Using Replacement Slips in Sage Timeslips
All Sage Timeslips billing arrangements display slips on bills, providing a great deal of detail on the bill (see the following figure). In some cases, you might not want to display such detail. In that case, you can consider using replacement slips.
A replacement slip replaces a group of slips on a client's bill with one entry. You can use replacement slips to replace time or expense slips or to replace slips that use a particular task, expense, or reference.
If you use categories, you can define replacement slips by category so that the replacement slip replaces several different tasks simultaneously. To use replacement slips, you specify the client on whose bill you want to substitute details with a replacement slip. Then you set up the replacement slip, simultaneously establishing the rules that Timeslips should use to substitute a replacement slip for a group of slips.
Rules that you establish for one client are specific to that client and don't affect other clients.
To create a replacement slip, follow these steps:
Choose Slips→Replacement Slips to display the Replacement Slip List dialog box shown in the following figure.Replacement slips you've established for the selected client.
Open the Client drop-down list and select a client.
To make a replacement slip available to multiple clients, you can assign the replacement slip to a template client. Right-click the Client field and select Template from the shortcut menu. Then select the template client for whom you want to create a replacement slip. If you change your mind and want to switch back to a particular client, right-click the Client field and select Open.
Click the New button.
The Itemized Slip Replacement dialog box appears, as shown in the following figure.Define the parameters of the rule that Timeslips should use when substituting the replacement slip for a group of slips.
Use the Slips That Match section to identify the slips that Timeslips should replace.
To replace all time slips or all expense slips, set Slip Type to Time or Expense, set the drop-down list below the Slip Type field to Activity, and then set the value of the drop-down list box field beside Activity to <ignore>. In the figure above, the rule will replace all time slips with the replacement slip.
To replace all slips for a certain task or expense, set Slip Type to Time or Expense. Then set the drop-down list below the Slip Type field to Activity. Next, open the drop-down list box field beside Activity and select the task or expense from the list.
To replace all time slips for a certain category, set Slip Type to Time, set the drop-down list below the Slip Type field to Category, and open the drop-down list box field beside Category and select a category name.
To replace all time or expense for a certain reference, open the Reference drop-down list and select the reference.
In the Will Be Replaced by One Slip with This Description box, type the description you want Timeslips to display on the client's bill instead of the individual slip descriptions.
In the Dates section, specify the dates that will appear on the bill.
You can select:
Earliest Start Date to use the earliest start date from the slips Timeslips will replace with the replacement slip
Latest Start Date to use the latest start date from the slips Timeslips will replace with the replacement slip
Earliest End Date to use the earliest end date from the slips Timeslips will replace with the replacement slip.
Latest End Date to use the earliest end date from the slips that Timeslips will replace with the replacement slip
Bill Date to use the date you set when preparing bills
Today's Date to use your computer's date
Select the Enabled for Printing on Bills check box to use the replacement slip on bills when you print them.
Deselecting this check box leaves the replacement slip available but tells Timeslips to ignore it.
You can delete a replacement slip altogether from the Replacement Slip List dialog box. To do so, select the slip in the list and then click the Delete button.
Click OK to save the replacement slip and redisplay the Replacement Slip List dialog box.
Alternatively, you can use the New, First, Previous, Next, and Last buttons to create additional replacement slips and navigate through existing replacements slips for the selected client. When you finish creating replacement slips, click OK.
Click Done to close the Replacement Slip List dialog box.
When you prepare a bill for a client with an active replacement slip, Timeslips substitutes the replacement slip for the slips you identified when you created the replacement slip. The following figure shows the same bill you saw at the beginning of this article, except this figure uses a replacement slip for all time slips, regardless of the task assigned to the time slip.
If you display the hourly rate on the bill, Timeslips averages the rate. In the figure, the hourly rate has been hidden to avoid confusion.
Some notes about replacement slips:
When you merge time and expense charges on a bill and use a replacement slip, Timeslips first looks for a replacement expense slip. If no replacement expense slip exists, Timeslips looks for a replacement time slip.
Even if you use a replacement slip on a bill, if an override slip exists for the client, Timeslips displays the override slip on the bill along with the replacement slip. Timeslips doesn't include the override slip in the slips for which it substitutes.
When you approve a bill that uses replacement slips, Timeslips marks as billed the slips that it replaced.