Use this screen to review standard bills that have been generated by the Calculate Billings screen (Projects » Billing » Calculate Billings). You can use this screen to make adjustments to retainage and over ceiling amounts before printing and posting the bills. These bills have been formatted per your specifications in screens such as Generic Billing Formats (Projects » Billing » Formats) and Project Billing Info (Projects » Billing » Billing Master or Projects » Project Setup » Revenue Setup). Make adjustments to billed amounts in the Adjustments in Open Billing Detail screen (Projects » Billing » Prepare Billings) or the original source.
When editing your bills, you must observe certain rules and conditions. The Allow User to Edit Bills check box, in the Project Billing Info screen, must be selected.
When editing your bills, you cannot add additional billing lines; you can change only existing lines produced by the Calculate Billings computations. Complete changes in this screen's Detail subtask. The fields available for edit vary, depending on the line type. For example, if the line type is Cost, the Pool No and Pool Rate columns will be available. Editing is also restricted to the parent, or actual, bill; you cannot change supporting or backup-only bills. However, edits will "cascade" from the parent or actual bill into the supporting or backup when you perform the recalculation in the Detail subtask. Any changes that are made to direct amounts do not automatically flow to the burden or fee amounts; you must change these amounts manually. After making your edits, recalculating the bill in the Detail subtask will change the fields in the Invoice Amount Due group box in the Totals subtask. The optimum method of editing bills is to make your changes in the Adjustments in Open Billing Detail screen or in the original source before calculating bills. This will ensure that all calculations are performed.
In the header of the screen, basic information such as project, customer, invoice number, invoice date, billing period, due date, and amount are provided. The lower part of the screen provides detail by billing line for items such as quantity, rate, current and ITD amounts, and Ceilings.
Once you have viewed and, if necessary, edited your standard bills, you can print and post them using the Print Standard Bills (Projects » Billing » Print Billings) and Post Standard Bills (Projects » Billing » Post Billings) screens, respectively. You can also use the Edit Standard Bills screen (Projects » Billing » Edit Billings) to change the status of your bills. You can print your bills while they are in an Unselected or Selected Status, but only Selected bills can be posted.
Costpoint Multicurrency users have additional columns and subtasks to allow for easy use of multicurrency billing. Multicurrency amounts are not calculated for hold, remaining, or write-off amounts. These amounts are calculated only in your company's functional currency.
Use this screen after you have run the Calculate Billings screen (Projects » Billing » Calculate Billings), but before you have printed the final bills. Note that this screen is not mandatory, but is recommended as part of your internal quality control procedures.
This non-editable field displays the project you are billing. Using the Find or Query feature, select the bill you want to review. You cannot add new bills in this screen; only existing bills that have been generated using the Calculate Billings screen (Projects » Billing » Calculate Billings) can be accessed. The non-editable field to the right displays the project description.
This non-editable field displays the billing format established in the Project Billing Info screen (Projects » Billing » Billing Master or Projects » Project Setup » Revenue Setup).
This non-editable field displays the customer established in the Project Billing Info screen (Projects » Billing » Billing Master or Projects » Project Setup » Revenue Setup). The non-editable field to the right displays the description of the customer.
This non-editable field displays the percentage of the bill that applies to the customer. This is established in the Project Billing Info screen.
Using this drop-down list, select the status of the bill. Valid options are:
Selected
Unselected
Reverse
Void
Only the Unselected and Selected options can be manually assigned. The system assigns Reverse and Void during the Reverse Previous Billings process (Projects » Billing » Calculate Billings). For calculated bill types, the initial status after the bill is calculated is Unselected. This will cause a message to print on your bill indicating that it is in an Unselected, or draft, state. (Note that for progress payment bills, this message does not print. You can edit progress payment bills in the Edit Progress Payment Billings screen (Projects » Billing » Edit Billings).) Before you can post a bill, it must have a Selected status. This indicates that the bill is acceptable. If a bill must be recalculated, it must have a status of Unselected. You can change the status of each bill individually in this screen, or you can update the status for a range of bills in the Select Bills for Posting screen (Projects » Billing » Edit Billings). Note that only standard bills and progress payment bills can be changed in the Select Bills for Posting screen.
For Reversing bills, the status will be either Reverse, if the re-bill option has been selected, or Void, if the bill is not to be re-billed. You cannot edit reversing bills or change their status; you can only delete or post them.
This non-editable field displays the company-wide invoice number assigned to this bill. This field, which serves as your internal tracking number, is initialized in the Billing Settings screen (Projects » Billing » Controls) and is incremented by one for each bill calculated. Note that the invoice numbers assigned are non-contiguous. For example, when you calculate your first 10 bills, they are numbered 1 to 10. But if you re-calculate any three of the bills, they are assigned invoice numbers 11 through 13.
This field displays the default invoice date as entered in the Calculate Billings screen (Projects » Billing » Calculate Billings). It can be edited.
Enter the beginning date of the billing period. This field will initially be blank when you select a bill to edit. This field is not required, and there is no validation of this date other than that it must not be later than the ending period date. You can enter the beginning date for each bill individually in this screen, or enter it for a range of bills in the Print Standard Bills screen (Projects » Billing » Print Billings). If you enter the date in both this screen and the Print Standard Bills screen, the date from this screen will be used. The date entered here does not affect which transactions are included in the billing. The fiscal year, period, and subperiod determine which transactions are included.
You specify the ending date when you run the Calculate Billings screen (Projects » Billing » Calculate Billings). This is not a required field, and it can be edited. Only transactions that have been posted within the subperiod selected in the Calculate Billings screen will be included on the bill. Therefore, changing this date will not affect which transactions are included on the bill.
This non-editable field displays the currency used for this bill. The currency for this bill was selected in the Other Info subtask of the Project Billing Info screen (Projects » Billing » Billing Master or Projects » Project Setup » Revenue Setup).
This group box displays information concerning the due date of the invoice and the amount due in functional and billing currencies.
This field displays the due date, which is calculated based on the payment terms established for the customer in the Maintain Customer screen (Accounting » Accounts Receivable » Customer Info). This field is required and can be edited.
This non-editable field displays the total billed amount after all withholdings and retainages have been deducted.
This non-editable field displays the total billed amount, displayed in billing currency, after all withholdings and retainages have been deducted.
This field displays the group description of this bill line. These groups appear on the bill as separate subtotals. The groups are defined in the Generic Billing Formats screen (Projects » Billing » Formats) or, if a 1035 format is specified, the function code (labor, non-labor, etc.) of the account group for this project determines the group description.
When establishing a T&M bill in the Generic Billing Formats screen, place the Hours group before the Cost group so that the bill is formatted correctly.
If you see a Group Description of Other, this indicates a design or other error and should be investigated. Highlight the line with the Group Description of Other and open the Detail subtask. This will assist you in analyzing the cause of the problem. Review the accounts, orgs, pool amounts, and fees that exist on the Other line and check to see that they have been properly set up in the billing format.
This field displays the line description of this bill line. Billing lines with the same group description comprise a group. The lines are defined in the Generic Billing Formats screen (Projects » Billing » Formats) or, if a 1035 format is specified, the account name determines the line description.
This field displays the line type for this bill line. The line types determine how the costs will be presented on the bill. On T&M projects, the "Hours" line type is used for labor while the Cost type is used for costs. On Non-T&M projects, the Cost line type is used for costs and the "Units" type is used for units.
This field is used only if the Line Type is Hours or Units. If the Line Type is Hours, this field displays the number of hours by labor category by rate. If the Line Type is Units, this field displays the number of units by unit type.
This field is used only if the Line Type is Hours or Units. The amount displayed represents either per hour or per unit rate, depending on the Line Type.
This field displays the rate before discount. If you are not using PLC billing discounts, this field will be hidden.
This field displays the Hours or Units rate in the billing currency for this invoice.
This field displays the rate before discount in the billing currency for this invoice. If you are not using PLC billing discounts, this field will be hidden.
This field displays the amount that will be printed in the Current Amount column of the bill. For Hours and Units line types, the amount is the Quantity times the Rate. For Cost line types, this field is the total of the transaction amounts of the accounts that have been assigned this bill line. This column is in functional currency. This amount is always posted to the Billing and Accounts Receivable history tables even if the billing currency is in a currency other than functional.
This field displays, in the billing currency, the amount that will be printed in the Current Amount column of the bill. For Hours and Units line types, the amount is the Quantity times the Billing Currency Rate. For Cost line types, this field is the total of the billing currency transaction amounts of the accounts that have been assigned this bill line.
This field displays the sales tax applied to this line amount.
This field displays, in the invoice's billing currency, the sales tax applied to this line amount.
If the Line Type is "Hours," this field displays the number of inception-to-date hours. If the Line Type is Units, this field is used to display the number of inception-to-date units. This field is used only if the Line Type is Hours or Units.
This field displays the amount that will be printed in the Cumulative Amount column of the bill. For Hours and Units line types, the amount is usually the Quantity times the Rate. For Cost line types, this field is the total of the inception-to-date transaction amounts of the accounts that have been assigned this bill line.
This field displays the amount, in this invoice's billing currency, that will be printed in the Cumulative Amount column of the bill. For Hours and Units line types, the amount is usually the Quantity times the Billing Currency Rate. For Cost line types, this field is the total of the inception-to-date billing currency transaction amounts of the accounts that have been assigned this bill line.
This column displays previously billed tax amounts in functional currency.
This column displays previously billed tax in billing currency.
Click this button to open the Header subtask, where you can edit heading and posting information for this bill.
Click this button to open the Totals subtask. This subtask displays the totals for the current bill, and allows you to edit the other charges information.
Click this button to open the Addresses subtask, where you can edit the billing and remittance addresses, if required.
Click this button to open the Exchange Rates subtask.
Click this button to open the Detail subtask, where you can review and edit the individual transactions lines that make up the overall bill. This subtask is very useful for analyzing transactions that make up line totals on the bill.
Click this button to open the Documentation Location subtask, which you can use to attach a file to a standard bill.
Changes to this screen update the following tables:
BILL_EDIT_INVC_HDR
BILL_EDIT_DETLCUSTOMS_VAT_HDR (for Customs Info subtask only)
CUSTOMS_VAT_LN (for Customs Info subtask only)