Time and Materials Bills-- Troubleshooting

I'm having problems with T&M Billing!

If you have problems with time and materials billing while you are using Goldenseal project billing software, the solution depends on what type of problem you are having.

Not sure where to start

Here are the basics for T&M billing:

  1. Create a Project account for the work (choose Projects from the Accounts menu, click the New button, and fill in details).
  2. Click the More Info button in the project.
  3. Enter Time & Materials into the Billing Type popup field.
  4. Click OK.
  5. Hit the Enter key to save the project account.
  6. Enter expenses for the project (choose Material Purchases, Labor Hours etc from the Costs menu, click the New button, and fill in details).
  7. Be sure to enter the project into the Job field for each expense.
  8. When you have entered all expenses, choose Billing from the Bank menu, and choose Time & Materials from the submenu.
  9. Double-click on the project's name to see a list of all expenses. Click OK or Cancel to close the list.
  10. When you are ready to bill, click the Create Bill button. Goldenseal will create a Billing Record.
  11. To print an invoice, choose Print Forms from the File menu, and enter T & M Bill into the Form Type popup field.

Project not showing in T&M Billing list

If the Time & Materials Billing window doesn't show an account, there are two possible reasons:

  1. The account is not set up for T&M billing (to fix it, open the Project account, and follow steps 2 and 3 above).
  2. The account is closed (to fix, open the Project account, and change the status to Active).

Expenses not showing/ INCORRECT in T&M Billing list for the project

If some expenses are not showing in the list of T&M expenses for a project, follow these steps:

  1. Have the expenses been entered? You can use the Find command to locate them.
  2. What is the status of the expenses? If Void, they won't be billed. If T&M Billed or Billed & Paid, they have already been billed.

If the T&M billing amount is wrong for a transaction, follow these steps:

  1. Use the Find command to locate the expense transaction.
  2. For Material Purchases or Other Costs, the billing amount is the amount of the purchase. Change it if necessary. NOTE-- If sales tax is charged incorrectly, see the next section.
  3. For Labor Hours or Subcontractor Costs, click the More Info button. The T&M Billing Amount is the amount used for T&M billing. Change the T&M Billing Rate if necessary.
  4. For Equipment Hours, check the T&M Billing Amount. Change the T&M Billing Rate if necessary.

If the markup / management fee or sales tax is wrong, follow these steps:

  1. Open the Project account.
  2. Click the More Info button.
  3. Change the Project Payment Terms so it includes the correct markup amount and sales tax handling.
  4. Click OK.

PRINTING

If it's not printing the right info, make sure you enter T & M Bill into the Form Type popup field, when you use the Print Forms command.

Click the link for other printing troubleshooting.

Click here to return to Project Management topics.

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