Bill document merging

It is possible to build templates so that bill documents can be produced relating to consolidated and split bills. Specific bill variables are available to extract the appropriate bill information and the merge process allows you to use the appropriate templates, as the templates used and the final output differ for each type of bill:

• Standard bills. A single bill template is used. The bill is stored against the invoicee (i.e. the contact) in Document Management.

• Split bills. A single bill template is used, but multiple documents are produced – one for the selected split bill and one for each of the related split bills. Each bill is stored against its invoicee (i.e. the contact) in Document Management.

• Consolidated bills. Three bill templates are used – one for the header information (Start template), one for each part bill (Part bill template) and one for the footer information (End template). Only one document is produced, which combines these three elements. The bill is stored against the invoicee (i.e. the contact) in Document Management.

Variables

The following variables are available to assist in building bill templates:

• [bill_invoicee_count] – Split bill count

• [bill_part_count] – Part bill count

• [bill_type] – Standard/Part/Split/Consolidated

In terms of split bills, these variables are available:

• [invoicee_name]

• [invoicee_address]

• [invoicee_billed_disbs]

• [invoicee_billed_disbs_vatable]

• [invoicee_billed_vat_disbs]

• [invoicee_billed_disbs_nonvatable]

• [invoicee_billed_nyps]

• [invoicee_billed_vat_nyps]

• [invoicee_billed_nyps_vatable]

• [invoicee_billed_nyps_nonvatable]

• [invoicee_billed_charges]

• [invoicee_billed_vat_charges]

• [invoicee_billed_costs]

• [invoicee_billed_vat_costs]

• [invoicee_billed_vat]

• [invoicee_billed_total]

• [invoicee_amended_total]

• [invoicee_paid_total]

• [invoicee_credited_total]

• [invoicee_written_off_total]

• [invoicee_outstanding_total]

• [invoicee_payable_total]

• [invoicee_paid_date]

• [invoicee_name]

• [invoicee_address]

These variables allow you to extract billed amounts from the perspective of the invoicee: For example, consider [invoicee_billed_costs]:

• Consolidated bill – returns the sum of billed costs across all part bills related to the selected consolidated bill

• Part bill – returns the billed costs for the individual part bills

• Standard bill – returns the billed costs for the selected standard bill

• Split bill – returns the billed costs for the split bill

The existing bill merge variables can also be used, however the values returned will be appropriate for the bill in context. This applies to variables available for the following document types; Bill (Invoice), Schedule, Statement and Credit Control Letters. For example, consider [bill_billed_costs]:

• Consolidated bill – returns the sum of billed costs across all part bills related to the selected consolidated bill

• Part bill – returns the billed costs for the selected part bill

• Standard bill – returns the billed costs for the selected standard bill

• Split bill – returns the billed costs for the related (standard) bill

Templates

Standard bills and split bills default to the bill template defined in Accounts Configuration. However, this and the templates for consolidated bills (Start, Part bill and End) can be stored against a billing rule in System Setup. In all cases, these are then defaulted to when a merge is invoked. However, they can be changed at run-time if required.

When merging a consolidated bill the software combines all the information into one document for the consolidated bill and for each part bill. This is then stored in Document Management. The resulting document is collated as follows:

• Consolidated bill start document

• Part bill 1 document

• Part bill 2 document

• Part bill x document

• Consolidated bill end document

The following example templates are shipped as standard for split bills and consolidated bills. These can be found under Merge Templates, in the Advanced Example Templates folder.

• Bill Schedule

• Consolidate End

• Consolidate Part

• Consolidate Start

• Splitbill

Merge dialog box

When you post a bill the Merge dialog box opens. The options available are dependent on the type of bill you are posting. In the upper pane of the Draft Bills screen, clicking Post All launches the Merge dialog box and allows you to choose whether to merge or not, use the default templates or select alternatives. In the lower pane of the Draft Bills screen, clicking Merge launches the Merge dialog box with the same options.

Notes

• Only the resulting document is saved into the Document Management for consolidated bills.

• Consolidated bills are likely to relate to multiple matters, and so the current matter is taken out of context prior to a consolidated bill document being merged (if the part bills are for different matters). The matter related to a part bill is put into context prior to merging the part bill. The original matter context is then reinstated when the document merge is completed. It is also necessary to take client out of context (following the same process as for matter) when a consolidated bill relates to multiple clients.

• Bills are stored in Document Management with a unique file name and are not versioned in the same way as regular document merges. Instead, a new document is created each time a merge is performed, but appended numerically, e.g. Bill_1.doc, Bill_2.doc, etc.

• Bill documents are stored against the contact (i.e. invoicee) in Document Management rather than against the matter.