Billing Entry

A. There may be instances when you need to select more than one employee from the list. Rather than requiring you to click the pop-up icon again, CurrentTrack keeps the box open on your screen.

A. You either used the Back button on your browser or pressed the Submit button more than once. Each time the Submit button is pressed, a new document is created. To delete a duplicate form (other than a Purchase Order), click Delete within the Documents Folder.

A. Either you aren't set up to receive automatic notification or you weren't listed in the document cc: field. In order to receive automatic notification, your name must appear in the Notifications list (Administration -- System Administration -- Manage Notifications). With regard to the cc: field, your name can be entered manually or chosen from the employee pop-up box.

A. To delete a document, go to: Clients & Jobs -- Client -- Job -- I Want To: Open Documents Folder; click Delete.

A. To record pre-billing information, simply enter a Billing Entry with the following criteria:

Date Entered: [date the bill is being sent]
Invoice Number: [number generated by your accounting program]
Subject: Pre-bill [any additional distinguishing criteria (e.g. 1, 2, August, etc.)]
Invoice Amount: [refer to your accounting program]
Comments: [anything you'd like to not about the bill (e.g. "Well pre-bill in three installments."]
CC: [e.g. Account Executive].

Once you submit the Billing Entry, its dollar figure will be reflected in the job's Financial Report under the Billed Amount to Date field. The Unbilled Amount field will most likely reflect a figure of $0.00 as you wouldn't yet have incurred Time and Expenses for the job (i.e. you're billing before they're incurred).

All pre-bills filed via the Billing Entry form will pull through to other financial reports as well (e.g. Work In Progress, Gross Income, Financial Report Summary, etc.), giving you an accurate picture of what's been billed on each job.

[QUICKBOOKS CONNECTOR USERS]

Now, the job has begun to progress and time is being recorded, P.O.s submitted, and so forth -- the "actuals of the job" are being entered. Once you later prepare a QuickBooks Worksheet, these figures will flow via the Connector into a QuickBooks Invoice. A corresponding Billing Entry will automatically be created in CurrentTrack. You'll then have two Billing Entries under the job (e.g. "Pre-bill" @ $3000 AND "QuickBooks Invoice" @ $3000). You don't want BOTH, so the initial Billing Entry will simply need to be voided.