The creation of activity and item charges is an integral part of the iinsight system, and one which can be performed from several locations: The case list, Timesheet, Finance, Calendar and estimate interfaces. However, the initial set up of these activities and items is achieved through the charge list interface.

The charges created here are not immediately applied to any given case or estimate as those created elsewhere. The charges defined through the charge list become pre-prepared charges associated with service contracts which can be applied repeatedly in the future without necessitating repeated data entry.

The service contract with which the new activity expense will be associated. This is pre-set to the service contract selected in the left-hand pane of the charge list at the time that the user commenced creating the new activity. Or alternatively, add a new service contract.

In the Charges menu, to add an activity or item click on the "Activity..." or the "Item..." button:

Add the description, charge code, duration, cost, etc, of the Activity or Item (these can be modified when adding a billing later by the case manager if required).

This will allow the activity to be visible in the billing window, provided that the case is using this service contract

Note: For an Activity duration or Item quantity, this is where the default starting value will be set when selecting this from the new billing sheet.

A simple description of the activity or service to be charged. This should be brief and will be the key label by which the activity is recognized and searched.

The monetary value to be charged per hour for the activity or service when it is provided.

Checking this box will instruct the Iinsight system to apply a 10% GST value to the monetary value to be charged for the new activity.

The typical duration of the activity. This can be edited when this charge is applied to a case or estimate in the future, but serves as the default duration selection.

The total expense associated with the new activity charge. This is calculated based on the hourly rate and duration, along with any GST to be applied.

The expected time for the activity to be completed. As even a simple task taking one hour may require resources and scheduling that prevent it being completed instantly it is often helpful to include this value.

The charge code to be associated with the new activity charge. This serves to identify the variety of service to be provided and can be set to any charge code associated with the service contract with which the new activity charge is associated.

Confirms the information previously entered, closes the new activity interface and saves the new activity charge within its service contract.

Discards information entered in the new activity interface and returns the user to the charge list.

Create a New Billing

The Billing window allows users to add costs using only one window without the user having previous knowledge of Activities and Items as they should have been added in the Charges menu as shown above.

The Billing window is accessible in 4 areas as shown below:

Case List/Costs Tab/Billing Button:

Case List Main Menu/Billing Button:

Timesheets menu/Billing Button:

Finance Menu/Costs Tab/Billing Button:

When you click on the Billing Button the drop-down box displays all the Activities and Items that were created in the Charges menu for that particular Service Contract including plan costs if applicable as per the below example:

Note: All Green objects indicate that these are Items the Black objects indicate that these are Activities.

When you create new costs with a plan under the heading "Active" plan and under all activities and items associated with that plan are shown:

Note: The activities and items which appear here depend on what settings you have set in the Service Contract Costs and Plans tabs in the Charges menu.

The when a plan is selected the "Linked to a Plan" checkbox will automatically be checked, note this cannot be manually checked when a cost is selected that is not included in a plan.

Also the billing date for the cost must be within the plan start and finish dates (check your plan):

The Last Entered field at the top of the window is the information for the previous cost for the currently selected Case and when it was entered.

If unsure of the finish date for a plan, check the plan in the Case List > Plans/Programs tab, Simply view the Active Plan:

If you cannot see these fields you can click the Fields Edit button and add Start and Finish or select the plan and click on the Details or Preview buttons to see the plan start and finish dates there.

Note: Duration or Quantity MUST have a value.

Uninvoiced costs can be changed to a different plan as per the below screenshot. Please note you are still able to select greyed-out fields.

Please be aware that the Billing drop-down list is subject to the Service Contract that you select, this also applies to clients that use roles.

The Cost Duplicity detection and warning message is used to help prevent users from making double entries for costs. As per the below example from the Case List menu, when creating an Activity if another identical Activity already exists you will see a warning message as per the below screenshot example:

As per the below screenshot, there is a defined number of days field for the Cost Date warning in the System Reminders Options Window:

This Warning sign will alert the user if they attempt to add cost with a date more than 28 (or what is specified in Admin Management > System Reminders) days in the future. The warning message will display: ‘You are about to add a cost in the future’ as per below example:

These options control what date is the default used when adding a new billing to a case. This allows for the convenience of two options regarding the date when adding a new billing to a case;

1. The date will remain the same date as previously set in the last billing for that case (this is only remembered by the system while the user is logged into that session)

2. The date will always be set to the current date

The settings for the default date can be found in the Options menu > Financial Settings Tab select the preferred option radio button and click Save and Close as per the below screenshot example:

Note: The 'Previous date entry' is the default setting in iinsight but can be changed to 'Today' if required.