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Rates can be entered in menu Maintenance> Time and invoicing> Rates.

 

A rate code applies to a range of activities written per hour or per activity and a specified amount.

Per rate code several ranges of activities can exist.

 

A rate code can be entered at:

–user

–debtor

–case

 

During time writing the rate is determined by the rate code entered at the user.

If an adjusted time rate is entered at the debtor than that time rate is leading.

When time is written on a case and an adjusted time rate is entered for this case than that time rate prevails.

 

Create/change rate codes

With F4 or the prompt button a pop up screen will be displayed with the existing rate codes.

This table can be maintained by using the Maintain button.

New rate codes can be added. A rate code must be unique.

Rate codes cannot be changed, only the descriptions can be changed.

 

The rate code ALL is reserved as a default rate code and will be used when no other rate code can be found.

 

It is not possible to delete rate codes.

 

Entering a rate

From activity - Until activity

Different ranges of activities can be entered at a rate code.
Per range is indicated whether the rate is per hour or per activity.

A range of activities cannot overlap another range of activities entered at the same rate code.

 

It is important to set a rate for all activities.

When time is written on an activity and no rate can be found according to the settings in the user, debtor or case, Mill7 will look for rate code ALL.

If code ALL is not found, the rate will be zero and 'per activity'.

 

An example with 2 rate codes:

 

 

Currency

A rate can be entered in different currencies.

Depending on the currencies entered in the Settings> Invoicing> Language/currency different currencies can be entered here. There is a maximum of five different currencies.

 

Per activity

An activity can be charged per hour or per time on the activity is written.

Disbursements often are charged per activity, in that case the amount of time has no influence on the amount.

In the example above a range of activities, V until V, is set as charged per activity.

 

Settings

Two options can be set in Settings> Time for using rates.

 

1.Use adjusted time rates for disbursements
Mill7 uses the 'Adjusted time rate' entered at the debtor by default only for activities regarding time.
By checking this option, the adjusted time rate will be used for activities regarding disbursements as well.
 

2.Always check time rate user
When the adjusted time rate is entered at the debtor or case, the rate will be determined by this code in combination with the activity code. If no rate is found Mill7 will look for the time rate ALL (default) in combination with the activity.
By checking this option, the rate will be determined by the user rate before looking at the code ALL , in case the rate entered at the debtor or case is not found.

 

Adjusted time rate with rate per user

An adjusted time rate can be entered per debtor or case.
This rate can be a fixed rate. In that case it is defined like the example before and the rate will be the same for all users

It can also vary per group of users. This can be done by selecting the option 'Adjusted time rate with rate per user'. An extra column 'Rate code user' will appear.

 

In the example shown before, a range of activities were entered at a rate code.

The range of activities should not contain any overlapping.

 

With the option 'Adjusted time rate with rate per user' activated an extra dimension is added to the table, allowing each activity range to be defined multiple times in combination with different user rate codes.

 

 

In the example above a Time rate ADJUST is created with the option 'Adjusted time rate with rate per user' on. The time rate ADJUST has to be entered as 'Adjusted time rate' at the debtor or the case.

The time rates HIGH and LOW already exist and are entered at the user.

 

For the time rate ADJUST different rates can be created for each range of activities.

In the example above, all ranges are entered three times. One with the rate code HIGH, another one with the rate code LOW and a third one with the user rate code left blank.

 

When time is registered for a debtor with the adjusted time rate ADJUST, first the activity is determined during time writing.

Let us assume that the activity is code C, which means the rate is determined by one of the first three lines in our example. The next step is to determine the rate code that is entered in the maintenance of the user.

If the code LOW is entered at the user, the second line will contain the rate that is charged. If the code HIGH is entered, it means that the rate on the first line will be applied.

 

When the rate code entered at the user is not found in the rates, for example because the user has the rate code SECR, the third line, with the blank user rate code will be used.

 

Default Rate

When no combination of rates and activities can be found by using the user rate code, debtor or case, Mill7 will look for rate code ALL.

This code can be used as a default rate. For example:

 

 

If the rate code ALL cannot be found, the rate will be zero and the activity will be charged per activity based on the rate entered manually in the timeline.