices
WIP data (which has been entered into Time+Billing 2016 as timesheets, disbursements and
WIP adjustments) will eventually be invoiced to your clients . Once a WIP transaction is
invoiced, that transaction will be marked as Invoiced WIP and the invoice number will be attached to the required WIP transactions.
See Chapter 8, "Entering invoices".
Working with No WIP invoices
If you create a No WIP invoice , you are not concerned about the WIP Ledger. Therefore, you
will not print WIP reports, and will not consider writing on or off WIP. To create a No WIP invoice, simply input and print the invoice.
See Chapter 8, "Entering invoices".
Entering receipts
You enter payments received from your clients into Time+Billing 2016 as receipts. The effect of a receipt on the Debtors Ledger of a client would be to reduce the balance of that Debtors
Ledger.
See Chapter 9, "Entering receipts and bank deposit slips".
50 © Sage Software Australia Pty Ltd
Time+Billing 2016 Creating bank deposit slips
Creating bank deposit slips
The payments that your firm receives from its clients will be deposited in a bank account. When you go to the bank to make a deposit, you would generally present the bank with a Deposit Slip
detailing the funds that are being deposited. Time+Billing 2016 is able to generate deposit slips
for you.
If your firm wants Time+Billing 2016 to generate deposit slips, you must enable this feature
through the Options / General menu item.
See Chapter 9, "Entering receipts and bank deposit slips".
Entering debtor adjustments
Occasionally there will be a need to adjust the balance of the Debtors Ledger for a particular
client. Situations that could require a Debtor Adjustment would include:
A discount is to be provided to a client;
A client has been unable to meet their debt and the amount is to be written off as a Bad
Debt;
An amount from this client's Debtors Ledger is to be transferred to another client's Debtors
Ledger.
See Chapter 10, "Entering debtor adjustments".
Produce statements
Statements display the transactions that have passed through each client's Debtors Ledger (for example, Invoice, Receipt, and Debtor adjustments) and display "Ageing" of the client's debts.
Use statements to remind clients of any unpaid invoices. Your firm may want to send statements to clients on a regular basis.
See Chapter 14, "Producing statements".
Reconciling Time+Billing
You should reconcile both the WIP and Debtors ledgers on a regular basis.
Reconciliation is performed to check that one grouping of records agrees with another. It is performed to check the accuracy of data. For example, the Debtor Reconciliation could involve comparing your firm’s manual records of the total amount invoiced to the total amount that
Time+Billing 2016 says has been invoiced.
Your firm will determine the frequency of reconciliation, and the manner in which they are performed.
Printing management reports
Your firm will require reports to be generated on a regular basis, whether it is weekly, monthly and/or annually. Your firm will determine the reports that will require printing and the frequency with which they are printed.
Maintaining your data
From time to time, you will need to access the
Tools menu to perform certain maintenance functions in Time+Billing 2016.
For detailed information, please refer to Chapter 1, "Installing and configuring Time+Billing
2016" and Chapter 15, "Maintaining your data".
© Sage Software Australia Pty Ltd 51
Chapter 3. Budgets
Time+Billing 2016 enables you to allocate budgets to staff members, clients and jobs. You can also create an organisation structure and then allocate budgets to the individual levels.
Your organisation structure
Time+Billing 2016 enables you to set up the following structure. You can remove levels to suit your requirements.
The first step on setting up your organisation structure is to decide how many levels you require.
For example, you may only want to enter budget figures for individual staff members. You might want to group your staff under your partners, and then enter budget figures for each partner.
© Sage Software Australia Pty Ltd 53
Chapter 3. Budgets
Selecting your organisation structure levels
1. From the View menu, click Budgets to open the “Budgets Entry” window.
Time+Billing 2016
Figure 34: The "Budgets Entry (Staff)" window
2. Click
Options, and then OK on the “Attention” window. The “Budget Options” window will open.
54
Figure 35: The "Budget Options" window
3. On the “Budget Options” window, select the check boxes for the required levels for your organisation structure. For example, if you only want to enter budget figures for your individual staff members, clear all the check boxes.
Caution: If you clear any check boxes, any structure and budget information you have entered for those levels will be deleted.
4. Click OK to return to the “Budgets Entry” window.
The number of tabs across the top of the window depends on your settings on the “Budget
Options” window. If you selected all the check boxes, there will be the following tabs.
Note: If you cleared all the check boxes, only the tabs shown in bold will be available.
Staff Budgets
Team Budgets
Manager Budgets
Partner Budgets
Office Budgets
Job Budgets
Client Budgets
© Sage Software Australia Pty Ltd
Time+Billing 2016 Your organisation structure
Importing teams from groups
If you have set up groups in Time+Billing 2016, you are given one chance to import those
groups as teams when you first set up your organisation structure.
1. From the
View menu, click Budgets to open the “Budgets Entry” window.
2. Click the
Team Budgets tab.
If you have not yet set up any teams, the “Add Teams” window will open.
Figure 36: The "Add Teams" window
3. Under Options, select Import groups as teams.
The groups that you have created will be imported as teams. You can now add, remove and change teams as required.
Setting up your organisation structure
Now that you have selected the levels in your organisation structure, you can allocate members
Add staff members to teams
1. If you have not yet done so, from the View menu, click Budgets to open the “Budgets
Entry” window.
2. Click Structure to open the “Organisation Structure” window.
© Sage Software Australia Pty Ltd
Figure 37: The "Organisation Structure" window
55
Chapter 3. Budgets Time+Billing 2016
3. Click the
Teams/Staff tab. The upper pane of the window lists the teams in your organisation, while the lower pane lists the members of the highlighted team.
Use Team Budgets check box on the
“Budget Options” window is cleared.)
4. To add a team, click Teams to activate the top row of buttons, and then click New.
5. On the “Team Name” window, type the name of your new team and click OK.
Figure 38: The "Team Name" window
6. Repeat the previous steps to add your other teams.
7. On the upper pane, highlight the team to which you want to add members.
8. Click
Staff to activate the lower row of buttons, and then click Add.
9. On the “Staff” window. highlight a staff member to add to the team, and then click Select.
Figure 39: The "Staff" window
Tip: If necessary, you can click New or Edit to add or edit staff members before selecting them.
10. Repeat the previous steps to add more staff members to the teams.
Assign managers to the teams
1. On the “Organisation Structure” window, click the Managers/Teams tab.
56 © Sage Software Australia Pty Ltd
Time+Billing 2016 Your organisation structure
Figure 40: The "Organisation Structure (Managers/Teams)" window
The upper pane lists the staff members who have been designated as managers on the
“Users” ( View / Users) window. The lower pane shows the highlighted manager’s team.
Use Manager Budgets check box on the “Budget Options” window is cleared.)
2. On the upper pane, highlight the manager you want to assign to a team.
3. Click Teams to activate the lower row of buttons, and then click Add.
Figure 41: The "Select Team" window
4. On the “Select Team” window, highlight the required team and click Select
5. Repeat the previous steps to assign more managers to the teams.
© Sage Software Australia Pty Ltd 57
Chapter 3. Budgets
Group managers under partners
1. On the “Organisation Structure” window, click the Partners/Managers tab.
Time+Billing 2016
Figure 42: The "Organisation Structure (Partners/Managers)" window
The upper pane lists the staff members who have been designated as partners on the
“Users” ( View / Users) window. The lower pane shows the managers reporting to the highlighted partner.
Use Partner Budgets check box on the “Budget Options” window is cleared.)
2. On the upper pane, highlight the partner to whom you want to assign managers.
3. Click Managers to activate the lower row of buttons, and then click Add.
58
Figure 43: The "Select Manager" window
4. On the “Select Manager” window, highlight the required manager and click Select
5. Repeat the previous steps to allocate more managers to the partners.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Your organisation structure
Group partners into offices
1. On the “Organisation Structure” window, click the Offices/Partners tab.
Figure 44: The "Organisation Structure (Offices/Partners)" window
The upper pane lists your offices created on the “Offices” ( View / Offices) window. The lower pane shows the partners grouped under the highlighted office.
Use Office Budgets check box on the “Budget Options” window is cleared.)
2. On the upper pane, highlight the office to which you want to assign partners.
3. Click
Partners to activate the lower row of buttons, and then click Add.
Figure 45: The "Select Partner" window
4. On the “Select Partner” window, highlight the required partner and click Select
5. Repeat the previous steps to allocate more partners to the offices.
Once you have completed your organisation structure, you can allocate budgets to the levels.
© Sage Software Australia Pty Ltd 59
Chapter 3. Budgets Time+Billing 2016
Allocating organisation budgets
You are able to allocate budgets to your staff members, clients and jobs.
If you have set up an organisation structure, depending on the levels you have included in your organisation structure, you can also allocate budgets to your teams, managers, partners and offices.
Staff budgets
This procedure shows how you allocate budgets to your individual staff members.
1. From the View menu, click Budgets to open the “Budgets Entry” window.
2. Click the Staff Budgets tab.
3. Highlight the staff member to whom a budget is to be allocated.
4. You can type budget values for each month in the Billable Time (Units) and Fees ($) columns.
Alternatively, click to open the “Monthly Units & Fees Calculator” window.
Tip: As a shortcut, you can click on a month to open the “Monthly Units & Fees
Calculator” window with that month already selected.
60
Figure 46: The "Monthly Units & Fees Calculator" window
If
Charge Rates and Units To Enter have been set up for the staff member on the “Staff
Detail” (
View / Staff / Edit) window, the monthly budget figures will already be calculated.
See “Entering staff details” in Chapter 1, “Installing and configuring Time+Billing”.
5. On the calendar pane, select the month for which the budget is being calculated. You can click the arrows to move to the previous and next months, or you can click on the month title bar and select the required month.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Allocating organisation budgets
The days shown in green are work days. You can change a day by double-clicking on it or by right-clicking on it and selecting Work Day or Non-work Day.
Tip: If you have the Practice Manager program installed, public holidays and annual leave days entered there will already be shown as non-work days.
6. Under Charge Rates, select the applicable rate, and then, under Units Worked per Day, enter the number of units the staff member is to work on weekdays, Saturdays and Sundays for the selected month.
Note: If you select Saturdays and Sundays as work days, make sure that you enter values in the Units per Saturday and Units per Sunday fields.
7. The Monthly Fees field will display the calculated dollar value for the month. You can adjust it by editing the amounts in the Units for Month and Charge Rate fields.
8. If desired, select other months and repeat the process.
9. Click OK to accept the values and return to the “Budgets Entry” window.
10. Edit the Billable Time (Units) and Fees ($) fields as required.
To copy budget values from one month to the following month, highlight the first month and click Repeat.
To copy the budget values from one month into all the months, highlight the month with the values and click Fill.
Note: The use of the Fill button is not recommended, because the months do not all have the same number of work days. It is preferable to have the budget figures for staff members automatically calculated from the Charge Rates and Units To Enter values entered on the “Staff Detail” (
View / Staff / Edit) window.
11. In the Prod (%) column, enter the percentage of the budget values that the staff member is expected to achieve each month. Time+Billing 2016 uses this information in Staff
Productivity reports.
12. Click Save to save the budget values.
To copy budget values to other staff members
Once you have entered budget values for one staff member, you can copy them to other staff members.
1. On the “Budgets Entry” window, click the Staff Budgets tab.
2. Highlight the staff member with the budget figures you want to copy, and click Copy.
3. Highlight the staff member to whom you want to copy the budget figures, and click Paste.
4. Edit the values as required.
5. Click
Save.
Team budgets
This procedure shows how you allocate budgets to your teams that you have set up as part of your organisation structure.
1. From the View menu, click Budgets to open the “Budgets Entry” window.
2. Click the Team Budgets tab.
Note: This tab will not be available if you have set up your organisation structure so that it
does not have a team level. (The Use Team Budgets check box on the “Budget Options” window is cleared.)
© Sage Software Australia Pty Ltd 61
Chapter 3. Budgets Time+Billing 2016
Figure 47: The "Budgets Entry" (Team Budgets)" window
3. To automatically calculate the team budgets from their team members’ budgets, click
Update.
Caution: If you click Update, any manual changes you have made to any of the team budgets will be lost.
4. Click OK on the “Attention” box.
The Billable Time (Units) and Fees ($) columns will be automatically completed.
Tip: If you change the budget figures for a team member, you can click Update to update the team budgets accordingly. Please note that this will delete any values you have manually entered for all team budgets.
5. If necessary, you can highlight individual teams, and manually edit their budget figures.
6. Click Save.
62 © Sage Software Australia Pty Ltd
Time+Billing 2016 Allocating organisation budgets
Manager budgets
This procedure shows how you allocate budgets to your managers that you have set up as part of your organisation structure.
1. From the
View menu, click Budgets to open the “Budgets Entry” window.
2. Click the
Manager Budgets tab.
Note: This tab will not be available if you have set up your organisation structure so that it
does not have a manager level. (The Use Manager Budgets check box on the “Budget
Options” window is cleared.)
Figure 48: The "Budgets Entry" (Manager Budgets)" window
3. To automatically calculate the manager budget from the lower levels’ budgets, click Update.
Caution: If you click Update, any manual changes you have made to any of the manager budgets will be lost.
4. Click OK on the “Attention” box.
The Billable Time (Units) and Fees ($) columns will be automatically completed.
Tip: If you change the budget figures for a lower level, you can click Update to update the manager budgets accordingly. Please note that this will delete any values you have manually entered for all manager budgets.
5. If necessary, you can highlight individual managers, and manually edit their budget figures.
6. Click Save.
© Sage Software Australia Pty Ltd 63
Chapter 3. Budgets Time+Billing 2016
Partner budgets
This procedure shows how you allocate budgets to your partners that you have set up as part of your organisation structure.
1. From the
View menu, click Budgets to open the “Budgets Entry” window.
2. Click the
Partner Budgets tab.
Note: This tab will not be available if you have set up your organisation structure so that it
does not have a partner level. (The Use Partner Budgets check box on the “Budget
Options” window is cleared.)
64
Figure 49: The "Budgets Entry" (Partner Budgets)" window
3. To automatically calculate the partner budgets from the lower levels’ budgets, click Update.
Caution: If you click Update, any manual changes you have made to any of the partners’ budgets will be lost.
4. Click OK on the “Attention” box.
The Billable Time (Units) and Fees ($) columns will be automatically completed.
Tip: If you change the budget figures for a lower level, you can click Update to update the partner budgets accordingly. Please note that this will delete any values you have manually entered for all partner budgets.
5. If necessary, you can highlight individual partners and manually edit their budget figures.
6. Click Save.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Allocating organisation budgets
Office budgets
This procedure shows how you allocate budgets to your offices that you have set up as part of your organisation structure.
1. From the
View menu, click Budgets to open the “Budgets Entry” window.
2. Click the
Office Budgets tab.
Note: This tab will not be available if you have set up your organisation structure so that it
does not have an office level. (The Use Office Budgets check box on the “Budget Options” window is cleared.)
Figure 50: The "Budgets Entry" (Office Budgets)" window
3. To automatically calculate the office budgets from the lower levels’ budgets, click Update.
Caution: If you click Update, any manual changes you have made to any of the offices’ budgets will be lost.
4. Click OK on the “Attention” box.
The Billable Time (Units) and Fees ($) columns will be automatically completed.
Tip: If you change the budget figures for a lower level, you can click Update to update the office budgets accordingly. Please note that this will delete any values you have manually entered for all office budgets.
5. If necessary, you can highlight individual offices and manually edit their budget figures.
6. Click Save.
© Sage Software Australia Pty Ltd 65
Chapter 3. Budgets Time+Billing 2016
Client and Job budgets
You are also able to allocate budgets to your clients and to jobs you have created for them. You can either enter the client budgets manually or have them automatically calculated from budgets you have allocated to jobs for each client.
Job budgets – method 1
This procedure shows how you allocate budgets to jobs you have created for your clients.
1. From the View menu, click Budgets to open the “Budgets Entry” window.
2. Click the Job Budgets tab.
Figure 51: The "Budgets Entry" (Job Budgets) window
3. The window lists the jobs you have created for your clients, and enables you to allocate a budget to each job.
4. On the job list, highlight the job to which you want to allocate a budget.
5. In the Billable Time (Units) and Fees ($) column fields, enter the budget figures for each month.
Tip: You can speed up your data entry by typing in budget figures for one month and then clicking Repeat to copy the figures into the following month, or clicking Fill to copy the figures to all the months.
6. Complete the budget figures for your other jobs.
Tip: You can use the Copy and Paste buttons to copy values from one job to another.
7. Click Save.
Client budgets – method 1
This procedure shows how you allocate budgets to your clients.
1. From the View menu, click Budgets to open the “Budgets Entry” window.
2. Click the
Client Budgets tab.
66 © Sage Software Australia Pty Ltd
Time+Billing 2016 Client and Job budgets
Figure 52: The "Budgets Entry" (Client Budgets)" window
3. On the client list, highlight the client to whom you want to allocate a budget.
4. If you want to automatically calculate the client budget from the job budgets, click Update.
5. On the “Update Client Budgets” window, select whether you want to automatically update the budget for the Highlighted Client only or All Clients.
Caution: This will overwrite any budget figures you have already entered.
6. Click OK.
7. In the Billable Time (Units) and Fees ($) column fields, adjust the budget figures as necessary.
Tip: You can speed up your data entry by typing in budget figures for one month and then clicking Repeat to copy the figures into the following month, or clicking Fill to copy the figures to all the months.
8. Complete the budget figures for your other clients.
Tip: You can use the Copy and Paste buttons to copy values from one client to another.
9. Click Save.
Job and client budgets – method 2
This is an alternative procedure for allocating budgets to jobs and clients that does not provide automatic calculation of the client budget from the job budgets.
1. If necessary, press
F3 to open the main “Clients View” window.
2. Highlight the required client and, on the Access Panel, click Jobs to open the “Jobs for” window.
3. Highlight the job for which you want enter a budget, and click the
Job Budget tab.
© Sage Software Australia Pty Ltd 67
Chapter 3. Budgets Time+Billing 2016
Figure 53: The "Jobs for" (Job Budget)" window
4. In the
Billable Time (Units) and Fees ($) column fields, enter the budget figures for each month.
Tip: You can speed up your data entry by typing in budget figures for one month and then clicking Repeat to copy the figures into the following month, or clicking Fill to copy the figures to all the months.
5. Click Save.
6. If required, complete the budget figures for the other jobs for the client.
Tip: You can use the Copy and Paste buttons to copy values from one job to another.
7. To enter a budget for the client, click the Client Budget tab.
68
Figure 54: The "Jobs for" (Client Budget)" window
8. In the Billable Time (Units) and Fees ($) column fields, enter the budget figures for each month.
Tip: You can speed up your data entry by typing in budget figures for one month and then clicking Repeat to copy the figures into the following month, or clicking Fill to copy the figures to all the months.
9. Click Save.
10. Click Close to exit from the “Jobs for” window.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Moving between years
Moving between years
The Previous Year and Next Year buttons enable you to view and edit your budget figures for each financial year.
If you add or edit information in a financial year, you can click Roll to roll it over into the following year.
Caution: If you roll budget figures from one year into the next, any information already entered in that year will be lost.
© Sage Software Australia Pty Ltd 69
Chapter 4. Using the client database
The Client database records details of your firm's clients.
All Sage HandiSoft Software programs share a common client database. Because of this, you only need to record the change in a client's details once. For example if you make a change to a client address in Time+Billing 2016, all your Sage HandiSoft programs are updated.
Opening the client database
To access the client database, do any of the following:
Click the Clients button on the Access Panel.
Click the
Press F3.
toolbar button.
From the Clients menu, click View.
The “Clients” window will open.
Figure 55: The "Clients” window
Tip: For information on the "Clients" window, press F1 to display the online help.
Configuring the main window
Information in the last five columns
The last five columns on the “Clients” window are able to display the following information:
© Sage Software Australia Pty Ltd 71
Chapter 4. Using the client database Time+Billing 2016
The client’s
TFN (Tax File Number)
The WIP
The client’s
WIP Ledger balance
The client’s
Billable Balance, which is the sum of the current WIP balance and the Interim
Balance.
The client’s Debtors Ledger balance
The Partner, Manager, Staff member, and Office allocated to the client.
You can specify the information to be displayed in the last five columns.
1. From the Options menu, click Clients to open the “Clients Options” window.
Figure 56: The ”Clients Options” window
2. Under Client Browser’s Last Five Columns, select the information to be displayed in the
Fifth Last, Fourth Last, Third Last, Second Last and Last columns. This can include client database information and information on the General and Categories tabs of the
“Client Extra Detail” window.
Tip: If you use interim invoices , you can select
Interim Balance to be displayed in one of the columns
3. Click OK to confirm your selection and close the “Clients Options” window.
Hiding phone and email information
You can specify that the client phone and email information pane is not displayed on the main
“Clients” window.
1. From the Options menu, click Clients to open the “Clients Options” window.
2. Under Phone / Email Options, select the Hide Phone / Email Details check box to hide the client phone and email information on the “Clients” window.
3. Click OK to confirm your selection and close the “Client Options” window.
72 © Sage Software Australia Pty Ltd
Time+Billing 2016 Listing selected clients
Access panel display options
You can specify whether and how the Access Panel is displayed on the main “Clients” window.
1. From the Options menu, click Clients Display to open the “Client Display Options” window.
Figure 57: The "Client Display Options" window
2. Under Sidebar Options, select the Hide Sidebar check box if you do not want the sidebar
Access Panel to be displayed.
3. Under Sidebar Icons Size, you can select whether the Access Panel buttons are to be large or small.
4. Under Display Options:
Select the Hide Client Database on Client Selection check box if you do not want the client list to be displayed after you have selected a client.
Select the
Hide Client Database on Startup check box if you do not want the client list to be displayed when Time+Billing 2016 starts.
5. Click
OK to confirm your selection and close the “Client Display Options” window.
Listing selected clients
When you enter or edit clients in the "Clients Detail" window, you can allocate them to a specific partner, manager, staff member and office. You can also indicate whether the client is current or not.
When you list the clients in the “Clients” window, you can use the Client Type field to display only those clients who are current or those who are not. You can use the ID Type and ID
Member fields to display only those clients that have been allocated to a specific partner, manager, staff member or office.
For more information, refer to the "Advanced Features 2016" manual.
Adding a new client
To add a new client into the Client database:
© Sage Software Australia Pty Ltd 73
Chapter 4. Using the client database
1. If required, press
F3 to open the “Clients” window.
2. Click New to open the "Clients Detail" window.
Time+Billing 2016
Figure 58: The “Clients Detail” window
3. Complete the “Clients Detail” window, click
Save and then Close.
Tip: After completing the Details section information, you can click Copy details to select another client from which the Addresses, Phone Numbers and Email Addresses information is copied.
Note: It is possible to make a client non-chargeable, so that the rate defaults to zero when you make timesheet entries against that client.
To do so:
On the main window Access Panel, click Extra Details. On the "Client Extra Detail for" window, clear the Charge client check box.
Tip: For information on the "Clients Detail" window, press F1 to display the online help.
Editing a client
To edit a client in the Client database:
1. If required, press F3 to open the “Clients” window.
2. Highlight the client to be edited and click Edit to open the "Clients Detail" window.
3. Make the required changes on the “Clients Detail” window, click
Save and then Close.
Tip: If the client is deceased, you can enter the date this occurred in the Deceased field.
You will then be asked if the client Type is to be changed to Non-current.
Tip: For information on the "Clients Detail" window, press F1 to display the online help.
74 © Sage Software Australia Pty Ltd
Time+Billing 2016 Deleting a client
Deleting a client
All data can be deleted from a client in the following way:
1. From the Clients menu, click Delete. The "Delete Data or Client" window will open.
Figure 59: The “Delete Data or Client” window
The "Delete Data or Client" window can display a maximum of nine columns. Columns 1 to
4 (inclusive) will always display the same information, while you can use the "Clients
Options" window to set the information displayed in columns 5 to 9.
2. Highlight the required client.
Caution: If other Sage HandiSoft programs use this client information, you should only delete the Time+Billing 2016 data. Do not delete the client database record.
If you have the Practice Manager program installed, it provides a safe and easy method of deleting client records from your Sage HandiSoft programs.
To delete only the Time+Billing 2016 data, click Delete Data. After performing this action, the client will remain in the client database.
To delete both the Time+Billing 2016 data and the client database record, click
Delete
Client.
3. Read the various warning messages that appear. To proceed with the delete, click OK.
Changing a client’s Type
Clients in the database can have their Type set to Current or Non-current. To change a client’s Type, do the following:
1. If necessary, press
F3 to open the main “Clients” window.
2. Highlight the required client and click
Edit to open the “Clients Detail” window.
3. Under ID, in the Type field, select Current or Non-current. If you set the client to Noncurrent, today’s date will be automatically inserted into the
Non-Current Date field. If you change the client from Non-current to Current, the Non-Current Date field will be cleared.
Alternatively, you can enter a date in or clear the Non-Current Date field. You will be asked if the client’s type is to be changed accordingly.
Click OK to change the client’s Type.
© Sage Software Australia Pty Ltd 75
Chapter 4. Using the client database Time+Billing 2016
Accessing the Client Portal
The Client Portal provides a secure and convenient way of transferring documents between you and your clients.
To manage a client’s access to the Client Portal, on the “Clients Detail” window, in the
Client
Portal field click to open the “Client Portal Configuration for” window.
For more information on the Client Portal, see the Document Manager User Manual.
Changing the appearance of client names
Time+Billing 2016 gives you the ability to display names in the client database in a number of different formats.
To alter the display of client names:
1. From the
Options menu, click Clients. The "Clients Options" window will open.
2. Under Client Name Style, select the required style.
3. Click OK.
Client reference codes
The Ref… column of the "Clients" window displays the client reference codes. Time+Billing
2016 caters for different styles of client reference codes.
Note: You can set the reference code style in any of your Sage HandiSoft programs, and it will apply to all of them.
Default client reference codes
Client reference codes that Time+Billing 2016 automatically creates are referred to as default
client reference codes. Time+Billing 2016 offers two different styles of default client reference codes:
Standard
Tip: We recommend the use of Standard reference codes.
Time+Billing 2016 can assign a client reference code when a new client is being input into the
Client database. To have Time+Billing 2016 assign the reference code, leave the
Ref field blank and complete all other required fields in the “Clients Detail” window.
Standard client reference codes take the form of four alpha characters followed by a unique four-digit number.
Example: Time+Billing 2016 would assign Joe Bloggs the reference code of BLOG0001.
Username specific
Caution: The Reference Code Start box is specific to each user. Be sure to set this option for all required users.
Time+Billing 2016 can use a different style of client reference code based on which user initially adds the client into the client database. You could use this feature where:
Each user in the practice is to use their own style of client reference codes or
76 © Sage Software Australia Pty Ltd
Time+Billing 2016 Tagging clients
Time+Billing 2016 is installed on two different stand-alone computers (that is, the computers don’t share a common client database). To prevent Time+Billing 2016 assigning the same reference code to two different clients, each computer will use a different client referencing style.
To achieve this:
1. From the Options menu, click Clients.
The “Clients Options” window will open.
Figure 60: The "Clients Options" window
2. Complete the
Ref Start field and then click OK.
Example: If you type the digit “9” into the Ref Start field, then Time+Billing 2016 will assign client references as four alpha characters followed by a 9 followed by a unique 3 digit number; for example APPL9001.
User defined client reference codes
If the default client references assigned by Time+Billing 2016 are not suitable for your practice, you can specify your own client reference codes. When you add clients into your client database, it will be necessary to
physically type the reference code into the Ref field.
Example: ABC Accounting wants to assign client reference codes as the first four letters of the surname, followed by the client’s initials. Consequently, they would type "APPLJM" into the Ref field when they add Mr Joe Martin Appleyard into their client database.
Tagging clients
In Time+Billing 2016, you can perform some tasks on a group of clients, which you select by tagging.
Example: Two staff members are currently using Time+Billing 2016. They are using the user names of CAPE and JAMES.
© Sage Software Australia Pty Ltd 77
Chapter 4. Using the client database Time+Billing 2016
CAPE has tagged five clients that belong to the same family group. At the same time, JAMES can tag a number of clients with outstanding debtor balances.
Tag a client
1. If necessary, press F3 to open the “Clients” window.
Figure 61: The ”Clients” window
2. Highlight the required client.
3. Tag the client: Either click
Tag or press ALT+T.
When the client is tagged, an asterisk (*) appears in the second column.
Note: You can also tag a client from the “Clients Detail” window.
View tagged clients
You can view all the currently tagged clients at one time.
From the Clients menu, click Tag/Untag batches of clients. The “Tagged Clients” window will open.
78
Figure 62: The “Tagged Clients” window
© Sage Software Australia Pty Ltd
Time+Billing 2016 Recording client notes
Untagging clients
Untag a single client (method one)
A single client can be untagged manually as follows:
1. Press F3 to open the “Clients” window.
2. Highlight the required client.
3. Click Tag.
When the client is untagged, the second column does not display an asterisk (*).
Untag a single client (method two)
A single client can be untagged from the “Tagged Clients” window:
1. From the Clients menu, click Tagged. The “Tagged Clients” window will open.
2. Highlight the required client.
3. Click Untag.
Untag all clients
It is possible to untag ALL clients in one step:
1. From the
Clients menu, click Tagged. The “Tagged Clients” window will open.
2. Click Clear.
Recording client notes
You can attach multiple notes that contain any information to each client. You may want to record the date you received financial information from a client, or a client’s proposed business venture.
Add a client note
1. If necessary, press F3 to open the “Clients” window.
2. On the "Clients" window, highlight the client.
3. Click
Notes. The "Client Notes For" window will open, listing the notes already attached to the client.
Figure 63: The "Client Notes For" window
Tip: You can filter the notes listed by selecting a note type in the Type field. Select All to view all notes attached to the client.
Note: You can also add a note to a client by clicking Notes on the “Clients Detail” window.
© Sage Software Australia Pty Ltd 79
Chapter 4. Using the client database
4. Click
New to open the “Client Note” window.
Time+Billing 2016
Figure 64: The "Client Note" window
5. Enter details of the note, and then click Save and Close.
Tip:When you enter a note, you assign a specific Note Type. This makes it easier to search for notes.
An ‘N’ in the first column of the “Clients” window indicates that there are notes attached to the client.
Adding and editing client note types
When you create a client note, you can assign a note type to it. This enables you to filter notes by their note type.
The following default note types are available:
Invoicing
JobFlow
Superannuation
Tax
General
Consulting
Debtors
In addition to the default types, you can also create, edit and delete you r own custom note types.
1. From the Options menu, click Client Note Types to open the “Client Note Types” window.
80
Figure 65: The "Client Note Types" window
2. To add a new note type, click
Add. On the “Add Note Type” window, enter a name for the new note type.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Using the Jobs button
3. To edit or delete an unused custom note type, highlight the note type, and click Edit or
Delete.
4. If required, you can change the order in which the note types are listed by highlighting a note type and clicking the blue arrows to move it up or down.
The Client Notes report
You can generate a report that lists that lists notes attached to all or specified clients.
1. From the Reports menu, point to Clients and click Client Notes Report to open the “Client
Notes Report” window.
Figure 66: The "Client Notes Report" window
2. Complete the fields to specify the client notes to be included.
3. Click Query to run the report.
Using the Jobs button
From the “Clients” window Access Panel, you can use the Jobs button to obtain information on the highlighted client's jobs, and the WIP contained within each job.
1. If necessary, press F3 to open the “Clients” window.
2. Highlight the required client and then, on the Access Panel, click
Jobs. The "Jobs For" window will open.
© Sage Software Australia Pty Ltd 81
Chapter 4. Using the client database Time+Billing 2016
Figure 67: The “Jobs For” window
Tip: For information on the "Jobs For" window, press F1 to display the online help.
Using the Debtors button
From the “Clients” window, you are able to access the debtor transactions for the highlighted client.
1. If necessary, press F3 to open the “Clients” window and highlight the required client.
2. On the Access Panel, click
Debtors.
If the client has entries in the Debtors Ledger,, the “Debtor Ledger For” window will open.
Figure 68: The “Debtor Ledger For” window
Tip: For information on the "Debtor Ledger For" window, press F1 to display the online help.
Using the Extra Details button
Click the Extra Details button on the Access Panel to:
Set the debtor terms for the highlighted client.
Default debtor terms would have been specified in the “Clients Options” ( Options / Clients) window. However, using the Extra button, you may alter the debtor terms on a client-byclient basis if required.
82 © Sage Software Australia Pty Ltd
Time+Billing 2016 Using the Extra Details button
View the client summary information of the highlighted client.
The client summary information displays items such as the current WIP balance, last invoice date, and last receipt date.
Select whether the client is to be charged for jobs.
Using the "Client Extra Detail” window
1. If necessary, press
F3 to open the “Clients” window and highlight the required client.
2. On the Access Panel, click Extra Details. The "Client Extra Detail" window will open.
Figure 69: The ”Client Extra Detail” window
Tip: For information on the "Client Extra Detail" window, press F1 to display the online help.
Recalculating the client’s extra information
The information displayed in the "Client Extra Detail" window can be recalculated as frequently as required.
1. Ensure that you have backed up your Sage HandiSoft data, and check that no other users are running a Sage HandiSoft program.
2. From the
Tools menu, click Recalculate Client Summaries.
The “Recalculate Clients Summaries” window will open.
Figure 70: The “Recalculate Clients Summaries” window
3. Complete the “Recalculate Clients Summaries” window and then click OK.
4. If you selected the Last Year Totals check box and want to set the Jobs’ Estimate fields, on the “Set Each Job’s Estimate Field” window, select the Set Job Estimate check box. In the Add Percentage field, enter the percentage increase from the previous year.
© Sage Software Australia Pty Ltd 83
Chapter 4. Using the client database Time+Billing 2016
Figure 71: The “Set Each Job’s Estimate Field” window
5. Click OK.
6. An “Information” window will indicate successful processing.
Tip: For information on the "Recalculate Clients Summaries" window, press F1 to display the online help.
Creating a report on the client’s extra information
The information displayed in the “Client Extra Detail” window can be printed as a report:
From the Reports menu, point to Clients and then click Clients Invoiced-To WIP and
Debtor Summary Reports;
Or
From the Reports menu, click Report Designer, and then point to Clients and click Client
Summaries (From Start Date).
Using the Statement button
The Statement button on the Access Panel opens the “Statement for” window, which is used to create statements for the highlighted client.
1. If necessary, press F3 to open the “Clients” window and highlight the required client.
2. On the Access Panel, click Statement. The "Statement for" window will open.
84
Figure 72: The” Statement for” window
Note: The Statement button will only produce a statement for the highlighted client. To
create statements for multiple clients , from the
Tools menu, click Print Statements.
Tip: If you select the Calculate interest for overdue invoices check box, the interest will be calculated and added as a Debtors Adjustment when you run the statement.
3. Complete the fields in the "Statement for" window and click OK.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Printing client reports
Time+Billing 2016 will display the statement in the "Report Preview" window. From here, you can save and print the statement.
Tip: You are able to email the statement as a PDF attachment directly from the "Report
Preview" window. From the “Report Preview" window File menu, click Email as PDF.
Printing client reports
The Reports button on the Access Panel opens the “Run a report for” window, which lists the reports you can run for this client.
1. If necessary, press F3 to open the “Clients” window and highlight the required client.
2. On the Access Panel, click Reports. The "Run a report for" window will open.
Figure 73: The “Run a report for” window
3. Highlight the required report and then click Select.
Tip: The reports displayed in this window are also available from the main Reports menu.
Client extra details
If you have the Practice Manager program installed, you can store and retrieve additional client information from all your Sage HandiSoft programs.
© Sage Software Australia Pty Ltd 85
Chapter 4. Using the client database Time+Billing 2016
Figure 74: The "Client Extra Detail" window
For more information on the Client Extra Details facility, please refer to the "Advanced Features
2016" manual.
86 © Sage Software Australia Pty Ltd
Chapter 5. Client groups
If you have Practice Manager –Contact installed, it is possible to group clients that are related in some way into a client group under a designated Head Client.
This provides the following functions:
You can run reports on the client groups
Clients that are members of a group can have their addresses synchronised to that of the
Head Client.
Time+Billing invoices for member client jobs can be directed to the Head Client.
Creating and editing client groups
Adding a client group
Before you can assign clients to a group, you need to create the group.
Tip: If a group to which you want to assign a client does not exist, it is possible to create one
‘on the fly’ . See Adding clients via the “Clients Detail” window on page 91.
1. From the Clients menu, click Client Groups to open the “Client Groups” window:
Figure 75: The "Client Groups" window
2. On the upper row of buttons, click New to open the “New Group Details” window.
© Sage Software Australia Pty Ltd 87
Chapter 5. Client groups Time+Billing 2016
Figure 76: The "New Group Details" window
3. In the Name field, enter a name for the new group.
4. In the Group Ref field, either enter a reference number for the group or leave it blank for
Time+Billing 2016 to enter one.
5. If Time+Billing invoices to the group are to be directed to the Head Client, select the
Direct
Invoices to Head Client check box.
6. Click Save to create the new group and return to the “Client Groups” window.
The new group will be added to the list under Groups. If you selected the Direct Invoices to
Head Client check box, a ‘Y’ will be displayed in the Inv Head Client column.
Editing a client group
If required, you can change the name and invoice information of an existing group.
1. From the Clients menu, click Client Groups to open the “Client Groups” window.
2. Under Groups, highlight the group to be edited and click Edit to open the “Edit Group
Details” window.
Figure 77: The "Edit Group Details" window
3. Change the information on the Name field and the Direct Invoices to Head Client check box as required.
4. Click Save to save your changes and return to the “Client Groups” window.
Adding clients to group
Once a client group has been created, you can add member clients to it.
You can add multiple clients via the “Client Groups” window or you can add individual clients via the “Clients Detail” window.
88 © Sage Software Australia Pty Ltd
Time+Billing 2016 Adding clients to group
Adding clients via the “Client Groups” window
The “Client Groups” window allows you to add multiple clients to groups. You can also select the Head Client of each group and synchronise the addresses of the member clients to that of the Head Client.
1. From the Clients menu, click Client Groups to open the “Client Groups” window.
2. Under Groups, highlight the group to which members are to be added.
3. On the bottom row of buttons, click
Add to open the “Add Client To Group” window.
Figure 78: The "Add Client To Group" window
4. Click
Find, Tagged or Filter to select the clients to add to the list.
Find
Opens the “Client selection” window for you to select a single client.
Tagged
Figure 79: The "Client Selection" window
Opens the “Tagged Clients” window for you to select tagged clients.
© Sage Software Australia Pty Ltd 89
Chapter 5. Client groups Time+Billing 2016
Filter
Figure 80: The "Tagged Clients" window
Opens the “Client Filters” window for you to specify a filter for selecting clients.
Figure 81: The "Client Filters" window
5. When you have assembled the list of clients to be added to the group, click OK to return to the “Client Groups” window.
6. To set a Head Client for the group, highlight the required client and click
Set Head Client. A
‘Y’ will be displayed in the Head Client column.
90
7. To synchronise member client addresses with that of the Head Client, highlight the required clients and click
Sync Address. A ‘Y’ will be displayed in the Sync Address column.
8. Click
Close to exit the “Client Groups” window.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Adding clients to group
Adding clients via the “Clients Detail” window
You can assign a client to a group when you are entering their details on the “Clients Detail” window..
1. On the main “Client” window, click
New, Edit or View to open the “Clients Detail” window.
2. Under Related, in the Group Ref field, press F2 or click to open the “Select a Client
Group” window.
Figure 82: The "Select a Client Group" window
3. The “Select a Client Group” window lists the groups available for selection. You can do any of the following:
Highlight a group and click
Select to assign it to the client and to return to the “Clients
Detail” window.
If the desired group does not exist, click New to open the “New Group Details” window to create a new group.
If required, you can highlight a group and click Edit to open the “Edit Group Details” window to make changes to it.
To add more members to a group, highlight the group and click View to open the “Client
Groups” window.
4. If necessary, you can click Find to search for a group by Group Ref or Group Name.
© Sage Software Australia Pty Ltd 91
Chapter 5. Client groups Time+Billing 2016
Viewing relationships in a client group
In Practice Manager – Contact, it is possible to create relationships of client group members with other clients.
You can view a list of client group members that shows any such relationships that have been set up.
1. From the Clients menu, click Client Groups to open the “Client Groups” window:
2. On the top part of the “Client Groups” window, highlight the required client group and click
Group Related to open the “Group Related” window.
Figure 83: The "Group Related" window
3. To view any relationships with client group members, click the arrow next to the member client to expand the list.
92 © Sage Software Australia Pty Ltd
Chapter 6. Entering timesheets
To accurately charge clients, staff members must record the time they spend performing tasks for them. This information is recorded on a timesheet. A typical timesheet would contain details of:
Client reference code
Activity code
Cost code
Description of the work performed
Units of time spent performing the work
Staff member's Charge Rate
Once this timesheet information is entered into Time+Billing 2016, it is used to maintain the WIP
Ledger for each client. Transactions in the WIP Ledger are recorded as a dollar amount.
Example: Ron spent 1.5 hours coding bank statements. His firm has specified that there are
10 units per hour. Ron's timesheet shows that 16 units had been spent coding bank statements for this client.
Ron's time is charged out at $90 per hour. Therefore, Time+Billing 2016 would calculate the dollar value of this transaction as $135.
Remotely entering timesheet items using Sage HandiSoft
Connect
If you have purchased the Sage HandiSoft Connect module, you can enter and edit timesheet items remotely.
To do this:
1. Log into Sage HandiSoft Connect using your unique PIN.
2. On the Sage HandiSoft Connect main page, click the Timesheets icon to open “Timesheet
Daily Summary” page.
Figure 84: The "Timesheet Daily Summary" window
to open the “Timesheet Entry” page. 3. To add a new timesheet entry, click
© Sage Software Australia Pty Ltd 93
Chapter 6. Entering timesheets Time+Billing 2016
Figure 85: The "Timesheet Entry" page
4. Complete the fields and then click Update and Submit to add the timesheet entry.
For more information see the Sage HandiSoft
Advanced Features 2016 manual.
Using time slips
You can use time slips to record information to be added as timesheet items. When you perform a job for a particular client, you can time it by clicking the Start Time Slip Timer button on the
main window or the System Tray at the start and end of the activity. The “Time Slip” window will
open for you to add details of the job. The contents of the time slip are then used to create a timesheet item for that day. You can also open the “Time Slip” window from the “Timesheet
Entry” window to add timed items to the timesheet.
Time slip modes
There are two modes of using time slips, which are determined by the
Start/Finish Times settings in the “General Options” window:
Timer mode – the “Time Slip” window shows the duration of the job, and has a timer for you to record it. To use this mode, clear the Use Start and Finish times check box in the
“General Options” window.
Start and finish times mode – the “Time Slip” window shows the start and finish times of the job. To use this mode, select the Use Start and Finish times check box in the “General
Options” window.
To open the “General Options” window, from the
Options menu, click General.
To create a time slip
If you want to create a time slip for a particular job, do the following:
1. When you start the job, click the
Start Time Slip Timer button on the System Tray or the
Time+Billing 2016 main window. The button will turn green to indicate that the timer has started.
94
Figure 86: The Start Time Slip Timer button
© Sage Software Australia Pty Ltd
Time+Billing 2016 Using time slips
2. If you are using the timer mode (the
Use Start and Finish times check box in the “General
Options” window is cleared), you can right-click on the button and pause the timer at any time. Both modes allow you to right click and reset the timer to zero.
3. At the end of the job, click the button again. The “Time Slip” window will open. The fields available depend on whether you are using the timer or start and stop time mode.
Figure 87: The "Time Slip" (start and stop times mode) window
Figure 88: The "Time Slip"(timer mode) window
4. Under Job Detail, complete the client and job information.
Note: The “General Options” window (Options / General) has a Non Current Clients setting, which either allows or disallows selecting a client who is marked as non-current. A third option is for a warning to be displayed when you select a non-current client.
5. The Time details information should already be completed, but you can edit these where necessary. If you are using the timer mode, you can click the Start and Reset timer buttons to continue timing or reset the timer to zero.
6. Click Save to add the time slip information as a timesheet item for that day.
Using the Timer icon
When you start Time+Billing 2016, it will place a Timer icon on your computer’s System Tray or, if you are running Windows 7, Notification Area.
© Sage Software Australia Pty Ltd 95
Chapter 6. Entering timesheets Time+Billing 2016
Tip: If the Timer icon is not visible, you may need to click the up arrow and drag the icon onto the Notification Area.
1. When you start the job, click the Icon. A message balloon will indicate that the timer is running.
2. If you are using the timer mode (the Use Start and Finish times check box in the “General
Options” window is cleared), you can right-click on the icon and pause the timer at any time.
Both modes allow you to right click and reset the timer to zero.
3. If you have paused the timer, you can click the icon for the timer to continue. To reset the timer to zero, right-click on the icon and select Reset the Timer.
4. At the end of the job, click the icon again (or right-click and select Post the Time Slip). The
“Time Slip” window will open. The fields available depend on whether you are using the timer or start and stop time mode.
5. Under Job Detail, complete the client and job information.
Note: The “General Options” window (Options / General) has a Non Current Clients setting, which either allows or disallows selecting a client who is marked as non-current. A third option is for a warning to be displayed when you select a non-current client.
6. The
Time details information should already be completed, but you can edit these where necessary. If you are using the timer mode, you can click the Start and Reset timer buttons to continue timing or reset the timer to zero.
7. Click Save to add the time slip information as a timesheet item for that day.
Processing timesheets
There are three steps for processing timesheets in Time+Billing 2016. These are:
1. Enter the timesheet.
The timesheet status will go from Incomplete to Completed.
2. If required, check the timesheet.
Check timesheets that require checking, and change the status from Completed to
Checked.
3. Post the timesheet to WIP.
Post timesheets with a status of
Completed or Checked to the WIP ledger and change the status to
Posted.
Permission settings
You can give each staff member a level of responsibility via the “Staff Detail” window. For example, you can specify that some staff members can enter only their own timesheets, while some can enter and check other staff members’ timesheets.
96 © Sage Software Australia Pty Ltd
Time+Billing 2016 Entering timesheets
To set permissions:
1. From the View menu, click Staff to open the “Staff” window.
2. Highlight the staff member for whom the permissions are to be set, and click Edit.
3. On the “Staff Detail” window, under Timesheets, select the checkboxes to set the permissions for the staff member.
Not required to complete timesheets
User Can See Other Staff’s
Timesheets
Checking Required Before
Posting
User Can Enter Details
User Can Check Details
User Can Post to WIP
The staff member is not required to enter timesheets.
This works in conjunction with the other options: It enables the user to perform the selected timesheet action on other staff members’ time sheets.
The staff member’s timesheets must have the status of ‘Checked’ before they can be posted.
The staff member is allowed to enter details onto timesheets.
The staff member can check timesheets that require checking, and set them from ‘Completed’ to
‘Checked’.
The staff member can post
‘Completed’ or ‘Checked’ timesheets to the WIP ledger.
4. In the Units To Enter field, you can enter the number of units the staff member is required to enter on a daily timesheet.
Tip: Time+Billing 2016 uses the value entered in the Units To Enter field to calculate
monthly budget figures for the staff member . See Chapter 3, “Budgets”.
5. If you want to restrict the staff member to using only the rates entered in the “Staff Detail” window when entering timesheets, under Charge Rates, select the Use Only Rates
Entered check box.
6. If you want to prevent the staff member from seeing the dollar value of the charge rates when entering timesheets, under
Charge Rates, select the Hide Charge Rate check box.
This will also select the Use Only Rates Entered check box.
7. Click Save and then Close.
Entering timesheets
Depending on the permission settings on the “Staff Detail” window, individual staff members can enter their own timesheets; or another staff member can do it for them.
Enter your timesheet for today
This procedure shows how you can enter your own timesheet for the current day.
Note: To enter your own timesheets, the User Can Enter Details check box must be selected in the “Staff Detail” window.
© Sage Software Australia Pty Ltd 97
Chapter 6. Entering timesheets Time+Billing 2016
1. Do any of the following to open the “Timesheet Entry” window:
On the Access Panel, click
Todays Timesheet
Click the button
Press F8
From the
Input menu, point to Timesheet and then click Enter Today’s Details.
Figure 89: The “Timesheet Entry” window
2. Complete the “Timesheet Entry” window. Any time-slips you have completed for the day will already be entered on the timesheet.
Tip: In any of the data entry fields, you can type in the first few characters and
Time+Billing 2016 will complete the field. If there is more than one match, it will open a selection window for you to select the required entry
Note: If the Use Only Rates Entered check box is selected for the staff member on the
“Staff Detail” window, you can select a rate from the list, but not type in your own.
3. If you want to enter timed items, click
Time slip and enter the details on the “Time Slip” window. If the Use Start and Finish times check box on the “General Options” (Options /
General) window is cleared, the “Time Slip” window has a timer for you to time the job.
4. If you have the required permission settings, you can click Post to post items already entered. The “Post Options” window will open for you to select whether only the highlighted item is to be posted, or all the items on the timesheet.
98
Figure 90: The "Post Options" window
5. Click Save to save the timesheet, and then Close. Time+Billing 2016 will ask if the timesheet has been completed.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Entering timesheets
6. If the timesheet is completed and ready for checking or posting to WIP, click Yes. The timesheet status will change from Incomplete to Complete. If the timesheet is not ready for checking or posting, click No to save it as draft.
You can exit from a partially completed “Timesheet Entry” window, perform another task, and then return to the “Timesheet Entry” window without losing any of the partially input timesheet information. You can even exit from Time+Billing 2016 without losing draft timesheet information.
Tip: For information on the “Timesheet Entry” window, press F1 to display the online help.
To allocate a timesheet item to an existing invoice
You are able to allocate a timesheet item to an existing temporary or finalised invoice, where it is processed without changing the invoice total.
As an example, you would use this feature where you have generated a fixed amount invoice for a client and then need to add your timesheet items to the invoice.
1. Open the “Timesheet Entry” window, and enter the related timesheet items.
2. Highlight the timesheet item to be allocated to an existing invoice and click Allocate to open the “Select Invoice” window.
Figure 91: The "Select Invoice" window
3. In the Client field, you can click to select another client’s invoice.
Note: The only clients available for selection are those that have previously been invoiced on behalf of the timesheet item client.
© Sage Software Australia Pty Ltd 99
Chapter 6. Entering timesheets Time+Billing 2016
4. Click the
Finalised or Temporary tab to list all the finalised or temporary invoices for the client.
5. Highlight the invoice to which the timesheet item is to be allocated, and click
Select to return to the “Timesheet Entry” window.
The Invoice No column will display the selected invoice number, and the Allocate button will be renamed Unallocate.
6. If necessary, before you post the timesheet item, you can click Unallocate to remove the timesheet item from the invoice.
7. To post the timesheet item to the invoice, click Post. Alternatively, you can save the timesheet to post later.
When the item is posted to the invoice, a write off will be automatically generated to maintain the total value of the invoice.
Enter your timesheet for any day
This procedure shows how you enter your timesheet for any day.
1. From the
Input menu, point to Timesheet and then click Process Timesheets. The
“Timesheets” window will open.
100
Figure 92: The “Timesheets” window
2. To enter your own timesheet, select My Timesheets.
Note: If you do not have permission to view other staff members’ timesheets, then the
“Timesheets” window will display only your timesheets.
3. Click on the day you want to enter the timesheet, and click Input. The “Timesheet Entry” window will open for you to enter details of the timesheet.
Tip: To go directly to a specific date, click Go To… and enter the required date.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Entering timesheets
Tip: For information on the “Timesheets” window, press F1 to display the online help.
Enter a timesheet for another staff member
If your permission settings in the “Staff Detail” window allow, you can enter timesheets for other staff members.
1. From the Input menu, point to Timesheet and then click Process Timesheets. The
“Timesheets” window will open.
2. To enter a timesheet for another staff member, select All Staff Timesheets.
Note: If you do not have permission to view other staff members’ timesheets, then the
“Timesheets” window will display only your timesheets, and you will not be able to select the
All Staff Timesheets option.
3. Click on the day you want to enter the time sheet, and click Select.
Tip: To go directly to a specific date, click Go To… and enter the required date.
The “Timesheet for” window will open, listing current staff members and showing the status of timesheets they have entered.
Figure 93: The "Timesheets for" window
4. Highlight the staff member for whom you want to enter a timesheet, and click Input. The
“Timesheet Entry” window will open for you to enter details of the timesheet.
Note: If the staff member already has a timesheet, the Input button will be replaced by an Edit button.
Tip: For information on the “Timesheets for” window, press F1 to display the online help.
© Sage Software Australia Pty Ltd 101
Chapter 6. Entering timesheets Time+Billing 2016
Skipping timesheet days
There be days where you or other staff members do not have to enter a timesheet; for example, days when you are on leave. You can mark those days as ‘Skipped’.
Tip: If you use Practice Manager 2016 to record a staff member’s leave, you can request that timesheets for the absent days are to be skipped.
If you attempt to enter a timesheet on a day that has been marked as skipped for that staff member, Time+Billing 2016 will display a message asking if you want the skip status to be removed.
To skip your own timesheet day
1. From the Input menu, point to Timesheet and then click Process Timesheets. The
“Timesheets” window will open.
2. If the option is available, click My Timesheets.
3. Highlight the day that the timesheet is to be skipped, and click Skip.
The day will be marked as skipped.
To skip another staff member’s timesheet days
1. From the Input menu, point to Timesheet and then click Process Timesheets. The
“Timesheets” window will open.
2. Click
All Staff Timesheets. If this option is not available, then you do not have the required permission setting to view other staff members’ timesheets.
3. Highlight the a day that the timesheet is to be skipped, and click
Select.
4. On the “Timesheets for” window, highlight the staff member whose timesheet is to be skipped, and click Skip.
Figure 94: The "Batch Skip Timesheet Entries" window
5. In the “Batch Skip Timesheet Entries” window Date Range fields, enter (or press F2 to select) the start and end dates for which the timesheet entries are to be skipped. For a single day, enter the same date in both fields.
6. Click OK.
102 © Sage Software Australia Pty Ltd
Time+Billing 2016 Entering timesheets
7. On the “Attention” window, click Yes to mark the days as skipped.
The staff member will be marked as skipped for the days.
Using Start and Finish times
If you selected the Use Start and Finish times check box in the "General Options“ window
( Options / General), the "Timesheet Entry" window displays the Start and Finish columns to record the start and finish times of the timesheet items. From these, Time+Billing 2016 automatically calculates the number of units.. You can either type the times in directly or
Time+Billing 2016 inserts the current time when you tab into the field.
Tip: If you have selected the Start time is previous finish time check box on the "General
Options" ( Options / General) window, the Start field will automatically have the finish time of the previous item.
Note: If you enter a timesheet item with start and finish times that fall within those of another item, Time+Billing 2016 will display an error message unless you have selected the
Allow
overlapping times check box on the “General Options" window.
Tip: You can use the "General Options" window to specify whether the times are to be displayed in 12 or 24-hour format.
Previous finish time
If you selected the Start time is previous finish time check box in the "General Options“ window ( Options / General), the start time of timesheet items will be automatically set to the finish times of the previous items. This means that, if you are entering a number of items in a timesheet, you need only enter the start time of the first item.
Using the Units to Enter field
The Units to Enter field on the "Timesheet Entry" window is used to check that the required number of units is entered into the timesheet. You may, for example, want staff members to enter a fixed number of units every day. If the Units to Enter field has a value entered, which does not correspond with the number of units in the timesheet, Time+Billing 2016 will display an error message when the staff member tries to post the timesheet.
You can set a Units to Enter value for individual staff members via the "Staff Detail" window.
(From the
View menu, click Staff) Time+Billing 2016 automatically inserts this value in the
“Timesheet Entry” window Units to Enter field when the staff member enters a timesheet. You can also control access to this field either by setting a Supervisor and Operator password or by using the Practice Manager – Security program.
Selecting non-current clients
The Non-Current Clients setting on the "General Options" window (Options / General) determines whether you can select clients who have been marked as non-current when entering timesheet items. The options you can select are Allow, Prevent and Show Warning.
© Sage Software Australia Pty Ltd 103
Chapter 6. Entering timesheets Time+Billing 2016
Importing from Practice Manager
Time+Billing 2016 allows you to import event information from Practice Manager 2016 into timesheets. This is done as follows:
1. Press
F8 or, from the Input menu, click Timesheet to open the "Timesheet Entry" window.
2. Complete the
Date and Staff fields, and then click Events. The "Event Select" window will open, listing all the events recorded in Practice Manager 2016 against the staff member for the selected date.
Figure 95: The "Event Select" window
Note: The Staff name in Time+Billing 2016 must match the User name in Practice Manager
2016. If they do not match, the events will not be listed in the "Event Select" window.
3. If you want to select more than one event, highlight the events and click Tag. The first column will display an asterisk (*) for tagged events.
4. Highlight the required event and click Select. To select all the events listed in the "Event
Select" window, click Select All.
If you have tagged any events, click Select Tagged to select them.
Tip: The "General Options" window allows you to select whether the event Type or
Description is imported into the Description field of the "Timesheet Entry" window.
From the Options menu, select General.
5. Complete the remaining fields in the “Timesheet Entry” window.
Tip: Time+Billing 2016 will round up the event duration to the next time unit.
Importing from Jobflow Manager
You can configure Jobflow Manager to create corresponding jobs in Time+Billing 2016 when you add jobs in Jobflow Manager. You can then select Jobflow Manager tasks that have been completed or are in progress for inclusion in timesheets.
1. Press
F8 or, from the Input menu, click Timesheet to open the "Timesheet Entry" window.
2. Complete the
Date and Staff fields, and then click Task. The "Task Select" window will open, listing all the tasks recorded in Jobflow Manager 2016 against the staff member for the selected date.
Note: Tasks are only listed up to and on the date of their completion.
104 © Sage Software Australia Pty Ltd
Time+Billing 2016 Entering timesheets
Figure 96: The "Task Select" window
3. If you want to select more than one task, highlight the tasks and click
Tag. The first column will display an asterisk (*) for tagged tasks.
4. Highlight the required task and click Select. To select all the tasks listed in the "Task Select" window, click Select All.
If you have tagged any tasks, click Select Tagged to select them.
5. Complete the remaining fields in the “Timesheet Entry” window.
Copying timesheet items
If you have another staff member with similar timesheet items, you can copy a timesheet you are working on to that staff member. You can also copy to another date.
1. Open the “Timesheet Entry” window and enter the timesheet items.
2. Click Copy to open the “Copy Timesheet” window.
Figure 97: The "Copy Timesheet" window
3. Select the date and the staff member for the destination timesheet.
4. Select the
Show destination timesheet check box if you want to close the current timesheet and open the destination timesheet.
© Sage Software Australia Pty Ltd 105
Chapter 6. Entering timesheets
5. Click
OK to copy the items.
Time+Billing 2016
Moving timesheet items
You can move timesheet items from one timesheet to another. For example, you may have completed a timesheet only to realise that it is for the wrong staff member or date. The
Move facility enables you to quickly rectify the problem.
1. Open the “Timesheet Entry” window and enter the timesheet items.
2. Click
Move to open the “Move Timesheet” window.
Figure 98: The "Move Timesheet" window
3. Select the date and the staff member for the destination timesheet.
4. Select the
Show destination timesheet check box if you want to close the current timesheet and open the destination timesheet. If you clear this check box, the “Timesheet
Entry” window will display the current timesheet with the items deleted.
5. Click OK to move the items.
Recording non-chargeable time
In order to keep track of non-chargeable time, Time+Billing 2016 allows you to create nonchargeable clients.
An example of a non-chargeable client is the Administration client, against which you can enter non-chargeable time such as professional development, administration, sick leave etc.
The “Timesheet Entry” window has a Chargeable Units Entered field that shows how many of the Units Entered are chargeable.
106 © Sage Software Australia Pty Ltd
Time+Billing 2016 Charge-out rates and charge levels
Creating a non-chargeable client
By default, non-chargeable clients do not have Charge Out Rates assigned to them.
Consequently, when you input a timesheet item to a non-chargeable client, the dollar value of the timesheet item will be zero.
To create a non-chargeable client:
1. Press F3 or, from the Clients menu, click View to open the "Clients" window.
2. Highlight the client and, on the Access Panel, click
Extra Details to open the "Client Extra
Detail" window.
3. Under Client Charge Option, clear the Charge client check box.
Charge-out rates and charge levels
A Charge Level is a grouping of charge out rates for all staff members. During timesheet data entry the required charge out rate, based on the staff member, activity code and cost code, will default into the Rate column.
Charge rate permission settings
You can restrict staff members to use only charge levels when entering timesheet information.
You can further hide the charge rate dollar values and display only the charge rate levels.
To do this:
1. From the View menu, click Staff to open the “Staff” window.
2. Highlight the required staff member and click Edit to open the “Staff Detail” window.
3. Under Charge Rates, select the Use Only Rates Entered check box for the staff member to only use the charge rates when entering timesheet information. Select the
Hide Charge
Rates check box to also hide the dollar rate and only display the charge rate level on the
"Timesheet Entry" window.
4. Click
Save and then Close.
Editing, checking and posting timesheets
All completed timesheets must be posted to the WIP ledger. You can also specify via the “Staff
Detail” window that the timesheets of certain staff members be checked before they can be posted.
To edit or check a timesheet
If you have the required permission settings in the “Staff Detail” (
View / Staff) window, you can edit and check timesheets as follows:
1. From the Input menu, point to Timesheet, and then click Process Timesheets.
2. On the “Timesheets” window, select All Staff Timesheets to edit or check another staff member’s timesheet, or My Timesheets to edit or check your own timesheet.
Note: These options will not be available if your permission settings on the “Staff Detail” window do not allow you to view other staff members’ timesheets.
3. If you selected My Timesheets, highlight the required day, and then click either Edit or
Check.
If you selected All Staff Timesheets, click on the required day, and then click Select. On the “Timesheets for” window, highlight the required staff member and timesheet and the click either
Edit or Check.
© Sage Software Australia Pty Ltd 107
Chapter 6. Entering timesheets Time+Billing 2016
Note: You must have the appropriate permission settings on the “Staff Detail” window to use the Edit and Check buttons.
Only timesheets with the ‘Completed’ status can be checked. You can only check timesheets for staff members that have the Checking Required Before Posting check box on the “Staff Detail” window selected.
4. On the "Timesheet Entry" window, edit or check the timesheet as required.
5. Click Save and then Close.
If you edited the timesheet, Time+Billing 2016 will ask if the timesheet has been completed.
If you checked the timesheet, Time+Billing 2016 will ask if the timesheet has been checked.
6. Click Yes to change the status to ‘Completed’ or ‘Checked’.
Tip: For information on the timesheet windows, press F1 to display the online help.
To post a timesheet
If you have the required permission settings in the “Staff Detail” window, you can post timesheets to the WIP ledger either individually or as a weekly batch.
Post as weekly batch
1. From the Input menu, point to Timesheet, and then click Process Timesheets.
2. On the “Timesheets” window, select All Staff Timesheets to post all staff members’ timesheets or My Timesheets to post only your own timesheets.
Note: These options will not be available if your permission settings on the “Staff Detail” window do not allow you to view other staff members’ timesheets.
3. To post the timesheets as a weekly batch, click
Post Week.
4. Click Yes to the message window.
Time+Billing 2016 will post all timesheets for that week that have the correct status for posting (‘Completed’ or ‘Checked’)
5. Click Close to exit the “Timesheets” window.
Tip: For information on the timesheet windows, press F1 to display the online help.
Post individually
1. From the Input menu, point to Timesheet, and then click Process Timesheets.
2. On the “Timesheets” window, select All Staff Timesheets to post any staff members’ timesheets or
My Timesheets to post only your own timesheet.
108 © Sage Software Australia Pty Ltd
Time+Billing 2016 Editing, checking and posting timesheets
Note: These options will not be available if your permission settings on the “Staff Detail” window do not allow you to view other staff members’ timesheets.
3. If you selected My Timesheets, click on the required timesheet and click Post.
If you selected
All Staff Timesheets, click on the required day, and then click Select. On the “Timesheets for” window, highlight the required staff member and timesheet and the click Post. To post all the timesheets for that day that are ready, click Post All.
Note: The Post button will not be available if the timesheet does not have the correct status for posting (‘Completed’ or ‘Checked’).
4. Click Yes to the message window.
To unpost timesheet items
Timesheet items that are marked as posted cannot be edited on the “Timesheet Entry” window.
The following procedure shows how you can revert all the posted items in a timesheet, so that they can be edited in the “Timesheet Entry” window.
1. To list all the posted timesheets, from the View menu, click Posted Timesheets. To list only your posted timesheets, on the Access Panel, click
Posted Timesheets. The “Posted
Timesheets” window will open.
Figure 99: The "Posted Timesheets” window
The “Posted Timesheets” window lists all timesheets that contain posted items.
2. Highlight the timesheet to be unposted and click Unpost. The Timesheet will no longer be listed in the “Posted Timesheets” window, but its details will be retained. All the timesheet items will no longer be marked as posted.
Note: You will not be able to unpost timesheet items if any of the items on the timesheet
have been invoiced. You will have to delete the invoice first. See Chapter 8, “Entering
invoices”.
3. To edit the unposted timesheet, from the Input menu, point to Timesheet and then click
Process Timesheets.
4. When you have completed your changes, you can post the timesheets again.
© Sage Software Australia Pty Ltd 109
Chapter 6. Entering timesheets Time+Billing 2016
To edit posted timesheet items
The following procedure can be used where you want to make changes to individual posted timesheet items without having to unpost the entire timesheet.
Caution: If you use this method to edit a timesheet item, you can no longer make changes to it in the “Timesheet Entry” window.
1. From the
View menu, click Posted Timesheets. The “Posted Timesheets” window will open.
2. Highlight the timesheet with the posted items to be edited.
3. Click View. The “Posted Timesheets Detail” window will open.
Figure 100: The “Posted Timesheets Detail” window
The “Posted Timesheets Detail” window lists the posted items in the selected timesheet.
Any unposted items that the timesheet may have are not listed here.
4. To change or delete a timesheet item:
Click Items.
Highlight the required item.
Click Edit or Delete.
Tip: Only uninvoiced items can be edited and deleted.
The “Posted Timesheet Item Detail” window will open.
110
Figure 101: The “Posted Timesheet Item Detail” window
Make the required changes and then click Save and then Close.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Viewing WIP transactions for a client
Tip: For information on the timesheet windows, press F1 to display the online help.
Viewing WIP transactions for a client
You can view all of the invoiced and uninvoiced WIP transactions
View WIP transactions of all clients
All WIP transactions are listed in the "WIP Ledger Entries" window, which is accessed through
View / WIP Ledger Entries. WIP transactions are broken down into the following categories:
1.
2.
3.
Both invoiced and uninvoiced WIP transactions are displayed in the "WIP Ledger Entries" window.
View WIP transactions of a specific client
1. From the Clients menu, click View or press F3. This will open the "Clients" window.
2. Highlight the required client and, on the Access Panel, click Jobs.
This will open the "Jobs For" window.
The WIP Not Invoiced tab is used to display all uninvoiced WIP transactions on the
"WIP Not-Invoiced" page. These transactions may be edited, deleted and viewed.
The WIP Invoiced tab is used to display, on the "WIP Invoiced" page, those transactions that have been invoiced. These transactions cannot be altered.
© Sage Software Australia Pty Ltd 111
Chapter 7. Entering disbursements
Disbursements are expenses incurred by your firm on behalf of its clients. When a disbursement is recorded against a client's job record, it will increase the WIP. Disbursements are allocated to a client's job using activity and cost codes.
Entering disbursements
The following description shows how to enter disbursements.
1. Click the button, press
F7 or, from the Input menu, click Disbursement to open the
“New Disbursement” window.
Figure 102: The “New Disbursement” window
2. Complete the “New Disbursement” window.
3. Click Post and then Close.
Tip: For information on the "New Disbursement" window, press F1 to display the online help.
Importing from Practice Manager – Contact
If you have the Practice Manager – Contact program installed, you can import events entered there as disbursements in Time+Billing 2016. For example, if you have recorded a mail out event for a client in Practice Manager – Contact, you can import it as a disbursement into
Time+Billing 2016, and then invoice the client accordingly..
Note: To import an event as a disbursement entry, you must select either Disbursement or
Both in the Practice Manager “Event Types” window before creating the event.
To import events
1. Click the button, press F7 or, from the Input menu, click Disbursement to open the
“New Disbursement” window.
2. On the “New Disbursement” window, click
Import Disbursements from PM-Contact. The
“New Disbursements” window will open.
© Sage Software Australia Pty Ltd 113
Chapter 7. Entering disbursements Time+Billing 2016
Figure 103: The "New Disbursements" window
3. In the Date field, enter the date that the disbursements occurred.
4. To enter disbursements manually, click Edit and type the details into the columns.
5. To import disbursements from Practice Manager – Contact, click Events to open the “Event
Select” window.
114
Figure 104: The "Event Select" window
The “Event Select” window lists all the disbursement events entered into Practice Manager
– Contact on the date entered in the “New Disbursements” window Date field.
6. If you want to select more than one event, highlight the events and click
Tag. The first column will display an asterisk (*) for tagged events.
7. To import an event as a disbursement, highlight the event and click Select. Click Select All to import all the listed events.
If you have tagged any events, click Select Tagged to select them.
Tip: To select more than one event, highlight each required event and click Tag. When you click Select, all the tagged events will be imported.
8. On the “New Disbursements” window, edit the imported disbursements as required. Where necessary, enter the dollar values in the Amount column.
9. Click Post to enter the disbursements into Time+Billing 2016.
10. Click Close to exit the “New Disbursements” window.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Setting standard costs
Setting standard costs
When processing a disbursement, Time+Billing 2016 is able to automatically complete the
Amount column with a set dollar amount. This set dollar amount, or Standard Cost, is attached to the cost code.
To attach a Standard Cost to the cost code:
1. From the View menu, click Costs to open the "Costs" window.
Figure 105: The "Costs" window
2. On the "Costs" window, highlight the required cost code
3. Click
Edit
4. Complete the Std Cost field with the set dollar amount.
Example:
ABC Accounting on-sells the HandiBiz program to its clients. ABC charges their clients
$150.00. ABC has created the following Cost Code:
012 HandiBiz program
When creating the cost code, a Standard Cost of $150 was entered. Consequently, when a disbursement is processed to this cost code, an amount of $150 will always default.
How GST and disbursements work
Generally, when you incur a disbursement on behalf of a client, that disbursement would not include GST. GST would be levied on the item when you invoice your client. Consequently, when you input disbursements into Time+Billing 2016, it is assumed that the disbursement amount is a tax exclusive amount.
When you input a disbursement, you must consider how it will be invoiced. When you enter an invoice, Time+Billing 2016 will treat the WIP as either tax inclusive or tax exclusive. To check how the WIP is being treated:
© Sage Software Australia Pty Ltd 115
Chapter 7. Entering disbursements Time+Billing 2016
From the
Options menu, click Data Entry to open the "Data Entry Options" window. If the
Enable Amount (Ex Tax) check box is selected, the WIP is being treated as tax exclusive.
When you enter an invoice, the disbursement can be bundled together with other WIP, such as timesheet entries. You only want Time+Billing 2016 to bundle the information together if all WIP and disbursement transactions are treated in the same manner for tax (for example, they are all tax exclusive). If the WIP and disbursements have been treated differently for tax (for example,
WIP is tax inclusive and disbursements are tax exclusive) then you must have the disbursement display as a separate item on the invoice.
Tip: To have the disbursement display as a separate item on the invoice, select the Create a
separate invoice item for this disbursement check box when you input the disbursement.
Bundling all disbursements together
If required, you can display the total of all disbursements for a client as a separate item on the
invoice. To achieve this, create an activity code (refer to Chapter 1, "Installing and configuring
Time+Billing 2016") against which all disbursements will be entered.
Editing disbursements
If required, you can edit uninvoiced disbursements.
Tip: You cannot edit WIP once it has been invoiced.
To edit a disbursement:
1. To look at WIP for a specific job:
Press F3 or, from the Clients menu, click View to open the “Clients” window.
Highlight the required client and then, on the Access Panel, click Jobs. The “Jobs For” window will open.
Highlight the job and click the WIP Not Invoiced tab. The “WIP Not-Invoiced” page will open.
Highlight the required disbursement.
2. To look at WIP for all clients:
From the View menu, click Disbursements. The “Disbursements” window will open.
Highlight the required disbursement.
3. While the disbursement is highlighted, click
Edit. The “Disbursements Detail” window will open.
116
Figure 106: The “Disbursements Detail” window
4. Make the necessary changes, and then click Save and then Close.
Tip: For information on the "Disbursements Detail" window, press F1 to display the online help.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Viewing disbursements
Viewing disbursements
Time+Billing 2016 displays all disbursement transactions in the “Disbursements” window. This window contains both invoiced and uninvoiced disbursements. You can edit uninvoiced disbursements from this window.
Figure 107: The “Disbursements” window
To access the “Disbursements” window: From the View menu, click Disbursements.
Tip: For information on the "Disbursements" window, press F1 to display the online help.
© Sage Software Australia Pty Ltd 117
Chapter 8. Entering WIP adjustments
A WIP adjustment is a transaction, other than a timesheet or disbursement, which will affect the balance of a client's WIP Ledger.
WIP adjustment types
Time+Billing 2016 provides the following categories of WIP adjustment:
Write Off - A Write Off is used to reduce the balance of a client's WIP Ledger.
Write On - A Write On is used to increase the balance of a client's WIP Ledger.
Adjusting Debit - An Adjusting Debit is used to increase the balance of a client's WIP
Ledger.
Adjusting Credit – An Adjusting Credit is used to reduce the balance of a client's WIP
Ledger.
Example: ABC Accounting wants to transfer the balance of one client's WIP Ledger to a different client's WIP Ledger without transferring each of the individual WIP transactions. To achieve this, they would record an Adjusting Credit in one client's WIP Ledger and an Adjusting
Debit in the other client's WIP Ledger.
Opening Debit - Opening Debits are used when you start using Time+Billing 2016 for the first time and need to bring in opening balances from your previous managerial software package.
Opening Credit - Opening Credits are used when you start using Time+Billing 2016 for the first time and need to bring in opening balances from your previous managerial software package.
Example: ABC Accounting has recently purchased and installed the Time+Billing 2016 program. One of their clients, Mary Smith, has an outstanding balance of $150 in her WIP
Ledger. To transfer this balance from the old office management software to Time+Billing 2016, they would record an Opening Debit of $150.
Using write ons and write offs
You can enter Write On and Write Off adjustments:
During the creation of invoices on the “Prepare an Invoice” window. See Chapter 8.
Entering invoices.
From the Input menu by clicking WIP Adjustments.
The method that you use to record Write Ons and Write Offs depends on your reporting requirements.
Caution: If you delete an invoice, the write on or write off adjustment created during invoicing is NOT deleted.
Tip: You can obtain a report of Write On and Write Off adjustments from the Reports / WIP
transactions report.
© Sage Software Australia Pty Ltd 119
Chapter 8. Entering WIP adjustments Time+Billing 2016
Example - Write ons
MaryJane is a customer of ABC Accounting. John is her accountant and is charged at $100.00 per hour. The work for MaryJane should take 12 hours, therefore ABC Accounting produces a quote for $1200.
John takes 11 hours to complete the task, and hence enters timesheets producing $1100 of
WIP on the customer’s ledger. To balance the customer’s WIP ledger to the amount to invoice the customer, ABC needs to increase the WIP by $100. Therefore, they would Write On
$100.00.
Example - Write offs
MaryJane is a customer of ABC Accounting. John is her accountant and is charged at $100.00 per hour. The work for MaryJane should take 12 hours, therefore ABC Accounting produces a quote for $1200.
John takes 14 hours to complete the task, and hence enters timesheets producing $1400 of
WIP on the customer’s ledger. To balance the customer’s WIP ledger to the amount to invoice the customer, ABC needs to decrease the WIP by $200. Therefore, they would Write Off
$200.00.
Entering a WIP adjustment
1. Open the "WIP Adjustment" window:
Click the button; or
Press F6; or
From the Input menu, click WIP Adjustment.
2. Complete the "New WIP Adjustment" window.
Figure 108: The “New WIP Adjustment” window
3. Click Post and then Close.
Note: WIP adjustments do not update cost codes.
Tip: For information on the "New WIP Adjustment" window, press F1 to display the online help.
120 © Sage Software Australia Pty Ltd
Time+Billing 2016
Viewing and editing WIP adjustments
Viewing and editing WIP adjustments
Viewing WIP adjustments of all clients
1. From the View menu, click WIP Adjustments to open the "WIP Adjustments" window.
Figure 109: The "WIP Adjustments" window
Both invoiced and uninvoiced WIP adjustments are displayed in this window. You can edit and delete those WIP adjustments that have not been invoiced
2. Highlight a WIP adjustment and click Edit or View to open the "WIP Adjustments Detail" window. This displays details of the highlighted WIP adjustment, and allows you to edit it if it has not been invoiced.
Figure 110: The "WIP Adjustments Detail" window
3. If you have made any changes to the WIP adjustment, click Save to save them, and Close to exit the "WIP Adjustments Detail" window.
Tip: For information on the "WIP Adjustments" and "WIP Adjustments Detail" windows, press
F1 to display the online help.
Viewing all WIP transactions for all clients
All WIP transactions are listed in the “WIP Ledger Entries” window.
To open the "WIP Ledger Entries" window:
From the View menu, click WIP Ledger Entries.
© Sage Software Australia Pty Ltd 121
Chapter 8. Entering WIP adjustments Time+Billing 2016
Figure 111: The “WIP Ledger Entries” window
WIP Transactions are broken down into the following categories:
1. Time items
2. Disbursements
3. WIP Adjustments
4. Write On/Off
5. Adjusting Debit/Credit
6. Opening Debit/Credit
The "WIP Ledger Entries" window displays both invoiced and uninvoiced WIP.
To edit a WIP Adjustment, from the “WIP Ledger Entries” window, click Edit. Please note that only uninvoiced transactions may be edited.
Viewing WIP transactions of a specific client
You can view the WIP entries attached to a specific client:
1. Press F3 to open the “Clients” window.
2. Highlight the required client and then, on the Access Panel, click Jobs. The “Jobs For" window will open.
3. Click Jobs.
122
Figure 112: The “Jobs For” window
© Sage Software Australia Pty Ltd
Time+Billing 2016 Viewing and editing WIP adjustments
4. To see uninvoiced WIP, click the
WIP Not Invoiced tab to open the "WIP Not-Invoiced" page.
5. To see invoiced WIP, click the
WIP Invoiced tab to open the "WIP Invoiced" page.
Figure 113: The "WIP Invoiced For" window
Uninvoiced transactions, which are accessed using the
WIP Not-Invoiced tab, may be edited, deleted and viewed. Invoiced transactions, which are accessed using the WIP Invoiced tab, may only be viewed.
Transferring WIP between clients
Not invoiced WIP can be transferred between clients.
1. From the Clients menu, click View. This will open the "Clients" window.
2. Highlight the client against which the WIP has been recorded.
3. On the Access Panel, click
Jobs to open the "Jobs for" window.
4. On the "Jobs For" window, click the WIP Not Invoiced tab.
5. Highlight the WIP entry to be transferred.
6. Click Transfer
7. Enter the required details in the "Transfer Not Invoiced WIP" window.
Figure 114: The "Transfer Not-Invoiced WIP" window
Tip: For information on the "Transfer Not-Invoiced WIP" window, press F1 to display the online help.
© Sage Software Australia Pty Ltd 123
Chapter 8. Entering WIP adjustments
Entering opening WIP balances
1. Press F6 to open the “New WIP Adjustment” window
Time+Billing 2016
Figure 115: The “New WIP Adjustment” window
2. To enter an opening balance, click either Opening Dr or Opening Cr.
3. Complete the rest of the “New WIP Adjustment” window.
4. Click Post and then Close.
124 © Sage Software Australia Pty Ltd
Chapter 9. Entering invoices
Time+Billing 2016 enables you to create invoices for clients at any time; and you are not restricted by any month end rollover.
You can create the following types of invoices:
WIP interim invoice
WIP final invoice
No WIP invoice
Important definitions
It is important that you understand the types of invoices and terminology used so that you are able to decide how you want to invoice your clients in the Time+Billing 2016 system.
Temporary and Final invoices
You would use a temporary invoice where your firm requires the invoice to be prepared and reviewed before sending to the client. If you find errors in the invoice during the review stage, you could modify the temporary invoice. The invoice must then be finalised (that is, a final invoice is created) before it is sent to the client.
Where invoices are not reviewed before being sent to clients, you can skip the temporary invoice stage and immediately save the invoice as a final invoice.
Notes:
Temporary invoices can be modified and added to.
Temporary invoices are not posted to the Debtors Ledger.
Temporary invoices are not sent to your clients, and cannot have receipts attached.
Final invoices cannot be modified. Instead, you would process a debtor adjustment.
Interim and Final WIP invoices
A Final WIP invoice is used to invoice a client for all their outstanding WIP. However, you may want to pre-invoice or partially invoice a client for their WIP, and carry the remainder forward as an Interim Balance to the next invoice. In this case, you will create an Interim WIP invoice.
Likewise, if you are creating a final WIP invoice, you cannot include jobs with associated fee schedules if the scheduled fee is set for an interim WIP invoice.
Note: When you create a Final WIP invoice, Time+Billing 2016 will automatically update Write
On/Off values if you change the invoice amounts. With Interim WIP invoices, you can manually enter Write On/Off values.
© Sage Software Australia Pty Ltd 125
Chapter 9. Entering invoices Time+Billing 2016
Scheduled fees in WIP invoices
You are able to set up scheduled fees for jobs that are included in WIP invoices. Scheduled
fees specify a value, the fee type and the date that fee is to be invoiced. The fee type determines the way the value is to be invoiced. It can be one of the following:
WIP: The invoiced value of the job is determined from entries (timesheets, disbursements and adjustments) posted to it.
Fixed: The client is invoiced the fixed fee value. If the WIP amount is not equal to the fee value, Time+Billing 2016 automatically creates a write-on or write-off adjustment in the invoice.
Maximum: The client is invoiced no more than the fee value. If the WIP amount is more than the fee value, Time+Billing 2016 automatically creates a write-off adjustment in the invoice.
Minimum: The client will be invoiced no less than the fee value. If the WIP value is less than the fee value, Time+Billing 2016 automatically creates a write-on adjustment in the invoice.
Note: Fixed, Maximum and Mininum fee values can include or exclude disbursements.
For information on setting up scheduled fees, see Chapter 1, Installing and configuring
Time+Billing 2016.
WIP and No WIP invoices
WIP invoice. A WIP invoice is an invoice that affects the WIP Ledger. When a WIP invoice is created and finalised, the WIP Ledger is decreased and the Debtors Ledger is increased.
No WIP invoice. A No WIP invoice is an invoice that does not affect the WIP Ledger. When a
No WIP invoice is created, the WIP Ledger is not affected and the Debtors Ledger is increased.
You would use a No WIP invoice where you do not want to keep track of the WIP: For example, where a client comes to you with a tax return, you prepare the return immediately and invoice the client.
Recalculating interim balances
When you post an interim invoice for a client you will be left with an interim balance for that client to be carried forward to the next invoice.
If you delete an existing invoice or encounter a system failure while entering an invoice, it could result in incorrect interim balances. To resolve this you are able to recalculate the interim balance for all or specified clients.
1. Back up your Sage HandiSoft data and ensure that no other users are running any Sage
HandiSoft programs.
2. If you want to recalculate the interim balances for tagged clients only, tag them now.
3. From the Tools menu, click Recalculate Interim Balances to open the “Recalculate
Interim Balances” window.
126
Figure 116: The "Recalculate Interim Balances" window
4. To recalculate the interim balances for all clients, leave the Filter field blank. To specify clients, click to open the “Client Filters” window.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Entering a WIP invoice
Figure 117: The "Client Filters" window
5. Highlight the filter to be used and click Select. For example, to recalculate interim balances for all tagged clients, select
Tagged Clients.
6. Click OK to start the recalculation, and on the “Attention” window, click OK.
7. An “Information” window will display the number of clients for whom the balance has been recalculated.
Entering a WIP invoice
A WIP invoice is an invoice that affects the WIP Ledger. When a WIP invoice is created and finalised, the WIP Ledger is decreased and the Debtors Ledger is increased.
To enter invoice summary information
1. Do any of the following:
Click the button; or
Click F5; or
From the Input menu, click Invoice (WIP).
The “Prepare an Invoice” window will open for you to enter the invoice.
Figure 118: The "Prepare an Invoice (Invoice Summary)" window
The Invoice Summary page summarises the invoice and enables you to edit the contact details of the client being invoiced.
2. In the Reference field, click to select the client to be invoiced. For client groups where invoices are directed to the Head Client, select the Head Client’s ID.
© Sage Software Australia Pty Ltd 127
Chapter 9. Entering invoices Time+Billing 2016
Tip: You can create invoices for specific clients by setting up the selection criteria in the
Clients to Invoice fields and then clicking the First Client and Next Client buttons to step through the clients.
Note: To change the Invoiced Up to date, click and, on the “Invoice Up To” window, type the new date.
Figure 119: The "WIP Up To" window
3. If there are multiple uninvoiced scheduled fees for the
Invoiced Up To date, the following warning message will be displayed.
You can click View Schedule to open the “Job Fee Schedule” window to enable you to modify the fee schedule. Otherwise, click Continue to continue with the invoice.
Note: If you click Continue, only the next scheduled fee to be invoiced will be included in the invoice.
4. If there is uninvoiced WIP and there are already temporary invoices for the selected client, the “Existing Temporary Invoice Found” window will open.
128
Figure 120: The “Existing Temporary Invoice Found” window
5. Select what is to be done with the uninvoiced WIP, and click OK.
Create a New
Invoice
Leave any existing temporary invoices for the client as they are, and create a new invoice with the uninvoiced WIP.
Add to the
Temporary Invoice
Open an existing temporary invoice and add the uninvoiced WIP to it.
6. If there is more than one existing temporary invoice for the client, the “Select Temporary
Invoice” window will open.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Entering a WIP invoice
Figure 121: The "Select Temporary Invoice" window
7. Highlight the temporary invoice to be edited and click Select.
8. To change the client address details on the invoice, click Change Address and select the required address on the “Invoice Address” window.
Figure 122: The "Invoice Address" window
9. Select the type of invoice to be created:
Interim Invoice
Use this to pre-invoice the client for WIP or partially invoice the client for outstanding WIP and carry the balance forward. Time+Billing 2016 will not automatically update Write On/Off amounts if you make changes to the invoice amounts.
You can only include jobs with fee schedules if the scheduled fee is not the
final payment.
Final Invoice
Use this to invoice the client for all outstanding WIP. Time+Billing 2016 will automatically update Write On/Off values if you make changes to the invoice amounts.
You can only include jobs with fee schedules if the scheduled fee is the final
payment.
10. If you have enabled charging interest on overdue invoices, you can clear the
Charge
interest when overdue check box if you do not want to charge interest for this invoice.
11. To alter details of the invoice, click the relevant tabs.
Select the jobs to be included in the invoice, and edit the amounts.
Select the WIP items to be included with any write ons or write offs.
Select the disbursement costs to be
included
© Sage Software Australia Pty Ltd 129
Chapter 9. Entering invoices Time+Billing 2016
Edit the invoice text and merge and split items as required.
Apply a discount or adjustment to the
invoice.
If applicable, add a credit card fee to the invoice
Record any immediate payment on the invoice.
View the client’s invoicing history.
View, add, edit and delete scheduled fees for the jobs..
Tip: You can also click on the individual items in the invoice summary pane to go to the relevant areas.
Jobs with scheduled fees
You are able to attach scheduled fees to a job where you specify one of the following fee types
to be applied.
WIP: The client will be invoiced the WIP amount.
Fixed: The client will be invoiced the Scheduled Value, with an automatic write-on or writeoff to make up any difference with the WIP amount.
Maximum: The client will be invoiced no more than the Scheduled Value, with an automatic write-off to make up any difference with the WIP amount.
Minimum: The client will be invoiced no less than the Scheduled Value, with an automatic write-on to make up any difference with the WIP amount.
You can also specify whether disbursement costs are to be included in, or are additional to the
Scheduled Value.
You can select whether the invoice is to include all items, or only those with or without scheduled fees.
1. On the “Prepare an Invoice” window, in the Invoiced Type field, select what is to be included in the invoice.
You can add, view and edit the scheduled fees for jobs by clicking the Scheduled Fees tab on the “Prepare an Invoice” window.
130 © Sage Software Australia Pty Ltd
Time+Billing 2016 Entering a WIP invoice
Figure 123: The "Prepare an Invoice (Scheduled Fees)" window
Emailing the invoice to the client
If you want to email the invoice to the client, you can set up the email address and body on the
“Prepare an Invoice” (Invoice Summary) window.
1. On the “Prepare an Invoice” (Invoice Summary) window, select the Email Invoice check box.
2. In the Email Addr field, select the client email address.
3. In the
Email Text Message field, select the Email Text item for the body of the email.
Note: For information on setting up Email Text items, see “
Setting up the Email Text items ” on page 159.
4. When you have completed the invoice, you can click Post + Email to post the invoice to
Time+Billing and email it to the client.
To save the invoice as finalised or temporary
When you are satisfied with the invoice, you can click Post, Post + Print, or Post + Email to finalise it.
To save the invoice as a temporary invoice for further editing, click Save Temporary and then click Yes.
Alternatively, do the following:
1. Click Close or, in the Invoice Summary page Reference field, click to select another client to invoice .
2. On the “Close Current Invoice for” window, select Post Final Invoice or Save Temporary
Invoice.
© Sage Software Australia Pty Ltd 131
Chapter 9. Entering invoices
Figure 124: The "Close Current Invoice for" window
To manage the job details
1. On the “Prepare an Invoice” window, click the Job Details tab.
Time+Billing 2016
Figure 125: The "Prepare an Invoice (Job Details)" window
The
Job Details page lists all the jobs created for the client with their budget and WIP information.
Note: If the highlighted job was created from a Jobflow Manager job, the description and status of the Jobflow job are shown in the JobFlow Description and JobFlow Status fields.
2. In the Inc column, select the check boxes of the jobs to be included in the invoice.
Note: Jobs with a scheduled fee that is not the final payment can only be selected for
Interim invoices.
Jobs with a scheduled fee that is the final payment can only be selected for Final invoices
Alternatively, click Tag/Untag, and select the jobs to be included.
132
3. You can adjust the Invoice Amt and Write On/Off column values to get the desired total invoice amount, write on or write off, and carried forward amounts. If you selected
Final
Invoice on the Invoice Summary page, the Write On/Off amounts will automatically be adjusted when you change the Invoice Amt values. You can overwrite these, if required.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Entering a WIP invoice
Note: You are not able to change the value in the Invoice Amt column if a scheduled fee has been set up for the job.
4. Click Save to save your changes before clicking another tab.
Viewing a Job reconciliation report
You can view a report that reconciles the client’s jobs against invoice amounts.
On the “Prepare an Invoice for” window Job Details page, click Job Recon to open the
“Job Reconciliation For” window.
Figure 126: The “Job Reconciliation For” window
Adjusting the invoice amounts
There are three ways of adjusting the invoice amounts.
1. Change the individual job’s Invoice Amt column value. For a Final Invoice, Time+Billing
2016 will automatically update the
Write On/Off column value. You can also set the write on or write off value manually.
Type in the required value in the Invoice Amt. column. If you selected Final Invoice on the Invoice Summary page, you should notice that the difference will be shown in the
Write On/Off column as a write on or write off.
In the Write On/Off column, either type in the required amount to write off or write on, or click and enter the WIP adjustment details on the "WIP Adjustment Write On/Off" window.
© Sage Software Australia Pty Ltd 133
Chapter 9. Entering invoices Time+Billing 2016
Figure 127: The "WIP Adjustment Write On/Off" window
2. Click Write On/Off to specify a write on or write off value or percentage to be applied proportionally to the included jobs.
On the “Write On/Off” window, under Process, select whether the adjustment is to be a
Write Off or a Write On.
Figure 128: The "Write On/Off" window
Under Details, enter the Percentage or Amount to be applied proportionally to the included jobs.
3. Click Adj Total to enter the required total invoice value. Time+Billing 2016 automatically applies the write on or write off values.
On the “Adjust Total” window, in the Adjusted Total field, enter the required invoice total.
134
Figure 129: The "Adjust Total" window
Select the WriteOn/Off field if a write on or write off is to be applied to achieve your total.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Entering a WIP invoice
Interim invoices
If you selected Interim Invoice on the Invoice Summary page, you can change the invoice amount for the jobs and carry the balance over to the next invoice.
1. In the Invoice Amt column enter the required invoice amount . For an Interim Invoice,
Time+Billing 2016 will automatically update the Carry Fwd. column value to the WIP balance. You can also set the write on or write off value manually.
2. If required, set a write on or off amount. The Carry Fwd amount will update accordingly.
3. When the invoice is complete, you can post it.
When you create the next invoice for the client, you should note that there is an
Interim
Balance amount on the Invoice Summary page.
If required, you can recalculate the clients’ interim balances as follows:
From the Tools menu, click Recalculate Interim Balances.
Tip: You can configure the main “Clients” window to display the
Interim Balance for each client. See Chapter 4, “Using the client database”.
To manage the fees from WIP
1. On the “Prepare an Invoice” window, click the Fees from WIP tab.
Figure 130: The "Prepare an Invoice (Fees from WIP)" window
2. In the Select Job field, either select All Jobs to list the WIP items for all the jobs or select a job to list the WIP items for that job only. The jobs that you selected on the Job Details page will be available for selection.
3. In the Inc column, select the check boxes of the WIP items to be included in the invoice.
Alternatively, click Tag/Untag, and select the items to be included.
4. Adjust the
Write On/Off column values to get the desired WIP Invoiced amounts.
Either type in the required amount to write off or write on, or click and enter the WIP adjustment details on the "WIP Adjustment Write On/Off" window.
© Sage Software Australia Pty Ltd 135
Chapter 9. Entering invoices Time+Billing 2016
Figure 131: The "WIP Adjustment Write On/Off" window
5. If required, in the Select Job field, select another job and repeat the above steps.
6. Click Save to save your changes before clicking another tab.
Adjusting the WIP amounts
You can specify criteria to apply adjustments to selected WIP items for each job.
1. On the "Prepare an Invoice (Fees from WIP)" window, click Write On/Off. The “Filter WIP
For Selected Job” or “Filter WIP for Selected Jobs” window will open.
136
Figure 132: The “Filter WIP For Selected Job” window
2. Under Process, select what is to be done with the filtered WIP items:
Exclude from invoice – Exclude the filtered items from the invoice.
Write Off – Apply the percentage specified under Write Off Details to the filtered items as a write off.
Write On – Apply the percentage specified under Write Off Details to the filtered items as a write on.
3. Select the check boxes to apply the date, staff and cost code filters, as required.
Note: The filters are applied as an AND operation. For example, if you select Filter By Date and Filter By Staff, only those items the fall within the specified date range and are related to the specified staff member will be selected.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Entering a WIP invoice
Note: If you want to filter on more than one staff member, you will have to open the “Filter
WIP For Selected Job” window for each staff member.
4. Click OK to return to the “Prepare an Invoice” window.
To manage the disbursement costs
1. On the “Prepare an Invoice” window, click the Disbursement Costs tab.
Figure 133: The "Prepare an Invoice (Disbursement Costs)" window
2. In the
Select Job field, either select All Jobs to list the disbursement costs for all the jobs or select a job to list and edit the disbursements costs for only the job. The jobs that you selected on the Job Details page will be available for selection.
3. In the Inc column, select the check boxes of the disbursement costs to be included in the invoice.
Alternatively, click Tag/Untag, and select the items to be included.
4. In the Print column, select the check boxes of the disbursement costs to be printed as separate items in the invoice.
Alternatively, click Print, and select the disbursement costs to be printed separately.
5. To write off a disbursement, in the Write Off column, select the check box.
6. In the
GST column, select the check box if GST is to be added to the disbursement cost.
© Sage Software Australia Pty Ltd 137
Chapter 9. Entering invoices Time+Billing 2016
7. If necessary, adjust the
Amount column values to get the desired amounts.
8. If required, in the Select Job field, select another job and repeat the above steps.
9. Click Save to save your changes before clicking another tab.
Filtering the disbursement costs
You can specify criteria to filter disbursement costs to be included in the invoice.
1. On the "Prepare an Invoice (Disbursement Costs)" window, click Filter. The “Filter
Disbursements” window will open.
Figure 134: The “Filter Disbursements” window
2. Select what is to be done with the filtered disbursement costs:
Exclude from Invoice – Exclude the filtered disbursement costs from the invoice.
Include on Invoice – Include only the filtered disbursement costs in the invoice.
3. Select the check boxes to apply the date and cost code filters, as required.
Note: The filters are applied as an AND operation. For example, if you select Filter by Date and Filter by Cost Code, only those disbursement costs that fall within the specified date range and Cost Code range will be selected.
4. Click OK to return to the “Prepare an Invoice” window.
To edit invoice text and values
1. On the “Prepare an Invoice” window, click the Text and Values tab.
138
Figure 135: The "Prepare an Invoice (Text and Values)" window
© Sage Software Australia Pty Ltd
Time+Billing 2016 Entering a WIP invoice
The
Text and Values page lists the invoice items with their descriptions. You are able to edit the descriptions as well as merge, split, add and delete invoice items.
2. In the
Description column, highlight invoice item descriptions to edit and format them in the
RTF edit pane.
3. To include descriptions of individual WIP items, select their Print WIP check boxes.
4. If you want to merge invoice items into a single item, in the first column, select the check boxes of the items to be merged, and click Merge.
Alternatively, click Tag/Untag, and select the items to be merged.
5. You can split an invoice item into two separate items, by highlighting the item and clicking
Split.
Figure 136: The "Split Invoice Item" window
On the “Split Invoice Item” window, under New Item, enter a description for the new item to be created.
In the New Item $ (Inc Tax) field, enter the dollar amount for the new item. The amount in the Original Item $ (Inc Tax) field will change so the overall value remains the same.
Click OK to return to the “Prepare an Invoice” window.
6. You can add a new invoice item to the end of the list by clicking Add. You can then enter a
Description and the Total (Inc Tax) value.
7. You can delete an invoice item by highlighting the item and clicking Delete.
8. You can arrange the invoice items on a specific order by highlighting them and clicking
Move. This will move them up one line.
9. The Total field will display the total of the invoice items displayed on the Text and Values page. If changes you have made to the invoice items result in the Total no longer matching the Total (Inc Tax) displayed at the top of the window, the labels for both totals will be displayed in red and you will not be able to save or post the invoice until the totals match.
© Sage Software Australia Pty Ltd 139
Chapter 9. Entering invoices Time+Billing 2016
10. Click Save to save your changes before clicking another tab.
Re-using previous descriptions
Instead of typing a new description every time, you can select previously used descriptions.
1. On the Text and Values page, highlight the invoice item and click Lookup Text. The
“Client Invoice Item Descriptions” window will open, listing all the previously entered descriptions.
Figure 137: The “Client Invoice Item Descriptions” window
2. Highlight the description you want to use and click Select.
The description will be entered for the item.
To apply a discount
You can add a discount to the invoice by specifying any of the following:
A percentage of the total fees, costs or both fees and costs
A fixed dollar amount
The invoice total after the discount is applied
140 © Sage Software Australia Pty Ltd
Time+Billing 2016 Entering a WIP invoice
1. On the “Prepare an Invoice” window, click the
Discount/Adjustment tab.
Figure 138: The "Prepare an Invoice (Discount/Adjustment)" window
The Discount/Adjustment page enables you to apply a discount to the invoice, and lists discounts that have already been given to the client.
2. In the Method field, select the way that the discount is to be applied:
Calculate
Discount by
Percentage
In the Percentage field, type the percentage discount to be applied.
In the Applied to field, select whether the discount is to be a percentage of the fees, the disbursement coats or both the fees and disbursement costs.
Specify
Discount
Amount
In the Discount Amount (Ex tax) field, type the dollar value of the discount to be applied.
Specify Total
(Inc Tax)
In the Total (Inc Tax) field, type the required invoice balance (including tax) after the discount is applied. For example, you might want to apply a discount or adjustment that rounds the invoice to the nearest $10.
Note: If you specify a total here, you will not be able to change the invoice amounts on the preceding pages.
3. In the Description field, type or select a description for the discount.
4. If the discount description is to be printed on the invoice, select the Print on Invoice check box.
5. Click
Save to save your changes before clicking another tab.
To add a credit card fee
You can add a credit card surcharge to the invoice by either selecting one already set up or
entering an amount directly.
For information on setting up a fee scale, see “Credit card surcharges” in Chapter 1, “Installing and configuring Time+Billing”.
Note: The credit card fee added here includes GST. If it is a percentage of the invoice amount, it is calculated from the GST exclusive invoice total.
© Sage Software Australia Pty Ltd 141
Chapter 9. Entering invoices
1. On the “Prepare an Invoice” window, click the
Credit Card Fee tab.
Time+Billing 2016
Figure 139: The "Prepare an Invoice (Credit Card Fee)" window
2. To apply the fee, either select it in the Select a Fee Scale field, or type an amount in the
Enter an Amount field.
Note: The fee scale should have been set up in the “Fee Scale” (Options / Credit Card
Setup) window.
3. If you want the fee to be included in the total invoice amount, select
Include in Invoice
Total.
If you are unsure whether your client will have to pay the surcharge fee, it would be preferable to exclude it from the invoice total. Therefore, select
Exclude from Invoice
Total.
4. Click Save to save your changes before clicking another tab.
To record immediate payments
If the client makes an immediate payment, you can record it on the invoice.
Note: Once a payment has been made on an invoice, it cannot be saved as a temporary invoice.
1. On the “Prepare an Invoice” window, click the Paid Now tab.
142
Figure 140: The "Prepare an Invoice (Paid Now)" window
2. In the Paid Now field, type the amount being paid.
The Balance Due field will show the balance still due on the invoice.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Entering a No WIP invoice
3. In the
Payment Details field, type or select a description for the payment.
4. Click Save to save your changes before clicking another tab.
To view the client’s invoice history
You can view the client’s invoice history.
1. On the “Prepare an Invoice” window, click the History tab.
Figure 141: The "Prepare an Invoice (History)" window
The
History page lists all invoices for the client with any balances owing.
2. Click
Save to save your changes before clicking another tab.
Entering a No WIP invoice
Caution: This type of invoice item should be used carefully. Only use this method if you are certain that your firm does not want the WIP Ledger for the client to be updated.
You can create No WIP invoices as either Temporary or Final invoices.
To enter No WIP invoices
1. Open the “New Invoice” window:
Click the button; or
From the
Input menu, click Invoice (No WIP)
© Sage Software Australia Pty Ltd 143
Chapter 9. Entering invoices Time+Billing 2016
Figure 142: The "New Invoice (No WIP)” window
2. Complete the “New Invoice (No WIP)” window.
Note: If the client makes an immediate payment, you can enter the amount in the Paid Now field. This will automatically record a receipt of payment in Time+Billing 2016.
3. Click Preview and check the appearance of the invoice.
4. When you are happy with the appearance of the invoice, you are ready to save it. You must
To create a Temporary invoice, click
Save Temporary.
Note: You will not be able to save an invoice as temporary if you have recorded a payment against it in the Paid Now field.
To create a Final invoice, click Post Final.
5. On the “Verify Invoice Number" window, for a temporary invoice, click Save. For a final invoice click either
Post And Print or Post.
Figure 143: The “Verify Invoice Number” window
Tip: For information on the "New Invoice (No WIP)" window, press F1 to display the online help.
Using the Previous button
The Previous button on the "New Invoice (No WIP)" window enables you to copy items from previous invoices for the client into the new invoice. This can save you having to retype similarly worded invoices.
144 © Sage Software Australia Pty Ltd
Time+Billing 2016 Entering a No WIP invoice
1. On the "New Invoice (No WIP)" window, click
Previous. The "Select Invoice Details" window will open, listing previous invoices for the client.
Figure 144: The "Select Invoice Details" window
2. Highlight the invoice you want to copy and click Select.
Items from the selected invoice will be copied to the new invoice.
Creating fixed rate invoices
If you have enabled fixed rate charging via the "General Options" window, you can select any
fixed rate activities that you have created to include in a No WIP invoice.
To create a fixed rate invoice:
1. Open the “New Invoice (No WIP)” window:
Click the button; or
From the Input menu, click Invoice (No WIP)
2. If fixed rate charging has been enabled, an extra column, Act, will be visible under Items.
3. In the
Act column field, click the button to open the "Activities" window.
Figure 145: The "Activities" window
4. Highlight the required fixed rate activity and click Select.
Time+Billing 2016 will complete the other invoice item fields with the fixed rate information.
5. Complete the other fields on the "New Invoice" window, and then click Post Final or Post
Temporary.
© Sage Software Australia Pty Ltd 145
Chapter 9. Entering invoices Time+Billing 2016
Adding a “Paid” watermark to invoices
You can configure Time+Billing 2016 to automatically insert a “Paid” watermark across printed fully receipted invoices.
1. From the Options menu, click General to open the “General Options” window.
Figure 146: The "General Options" window
2. Under Invoices, select the Show Paid Watermark check box.
3. Under Watermark Shading, select the level of shading for the watermark so that it does not obscure the invoice text.
4. If necessary, click Preview to print an example invoice to see if the watermark shading is appropriate.
5. Click OK.
Note: Only the printed invoices will have the watermark; previewed invoices will not.
Charging interest on overdue invoices
You can set Time+Billing 2016 to automatically charge interest on invoiced amounts that are overdue. You can apply this to existing invoices or new WIP and No-WIP invoices.
Time+Billing 2016 creates a debtors adjustment for the interest when you run a statement for
the particular client.
Before you can charge overdue interest, you have to enable i t via the "Clients Options" window.
146 © Sage Software Australia Pty Ltd
Time+Billing 2016 Charging interest on overdue invoices
Enabling overdue interest charging
1. From the Options menu, click Clients to open the "Clients Options" window.
Figure 147: The "Clients Options" window
2. Under Client Payments, select the Charge interest on overdue invoices check box.
3. In the Interest Rate fields, type either the Annual or Daily interest to be charged on overdue amounts.
4. In the Number of Days field, type the number of days before the due date for payment of invoices. After this date, interest will be charged.
5. Click OK to save your settings and exit the "Clients Options" window.
Setting overdue interest on new invoices
If you have enabled overdue interest charging , the “Prepare an Invoice” and "New Invoice (No
WIP)" windows will have a Charge overdue interest check box. Select this check box if you want to charge interest on overdue amounts owing on the invoice being created.
Charging overdue interest on existing invoices
You are also able to charge interest on existing overdue invoices.
1. From the View menu, click Invoices (Finalised) to open the "Invoices" window.
© Sage Software Australia Pty Ltd 147
Chapter 9. Entering invoices Time+Billing 2016
Figure 148: The "Invoices" window
2. Highlight the No WIP invoice to be changed, and click View.
Figure 149: The "Invoices Detail" window
3. On the "Invoices Detail" window, select the Charge Interest check box. This check box will not be visible if you have not enabled overdue interest charging on the "Clients Options" window.
4. Click
Save and then Close.
View existing invoices
There are a number of ways you can view invoices that have been input into Time+Billing 2016.
View finalised invoices of all clients
All final invoices are displayed in the “Invoices” window. To open this window:
1. From the View menu, click Invoices (Finalised).
2. To view details of an invoice, highlight the invoice and click View.
For WIP invoices, the “Prepare an Invoice” window will open.
For No WIP invoices, the "Invoices Detail" window will open.
Tip: For information on the "Invoices" and "Invoices Detail" window, press F1 to display the online help.
148 © Sage Software Australia Pty Ltd
Time+Billing 2016 View existing invoices
View temporary invoices for all clients
All temporary invoices are displayed in the “Temporary Invoices” window. To open this window:
From the View menu, click Invoices (Temporary).
Figure 150: The "Temporary Invoices" window
From this window, you are able to Edit, Delete, View and Find specific invoices. You can also email, print and finalise all or selected invoices.
Note: Do not send temporary invoices to your clients because they will not appear in any reports, and you cannot attach receipts until they are finalised.
Transfer invoices to other clients
You can transfer temporary and final invoices to other clients.
1. From the View menu, click Invoices (Finalised) or Invoices (Temporary) to open the
“Invoices” or “Temporary Invoices” window.
2. Highlight the invoice to be transferred and click Transfer to open the “Transfer Invoice To” window.
Figure 151: The "Transfer Invoice To" window
3. In the
New Client Ref field, type or click to select the Reference ID of the client to which the invoice is being transferred.
4. Click
OK.
The invoice will be transferred to the specified client.
View all debtor transactions of all clients
All Debtor transactions that have not been deleted are listed in the "Debtors Ledger" window, which is accessed through
View / Debtors Ledger Entries. Debtor Transactions are broken down into the following categories:
© Sage Software Australia Pty Ltd 149
Chapter 9. Entering invoices Time+Billing 2016
Invoices
Receipts
Debtor Adjustments
View the debtor ledger of a specific client
1. Press F3 or, from the Clients menu, click View to open the "Clients" window.
2. Highlight the required client and, on the Access Panel, click Debtors.
This debtor ledger information for the highlighted client will be displayed in the "Debtor Ledger
For" window.
Receipts and adjustments
The "Receipts and Adjustments Associated With Invoice" window enables you to view all the receipts and adjustments that have been offset against an invoice. You can edit and delete these as required.
Viewing receipts and adjustments
You can view the receipts and adjustments associated with finalised and temporary invoices.
1. From the View menu, click either Invoices (Finalised) or Invoices (Temporary).
2. On the "Invoices" or "Temporary Invoices" window, highlight the invoice for which you want to view the receipts and adjustments.
3. Click Offsets. The "Receipts and Adjustments Associated With Invoice" window will open.
Figure 152: The "Receipts and Adjustments Associated With Invoice" window
The "Receipts and Adjustments Associated With Invoice" window displays all debtor transactions (including bad debts, discounts, etc) that have been offset against the selected invoice.
4. View, edit or delete the receipts and adjustments as required.
5. Click Close to exit the “Receipts and Adjustments Associated With Invoice" window.
150 © Sage Software Australia Pty Ltd
Time+Billing 2016 Working with temporary invoices
Working with temporary invoices
Temporary invoices are used where your firm requires invoices to be entered by one operator and then reviewed by another person before the invoice is finalised. Once the invoice is finalised it can no longer be edited.
Temporary invoices allow you to input multiple invoices into Time+Billing 2016, but leave those invoices in a temporary format, thereby allowing them to be edited and added to later if required.
When specific WIP transactions are associated with an invoice (regardless of the invoice being
Temporary or Final), the invoice number will be displayed against the specific WIP transaction.
The result of this is that the WIP transaction is locked, preventing it from being edited or associated with another invoice.
Time+Billing 2016 assigns invoice numbers that fall within the range of 999990001 to
999999999 to temporary invoices.
After the temporary invoice has received final approval, you can then finalise the invoice (see
instructions below). Once an invoice has been finalised, it can no longer be edited.
The steps involved in creating and finalising a temporary invoice are summarised as follows.
1. Enter the invoice information and save it as a temporary invoice.
2. Edit the temporary invoice (if required).
3. Finalise the temporary invoice (that is, assign the invoice a final number; making it uneditable).
Enter the temporary invoice
Refer to either Entering a WIP invoice
” on page 126 or “ Entering a No WIP invoice ” on page
143.
Print and email the temporary invoice
A temporary invoice may be printed and emailed to clients in a number of different ways and at different stages. These are discussed below.
Printing at the time of data entry
When you initially enter the temporary invoice information, click Preview. On the “Report
Preview” window, click Print.
Batch printing and emailing temporary invoices
You can batch print and email all or selected temporary invoices. You can select the invoices to be printed and emailed by either tagging them beforehand or by specifying a date range and a filter.
For more on batch printing and emailing invoices, see “ Batch printing and emailing invoices ” on
page 158.
Printing after viewing the temporary invoice
To print a temporary invoice after viewing it:
1. From View menu, click Invoices (Temporary).
2. On the "Temporary Invoices" window, highlight the invoice and click Preview.
3. The invoice will be displayed in a "Report Preview" window.
4. You can then click Print to print to the printer.
This facility is useful if the information contained on a temporary invoice requires editing and then reprinting.
© Sage Software Australia Pty Ltd 151
Chapter 9. Entering invoices Time+Billing 2016
Edit the temporary invoice
1. From View menu, click Invoices (Temporary).
2. On the "Temporary Invoices" window, highlight the invoice that is to be edited.
3. Click Edit. The “Prepare an Invoice” (WIP invoice) or "Invoice For" (no WIP invoice) window should now be displayed. From this window, you can alter and add individual invoice items as required.
4. After editing the temporary invoice, you may wish to preview or reprint it. This can be done from the “Prepare an Invoice” or "Invoice For" window using the Preview button.
Finalising temporary invoices
Temporary invoices may be finalised either in a batch or individually. You are also able to change the date on the finalised invoice.
Temporary invoices must be finalised before receipts can be attached to them.
Batch finalising invoices
Once the invoices have been finalised, Time+Billing 2016 will not allow them to be edited.
1. From the View menu, click Invoices (Temporary). This will open the "Temporary Invoices" window, listing all the temporary invoices that have been generated.
Tip: To ensure that there are no previously tagged invoices, you can select the Show my
tagged invoices check box to list all invoices that you have tagged. You can then click
Untag All first to remove all your tags.
2. If you want to finalise only those tagged invoices for clients allocated to a specific partner, select the partner in the Partner field.
3. If you do not want to finalise all the temporary invoices, tag those that you want to finalise.
Highlight the individual invoices and click Tag, or select the check box in the Tag column.
4. Click Finalise. The "Batch Invoice Date" window will open.
152
Figure 153: The "Batch Invoice Date" window
The "Batch Invoice Date" window enables you to change the date of the all the finalised invoices.
5. Select Tagged Invoices to finalise only those invoices that you have tagged. This does not finalise invoices tagged by other users.
To finalise all the temporary invoices, click All Invoices.
Caution: Clicking All Invoices will finalise all the temporary invoices, regardless of the related partner or their tagging status.
6. If you want to change the date of the finalised invoices, clear the
Use Temporary Invoice
Dates check box, and then type the new date into the Date for invoices box.
7. Click OK.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Working with temporary invoices
An information window will open, specifying the first final invoice number that will be assigned. Time+Billing 2016 will number the invoices in sequence from that number forward. If you require control over the invoice number to be assigned, you will need to finalise each invoice individually.
8. Click OK to accept the invoice number.
Time+Billing 2016 will now finalise all of the temporary invoices.
Finalising individual invoices
Once the invoices have been finalised, Time+Billing 2016 will not allow them to be edited.
1. From the
View menu, click Invoices (Temporary). This will open the "Temporary Invoices" window that lists all the temporary invoices that have been generated.
2. Highlight the required temporary invoice and click Finalise. The "Batch Invoice Date" window will open.
Figure 154: The "Batch Invoice Date" window
3. Select Highlighted Invoices, and click OK.
This will open the "Verify Invoice Number & Date" window, which displays the date of the invoice and the invoice number to be assigned to the invoice. Where your firm uses Manual
Invoice numbers, you will be able to alter the invoice number displayed.
Figure 155: The "Verify Invoice Number & Date" window
4. If you want to change the date of the finalised invoice, enter the new date in the
Invoice
Date field.
Note: If the invoice has a due date, this will also change to reflect the new invoice date.
5. Click OK to accept the invoice number and date, and to finalise the invoice.
Temporary invoice transaction report
You can run a report that provides details of your temporary invoices.
1. From the Reports menu, point to Debtors Transactions and click Temporary Invoices to open the “Temporary Invoices Transaction Report” window.
© Sage Software Australia Pty Ltd 153
Chapter 9. Entering invoices Time+Billing 2016
Figure 156: The "Temporary Invoices Transaction Report” window
2. Under Report Order and Detail, specify the order of the temporary reports and the details to be shown.
3. Complete the remaining fields to select the temporary invoices to be included in the report.
Leave the fields blank to include all your temporary reports.
4. If necessary click Add Filters to select a filter to limit the temporary invoices to be included.
5. Click OK run the report.
Understanding invoice numbering styles
The style of invoice numbering cannot be altered once an invoice exists in Time+Billing
2016.
Prefixed Invoice Numbers are displayed with the financial year preceding the invoice number. If your firm intends to reuse its invoice numbering each financial year, then Prefixed Invoice
Numbering must be used.
Example:
Invoice number 552856 was issued on 1/7/2016. As a Prefixed Invoice Number, it would be displayed as invoice number 2016-552856. As a Standard Invoice Number, it would appear as invoice number 552856.
Example:
Invoice number 563650 was issued on 1/1/2016. As a Prefixed Invoice Number, it would be displayed as invoice number 2015-563650. As a Standard Invoice Number, it would appear as invoice number 563650.
Manually entering invoice numbers
Time+Billing 2016 enables you to specify the invoice number to be assigned to each invoice.
Alternatively, Time+Billing 2016 can be set up to automatically assign invoice numbers.
You can specify manual or automatic invoice numbering as follows:
1. From the Options menu, click Invoice/Receipt Numbers.
2. On the "Invoice/Receipt Number Options" window, under Invoice, select the required check box.
3. Click
OK to close the window.
154 © Sage Software Australia Pty Ltd
Time+Billing 2016 Deleting an invoice
Deleting an invoice
If necessary, you can delete an invoice in Time+Billing 2016 as follows:
1. From the View menu, click either Invoices (Finalised) or Invoices (Temporary).
2. Highlight the invoice to be deleted and click Delete.
Time+Billing 2016 prevents the deletion of invoices that have been offset by receipts or debtor adjustments. To delete such an invoice, the receipts or debtor adjustments must be deleted first.
When an invoice is deleted, the following will occur:
Any WIP that has been attached to the invoice will be changed to uninvoiced, thereby increasing the balance of the client's WIP Ledger.
The deleted invoice transaction will then be moved into the "Deleted Debtors Ledger", which you can access via View / Deleted Debtors Transactions.
Caution: Write on and write off WIP adjustments created at invoice time are not deleted from the WIP ledger when you delete an invoice. To delete WIP write on or write off adjustments, use
View / WIP Ledger Entries.
Using standard paragraphs
Standard Paragraphs allow you to save descriptions that are used frequently in Time+Billing
2016. You can insert Standard Paragraphs into the majority of
Description fields in
Time+Billing 2016, greatly reducing the amount of typing required.
Standard Paragraphs can be added, deleted and/or amended at any time from the “Standard
Paragraphs” ( View / Standard Paragraphs) window. You can, therefore, establish the standard paragraphs as you find a need for them.
There are three ways of using Standard Paragraphs when you are creating invoices.
If you have the Sage HandiSoft Practice Manager program installed, you can select
Time+Billing standard paragraphs to be descriptions of events like appointments. This enables you to have standardised timesheet entries when importing events from Practice Manager.
Creating standard paragraphs
1. From the View menu, click Standard Paragraphs. The "Standard Paragraphs" window will open.
© Sage Software Australia Pty Ltd
Figure 157: The "Standard Paragraphs" window
155
Chapter 9. Entering invoices Time+Billing 2016
2. To view, edit or create a standard paragraph, click
View, Edit or New. The "Standard
Paragraph Detail" window will open.
Figure 158: The "Standard Paragraph Detail" window
3. Edit the standard paragraph as required.
The “Standard Paragraph Detail” window has an RTF (Rich Text Format) editor, which you can use to enter formatted text. You can also insert text created with another RTF editor like
Microsoft Word.
4. Click Save to save your changes, and Close to exit the window.
Creating automatic standard paragraphs
Time+Billing 2016 allows you to link a specific standard paragraph to a specific Activity Code.
The result of this is that the standard paragraph will automatically be attached to invoice items with that Activity Code.
To do this:
1. From the View menu, click Activities.
2. On the "Activities" window, highlight the required Activity Code.
3. Click Edit.
4. In the Paragraph Code column, select the required Standard Paragraph Code.
Using the selection window edit
If you position your cursor in a
Description field of the “Prepare an Invoice” or "New Invoice (No
WIP)" window, and click the button, the "Description" window will open.
156 © Sage Software Australia Pty Ltd
Time+Billing 2016 Setting payment terms
Figure 159: The "Description" window
From this window, you can click Std Par to insert standard paragraphs into the Description.
You are also manually able to alter the Description as required.
The “Description” window has an RTF editor, which you can use to create formatted text. You can save this text for later use, and you can load previously saved text.
When the Description has been completed, click OK to return you to the “Prepare an Invoice” or the "New Invoice (No WIP)" window.
Setting payment terms
When you add new clients to Time+Billing 2016, the payment terms that are printed on their invoices will default to those set in the "Clients Options" window. You can override this for individual clients via the "Client Extra Detail" window. For information on setting payment terms for individual clients, refer to Chapter 4, "Using the client database".
Time+Billing 2016 also allows you to change the payment terms for all or selected clients via the
"Set Debtor Payment Terms" window.
To batch change payment terms
The "Set Debtor Payment Terms" window lets you change the payment terms for all or selected clients as a batch instead of having to change them individually via the “Client Extra Detail” window. It will only change the payment terms for existing clients. New clients will still default to the payment terms set in the "Client Options" window.
1. Ensure that you have backed up the Sage HandiSoft data.
2. Make sure that no other user is running any Sage HandiSoft program that accesses the same client database.
3. From the Tools menu, click Set Debtor Terms. The "Set Debtor Payment Terms" window will open.
© Sage Software Australia Pty Ltd
Figure 160: The "Set Debtor Payment Terms" window
157
Chapter 9. Entering invoices Time+Billing 2016
4. In the
Terms field, type in the new payment terms to appear on the invoices.
5. In the Filter field, type in a filter expression if you want to restrict changing the payment terms to selected clients. Leave this field blank to update all the existing Time+Billing 2016 clients. You can also click the button to open the "Client Filters" window. From there, you can select an existing filter or create a new one.
6. Click OK to start the process. An "Attention" window will open for you to confirm that you have backed up your data and that no other user is running a Sage HandiSoft program.
7. Click OK. Time+Billing 2016 will go through the client database and update the records of the selected clients. An "Information" window will then display the number of records successfully processed.
8. Click OK to close the "Information" window.
Using invoice layouts
Time+Billing 2016 allows your firm to create a number of different invoice layouts (or styles).
This is useful where a partner in your firm requires their invoices to have a different appearance to the invoices of another partner.
You can create individual invoice layouts. See Chapter 13, "Designing layouts".
Tip: It is also possible to save and import layouts as text files for transferring from one
computer to another. See Chapter 12, "Using standard reports".
Where different invoice layouts are to be used, Time+Billing 2016 allows a specific User Name to be set up so that it uses only a specified invoice layout. This is achieved using the
Options /
Notice Layouts area.
Batch printing and emailing invoices
Instead of having to print out and email invoices one by one, Time+Billing 2016 provides a facility whereby a group of invoices can be printed and emailed to the clients at the same time.
Invoices can be batch printed and emailed by any of the following:
Tagging invoices, and then specifying that only tagged invoices are printed and emailed.
Specifying the starting and ending invoices numbers of the range of invoices that are to be printed and emailed.
Specifying the range of invoices, and defining a filter to restrict the invoices that will be printed and emailed from the specified range of invoice numbers. For example, you would be able to print and email all invoices for the partner BROWN that fall within the range of invoice number 100015 to 1000030
Defining a filter to restrict which invoices will be printed and emailed (no invoice number range is specified). This method can be used for printing temporary invoices.
158 © Sage Software Australia Pty Ltd
Time+Billing 2016 Batch printing and emailing invoices
Setting up the Email Text items
You can create a number of Email Text items that contain pre-set body text for emails to clients.
You can then select the appropriate Email Text item when sending emails.
1. From the
View menu, click Invoices (Temporary) or Invoices (Finalised).
2. On the "Invoices" or "Temporary Invoices" window, click
Email Text to open the “Invoice
Email Text” window.
Figure 161: The "Invoice Email Text" window
3. To add a new Email Text item, click New to open the “Invoice Email Text Details” window.
Figure 162: The "Invoice Email Text Details"
4. In the Email Text Identifier field, type a suitable name for selecting the Email Text Item.
5. Complete the remaining fields. Under Individuals and Non-Individuals, enter the body text for emails to individual and non-individual clients. You can include merge fields by clicking
Merge Fields and selecting a field on the “Merge Fields” window.
© Sage Software Australia Pty Ltd 159
Chapter 9. Entering invoices Time+Billing 2016
Figure 163: The "Merge Fields" window
6. Click Save to save your changes, and Close to return to the “Invoice Email Text” window.
To batch print and email invoices
1. From the View menu, click Invoices (Temporary) or Invoices (Finalised).
2. To batch print and email only those tagged invoices for clients allocated to a specific partner, select the partner in the
Partner field.
3. On the "Invoices" or "Temporary Invoices" window, tag the invoices to be printed.
To tag all the temporary invoices, on the “Temporary Invoices” window, click Tag All.
On the “Invoices” window, click Tag all Unsent to tag those invoices that have not yet been emailed to the client.
To tag individual invoices, highlight them and click Tag or select the check box in the
Tag column.
4. In the
Email Address and Email Text Message columns for invoices to be emailed select the required email address, and the Email Text item for the body of the email.
Tip: You can click Set Msg to select the Email Text item for all the tagged invoices.
Note: Invoices for which you do not select an email address will be printed, but not emailed to the client.
5. Click Batch. The "Batch Send Invoices" window will open.
160 © Sage Software Australia Pty Ltd
Time+Billing 2016 Batch printing and emailing invoices
Figure 164: The "Batch Send Invoices" window
6. Under
Invoice Selection, select Batch Tagged Invoices if only the invoices you have tagged are to be printed and emailed.
Alternatively, you can select Specify Batch Details to specify the invoices to be printed and emailed by entering date range and a filter in the Invoice Range fields.
7. In Layout Name, click the button and select the layout that is to be used when printing the invoices.
Tip: You can specify a layout to be automatically selected for all invoices via the Options
/ Notice Layouts menu command.
8. Click OK
Tip: For information on the "Batch Send Invoices" window, press F1 to display the online help.
© Sage Software Australia Pty Ltd 161
Chapter 10. Entering receipts and bank deposit slips
Payments by clients to your firm are recorded in Time+Billing 2016 as receipts.
If required, Time+Billing 2016 can create bank deposit slips as you input receipts. The bank
deposit slip records details of payments that are to be deposited with the bank.
Entering receipts
1. Open the “New Receipt” window: Click the click Receipt.
button, press F4 or, from the Input menu,
Figure 165: The “New Receipt” window
2. Complete the “New Receipt” window.
3. After you have input all receipt items, click Preview and check the appearance and accuracy of the receipt.
Tip: To prepare bank deposit slips through Time+Billing 2016, you must first select the
Use Deposit Slips check box on the “General Options” (Options / General) window.
4. Click Post.
5. If you have turned on the Deposit Slip feature in Time+Billing 2016, the “Verify Receipt
Number and Complete Deposit Items” window will open.
© Sage Software Australia Pty Ltd 163
Chapter 10. Entering receipts and bank deposit slips Time+Billing 2016
Figure 166: The Verify Receipt Number and Complete Deposit Items" window
If the
Deposit Slip feature has been turned off, the “Verify Receipt Number” window will open.
Figure 167: The "Verify Receipt Number" window
6. Specify/confirm the receipt number to be allocated when Time+Billing 2016 posts a receipt to a client's Debtors Ledger, and then click either Post and Print or Post.
The “New Receipt” window will open, ready for you to enter another receipt.
Applying receipts against invoices
To offset the receipt against one or more existing invoices:
1. On the “New Receipt” window click Show All Client’s Invoices to list all the client’s invoices under
Payments.
Alternatively, under Payments, in the Invoice column, click to open the “Select an
Invoice Number” window. Highlight the required invoice and then click
Select.
Figure 168: The “Select an Invoice Number” window
2. In the Receipt Amt column, type the amount to be paid against each invoice.
To automatically enter the amounts in the Receipt Amt column, type in the total value of the receipt in the Total Paid column, and click Allocate Automatically.
Recording an advance receipt
Enter the invoice number as 0 (zero). When the client is later invoiced for work that this receipt relates to, you must edit the receipt and change the invoice number to the number of the physical invoice.
164 © Sage Software Australia Pty Ltd
Time+Billing 2016 Completing the deposit slip information
Note: No transaction is created in Handiledger for a receipt until an invoice number is actually allocated to it. This means that you may have to make a manual entry in HandiLedger.
Completing the deposit slip information
These additional windows collect information that will be used on the Bank Deposit Slip. See
“ Using bank deposit slips ” on page 168.
Complete the deposit slip information
The following instructions assume that you have already entered and posted a receipt:
1. To enter and post the receipt, follow the instructions in “ Entering receipts ” on page 163.
After you click Post, the “Verify Receipt Number and Complete Deposit Items” window will open.
Figure 169: The” Verify Receipt Number and Complete Deposit Items” window
2. Complete the “Verify Receipt Number and Complete Deposit Items” window and then click one of the following:
Post and Print. Click this button to update Time+Billing 2016, and to print a copy of the receipt.
Post. Click this button to update Time+Billing 2016. No receipt will be printed.
3. When asked, “Post receipt, and save deposit items”, click OK.
4. The “New Receipt” window will open, ready for you to enter another receipt.
Note: To prepare a deposit slip, see “ Preparing a bank deposit slip ” on page 169.
Understanding receipt numbering styles
Caution: The style of receipt numbering cannot be altered once a receipt exists in
Time+Billing 2016.
Time+Billing 2016 offers two styles of receipt numbering - Standard Receipt Numbers and
Prefixed Receipt Numbers . A Prefixed Receipt Number
will display with the financial year preceding the receipt number.
If your firm intends to reuse its receipt numbers each financial year, Prefixed Receipt Numbers should be used.
Example:
Receipt 005389 was issued on 15/09/2016. As a Prefixed Receipt Number, this receipt number
© Sage Software Australia Pty Ltd 165
Chapter 10. Entering receipts and bank deposit slips Time+Billing 2016
would be displayed as 2016-005389. As a Standard Receipt Number, the receipt number would appear as 005389.
See Chapter 1, "Installing and configuring Time+Billing 2016".
Manual vs. automatic receipt numbering
Time+Billing 2016 can automatically generate receipt numbers for you; or
You can manually assign receipt numbers.
Manual/Automatic receipt numbering is established by selecting the Manual Numbers check box under Receipt on the “Invoice/Receipt Number Options” (Options / Invoice/Receipt
Numbers) window. Where the Manual Numbers check box is selected, then you will be able to manually alter the receipt number at the time it is assigned to the receipt.
Using control totals
A control total is an amount that is entered into Time+Billing 2016 to help detect data entry errors. The control total is calculated manually by a person, and is then typed into the computer. Then, during data entry, Time+Billing 2016 will calculate the total and will compare it to the control total, which was entered previously.
Control totals can be used when entering receipts as a way of ensuring that the correct amount is entered. If you type a value in the “New Receipt” window Total Paid field, you will not be able to post the receipt until the Unallocated field has a value of zero.
Tip: You can ensure that total payment is allocated by entering a value in the Total Paid field and clicking Allocate Automatically.
The use of control totals is optional. If you do not want to use control totals, then the Total Paid field should be left blank.
Using standard paragraphs
Standard paragraphs are created to record common descriptions and may be used when creating receipts in Time+Billing 2016. We recommend the use of standard paragraphs as they greatly reduce the amount of typing required.
Standard paragraphs can be accessed from the Description field of the "New Receipt" window.
Creating standard paragraphs
To create standard paragraphs:
1. From the View menu, click Standard Paragraphs.
2. On the "Standard Paragraphs" window, click New.
Accessing standard paragraphs
To access a list of the available Standard Paragraphs:
1. In the "New Receipt" window, click the
Description button to open the "Description" window.
2. You can click
Std Par to insert an existing standard paragraph into the "Description" window. This will open the "Standard Paragraphs" window, which lists all existing standard paragraphs.
3. To insert the required standard paragraph, highlight the paragraph and then click Select.
4. The text of the standard paragraph will now be displayed in the "Description" window. This text may be edited as required.
5. When you are happy with the description, click OK.
166 © Sage Software Australia Pty Ltd
Time+Billing 2016 Understanding receipt numbering styles
As a shortcut, if you know the number of the standard paragraph that is to be used, simply type the paragraph number into the Description field and then press Tab. The text of that standard paragraph will now be displayed in the Description field, and may be edited if required.
Using receipt layouts
Time+Billing 2016 lets you create a number of different receipt layouts (or styles). This is useful where a partner in your firm requires their receipts to have a different appearance to the receipts of another partner.
You can create individual receipt layouts. See Chapter 13, "Designing layouts".
Tip: It is also possible to save and import layouts as text files for transferring from one
computer to another. See Chapter 12, "Using standard reports".
Where different receipt layouts are to be used, Time+Billing 2016 allows a specific User Name
to be set up so that it uses only a specified receipt layou t. This is achieved using the
Options /
Notice Layouts area.
Deleting receipts
Receipt transactions may be cancelled as follows:
1. From the View menu, click Receipts.
2. Highlight the receipt to be removed and click Delete.
When Time+Billing 2016 deletes the transaction, it will:
Increase the outstanding amount of the required invoice(s) and
Move the deleted receipt transaction into the "Deleted Debtors Ledger"
All deleted transactions can be viewed from View / Deleted Debtors Transactions.
Viewing existing receipts
There are a number of ways to view receipts that have been input into Time+Billing 2016.
View all receipts of all clients
1. From the View menu click Receipts to open the "Receipts" window.
Figure 170: The "Receipts" window
From the "Receipts" window, you are able to Edit, Delete, View and Find specific receipts.
2. To view details of items included in a receipt, highlight the receipt and click View. The
"Receipts Detail" window will open.
© Sage Software Australia Pty Ltd 167
Chapter 10. Entering receipts and bank deposit slips Time+Billing 2016
Figure 171: The "Receipts Detail" window
Tip: For information on the "Receipts" and "Receipts Detail" windows, press F1 to display the online help.
View all debtor transactions of all clients
All Debtor transactions that have not been cancelled are listed in the "Debtors Ledger Entries" window.
From the View menu, click Debtors Ledger Entries.
Debtor transactions are broken down into the following categories:
Invoices
Receipts
Debtor adjustments
View the debtor ledger of a specific client
1. Press F3 or, from the Clients menu, click View.
2. Highlight the required client and, on the Access panel, click Debtors.
The "Debtor Ledger for" window will display Debtor Ledger information for the highlighted client
3. From the "Debtor Ledger For" window, you are able to Edit, Delete and View individual transactions.
Using bank deposit slips
If you want to prepare bank deposit slips using Time+Billing 2016, you must:
Turn on the Bank Deposit Slip feature before entering receipts.
Configure the Bank Deposit Slip feature
Enter the receipt information. Refer to " Entering receipts " on page 163 for instructions.
Prepare the deposit slip.
Turn on the Bank Deposit Slip feature
1. From the Options menu, click General.
2. On the "General Options" window, select the Use Deposit Slips check box.
3. Click OK.
168 © Sage Software Australia Pty Ltd
Time+Billing 2016 Using bank deposit slips
Configure the Bank Deposit Slip feature
1. From the View menu, click Bank Accounts. The “Bank Accounts” window will open.
Figure 172: The “Bank Accounts” window
2. For each bank account that you will deposit money into, click New and complete the “Bank
Accounts” window.
3. After all information has been entered, click Save and then Close.
Preparing a bank deposit slip
To prepare the deposit slip:
1. From the View menu, click Bank Deposit Slips. The “Deposit Slips” window will open.
Figure 173: The “Deposit Slips” window
2. In the “Deposit Slips” window, click New to create a new bank deposit slip. The “Deposit
Slips Detail” window will open.
Figure 174: The “Deposit Slips Detail” window
3. Complete the “Deposit Slips Detail” window, click
Save and then Close. The “Deposit
Slips” window will open.
© Sage Software Australia Pty Ltd 169
Chapter 10. Entering receipts and bank deposit slips Time+Billing 2016
4. To attach receipt items to the bank deposit slip, highlight the required deposit slip and then click Waiting.
Note: The Waiting button will be disabled if there are no receipt items to attach.
The “Receipt Items Awaiting Deposit” window will open.
Figure 175: The “Receipt Items Awaiting Deposit” window
5. For each receipt item to be attached to the deposit slip highlight the item and then click Tag.
Tip: To attach all the receipt items to the deposit slip, click Tag All.
6. After you have tagged all of the required receipt items, click Post. The “Deposit Slips” window will open.
7. To view the receipt items that have been attached to the “Deposit Slip”, click Items.
8. To print a copy of the Bank Deposit slip, click Preview. Select the required layout. Once the deposit slip is displayed on your monitor, click Print.
Viewing and attaching deposit items
You can view, edit and attach deposit items to deposit slips.
You may need to deposit money without recording a receipt in Time+Billing 2016. For example, one of your firm's partners makes a capital contribution. Such items are added to the deposit slip from the "Deposit Items" window using the New button.
1. On the "Deposit Slips" window, highlight the required deposit slip.
2. Click Items. The "Deposit Items" window will open, listing the items attached to the highlighted deposit slip.
170 © Sage Software Australia Pty Ltd
Time+Billing 2016 Using deposit slip layouts
Figure 176: The "Deposit Items" window
3. To add a new deposit item, click New. The "Deposit Items Detail" window will open.
Caution: Adding a new deposit item in this way does not update the Debtor Ledger in
Time+Billing 2016. This is designed to allow the deposit of funds that do not relate to your firm's Debtors. For example, one of the firm's partners might inject some capital into the business.
4. To view or edit a deposit item, highlight the deposit item and click Edit or View. The
"Deposit Items Detail" window will open.
Figure 177: The "Deposit Items Detail" window
5. To delete a deposit item, highlight the deposit item and click
Delete.
6. Click Close to close the "Deposit Items" window and return to the "Deposit Slips" window.
Tip: For information on the "Deposit Items" and "Deposit Items Detail" windows, press F1 to display the online help.
Using deposit slip layouts
Time+Billing 2016 allows your firm to create a number of different deposit slip layouts (or styles). A partner in your firm may require their deposit slips to have a different appearance to the deposit slips of another partner.
You can create individual deposit slip layouts.
See Chapter 13, "Designing layouts".
Tip: It is also possible to save and import layouts as text files for transferring from one
computer to another. See Chapter 12, "Using standard reports".
© Sage Software Australia Pty Ltd 171
Chapter 10. Entering receipts and bank deposit slips Time+Billing 2016
Where different deposit slip layouts are to be used, Time+Billing 2016 allows a specific User
Name to be set up so that it uses only a specified deposit slip layout. This is achieved using the
Options / Notice Layouts area.
Changing receipt numbers
Time+Billing 2016 provides you with the facility to change receipt numbers. This is particularly useful if you have converted data from a DOS version of Time+Billing to use in Time+Billing
2016. The DOS version did not have receipt numbering, so you could use the facility to create receipt numbers.
To change receipt numbers
1. From the
Tools menu, click Change Receipt Numbers. The "Change Receipt Numbers" window will open, listing all the receipts in Time+Billing 2016.
Figure 178: The "Change Receipt Numbers" window
2. Highlight the receipt you want to change and click Edit.
3. In the Receipt column, type in the new number for the receipt.
Note: The receipt number must be unique.
4. Repeat the previous two steps to change any other receipt numbers.
5. Click
Save to save the changes, and Close to exit the window.
172 © Sage Software Australia Pty Ltd
Chapter 11. Entering debtor adjustments
A debtor adjustment is a transaction that is used to alter the balance of a client's Debtors
Ledger. Time+Billing 2016 provides the following categories of debtor adjustment:
Bad Debt - Used where an invoice has been outstanding for some period and is considered bad. The invoice would be written off using the Bad Debt category.
Discount -Used where the outstanding balance of an invoice is to be reduced. For example, your firm may offer a 10% discount on invoices paid within 7 days.
Credit Note - A Credit Note will reduce the balance of a client’s Debtors Ledger.
Example: The Stationery Store is a client of ABC Accounting. ABC Accounting also purchases their stationery through The Stationery Store. Instead of paying The Stationery
Store in cash for goods that they have purchased, ABC Accounting issues The Stationery
Store with a credit note.
Adjusting Debit - Used to increase the balance of a client’s Debtors Ledger.
Adjusting Credit - Used to reduce the balance of a client’s Debtors Ledger.
Example: ABC Accounting wants to transfer the balance of one client’s debtor ledger to a different client’s debtor ledger, without transferring each of the individual transactions.
This would be achieved by processing an Adjusting Debit to one client's Debtor Ledger, and an Adjusting Credit to the other client's Debtor Ledger.
Opening Debit - Used to process opening balances when your firm moves to Time+Billing
2016 from a different managerial software package.
Example: ABC Accounting has only just purchased Time+Billing 2016. Previously they used a different office management program. One of their clients, Mary Smith had an outstanding balance of $640 in her debtor ledger. To transfer this balance from the old office management program to Time+Billing 2016, an Opening Debit of $640 would be recorded.
Opening Credit - Used to process opening balances when your firm moves to Time+Billing
2016 from a different managerial software package.
Interest - Used to charge interest on overdue amounts in invoices.
Credit Card Fee – Used to levy a fee for payments by credit card.
Caution: Debtor adjustments do not update Activity or Cost codes.
Recording a debtor adjustment
You can make the following debtor adjustments while creating WIP invoices on the “Prepare an
Invoice” window.
Credit Card Fee
Discount
You can also apply discounts to no WIP invoices on the “New Invoice (No WIP)” window
You can make adjustments to the Debtors Ledger through the “New Debtor Adjustment” window, which can be accessed in the following ways:
© Sage Software Australia Pty Ltd 173
Chapter 11. Entering debtor adjustments
Click the button.
Press F9.
From the Input menu, click Debtor Adjustment.
Time+Billing 2016
Figure 179: The "New Debtor Adjustment” window
Record a debtor adjustment
1. Click the button, press
F9 or, from the Input menu, click Debtor Adjustment to open the “New Debtor Adjustment” window:
2. Specify the type of debtor adjustment and the date on which the transaction is to be made.
3. Select the Client for whom the transaction is being made.
4. In the Invoice field, enter the invoice number to which the adjustment relates:
Click to open the “Select An Invoice Number” window. Highlight the required invoice and then click Select.
5. The
Sales Acct field will be visible if you have enabled the link to HandiLedger via the
Options / HandiLedger Integration menu item. The field should display the default
HandiLedger account to which the adjustment will be posted. If necessary, you can change it here.
6. Complete the Amount of the Debtor Adjustment and specify a Description for the Debtor
Adjustment. You are able to use standard paragraphs .
7. The Client Name is automatically completed for you. Now all you need to do is click Post to save the Debtor Adjustment.
Using standard paragraphs
Standard paragraphs are created to record common descriptions, and may be used when creating adjustments in Time+Billing 2016.
Accessing the standard paragraphs
To access a list of the available standard paragraphs
1. Click the Description field button. This will open the "Description" window.
2. You can click Std Par to insert an existing standard paragraph into the “Description” window. This will open the "Standard Paragraphs" window, which lists all existing standard paragraphs.
3. To insert the required standard paragraph, highlight the paragraph and then click Select.
174 © Sage Software Australia Pty Ltd
Time+Billing 2016 Creating Credit Note and Adjustment Note layouts
4. The text of the standard paragraph will be displayed in the “Description” window. This text may be edited as required.
5. When you are happy with the description, click
OK.
The quick way to add a standard paragraph
If you know the number of the required standard paragraph, the quicker way to insert it is too simply type in the paragraph number into the Description field and then press Tab.
Creating Credit Note and Adjustment Note layouts
Time+Billing 2016 allows your firm to create a number of different credit note layouts (or styles).
This is useful where a partner in your firm requires their credit notes to have a different appearance to the credit notes of another partner.
You can create individual credit note layouts .
See Chapter 13, "Designing layouts".
Tip: It is also possible to save and import layouts as text files for transferring from one
computer to another. See Chapter 12, "Using standard reports".
Where different credit note layouts are to be used, Time+Billing 2016 allows a specific User
Name to be set up so that it uses only a specified credit note layout . This is achieved using the
Options / Notice Layouts area.
Entering debtor opening balances
Opening debtor balances are input as follows:
1. Press F9 or, from the Input menu, click Debtor Adjustment.
2. On the "New Debtor Adjustment" window, under Type, select either Opening Dr or
Opening Cr.
3. Complete the fields in the "New Debtor Adjustment" window, as required.
4. Click Post.
Entering interest charges
Charging clients interest for overdue invoiced amounts is done as a debtor adjustment. This can be done automatically and manually.
Automatically – Time+Billing 2016 automatically creates a debtors adjustment for overdue
interest charged when you generate a statement with the
Calculate interest for overdue
amounts check box selected. See Chapter 14, “Produce statements”.
Manually – You can create a debtor adjustment for interest charged by selecting
Interest
(+) under Type in the "New Debtor Adjustment" window.
© Sage Software Australia Pty Ltd 175
Chapter 11. Entering debtor adjustments Time+Billing 2016
Viewing all debtor adjustments
The "Debtor Adjustments" window lists all the debtor adjustments that have been processed in
Time+Billing 2016. From there, you can view details, edit and delete the adjustments.
To view debtor adjustments
1. From the View menu, click Debtors Adjustments to open the "Debtor Adjustments" window.
Figure 180: The "Debtor Adjustments" window
2. To edit or view details of a debtor adjustment, highlight the required adjustment and click
Edit or View. The "Debtor Adjustments Detail" window will open.
Figure 181: The "Debtor Adjustments Detail" window
Tip: For information on the "Debtor Adjustments" and "Debtor Adjustments Detail" windows, press F1 to display the online help.
Debtors ledger entries
The "Debtors Ledger Entries" window lists the ledger entries for transactions that have not been cancelled. You can then access the relevant windows to edit the different entry types.
Viewing and editing debtors ledger entries for all clients
1. From the View menu, click Debtors Ledger Entries. The "Debtors Ledger Entries" window will open.
176 © Sage Software Australia Pty Ltd
Time+Billing 2016 Debtors ledger entries
Figure 182: The "Debtors Ledger Entries" window
2. To view transaction details, double-click on the required entry. Alternatively, highlight the entry and click View. The relevant window will open. For example, if you select an invoice, the "Invoices Detail" window will open.
3. Use the View button to switch between the ledger entry list and the detailed views.
4. To generate Debtor Ledger reports, click Reports, and select the report from the "Select a
Debtor Ledger Report" window.
5. Click Close to exit the "Debtors Ledger Entries" window.
Viewing and editing debtors ledger entries for one client
You can also view the debtors ledger entry for a single client.
1. If required, press F3 to open the main “Clients View” window.
2. Highlight the client for which the entries are to be listed.
3. On the Access Panel, click
Debtors. If the client has debtors ledger entries, the "Debtor
Ledger for" window will open.
Figure 183: The "Debtor Ledger for" window
4. Click the relevant tab to list the required type of debtors’ ledger entries. Click
All to list all the entries for the client.
© Sage Software Australia Pty Ltd 177
Chapter 11. Entering debtor adjustments Time+Billing 2016
5. To view transaction details, double-click on the required entry. Alternatively, highlight the entry and click View. The relevant window will open. For example, if you select an invoice, the "Invoices Detail" window will open.
6. Use the View button to switch between the ledger entry list and the detailed views.
7. Click Close to exit the "Debtor Ledger for" window.
Deleted debtors transactions
The "Deleted Debtors Ledger" window lists all the debtor transactions that have been deleted in
Time+Billing 2016.
To open the "Deleted Debtors Ledger" window:
From the View menu, click Deleted Debtors Transactions.
Figure 184: The "Deleted Debtors Ledger" window
This window lists the deleted transactions. You are not able edit or view details of them.
178 © Sage Software Australia Pty Ltd
Chapter 12. Documents and mailing labels
The Documents menu commands available depend on how your Sage HandiSoft programs have been set up. The Practice Manager program includes the Document Manager module, which provides a comprehensive document management facility for your practice. In Practice
Manager 2016, you can either enable or disable the Document Manager. This affects the menu commands that are available from the Time+Billing 2016 Documents menu:
Where Practice Manager - Document Manager is disabled, the Documents menu in
Time+Billing 2016 allows you to create documents using the following two methods.
Method 1 – Sage HandiSoft Document Editor
The Sage HandiSoft Document Editor is a simple text editor for creating basic letters and documents. You can insert information from the Time+Billing 2016 data files into the document, creating a 'Mail Merge'.
Method 2 – Microsoft Word™
Time+Billing 2016 is able to interface with Microsoft Word. This facility provides access to all the features of Microsoft Word™, such as tables and graphics, while still giving you the ability to insert fields from the Time+Billing 2016 data files into the documents, allowing a
'Mail Merge'.
Where your practice has enabled Document Manager, the Documents menu in
Time+Billing 2016 allows you to create documents using the Practice Manager – Document
Manager program module. This is discussed in more detail in the "Advanced Features
2016" manual.
Standard documents and field codes
A standard document is a document that can be used by multiple clients. Field codes are used to insert client information into the standard document. When the standard document is printed, the field codes are replaced with information from the client database.
You can create standard documents using both the Document Editor and Microsoft Word™.
For more information on the Sage HandiSoft document editing feature, please refer to the
"Advanced Features 2016" manual.
Mail merge templates
If you have the Document Manager installed and enabled, the Access Panel will have a
Merge icon, which enables you to select mail merge templates for creating mail merge documents. For more information, refer to the Document Manager User Manual.
© Sage Software Australia Pty Ltd 179
Chapter 12. Documents and mailing labels Time+Billing 2016
Mailing labels
Time+Billing 2016 enables you to print standard and customised mailing labels for clients. You can print mailing labels for:
All clients.
The selected client.
Tagged clients.
Clients that match specified conditions.
Before printing the labels, it is important that the software is set up correctly for the type of labels that you are printing.
For more information on mailing labels, please refer to the "Advanced Features 2016" manual.
Filters and matching conditions
Time+Billing 2016 provides you with the ability to perform a function, such as printing a document, for clients that meet a certain criteria. These criteria may be a large number of items; some examples are:
Clients assigned to a specific partner in your firm.
Individuals with date of birth above a specified date.
Clients who have 'Flag 1' (a user defined field in the Client database) selected. This may be used in a situation where some clients receive a newsletter. All clients who are to receive the newsletter would have Flag 1 selected in the Client database. The newsletter would then be printed out only for those clients with Flag 1 selected.
For more information on filters, please refer to the "Advanced Features 2016" manual.
Customised mailing labels
There is a second method of printing mailing labels where you can select a customised layout.
You can either choose a layout suppled by Sage HandiSoft or you can create your own.
For more information on customised mailing labels, please refer to the "Advanced Features
2016" manual.
180 © Sage Software Australia Pty Ltd
Chapter 13. Using standard reports
Time+Billing 2016 provides a wide range of standard reports.
Editing report fonts
Time+Billing 2016 allows you to create or edit "Styles" which you can use in reports. These
Styles nominate the font type, size and effect to be used in a particular section of the report; for example Arial, 14 Point, Bold.
To view or alter fonts and styles available, from the Options menu click Fonts.
Time+Billing's standard reports
Time+Billing 2016 provides a number of standard reports. Reports that require explanation are discussed later in this manual.
Activities, Clients and Costs
Menu option
Activities
Submenu option
Clients
Costs
Activity Code Breakdown
Activity Code List
Clients Lists
Clients Balances
Clients Invoiced to WIP and Debtors Summary
Client Invoicing Worksheet
Client Summary ReportClients Notes Report
Cost Code Breakdown
Cost Code List
Cost Code Breakdown and Activity Code Breakdown reports
The Invoiced amount shown in the Cost Code Breakdown and Activity Code Breakdown reports is different to the
Invoiced amount shown in the Job Reconciliation report.
The Invoiced amount in the Cost Code Breakdown and Activity Code Breakdown reports includes all time items for their respective codes invoiced for that month.
Note: If a Time Item has been tagged to be included in an Invoice for this period, the full amount of that Time Item will be shown for this period, because that Time Item has been invoiced.
Interim Balances remaining are, then, not included when they are invoiced, as they have already been included at the first point of Invoicing.
The following example illustrates this.
© Sage Software Australia Pty Ltd 181
Chapter 13. Using standard reports Time+Billing 2016
The Job Reconciliation report will show the following:
The
Activity Code Breakdown report will show the following:
The Invoiced amount includes the GST component of the invoice. It also includes the WIP items Invoiced and not the actual Invoice Amount. As per the note above: If the Time Item has been tagged to be included in an Invoice for this period, the full amount of that Time Item will be shown for this period, because that Time Item has been invoiced. Interim Balances remaining are then not included when they are invoiced as they have already been included at the first point of Invoicing.
The Units, Adjustments, Disbursements and Time Columns are Time, Disbursements and
WIP Adjustments created for the date range.
The
Cost Code Breakdown report will show the following:
Unlike the
Activity Code Breakdown report, the Invoiced amount does not include GST.
The
Units, Disbursements and Time Columns are Time, and Disbursements created for the date range.
WIP adjustments are done at the Activity codes level and, therefore, do not appear in the Cost
Code breakdown Report.
Debtors Ledger, Debtors Management and Debtors Transactions
Menu option
Debtors
Ledger
Debtors
Management
Submenu option
Debtors Ledger Comparison by Client
Debtors Ledger Entries
Aged Debtors
Debtors GST
Debtors Reconciliation
Debtors Summary
182 © Sage Software Australia Pty Ltd
Time+Billing 2016 Time+Billing's standard reports
Menu option
Debtors
Transactions
Submenu option
Invoice Transactions
Temporary Invoice Transactions
Invoice Transactions (No WIP)
Receipt Transactions
Other Transactions
Fees Billed
Receipts
Tip: The Invoice Transactions (No WIP) report provides a quick way of reporting on No WIP invoices only.
Fees Billed and Receipts reports
The Fees Billed and Receipts reports display the amounts of fees billed and received from your clients or by all the staff members, managers and partners in your firm over the previous and current years. You can select whether the years are financial or calendar.
You can choose the following report details:
Summary – displays the total amount of fees billed or received in the previous and current year. It also shows the Year to Day figures for the previous and current years.
Detailed – displays the total amount of fees billed or received each month in the previous and current year.
Comparison – displays the detailed information in a format the compares the current and previous year.
1. From the Reports menu, point to Debtors Transactions, and then click either Fees Billed or Receipts.
2. On the “Fees Billed Report” or “Partner Receipts Report” window, under Report Type, select the required report.
3. Select the detail required in the report.
Figure 185: The "Fees Billed Report" window
© Sage Software Australia Pty Ltd 183
Chapter 13. Using standard reports
Jobs, Budgets and Staff
Menu option
Budget
Submenu option
Jobs
Staff
Staff Budget
Staff Budget Comparison
Team Budget
Manager Budget
Partner Budget
Office Budget
Jobs Reports
Job Management
Job Reconciliation
Last Timesheet Entries
Staff Charge Rates
Staff Chargeable Productivity
Staff Hours Worked
Staff List
Staff Write Off
Staff Budget report
184
Time+Billing 2016
Month
Actual Fee Amt
Actual Write On/Off
The month of the report
Time Items invoiced for the month.
( Note: If a Time Item has been tagged to be included in an Invoice for this period, the full amount of that
Time Item will be shown for this period, because that
Time Item has been invoiced.
Interim balances remaining are not included when they are invoiced, as they have already been included at the first point of invoicing.
The WIP adjustment amount invoiced for the month that has been allocated to the Staff Member
Total Fee
Budget Fees
Percent Of Budget
YTD Fee
Actual Fee Amt + Actual Write On/Off
Budgeted fees for the month. This is drawn from the
Budget Fee amounts entered for the Staff Member in
the “Budgets Entry” ( View / Budgets) window.
(
Total Fee / Budget Fee) X 100
Year To Date fees per month
YTD Budget
Year To Date budget fees per month
YTD Percent Of Budget
(
YTD Fee / YTD Budget) X 100
© Sage Software Australia Pty Ltd
Time+Billing 2016
Staff Chargeable Productivity report
Time+Billing's standard reports
Staff Member
Units Worked
Staff member’s name
Number of units entered into timesheets for the date range
Units Non-chargeable
Units allocated to non chargeable clients, for example, the Administration client, into timesheets for the date range
Client Units Chargeable Units allocated to chargeable clients on timesheets for the date range
Units Won/Off
The net amount of units written on or off for the period in question against the specific staff member.
Total Units Chargeable
Client Units Chargeable + Units Won/Off
Basic Units
Hours staff member works per week ( View / Staff) x
Units per Hour ( Options / General) x 52 (Weeks in a year) ( e.g. 10 hours per week x 10 units per hour x 52 weeks in a year)
Chargeable / Basic %
Client Units Chargeable / Basic Units as a percentage
Chargeable / Worked % Total Units Chargeable / Units Worked as a percentage
Won/OFF / Worked %
Units Won/Off / Units Worked as a percentage
Staff Hours Worked report
A
Units entered into timesheet of client X
B
C
D
Units entered into timesheet of client Y
Total units entered into timesheets for the date range
Total units to chargeable clients as a percentage of total units entered into timesheets
Write ons and write offs against staff members do not affect this report
© Sage Software Australia Pty Ltd 185
Chapter 13. Using standard reports Time+Billing 2016
WIP Ledger, WIP Management and WIP Transactions
Menu option
Submenu option
WIP Ledger Not-Invoiced WIP
WIP Ledger Entries
WIP Ledger Entries By Clients
WIP
Management
Aged WIP Analysis
WIP Reconciliation
WIP Summary
WIP
Transactions
WIP Transactions
WIP Reconciliation Report
The WIP Reconciliation Report ( Reports / WIP Management / WIP Reconciliation) shows you the Total WIP up to a certain date that you have done for a client.
Opening
The total of all time, disbursements and adjustments as at the start date of the report.
Time, Disb and Other
Adj
Closing
The total of all entries between the start and end dates of the report.
The total of all time, disbursements and adjustments up to the end date of the report.
Tip: You can specify that only the totals are shown in the report by selecting Show Totals
Only under Report View on the “WIP Reconciliation” window.
Timesheets
These reports list timesheets and timesheet items that have not yet been posted.
Menu option
Submenu option
Timesheets Not-Posted Time Items
Not-Posted Timesheets
Productivity reports and graphs
Time+Billing 2016 enables you to generate a number of productivity reports and graphs.
Productivity reports
These reports provide productivity information on selected staff members, teams, partners, managers and offices.
186 © Sage Software Australia Pty Ltd
Time+Billing 2016
Menu option
Submenu option
Productivity Staff
Staff Comparison
Team
Manager
Partner
Office
Productivity reports and graphs
Generating a Staff Productivity report
The report provides a comparison between actual and budgeted hours or units for a selected staff member.
1. From the
Reports menu, point to Productivity and then click Staff Report. The “Staff
Productivity” window will open.
Figure 186: The "Staff Productivity" window
2. Under
Staff, select the staff member for whom the report is to be generated.
3. Complete the other fields and click OK.
Staff Productivity report
Month
Actual Fee Units
Non Charge Units
Total Units
© Sage Software Australia Pty Ltd
The month of the report
Units allocated to chargeable clients on timesheets for the date range
Units allocated to non chargeable clients, for example the Administration client, into timesheets for the date range
Total number of units entered into timesheets for the date range
187
Chapter 13. Using standard reports Time+Billing 2016
Budget Fee Units
Budgeted units . See Chapter 3, Budgets.
Productivity (%) Actual
Actual Fee Units / Budget Fee Units as a percentage
Productivity (%) Budget Percentage of Budget Fee Units
Actual Fee Amt
The value of the WIP attached to the invoice, excluding any Write On/Off and Carry Forward amounts. This is not necessarily the invoiced amount.
Actual Write On/Off
Total Fee
Actual Rate
The net amount of units written on or off for the date range against the specific staff member
Actual Fee Amt + Actual Write On/Off
Actual fee amount expressed as a rate per hour based on the number of hours worked
YTD Fees
The sum of the Total Fee amounts since the start of the current year.
Generating a Team, Manager, Partner and Office Productivity report
These reports provide a comparison between actual and budgeted hours or units for all or selected teams, managers, partners and offices.
1. From the Reports menu, point to Productivity and then click Team Report, Manager
Report, Partner Report or Office Report to open the “Team Productivity”, “Manager
Productivity”, “Partner Productivity” or “Office Productivity” window.
Figure 187: The "Team Productivity" window
2. Under Team, Manager, Partner or Office, select the teams, managers, partners or offices for which the report is to be generated.
3. Complete the other fields and click OK.
Generating a Staff Comparison report
The Staff Comparison report provides productivity comparison information on all staff members or only those associated with a team, manager, partner or office.
1. From the Reports menu, point to Productivity and then click Staff Comparison Report to open the “Staff Productivity Comparison” window.
188 © Sage Software Australia Pty Ltd
Time+Billing 2016 Productivity reports and graphs
Figure 188: The “Staff Productivity Comparison” window
2. Under
Staff, select the staff members for which the report is to be generated. In the Staff by field, you can select from the following:
All Staff – All the staff members in your firm
Team – All the members of the selected team
Manager – All the staff members under the selected manager
Partner – All the staff members under the selected partner
Office – All the staff members at the selected office location.
3. Complete the other fields and click OK.
Generating productivity graphs
You are able to generate the following graphs that extract information from the timesheets for a selected staff member or team:
Graph Description
% of time charged out
Average charge rate
WIP comparison
Unit Performance
$ WIP performance
Productivity
This graph sums the hours for the selected date range; giving a percentage of total time (in units) charged within each period, based on the default hours per week.
This graph sums the rate for the selected date range; giving an average charge out rate within each period.
This graph sums the WIP dollar amounts for the selected date range, giving the total WIP within each period.
This graph sums the charged units, billable unit budget, and units worked for the selected date range; giving the total within each period.
This graph sums the WIP amounts for the selected date range; giving the total $ WIP within each period.
The graph includes the budget variance, which is the difference between job (budget) estimate dollar amounts and total WIP dollar amounts for the current year
This graph sums the percentage of time charged and unit budget achieved for the selected date range; giving the total productivity within each period.
To generate a productivity graph
1. From the Reports menu, point to Productivity, and then click Graphs.
© Sage Software Australia Pty Ltd 189
Chapter 13. Using standard reports
The "Productivity Reporting Options" window will open.
Time+Billing 2016
Figure 189: The "Productivity Reporting Options" window
2. Under
Graph Details, select the required graph. In the Title field, change the graph title if necessary.
3. Enter appropriate values in the remaining fields and click Generate to create the graph.
The graph will be displayed in the "Report Preview" window.
Report filters
When you run a Time+Billing 2016 report, the report conditions allow you to select a report filter to restrict the number of records to be included in the report:
The types of filters you can select depend on the database tables accessed by the report. For example, if a report accesses the 'Client' and 'Activity' database tables, you will be able to access the 'Client' and 'Activity' filters types.
The following is a list of all the filter types:
Activity Client
Debtor
Debtor Adjust
Disbursement
Cost
Deposit
Invoice
Job
Staff
Timesheet
WIP Adjust
Receipt
Std Par
WIP
Using report filters
A Filter is a means of specifying the information that Time+Billing 2016 is to include in a report.
Filters are used in conjunction with Report Conditions, which specify the area of the database
Time+Billing 2016 is to consider. The Filter is then used to specify which of these records will be included in the report.
Example:
A Report Condition is used to specify that only clients with a reference code of AAAA0000 to
AZZZ9999 will be considered for inclusion in the report.
Out of the above reference codes, ABC Accounting wants to print only those associated with a specific partner – Mr Grace. In order for the report to include only Mr Grace's clients, the following filter is used PARTNER = "GRACE".
When the report is prepared, Time+Billing 2016 will search all clients with a reference code
190 © Sage Software Australia Pty Ltd
Time+Billing 2016 Report filters
between AAAA0000 and AZZZ9999. Any of those clients who have been assigned the partner reference of GRACE will be included in the report.
Creating filters
Time+Billing 2016 is supplied with a number of ready-made filters. If these do not suit your specific requirements, then you can create your own. You can either create filters from scratch, or copy an existing filter and modify it as necessary.
Open the "Report Filters" window
From the Reports menu, click Filters. The "Report Filters" window will open.
Figure 190: The "Report Filters" window
The "Report Filters" window lists all the reports that are available for selection. Those with a
'U' in the first column are user-defined. The others are Sage HandiSoft filters supplied with
Time+Billing 2016.
To copy a filter
The easiest way to create a new filter is to copy an existing one that is similar, and then to modify it.
1. On the "Report Filters" window, highlight the filter to be copied and click Copy. The "Copy a
Report Filter" window will open.
Figure 191: The "Copy a Report Filter" window
2. Type in the name of the new filter and click
OK.
The new filter will be included in list of filters in the " Report Filters" window, with a 'U' in the first column.
To edit a filter
1. On the "Report Filters" window, highlight the filter to be edited and click Edit. The "Report
Filter Detail" window will open.
© Sage Software Australia Pty Ltd 191
Chapter 13. Using standard reports Time+Billing 2016
Figure 192: The "Report Filter Detail" window
2. If necessary, you can change the name of the filter in the Name field.
3. In the Type field, select the filter type. You would probably not select another filter type because this would render the code in the Expression field incorrect.
4. In the Expression field, edit the filter code so that it evaluates the records to be included in the report to be True, and those to be excluded to be false. For example, if you wanted your report to include only debtor transactions with credit (negative) amounts, you would use the following expression in a 'Debtor' type filter.
(Amount@<0.00)
5. Click Save to save any changes, and Close to exit the "Report Filter Detail" window.
To create a new filter
1. On the "Report Filters" window, click New. The "Report Filter Detail" window will open.
2. In the Name field, type in the name of your filter. The name should describe the purpose of the filter. For example, "My wonderful filter" is not very helpful, but "Current clients only" does mean something.
3. In the
Type field, select the filter type. This depends on the database table that report will access. For example, if you are creating a filter for staff members, you would select 'Staff'.
4. In the
Expression field, edit the filter code so that it evaluates the records to be included in the report to be True, and those to be excluded to be False. For example, if you wanted your report to include only clients born after 1952, you would use the following expression in a 'Client' type filter.
5. (DOB@>'31/12/1952')
6. Click Save to save any changes, and Close to exit the "Report Filter Detail" window.
Your new filter will be included in the list of filters on the "Report Filters" window.
Fields and functions
The filter expressions can contain fields and functions. Both return a value that can be evaluated against another value.
A field is written as 'field@', where field is a field in the database table. This will return the value contained in that field in that database table. There is no need to specify the table because it is derived from the filter type. For example, in a Client type filter, 'current@' will return either a Y or
N depending on whether that client is current or not.
A function is written as ‘function (arg1, arg2…)'. An example of a function is ‘GetPhoneNumber
(Ref@,"B")', which returns the client's business phone number.
To display the list of Time+Billing 2016 functions, press Ctrl F5 or, from the Help menu, point to Time and Billing and click Functions.
192 © Sage Software Australia Pty Ltd
Time+Billing 2016 Excluding non-current clients
To display the list of Time+Billing 2016 fields, press
Ctrl F6 or, from the Help menu, point to
Time and Billing and click Fields.
Excluding non-current clients
You can exclude clients who have been designated as non-current on the “Clients Detail” window from reports.
1. From the Reports menu, select the report you want to run.
2. On the selection window that opens, clear the Include Non-current clients check box to exclude the non-current clients from the report.
Reporting on client groups
The following Client reports allow you to specify client groups instead of individual clients, or group the individual clients under their respective client groups.
Client Balance report
Client Summary report
Client WIP and Debtor Summary report
To do this:
1. From the Reports menu, point to Clients, and then click on the required report.
2. In the selection window that opens, do either of the following:
Click the
Show Client Groups check box to show only the client group names.
Click the S how Client Groups and Expand Client Groups check boxes to list the member clients under the client group names.
See Chapter 5. Client groups.
© Sage Software Australia Pty Ltd 193
Chapter 13. Using standard reports Time+Billing 2016
Saving reports
Once you have run a report you can save it to a file for future viewing and printing.
For information on saving and retrieving reports, please refer to the "Advanced Features 2016" manual.
Caution: Once a report has been saved in this manner, the information in the saved report is not updated to reflect changes that you have made to the Time+Billing 2016 information.
Saving invoices, receipts, adjustments and statements
When you view or create an invoice, receipt, debtors adjustment or statement, you can click the
Preview button to open it in the "Report Preview" window.
As with any report, you can click Save in the "Report Preview" window to open the "Save
Report" window.
Figure 193: The "Save Report" window
If you have the Document Manager installed and enabled, you can select the
Save to
Document Manager check box to save the item to the Document Manager.
For information on enabling the Document Manager, refer to Chapter 11, "Documents and
Mailing Labels".
Under
Folder, you can select to have the item saved to your Document Manager Import folder, or to the selected client's folder.
For information on retrieving reports, please refer to the "Advanced Features 2016" manual.
Saving layouts to text files
You can save document layouts to text files for later retrieval. This is particularly useful for transferring layouts from one computer to another. For example, you can save a layout to a text file and then attach the text file to an email to send to a colleague.
To save a layout
1. From the Options menu, click Notice Layouts to open the “Layouts for Printed Notices” window.
194
Figure 194: The "Layouts for Printed Notices" window
© Sage Software Australia Pty Ltd
Time+Billing 2016 Operating the “Report Preview” window
2. Click next to the field for the type of layout to be saved. The relevant “Layouts" window will open.
Figure 195: The “Layouts" window
3. Highlight the layout to be saved as a text file and click Export.
4. On the "Save As" window, select the directory and file name of the text file being saved.
To import a layout
This procedure shows you how to load a new layout from a previously saved layout text file.
1. From the Options menu, click Notice Layouts to open the “Layouts for Printed Notices” window.
2. Click next to the field for the type of layout to be imported. The relevant “Layouts" window will open.
3. Click
Import.
4. On the "Attention" window, click
OK.
5. On the "Open" window, select the layout text file to be loaded. The "Import Layout From
Text File" window will open.
Figure 196: The Import Layout From Text File" window
6. Enter the layout name, and click OK.
The layout will be loaded into Time+Billing 2016.
Operating the “Report Preview” window
Reports that you generate in Time+Billing 2016 are displayed in the "Report Preview" window.
From this window, you can perform a number of tasks, including:
Export the report to Microsoft Word™, Microsoft Excel™ or PDF (Portable Document
Format).
Email the report as an HTML or PDF attachment.
Open report as PDF.
Print the report in either a text or an ASCII format.
Perform a Find and Replace of text.
View the report in graphical, ASCII or HTML formats.
© Sage Software Australia Pty Ltd 195
Chapter 13. Using standard reports Time+Billing 2016
For more information on the "Report Preview" window, press
F1 to display the online help.
Reporting profiles
Time+Billing 2016 allows you to group your reports into profiles, so that you can run the appropriate reports at required times.
There are four profiles supplied with Time+Billing 2016 – Daily, Weekly, Monthly and End of
Year. You can change names of these profiles and create new ones.
The following steps are required to create a reporting profile:
1. If necessary, add the profile. You can use one of those supplied with Time+Billing 2016 or you can create your own.
2. Add the reports to the profile.
3. Configure the option settings for the reports. For example, select the staff members or clients to be included in the reports.
4. If necessary, rename the reports.
Adding a profile
Time+Billing 2016 is supplied with a
Daily, Weekly, Monthly and End of Year profile. If any of these are suitable, you can use it as a profile. If you need a customised profile, you can create your own as follows:
1. From the Reports menu, click Organise Profiles to open the “Reporting Profiles” window.
Figure 197: The "Reporting Profiles" window
2. From the “Reporting Profiles” window
Profile menu, click New.
3. In the “Add Report Profile” window Report Profile field, type the name for the new profile.
196
Figure 198: The "Add Report Profile" window
4. Click OK to create the new profile.
A tab for the new profile will appear on the “Reporting Profiles” window.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Reporting profiles
Renaming a profile
You can rename any profile, including those supplied with Time+Billing 2016 to something more suited to your needs. In our example, we correct a typing error in the name of the previously added profile.
1. From the Reports menu, click Organise Profiles to open the “Reporting Profiles” window.
2. From the “Reporting Profiles” window Profile menu, click Rename.
3. In the “Change Report Profile” window
Report Profile field, edit the name as required.
Figure 199: The "Change Report Profile" window
4. Click
OK to confirm the change and return to the “Reporting Profiles” window.
The tab for the new profile will display the changed name.
Adding reports to a profile
Profiles are used to group reports to be run at specific instances. For example, in the Weekly profile, you would group the reports that are run at the end of every week. You may also want to set up your own profile that runs a productivity report for each group of staff members.
To add the reports
1. From the Reports menu, click Organise Profiles to open the “Reporting Profiles” window.
2. Click the tab for the profile to which the reports are to be added.
3. Click Select or, from the Report menu, click Select. The “Select a Report” window will open.
Figure 200: The "Select a Report" window
4. Highlight the report to be added, and click Select.
The options window for the selected report will open for you to set up the parameters for running the report. These settings will be used whenever you run the report from the profile.
5. On the options window for the selected report, set the required parameters and click OK.
6. Use the same method to select more reports for the profile.
© Sage Software Australia Pty Ltd 197
Chapter 13. Using standard reports Time+Billing 2016
7. If you want to set a default period to be covered in the profile’s reports, select it in the
Default Period field. When you run the profile’s reports, you will have the option of changing the period.
Copying reports
You can copy reports from a profile to the same or another profile. For example, you may want to have the same report with its settings in more than one profile. To save time, you can select and set up the report in one profile, and then copy it to the other profiles. As another example, you may want to run the same report a number of times in a profile with slightly different settings for each report. To do this, select the first report and then copy it to the same profile, rename it and edit the settings.
To copy a report
1. From the Reports menu, click Organise Profiles to open the “Reporting Profiles” window.
2. Click the tab for the profile from which the report is to be copied.
3. Highlight the report to be copied.
4. Click Copy or, from the Report menu, click Copy.
Figure 201: The "Copy Report" window
5. On the “Copy Report” window, select the profile to which the report is to be copied.
6. Click OK.
The “Reporting Profiles” window will now highlight the copied report in the destination profile. If you copied the report to the same profile, it will have a ‘(1)’ appended to it. You can change the name as required.
To rename a report
1. From the Reports menu, click Organise Profiles to open the “Reporting Profiles” window.
2. Click the tab for the profile with the report to be renamed.
3. Highlight the report to be renamed.
4. Click Rename or, from the Report menu, click Rename. The “Change Report Name” window will open.
198
Figure 202: The "Change Report Name" window
5. In the Report Name field, type the new name for the report.
6. Click OK to confirm the name change and return to the “Reporting Profiles” window.
The “Reporting Profiles” window will highlight the renamed report.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Reporting profiles
Changing report options
Reports run from the profiles have parameters that were preset when you added them to the profile. Where necessary, you can edit these parameters. For example, if you have copied that report, you can change the parameter settings.
1. From the Reports menu, click Organise Profiles to open the “Reporting Profiles” window.
2. Click the tab for the profile with the report to be changed.
3. Highlight the report to be changed.
4. Click Options or, from the Report menu, click Options. The options setting window for that report will open.
5. Set the new parameters for running the report.
6. Click OK to confirm the changes and return to the “Reporting Profiles” window.
The “Reporting Profiles” window will highlight the changed report.
Running the reports
Once you have set up your reporting profiles, you can run their reports whenever necessary.
You can either run all the reports in a profile or you can select them to run individually.
1. From the Reports menu, click Profiles and then click the profile from which the reports are to be run.
2. To run all the reports in the profile, click
All Reports; otherwise click the report you want to run.
Figure 203: The "Select Report Date Period" window
3. On the “Select Report Date Period” window, enter the period to be included in the reports. If you selected a default period for that profile on the “Reporting Profiles” window, the period would already be set on the “Select Report Date Period” window. You can change this, if required.
4. Click
OK to run the reports.
The “Report Preview” window will open to display the reports.
© Sage Software Australia Pty Ltd 199
Chapter 13. Using standard reports Time+Billing 2016
Copying profiles to another staff member
You can copy selected or all your profiles to another staff member.
1. From the Reports menu, click Organise Profiles to open the “Reporting Profiles” window.
2. To copy a selected profile to another staff member, click the tab for the profile to be copied.
3. From the “Reporting Profiles” window Profile menu, click Copy Selected Profile To Staff
Member.
To copy all your profiles, from the Profile menu, click Copy All Profiles To Staff Member.
4. Select the staff member to whom the profile or profiles are to be copied, and click OK.
The selected profile or all your profiles will be copied to the other staff member.
Note: With the exception of the default profiles, if the recipient already has a profile with the same name as one being copied, a new profile with the same name will be created. If you copy a default profile, it will be merged with the recipient’s default profile.
200 © Sage Software Australia Pty Ltd
Chapter 14. Designing layouts
The Sage HandiSoft Report Writer in Time+Billing 2016 enables you to custom-design layouts for your firm. Using Time+Billing 2016, you are able to
Copy and then modify existing layouts.
Create your own layouts from scratch.
Components of a layout
A Sage HandiSoft layout is made from the following components.
Filter expression (optional)
Page setup
Report bands
Report cells
Report fields and report functions
Filter expression
A filter expression states the selection criteria that a record must meet if it is to be included in the layout. A filter expression takes the form of:
Field@Table = Value
When Time+Billing 2016 produces an invoice, statement etc., it will examine each record within a table and ensure that each record meets the criteria of the filter expression.
Example: Our invoice is to contain information ONLY for the client reference code
BROW0002. The filter expression we would use would be:
Ref@Clients=BROW0002
When Time+Billing 2016 produces this invoice; it will evaluate every record in the Clients Table as follows:
IF Ref@Clients=BROW0002, is true
THEN include this record in the report.
Page setup
Each layout must be associated with a page setup. The page setup notifies Time+Billing 2016 of the paper size and paper orientation on which the invoice, statement etc. will be printed. The page setup assigned to a layout affects the amount of space that is available for the bands and cells. We recommend that the page setup be assigned to a new layout before you begin to create bands and cells.
© Sage Software Australia Pty Ltd 201
Chapter 14. Designing layouts Time+Billing 2016
Layout bands
A layout is broken down into a number of different sections called bands.
Each band can be assigned a number of different settings and conditions. The details of each band are specified in the “Band Details” window.
Figure 204: The "Band Details" window
Tip: For information on the "Band Details" window, press F1 to display the online help.
Layout cells
Cells are contained within bands to add information into your layout. If no cells exist, then nothing will print out when the invoice, statement etc. is created. Bands form the structure while cells form the contents.
Each cell can be assigned a number of different settings and conditions. The details of each cell are specified in the “Cell Details” window.
202
Figure 205: The "Cell Details" window
A cell may contain any of the following:
Text, which you have specified. All text must be in quotation marks (“ “). Any report headings would be specified in this manner.
Fields. For example Ref@Clients, this would print the client reference code for each record within the Clients table.
© Sage Software Australia Pty Ltd
Time+Billing 2016 The RTF editor
An
Image. You can specify an image file for the image to appear in the report cell.
RTF (Rich Text Format) text. You can create and load formatted text to appear in the report cell.
Tip: For information on the "Cell Details" window, press F1 to display the online help.
Fields and functions
Fields and functions are used to extract information from the Sage HandiSoft database to be included in your invoice, statement etc.
Example:
Ref@Clients is a Sage HandiSoft FIELD
GetClientNotes(Ref@Clients) is a Sage HandiSoft FUNCTION
The report fields and functions available to depend on the data table the layout is able to access.
The report fields and functions that are available for you to use are all listed within the Sage
HandiSoft Report Designer. This information may be accessed from within the Report Designer as follows:
From the
Help menu, click HandiSoft and then Functions.
From the Help menu, click Time+Billing and then Functions.
From the Help menu, click Time+Billing and then Fields.
The RTF editor
The “Cell Details” window has an inbuilt RTF (Rich Text Format) editor, which you can use to insert formatted text into layouts. You can use the “Cell Details” window to generate the RTF text, or you can load RTF text created in another report or with another RTF editor such as
Microsoft Word.
Creating RFT text
1. In the “Report Designer”, open the “Cell Details” window to create a new cell or edit an existing one.
2. Under Cell Type, select RTF.
3. Under Data Source, select Fixed Text.
4. In the text area, type in your text, as required. Use the toolbar above to select the font and to format the text.
© Sage Software Australia Pty Ltd 203
Chapter 14. Designing layouts Time+Billing 2016
Figure 206:The RTF text area
5. If you want to save your RTF text for use in another report cell, click and specify the location and file name for the saved text.
6. Click OK to close the “Cell Details” window.
Loading RTF text
You can load previously saved RTF text into a report cell. This text could have been generated with the “Cell Details” window RTF editor, or with another RTF editor like Microsoft Word.
1. In the “Report Designer”, open the “Cell Details” window to create a new cell or edit an existing one.
2. Under Cell Type, select RTF.
3. Under Data Source, select Fixed Text.
4. On the tool bar above the RTF text area click .
5. Select the file with the RTF text and click Open.
The saved RTF text will appear in the RTF text area.
6. If necessary, edit the text.
7. Click OK to close the “Cell Details” window.
Creating a layout
The new Invoice Layout Template Designer enables you to easily design an invoice layout to suit your requirements.
Alternatively, you can alter an existing layout so that it meets your firm’s requirements.
The Invoice Layout Template Designer
You can use the Invoice Layout Template Designer to create an invoice layout as follows:
1. From the Options menu, click Notice Layouts to open the “Layouts for Printed Notices” window.
204 © Sage Software Australia Pty Ltd
Time+Billing 2016 Creating a layout
Figure 207: The "Layouts for Printed Notices" window
2. In the Invoice field, click the button to open the “Invoice Layouts” window.
Figure 208: The “Invoice Layouts” window
3. Click Wizard to open the “Template Wizard” window.
Figure 209: The "Template Wizard" (Details) window
4. On the Details page, specify the layout and information to be displayed in the body of your invoices.
5. Click the Footer tab to specify the contents of the invoice footer, including a Remittance
Advice.
Tip: For information on the "Template Wizard" window, press F1 to display the online help.
© Sage Software Australia Pty Ltd 205
Chapter 14. Designing layouts Time+Billing 2016
Figure 210: The "Template Wizard" (Footer) window
6. Click Preview to preview your invoices.
7. Click Save to save your layout.
8. On the “Invoice Layouts” window, highlight your new layout and click Select to make it your default invoice layout.
9. On the “Layouts for Printed Notices” click OK to confirm your selection.
To modify an existing invoice layout
The following is a description of how you can create a new custom invoice layout to accommodate the discount and credit card fee features.
1. From the Options menu, click Notice Layouts to open the “Layouts for Printed Notices” window.
2. In the Invoice field, click the button to open the “Invoice Layouts” window.
3. Highlight the Sage HandiSoft (HSoft) layout that is the closest match to the required custom invoice layout, and click Copy.
4. On the “Copy a Report Layout” window, type the name of the customised layout you are creating. Click OK.
206
Figure 211: The "Copy a Report Layout" window
5. Highlight your new layout and click Design to open the “Report Designer” window.
6. Customise the bands and cells as required. The following image shows the parts that must be included for the new discount and credit card features.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Creating a layout
7. From the “Report Designer” Report menu, click Execute to preview the report layout.
8. When you are satisfied with your layout, from the Report menu, click Exit. Click Yes to saving your changes.
9. On the “Invoice Layouts” window, highlight your new report and click Select to make it your default invoice layout.
10. On the “Layouts for Printed Notices” window click OK to confirm your selection.
© Sage Software Australia Pty Ltd 207
Chapter 15 Statements
The information contained on a statement includes a listing of debtor transactions, the ageing of any outstanding debtor amounts and an amount due.
Statements can be prepared for a single client or a number clients.
Creating a statement for a single client
1. Click , press F3 or, from the Clients menu, click View to open the “Clients” window.
Figure 212: The “Clients” window
2. Highlight the required client.
3. On the Access Panel, click Statement. The “Statement for” window will open.
© Sage Software Australia Pty Ltd 209
Chapter 15 Statements Time+Billing 2016
Figure 213: The “Statement For” window
4. Complete the “Statement For” window and then click OK.
Time+Billing 2016 will display the statement in the "Report Preview" window.
5. To print the statement, click Print and then complete the “Print” window.
Tip: You can email the statement as a PDF attachment directly from the "Report Preview" window. From the File menu, click Email as PDF.
Creating a batch of statements
Many firms produce statements for clients at the end of the month for all of their debtors with or without outstanding balances. You can use the client filter expression in the "Produce
Statements" window to create statements for a specific set of clients.
1. From the Tools menu, click Produce Statements. The “Produce Statements” window will open.
210
Figure 214: The "Produce Statements" window
2. Complete the “Produce Statements” window and then click OK.
The “Preview Statement Details”
window will open.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Creating a batch of statements
Figure 215: The "Preview Statement Details" window
From this window you can preview, print and email selected statements to the clients. You can also upload statements to the Client Portal for clients who have logins.
3. In the Email Address column, select the email address for the statements to be emailed. In the
Email Text Message column, select the Email Text item for the body of the emails.
Tip: You can click Set Msg to select an Email Text item for all the tagged statements.
4. In the Inc column, select the checkboxes for the statements to be printed, emailed to clients or uploaded to the clients’ areas in the Client Portal.
Click Tag All and Untag All to tag or untag all the statements.
You can click Tag Email Only to tag only those statements where an email address has been selected in the Email Address column.
You can click Tag Portal Only to tag only those statements where the client has a
Client Portal login.
5. To print or email the selected statements, click Print or Email.
On the “Print Statements” or “Email Statements” window, select the
Save copy to
Client’s default folder in Document Manager checkbox to save a copy of the statement for each client.
Modify the Document Name field if you wish to change the file name used when saving the statement to Document Manager.
6. To upload the statements to the Client Portal, click Send to Portal.
© Sage Software Australia Pty Ltd 211
Chapter 15 Statements Time+Billing 2016
In the Document Comment field, type a comment to accompany the statements.
To save a copy of the statements to the clients’ default folders in Document Manager, select the check box.
7. Click
Continue.
If any statements are not able to be uploaded to the Client Portal due to the client not having a login, the following message will be displayed. The affected statements will still be selected for you to send to the client via another method.
8. Click OK.
Email text
The “Statement Email Text” enables you to set up a number of Email text items that you can select for the body of Statement email.
1. On the “Preview Statement Details” window, click
Email Text to open the “Statement Email
Text” window.
212
Figure 216: The “Statement Email Text” window
2. To create a new Email Text item, click New to open the “Statement Email Text Details” window.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Overdue interest calculations
Figure 217: The "Statement Email Text Details" window
3. Complete the fields, and click
Save and then Close.
Merge Fields
On the “Statement Email Text Details” window, you can click Merge Fields to open the “Merge
Fields” window. This window allows you to select mail merge fields for insertion into the email text.
Figure 218: The "Merge Fields" window
Overdue interest calculations
If you have enabled overdue interest charging on the "Clients Options" (
Options / Clients) window, both the "Statement For" and the "Produce Statements" window will have a
Calculate
interest for overdue invoices check box. If you select this check box, Time+Billing 2016 will automatically create debtors adjustments for overdue interest when you generate the statements. This value will then be included in the statement.
© Sage Software Australia Pty Ltd 213
Chapter 15 Statements Time+Billing 2016
Statement layouts
Time+Billing 2016 for windows allows you to create a number of different statement layouts (or styles). This is useful where a partner in your firm requires their statements to have a different appearance to the statements used by another partner.
You can create your own statement layouts. See Chapter 13, "Designing layouts".
Tip: It is also possible to save and import layouts as text files for transferring from one
computer to another. See Chapter 12, "Using standard reports".
Where your firm will use different statement layouts, Time+Billing 2016 allows a specific User
Name to be set up so that it uses only a specified statement layout. This is achieved using the
Options / Notice Layouts area.
214 © Sage Software Australia Pty Ltd
Chapter 16. Maintaining your data
You will, at times, need to perform certain maintenance functions in Time+Billing 2016. The frequency that you need to do this depends on your firm’s situation. The functions that you are able to perform are discussed below.
Fixing invoice interim balances
Updating Time+Billing 2016 to the new invoicing facilities may cause some inconsistencies with clients’ interim balances. To rectify this, you will need to run the Fix Invoices Interim Balances facility. However, before doing so, you should run the Invoice Data Inconsistencies report to determine whether it is necessary to do this.
Running the report
In most cases there will not be any data inconsistencies, so you should only run the
Fix
Invoices Interim Balances facility if it is necessary to do so. The Invoice Data Inconsistencies report enables you to determine this.
To run the report:
1. From the Tools menu, click Validate Data to open the “Validate Data” window.
Figure 219: The "Validate Data" (Other) window
2. Click on the Other tab and Fix Interim Invoice Balances.
© Sage Software Australia Pty Ltd 215
Chapter 16. Maintaining your data
3. On the following “Attention” window, click Ok.
Time+Billing 2016
4. On the “Fix Invoices” window, click Report.
Figure 220: The "Fix Invoices" window
5. The report lists only those jobs (clients and activities) that have inconsistencies; with a
Current Interim Bal. column, a Calculated Interim Bal. column and a Difference column.
The Current Interim Bal. column shows the interim balance currently being displayed on the “Clients” window.
The Calculated Interim Bal. column shows what the interim balance would be after running the Fix Invoices Interim Balances facility.
The Difference column shows the difference between the values in the Current Interim
Bal. column and the Calculated Interim Bal. column.
Note: If the report is blank, then your database does not have any inconsistencies, and you must not run the Fix Invoices Interim Balances facility.
Performing the fix
Follow this procedure when you are absolutely certain that it is necessary to run
Fix Invoices
Interim Balances facility.
Caution: The fix is irreversible, so we recommend that you back up your software before proceeding.
1. If you want to run the fix for a specific client only, on the “Clients” window, highlight the
client. To run the fix for a number of specified clients only, tag those clients . For information
on tagging clients, see Chapter 4, “Using the client database”.
2. From the Tools menu, click Validate Data to open the “Validate Data” window.
3. Click on the Other tab and Fix Interim Invoice Balances.
216 © Sage Software Australia Pty Ltd
Time+Billing 2016 Fixing invoice interim balances
4. If you are absolutely certain that a fix is required, on the following “Attention” window, click
Ok. Click Cancel to abort the fix.
5. On the “Fix Invoices” window, click Fix.
6. On the “Fix Invoices Interim Balances for:” window, select the client grouping for which the fix is to be done.
Figure 221: The "Fix Invoices Interim Balances for:” window
If you select Highlighted Job, the “Jobs for” window for the highlighted client will open for you to select the job.
Note: We do not recommend that you select All Clients unless you are certain that a fix is required for all your clients.
7. Click Ok.
8. On the “Attention” window, click
OK for the fix to proceed.
© Sage Software Australia Pty Ltd 217
Chapter 16. Maintaining your data Time+Billing 2016
Purging transactions
The Tools / Purge Transactions menu option enables the bulk deletion of specified
Time+Billing 2016 transactions.
Caution: After purging transactions, the only way to access those transactions again in
Time+Billing 2016 would be to restore them from a backup.
Purge transactions
1. Back up the entire Hsoft directory. This backup should be stored in a safe place – you may want to retrieve the purged Time+Billing 2016 information later.
Tip: You should also perform a data validation (by selecting the
Tools / Validate Data menu option) before purging. The data validation will ensure that the relationship between
WIP and debtor transactions is correct before the purge.
2. Check that your computer is the only one running a Sage HandiSoft program.
3. From the Tools menu, click Purge Transactions. The “Purge Transactions” window will open.
Figure 222: The “Purge Transactions” window
4. Complete the “Purge Transactions” window and then click OK.
The purge will begin.
Tip: For information on the "Purge Transactions" window, press F1 to display the online help.
Validating data
The Validate Data option performs a thorough check on the integrity of all Time+Billing 2016 data. After Time+Billing 2016 has performed the Validate Data, it will generate a report listing each of the Time+Billing 2016 databases, and the success or otherwise of the validation for each of those databases.
Validate Time+Billing data
To validate your Time+Billing 2016 data:
1. Contact Sage HandiSoft Support to obtain the required password. You will not be able to run the Validation tool without this password.
2. Ensure that no other users are running Time+Billing 2016.
3. If you have not already done so, rebuild all the Time+Billing 2016 databases . See page 220.
218 © Sage Software Australia Pty Ltd
Time+Billing 2016 Validating data
4. Back up the Hsoft directory.
5. From the Tools menu, click Validate Data.
6. On the “Enter Password” window, type in the password you received from Sage HandiSoft support. The “Validate Data” window will open.
The “Validate Data” window
7. Click the tab for the required validation type:
Click Clients to validate the data for a selected client or group of clients.
Click Databases to validate the data for selected databases.
Click Clean to remove all records for clients that have been deleted.
Click the for the following options: a. ; b. Remove GST from WIP; c. Fix and Adjust Data; d. Amend Handiledger Transactions and e. Fix Imported Invoices.
8. Complete the fields as required.
Tip: For information on the "Validate Data" window, press F1 to display the online help.
9. We recommend that you select Automatically repair errors without prompting. This will mean that Time+Billing 2016 will repair the errors without checking with you first. This enables you to run the validation overnight.
10. Click OK.
11. When the validation has completed, Time+Billing 2016 will generate a report. Print out the report and examine it to ensure that all the Time+Billing 2016 data is valid. We recommend that this report be filed in a safe location.
© Sage Software Australia Pty Ltd 219
Chapter 16. Maintaining your data Time+Billing 2016
Rebuilding the databases
In some extreme conditions, Time+Billing 2016 may not access or display the clients' details due to problems with the database. The Tools / Rebuild the Databases menu option will attempt to restore the database back to its normal operation.
There are two types of rebuilds available: -
Option Description
Reindex only
Rebuild (Reindex and
Pack)
Performs a reindex on your existing data files. This is significantly faster than a full rebuild.
Reads all the data in your existing data files, validates each data field, and then writes the data to new data files.
Rebuild the databases
1. Back up the Hsoft directory.
2. Ensure that your computer is the only one in the office running any Sage HandiSoft program. On your computer only Time+Billing 2016 should be running.
3. From the Tools menu, click Rebuild the Databases. The “Rebuild the Database Files” window will open.
Figure 223: The “Rebuild the Database Files” window
4. Select the database files to be rebuilt, or click Select All to select all files.
5. Click Reindex or Rebuild and then click OK.
Exporting data from Time+Billing
You may want to export information from Time+Billing 2016 to use in another program. This is easily achieved using the Export Data To File and Export Jobs option.
Time+Billing 2016 exports the data by extracting the required fields and records from the data tables, and writing them to a text file. It uses exactly the same process as it does for creating reports. You, therefore, use the report designer to specify what data is to be exported to the text file. You can save these report scripts for later use.
For information on exporting data, please refer to the "Advanced Features 2016" manual.
220 © Sage Software Australia Pty Ltd
Time+Billing 2016 Importing via an ASCII file
To export jobs
You can export jobs from Time+Billing 2016 to a CSV (Comma Separated Variable) file for use in another program like Microsoft Excel.
1. From the
Tools menu, click Export Jobs. The “Export Jobs” window will open.
Figure 224: The "Export Jobs" window
2. To export only those jobs that have not been closed, click Export Current Jobs. To export current and closed jobs, click Export All Jobs.
3. In the “Save As” window, select the drive and directory to which the export file is to be saved. Enter a name for the export file.
4. Click
Save to export the jobs to the specified file name.
Importing via an ASCII file
Time+Billing 2016 allows you to import the following information from an ASCII file.
Disbursements
Opening WIP ledger balance
Opening Debtors ledger balance
Time+Billing 2016 does not know which data fields are contained in the import file and the order in which they are listed. Consequently, you will need to ‘map’ the fields in the import file to the Time+Billing 2016 fields.
To import data from an ASCII file
1. Select the client to which you want to import the transaction details.
From the Clients menu, click View or press F3.
On the “Clients” window, highlight the required client.
Click Select.
2. From the Tools menu, point to Import ASCII File, and then click one of the following, depending on the information you want to import.
The “Import ASCII Data” window will open. This window allows you to view the information contained in an ASCII file, and to map it to the correct fields in the Time+Billing 2016 database.
© Sage Software Australia Pty Ltd 221
Chapter 16. Maintaining your data Time+Billing 2016
222
Figure 225: The "Import ASCII Data" window
3. If you want to use a previously saved mapping scheme, click Load, and select a mapping scheme from the "ASCII Import/Export Mapping Schemes" window. For information on
saving and retrieving mapping schemes, refer to " Saving and loading mapping schemes " on page 223.
4. In the Import File Name field, type in the path and file name of the ASCII file to be imported.
Alternatively, click File, and then select the import file name from the “Open” window.
Time+Billing 2016 will automatically display the file name in the Import File Name field.
5. Under Input File Data Fields Time+Billing 2016 will display the data fields in the first record of the ASCII file.
Each line of text in the ASCII file represents a data record. The individual data fields within each record are usually enclosed in double quotes and delimited by a separator character, which is normally a comma. At this stage you have probably not yet specified what this separator character is, so Time+Billing 2016 will display each record as only having one field.
To specify the separator:
Under Input Field Mappings, in the Separator field, type in the character used to separate the data fields in the ASCII import file.
Under Import File Data fields, Time+Billing 2016 will display the individual fields of each record.
Use the blue arrow buttons to scroll through the lines in the import file.
6. Under Import Field Mappings, the “Import ASCII Data” window lists all the fields in the
Time+Billing 2016 database in alphabetical order. The fields in the import file must be mapped to the Time+Billing 2016 fields.
If a mapping scheme has previously been stored, you can retrieve it for re-use. To retrieve
a stored mapping, refer to " Saving and loading mapping schemes ” on page 223.
If no mapping scheme has been previously stored, you must manually define the mapping.
To define the mapping:
Under Import Field Mappings, in the Map column, number the Time+Billing 2016 fields to correspond to the fields in the import file. Where a Time+Billing 2016 field is not included in the import file, leave the map number blank.
7. After you have mapped the fields, you can save the mapping for future use. Refer to
" Saving and loading mapping schemes ” on page 223.
© Sage Software Australia Pty Ltd
Time+Billing 2016 Importing via an ASCII file
8. Run the import. Refer to “ To run the import ” below, for detailed instructions.
To run the import
1. On the “Import ASCII Data” window, click Run.
Time+Billing 2016 will proceed with the import and display an “Information” window on completion:
2. Click OK on the “Information” window.
Time+Billing 2016 will open the “Import Entries” window listing the imported records
3. On the “Import Entries” window, check that the records have been imported correctly.
4. Click Errors to display a list of any errors that may have occurred.
5. Select the Delete file Imported check box if you want the import text file deleted when you exit the window.
6. Click Close to exit the window and post the imported entries to Time+Billing 2016.
7. On the “Attention” window, click Yes to post the entries.
Saving and loading mapping schemes
This manual method of mapping can be time-consuming. For this reason, Time+Billing 2016 provides mapping schemes for importing data from other programs. It also allows you to save mapping schemes so that you can use them to import other similar files.
To save a mapping scheme:
1. On the “Import ASCII Data” window, in the Mapping name field, type in the name under which you want to store the mapping.
2. Click Store.
Time+Billing 2016 will open the “Save Mapping As” window for you to confirm the saving.
The “Save Mapping As” window also allows you to change the name of the mapping scheme before you save it.
3. Click OK to save the mapping scheme.
To load an existing mapping scheme:
1. On the “Import ASCII Data” window, click
Load.
Time+Billing 2016 will open the “ASCII Import/Export Field Mapping Schemes” window.
© Sage Software Australia Pty Ltd 223
Chapter 16. Maintaining your data Time+Billing 2016
Figure 226: The "ASCII Import/Export Field Mapping Schemes" window
The “ASCII Import/Export Field Mapping Schemes” window lists all the previously saved mapping schemes.
2. Use the arrow buttons to highlight the required mapping scheme.
Click View if you want to view the mapping scheme before loading it. Clicking View again returns you to the list of mapping schemes.
If you want to edit the highlighted mapping scheme, click Edit. Modify the mapping scheme as required, and then click Save to save the changes.
To remove the highlighted mapping scheme, click Delete.
3. To load the highlighted mapping scheme, click Select.
Integration with HandiLedger
If you have HandiLedger 2016 installed, you can configure Time+Billing 2016 so that finalised invoices, receipts and debtor adjustments will automatically create transactions in HandiLedger.
You will not be able to use HandiLedger to edit or delete transactions created in Time+Billing.
All changes must be made in Time+Billing 2016, and they will automatically be transferred to
HandiLedger 2016.
You can also choose to have every invoice, receipt or debtors adjustment create a separate transaction in HandiLedger, or you can batch them into single transactions.
HandiLedger account numbers
As part of the configuration process, you have to specify the HandiLedger accounts to which the items are to be posted. There is also a Defaults button if you want to select default account numbers.
The following tables show how the items are posted in HandiLedger with typical account numbers:
Invoices
Description Entry Typical account
Debit column "Debtors"
Credit column Debtor's name with
Invoice Number
Accumulating single entry
Entry per invoice
Debtors (2101)
Sales (0590)
224 © Sage Software Australia Pty Ltd
Time+Billing 2016 Integration with HandiLedger
Receipts
Description
Debit column Debtor's name with
Receipt Number
Credit column "Debtors Receipt"
Entry
Entry per receipt
Typical account
Bank (2000)
Accumulating single entry
Debtors (2101)
Debtors adjustments
Description
Debit column Debtor's name with
Invoice Number
Credit column "Debtors
Adjustment"
Entry Typical account
Entry per adjustment Sales (0590)
Accumulating single entry
Debtors (2101)
The tax amounts in HandiLedger will be as you set them in the Time+Billing 2016 "Data Entry
Options" window.
From the Options menu, click Data Entry.
Setting the link to HandiLedger
Before Time+Billing 2016 transfers transaction information to HandiLedger, you have to enable the link and specify default accounts to which the transaction items are to be posted.
1. From the Options menu, click HandiLedger Integration.
Note: This will not be available if you do not have HandiLedger installed.
The "HandiLedger Integration" window will open.
Figure 227: The "HandiLedger Integration" window
2. Select the Enable Link to HandiLedger check box to enable the link.
3. Under Transactions, select how you want the receipts, invoices and debtor adjustments grouped into transactions.
4. Click the respective buttons to select the default HandiLedger Administration Client and accounts to which to post the transactions.
The account numbers for receipts and invoices are set on the General page. Click the
Debtor Adjustments tab to set the account numbers for debtor adjustments.
5. Click OK to confirm the settings.
© Sage Software Australia Pty Ltd 225
Chapter 16. Maintaining your data Time+Billing 2016
HandiLedger Reconciliation report
You can run a report that compares the transactions processed in Time+Billing for a specified date range to the transactions processed to the HL Admin Entity in HandiLedger.
1. From the Time+Billing
Reports menu, point to Debtors Management, and then click
HandiLedger Reconciliation Report. The “HandiLedger Reconciliation Report” window will open.
Figure 228: The “HandiLedger Reconciliation Report" window
2. Complete the Reporting Year, Report Range and Transactions fields as required.
3. Click OK to run the report.
226 © Sage Software Australia Pty Ltd
Chapter 17. Additional tools
This chapter describes some of the features of Time+Billing 2016 that allow faster data entry speed, as well as updating your index file, sending email messages and using the calculator.
Function keys and buttons
Function keys are attached to the more commonly used menu options.
Example: In Time+Billing 2016 under the Input menu, the characters F4 are displayed next to the Receipt option. This means that you can access Receipts from anywhere in Time+Billing
2016 by pressing F4.
The following function keys and buttons are available in Time+Billing 2016:
Key
F1
F2
F3
Button Description
Online Help
Open a selection window
Show or hide the “Clients” list
F4
Open the “New Receipt” window
F5
Open the “Prepare an Invoice” window
Open the "New Invoice (No WIP)" window
F6
Open the “New WIP Adjustment” window
F7
Open the “New Disbursement” window
F8
Open the “Timesheet Entry” window
F9
Open the “New Debtor Adjustment” window
F11
F10
F12
CTRL+ALT+
<KEY NO>
CTRL + F4
CTRL + F5
CTRL + F6
CTRL + F7
Open the Document Manager
Open the “Macros” window
Run a macro with the corresponding key number.
For example, to run a macro with a key number of
02, press Ctrl+Alt+2.
Help – Sage HandiSoft functions
Help – Time+Billing 2016 functions
Help – Time+Billing 2016 fields
Open the calculator
© Sage Software Australia Pty Ltd 227
Chapter 17. Additional tools Time+Billing 2016
The "History" window
If you press F11 while a Time+Billing 2016 data entry window is open, Time+Billing 2016 will display the "History" window, which lists the data you have entered during the current session.
Figure 229: The "History" window
You can select an entry on the history list to be inserted into the field you are currently editing.
There are three ways of doing this
Highlight the entry on the list and click Select.
Type the number displayed in the Key column next to the required entry.
Double-click the required entry on the list.
Data entry speed
It is usually far easier and quicker to use the nominated keyboard shortcut keys to perform the task than to use the mouse.
All Sage HandiSoft products allow you to use either the mouse or the keyboard to move through the module
To access the various windows in Time+Billing 2016 and to increase your data entry speed, use the above function keys and buttons.
Operating keyboard macros
Macros are used to pre-record tasks that you perform frequently. Macros can be operated using a very small number of keystrokes, and may therefore greatly reduce the number of keystrokes required to perform a certain task.
For information on keyboard macros, please refer to the "Advanced Features 2016" manual.
228 © Sage Software Australia Pty Ltd
Time+Billing 2016 Finding and ordering data
Finding and ordering data
Most of the Time+Billing 2016 data entry windows have a Find button that allows searching for specific items. You can also specify the order in which the items are listed in the window.
When you click Find, the "Find/Order" window will open.
Figure 230: The "Find/Order" window
The selections in the Order field will vary depending on the window from which you clicked Find.
Ordering data
You can use the "Find/Order" window to specify the order in which the items will be listed in the window.
1. Under Order, select the data field under which you want the data ordered.
2. Click OK
Finding data
1. In the Find field of the "Find/Order" window, type in search text for the required record. You can enter partial names.
2. Click OK.
Time+Billing 2016 will highlight the first matching record.
Automatic spelling checking
The RTF editor in the “Standard Paragraph Detail” and “Description” windows has a built-in spelling checker, which you can set to check the spelling as you type the text.
Setting up the spelling checking
You can select the dictionaries to be used and the extent of the spelling checking. To do this:
1. On the “Standard Paragraph Detail” or “Description” window, click to open the “Spelling
Options” window.
© Sage Software Australia Pty Ltd 229
Chapter 17. Additional tools Time+Billing 2016
Figure 231: The "Spelling Options" window
2. Click the Spelling tab and select the check boxes for the required spelling checks..
3. Click the Language tab and select the dictionaries to be used for the spelling check.
4. The Custom Dictionary holds words you use that are not in any of the standard dictionaries. To create and edit your custom dictionaries, click the Custom Dictionary tab.
5. Click OK to confirm your spelling check options and to close the “Spelling Options” window.
Starting a spelling check
As shown previously, you can use the “Spelling Options” window to specify that the spelling is checked as you type. You can also click the button on the “Standard Paragraph Detail” and
“Description” windows to do a complete spelling check on the document.
230 © Sage Software Australia Pty Ltd
Index
A access panel hiding or displaying 73
Merge Fields 159 setting button sizes 73 activity code creating 26 definition 26 fixed rate activities 29 adjustments debtors 173
WIP 119 write off 119 write on 119 advance receipts, creating 164
ASCII file importing data 221 mapping schemes 223
B bank deposit slips enabling and configuring 168–69 entering information 165 processing 51 using layouts 171 batch adding jobs 35 batch emailing temporary invoices 151 batch printing invoices 158 batch printing temporary invoices 151 billing address, changing in invoices 129
BPAY, setting up BPAY 46 budgets client and job budgets 66 organisation structure 60 bundling disbursements 116
C changing client name descriptions 76 changing receipt numbers 172 changing the letterhead 22 charge levels charge out rates 107 hiding values 107 understanding charge levels 24 charge-out rates & charge levels 107 client groups adding 87
© Sage Software Australia Pty Ltd adding clients 88 editing 88 jobs for client groups 37 selecting in reports 193 viewing relationships 92 client notes adding and editing note types 80 client notes report 81
Client Portal uploading statements 210 clients accessing debtor transactions 82 adding clients 73
Administration client 33–34, 107 allocating budgets 66 changing from Current to Non-current 75 changing name descriptions 76 deleting clients 75 editing clients 74 extra details 85 extra information 82 non-chargeable clients 106 opening the database 71 recording as deceased 74 recording notes 79 tagging and untagging 77 close off date, setting 20 configuration hiding client list 73 hiding phone and email information 72 last four columns 72 receipt numbers 165 text capitalisation 18 control totals, using in receipts and invoices 166 copying from previous invoices 145 copying timesheet items to another user 105 cost codes creating 28 description 27 using in timesheets 27–29 credit card surcharge including in invoices 141 setting up fees 47 customising colours 24
D database rebuilding 220 validating 218 debtor adjustments definition 173 recording 173 types 173 debtors entering opening balances 45, 175 processing adjustments 51 viewing deleted transactions 178 viewing ledger entries 176 debtors ledger entries 176
231
Index
deleting clients 75 deleting invoices 155 deposit slips, creating and processing 165 descriptions, RTF editor 157 disbursements adding or excluding GST 137 bundling together 116 editing 116 entering 113 importing from Practice Manager 113 including in invoices 137 printing as separate items in invoices 137 viewing disbursements 117 writing off 137 discounts and adjustments in invoices 140
E editing disbursements 116 editing the temporary invoice 152 editing timesheets 107 exporting data exporting jobs 221 exporting to file 220 expressions setting matching conditions 180 extra client details, storing 85
F fee schedules editing scheduled fees 43 fee types 38, 126 viewing scheduled fees 44 filters fields and functions 192 using in expressions 180 using in reports 190 final invoices 125 finalising individual invoices 153 finalising temporary invoices 152 fixed rate activities, creating 19, 29 fixed rate invoices. creating 145 fixing interim balances 215 fonts report fonts 181 formatted text (RTF) in layouts 203 function keys 227
G graphs, staff productivity 189 groups, creating 32
GST, working with disbursements 115
H
HandiLedger linking transactions 224 reconciliation report 226 hiding phone and email information 72
232
Time+Billing 2016
I immediate payment, recording 142 importing from Jobflow Manager 104 importing from Practice Manager 104, 113 importing via an ASCII file 221 installation installing Time+Billing 17 integration with HandiLedger 224 interim balances displaying on main window 72 fixing 215 recalculating 126 interim invoices 135 invoices adding a paid watermark 146 adjusting WIP 136 allocating timesheet items 99 applying discounts and adjustments 140 batch printing and emailing 151, 158 changing the billing address 129 charging interest 146 copying from previous 144 credit card fee 141 deleting 155 editing text and values 138 entering invoices 50 entering summary information 127 finalising temporary invoices 152 fixed rate invoices 145
Invoice LayoutTemplate Wizard 204 managing disbursement costs 137 managing fees from WIP 135 managing job details 132 manually entering numbers 154 merging items 139 no WIP invoices 50, 143 numbering 154 printing 151 recalculating interim balances 126 recording immediate payment 142 re-using previous descriptions 140 saving as finalised or temporary 131 spelling checking 229 splitting items 139 temporary invoices 151 transferring to other clients 149 using layouts 158 viewing all finalised 148 viewing all temporary 149 viewing client's history 143 viewing existing invoices 148
WIP invoices 50, 127 write ons and offs with jobs 133 write ons and offs with WIP items 136
J
Jobflow Manager, linking jobs 37 jobs allocating budgets 66, 67
© Sage Software Australia Pty Ltd
Time+Billing 2016
creating by batch 35 creating jobs 35 exporting 221 generating reports 184 linking to Jobflow Manager 37 managing in invoices 132
K keyword=fee schedules setting up fee schedules 39
L last four columns, configuring 72 layouts adding formatted text (RTF) 203 creating 201 importing from text file 195
Invoice LayoutTemplate Wizard 204 saving to text file 194 ledger entries viewing for all clients 176 viewing for one client 177 letterhead creating 21 disabling 23 inserting image 22
M mailing labels customised labels, printing 180 standard labels, printing 180 manager fees billed reports 183 manager receipts reports 183 manual vs. automatic receipt numbering 166 manually entering invoice numbers 154 merging invoice items 139 moving timesheet items to another user 106
N non-chargeable time 106 non-current clients, selecting in timesheets 103 notes, attaching to clients 79 notice layouts 23
O opening balances debtors 45, 175
WIP 37, 124 option settings clients 17 colours 24 data entry 18 general options 19 invoice numbers 20 letterhead 21 notice layouts 24
© Sage Software Australia Pty Ltd
Index
passwords 24 receipt numbers 20 organisation structure allocating budgets 60 importing teams from groups 55 setting up 53 overdue interest in statements 213 overlapping times on timesheets 103
P page setup 201 partner fees billed reports 183 partner receipts reports 183 payment terms, setting 157
Practice Manager importing disbursements 113 importing staff members 32 importing timesheet information 104 prefixed receipt numbers 165 productivity reports and graphs 186 profiles copying to another staff member 200 setting reporting profiles 196 purging transactions 218
R rebuilding the databases 220 recalculating client summaries 83 recalculating staff summaries 32 receipts changing numbers 172 creating advance receipts 164 deleting 167 entering 50, 163 numbering 165 using layouts 167 receipts and adjustments 150 reconciling Time+Billing 51 recording a debtor adjustment 173 recording non-chargeable time 106 report explanations activity code breakdown 181 cost code breakdown 181 staff budget 184 staff chargeable productivity 185 staff hours worked 185 staff productivity 187
WIP reconciliation 186 report profiles adding profiles 196 adding reports 197 copying to another staff member 200 renaming profiles 197 running reports 199 reports excluding non-current clients from reports 193 filters 190 managers receipts and fees reports 183 not posted timesheet items 186
233
Index
partners receipts and fees reports 183
Produce Statements 51 productivity 187 reporting profiles 196 selecting client groups 193 staff receipts and fees reports 183 standard reports 181
Temporary Invoices Transaction 153 re-using previous descriptions in invoices 140
RTF text in descriptions 157
S saving and loading mapping schemes 223 saving layouts to text files 194 saving reports 194 security 24 setting payment terms 157 setting standard costs 115 setting the link to HandiLedger 225 spelling checking 229 splitting invoice items 139 staff adding staff 30 copying report profiles 200 fees billed reports 183 productivity graphs 186 recalculating summaries 32 receipts reports 183 summaries 32 standard costs, attaching to cost codes 115 standard paragraphs creating and editing 155, 166 spelling checking 229 using in debtor adjustments 174 using in invoices 155 using in receipts 166 standard receipt numbers 165 statements creating 84 creating for a single client 209 overdue interest 213 uploading to Client Portal 210 using layouts 214 summary information in invoices 127
T tagging clients 77 tax codes, creating and editing 30 teams, importing from groups 55 temporary invoices 151 text in invoices 138 time slips 94 timer icon 95 timesheets allocating item to existing invoice 99 control totals 103 copying to another user or date 105 editing, checking and posting 107 entering other staff members' 101
234
Time+Billing 2016
entering your own 97 importing from Practice Manager 104 moving to another user or date 106 not posted time items report 186 overlapping times 103 previous finish time 103 selecting non-current clients 103 setting staff permissions 96 skipping days 102 start and finish times 103 units to enter 103 unposting 109 using the timer icon 95 using time slips 94 workflow 49 transactions linking to HandiLedger 224 purging 218 viewing deleted transactions 178 transferring WIP between clients 123
U unposting timesheets 109 untagging clients 79
V validating data 218
W windows
Activities 26
Add Client To Group 89
Add Report Profile 196
Add Teams 55
Adjust Total 134
ASCII Import/Export Field Mapping Schemes
223
Band Details 202
Bank Accounts 169
Batch Create Jobs 35
Batch Invoice Date 152, 153
Batch Print Invoices 158
Blank Letterhead Height 23
BPAY Setup 46
Budget Options 54
Budgets Entry 54, 55
Cell Details 202
Change Receipt Numbers 172
Change Report Name 198
Change Report Profile 197
Client Display Options 73
Client Extra Detail 83
Client Groups 87
Client Invoice Item Descriptions 140
Client Note 80
Client Note Types 80
Client Notes For 79
Client Notes Report 81
© Sage Software Australia Pty Ltd
Time+Billing 2016
Clients 71
Clients Detail 74
Clients Options 18
Close Current Invoice for 131
Copy a Report Filter 191
Copy Report 198
Copy Timesheet 105
Costs 27
Data Entry Options 18
Debtor Adjustments 176
Debtor Adjustments Detail 176
Debtor Ledger for 177
Debtor Ledger For 82
Debtors Ledger Entries 176
Delete Data or Client 75
Deleted Debtors Ledger 178
Deposit Items Detail 171
Deposit Slips 169, 170
Deposit Slips Detail 169
Description 156
Disbursements 117
Disbursements Detail 116
Edit Group Details 88
Edit Scheduled Fee 43
Event Select 104
Existing Temporary Invoice Found 128
Export Jobs 221
Fee Scale 47
Fee Schedule Overview 44
Fee Schedule Wizard 40
Fees Billed Report 183
Filter Disbursements 138
Filter WIP For Selected Job 136
Find/Order 229
Fix Invoices 216, 217
Fix Invoices Interim Balances for 217
General Options 19
Group Detail 33
Group Related 92
HandiLedger Integration 225
HandiLedger Reconciliation Report 226
History 228
Import ASCII Data 221
Import Entries 223
Invoice Address 129
Invoice Email Text 159
Invoice Email text Details 159
Invoice Layouts 195
Invoice/Receipt Number Options 20
Invoices 148
Invoices Detail 148
Job Doesn't Exist 37
Job Fee Schedule 40
Job Reconciliation For 133
Jobs For 81
Layouts for Printed Notices 24
Letterhead 21
Monthly Units & Fees Calculator 60
Move Timesheet 106
New Debtor Adjustment 45
© Sage Software Australia Pty Ltd
Index
New Disbursement 113
New Disbursements 113
New Group Details 87
New Invoice (No WIP) 144
New Schedule Fee 40
New WIP Adjustment 38
Organisation Structure 55
Partner Receipts Report 183
Posted Timesheet Item Detail 110
Posted Timesheets 109
Posted Timesheets Detail 110
Prepare an Invoice 127
Produce Statements 210
Purge Transactions 218
Rebuild the Database Files 220
Recalculate Clients Summaries 83
Recalculate Interim Balances 126
Receipt Items Awaiting Deposit 170
Receipts 167
Receipts and Adjustments Associated With
Invoice 150
Receipts Detail 167
Report Filter Detail 191
Report Preview 195
Reporting Profiles 196
Run a report for 85
Select a Client Group 91
Select Invoice 99
Select Invoice Details 145
Select Manager 58
Select Partner 59
Select Report Date Period 199
Select Team 57
Select Temporary Invoice 128
Set Debtor Payment Terms 157
Set Each Job’s estimate Field 83
Split Invoice Item 139
Staff 31
Staff Detail 31
Standard Paragraph Detail 156
Standard Paragraphs 155
Statement for 84, 209
Tagged Clients 78
Tax Rates 30
Team Name 56
Template Wizard 205
Temporary Invoices 149
Temporary Invoices Transaction Report 153
Time Slip 95, 96
Timesheet Daily Summary page 93
Timesheet Entry 98, 100
Timesheet Entry (new) page 93
Timesheet for 101
Timesheet Item Detail 110
Timesheets 100
Transfer Not Invoiced WIP 123
Update Client Budgets 67
Validate Data 219
Verify Invoice Number 144
Verify Receipt Number 164
235
Index
Verify Receipt Number and Complete Deposit
Items 163
WIP Adjustments Detail 121
Write On/Off 134
WIP adjustments 119 editing adjustments 121 entering adjustments 50, 120 entering invoices 127, 135 entering opening balances 37, 124 transferring between clients 123 viewing adjustments 121 viewing ledger entries 121 viewing WIP transactions 111
WIP and No WIP invoices 126 workflow, suggested 49 write off adjustments 119 allocating timesheet items 99 jobs in invoices 133
WIP in invoices 136 write on adjustments 119 jobs in invoices 133
WIP in invoices 136
Time+Billing 2016
236 © Sage Software Australia Pty Ltd
文档公共链接
广告
