Use this screen as the first step in a four-step process to create an unbilled balances report by project. When you have completed all the steps you will be able to create a report that will group unbilled balances by project and by reason code. You can use this report to analyze unbilled balances by project. Use the following steps to create the unbilled reason code report:
Establish user-defined reason codes in the Maintain Unbilled Reason Codes screen (Projects » Billing » Unbilled Receivables). The system also provides seven system-defined codes that will automatically calculate certain types of unbilled balances (see documentation for Unbilled Reason Code). User-defined codes will be used in the Edit Unbilled Reason Codes screen (Projects » Billing » Unbilled Receivables) to further define the unbilled balances that cannot be calculated by the system. User-defined codes might be “CONTRACT” for a project that is awaiting a signed contract before it can be billed or “COMPLETION” for a project that cannot be billed until it is completed. When the Create Unbilled Analysis Report screen (Projects » Billing » Unbilled Receivables) is executed, the system calculates the amount of unbilled that exists for all system-defined reason codes and assigns the balance to the NONE reason code. You can also use the System Code column to disable the calculation of the system-defined codes.
Execute the Create Unbilled Analysis Report process using the fiscal year, period, and subperiod through which you want to analyze unbilled balances. This process populates the Edit Unbilled Reason Codes screen by project.
Review the amounts calculated for each system-defined reason code by project in the Edit Unbilled Reason Codes screen. The system will automatically assign any unbilled amounts that cannot be calculated using the system-defined codes to the NONE reason code. You can reassign the amount in the NONE reason code to any user-defined code to better define the unbilled balance.
Print the Unbilled Reason Code Report using the Print Unbilled Analysis screen (Projects » Billing » Unbilled Receivables). You can print two types of reports in this screen. For the Unbilled Reason Code Report, select the Unbilled Reason Code Report option.
You should use this screen to initialize all unbilled reason codes that are used by your company before running the Create Unbilled Analysis Report screen (Projects » Billing » Unbilled Receivables). You cannot assign reason codes to unidentified balances until they have been initialized here.
Enter, up to 10 alphanumeric characters, a user-defined unbilled reason code that you want to use to describe unbilled amounts that cannot be computed by the system. You can use this user-defined reason code in the Edit Unbilled Reason Codes screen (Projects » Billing » Unbilled Receivables) to provide a further breakdown of the amount that has been assigned to the NONE reason code.
There are seven system-defined unbilled reason codes for which unbilled amounts can be calculated by the system. These system-defined codes automatically display in this field. The Create Unbilled Analysis Report screen (Projects » Billing » Unbilled Receivables) calculates the unbilled amounts (if any) for each of these codes and assigns the remaining unbilled balance to the “NONE” reason code. The system-defined codes are as follows:
AWARDFEE – The system assigns an unbilled amount to the AWARDFEE function code if award fee amounts have been accrued but not yet billed.
NONE – The system assigns any excess unbilled balance that has not been assigned to any other system-defined reason code to the "NONE" reason code. You can take the amount assigned to this reason code and assign it to user defined reason codes as needed. For example, after you have executed the Create Unbilled Analysis Report process, $10,000 is assigned to the NONE reason code. You can enter a zero in the Actual Amount and/or Target Amount columns in the Edit Unbilled Reason Codes screen (Projects » Billing » Unbilled Receivables) and reassign the $10,000 to a user-defined system code such as “CONTRACT” (waiting for contract) or “COMPLETION” (project cannot be billed until completion).
REVADJ – The system assigns the REVADJ unbilled reason code to an unbilled amount if a revenue adjustment has been used on the project. A revenue adjustment is entered in the Basic Revenue Info screen (Projects » Project Setup » Revenue Setup). A revenue adjustment creates an unbilled balance if a revenue adjustment is posted but has not yet been billed.
RTNGE – The system assigns a RTNGE reason code to an unbilled balance if there has been retainage on the project. Retainage is calculated and posted during the billing process. Usually there is a stipulation in the contract that a certain percent of the bill will be withheld until the project is completed and approved. If retainage has been posted on a bill, there will be more revenue recognized than has been billed on the project causing an unbilled balance.
RTVAR – The system assigns a RTVAR reason code to an unbilled balance if a difference between the rate used for revenue recognition and the rates used for billing exists. This type of unbilled balance usually exists with cost-type projects (Cost Plus Fixed Fee or any loaded labor project that involves billing burden). Bills are generally calculated using provisional rates that are specified in the contract. Revenue is generated using either target or actual rates. Target rates are generally budgeted rates developed internally and actual rates are those that are calculated by the system. When there is a difference between the rates used for revenue and billing an unbilled balance will result.
SUBBILL – The system assigns a SUBBILL reason code to an unbilled balance if there has been a subsequent billing of the balance in a future period. The Create Unbilled Analysis Report process (Projects » Billing » Unbilled Receivables) is run through a fiscal year/period/subperiod entered in the Create Unbilled Analysis Report screen. For example, if revenue was computed and posted in fiscal year 2005, period 5, subperiod 1, and the billing related to that revenue was not computed and posted until fiscal year 2005, period 6, subperiod 1, then a subsequent billing unbilled balance would exist if the Create Unbilled Analysis Report process was run for fiscal year 2005, period 5, subperiod 1. Generally, this type of unbilled balance will exist if your policy is to recognize revenue for the current period and calculate and post the bills in the next period.
UNTRAN – The system assigns an UNTRAN reason code to an unbilled balance if there are unbilled transactions in the Maintain Open Billing Detail screen for the project.
You cannot change system-defined codes. Data entered in this screen is stored in the UNBILLED_RSN_CD table and cannot be changed once it is used in a process.
Enter up to 25 characters to describe the reason for the unbilled balance. This field is required.
The initial values in this column are S (System-Defined Code) and U (User-Defined Code). You can change system-defined codes to N, which will turn off the automatic calculation of that code for all projects. You can set it back to "S" to reinstate the automatic calculation. The only valid value for a user-defined code is U.
Changes to this screen update the UNBILLED_RSN_CD table.