Modifying a bill

Practice Manager only

Bills are modified using the Billing Main page.

The Billing Main page enables you to create a client’s bill from billing decisions to printing of the bill. From here you can access the required screens for completing bill details. Use this page to create a bill for the client or to check, authorise (AE) /confirm (AO) and post a client’s bill. In MYOB AE, you can do this after it has been submitted.

If you are using the Billing Wizard, the Billing Main page is displayed at Stage One (where you create the draft bill) and Stage Five (where you submit, authorise/confirm and post the bill).
In MYOB AE, at Stage Five, the Back and Cancel buttons will not be available once the bill has been submitted. If you need to go back or cancel you must return the bill to Draft.

The Billing Main page is accessed by opening a current draft bill for the client. See Editing and unlocking draft bills.

Billing Main page fields and buttons

Field or button	Description
Bill Amounts	Opens the Bill Amounts window where WIP is allocated to the bill value and write–off/ons and carry forward amounts are determined.
Bill Address	Opens the Bill Address window where you can select alternative addresses for the bill. The default address for the bill is the client’s primary address, as shown on the Client page > Addresses/Main tabs.
Bill Paragraphs	Opens the Bill Paragraphs window where you can define and format the paragraph content and figures required on the bill. Once the financial information for the bill has been decided in the Bill Amounts page and the appropriate address has been selected, the bill can be customised.
Draft Bill (AE)	Returns a submitted bill to Draft status so that the allocation, address and/or paragraphs content can be amended.
Submit Bill (AE)	Once a bill is completed, it needs to be submitted in the system for authorisation. This is a simple process of clicking Submit Bill which changes the status of the bill from Draft to Submitted. When you click Submit Bill, the authorisation toolbar buttons and the Authorisation Status field are enabled, so that the bill can be authorised and posted (if you have the necessary permissions). Once submitted, the contents of the bill cannot be amended. To make amendments, return the bill to Draft status.
Bill Status field	Displays whether the bill is Draft or Submitted.
Return to Submitted (AE)	A submitted bill has an authorisation status of yellow Unseen. Once a bill has been authorised, the authorisation status changes to green Authorised. Click if you want to return the bill to yellow Unseen. This is only active when the bill has been authorised (and if you have the necessary permissions).
Authorise Bill (AE)	Once a bill is submitted, Authorise Bill becomes active. Click to change the bill’s authorisation status from yellow Unseen to green Authorised. Once a bill is authorised, Post becomes active and can be used to post the bill.
Unauthorise Bill (AE)	Click to unauthorise a submitted bill (if you have the necessary permissions).
Hold up Bill (AE)	Click to hold the submitted bill if it is not ready to be authorised (and if you have the necessary permissions).
Authorisation Status field (AE)	Displays the authorisation status of the bill, which will be either Unseen, Authorised, Unauthorised or Held Up. The name of the employee who last created the current state of the bill is displayed beside the status.
Draft Number field	Displays the draft number for the bill. It is a system–generated number and cannot be edited. It is different from the invoice number which does not get assigned until a bill is posted. The invoice number can be edited. The invoice number and draft number are not linked and will be different.
Style field	Select a different bill template if required from the pre-defined styles in the list. The templates available in this drop-down are Microsoft Word templates stored in a network directory. The system comes with a number of default templates. Practice-specific templates may also be available. These are configured for use by your system administrator from Maintenance > Maintenance Map (AO) > Documents > Document Styles.
Tax Type field	Displays the overall tax status of the bill. For example, whether a bill is tax free or taxable at a particular rate.
Bill status	Displays on the page if the balances allocated in the Bill Amounts window are incorrect.
Services, Tax & Total	The Services, Tax and Total amounts which have been invoiced on the current bill are displayed.
Post a Bill	Click to post the bill. Only enabled when the bill has been authorised/confirmed. Once posted, the WIP is moved to the debtors ledger (if you have the necessary permissions).

The client name is displayed in blue. You can click the hyperlinked name to go directly to their Client page. The address fields will default with the content from the client’s address as displayed on their Main tab.

Tasks bar options

Option	Description
Delete	To delete the entire bill. The bill is removed from the Draft Bills list in the Client page > Bills tab.
Preview	To view the bill in Microsoft Word. The bill template used is the one selected in the Style field.
Draft report	Click to view the Draft Internal Bill Report for the selected client. This will display all the client’s WIP information in a printable report format.