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.
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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.
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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.
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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:
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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.
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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.
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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.
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