Charge (form) – Primacy customer support

Updated in version: 2016.4.1.0

Click Client administration > Lists > Clients > Client properties > Fees > Work in progress > Actions > Add charge.

-or-

Click the Add charge button on the toolbar.

info (2).jpg This form allows the user to add one-off charges that will be billed to a client.

Field names and the order in which they appear may have changed . This article refers to the standard Primacy Workplace form.

Tasks that use this form

How to add a charge

Navigating the form

The following tables provide descriptions for the controls in this form.

Buttons

Button	Description
New	Creates a new record.
Delete	Deletes the current record. Disabled for new entries.
Submit	Submits current record and leaves the form open.
Submit and new	Submits current record and resets the form to prepare a new record.
Submit and close	Submits current record and closes the form.
Close	Closes the form.
Accept	Accepts the submitted charge. Users may approve charges only if they are assigned to a security role which grants this permission, see Employee role (form).
Reject	Rejects the submitted charge. Users may reject charges only if they are assigned to a security role which grants this permission, see Employee role (form).
Save progress	Saves the work made to the charge so you can come back to it, without fully submitting.
Print (File menu)	Opens a dialogue box to select print options.
Print preview (File menu)	Opens a Print preview form.
Page setup (File menu)	Opens a Page setup form.
Refresh (File menu)	Refreshes the information in the current list or form being viewed.

Fields

Field	Description
From date	The date the charge was incurred.
To date	Entering a date in this field will allow you to specify a range of dates for the time entry. When provided, you will be able to see entries across a span of dates on the My timesheet calendar. This field is only available in Primacy Workplace* versions 2016.4.1.0 and above.*
Quantity	The number of charges.
Employee	The name of the employee who submitted the charge. By default, the current user will be selected.
Rate	The rate per item charged to the client.
Client	The client this charge applies to. If you are currently working with a client, that will be offered as a default.
Total	The total is calculated automatically using the Quantity and Rate values.
Matter	Select the matter associated with the transaction. This field is only available if the value of the system property Use matters is set to Yes.
Transaction	Select the transaction that the charge applies to. Only transactions belonging to the Matter are presented. This field is only available if the value of the system property Use matters is set to Yes.
Activity	Type the activity (sometimes referred to as billing or fee code), or select it from the list. A default value can be specified for each employee - refer to Employee properties.
Business unit	Type the name of the default business unit, or select it from the pick list. To add a business unit to the list, see How to add a business unit. See how to change default business unit for more information.
Currency	The currency of the charge.
Billable?	Whether or not the charge is considered billable to the client.
Quantity	For entries that are charged per item, for example, photocopies, type the quantity. For items that are not charged per item, for example a flat fee, Quantity would be set to 1 and disabled.
Amount to bill	The actual amount to charge the client for this charge. This field is not available when a new charge is entered but only when the Billing administrator reviews the charges prior to invoicing the client.
Adjustment	The difference between the Total amount and the Amount to bill is calculated and displayed here. The calculation only takes place when a user increase/decreases the charge in Billing items or Prepare client invoices.
Invoice description	The description will be set to the activity default when an activity is selected. If the activity selected allows to edit the invoice description, you may edit it when submitting the charge. You may also modify the narrative prior to printing the invoice if its billing status is In review and you choose to Increase/decrease the charge.
Invoice narrative	The invoice narrative will be set to the Activity default when an activity is selected. If the activity selected allows to edit the invoice description, you may edit it when submitting the charge. You may also modify the narrative prior to printing the invoice if its billing status is In review and you choose to Increase/decrease the activity amount.
Internal comments	Type any additional comments required for this time entry. These comments will not print on client invoices

In order to submit a charge, the Matter must have a base currency set.