Open the record by selecting Open from the action menu. Once the record has been opened clicking the pencil in the upper right-hand corner of the record allows the user many options for editing the bill:
- Editing Fields on the bill record (i.e. issue date or attorney).
- Editing information about individual billing entries (on the current bill) from the grid.
- Editing individual billing entries by the billing entry dialogue.
- Holding back entries to be billed later.
- Adding new entries to the current bill.
- Moving entries from the current bill to another matter/bill.
- Applying discount percentage/amounts
Editing fields (1)
Editing fields (above the billing entry grid) is just like editing any other field in Centerbase. To save changes here, you will need to click the Save button.
Editing the billing entry grid (2)
Editing the billing entry grid is as simple as clicking on the field that you want to change and making the change directly. Entries may also be set to Non-Billable (show as no charge on the bill) and Hidden (do not show on the printed bill at all, requires Non-Billable to also be checked). Changes are not committed until the bill is saved.
Editing a Single Billing Entry (3)
Clicking the icon in the billing entry grid will open the billing entry dialogue for editing. Making changes in this dialogue and clicking Save will commit the changes without saving the entire bill. You can also delete billing entries from this dialogue. Do not click the delete icon unless you want to permanently delete an entry. Note: See the bottom of this article for information on editing through the Time/Expense dialog.
Holding Back Billing Entries (4)
To hold back an entry from the current bill and save it for later, simply click the icon in the grid next to the billing entry you want to remove. Unlike the Delete button mentioned earlier, this does not delete the entry, but removes it from the current bill so that it can be billed later.
Adding New Entries from the Grid (5)
Clicking the icon creates an empty row in the billing entry grid to add a new billing entry to the bill. Users can start on the matter column and tab over as they enter data to speed up entry.
Moving Entries to another Matter/Bill (6)
Selecting one or more billing entries (multi-select rules apply) and choosing the allows the user to move billing entries to another matter and/or bill. The resulting dialogue allows the user to search for a bill number or a matter. If a matter is chosen, then the user may to select which bill to move the billing entry to (un-posted bills only) or choose to leave it as un-billed on the matter.
In some cases, a timekeeper has not completed entering their time and expense for the current billing period and a bill has already been run for that matter. Once the timekeeper finishes inputting their time, the billing administrator may Add Existing Entries to a bill by clicking Bill Actions from the bill record, then Add Existing Entries. The resulting dialogue shows all entries on the current bill and any billing entries that match the set criteria. The filter will default to the current matter and date range for the bill, but these filters may be changed to find the entries the user is looking for. Entries from other matters (change the matter in the unbilled section) or unposted bills (find Entries that are Billed) may be pulled onto the bill if necessary. Clicking the green plus next to the entry will move it to the bill, while clicking the red x will remove it from the current bill.
Finally, users can add a Discount to the bill to adjust the overall total that the client sees. Discounts may be applied by percentage of the total or by amount. This discount generally appears on the final bill as a Discount line item unless otherwise specified by the client. Discounts will also appear in generated LEDES files per the LEDES specifications as an additional line item.
There is also a User-Level Billing Permission to allow a Timekeeper to edit Billing Entries on Pre-Bills from anywhere (including the Time Expense Dialog).
This new permission is “Edit Billing Entries on Pre-Bills”, and can be found under “Can Manage Billing”
If a user has this permission, upon opening the Time Expense dialog for a Billing Entry that is currently on a Pre-Bill, you will notice that even though the “Billed” label is being displayed, the dialog itself is editable, and the “Save” buttons are present.
- Note that this permission does not allow you to edit Billing Entries that are on Posted Bills.