Use this screen to calculate your ACRN bills, based upon information you set up in the Maintain ACRN Bills screen (Projects » Billing » Billing Master) and the standard bill amounts from the Calculate Billings screen. Once you have calculated ACRN bills, you can review them in the Maintain ACRN Bills screen or the Print ACRN Billing Edit Report screen (Projects » Billing » Print Billings).
You will have access to this screen only if the Enable ACRN Billing check box is selected in the Billing Settings screen (Projects » Billing » Controls).
Use of the Calculate ACRN Bills screen is not mandatory, but is beneficial to government contractors subject to Government Requirement, DFARS 204.71 – Uniform Contract Line Item Numbering, specifically the standard payment instructions at PGI 204.7108(d)(1) through (6). This requirement places an obligation upon contractors to invoice at a Contract, Contract Line (CLIN), Subcontract Line (SLIN), Exhibit Line or an Accounting Classification Reference Number (ACRN) level.
Calculate ACRN bills after all transactions for the period to be billed have been posted and you have executed the Calculate Billings screen (Projects » Billing » Calculate Billings).
Set up and process the following applications before executing the Calculate ACRN Bills screen:
Set up project information in the Basic Info screen (Projects » Project Setup » Project Master).
Set up project billing information with a transaction-based formula. You cannot use the Enter Bill Manually, Manual Bills with Unbilled Detail, and Progress Payment formulas.
Set up an active record in the Maintain ACRN Bills screen (Projects » Billing » Billing Master) at the same project level at which the record exists in the Project Billing Info screen (Projects » Billing » Billing Master or Projects » Project Setup » Revenue Setup). Select a Billing Requirement and a Calculation Method. Enter at least one active row in the table window with an ACRN or ACRN/Line Item value and its associated ACRN Value. If the selected Billing Requirement is ACRN Only with Mapping or ACRN/Line Item with Mapping, enter the appropriate data in the Accounts or PLC Mapping subtasks.
Post transactions for the given period.
Update Cash Basis Information, if necessary.
Load Labor Rates, if necessary.
Calculate Bills.
Make necessary edits to standard bills via the Edit Standard Bills screen.
Calculate ACRN Bills.
Use this required drop-down list to select the range option for projects to be included when you run this process. Valid options are:
All – Select this option to include all projects in the process. The From and To fields will be disabled if you select this option.
One – Select this option to include only one project. You must enter the project in the From field. The To field will be disabled if you select this option.
Range – Select this option to include a range of projects in the process. You must enter the beginning value for the range in the From field and the ending value in the To field.
From Beginning – Select this option to include all the projects from the beginning value of available projects to a specific project in the range. You must enter the last value of this range in the To field. The From field will be disabled if you select this option.
To End – Select this option if you want to include all the projects from a specific project to the end of all the available projects. You must enter the value with which you want the range to start in the From field. The To field will be disabled if you select this option.
Use this required drop-down list to select the range of billing groups that you want to include in your process. This option will be available only if the Assign Bills to User Groups check box is selected in the Billing Settings screen (Projects » Billing » Controls). Valid options are:
All – Select this option to include all available groups in the process. The From and To fields will be disabled if you select this option.
One – Select this option to include only one group. You must enter the group in the From field. The To field will be disabled if you select this option.
Range – Select this option to include a contiguous range of groups in the process. You must enter the beginning value for the range in the From field and the ending value of the range in the To field.
From Beginning – Select this option to include all the groups from the beginning value of available groups to a specific group in the range. You must enter the last value of this range in the To field. The From field will be disabled if you select this option.
To End – Select this option to include all the groups from a specific group to the end of all the available groups. You must enter the group with which you want the range to start in the From field. The To field will be disabled if you select this option.
If you calculated your standard bill and your ACRN bill but forgot to add a new ACRN funding modification, you can add the new ACRN funding amount in the Maintain ACRN Bills screen, save the record, and calculate the ACRN bill again. You can compute an ACRN bill multiple times, if necessary, as long as the bill exists in the Edit Standard Bills screen.
In order to calculate ACRN allocation amounts, a standard bill must exist in the Edit Standard Bills screen (Projects » Billing » Edit Billings). If you did not calculate an ACRN bill before posting the standard bill, the standard bill can be reversed using the Reverse Previous Billings screen (Projects » Billing » Calculate Billings) and subsequently posted via the Post Standard Bills screen (Projects » Billing » Post Billings). Then the standard bill can be re-calculated for the same given timeframe, making any necessary edits followed by calculating the ACRN bill. Exercise caution when using the Reverse Previous Billings screen. If you are unfamiliar with the Reverse Previous Billings functionality, please contact Costpoint General Phone support for questions or assistance.
If a standard bill needs to be reversed and ACRN allocation amounts were associated with the standard bill, perform the following steps:
Reverse the standard bill using the Reverse Previous Billings screen (Projects » Billing » Calculate Billings). If you are unfamiliar with the Reverse Previous Billings functionality, please contact Costpoint General Phone support for questions or assistance.
Verify the standard bill reversed with the correct invoice amount in the Edit Standard Bills screen (Projects » Billing » Edit Billings). When viewing the standard bill in the Edit Standard Bills screen, the Status field should display "REVERSE" and the Amount field should display the inverse amount of the original invoice amount.
Calculate ACRN Bills for the project.
Verify the ACRN allocation amount(s) reversed correctly using the Maintain ACRN Bills screen or the Print ACRN Billing Edit Report screen.
Post the standard bill.
Examples of Calculations:
Billing Requirement Includes Mapping
Billing Requirement Without Mapping
BILL_EDIT_INVC_HDR (Edit Standard Bills)
BILL_EDIT_DETL (Edit Standard Bills)
PROJ_BILL_ACRN (Maintain ACRN Bills)
PROJ_ACRN_DETL (Maintain ACRN Bills)
PROJ_ACRN_PLC (Maintain ACRN Bills, PLC Mapping subtask, if applicable)
PROJ_ACRN_ACCT (Maintain ACRN Bills, Accounts subtask)
Calculating ACRN bills updates the following tables:
PROJ_BILL_ACRN (Maintain ACRN Bills)
PROJ_ACRN_DETL (Maintain ACRN Bills)
PROJ_ACRN_PLC (Maintain ACRN Bills, PLC Mapping subtask, if applicable)
PROJ_ACRN_ACCT (Maintain ACRN Bills, Accounts subtask)