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The Accounting tab (Figure 1) of the Edit Project drawer allows you to schedule the invoicing of “other items” on billable projects. These “other items” are miscellaneous items that are not a perfect fit with one of the other billing ledgers on the Accounting tab. To edit a project you must have access to the project and must have the Edit Project permission for that project based on your Ruddr security role.
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Scheduling the Billing and Revenue Recognition of Other Items

The Other Items ledger on the Accounting tab has two purposes. First, it allows for Other Items fees to be invoiced via the Ready to Bill screen as of the date of the line item in the ledger. Second, it enables revenue recognition for those fees on that same date. There are two ways to add other items to the Other Items ledger on the Edit Project drawer:

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Add a Single Other Item to the Other Items Ledger

To bill for an other item, simply click on the + Quick Add button at the bottom of the Other Items ledger (Figure 2).
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This will open the Add Item window (Figure 3) where you can supply the information about the other item being billed. You can provide the following fields:
  • Date - The date that you want the other item to be picked up on the Ready to Bill screen for invoicing. This is also the date that the revenue associated with the other item will be recognized on Ruddr reports and dashboards.
  • Invoice Item - The Invoice Item that you want to use on the invoice for the other item. Your Workspace Admin can define as many Invoice Items as needed for your company.
  • Notes - The description of the other item that will show on the invoice line item.
  • Amount - The pre-tax amount you will charge the client for the other item.
If you are selling multiple units of the other item, you can click the Include a quantity and rate for this item checkbox. This will present the following additional fields:
  • Quantity - The number of units of this other item that are being sold to the client.
  • Rate - The pre-tax fee per unit.
Note that when the Include a quantity and rate for this item checkbox is checked, the Amount textbox will be disabled and automatically calculated.
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Clicking the Add button on the Add Item window will close the form and add the other item to the Other Items ledger (Figure 4).
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Add a Recurring Other Item to the Other Items Ledger

Some Ruddr customers need to charge clients for an other item in a monthly recurring manner. To set up recurring billing for an other item, click the Add Multiple button at the top of the Other Items ledger (Figure 2). This will open the Add Multiple Other Items window (Figure 5).
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On this window, the fields are identical to the single Add Item window (Figure 3), with the exception of the following:
  • Starting Month - The first month that you want this monthly recurring other item to be invoiced.
  • Ending Month - The final month that you want this monthly recurring other item to be invoiced.
  • Scheduled on the X Day of Each Month - The exact day of the month that you want this monthly recurring other item to be picked up on the Ready to Bill screen. This is also the date that the associated revenue will be recognized.
Once you have provided the information for the recurring other item billing, click the Add button at the bottom of the Add Multiple Other Items window (Figure 5). This will close the window and add the full other item billing schedule to the Other Items ledger (Figure 6). The individual rows can be edited or deleted via the buttons on the right side of each row.
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Invoicing for Other Items

The Ready to Bill screen will automatically pick up all other item billing that is scheduled within the date range at the top of that screen. When a draft invoice is created for a project on the Ready to Bill screen, the other item line items within the date range will be added to the invoice. When an other item in the ledger has been invoiced, it will no longer be editable and can’t be removed from the Other Items ledger. The edit and delete icons on the ledger row will be disabled once that line item is associated with an invoice.

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Revenue Recognition for Other Items in the Other Items Ledger

Revenue associated with other items will be recognized as of the date in the Other Items ledger. Other Items do not have to be invoiced in order for the revenue to be recognized.