ANSWER ID:9330

When you bill a client for only a portion of the services you have performed, the activity rate on your Time Billing invoice will update to display a percentage of the full rate.

This support note shows you how to remove this rate from your time billing invoices, and instead show the correct activity rate.

To stop the updated rate figure from printing on the invoice

1. Go to the Sales command centre and click Print/Email Invoices.
2. Change the Sales Type to Time Billing.
3. Click Advanced Filters.
4. In the Selected Form for Sale field, select the applicable invoice.
5. Click Customise.
6. Remove the Ex Rate field.
   • In the new AccountRight: Right-click the area of the invoice containing the Rate column and choose Show/Hide Columns. In the list of Columns in your table, click RATE then click Hide then click OK.
   • In AccountEdge or AccountRight v19 and earlier: Click the Ex Rate field and press DELETE on your keyboard.
7. Save the form.
   • In the new AccountRight: Go to the File menu and choose Save.
   • In AccountEdge or AccountRight v19 and earlier: Click Save Form.

To get the correct rate to appear on the invoice

1. Go to the Time Billing command centre and click Activities List.
2. Click the zoom arrow next to the relevant activity.
3. Enter the rate you want to display on the invoice in the Description field and select the option Use Description on Sales. The rate will then print in the Description field on the invoice.

Example

John Smith & Co is an accounting firm that performs tax consulting. They bill their clients at a rate of $50 per hour. One client has received 8 hours of tax consulting, but is going to be billed for only a portion of the tax consulting performed. The amount the client is going to be billed is $94.25.

Task 1 - Bill the customer for a portion of the tax consulting performed

Task 2 - Prepare the invoice

When you click the Prepare Invoice button, the amount in the Rate field is not $50 or the amount entered for this Activity Rate because the amount in the Hrs/Units field is a proportion of hours or units being billed.

In this example, the Hrs/Units field figure is 1.89 and the Rate field figure is $49.8677.

This Hrs/Units figure is calculated automatically by:

• dividing the amount being billed of $94.25 by the total billable amount or $400. This figure is then multiplied by the total number of hours/units allocated to the activity, in this case 8. The resultant value of 1.885 is then rounded to two decimal places which yields 1.89. As such, the proportional Rate amount is calculated automatically by:
• dividing the amount being billed of $94.25 by 1.89. The resulting figure is $49.8677.
  

Task 3 - Delete the RATE field

In the new AccountRight (v2011 and later)

Our support note Customising forms in the new AccountRight has more information on customising invoices.

In AccountRight v19 and earlier and AccountEdge

Our support notes Customising forms - AccountRight v19 and earlier or Customising forms in AccountEdge have more information on customising invoices.

Task 4 - Enter the correct rate in the Description field