Feature Article: Non-billable Transactions

September 2017    Tags: , , , ,

Do you have a new pro bono client, or need to enter a fee or cost at no charge for a regular client? Clients and transactions can be marked as non-billable so that you can still track your time without charging your client.

Non-billable Clients

If you have a client for which there will be no billable time, you may want to mark the client as non-billable. Marking the client as non-billable prevents the accidental entering of billable transactions for the client. Transactions can still be entered, but they will default to a non-billable Bill Code.

To mark a client as non-billable

  1. From the File menu, point to Open and select Client.
  2. From the Setup tab, in the Status section, select the Non-billable check box.
  3. Press Ctrl+S.

Non-billable Transactions

When fees (or costs) are entered, the transaction’s Bill Code can be specified as 1 – Non-Billable / Non-Printable if you do not want the transaction to be printed on a statement or 2 – Non-Billable / Printable if you want the transaction to be printed on a statement.

When using a Bill Code of 2 – Non-Billable / Printable, transactions will be printed on the statement, but the amount will display “n/c” to indicate that there is no charge for the transaction. If desired, this text can be changed via Statement Customization.

To change the “n/c” terminology

  1. From the Statements menu, point to Statement Setup and select Statement Customization.
  2. On the Terminology tab, select Line 8 from the list.
  3. In the Line 8 field, change the text as desired up to 60 characters.
  4. Press Ctrl+S.

You can optionally configure transaction codes (tcodes) to default to a non-billable Bill Code. This means that when you select the tcode on a transaction, the Bill Code will already be set as non-billable.

To specify a Bill Code for a tcode

  1. From the File menu, point to Open and select Miscellaneous.
  2. On the Tcode tab, select the desired Tcode.
  3. Select the desired Bill Code.
  4. Press Ctrl+S.

In summary, there are three different ways to track non-billable transactions: mark the client as non-billable, specify a non-billable Bill Code when entering individual transactions, and/or configuring tcodes to be non-billable. Take a look at these options and see which option is right for you the next time you need transactions to be non-billable.

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