thewealthworks Customer Support Portal

Adding a new tariff

From the Time & Billing module, select the menu option Tariffs and Activities – Edit.

Click the Add New Entry Button to the right of the Tariff field.  Enter the name of the new tariff, and click OK to save.

Select the first Sub-type from the drop down list presented.  You will see the activity list populate with all the existing activities used on existing tariffs, but the information will require population/amendment to be complete.

Click on the left hand arrow to highlight the row you are to amend, and tab through, editing each column as necessary.

• Account - Enter the nominal ledger account code for the activity, if entering bills directly to Sage
• Charge Basis - Either Per Hour, or Per Unit
• Tariff Rate - Enter the charge rate, based on Hour or Unit (as entered)
• Cost Rate - Enter the cost rate for that level of staff, if required
• VAT Rate - Select the appropriate VAT treatment
• Curr. - Select the currency – even if all are GBP
• Hide - Some activities may not be relevant to all levels.  This will hide the option when posting time to reduce errors (when ticked).
• Non-charge - Some activities need to be recorded, but are not intended to be charged to the client.  Using the Sub-type list, select the next sub-type to populate.

A warning message will be displayed if any tariff with a zero rate or without a currency is left.  In both cases you can exit the current screen, but you must make sure these items are completed before postings begin to those activities, to avoid the risk of staff entering zero value work in progress.

Populate the information applicable for all activities, for the selected sub-type/staffing level.  Continue to navigate through the further Sub-types and populate the information on each, until complete.

While some selections are shared by an activity, across the different sub-types, the ‘Hide’ option operates independently.  The activity can therefore be available for selection by some sub-types/staffing levels, but not others.

Adding new activities to an existing tariff

From the Time & Billing module, select the menu option Tariffs and Activities – Edit.

Select a Tariff from the drop down list presented.  Select the Charge Type of Time/Fees.

Select the first Sub-type from the drop down list presented.

Click the Add New Entry button to the right of the existing activity list and enter the details of the first new tariff activity you wish to add.  Enter the description of the activity, select a Charge Basis from the drop down list presented (Per Hour, or Per Unit), and enter the activity’s analysis code reference in the Activity Code field.

Click OK to save.

The new tariff activity description will now be displayed in the Tariff Activity box.  Click on the left hand arrow to highlight the row you are to amend, and tab through, editing each column as necessary.

• Account - Enter the nominal ledger account code for the activity, if entering bills directly to Sage or another external accounting package
• Charge Basis - Either Per Hour, or Per Unit
• Tariff Rate - Enter the charge rate, based on Hour or Unit (as entered)
• Cost Rate - Enter the cost rate for that level of staff, if required
• VAT Rate - Select the appropriate VAT treatment
• Curr. - Select the currency – even if all are GBP
• Hide - Some activities may not be relevant to all levels.  This will hide the option when posting time to reduce errors (when ticked).
• Non-charge - Some activities need to be recorded, but are not intended to be charged to the client.  Using the Sub-type list, select the next sub-type to populate.

A warning message will be displayed if any tariff with a zero rate or without a currency is left.  In both cases you can exit the current screen, but you must make sure these items are completed before postings begin to those activities to avoid the risk of staff entering zero value work in progress.

Populate the information applicable for this new activity, for the selected sub-type/staffing level.  Continue to navigate through the further Sub-types and populate the information, until complete.

While some selections are shared by an activity, across the different sub-types, the ‘Hide’ option operates independently.  The activity can therefore be available for selection by some sub-types/staffing levels, but not others.

Click Close to save and exit, or repeat the process in the event you wish to add further new activities.

Deleting an existing activity

Existing activites can only be deleted when they have not previously been used.  In the event WIP transactions have been posted using this activity, a warning will appear to inform you of this, and you will be unable to delete it.  If you no longer wish the option to appear available for selection/use, you can tick the 'Hide' option as an alternative, which will hide it from selection.  Repeat for each sub-type as necessary.

From the Time & Billing module, select the menu option Tariffs and Activities – Edit.

Select a Tariff from the drop down list presented.  Select the Charge Type of Time/Fees.

Select the first Sub-type from the drop down list presented.

Click on the description of the Activity to be deleted, and click the Delete button to the right of the existing activities list.  A prompt will request confirmation that you wish to delete the activity.

Click Yes to continue, and delete.  Click No to cancel.

Amending rates on existing tariffs and activities

It is possible to amend the rates charged on a particular tariff, for a particular sub-type (staffing level) and activity.

You should be aware that when amending a rate, the change will be effective immediately and will apply to all users who are assigned to that particular sub-type.  You should therefore ensure all time (which should be charged on the existing charge out rate) has already been posted.

Existing user sub-types and staffing levels can be viewed and amended in the Utilities module (select the Security tab, and the menu option User Contacts).

From the Time & Billing module, select the menu option Tariffs and Activities – Edit.

Select the Tariff which requires amendment from the drop down list presented.  Select the Charge Type of Time/Fees.  Select the first Sub-type which requires amendment from the drop down list presented.

Click on the description of the Activity to be amended, and amend the Tariff Rate (and Cost Rate, if required).  Click Close to save changes.

A warning message will be displayed if any tariff with a zero rate or without a currency is left.  In both cases you can exit the current screen, but you must make sure these items are completed before postings begin to those activities to avoid the risk of staff entering zero value work in progress.

These notes are confirmed to be applicable from Troika release 2.08.020.