Use this screen to establish the formats for the supporting schedules that will be printed with your bills. You can use these supporting schedules internally or submit them to your customers to document your bills. Detailed information by transaction, including notes, is available for each line of the bill. You can include summary information regarding previous, current, and cumulative amounts billed by line on the schedules. There are four different supporting schedule types: Non-Labor, Labor - Non-T&M projects, Labor - T&M projects, and Units.
Detailed information available on each of the reports is as follows.
Non-Labor Supporting Schedule
The Non-Labor Supporting Schedule contains the following information:
Bill line description
Fiscal year and period
Transaction description
Voucher number or journal entry number
Vendor ID
Invoice ID
Current amount
Cumulative amount
Transactions notes (optional)
Summary of previous, current, and cumulative amounts billed (optional)
Labor Supporting Schedule (Non-T&M Projects)
The Non-T&M Labor Supporting Schedule contains the following information:
Labor categories and descriptions
Current hours
Current cost amount
Cumulative hours (optional)
Cumulative amount (optional)
Hours-only information (optional)
Employee/vendor name (optional)
Timesheet dates (optional)
Timesheet comments (optional)
Summary of previous, current, and cumulative amounts billed (optional)
Labor Supporting Schedule (T&M Projects)
The T&M Labor Supporting Schedule contains the following information:
Billing rates
All other information listed previously for non-T&M projects
Units Supporting Schedule
Unit billings are billings that include units (of some item) billed at catalog or CLIN prices. These billings can be transaction-based (for example, using units transactions recorded in the Units Usage menu) or based on an automatic billing quantity established in the CLIN Information screen (Projects » Project Setup » Unit Pricing). To take full advantage of the unit features, you must use the Costpoint Product Definition add-on module. Refer to Billing Special Topic BL-5, "Units," for more information. The Units Supporting Schedule contains the following information:
Usage date
Item ID
Revision number
Quantity
Unit price
Total price
Sales tax amount
Current amount
Cumulative amount
Selling item description
Long selling item description
Notes (optional)
Summary of previous, current, and cumulative amounts billed (optional)
If supporting schedules are required, initialize this screen before calculating billings.
Enter an ID code for of the supporting schedule that you are establishing. This ID code can be up to six alphanumeric characters in length. It is used in the Project Billing Info screen (Projects » Billing » Billing Master or Projects » Project Setup » Revenue Setup) to link the supporting schedule to the bill.
Enter the description of the supporting schedule you are establishing. It can be up to 30 alphanumeric characters.
First, establish the bill formats in the Generic Billing Formats screen (Projects » Billing » Formats). You must designate each line on a bill either Y (Yes) or N (No) for requiring a supporting schedule. The line type determines the schedule type that will print for that line. The following table lists the line types along with their resulting supporting schedule types:
|
Line Type |
Supporting Schedule Type |
|
Cost (not designated for labor) |
Non-Labor |
|
Cost (designated for labor) |
Labor (T&M or non-T&M) |
|
Hours |
Labor (T&M or non-T&M) |
|
Units |
Units |
A line type of Cost is considered "designated for labor" when a general ledger account number with a function code of Labor is assigned to that line in the Accounts subtask of the Generic Billing Formats screen. Function codes are defined for general ledger accounts when you set up project account groups in the Project Account Groups screen (Projects » Project Setup » Controls).
Depending on the number of line types on the generic bill formats, there can be more than one supporting schedule type associated with that format.
Next, define the supporting schedule formats in this (Supporting Schedule Formats) screen. Use the Supporting Schedule Headers (Detail Bills) subtask of the Project Billing Info screen (Projects » Billing » Billing Master or Projects » Project Setup » Revenue Setup) to designate, if required, the supporting schedule format that will be printed for the bill.
When the bills are calculated, the supporting schedules are computed at the same time. You can then print the supporting schedules by themselves, or print them when you print the bills in the Print Billings screens.
You can assign only one supporting schedule format, which can include several different schedule types, to any one bill at a time. If different supporting schedules are required than the ones originally printed, you must change the supporting schedule format in the Project Billing Info screen. You must then recalculate the bill and reprint the supporting schedules.
Use this group box with the non-labor supporting schedules.
Select this check box to suppress the printing of any supporting schedules for bills that have been established in the Project Billing Info screen (Projects » Billing » Billing Master or Projects » Project Setup » Revenue Setup) as government 1035 Format. Because Government 1035 Formats are not defined on a line-by-line basis in the Generic Billing Formats screen, there is no mechanism for identifying whether a supporting schedule is required. Therefore, supporting schedules are calculated automatically for each line unless you select this check box.
If you do not wish to print any type of supporting schedule for a bill that uses the 1035 format, do not enter a supporting schedule code in the Project Billing Info screen.
You can use this check box to print a supporting schedule for a portion of the bill. For example, if you want to print a supporting schedule for non-labor but not for labor or units, do not select the Suppress (1035 Format Only) check box in the Show Non-Labor group box, but do select the check box in the Show Labor and Units group boxes. You will then be able to print a supporting schedule for non-labor only.
If you select this check box, the Cumulative Hours and Cumulative Amount columns will be printed.
If you select this check box, the line notes that have been entered for the vouchers and journal entries will be printed.
Use this group box with the unit supporting schedules.
Select this check box to suppress the printing of any supporting schedules for bills that have been established in the Project Billing Info screen (Projects » Billing » Billing Master or Projects » Project Setup » Revenue Setup) as Government 1035 Format. Because Government 1035 Formats are not defined on a line-by-line basis in the Generic Billing Formats screen, there is no mechanism for identifying if a supporting schedule is required. Therefore, supporting schedules are calculated automatically for each line unless you select this check box.
If you do not wish to print any type of supporting schedule for a bill that uses the 1035 format, do not enter a supporting schedule code in the Project Billing Info screen.
You can use this check box to print a supporting schedule for a portion of the bill. For example, if you want to print a supporting schedule for units but not for labor or non-labor, do not select the Suppress (1035 Format Only) check box in the Show Units group box, but do select the check box in the Show Labor and Non-Labor group boxes. You will then be able to print a supporting schedule for units only.
If you select this check box, the Cumulative Hours and Cumulative Amount columns will be printed.
If you select this check box, the line notes that have been entered for the vouchers and journal entries will be printed.
Use this group box with the labor supporting schedules.
Select this check box to suppress the printing of any supporting schedules for bills that have been established in the Project Billing Info screen (Projects » Billing » Billing Master or Projects » Project Setup » Revenue Setup) as Government 1035 Format. Because Government 1035 Formats are not defined on a line-by-line basis in the Generic Billing Formats screen, there is no mechanism for identifying if a supporting schedule is required. Therefore, supporting schedules are calculated automatically for each line unless suppressed by this check box.
If you do not wish to print any type of supporting schedule for a bill that uses the 1035 format, do not enter a supporting schedule code in the Project Billing Info screen.
You can use this check box to print a supporting schedule for a portion of the bill. For example, if you want to print a supporting schedule for labor but not for non-labor or units, do not select the Suppress (1035 Format Only) check box in the Show Labor group box, but do select the check box in the Show Non-Labor and Units group boxes. You will then be able to print a supporting schedule for labor only.
If you select this check box, the Cumulative Hours and Cumulative Amount columns will be printed.
If you select this check box, Amount columns will not be printed on this supporting schedule. This selection works with the Maintain Users screen in Costpoint System Administration. If the Labor Suppress check box has not been selected in the Maintain Users screen, you have rights to view labor amounts and, thus, have the option of suppressing the labor amounts for this report by selecting the Hours Only box.
If the Labor check box in the Data Suppression group box has been selected in the Maintain Users screen for your user ID, you do not have rights to view labor amounts and the report will always print without the labor amounts. Only a user whose user ID has the Labor check box cleared in the Maintain Users screen can print supporting schedules that have complete information, including hours and amounts.
If you select this check box, the name of the employee or vendor who charged time will be printed. Also see the Timesheet Date and Timesheet Comments information.
If you select this check box, individual timesheet dates will be printed on the report. This selection will be disabled if the Employee/Vendor Information check box is not selected.
If you select this check box, any line comments entered with the timesheets will be printed. This selection will be disabled if the Timesheet Date check box is not selected.
Use this group box to control the type of labor category that will appear on the supporting schedule for non-T&M projects. Valid options are:
GLC (General Labor Category)
PLC (Project Labor Category)
Select the appropriate labor category type for your supporting schedule. (For T&M projects, the labor category is always PLC.)
Changes to this screen update the BILL_SPPRT_SCH_FMT table.