Establishing Billing Formats

The Billing Formats form establishes bill formats/invoices that you can use for one or more clients.

Note: If a user creates a new billing code, you must define a bill format that links to that code, or else it displays as an "other" line on the invoice.

To set up a billing format:

Click Back Office.

From System|Change, select Billing Formats.

Complete these fields as required:

Field	Description
Format	Specifies the Billing Format ID.
Format Description	A description that indicates how this billing format is used. If the format is specific to one client, indicate that in the description.
Invoice Print Format	Format for printing invoices. For example, STACK Print 3Col by Break Stacked Version (WCSort on Template!). Note: This format is only valid in PrismHR Core and will not display in Employee Portal (EP).
Format Orientation (Portrait or Landscape)	Specifies the orientation for invoices. If you select landscape, specify whether you want invoices to display a client logo or return address. For landscape, this formats the first page of the report so that address information displays in double-window 9" x 12" envelopes.
Message ID	Enter text or select an invoice message for any special message format. (These formats are defined in System Parameters.) If you select this field, the Select Invoice Message list displays where you can select an invoice message.
Show Past Due	Displays open/past due amounts on the invoice.
Past Due In Invoice Total	Displays open and past due invoices in the invoice total. Otherwise, there is only a statement listing at the end.
Show on Remit	Displays open/past due invoice listings on the remittance form.
Billing Code Multi-Value Grid Fields:
Line Description	Description that appears on the invoice in the position indicated, depending on the value of the Print if 0 field. Note: Position indicated means the order of these line items determines the order of the billing lines when printed. In other words, the first description in this column is the first line printed on the bill, the second description is the second line printed, and so forth.
Company Account	Account number used to show clients what journal effect to post on their records. This is for special client accounting.
Print if zero	Select Yes from the drop-down to print the line on the invoice even when the value is zero. If you select No, the invoice does not include the line if its value is zero for that invoice.
View Code	Click to see the list of bill codes included in the line.
Add/Edit Code	Click to add or edit billing codes. Note: When entering codes for a new line item, the search link no longer adds extra lines before the first bill code in a multi-value grid.

Click Save in the Billing Formats form.

Note: You can copy data by selecting the Copy option from the Action bar menu; however, do not use spaces in the Copy To field (an error message will display).

Adding Billing Codes to a New Line Item

This section describes how to add billing codes to new line items on a billing format.

To add billing codes to a new line item:

Select an existing bill format. The form is populated with the billing format settings and existing line items for this format.

Click + to add a new line item. A new row appears at the bottom of the multi-value grid (MVG).

line items, along with company account and the view and edit icons

line items, along with company account and the view and edit icons

Enter a Line Description. When you click outside that field, the View and Edit icons appear.

Click the Edit icon

. The Bill Codes selector appears.

Select a code from the list. The view switches to the Bill Codes for <Line Description> MVG with that code displayed in the first row.

Note: You can enter additional rows either by entering codes manually or by using the search link in the Bill Code header. The form should not insert any blank rows.

Click Save to save that code to the line item. The system returns to Billing Formats.

Click View for the new line item to confirm that the billing code was added. For example, Auto401k for NEW.

Bill Code and Description

Click Save on the main Billing Formats form to commit these changes to your billing format.