GENERIC BILLING FORMATS

Use this screen to customize the format of your transactions-based billings. You can customize header and footer information, subtotaling options, line and group titles, and various other formatting options. Each billing format is broken down into several areas. The header determines what will print on the heading of the bill. The main screen defines a group of lines, the "type" (for example, cost, hours, units, travel) of each of those lines, and how those lines will roll together to be subtotaled on the bill. In the main screen, you can also identify which lines require supporting schedules. After you have set up the lines for a specific billing format, you can then link those lines to the appropriate accounts, pools, or fee items that generate that line on the bill. This gives you the ability to show any level of detail you require on a billing. In addition to being able to link specific accounts to lines, you can determine what will be printed for the different types of lines in the Hours or Unit subtasks.

Unless you plan to use only the Form 1035 for your standard billings (that is, non-1443 and non-manual bills), you must set up at least one generic billing format to be assigned to projects for standard billing calculations. You can set up as many different formats as your different projects require; you can use a single format for many different projects. You are not required to set up a billing format for any projects you plan to bill manually (see Note). If you do not set up a billing format for these bills, they will be assigned the default format of Form 1035 in the Project Billing Info screen (Projects » Billing » Billing Master or Projects » Project Setup » Revenue Setup), and you must specify an account rollup level in that screen. Form 1035 is a system-defined format. Do not edit the 1035 record in any way.

The term "manual bills" refers to bills entered in the Edit Customer Product Bills, Edit Project Product Bills, Edit Milestone/Percent Complete Bills, and Edit Manual Bills screens (all in Projects » Billing » Edit Billings).

Set up this screen before calculating billings. After setting up this screen, enter the appropriate billing format code into the Project Billing Info screen for each project for which you want to calculate and print standard billings. The Calculate Billings screen (Projects » Billing » Calculate Billings) uses the billing format extensively to determine how to order the billing transactions and summarize the data for printing. Make any necessary changes to this screen before calculating billings. Otherwise, you will need to recalculate the billings for the changes to take effect.

Billing Format

Enter an alphanumeric code for the billing format to be defined.

Description

Enter a description for this billing format code.

Table Window

Line Type

Enter, or use to select, a valid line type. Valid options are:

Hours - Use this line type for time and materials labor hour lines. This line type can cause many lines to be printed on the bill even though there is only one line on the billing format. Use the Hours subtask to determine what prints on a line type of Hours.
Units - Use this line type for unit-based transaction lines. Units come from quantities posted in the Post Unit Usage screen (Projects » Billing » Units Usage). This line type can cause many lines to be printed on the bill even though there is only one line on the billing format. Use the Unit subtask to determine what prints on a line type of Units.
Cost - This is the most commonly used line type. Use this line type when billing costs incurred. Only one line will print on the billing for each cost line; therefore, this line type does not work the same way as an Hours or Units line type. You can include additional amounts such as burden and fee in this line type by using the Accounts subtask.
Travel - Use this line type when travel needs to be broken out separately on a supporting schedule. By selecting Travel when printing the supporting schedule, you can print out information such as trip start and end date, destination, and purpose. The Travel lines assume that you are billing costs incurred. There is a one-to-one relationship between the Travel lines and the number of lines printed on a billing.

Group Subtotal Heading

Enter a group heading that you want to print on the billing. All consecutive lines in this table that have the same group subtotal heading will be subtotaled on the bill. For example, a group heading of "Direct Labor" can have lines under it for "Engineering Labor" and "Manufacturing Labor." The system will print the detail for each line, and the group subtotal for the detail lines, on the bill.

Line Heading

Enter the line heading that you want to print out on the billings, such as Materials. Note that, for Hours and Units line types, the line heading does not apply; instead, the line heading comes from the description of the unit or the name of the labor category or employee. In the example in the documentation for the Group Subtotal Heading field, line headings would be Engineering Labor and Manufacturing Labor.

Supporting Schedule Req?

Enter a Y (Yes) to print a supporting schedule for this line. You can set up supporting schedule formats in the Supporting Schedule Formats screen.

CPFF Example:

Line Type	Group Subtotal Heading	Line Heading	Supporting Schedule Req?
Cost	Direct Labor	Engineering Labor	N
Cost	Direct Labor	Manufacturing Labor	N
Travel	Other Direct Costs	Travel	Y
Cost	Other Direct Costs	Materials	N
Cost	Other Direct Costs	Equipment Rental	N
Cost	Other Direct Costs	Other Direct Costs	N
Cost	Indirect	Fringe	N
Cost	Indirect	Eng. Overhead	NR
Cost	Indirect	Mf. Overhead	N
Cost	Indirect	Administrative	N
Cost	FEE	Fee	N

Time & Materials Example:

Line Type	Group Subtotal Heading	Line Heading	Supporting Schedule Req?
Hours	Direct Labor	N/A	N
Units	Equipment Charges	N/A	N
Travel	Other Direct Costs	Travel	Y
Cost	Other Direct Costs	Materials	N
Cost	Other Direct Costs	Equipment Rental	N
Cost	Other Direct Costs	Other Direct Costs	N
Cost	Indirect	Administrative	N

Header

Click this button to access the Header subtask, where you can determine which fields will be printed on the heading of this bill.

Accounts

Click this button to access the Accounts subtask, where you can link accounts to each line of the billing. In this subtask, you can determine which costs, hours, units, burden, cost of money, and fee items will be included in each billing line. You must first highlight a line in the table window before you can use the Accounts button.

Incurred

Click this button to open the Incurred subtask. In this subtask, you can burden your costs with either pool burden rates or a markup percentage. You must first highlight a line in the table window before you can use this button.

Hours

Click this button to access the Hours subtask, where you can establish the level and sorting of the hours-based information that will appear on this bill. You must first highlight a line in the table window before you can use the Hours button.

Unit

Click this button to open the Unit subtask, where you can determine which columns you want to print on your unit billings. You must first highlight a line in the table window before you can use this button.

Footer

Click this button to access the Footer subtask. In this subtask, you can select which item(s) you want to appear at the bottom of the printed bill, including standard text.

The Header subtask is the only subtask that affects the information printed on the 1035 billings. Although you can enter information in the other subtasks for 1035 billings, the information will not be used for calculating and printing the 1035 billings.

Table Information

Changes to this screen update the BILL_FRMT table.