Use this subtask to determine how much detail is printed on the hours-based portion of a bill, and how that information is sorted, summarized, and subtotaled. Think of the Detail Information group box as defining the rows down the side of the bill, and the Column Information group box as defining the columns across the page. (As you will see, this is not a perfect analogy, but it may help you visualize all the details of this subtask.) Use the Primary and Secondary Sort group boxes to determine how the detail information rows are sorted and how certain values are subtotaled.
Summary information is available for the following fields:
Labor Category Code
Labor Category Name
Employee / Vendor Name
Billing Rate
Detail Information
Use the Detail Information group box to determine whether each type of data is printed on summary lines or detail lines. Complete this screen, if applicable, when you set up a generic billing format with hours-based lines.
This field displays the selected billing format code from the main screen. The description displays in the untitled field to the right.
Select the check boxes that identify the detail information columns you want to print on the billings. Depending on which check boxes are selected, the billing program will either print summarized billing lines or detail lines. If you print timesheet information, the system will print the billing at the detail level and summary information will be shown only at the sorting level if you elect to show the sorting information.
For example, if you show the labor category name and you sort by the labor category name, the system will show summary information for each labor category name.
The following options are available:
Select this check box to print the labor category code on the bill.
Select this check box to print the name of the labor category on the bill. If both this and the Show Labor Category check box are selected, they will both print on the same line of the bill.
Select this check box to print the current hourly billing rate for each labor category on the bill. The rate will print on the same line as the labor category to which it applies.
Select this check box to print the name of the employee (or A/P vendor) who charged hours to the project on the bill.
Select this check box to print the timesheet date under the employee or vendor name on the bill. This option is available only if Show Employee Vendor Name is selected.
Select this check box to print the Comments column from the timesheet under the timesheet date on the bill. This option is available only if Show Timesheet Date is selected.
In this group box, select the columns that will print on the bill. Subtotals will print in each column for hours and/or amounts, based on your selections in the Detail Information group box.
When selecting columns, make sure that they relate to the same level at which the detail information is printed. For example, you would probably not want to print the detail at the timesheet level and have the ceilings at the labor category level. Also, you would probably not want to include the Cumulative Hours Billed column if you were printing the detail information by timesheet date. If you have selected the Show Billing Rates check box in the Detail Information group box and the rates have changed since the inception of the project, multiple lines will be printed for the same labor category.
The following column selections are available:
Select this check box to print the total hours billed to date on the invoice. Cumulative hours will be grouped by the selections made in the Detail Information group box.
Select this check box to print the currently billable hours on the invoice.
Use this group box to determine the order in which the lines defined in the Detail Information group box are printed and subtotaled. For example, if you elected to print the labor category name and sort on the labor category name, the program will print only the labor category name subtotal lines with their summary information. Select only one of the following items for your primary sort:
Select this option to use the Labor Category Name as your primary sort.
Select this option to use the Labor Category code as your primary sort.
Select this option to use the Employee Vendor Name as your primary sort.
Select this option to use the Billing Rate as your primary sort.
Use this group box to select an additional sort of the data to be presented. If you do not want additional sorting to occur, select the same sort as the primary sort. The secondary sort options are:
Select this option to use the Labor Category Name as your secondary sort.
Select this option to use the Labor Category code as your secondary sort.
Select this option to use the Employee Vendor Name as your secondary sort.
Select this option to use the Billing Rate as your secondary sort.