to select, the project being invoiced.
The project name will display in the field to the right. Use this screen to manually enter product invoices for projects. Project product invoices can contain multiple line items. Discounts and sales tax are recorded by line as well. (Enter non-project product invoices in the Edit Customer Product Bills screen (Projects » Billing » Edit Billings).) You can also use this screen to enter delivery-type invoices for projects that use progress payment bills. You can also use this screen free form by entering an item description quantity and unit cost. The catalog item number and revision must be left blank if you are using this screen in this manner. The Calculate Billings program (Projects » Billing » Calculate Billings) does not update this screen. Invoices entered in this screen do not remove billable units from Open Billing Detail, nor do amounts and units billed through this screen update billing history tables. Only A/R history and G/L Detail tables are updated with these invoice amounts.
If the Enable Project Product Bills for WAWF checkbox is selected in the Billing Settings screen (Projects » Billing » Controls), additional fields display in this screen. These fields are key components for the generation of a WAWF invoice using Project Product Bills.
To enter an invoice into this screen, you must first set up projects in the Project Billing Info screen (Projects » Billing » Billing Master or Projects » Project Setup » Revenue Setup). You must also set up customers in the Maintain Customer screen (Accounting » Accounts Receivable » Customer Info). If you are invoicing products by CLIN, you must set up the CLIN and item for the project being invoiced. If you are invoicing by price catalog, you must set up the price catalog and item for the item being invoiced. You must assign unit prices to the items being invoiced. If sales tax is accrued on invoices, you must initialize the Sales Tax table with sales tax rates.
If discounts and shipping/handling charges are reflected on invoices, you must initialize the A/R default accounts before posting these invoices. Initialize A/R default accounts in the A/R Settings screen (Accounting » Accounts Receivable » Controls).
Enter, or use to select, the project being invoiced.
The project name will display in the field to the right.
Select the status of the invoice. A status of Selected indicates that this invoice is ready to be posted. Unselected invoices will not be posted.
Enter, or use to select, the customer being invoiced.
A customer is required for all project invoices. The customer name will
display in the field to the right.
Select the terms of the invoice. The terms displayed in the drop-down list were initialized in the Customer Terms screen (Accounting » Accounts Receivable » Customer Controls). The terms selected determine the due date of the invoice.
The currency used to bill this invoice will display in this field. To change this billing currency, use the Exchange Rates subtask.
Enter the purchase order related to this invoice. This should be the purchase order from the customer being invoiced. This is an optional field.
Enter the invoice number for this invoice. The combination of project and invoice must be unique.
Enter the invoice date. The system date defaults into this field.
Enter the due date for this invoice. Receivables are aged based on due date. The due date defaults in based on the terms selected.
Use the New Line icon on the toolbar to add a line to the table.
The line numbers are filled in automatically as you add lines to this table.
Enter, or use to select, the CLIN for the item being
invoiced. This CLIN must exist for the project being invoiced. You must
select either a CLIN or a price catalog, but not both.
Enter, or use to select, the price catalog for the
item being invoiced. This price catalog must exist for the project being
invoiced. You must select either a CLIN or a price catalog, but not both.
Enter, or use to select, the item being invoiced. This
item must exist for the project and CLIN or catalog being invoiced. If
only one revision of the Item exists, the item revision defaults into
the Item Rev field.
Enter, or use to select, the revision number of the
Item being invoiced.
This revision must exist for the project, CLIN and item being invoiced.
If only one revision of the Item
exists, that revision defaults into this field.
This field displays the item selling description when an Item is entered. This field is non-editable if you are using the price catalogs or CLIN. You can use this field to enter a description of the goods or services. You will also need to enter the quantity and unit price. If you use this field in this manner, you cannot enter a catalog or an item.
Enter the number of units to invoice. Units billed through this screen do not update billing history tables with amounts or number of units billed.
The unit price assigned in the Link to Items subtask of the CLIN Information screen (Projects » Project Setup » Unit Pricing) defaults in for units invoices by CLIN/item. For units invoiced by price catalog/item, the unit price defaults in from the Set Up Price Catalogs screen (Materials » Product Definition » Product Billing). This unit price can be overridden.
This field displays the number of units billed multiplied by the unit price. It cannot be edited.
Use this field to store volume or good customer discounts. The system multiplies discount percentages entered in this field by the Total Unit Amt to arrive at a Disc Amt. This Disc Amt is then used to reduce the invoice amount. Therefore, the invoice amount and billed receivable recognized and posted are net of this discount.
Do not use this field to store prompt payment discounts because you do not know, when preparing an invoice, whether a customer will pay within the terms eligible for discounts. Prompt payment discounts are applied as part of the entry of Cash Receipts; however, they are typically applied against an invoice that has been recorded at the full invoice amount.
This field stores the discount amount arrived at by multiplying the Disc % by the Total Unit Amt. It can be edited. If you edit this field, the Disc % field is modified to reflect the new percentage of the discount.
This field is used to store volume or good customer discounts and is used to reduce the invoice amount. Therefore, the invoice amount and billed receivable recognized and posted are net of this discount.
Do not use this field to store prompt payment discounts since because you do not know, when preparing an invoice, whether a customer will pay within the terms eligible for discounts. Prompt payment discounts are applied as part of the entry of Cash Receipts; however, they are typically applied against an invoice that has been recorded at the full invoice amount.
Enter Y (Yes) or N (No) depending on whether sales tax should be accrued and added to this invoice. A value of "N" defaults in. If sales tax is required, enter the tax code for the locality in which you want to accrue sales tax.
If you entered Y (Yes) in the Taxable field, enter the sales tax code for which tax should be accrued. This code must exist in the Sales Tax table. You can maintain sales tax tables in the Maintain Sales/Value Added Tax screen (Others » System Administration » System Codes).
The rate entered in the Maintain Sales/Value Added Tax screen (Others » System Administration » System Codes) for the designated code defaults in. This rate can be overridden.
This field displays the tax amount calculated when the Tax Rate is multiplied by the net of the Total Unit Amt less the Disc Amt. This amount can be overridden.
This field displays the total invoice amount. The amount displayed is net of total unit cost, discounts, and tax.
Enter Y (Yes) to print the long item description on the invoice or N (No) to print the short item description. The long description will wrap across multiple lines on the invoice. The short item description is 60 characters in length. The long description is 254 characters. This is a required field.
This field displays the name of the CLIN or price catalog to which this invoice line is being billed.
Select the line item type for this line. Valid options are:
1 - CLIN/SLIN
2 - Fee/Charge
3 - Allowance
4 - Tax
The default is 1, but you can change it. This field will be available only if the Enable Project Product Bills for WAWF check box is selected in the Billing Settings screen (Projects » Billing » Controls).
Enter a Y (Yes) if this line item is Government Furnished Equipment (GFE). The default is N (No). This field will be available only if the Enable Project Product Bills for WAWF check box is selected in the Billing Settings screen (Projects » Billing » Controls).
Enter the product service type. If you entered 1 in the Line Item Type field, MG will default into this field, but you can change it. This field will be available only if the Enable Project Product Bills for WAWF check box is selected in the Billing Settings screen (Projects » Billing » Controls). The available product service types are:
B8 - Batch Number
CL - Color
F8 - Next Higher Used Assembly
FS - National Stock Number
FT - Federal Supply Class
MG - Manufacturer's Part Number
MN - Model Number
SN - Serial Number
SV - Service Rendered
VP - Vendor's Part Number
Enter, or use the drop-down list to select, an event code. Valid options are:
S - Separable
C - Cumulative
S is the default, but you can change it. Event codes are used only for performance-based payment or commercial item financing invoice types, which are not supported by Costpoint at this time. This field will be available only if the Enable Project Product Bills for WAWF check box is selected in the Billing Settings screen (Projects » Billing » Controls).
The stock number defaults into this field from the Basic Part Data screen (Materials » Product Definition » Part Master) or Maintain Parts screen (Materials » Product Definition » Part Master), but you can change it. If no stock number is available, NONE will display. This field is available only if the Enable Project Product Bills for WAWF check box is selected in the Billing Settings screen (Projects » Billing » Controls).
These fields display running invoice totals for all invoice lines.
This field displays a running invoice total of item cost amounts for all invoice lines.
This field displays a running invoice total of discount amounts for all invoice lines.
This field displays a running invoice total of sales or value added tax amounts for all invoice lines.
This field displays a running invoice total of the other charges for all invoice lines.
This field displays the total amount of the invoice net of discounts, sales tax, and shipping charges. This amount will be posted as the billed receivable and invoice amount.
This non-editable field displays the net invoice amount.
This field displays the reduction to the invoice price for the progress bills that the customer has already paid. Progress payment bills are calculated and printed in other processes. Use this screen when you bill the customer for shipment of a finished good, which means the bill is a Delivery invoice. In the table window, the individual lines contain the items and prices that you are billing.
Use this field only if the project uses progress payment bills. Progress payment billing is used on projects that require a long lead time before deliveries are made or when substantial amounts of money must be expended before the contractor becomes eligible for partial payments on deliveries. Under this arrangement, you can submit interim bills that cover a percentage of your expenditures, even though deliveries may not have been made.
The system calculates this field as the lower of the following two values:
The total invoice amount times (100% minus the liquidation rate entered in the 1443 Info subtask of the Project Billing Info screen (Projects » Billing » Billing Master or Projects » Project Setup » Revenue Setup)), or
The amount of progress payment bills remaining to liquidate, which is defined as: the sum of liquidations taken on all delivery invoices fully paid added to the sum of liquidation amounts on all delivery invoices not paid to arrive at the sum of all liquidations. The system subtracts the sum of all liquidations from the sum of all progress payment bills in the Accounts Receivable History files to arrive at the amount of progress payment bills remaining to liquidate. This field can be edited.
When you post this invoice, the entry that is made depends on the posting method you selected in the 1443 Postings group box in the Billing Settings screen (Projects » Billing » Controls).
For more information, please see Billing Special Topic BL-6, "Progress Payment Bills."
This non-editable field displays the type of invoice for this project. For projects that bill using progress payment bills, the invoice type is Delivery; for all other projects, the invoice type is Standard. Projects that have a billing formula of Progress Payment are the only projects allowed to have delivery invoices.
The tax code that is used on the lines of the invoice will be displayed in this group box. The tax code will default from the Maintain Customer screen (Accounting » Accounts Receivable » Customer Info) when the customer is entered.
Enter the sales tax code you want to default in on invoice lines. If you enter a code in this field, Y (Yes) defaults into the Taxable field. This sales tax code will default into the Tax Code field. The rate in the sales tax table for this code will default into the Tax Rate field. The Tax Amt will be calculated based on the Tax Rate multiplied by the total unit amount less discounts.
If applicable, enter the tax exempt ID for this tax code.
Click this button to access the Addresses subtask, where you can select the billing and remittance addresses for this bill.
Click this button to open the Standard Text subtask, where you can identify the standard text that you want to be printed on the invoice.
Click this button to access the Other Charges subtask, where you can enter up to three separate other, or miscellaneous, charges that you want to print and post on your project product bills.
Click this button to access the Exchange Rates subtask, where you can select a different (other than the default) billing currency or a different source for exchange rates used for this bill.
Click this button to access the Currency Line Info subtask, where you can view any selected bill line in both the billing currency and your company's functional currency. In addition, you can view the exchange rate for the billing currency.
Click this button to access the Invoice Totals subtask, where you can view the bill totals in both the billing currency and your company's functional currency. In addition, you can view the exchange rate for the billing currency.
Click this button to open the WAWF Info subtask, where you can view WAWF information for this bill.
Click this button to enter ACRN information for this line.
Click this button to enter MILSTRIP information for this line.
Click this button to access the Customs Info subtask, where you can view and edit customs information for the selected bill row. Included edits are destination country, delivery terms, mode of transportation, and supply date.
Click this button to add any notes you would like to attach to the bill.
Click this button to open the Documentation Location subtask, which you can use to attach a file to a project product bill.
Changes to this screen update the following tables:
PROJ_PROD_INVC_HDR
PROJ_PROD_INVC_LN