Change pay amounts on posted invoices

Correct resource pay on an invoice

Lesson #64
Payables – Override Resource Pay function

If you forgot to include resource pay when calculating an invoice or you used the wrong pay rate so the pay amount is wrong, you can manually change resource pay amounts on posted invoices as long as you haven’t paid the resource yet. (If you have paid the resource but want to adjust pay tied to a posted invoice you will have to reset payroll.)

Use this function to correct pay amounts for specific service items on posted invoices. You can also:

  • Add pay for miscellaneous charges you are not billing to the client but want tied to the invoice, such as mileage or parking at the deposition.
  • Add pay for other resources for miscellaneous charges you are not billing to the client.
  • Change the resource for specific service items.

Overriding resource pay does not change the invoice for the client because the invoice has already been posted. This function only affects the amount paid by your office and/or the payee for work related to the invoice.

Correct the pay side of invoices

Look up the invoice that needs resource pay corrected by either its invoice number or job number. RB displays the invoice broken down by resource with the associated witness(es) listed beneath each resource. You can export the list as an Excel spreadsheet to save, print, share, or use in other applications.

Billed services are listed for each witness. If the resource has not been paid yet the services are editable.

If you made a mistake on a resource’s pay for a service item listed you can correct the pay rate, the pay rate type (either flat rate or percentage), and the minimum pay for the service item.

If you want to pay resources for miscellaneous services not charged on posted invoices or add additional resources to pay for miscellaneous charges you are not billing to the client, you select:

  • The current resource or one from your RB database. You can also look up resources by task assignments.
  • A miscellaneous service item and how many units to bill.
  • A pay rate table to generate pay automatically or manually enter the rate to multiply the number of units of the service item. If the resource you are paying has a pay rate assigned to them that pay rate will appear as the default but you can use a different pay rate if desired.

If the wrong resource is listed for payment on an invoice you can delete the resource and select a new one if you have not posted the invoice yet.

Any new additional pay entered appears as a line item on the invoice in RB. You can export the updated invoice to use in other applications, print, and/or archive.

Pay overrides vs. pay adjustments

Use Override Resource Pay when you want to:

  • Increase or decrease the amount a resource is paid for a billable service item tied to a specific job/invoice.
  • Add new service items to invoices to pay resources for but not bill clients for.
  • Change which resources to pay.

Use Pay Adjustments when you want to:

  • Increase or decrease a resource’s payroll amount for a reason not related to a specific job or invoice, such as a bonus or a repayment of an advance on outstanding invoices.
  • This includes recurring amounts, such as if a resource is paying back an advance in installments.

TL;DR: Add or change resource pay amounts for individual service items on posted invoices. Add pay for service items not charged to the client such as parking. Change the resource to pay.

RB concepts in this lesson

Additional pay: Payment to resources for miscellaneous services not charged on posted invoices. For example, you pay a resource for parking at a deposition without billing the client but you want the payment tied to the job’s invoice.

Resource: Person or thing that provides your business with a service, such as reporters, videographers, interpreters, scopists, account executives, other agencies that cover jobs for you, or a conference room.

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