Practice CS calculates service charges automatically based on a daily rate. For more information, see How Practice CS calculates service charges. This topic contains instructions for overriding the calculation.

Service charges must be manually adjusted one client at a time.

Overriding a service charge

1. Choose Actions > Assess Service Charges
2. Enter a date in the Calculate Service Charges through field.
   • Practice CS automatically calculates a service charge amount based on the date entered and places the amount in the Service Charge column.
   • If you want to adjust a prior service charge, choose the date the service charge was assessed through.
   • If you want to assess new service charges, choose the date you want to calculate those charges through.
3. Put a checkmark next to the client whose service charges you want to adjust.
4. Override the amount in the Service Charge column for that client. Overridden amounts appear in red.
   • If the service charge amount is grayed out, the service charge has already been posted and must be unposted. For instructions on unposting, see How to unpost a service charge.
5. Click the Post Selected button to apply the service charge.

Service Charge Journal

You can use the Service Charge Journal to see the history of service charges posted to your clients. Go to File > Print Reports, select the Service Charge Journal, then choose the date range you want to view service charges for, as well as any applicable filters and your desired grouping options. There is also a Service Charge Journal with Paid Status report available in the Practice CS Library in the Home Dashboard, which provides a column to indicate whether a service charge has been paid.

The Journal button in the upper-right corner of Actions > Assess Service Charges button does not display the history of service charges. It will only display service charges on the date selected in the Calculate Service Charges through field and is essentially is a way to print the information on the Assess Service Charges screen.

Example

Assess service charges for the first time

When you assess the first service charge for a client, the amount of the service charge calculated by Practice CS may be greater than what you want to charge. For example, if you set up service charges March 1 but the invoice was due in January 1, you may want to waive charges from Jan 1-Jan 31. 

1. Choose Actions > Assess Service Charges.
2. In the Calculate Service Charges through field, enter the date you want to calculate service charges from.  
   • In this example, you want to calculate service charges for the month of February, so you enter 01/31.
3. Put a checkmark next to the client you want to assess service charges for.
4. Enter 0.00 in the Service Charge column.
   • You are now calculating a $0.00 charge for January. By posting a $0.00 service charge, you are also advancing the date that service charges will calculate from so that when you calculate service charges for February, they will calculate from 01/31 instead of from the invoice due date of 01/01. 
5. Click the Post Selected button.
6. Change the Calculate Service Charges through date to the date you want to calculate service charges through.
7. Mark the client you want to assess service charges for. The amount in the Service Charge column is automatically calculated, but can be overridden by typing into the field.
   • In this example, you just calculated $0.00 charges for the month of January and now you will calculate the service charges for February. Enter 02/28 (or 02/29 in a leap year) to calculate service charges from 02/01-02/28 (or 02/29). 
8. Click the Post Selected button.

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