Defining billing paragraphs

Practice Manager only

The body of the text in a client bill is defined in the Bill Paragraphs window. This is where you determine the level of detail to be shown in the bill and allocate the billing paragraphs against the corresponding amounts. You can use a number of methods to add text and control the level of billing detail displayed.

You can:

Change the Print Line Detail selection. This enables you to view different levels of time and expense detail and customise the bill to client requirements or practice standards.
Use Master Paragraphs to include specific text. See Master paragraphs.
Copy text from previous bills using the Posted Bills window.
Enter or edit billing paragraph text in the Edit field.
Preview and save the draft bill in Microsoft Word and, once approved (AE)/confirmed (AO), make further edits to the text if required.

You can change the overall look of the bill by selecting another template from the Style drop-down in the Billing Main page. Ensure that you are in Edit Bill mode, see Editing and unlocking draft bills.

To define billing paragraphs

Click Bill Paragraphs
on the Billing Main page after completing the amount to bill on the Bill Amounts page. The Bill Paragraphs window opens.
Select the required amount of detail from the Print Line Detail drop-downs. Your user settings, taken from the last time you raised a bill, are displayed by default.
When a new selection is made a message will ask you to confirm your action. Once confirmed the billing paragraphs regenerates.
The four Print Line Detail drop-downs enable you to determine the amount of detail displayed for the various transactions you are billing: Time, Disbursements, Miscellaneous and Estimate. See The Bill Paragraphs window for more information on the options for each transaction type.
Click OK. The Bill Paragraphs window closes. You are returned to the Billing Main page where you can submit the bill ready for authorisation (AE)/confirmation (AO) and posting.

To add a master paragraph

Click Bill Paragraphs
on the Billing Main page after completing the amount to bill on the Bill Amounts window. The Bill Paragraphs window opens.
Click Paragraphs. The Master Paragraphs window opens.
Click
to expand the Paragraph Types and view the paragraph sub-types.
Click
to expand the sub-types until you see a list of paragraph names and text.
Click the paragraph you want to add to the current draft bill.

Press [Ctrl] to select several paragraphs.
Click Insert or drag the selected paragraph(s) to the Para No list on the Bill Paragraphs window. The paragraph is added as a new paragraph at the end of the current draft bill. Any paragraphs already added are unaffected.

To add one or more paragraphs to an existing paragraph in the draft bill, press [Shift] when you drag and drop the paragraph(s) to the line you want to add them to.
Click OK to save and close the Master Paragraph window.

To add a new paragraph

Click Bill Paragraphs
on the Billing Main page after completing the amount to bill on the Bill Amounts window. The Bill Paragraphs window opens.
Select a Para No from the list where a new paragraph is to be added. The selected paragraph number is highlighted.
Click Add. The new blank line is added below the selected line.
Enter the text for the new line in the editing area of the page.
Edit the text, if necessary.Use the formatting toolbar at the top of the page to apply standard formatting options.

To remove your edits (either the text or default amounts), click Regenerate to reset the content. The Regenerate Print Lines message is displayed. Click Yes.
Select any paragraph to be reordered and click Move Up or Move Down to move the billing paragraphs.
Select any line to be removed and click Delete.
Enter values in the Amount and Tax fields.

The Users Total and Actual (Required) Total amounts must match before you can proceed with billing. If the totals do not match you will see
. It disappears once the two totals match.

Highlight and double–click an amount to automatically adjust it so that it creates the correct total required for the bill.
Click OK. The Bill Paragraphs window closes. You are returned to the Billing Main page where you can submit the bill ready for authorisation (AE) and posting.