Setting Up General Information for Service Codes

To set up general information for a service code, do the following:

1. On the Service Codes grid, do one of the following to display the Service Code setup window:
   • Create a new service code. Select New on the button bar, or right-click the grid and select New > New Service Code.
   • Edit an existing service code. Select Edit on the button bar, or right-click a code in the grid and select Open > Open Service Code from the menu.
2. In the top section of the window, enter or edit the service code information as necessary. Explain the components of the window.

Component	Description
Category/Subcategory	Select or edit the category or category/subcategory that the service code is associated with.
Service Code ID	Enter or edit the service code ID. The ID must be unique.
Service Code name	Enter or edit the service code name.
Inactive	Select this box if the service code should no longer be available for use in time entry or projects.

3. Click the General tab.
4. Select an option in the Type section. The option that you select will affect the options that display on the Bill Rate/Amount tab. Show me more information about the available options.

Option	Description
Time	Indicates that the service code will have hours associated with it. If you select Time, you will be able to enter time details on the Bill Rate/Amount tab.
Expense	Indicates that the service code may have units associated with it, but not hours.
Reimbursable expense	Indicates that the service code may have units associated with it, but not hours. This code can also be used for special expense reporting.
Mileage/unit expense	Available when you select the Expense or Reimbursable expense type. If the box is selected, the service code will have units associated with it.

5. Select an option in the Billable section. Once the service code has been used, you cannot change this option. Show me more information about the available options.

Option	Description
Billable	Select this option and activities with this service code can be billed to clients.
Non-billable	Select this option and activities with this service code are tasks that cannot be billed to clients.
Use client's billable setting	Select this option and activities with this service code will be non-billable when the client is non-billable and billable when the client is billable. Select this and the service code will be available for both billable and non-billable clients. Note: A client is marked as billable on the client profile's Practice > Billing Options window.

6. Select options in the Time Details section, if needed. These options are only available if you selected the Time type. Show me more information about the Time Details section.

Option	Description
Include in billable % calculation	Select this option to include hours spent working on this service code in a staff's time spent on billable work. The staff's billable percentage is calculated by dividing billable hours by available hours. This amount displays on the Staff Posted Summary report. Tip: Do not select this option if the service code is used to track holidays, sick leave, vacation time, or other non-billable hours.
Class	Select the class to be used for reporting and data entry purposes during time/expense recording. The options that are available here are service code classes. For more information see Using the Service Code Class Grid.

7. Click one of the Save buttons or Cancel. 

Button	Description
Save & New	Saves the changes and opens a new window to create a new entry. An error message displays if you click this button before entering all required information.
Save & Close	Saves the changes and exits the window. An error message displays if you click this button before entering all required information.
Cancel	Exits the window without saving your changes.