MAINTAIN BILLING HISTORY

Use this screen to enter and display summary amounts billed for standard project invoices. Prior billed amounts, units, and hours are summarized by project, account, organization, and transaction type. You normally initialize this screen with amounts billed before generating invoices in Costpoint. The data in this screen is used by the Calculate Billings screen (Projects » Billing » Calculate Billings) when a cumulative amount billed column is required.  The system updates this screen when you post standard bills. Data displayed in this screen is stored in the BILLING_SUM table.

Billing history detail by transaction is stored in the BILLING_DETL_HIST table. The system updates both billing tables and the general ledger when you post standard billings. If you add or modify billed amounts in this screen, these changes are not automatically carried to the other tables and will result in an out-of-balance condition.

The system updates this screen when you post the Billing Journal to the General Ledger.  You must manually initialize this screen if you want to include a cumulative billed column on invoices that were previously billed outside of Costpoint.

Project

Enter, or use to select, the project to which the billing was posted. This project must be set up in the Project Billing Info screen (Projects » Billing » Billing Master or Projects » Project Setup » Revenue Setup) as a project number for posting. The project description displays to the right.  If you need to manually initialize this screen, you should enter in this field the level of the project where you will need cumulative information.  For example, if you only need cumulative billed information at the top level of the bill, all cumulative data can be summarized and entered at the top level of the project.  If you need cumulative information at the detail level of the bill, you will need to enter the cumulative information at the detail level of the bill.

Line Type

Use the drop-down list to select the correct billing line type for this bill. The line type is used to determine how costs are presented on a bill. 

Transaction Type

Select the correct transaction type. The transaction type identifies the purpose of the costs billed. Depending on your selection, certain fields are available for entry. If you change the Transaction Type once you have entered data in fields below, your entries may be cleared from fields if those fields are no longer valid for the selected Transaction Type. Valid options are:

Account

Enter, or use to select, the account you want to charge. When you save the transaction, the system verifies that this account is not a summary account and that the account was set up as a project-required account.

Even though a transaction such as fee or burden does not specifically have an account/organization assigned to it, you must still enter an account/organization for all transaction types. Either assign fee and burden to each individual cost element, if you are calculating these items based on individual cost elements, or enter total fee and burden against a single cost element, if you do not need to store fee and burden separately for each cost element. Which approach you take depends on how you structure your billing for this project.   The system will use the transaction type to determine how to present the amount on the bill.

Org

Enter, or use to select, the organization you want to charge. When you save the transaction, the system verifies that the organization is valid for use with the account selected. If organizations are restricted to specific projects, the system also verifies that the organization selected is authorized to charge this project.

Even though a transaction such as fee or burden does not specifically have an account/organization assigned to it, you must still enter an account/organization for all transaction types. Either assign fee and burden to each individual cost element, if you are calculating these items based on individual cost elements, or enter total fee and burden against a single cost element, if you do not need to store fee and burden separately for each cost element. Which approach you take depends on how your billing for this project is structured.

Hours

Use this group box to enter summary hours billed, by employee, vendor, or vendor employee. You will also enter the GLC and PLC associated with the hours. You can enter data into this group box only if you have selected a transaction type of Hours, Cost, Fee, or Fee on Hours.  If you do not need to show a cumulative report by employee, vendor, or vendor employee, you may enter the summary PLC and GLC information in a single employee, vendor or vendor employee.

Hours Billed

Enter the total hours billed for the employee or vendor and PLC selected.

Hourly Rate

Enter the hourly billing rate for the employee or vendor and PLC selected. If the billing rate for this PLC has changed, you may want to enter multiple summary records for hours billed at each billing rate.

Rate Before Discount

This editable field displays the rate before discount. If you are not using PLC billing discounts, as selected in the Discount Method field in the Project Billing Info screen (Projects » Billing » Billing Master) or the Basic Revenue Info screen (Projects » Project Setup » Revenue Setup), this field will be hidden.

ID Type

Select the ID Type.  Valid options are:

Employee

If you have selected an ID Type of Employee, enter, or use to select, the employee ID.

Vendor

If you have selected an ID Type of Vendor, enter, or use select, the vendor ID.

Vendor Employee

If you have selected an ID Type of Vendor Employee, enter, or use to select, the vendor employee ID.

Name

This field displays the name of the employee or vendor selected.

GLC

Enter, or use to select, the GLC to be identified with the hours. The description of the GLC displays to the right of this field.

PLC

Enter, or use to select, the PLC to be identified with the hours. If an employee has charged to multiple PLCs, a summary record for each employee or vendor/PLC combination should be entered. The description of the PLC displays to the right of the field.

Units

Use this group box to record summary units billed by CLIN, item, and revision number. You can enter data in this group box only if you have selected a Transaction Type of Units.

Quantity Billed

Enter the total number of units billed.

Unit Price

Enter the price per unit of the units billed. If the price per unit has changed for a specific item, you should summarize data by CLIN, by item and revision number, and by unit price. Therefore, multiple summary records may be required for a given item and revision number billed to the selected CLIN.

CLIN

Enter, or use to select, the CLIN of the units billed.

Catalog

Enter, or use to select, the appropriate price catalog for the units billed. The name of the catalog will be displayed below.

Item

Enter, or use to select, the item number of the units billed. The item description displays in the Item or Schedule Description group box.

Item Rev

Enter, or use to select, the revision number of the item number. The item description displays in the Item or Schedule Description group box.

Tax Code

Enter, or use to select, the tax code used on the bill.

Item or Schedule Description

The Item description defaults into this field when you make an entry in the Item and/or Item Rev field(s).

Burden

Use this group box to record burden amounts billed by pool and by fiscal year. You can enter data into this group box only if a Transaction Type of Burden has been selected.

Fiscal Yr

Select the fiscal year the burden amounts were billed.

Pool

Select the pool number of the burden amounts billed.

Func Crncy

This field displays the functional currency used to bill this project.

Bill Crncy

Enter the code for the currency used to bill this project.

The following columns will display the bill amounts in your company's functional currency on the left and your billing currency on the right. These fields are editable for entry of cumulative-to-date figures only.

Amount Billed

The number displayed in this field varies depending on the Transaction Type selected. If a Transaction Type of Burden, Cost, or Fee is selected, enter a total amount billed in this field. If a Transaction Type of Hours is selected, the system multiplies the Hours Billed by the Hourly Rate and displays the total in this field. If a Transaction Type of Units is selected, the system multiplies the Quantity Billed by the Unit Price and displays the total in this field.

Retainage Amt

You can enter data into this field only if a Transaction Type of Retainage is selected. Enter the retainage amount (or amount withheld) for this bill.

Tax Amount

You can enter data into this field only if you select a Tax Transaction Type. Enter the tax amount for this bill. The system will automatically update this field when you post bills that contain a tax amount.

Over Fee Ceil Amt

You can enter data into this field only if a Transaction Type of Over Fee Ceiling is selected. Enter the amount by which the fee on this invoice must be reduced to keep the total fee below the fee ceiling.

Over Cost Ceil Amt

You can enter data into this field only if a Transaction Type of Over Cost Ceiling is selected. Enter the amount by which the cost on this invoice must be reduced to keep the total cost below the cost ceiling.

Over Tot Ceil Amt

You can enter data into this field only if a Transaction Type of Over Tot Ceiling is selected. Enter the amount by which the total invoice must be reduced to keep the total amount invoiced below the total project ceiling.

Discount Amount

You can enter data into this field only if a Transaction Type of Labor Discount or Non-Labor Discount is selected. Enter the amount of the discount you want to withhold from this invoice.

Table Information

This screen uses the following table:

BILLING_SUM