Billing for time > Creating activity slips
Activity slips are used to record time-based activities performed for a customer and form the basis for the invoices that you send your customer. You can invoice the full amount for the activity or invoice part of it, leaving the balance for a later date.
Time billing gives you the following options for creating an activity slip:
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a single activity slip, which allows you to enter the most detail about the activity slip
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multiple activity slips, which allows you to enter multiple activity slips at once, while not entering quite as much detail for each.
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When you create an activity slip, you can select two cards: one for the employee or supplier who performed the activity for your company and the other for the customer for whom your company performed the activity. If you are creating an activity slip for a chargeable activity, you must enter both cards.
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Go to the Time Billing command centre and click Enter Activity Slip. The Enter Activity Slip window appears.
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Enter details about the activity such as the employee name, the customer name and the number of units to be charged.
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The Units field shows time billing units as you have set them up in the Preferences window [System tab]. Therefore, if you are using billable units of 15 minutes, you need to enter four units to make one hour.
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In the Adjustment fields, enter any adjustments to the hours or the amount of the activity. You need to enter adjustment units or amounts as negative numbers if you want to indicate fewer hours or a lesser amount.
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note : If you change the view, the activity slip will be recorded
If you click the Multiple Activity Slips tab while creating an activity slip and you entered the minimum required information in the Activity Slip view, the activity slip will be recorded before the new tab appears.
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In the Already Billed field, enter any hours or amounts you have already billed the customer for.
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For example, if you have billed the customer for part of this activity, either enter the number of hours already billed (and the amount field will automatically update) or the amount you have already billed them. Your entry is subtracted from the hours and amounts in the Billable fields. The total units and amount that haven’t been billed appear in the Left to Bill fields.
note : Billing an activity slip
‘Billing’ an activity slip means recording a time billing invoice for the activity slip. If you enter units or an amount in the Already Billed fields, the amount won’t appear in the sales journal or in the activity’s history. It will only be recorded for the activity slip.
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Click Record. The activity slip is now recorded and will appear on reports.
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If you entered a chargeable activity on the activity slip, the activity becomes available for billing in the Prepare Time Billing Invoice window.
The Enter Activity Slip window has a timer that allows you to record the time you spend performing an activity. When you have completed the activity, the information is already in the Enter Activity Slip window, eliminating extra data entry.
To use the timer, you must leave the Enter Activity Slip window open until completion of the activity. You can still use other programs or access other windows during this time.
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Go to the Time Billing command centre and click Enter Activity Slip. The Enter Activity Slip window appears.
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In the Activity field, type or select an hourly activity. The timer fields appear at the bottom of the window.
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Click Start to start the timer. If you don’t enter a start time in the Start Time field, your computer’s current system time appears, and the timer starts incrementing the time in the Elapsed Time field.
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If you enter a start time earlier than the current system time, the difference between the entered start time and the system time will be added to the elapsed time measured by the timer. For example, if you entered 8:00 a.m. in the Start Time field and then clicked Start at 9:00 a.m., the Elapsed Time field will display 1:00:00 and the time measured by the timer will be added to that amount.Leave the Enter Activity Slip window open as you perform the activity.
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When you have completed the activity or want to pause the timer, click Stop. The current system time appears in the Stop Time field. The number of billing units corresponding to the elapsed time appears automatically in the Units field.
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You can edit the start and stop times if you want. The entries in the Actual Units and Elapsed Time fields will be updated automatically.
You can round your timer entries in the Units field automatically. See Rounding time in time billing.
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If you want to resume timing an activity, click Start again. The entry in the Stop Time field will be cleared. The timer will continue incrementing, starting from your current elapsed time.
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If you entered a chargeable activity on the activity slip, the activity becomes available for billing in the Prepare Time Billing Invoice window.
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