ENTER UNIT USAGE

Use this screen to collect unit usage information at a central point. This unit usage information can then be distributed to the other Costpoint modules. This gives consistency for calculation purposes and eliminates the redundant entry of information. You can use this screen to enter equipment usage and bill the customer, based on this usage, on a price-per-unit basis. At the same time, you can update a service center with the number of units used so that you can calculate and apply a cost per unit back to the project. Refer to Billing Special Topic BL-5, "Units," for more information about using units in Costpoint.

Enter unit usage information in this screen and post it before calculating billings or before computing service center allocations. For timing purposes, think of this screen as a timesheet entry or accounts payable voucher entry screen.

Document

Enter information about your document in this group box. You can enter a document number and date. You can enter additional information in the Document Description field.

No

Enter a unique number to reference this usage information record, or let the system assign the document number when you save. The system uses this control number to identify the distribution of the units in this entry screen. It is similar in use to an Accounts Payable voucher number.

Date

Enter the date by which you want to reference this document. This date can then be used by the Query function to select historical records.

Document Description

Enter a short description that describes what is contained in this usage document.

Fiscal Info

This group box displays the fiscal period that the units should be posted to Open Billing Detail or service centers. You can change these fields, if necessary.

Year

Use this drop-down list to select the fiscal year during which the charges should be posted.

Pd

Use this drop-down list to select the period during which the charges should be posted.

Subpd

Use this drop-down list to select the subperiod during which the charges should be posted.

Entry Info

This non-editable group box displays the ID of the user who entered the units and the date on which they were entered. This information can be helpful when trying to query information from history.

User

This non-editable field displays the ID of the person who logged into the system.

Date

This non-editable field displays the date the user entered the units into the system.

Post To Billings

Select this check box to identify transactions as project transactions that should be billed out based upon the item number and revision. If you select this check box, project transactions will be posted to the open billing detail and project detail tables. This will allow them to be used in the revenue and billing calculations.

Post To Service Center

Select this check box to identify usage transactions as service center transactions. The posting program will add these transactions together by account/organization/project to create a service center entry. These entries will be placed into the pool allocation journal where the rate calculation process will calculate the proper amount of cost to allocate to them.

Service Center No

If you selected the Post To Service Center check box, you must enter a service center pool number.

Table Window

Use this table to record the transactions related to usage.

Line

This is a display-only field, incremented automatically by the system. As you insert lines in this table, the line number will be recalculated.

Account

Enter, or use to select, an account number. As you move to the next field, the system will validate that the account number is not a summary account, that the account is active, and that the account allows charging for the fiscal year, period, and subperiod on this usage document. The system will display a message if the account fails any one of the preceding validations, and you should then correct the account. When you exit the row or save the usage document, the system makes sure the account is valid for the organization. If the account is a project-required account, the system will also check to see whether the account is valid for the project entered.

You can post either the unit cost or unit usage (price times quantity) to the Maintain Open Billing Detail screen (Projects » Billing » Prepare Billings) to be included on a standard bill. To include the unit cost in a standard bill calculation, you must charge units to an account that has been designated in the Project Account Groups screen (Projects » Project Setup » Controls) with a NON-LABOR function code. To include the unit usage in a standard bill calculation, you must charge units to an account that has been designated in the Project Account Groups screen with a UNITS function code. Using the UNITS function code will allow you to record both the unit cost and usage to the same account, and to bill only the unit usage. Note that an improper setup of the function codes and unit cost of sales methods may result either in no units being billed or in a duplicate billing that includes both the unit cost and usage. For examples of different setups, please see the "Setup Examples" section in Billing Special Topic BL-5, "Units."

Organization

Enter an organization number or use to select one. As you move to the next field, Costpoint will validate that the organization is active and the organization allows charging for the fiscal year, period and subperiod on this usage document. The system will display a message if the organization fails any of the preceding validations, and you must then correct the organization. If you have used an organization abbreviation, do not enter anything in the Organization field unless you want to erase the organization abbreviation. When you exit the row or save the usage document, additional validation will occur to see if the organization is valid for use with the account. If organizations are restricted to specific projects, Costpoint will check to see if that organization is allowed to charge that account for that project.

Project

Enter, or use to select, a project number. As you move to the next field, Costpoint will validate that this project level allows charging. If this project and level do not allow charging, you will receive an error and must correct this before you continue. The program will also check that the fiscal year, period and subperiod ending date are not later than the project end date. This is a "soft edit;" you will receive a warning if the project fails this validation, but you will be able to continue. If you have used a project abbreviation, do not enter anything in the Project field unless you want to erase the project abbreviation. When you exit the row or save the usage document, additional validation will occur:

CLIN

Enter the CLIN for this unit billing. Note that in Costpoint, the term "CLIN" is used in a generic sense to mean a pricing schema for a group of items to be used by and invoiced to a particular project. You must enter either a CLIN or a catalog.

Catalog

Enter the catalog to be used for this unit billing. You must enter either a catalog or a CLIN. Refer to Billing Special Topic BL-5, "Units," for more information on CLINs and catalogs.

Item

Enter the item number for which you want to bill the project. An item number is required only when you are posting the transactions to the projects. You also can use  to select an item number from Costpoint Product Definition.

Item Rev

Enter the item and revision number for which you want to bill the project. This revision number is required only if an item number is required and you are using item revisions in Costpoint Product Definition.

Sales Tax Cd

Enter the sales tax code, if applicable, for this row.

No of Units

Enter the number of units related to the transaction line you are entering. These units will be posted to the areas you have selected in this screen (projects and/or service centers). If you are posting to the Costpoint Projects folder, you will also need an item number and revision.

Usage Date

Enter the date of the recorded usage. This can be any date you want to use. The system does not validate the usage date against any other date in the system, and does not force you to enter a date here. However, if you are posting to projects and do not enter a date, Open Billing Detail will have no reference date.

Transaction Description

Enter a description up to 30 characters for this detail line. This will be stored in the open billing detail, billed history, and project detail for printing out on billings and project reports.

Org Abbrev

If you are using organization abbreviations for entry of organization codes, enter the abbreviation for the desired organization number, or use to select a code. The system will look up the code and automatically populate the Organization field. If you already have entered an organization in the Organization field, that organization will be overwritten if the organization abbreviation you have entered is valid. Note that if you enter an organization number in the Organization field after entering an organization abbreviation, the organization abbreviation will be erased, even if belongs to the same organization number. If you always enter transactions by Org Abbrev, you should move this field before Organization in the table window.

Proj Abbrev

If you are using abbreviations for entry of project numbers, enter the abbreviation for the desired project number, or use to select a code. The system will look up the code and automatically populate the Project field. Note that if you have already made an entry in the Project field, it will be overwritten if the project abbreviation you have entered is valid. Also note that if you enter a project in the Project field after entering a project abbreviation, the project abbreviation will be erased, even if belongs to the same project.

If you always enter transactions by Project Abbrev, you should move this field before Project in the table window.

Ref 1

Enter a valid reference number 1, or use to select a reference number 1. The label you entered for Reference 1 in the G/L Settings screen (Accounting » General Ledger » Controls) will be the label displayed for this field. As you move to the next field, the system will validate this reference number. If you have entered an invalid reference number, you will receive an error and must correct the reference number before continuing. No additional validation will occur when you exit the row or save the usage document.

Ref 2

Enter a reference number 2, or use to select a reference number 2. The label you entered for Reference 2 in the G/L Settings screen (Accounting » General Ledger » Controls) will be the label displayed for this field. As you move to the next field, the system will validate this reference number. If you have entered an invalid reference number, you will receive an error and must correct the reference number before continuing. No additional validation that will occur when you exit the row or save the usage document.

User-Defined Fld 1

You can store a numeric value in this field. If you want to use this field, establish the label for this field in the Billing Settings screen (Projects » Billing » Controls).

User-Defined Fld 2

You can store a numeric value in this field. If you want to use this field, set up the label for this field in the Billing Settings screen (Projects » Billing » Controls).

User-Defined Fld 3

You can store a text value in this field. If you want to use this field, establish the label for this field in the Billing Settings screen (Projects » Billing » Controls).

User-Defined Fld 4

You can store a date value in this field. If you want to use this field, set up the label for this field in the Billing Settings screen (Projects » Billing » Controls).

Account Name

This non-editable field displays the account name that was established for your selected account.

Organization Name

This non-editable field displays the organization name that was established for your selected organization.

Project Name

This non-editable field displays the project name that was established for your selected project.

Ref 1 Name

This non-editable field displays the reference 1 name that was established for your selected reference number.

Ref 2 Name

This non-editable field displays the reference 2 name that was established for your selected reference number.

Source Project

This field displays the project that will be used to determine pricing information for this transaction line. You can set up pricing information at the highest level of a project and have that same information used by lower levels of the project. If you have entered a source project in the Other Info subtask of the Project Billing Info screen (Projects » Billing » Billing Master or Projects » Project Setup » Revenue Setup), this project will be the default. You can edit his field.

Total Units

This non-editable field displays the total units entered into the rows on the table window.

Notes

Click this button to open the Notes subtask, where you can enter notes or comments about specific transaction lines on this usage document.

Table Information

Changes to this screen update the following tables:

UNITS_USAGE

UNITS_USAGE_LN