CASH BASIS INFORMATION

Use this subtask only if your project requires that purchases be paid for before they can be billed. The only transactions that will have cash basis applied to them are the transactions from Costpoint Accounts Payable. The Update Cash Basis Information screen (Projects » Billing » Prepare Billings) populates this screen.

Project

This non-editable field displays the project number from the main screen. The non-editable field to the right displays the project description from the main screen.

Accounts Payable

The details of the accounts payable transaction display in this group box.  All fields are non-editable.   

A/P Voucher No

This non-editable field displays the A/P Voucher number related to the transaction.

A/P Invoice No

This non-editable field displays the A/P Invoice number related to the transaction.

Table Window

Check Number

This field displays the check number used to pay the A/P voucher and is filled in by the Update Cash Basis Information screen (Projects » Billing » Prepare Billings). This field is required and can be edited.

Check Date

This field displays the date of the check used to pay the A/P voucher and is filled in by the Update Cash Basis Information screen (Projects » Billing » Prepare Billings). This field is required and can be edited.

Check Amt Applied

This field displays the amount of the check used to pay the A/P voucher and is filled in by the Update Cash Basis Information screen (Projects » Billing » Prepare Billings). This field is required and can be edited. The amount must be greater than zero. This amount is transferred to the Cash Basis Amt field in the Maintain Open Billing Detail screen (Projects » Billing » Prepare Billings) and is subtracted from the Transaction Amt as another component in determining the Amt To Bill field.

If you need to make a correction to a project and/or an account on a voucher that has already been posted, you must use a correcting voucher. Because the cash basis feature includes only A/P vouchers, you cannot use journal entries to make corrections. This correcting voucher will have entries reversing the original transactions and entries with the correct transactions. With both positive and negative amounts, the voucher will have a zero balance. When you print checks, include the zero balance vouchers, which are paid with "dummy" check numbers. After accepting the checks, execute the Update Cash Basis Information screen (Projects » Billing » Prepare Billings). This will ensure the original transactions and the correct transactions are updated with the additional check information.

There can be more than one check applied to a transaction due to partial payments. Once a voucher is fully paid, the cash basis status will not automatically change back to open if the check is voided. To ensure the voucher does not get included on a bill, add the voided check amount to the amount on hold. When a new check has been issued, remove the check amount from the amount on hold to allow the amount to be billed.

Hrs Applied

If you use hours-based pools, this field displays the number of hours billed for this check and is filled in by the Update Cash Basis Information screen (Projects » Billing » Prepare Billings). This field is required and can be edited.

The system does not use the eligible hours to compute the fee on hours. If there are cash basis hours used with CPFH, the cash basis hours are ignored and the fee is applied on all hours.  For all LLR formulas, the cash basis hours are ignored for labor accounts for burden and hours used to apply the billing rates.