Track Manual Line Items
What is Manual Line Item
When billing a client, there are cases when there's a need to include additional charges. This includes consumables, purchases, and additional service charges that need to be charged to the client in a service booking. That's where the "Manual Line Items" comes into the picture. In some cases, this can also be used to make adjustments in the invoices.
Aside from the line item "description", there are two set of fields on each manual line item, the "expected" values and the "actual" values. These fields are:
- Quantity - the number or count of the line item based on the unit
- Rate (per unit) - the price of the line item for a single unit
- Unit - the standard on how the item is measured (eg. kg, box, pack)
- Tax - the tax that will be used for computation. You can choose from GST Free, GST Inclusive, and GST Exclusive
All "expected" fields are required when creating a manual line item. Once the products are actually purchased, coordinators can edit the manual line item and populate the "actual" fields if it does not match the expected values. If there are no "actual" values on a manual line item, the "expected" values will be used for computation.
How to Add a Manual Line Item
Manual line items can be added in the client's care plan, service requests, and/or client booking.
Client Care Plans
1. To add a manual line item into the client's care plan, click Update Care Plan under the Care Plans section of the client's profile. On the popup modal, go to Care Plan Services section, then click the Add New Item to Plan button if you want to create a new item, or expand an existing item by clicking the v icon on the list.
2. You can't save a Manual Line Item without an associated service. So first, you need to select a Service from the dropdown
3. Under Schedules & Rates > Billing Categories and Funding Sources > Line Items > Manual Line Item, click the Add Line Item button
4. Fill up the fields. Once you fill any "Expected" fields, a confirmation checkbox will appear telling you that this can't be edited anymore once saved. Make sure to check this before saving.
5. Don't forget to click the Save button to save your changes.
Client Service Orders
1. You can also add manual line items on an ad-hoc booking. Just go to the Service Orders section of the client's profile and click the Create New Ad-hoc Booking button. On the popup modal, go to Line Items > Manual Line Item section, then click the Add Line Item button.
2. Fill up the fields. Once you fill any "Expected" fields, a confirmation checkbox will appear telling you that this can't be edited anymore once saved. Make sure to check this before saving.
3. Don't forget to click the Save button to save your changes.
Booking in Scheduling Section
1. Manual Line Item can also be added through the booking in the Scheduling page. To do this, just click the "i" icon located at the bottom-right corner of the booking.
2. On the popup modal, Click the Billing & Payroll button and then Edit Billing & Payroll Details
4. Fill up the fields. Once you fill any "Expected" fields, a confirmation checkbox will appear telling you that this can't be edited anymore once saved. Don't forget to check this before clicking Save button.
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