Is there anyway to clear out non billable time once it is entered and shows on a billing memo as services? And does detail of this time show up anywhere except the time util reports?

Normally what we do is final bill anything that needs to be cleared out at $0.00 but there is no option to type in a six character non billable code in the bill processing screen to final bill it out - it only allows 4 characters which are regular source codes.

Dear dfarrell

Non-billable time entries will be cleared out once you have completed your Billing procedures by printing and purging the Billing posting journal. No, the detail of this time does not show up anywhere else now, except the Time Utilization report.

You are correct - there is no way to "final bill" to clear out the non-billable time. Since it is "non-billable" the above procedures will suffice.

Hope this helps.
Regards!

I'm not sure if I understand, non billable entries are not included on the billing posting journal because this comes from creating an invoice - where there is no option to choose a non billable code, therefore does not clear entries off the billing memo when it is posted and purged.

Hi again,

When you enter non-billable time through time entry, do you assign it to a client and file, or are those fields left blank? Whether or not you post non-billable time against a client/file determines what you can do with it.

If it is posted against a blank client/file, it should only update staff statistics, but not be posted to the WIP file. Otherwise, the non-billable entry will appear in the WIP under a specific client/file, and can be final billed for 0.00. When creating a bill for that client, you can select the non-billable transaction from the list of outstanding time transactions. You are correct that there is no 'non-billable' code in this area; selection is based on any source code you may have attached to the NB time.

Regards,
Softrak Support

Yes, we did assign the posted time to a client and case and used a non billable code - not a source code...any way to clear this off the billing memos once it is on there? Aslo, when leaving those fields blank where do you see that info besides the time utils?

[This message has been edited by dfarrell (edited 01-26-2001).]

Your Dealer has emailed us with your original question on this. You should be hearing back from him on this shortly, if you haven't already.

The last response should have cleared up any questions you have. You can bill out the NB transactions by selecting them from the list. If you did not enter a source code, you should still see your NB transactions in the list and be able to select them to "bill out" in order to clear them during further processing.

If you have posted and purged the associated reports after posting your bills, then the only place these transactions should appear is in the Time Util report.

If you have further issues on this subject, your Dealer should be able to clear them up.

Regards

I didn't find any response helpful - all the information given does not answer my original question. My dealer will not be able to clear this up because when I asked him, he said he did not know and e-mailed my question to you. Non billable transactions, when entered as a non billable code tracked to a client and case do not show in the invoice selection list so this does not work.
I guess the answer is NO - there is no way to clear out non billable time entered to a client and case number with a 6 digit non billable code (not a four digit source code).

Is your data set up to do accounting by File Type or Source Code? You can determine this from the 5th screen on the Company Profile.

If you do accounting by File Type, then the previous information is how you clear non-billable time from the Work-in-Progress. If you do accounting by Source Code, this would be why you have to enter a valid source code in the billing section. Since Source Code is a different field than the Non-billable code, you won't be able to use that.

The only way in this situation that we found to clear non-billable entries from WIP is to generate a final bill, and include all entries greater than -1.00. If you generate a bill will entries greater than 0.00, it will not pick up the non-billable entries. You can then edit the bill and remove any entries you didn't want to bill.

If you bill by source code, it seems the only place other than the Time Utilization report is the Billing momo. Of course, if you restrict the date range on the Billing memo, you can then hide the older non-billable entries. Should you desire to close this file, however, the entries must be cleared, and you have to use the generate bill function.

I've tried this out with TBR6.6A, and the non-billable time was cleared. It was removed from the billing memo.

On Friday I was able to generate bills to clear out likeyou said - I did a back up and posted the non billable stuff at 0.00 after deleted everything I didn't wan't in the batch (the billable entries).

Today I did a data check and got the following message This data contains errors Replace with back up version 147 errors. Any idea why? Any way to see what the errors are? Any choice besides a restore?

Dear dfarrell

If you are checking the data with WSM DIC, then I believe it creates an error log and will let you know what that file is called after the check. It will usually reside in the data directory and have the string "interr" included in the file name, and use the same file extension as the rest of the data that was checked. For example, if you did a check of OE sample data, the message WSM DIC would give is:

"ERROR - Integrity errors are in the file "OEINTERR" in your data directory. CONTINUE".

The actual file name would be oeinterr.sam. It is a text file and contains information about the errors it encountered.

If you are using Data Care, you can go into the Company Profile, and change the option "Diagnostic level" to "Verbose". This way, once the check is complete, you can print the DC Log and see exactly where the errors ocurred. Note that Data Care performs a more thorough check than the WSM DIC.

Once you find out what kind of errors they are, your choices can be made as to what to do about them. (Note that continuing with processing on an unstable set of data could lead to more serious problems.)

Apart from restoring your data prior to the errors, another choice would be to fix the errors. You may be able to edit entries in TBR if this is where the errors are. If there are unfixable errors, your only choice would be to get your data repaired. Your Dealer will likely be able to assist you in this regard. If not, we have a database repair service here at Softrak. To contact them, you can email: datarepair@softrak.com

Regards