Feature Article: Non-billable Transactions

May 2023    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 Tabs3 Billing Quick Launch, search for and select “Client Information.”
  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 Quick Launch, search for 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. In the Quick Launch, search for and select “Transaction Code Information.”
  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 configure 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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