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VPM 4.3 Creating a Bill

Participant Guide Version 1.0

© 2007 MYOB Technology Pty Ltd

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Creating a Bill Printed: December 2007

VIZTOPIA 4.3 CREATING A BILL

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Table of Contents

About this Module 1

Participant Profile..........................................................................1 Learning Outcomes ......................................................................1

Understanding the Billing Process 2

Introduction..................................................................................2 Billing Wizard Overview ................................................................2

Key points: Billing wizard overview ..............................................................4 Topic summary .............................................................................4

Creating a Bill & Adding Bill Amounts 5

Introduction..................................................................................5 Billing Wizard stages 1 & 2 ...........................................................6

Launching the Billing Wizard .......................................................................6 How to create a draft bill – Stage 1 ..............................................................7 Key points: Billing Wizard Stage 1 - Create draft bill .....................................7 How to add bill amounts – Stage 2 ..............................................................8 Key points: Billing Wizard Stage 2 – Add bill amounts ..................................8

Topic summary .............................................................................8

Billing Paragraphs 9

Introduction..................................................................................9 Billing Wizard stage 3 .................................................................10

How to customise invoice details ...............................................................10 Key points: Billing Wizard Stage 3 – Add billing paragraphs .......................11

Topic summary ...........................................................................11

Preparing & Submitting a Bill 12

Introduction................................................................................12 Billing Wizard Stages 4 and 5......................................................13

How to set the billing address....................................................................13 Key points: Billing Wizard Stage 4 - Set billing address ...............................13 How to preview and submit a bill ..............................................................14 Key points: Billing Wizard Stage 5 – Submit bill..........................................14

Deleting a draft Bill .....................................................................14 How to delete a draft bill ...........................................................................14 Key points: Deleting a draft bill ..................................................................15

Topic summary ...........................................................................15

© 2007 — MYOB TECHNOLOGY PTY LTD ii

Advanced Billing Tasks 16

Introduction................................................................................16 Selecting other client's WIP .........................................................16

How to bill WIP from more than one client ................................................16 Key points: Selecting other client's WIP ......................................................16

Miscellaneous charges ................................................................16 How to create a miscellaneous charge .......................................................17 Key points: Miscellaneous charges .............................................................17

Estimates to complete & auto estimates .....................................17 How to create an estimate to complete......................................................18 How to create an automatic estimate to complete .....................................18 Key points: Estimates to complete..............................................................18

Customising non-time based paragraphs....................................19 How to customise non-time based paragraphs...........................................19 Key points: Customising non-time based paragraphs .................................19

Topic Summary...........................................................................19

Module Review 20


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About this Module This document includes a copy of the concepts and procedures that form the basis of this self-paced online learning module.

As you work your way through this self-paced online learning module, you might like to print this document so that you can:

• Make your own notes to record procedural steps and additional information provided by your instructor

• Keep a printed record of procedures and key points

Participant Profile

This module is suitable for users who will be producing bills.

Learning Outcomes

In this module you will learn how to:

• Describe the stages of the Billing Wizard

• Create a bill and add bill amounts

• Add and customise billing paragraphs

• Prepare and submit a bill

• Complete advanced billing tasks

© 2007 — MYOB TECHNOLOGY PTY LTD 2

Understanding the Billing Process This module begins with an overview of the billing process. The topics that follow provide a more detailed explanation of each stage of the billing wizard process. The final topic covers advanced tasks that relate to the billing process in your practice.

Introduction

The billing process begins with an analysis of client WIP to determine which clients will be billed and for how much. This area is covered in another module called Analysing and Reporting on WIP.

The next consideration is to confirm whether your practice bills at the client level via the Client page, or at the assignment level via the Assignment Details page. A practice will normally decide to bill at one of these levels, but not both.

Once WIP details have been identified and the billing level confirmed, you can then generate a draft bill for the client using the Billing Wizard. In this topic you will learn about the Billing Wizard, and how it is used to generate a bill, including a brief description of the stages involved.

The billing process can be represented visually as follows:

1. Analysis of WIP to determine what to bill?

2. Bill at client level or assignment level?2. Bill at client level or assignment level?

3. Generate bill using the Billing Wizard3. Generate bill using the Billing Wizard

Billing Wizard Overview The Billing Wizard is a tool that enables you to quickly generate a bill for a client. It includes clearly defined stages that allow you to customise and configure a bill as you go. This may involve a high level of customisation, or possibly very little. It all depends on your specific requirements.


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Take a moment now to review the stages included in the Billing Wizard.

1. Create a draft bill

2. Add bill amounts

4. Select billing address

3. Create billing paragraphs

5. Submit


Key points: Billing wizard overview

• The wizard provides an easy approach to bill generation

• The wizard streamlines the invoicing process

Topic summary You now know how to:

• Describe the decisions related to the billing process

• Describe the stages in the Billing Wizard


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Creating a Bill & Adding Bill Amounts

Introduction

Once you have reviewed the client’s unbilled WIP you are in a position to create a bill using the Billing Wizard. The first two stages of the wizard comprise of creating a draft bill and adding bill amounts.


2. Add bill amounts



5. Submit



5. Submit

In this topic you will learn about the procedures involved.


Billing Wizard stages 1 & 2 The first two stages of the Billing Wizard involve generating the draft bill and adding the bill amounts.

Launching the Billing Wizard

However, before you use the wizaard, you need to decide where you will launch the wizard from.

The Billing Wizard can be launched from either the Client or Assignment Details pages. The page you choose will depend on how you want to bill the client.

If you want to bill an individual assignment, you would select the billing wizard while on the Assignment Details page.

If you wanted to bill multiple assignments, you would select the billing wizard while on the Client page.

Usually, your choice will be based on the billing approach used by your practice; that is, to always bill at either the client or assignment level, but not both.


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How to create a draft bill – Stage 1

1. Open the relevant Client page

2. Click the Billing Wizard button in Task Bar

3. Complete Stage One–Create draft bill details

4. Click Next

Key points: Billing Wizard Stage 1 - Create draft bill

• Company can be set to default if only one company exists

• Select Style for the appropriate invoice format

• Select Invoice Date

Stage 2 of the Billing Wizard is where you decide on which WIP amounts to bill, and to make decisions on bill amounts. Before you examine how to add bill amounts, you should be familiar with the tools available at Stage 2 to assist you including:

• WIP date

• Right off allocation

• WIP Inspector

• Drill-down functionality

Note: WIP date should be not be later than the invoice date. Your practice may or may not have Pro-rata checkbox. Drill-down preferences are remembered for future invoices.


How to add bill amounts – Stage 2

1. Choose WIP to bill

2. Enter any write offs/ups

3. Click Next

Key points: Billing Wizard Stage 2 – Add bill amounts

• Use WIP tools to choose appropriate billing amounts

• Recognise the difference between pro rata and FIFO allocations


• Start the billing process

• Choose amounts to bill


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Billing Paragraphs

Introduction

Billing paragraphs for a client invoice are added and customised at Stage Three of the Billing Wizard – Create Billing Paragraphs.


5. Submit



2. Add bill amounts



2. Add bill amounts



Billing Wizard stage 3 Stage Three of the Billing Wizard – Create Billing Paragraphs provides you with a range of tools and methods that allow you to control the level of invoice detail, edit standard paragraphs, or add additional paragraphs.

How to customise invoice details

1. Choose the grouping of WIP

2. Add, move or delete paragraphs

3. Customise the paragraphs & presented dollars

4. Click Next


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Key points: Billing Wizard Stage 3 – Add billing paragraphs

• Paragraphs may be automatically added based on grouping

• Additional paragraphs can be added

• Dollars can be presented differently but must equal Stage 2 totals


• Change the level of detail on an invoice

• Add, delete and re-order paragraphs

• Customise paragraphs


Preparing & Submitting a Bill

Introduction

Once you have created the billing paragraphs you are then in a position to complete the final two stages of the wizard which consist of Stage 4: setting the billing Address and Stage 5: submitting the bill.


5. Submit



2. Add bill amounts



2. Add bill amounts



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Billing Wizard Stages 4 and 5

The final stages of the billing wizard require you to set the billing address and submit the bill.

How to set the billing address

1. Select addressee from Associations if required

2. Select a different Address Type if required

4. Click Next

3. Manually adjust the Address if required

Key points: Billing Wizard Stage 4 - Set billing address

• Can choose addresses from any related contact

• Manually change address if required


How to preview and submit a bill

1. Preview the invoice

2. Check the billing summary

3. Click Submit then click Finish

Key points: Billing Wizard Stage 5 – Submit bill

• Must submit bill for approval

• Clicking Finish without submitting saves the draft bill

Deleting a draft Bill

Situations may arise where you have created a draft bill that requires deletion.

How to delete a draft bill

1. Open the Client or Assignment Details page

2. Click on the Bills tab and open the draft bill

3. Click Delete in the Task Bar

4. Click Yes to confirm deletion

Note: If a bill has been submitted and authorised, but not posted, it may also be deleted by returning the bill to Draft (Unseen) status using the relevant buttons in the Billing Main page.


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Key points: Deleting a draft bill

• You can delete a bill providing it is not posted


• Select an appropriate billing address

• Submit a draft bill

• Delete an unposted bill


Advanced Billing Tasks

Introduction

Working with VPM sometimes requires you to complete billing related tasks that are only carried out for specific situations. These tasks can include:

• Selecting other clients to bill within a single invoice

• Recording a miscellaneous charge

• Recording an estimate to complete

• Customising non-time paragraphs In this topic you will learn about the procedures involved.

Selecting other client's WIP

Situations may arise where you need to bill more than one client’s WIP on a single invoice. This may be done on an ad hoc basis, or where client grouping is not used.

How to bill WIP from more than one client

1. Decide if adding all WIP or only a single assign.

2. Search for client or assignment, then select

Key points: Selecting other client's WIP

• Can add either all WIP for a client or add selected assignment’s WIP

• Use in situations where client grouping is not set

Miscellaneous charges

A Miscellaneous Charge is a cost that needs to be passed on to a client that has not been recorded as a timesheet or disbursement item. It is often a fixed amount that you have been billed for on a client’s behalf, such as a trust account administration fee. When a miscellaneous charge is recorded it increases the value of the bill without changing WIP.


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How to create a miscellaneous charge

1. Ensure the Bill Amounts page is open

2. Click Create Miscellaneous Charge button

3. Select assignment and click Add

4. Select Date and Type, then enter Amount

5. Click OK

Key points: Miscellaneous charges

• Miscellaneous charges do not affect WIP

Estimates to complete & auto estimates

Estimates to complete are used to raise an invoice for client work that has not yet been entered as WIP. They are also known as ‘interim fees’. When an estimate is created, it applies a credit amount against the client’s WIP.

You can apply an estimate to complete against any client assignment, regardless of whether it has billable WIP against it or not.

An automatic estimate to complete is created when you bill more than the posted WIP available. This automatically calculates the appropriate carry forward amount for you.


How to create an estimate to complete

1. Ensure the Bill Amounts page is open

2. Click Create Estimates button

3. Select assignment and click Add

4. Select Date and Type, then enter Amount

5. Click OK

How to create an automatic estimate to complete

1. Select appropriate bill, write-off and carried forward amounts

2. Click Auto Estimates button

3. Complete Auto Estimates window fields

4. Click OK

Key points: Estimates to complete

• Creates WIP credits to offset future time

• Can be used for interim fees or offsetting unposted time


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Customising non-time based paragraphs

Situations may arise where you need to add or customise non-time based paragraphs.

How to customise non-time based paragraphs

1. Ensure Create Billing Paragraphs page is open

2. Add the Code Type column

3. Add or customise relevant paragraphs

4. Change relevant Code Type

Key points: Customising non-time based paragraphs

• Paragraphs can be grouped by Code Type on invoice

• May or may not be needed depending on invoice template

Topic Summary You now know how to:

• Select other client’s WIP for billing

• Record a miscellaneous charge

• Record an estimate to complete

• Customise non-time paragraphs


Module Review In completing this module, you have learnt how to:

Describe the stages of the Billing Wizard

Create a bill and add bill amounts

Add and customise billing paragraphs

Prepare and submit a bill

Complete advanced billing tasks

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