Use this screen to review billing transactions for projects that use transactions for billing purposes. You must set up a project number in the Project Billing Info screen (Projects » Billing » Billing Master or Projects » Project Setup » Revenue Setup) as the posting project number in order for it and its lower-levels transactions to be posted into this screen. Normally no data entry is needed in this screen. However, you can use this screen to defer a transaction from being billed or write off a transaction after it has been posted to the general ledger. Also, if the Project Billing Info screen allows for partial billed transactions, you can place part of the transaction on hold for billing at a later time. Find is not available because there is no primary key in this table.
You can use the Query function to select records with which you want to work. Be sure to narrow your selection sufficiently or it may take a while to retrieve your query. In general, it is better to work with smaller sets than large ones. You can also add user transaction in this screen, and they will be treated just like any system transactions.
The information contained in this screen is created when you post various journals to the general ledger. You can update its information any time before a billing is calculated. Once a billing has been calculated, you must either recalculate the bill or edit the billing edit detail to change the billing. If you set up a project and posted transactions for it to the general ledger before setting up the Project Billing table, you may need to manually add those transactions in this screen in order for them to be billed. If you have already calculated and posted bills outside of Costpoint, you will need to update the Billing History and, optionally, the Closed Billing Detail through the Billing History screens. Once you have posted the data in this screen, the system deletes it and moves it to the Maintain Closed Billing Detail screen (Projects » Billing » Billing History). The Maintain Closed Billing Detail screen is used to calculate retroactive billings. Please note that, if you allow for partially billed transactions, a transaction can be in the closed billing detail and in the open billing detail at the same time. This can cause some confusion when you look at supporting schedules.
Enter, or use 
to select, a valid project number that
uses transactions for calculating billings. As you move to the next field,
the system will validate that this project level allows charging. If this
project and level does not allow charging, you will receive an error and
must correct this before you continue. When you save the transaction,
the system performs additional validations.
If the Limit which Orgs can charge specific Accts check box is selected in the Maintain Project Master (Projects » Project Setup » Project Master) or Basic Info (Projects » Project Setup » Project Master), the program checks to see whether the project/account/organization combination is assigned to that project in the POA table and that it is active.
If the Limit Accounts to P/O/A check box is selected in the Maintain Project Master (Projects » Project Setup » Project Master) or Basic Info (Projects » Project Setup » Project Master) screens, the program checks to see whether the project/account combination is assigned to that project in the POA table and that it is active.
If you do not select either of these check boxes, the program will perform no further validation on the project.
If you want to view records previously posted, use the Query function to retrieve them.
This field displays either System or User, depending on whether the system created the record during posting or if the record was added manually in this screen. Note that you cannot change the audit trail information if the transaction is a System transaction.
Use the drop-down list to select a transaction type for this open billing detail. Valid options are:
COST - Transactions from any journal other than the Unit Usage Journal are COST transactions.
UNITS - The transactions from the Unit Usage Journal are UNITS transactions.
Use the drop-down list to select the fiscal year the transaction was posted or occurred (if entered manually). It will be used to determine what burden rate should be applied to its costs and, if it is T&M labor, what the billing rate per hour is. The Calculate Billings program (Projects » Billing » Calculate Billings) will use the fiscal year information to determine which transactions will be included on a bill.
Use the drop-down list to select the period in which the transaction was posted or occurred (if entered manually). It will be used to determine what burden rate should be applied to its costs and, if it is T&M labor, what the billing rate per hour is. The Calculate Billings program (Projects » Billing » Calculate Billings) will use the period information to determine which transactions will be included on a bill.
Use the drop-down list to select the subperiod in which the transaction was posted or occurred (if entered manually). If the transaction is T&M labor, the subperiod will be used in determining the billing rate per hour. The Calculate Billings program (Projects » Billing » Calculate Billings) will use the subperiod information to determine which transactions will be included on a bill.
Enter, or use to
select, the account that is related to the transaction. As you move to
the next field, Costpoint will validate that the account number is not
a summary account, the account is active, and that the account allows
charging for the fiscal year, period and subperiod on this transaction.
You will receive a message if the account fails any of the preceding validations
and you should correct the account. When you save the transaction, the
system will verify that the account is valid for the organization and
that the account is valid for the project entered.
Enter an organization number or use to select one. As
you move to the next field, the system will validate that the organization
is active and the organization allows charging for the fiscal year, period
and subperiod on this transaction. You will receive a message if the organization
fails any of the preceding validations, and you should correct the organization.
When you save the transaction, the system will verify that the organization
is valid for use with the account. Also, if organizations are restricted
to specific projects, the system will verify that organization is allowed
to charge that account for that project.
This field displays the journal code, which tells you from where the transaction was posted. If the transaction was added manually, it will not have a journal code.
Enter a description up to 30 characters for this transaction. You can use this description on supporting schedules as an explanation of the charges.
This non-editable field displays your company's functional currency.
Use this group box to enter information related to the cost portion of the transaction.
Enter the cost amount of transaction that will be used for billing. If the project is a T&M project and the transaction is a labor transaction, the cost will still be shown, but it will not be used for calculating the billing.
This non-editable field summarizes the information in the Cash Basis Information subtask.
Enter any amount up to the transaction amount that you want to defer from the billing calculation. If the billing has already been calculated, either recalculate or change the Billing Edit Detail to change the amount of the invoice. Use the Reason subtask to document why the amount was placed on hold.
Enter any amount up to the transaction amount that you never want to bill. Enter a reason for writing off the amount in the Reason subtask.
Transactions that have been fully written off will not be deleted from Open Billing Detail. To decrease the processing time, these transactions are no longer included in the calculation in the Calculate Billings screen (Projects » Billing » Calculate Billings). You will be required to purge the records from Open Billing Detail.
This field displays the amount of this transaction that has previously been billed. We do not recommend that you change this amount. It can cause the transaction to be billed more than once. The only time a transaction has an amount in the Amt Prev Billed field is when the transaction was partially billed because a portion of the transaction was put on hold.
The system calculates this non-editable field by subtracting the Amt on Hold plus Write Off Amt plus Amt Prev Billed from either the transaction amount or the cash basis amount, depending on whether the transaction is from accounts payable and the project is billed on a cash basis.
Use this group box to enter information related to the hours portion of the transaction. Hours transactions can come from Costpoint Labor, Costpoint Accounts Payable, and the screens in the Journal Entries menu of Costpoint General Ledger.
Enter the number of hours related to this transaction that will be used for billing. If the project is a T&M project and the transaction is a labor transaction, the cost will be shown but it will not be used for calculating the billing. All billings using hours need to have additional information relating to employee and labor category. Enter this additional information in the Labor subtask.
This non-editable field displays the hours released when the Update Cash Basis Information screen (Projects » Billing » Prepare Billings) is executed.
Costpoint does not consider cash basis hours for LLR formulas when applying the billable rate or burden on those labor hours.
Enter any number of hours up to the transactions total hours that you want to defer from the billing calculation. If the billing has already been calculated, either recalculate or change the Billing Edit Detail to change the amount of the invoice. Document why the hours were placed on hold in the Reason subtask.
Enter any number of hours up to the transactions total hours that you never want to bill. Enter a reason for writing off the hours in the Reason subtask.
Transactions that have been fully written off will not be deleted from Open Billing Detail. To decrease the processing time, these transactions are no longer included in the calculation in the Calculate Billings screen (Projects » Billing » Calculate Billings). You will be required to purge the records from Open Billing Detail.
This field displays the number of hours up to the transactions total hours that have previously been billed. We recommend that you do not change this amount. It can cause the transaction to be billed more than once. The only time a transaction has an amount in the Hrs Prev Billed field is when the transaction was partially billed because a portion of the transaction was put on hold.
The system calculates this non-editable field by subtracting the Hrs on Hold plus Write Off Hrs plus Hrs Prev Billed from the Transactions Hrs.
This group box displays the information related to the units portion of the transaction. Units transactions come from the Enter Unit Usage screen.
Enter the number of units related to this transaction that will be used for billing. All unit-based transactions need to have additional information relating to CLIN and item number. Enter this additional information in the Units subtask.
Enter any number of units up to the transactions total units that you want to defer from the billing calculation. If the billing has already been calculated, either recalculate or change the Billing Edit Detail to change the amount of the invoice. Document why the units were placed on hold in the Reason subtask.
Enter any number of units up to the transactions total units that you never want to bill. Enter a reason for writing off the units in the Reason subtask.
Transactions that have been fully written off will not be deleted from Open Billing Detail. To decrease the processing time, these transactions are no longer included in the calculation in the Calculate Billings screen (Projects » Billing » Calculate Billings). You will be required to purge the records from Open Billing Detail.
This field displays the number of units, up to the transactions total, that has previously been billed. We do not recommend that you change this amount. It can cause the transaction to be billed more than once. The only time a transaction has an amount in the Units Prev Billed field is when the transaction was partially billed because a portion of the transaction was put on hold.
The system calculates this non-editable field by subtracting the Units on Hold plus Write Off Units plus Units Prev Billed from the Transactions Units.
Click this button to enter comments relating to the transaction. Please refer to the documentation on the individual subtask for more information.
Click this button to enter reasons for placing a transaction on hold or writing a transaction off. Please refer to the documentation on the individual subtask for more information.
Click this button to enter detail related to labor transactions. Please refer to the documentation on the individual subtask for more information.
Click this button to identify additional information required for billing unit transactions. Please refer to the documentation on the individual subtask for more information.
Click this optional button to enter additional information that can be useful when printing supporting schedules or simply as a reference to the source of the transaction. Please refer to the documentation on the individual subtask for more information.
Click this button only if your project requires that purchases be paid for before they can be billed. Please refer to the documentation on the individual subtask for more information.
This screen updates the following table:
OPEN_BILLING_DETL