Bill Posting

Bill Posting is an accounts posting screen. The posting code shown for this type of posting is BCP.

Bill Posting has a number of tabs. Use the first tab to define the total amounts for the disbursements and profit costs to be included on the bill, then on the following tabs select the items that make up the totals. You can include anticipated disbursements and, if necessary, create a disbursement as you create the bill.

When to use this posting...

Use Bill Posting when you need to create a bill or credit note without first producing a draft bill.

Example

Billing a client for disbursements and profit costs — Type [B/C] for the posting would be Bill
Creating a credit note for costs incorrectly billed — Type [B/C] for the posting would be Credit Note

Bills can be drafted by PMS users who have the necessary permissions (or by Accounts users), and the resulting draft bills submitted to Accounts for processing, using Draft Bill Processing.

What's affected by this posting...

Bills ledger
Office ledger
ledger (if the bill or credit note includes disbursements)
Anticipated tab of Accounts Enquiry (if an anticipated disbursement is included)

Billed items display the bill number in place of the original reference number that was given to the item.

To create the posting:

Access the Postings menu.
On the Postings menu, click Office and then Bill Posting.
On Bill Posting, complete the fields as set out in the table below.
When you have finished, click Save & Exit to save the posting and close the screen, or click Save to save the posting but leave the screen open for another posting.

Field	How to use this field
Ref	Client and matter reference. If screen is opened via Accounts Enquiry with a matter displayed, Ref: is pre-populated. Alternatively, type the reference or click to use client or matter searches, the for the client's other matters, if any, or for recent and favourite matters.
Desc	Description of the matter, hyperlinked to the matter record. If screen is opened via Accounts Enquiry with a matter displayed, Desc: is pre-populated.
Client	Client associated with the matter, hyperlinked to the client record. If screen is opened via Accounts Enquiry with a matter displayed, Client: is pre-populated.
Bill Posting tab
Date	The date for the posting. Defaults to today but you can change it.
Type [B\C]	Defaults to Bill. Type C if you need to change this to Credit Note.
Bill No. to Credit	Only appears if you have selected Credit Note for Type [B\C]. Select the bill that the credit note relates to. Only bills that have an outstanding balance are available for selection, so if the related bill has been paid, select None.
Description	Type a description for the bill or credit note. This will be displayed on ledger screens.
Bill Number	If you are using automatic bill numbering, this is automatically populated. Otherwise, type the bill or credit note number to use. Once the bill has been posted, the bill number will appear in the Ref column of the ledgers against each item included in the bill.
Non VAT Disbursements	Enter the total value of non-VATable disbursements to include on the bill. indicates that the amount has not yet been allocated — you will allocate on the subsequent tabs. You cannot save the posting until you have allocated disbursements. You can view the Non-VATable Disbs tab and Anticipated Non-VATable Disbs tab to see those that are currently available.
VAT Disbursements	Enter the total NET value of VATable disbursements to include on the bill. When you press Tab, the VAT that applies to this value at the Rate currently selected, is automatically included in VAT Amount. indicates that the amount has not yet been allocated — you will allocate on the subsequent tabs. You cannot save the posting until you have allocated disbursements. You can view the VATable Disbs tab and Anticipated VATable Disbs tab to see those that are currently available.
Profit Costs	Enter the total amount of profit costs to include on the bill. You can view the Time tab to see time submitted for the matter.
Rate	VAT rate that applies to VATable items on the bill or credit note. Select a different rate as necessary.
VAT Amount	Automatically calculates the amount of VAT that applies to the Profit Costs and VATable Disbs amounts you have entered, using the Rate selected. VAT Amount is included in the Total Bill amount.
Total Bill	Automatically updates with the total value of disbursements, profit costs and VAT. The value can only be changed by changing those other fields.
Matter Office Balance	Displays the current office balance for the matter, taking into account the values you have defined for the bill. Updates when you type a value and press Tab.
Non-VATable Disbs tab
Non-VATable unbilled paid disbursements to billed paid disbursements	Lists the non-VATable, unbilled, paid disbursements for the matter. Click on a disbursement to allocate the whole amount to the bill. In the Bill column, the red cross () changes to a green tick () to confirm this. Click again to reverse the allocation. If you want to allocate only part of the disbursement to the bill, click to allocate the whole amount and then right-click and choose Edit Allocation. A dialog box displays allowing you to amend the amount of allocation. Note you can only allocate the total amount of the disbursement or the outstanding allocation amount from the bill posting tab, whichever is the smallest. If you are creating a credit note, only billed disbursements are displayed, and when you allocate them to the credit note, they become unbilled. If you need to undo the allocations you have defined, click to set Non-VATable to allocate back to the Non-VAT Disbs amount on the Bill Posting tab, and VATable to allocate back to the VAT Disbs amount on the Bill Posting tab. You then need to begin allocating again.
Non-VATable to allocate	Automatically updates to show the amount (out of Non VAT Disbs on the Bill Posting tab) left to allocate. You cannot save the bill posting until Non-VATable to allocate and VATable to allocate are both zero.
Create Disbursement	If the bill covers a disbursement that hasn't yet been posted, you can create the disbursement as you create the bill. Click Create Disbursement and, on Create Non VATable Disbursement, select the Disbursement Type and if necessary edit the Amount of the disbursement. Click OK. The disbursement will show as unpaid (U) but billed on the Disbursements ledger. See Disbursements.
VATable Disbs tab
VATable unbilled paid disbursements to billed paid disbursements	Lists the VATable, unbilled, paid disbursements for the matter. Click on a disbursement to allocate the whole amount to the bill. In the Bill column, the red cross () changes to a green tick () to confirm this. Click again to reverse the allocation. If you want to allocate only part of the disbursement to the bill, click to allocate the whole amount and then right-click and choose Edit Allocation. A dialog box displays allowing you to amend the amount, VAT rate and amount of VAT of the allocation. Note you can only allocate the total amount of the disbursement or the outstanding allocation amount from the Bill Posting tab, whichever is the smallest. Whether allocating the whole amount or part, the billed and unbilled columns for the amount and VAT update according to the choices selected. If you are creating a credit note, only billed disbursements are displayed, and when you allocate them to the credit note, they become unbilled. If you need to undo the allocations you have defined, click to set VATable to allocate back to the VAT Disbs amount on the Bill Posting tab, and Non-VATable to allocate back to the Non-VAT Disbs amount on the Bill Posting tab. You then need to begin allocating again.
VATable to allocate	Automatically updates to show the amount (out of VAT Disbs on the Bill Posting tab) left to allocate. You cannot save the bill posting until VATable to allocate and Non-VATable to allocate are both zero.
Create Disbursement	If the covers a disbursement that hasn't yet been posted, you can create the disbursement as you create the bill. Click Create Disbursement and on Create VATable Disbursement, select the Disbursement Type and if necessary edit the Amount of the disbursement. Click OK. The disbursement will show as unpaid (U) but billed on the Disbursements ledger. See Disbursements.
Anticipated Non-VATable Disbs tab
Non-VATable anticipated disbursements to unpaid billed disbursements	Lists the non-VATable anticipated disbursements for the matter. Double-click an anticipated disbursement you want to allocate to the bill. Create Non VATable Disbursement opens. Confirm the details and click OK. When you post the bill, the anticipated disbursement will be removed from Accounts Enquiry - Anticipated tab, and will show as unpaid (U) but billed on the Disbursements ledger. You cannot create anticipated disbursements at the time of producing a bill: they need to have been posted beforehand. See Anticipated Disbursement. If you need to undo the allocations you have defined, click to set Non-VATable to allocate back to the Non-VAT Disbs amount on the Bill Posting tab, and VATable to allocate back to the VAT Disbs amount on the Bill Posting tab. You then need to begin allocating again.
Non-VATable to allocate	Automatically updates to show the amount (out of VAT Disbs on the Bill Posting tab) left to allocate. You cannot save the bill posting until Non-VATable to allocate and VATable to allocate are both zero.
Anticipated VATable Disbs tab
VATable anticipated disbursements to unpaid billed disbursements	Lists the VATable anticipated disbursements for the matter. Double-click an anticipated disbursement you want to allocate to the bill. Create VATable Disbursement opens. Confirm the details and click OK. When you post the bill, the anticipated disbursement will be removed from Accounts Enquiry - Anticipated tab, and will show as unpaid (U) but billed on the Disbursements ledger. You cannot create anticipated disbursements at the time of producing a bill; they need to have been posted beforehand. See Anticipated Disbursement. If you need to undo the allocations you have defined, click to set VATable to allocate back to the VAT Disbs amount on the Bill Posting tab, and Non-VATable to allocate back to the Non-VAT Disbs amount on the Bill Posting tab. You then need to begin allocating again.
VATable to allocate	Automatically updates to show the amount (out of Non VAT Disbs on the Bill Posting tab) left to allocate. You cannot save the bill posting until VATable to allocate and non-VATable to allocate are both zero.
Time tab
Unbilled Time up to Date	Lists unbilled time that has been recorded for the matter up to and including this date. Defaults to the Date on the Bill Posting tab, but you can change it. indicates that a time entry will become billed when you post this bill. If you entered an amount in Profit Costs on the Bill Posting tab, all time entries are automatically selected. If you do not want to bill all entries with this bill, click to deselect individual entries. Deselected entries are indicated by . To re-select a deselected entry, click .
Select All	Click to select all listed time entries. The consequence is that all unbilled time for the matter, up to and including the date indicated, will be included in the bill. With all entries selected, you can click any individual entries you need to exclude from the bill.
De-Select All	Click to de-select all listed time entries. The result is that no time will be included on the bill. With all entries deselected, you can click any individual entries you need to include in the bill.
Total Billed	Shows the sum of items selected in the three columns: Time, Cost and Charge.
Fee Split tab
WIP	For the time entries that are selected for billing on the Time tab, WIP gives the total value of the time, at charge rate, across all fee earners.
Cost of Time	For the time entries that are selected for billing on the Time tab, Cost of Time gives the total value of the time at cost rate, across all fee earners.
Profit Costs	The figure you entered in Profit Costs on the Bill Posting tab.
Bill Profit	Profit Costs minus Cost of Time.
Time	By default, the fee split is based on Time at Charge. If you want to change this, select Time at Cost, or Time, from the list.
Split %	Shows whether the fee split adds up to 100%.
% Out	Shows whether the fee split is correct, that is, out by 0%.
Fee Earner Split	For the time entries that are selected for billing on the Time tab, Fee Earner Split lists the fee earners associated with those time entries and the percentage of the time that is attributable to each fee earner. The fee split displayed is usually the one you will want to use for the bill, however, if you need to change the fee split for one of the fee earners, double-click the fee earner in the list. On Fee Earner Split, change either the Percentage or Amount and click OK. Time associated with other fee earners is adjusted to accommodate the change; you may therefore need to make adjustments to the split for other fee earners. If you need to add a new fee earner to the split, right-click below the list of fee earners, select Add New Earner Split and complete Fee Earner Split.
Credit Control tab	If you have the Credit Control module, the Credit Control tab shows a summary of the cash collection procedure that will apply to this bill. If you need to change the procedure or details of the next action, bill status or address to use for credit control, double-click the current entry and on Bill Payer Details, make the necessary amendments. For details of the Credit Control module, see Credit Control.
Narrative tab	If you want to record notes about the transaction, use the Narrative tab. You will be able to read the notes by double-clicking the transaction on Accounts Enquiry and, on the resulting screen, viewing the Narrative tab.

When you save a bill, if there are any unallocated credit notes or office bill payments for the matter, they are displayed on Allocation so that you can choose whether to allocate them to the bill. See Allocating credit notes or payments when posting a bill.

When you save a credit note, Allocation opens for you to allocate the credit note to a bill. See Posting credit notes.