Managing Charges in the Billing Section
Charges are used to manually apply costs for services rendered to clients that are not automatically billed through allowances or contracts. This is useful for ad-hoc or special service usage such as printing, catering, notary, and more.
Accessing the Charges Page
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From the left navigation menu, go to Billing.
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Click on Charges.
You will be presented with a list of charges that have been manually entered in the system.
Table Columns Explained
Below is a guide to understanding each column on the Charges list view:
| Column | Description |
|---|---|
| Date | The date the charge was recorded. |
| Client | The name of the client the charge applies to. |
| Center | The associated location or business center where the charge was incurred. |
| Service | The specific service being charged for (e.g., Notary, Color Copies, etc.). |
| Description | Any additional notes or context provided about the charge. |
| Quantity | The amount or units of service rendered. |
| Cost | The calculated cost of the service based on quantity and service pricing. |
| Memorized | Indicates whether this charge is memorized (preset to repeat). |
| Last Modified | Shows who last modified the entry and how long ago the change was made. |
You can filter records using the search fields at the top (by date, client, service, etc.), or view archived records using the Show Archived toggle.
Adding a New Charge
To add a new charge:
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Navigate to Billing > Charges.
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Click the New Charge button in the upper-left corner.
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Fill in the required details:
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Date of the charge
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Client to be billed
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Center where the service was rendered
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Service being charged
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Description (optional)
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Quantity of the service
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(Cost will auto-calculate if pricing is pre-set)
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If this is a repeating charge, enable Memorized.
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Click Save to apply the charge to the client.
Tips
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Ensure service pricing is set up under Billing > Services for automatic cost calculation.
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Use memorized charges for monthly recurring services.
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Archive old charges instead of deleting them for future reporting or auditing purposes.