The monthly billing procedure is carried out using a file called CDS Billing to enable all CDS6s' and monthly reports to be stored in one place. To run the billing procedure, follow the steps below:
Open the CDS Billing file and ensure that all other case files have been closed
Each month the following should be run from this file so that the necessary documents can be stored within the file for future reference:
CDS6
CDS6 (Carter not submitted)
Breakdown of costs by fee earner for closed classes (in a date range)
Breakdown of costs by fee earner for unclosed classes
Select the CDS6 from the Billing\CDS contracting menu. Set the date range and click OK.
Select the branch you are running the CDS6 for.
If DPS detects errors in the data, the following message will be displayed: "Errors were found while creating the SPOCC lines. Do you want to view the error log?" Select Yes to open the error in Notepad (example below):
The log will list the classes under each UFN and what information is missing that prevents the SPOCC submission file being created. These errors must be corrected on the files before attempting to run the CDS6 again.
If no errors are found, the following message will be displayed. "Is this the final bill for these classes?". Select Yes, and DPS will create the submission file in a folder called "CDS6Bulkload" in the root of the Crime application. The prepared CDS6 will then be opened as a Word document which can be saved to the Events diary on the CDS Billing file. Please note, the standard CDS6 will include ALL billed work under each class as required by the LAA.
To assist firms in monitoring their billing, the CDS Billing menu also includes the CDS6 Carter Report – Not submitted. This will list the fixed fees claimed. It is run in the same way as the CDS6 but is not submitted to the LAA.
The CDS Reports menu also contains 2 reports to be run on a monthly basis to complement the CDS billing:
Breakdown of costs by fee earner for closed classes (in a date range) – This report can be run to give a breakdown of all costings by Fee earner for the month.
Breakdown of costs by fee earner for unclosed classes – This report can be run to check all existing Unclosed classes on live files to ensure they are not "timed out".