System Parameters - Creating Charge Headings, Charge Types and Budget Headings

System Parameters - Creating Charge Headings, Charge Types and Budget Headings

InfoThis article is part of the System Parameters section.
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System Parameters

Charge Headings


Charge Headings group multiple Charge Types, allow you to assign a priority, and determine the order in which they appear on the invoice. The priority you set dictates the order in which categories of invoices are paid.

Charge Types define the type of charge you are raising and influence how the charge will appear on client invoices and in various CPL reports.

To access the Charge Headings settings:

  1. Select Systems from the toolbar.

  2. Choose System Parameter from the drop-down menu.

  3. Select Charge Headings.



This will open your Charge Headings window. In this window, you can Add and Delete Charge Headings.

Clicking Add will insert a new line at the bottom of the grid. You can then click on the cells you wish to edit and amend the data as needed.

 


Charge Types

Charge Types, as mentioned above, denote the type of charge you are raising and influence how the charge appears on client invoices and in various CPL reports.

To access the Charge Types settings:

  1. Select Systems from the toolbar.

  2. Choose System Parameter from the drop-down menu.

  3. Select Charge Types.
 

This will open your Charge Headings window. In this window, you can add and delete Charge Headings.

Clicking Add will insert a new line at the bottom of the grid. You can then click on the cells you wish to edit and amend the data as required.

 


Budget Headings


Budget Headings are the categories against which you will file a development’s expenses. These headings control the items in the budget and the actual charges as you post them into the system. Your charges will appear under these headings on your client’s budget invoices and budget reconciliations. 

The charges will appear under these headings on client invoices and in budget reconciliations.

  1. Go to System > System Parameter > Budget Headings.
    1. Tick Show Inactive Budget Headings to include deleted headings.
  1. The grid contains the following columns:

    1. Description – the name that appears in the system and on client invoices.
    2. Charge Type – lets you group similar items together.
    3. Active – ticked if the heading is currently in use; unticked if it has been deleted.
    4. Header Order – controls the order items appear on client invoices (optional).
    5. Narrative – extra description clients see in the Client Web Portal when viewing invoices.

Adding and Amending a Budget Heading


  1. Click Add New.

  2. A new row appears at the bottom of the grid with default values:



  3. In the Description field, enter the name of the new budget heading.

  4. In the Charge Type column, double click to select a type from the drop-down list. 
    1. This groups similar headings together. Leave it as Normal if grouping isn’t needed.

  5. If the charge type you need isn’t listed, go to System > System Parameter > Charge Types to add one.

  6. Add a number in the Header Order column to control the display order of charges on invoices (optional).
    1. If left blank, charges will appear in transaction date order.

  7. In the Narrative column, you can add extra details that clients will see in the portal when they click the (i) icon next to a charge.

  8. Click Save, then OK on the confirmation pop-up.
    1. Click Close to finish.
Info
To amend a heading, simply click into any line in the Budget Headings grid and make your changes. Remember to click Save when you're done.

Deleting a Budget Heading


  1. Click into the row.

  2. Click Delete, then Yes to confirm.

  3. If you delete an entry, the tick will be removed from the Active column.
    1. After closing and reopening the window, the entry will only appear if you tick Show Inactive Budget Headings at the top.

Info
A heading can only be deleted if it hasn’t been used in any budgets or transactions. If it has, it will remain in the system but marked as inactive.

Idea
Only delete headings at the end of a charge period. If a heading is already used in a budget, the system will continue charging against it until the period ends, even if deleted.

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