Activities (or actuals) are the line items
associated with a job request. Examples
may include, but are not limited to, standard interpreting, mileage, after
hours, cancellation, etc.
Activities
are set by authorized admins, which include rate overrides that are then
associated with job assignments for invoice and payment processing. The activities then serve as individual line
items for invoicing purposes.
Activities
can be managed from Maintain Activities under the Administration menu.
Creating an Activity
1. Select the Add New (+) from bottom right
2. Enter the required fields:
a. Sort Order– Indicates a numeric value, which assists in
sorting order.
b. Description or purpose
c. Type:
i. Work – Service
ii. Travel – Expense
iii. Cancellation – Service cancellation
iv. Miscellaneous
d. Unit of Measure: Hours, Minutes, Quarter Hour, Miles, Other
e. Interpreter Activity: If checked, interpreters will have access to add
activity. If unchecked, then only the
admin will have access to add the activity.
f. Language Group: If completed, the activity will be designated
specifically for that language group.
NOTE: The column will only show up if there is a language
group present in the Maintain Languages.
g. QB Invoice Item: Allows mapping for QuickBooks integration for QB
Expense category
h. QB Invoice Class: Allows mapping for QuickBooks integration for QB
Class category
i. QB Bill Items: Allows mapping for QuickBooks integration for QB
Expense category
j. QB Bill Class: Allows mapping for QuickBooks integration for QB
Class category
k. Active: If checked, activity is active. If unchecked, activity is inactive.
NOTE: Activities that have been utilized in previous jobs
cannot be deleted. Therefore, indicating
it as inactive allows past jobs to maintain their historic value while
restricting further access going forward.
3. Review existing activities from the grid:
a. Double click any field to edit
b. 
Delete
c. 
Edit cost rate and bill rate override
Cancellation Activities
Cancellations differ from Voids
because they are considered billable and/or payable. By assigning a cancellation activity, the
interpreter is released from the job so they can be readily available for other
opportunities.
Create cancellation activities to
suite your needs (i.e., 24hr, 48hr, etc.) and then create rate overrides
specific to language, interpreter, and/or client agreements to automate your
billing process.
Understanding Rate Overrides
Rate overrides allow activities to
have an associated default rate while allowing an exception (override) based on
specific criteria. The system will
consider the strongest match when an activity is selected.
NOTE: Rate overrides can be added from one of the
following locations.
· Maintain Activity / Rates within each activity, which will reflect in
interpreter/client profile.
· Interpreter Profile within rate override tab, which will reflect in
maintain activity/rates.
· Client Profile within rate override tab, which will reflect in
interpreter/client profile.
Cost Rate Overrides
Allows interpreter pay rates to be
set per activity.
1. Select edit for the specific
activity
2. Set the default rate (grey) row:
a. Minimum Units in hours, minutes, miles, other – depending on activity
type setting
b. Rate per unit
c. Rate for Minimum Units if rate within minimum units is different from rate
d. Round To number of minute-increments (i.e., 10, 15, 30, etc.)
e. Round When based on round to, what minute should indicate the round to
rule (i.e., at the 8th minute, round up)
f. Select Save
4. Add a new override by selecting the Add New (+) from bottom right
a. Complete exception criteria columns
accordingly (Customer, Bill To, Language, Interpreter)
b. Complete rate and unit data as
mentioned above with default row
c. Select Save
In the example below, we find the interpreter will have the
indicated pay rate based on the job assignment specification:
1. $28.00 by default (grey default
line)
2. $45.00 if the language is French or
Creole; override is specific to the language
3. $32.00 if the language is Spanish;
override is specific to the language
4. $65.00 if the language is ASL;
override is specific to the language
5. $50.00 if the interpreter is Mary
Patricks; override is specific to the interpreter
- Interpreter
- Rate Plan
- Language
- Customer (location)
- Bill To (parent)
Bill Rate Overrides
Allows client billable rates to be
set per activity.
1. Select edit for the specific
activity
2. Set the default rate (grey) row:
a. Minimum Units in hours, minutes, miles, other – depending on activity
type setting
b. Rate per unit
c. Rate for Minimum Units if rate within minimum units is different from rate
d. Round To number of minute-increments (i.e., 10, 15, 30, etc.)
e. Round When based on round to, what minute should indicate the round to
rule (i.e., at the 8th minute, round up)
f. Select Save
3. Add a new activity by selecting
the Add New (+) from bottom right
a. Complete exception criteria columns
accordingly (Customer, Bill To, Language, Interpreter)
b. Complete rate and unit data as
mentioned above with default row
c. Select Save
In the example below, we find the client will have the
indicated bill rate based on the job assignment specification:
1. $33.60 by default (grey default
line)
2. $78.00 if the language is ASL;
override is specific to the language
3. $54.00 if the language is French or
Creole; override is specific to the language
4. $38.40 if the language is Spanish;
override is specific to the language
5. $51.75 if the Bill To is TV
Hospitals; override is specific to the Bill To (parent) account
6. $78.00 if the Bill To is TV
Hospitals & the language is ASL; override is specific to both the Bill To
(parent) account and language
- Customer (location)
- Bill To (parent)
- Language
- Interpreter