Chapter 10 Billing for time
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M YOB Premier Asia
Special billing unit s
Special billing units is a useful feature for organisations that need to track billable tim e in units of 1, 6, 10, 12, 15 or 30 minutes. The unit of time you
specify here will be the default billing unit when you create activity slips. For example, you can specify six-minute time billing units, where an hour
w ould be 10 billing units of tim e.
Rounding t im e in t im e billing
Tim e billing allows you to set a preference for how you want units of tim e to be rounded w hen you use the timer.
Choose to round up to next
, down to previous
or to nearest
. For exam ple, if you have chosen
up to next
and are using 30-minute billing units, 10 minutes would be rounded up to 30 minutes on an activity slip. If
you choose
to nearest
and are using 30 m inute billing units, 15 m inutes w ould be rounded up to 30 m inutes on an activity slip.
If you are not using a special billing unit of time—that is, you are billing in hours—you can specify the rounding increment. For exam ple, if
you want to round the actual tim e you clock using the timer up to the next m inute,
choose up to next
and type 1 in the M inute Increment
field. That way, if you clock 21 minutes and 32 seconds of an activity, 22 minutes will be
entered automatically in the
Units
field.
NOTE:
M inute Increment field If you have specified a special tim e billing
unit and a rounding rule, t he M inute Increment field here is redundant and, therefore, not displayed.
Including it ems on t im e billing invoices
If you mark the I Include Items on Time Billing Invoices
checkbox in the
Preferences w indow, you can include item s on your time billing invoice
and charge your customers for both activities and item s on a single invoice.
N ote that only item s for which you have m arked the I Sell This Item
checkbox in the Item Information
w indow can be included on a time billing invoice. See
‘Setting up items’ on page 34 .
Setting billing rates
When you set billing rates they appear automatically when you create an activity slip. However, you can override these rates. The billing rate can be
a rate set for the custom er, supplier, or for the activity itself. For example, for an activity such as the tim e spent photocopying, you
m ight use a flat rate for all customers, in which case you would use the activity’s billing rate. For other activities, you might charge the customer
according to the em ployee who perform ed the activity, the billing rate depending on factors such as the expertise and experience of the
em ployee.
To set a billing rat e for an act ivit y
You can set up a billing rate for each activity regardless of the custom er you are billing or the em ployee or supplier who performed the activity.
The billing rate for an activity is set in the Activity Information
w indow. See
‘To create an activity’ on page 113 .
To set a billing rat e for cust om ers
You can set up billing rates for custom ers on their cards. This option is useful if you perform the sam e activities for multiple customers and want
to charge each customer a different rate.
Creating activities
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User Guide
1 Display the
Card Information window for the relevant customer and click
the Selling Details
tab.
2 In the
Customer Billing Rate field, type the hourly billing rate, excluding
tax, for the custom er.
3 Click
OK .
To set a billing rat e for suppliers or employees
You can set a billing rate for an em ployee or supplier on their card. This option allow s you to bill an activity at different rates according to the
employee or supplier performing the activity. You can also track the costs associated w ith having the activity performed. This is particularly useful if
you are subcontracting work to a supplier. Display the supplier’s or employee’s
Card Information window. Then do
the following:
z
Supplier cards—click the
Buying Details
tab.
z
Employee cards—click the Billing Details
tab.
1 In the
Supplier Billing Rate field
or the Employee Billing Rate
field, type the hourly billing rate, excluding tax, for the supplier or em ployee.
2 In the
Cost per Hour
field, type the hourly cost to you of having this activity performed.
3 Click
OK .
Creating activities
The term act ivity is used to describe a task or service provided by your business for which you can track costs and bill custom ers using time billing
invoices. Activities are primarily defined by their type—hourly or non- hourly—and w hether they are chargeable or non-chargeable.
To creat e an act ivit y
1 Go to the
Time Billing com mand centre and click
Activities List . The
Activities List window appears.
Chapter 10 Billing for time
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