Adding Billable Charges

Overview

A Billing Specialist may want to create a Billable Charge manually for a number of reasons:

• Invoicing a one-off item that's not in Bullhorn Time & Expense.
• Billing an expense report, permanent placement, or supplemental charge such a drug screen.
• Creating an invoice without a preceding billable charge.

This article contains information on how to manually create and edit billable charges.

Before You Begin

You must have the appropriate action entitlements in order to create or edit Billing Charges version. Please contact Bullhorn Support to review and adjust your action entitlements.

Working with Billable Charges

Billable Charges inherit many of their field values from the associated Billing Profiles, Invoice Terms, Job Codes, and Locations.

Steps

Add Billable Charge

1. Navigate to the Billable Charges list.
2. Select Add Billing Charge to open the Add Billable Charge slideout.
3. Complete the following sections and select Save:
   
   

   These lists include all fields available for Billable Charges. Entitled users may change field labels and sort order in Field Maps using the Billable Charge entity.

   
   

   Candidate and Billing Information

   Field Label	Description
   Description of Charge	User-specified text description.
   Period End Date	The End Date for transactions included in the Billable Charge.
   Placement	The Placement associated with the Billable Charge. Pay & Bill displays active Placements as options.
   Billing Profile	The Billing Profile associated with the Billable Charge. Pay & Bill displays active Billing Profiles associated with the Client Corporation Placements as options.

   Account Ownership

   Pay & Bill supports up to 5 general segment entities for Billable Charges and Placements. During configuration, clients determine if they need Accounting Ownership field(s) and the label(s) and drop-down values.

   When creating a new Billable Charge:

   • The Accounting Ownership fields default to the Accounting Ownership Placement fields.
   • You can override one or more of the Accounting Ownership fields associated with the Placement.
   • You can enter Accounting Ownership fields directly on the Billable Charge (bypassing Placement selection).

   Field Label	Description
   Class	Class is the default label for the generalLedgerSegment1ID.
   Country	Country is the default label for the generalLedgerSegment4ID.
   Department	Department is the default label for the generalLedgerSegment3ID.
   Division	Division is the default label for the generalLedgerSegment2ID.
   Location	Location is the default label for the generalLedgerSegment5ID.
   Attachments	Pay & Bill allows Billing Specialists to upload one or more attachments to a Billable Charge. Attachments must be in an accepted file format and no larger than 10 MB. (The Billable Charge slideout displays the latest supported attachment file formats.) When Pay & Bill saves an attachment, it assigns it a unique identifier. As a result, users may upload multiple files with the same name.
   Ready to Bill Override

   Bill Transactions

   Select Add Bill Transaction if you need to add an additional line.

   Field	Description
   Earn Code	Earn Codes are used for classifying monetary transactions that occur as a result of placing candidates on assignments. Clients setup them up at the corporation level for assignment to Transactions. Active Earn Codes are eligible for assignment to a transaction.
   Date	The date the transaction occurred.
   Amount	The amount of the transaction, as calculated by Pay & Bill. Amount = Quantity * Rate ATS rounds calculated values based on the decimals defined in the minorUnits table for the invoice currency. For example, it rounds USD to 2 decimals: 210.675 rounds to 210.68 210.674 rounds to 210.67
   Qty (Quantity)	The transaction quantity for the Unit of Measure.
   Billing Rate	The rate per Unit of Measure.
   Unit	The standard of measurement applied to the transaction.