ADJUSTMENTS IN OPEN BILLING DETAIL

Use this screen to write off or transfer costs during the billing process. You can create adjusting journal entries to reflect the billing adjustment in the General Ledger and Project Ledger. This screen incorporates the maintenance, process, and report functions into one screen. Using this screen, you can do any of the following:

• Transfer labor or other billable costs (not units) in Open Billing Detail, from one project, account, organization, GLC (General Labor Code), or PLC (Project Labor Code) to another. The transfer can be between project levels on the same bill, or from one billable project to another.

• Write off and reclassify a labor or other billable cost (not units) in Open Billing Detail from a project, organization, account, GLC, or PLC. You can even reclassify costs to an unallowable account or PLC.

• Put transaction amounts and/or hours on hold to keep them from being included on a bill. You can place a partial transaction on hold, or the total transaction.

• Release any amounts and/or hours previously put on hold.

• If you want to automatically reflect the transfer or write off in the General Ledger and Project Ledger, you can create a non-editable adjusting journal entry from this screen. It can be reviewed in the Enter JEs screen (Accounting » General Ledger » Journal Entries (JEs)).

This screen contains many features that will help you process billing adjustments. Several of the Costpoint functions in this screen require use of the right button on your mouse.

You can run this process anytime. You will have to recalculate bills since this screen allows you to post transactions into a period different than the posting of the original charge.

You cannot enter a project in this screen unless it has been previously identified in the Project Billing Info screen (Projects » Billing » Billing Master or Projects » Project Setup » Revenue Setup) (select the Allow User to Adjust Transactions in Open Billing Detail check box to enable amounts to be adjusted and put on hold).

Functional Currency

Your company's functional currency is displayed in the title bar of the screen.

Project

Enter, or use to select, the invoice project to be adjusted. Only those projects that are identified as adjustable on the Project Billing Info screen (Projects » Billing » Billing Master or Projects » Project Setup » Revenue Setup) (select the Allow User to Adjust Transactions in Open Billing Detail check box) will be available for or accepted for user entry.

For those projects with computed but unposted bills, Costpoint verifies your choice to delete the bill before you can proceed with the adjustment process. This verification prevents users from adjusting billable costs on invoices that have already been prepared and are waiting to be posted. The non-editable field to the right of the project number displays the project description.

Create JE

Select this check box to create a General Ledger journal entry for the billing adjustments lines selected in the table. The default setting for this check box is selected. After you select the billing rows and select the Process icon on the toolbar, the Open Billing Detail table (OPEN_BILLING_DETL) will be updated and a journal entry will be created, if applicable.

If you do not select this check box, no journal entry will be created. This will cause the general ledger and the project reports to be out of balance with the billing. A warning will be issued to this effect. The best way to correct transactions is to use the original source. For example, you should use a correcting timesheet to adjust an incorrect PLC charged to a project.

We recommend that you select this check box.

Table Window

To populate this table with the transactions from OPEN_BILLING_DETL, use the Subquery function.

To adjust any of the rows in the table, first use the Select Subperiod For Adjustment group box to select the Fiscal Year, Period, and Subperiod to receive the billing adjustment.

To select a row for write off, transfer, hold, or release hold, click the row with the left button of your mouse. After highlighting one or more rows, use the right button of your mouse to choose the function for the highlighted row(s).

Write Off

To write off a line, highlight a row and use the right appears in the far left, gray column.

When you write off a row, the Amount column populates the Adjustment Amount column and the Hours column (if applicable) populates the Adjustment Hours column. You can edit these columns to allow for partial write-offs. You can use both positive hours and amounts and negative hours and amounts. For hours write-offs, you can edit the Adjustment PLC column. Be sure to use the Reason column to keep track of your write-off details.

In addition, the Adjustment Account column will be populated with an "Unallowable" account when the selected row is to be written off. The unallowable account is the account from the project account group of the project designated by an "Unallowable" function code.

This Adjustment Account column is editable and provides easy access to available unallowable accounts in the project account group.  The system will display an error message if no "Unallowable" account exists in the project account group. A write off will not be allowed if these accounts do not exist in the project account group.

After printing the proposed write-off, click the Process button on the toolbar to write off selected items.

The Write Off Amt and Write Off Hrs fields in the Maintain Open Billing Detail screen (Projects » Billing » Prepare Billings) will be updated with the amounts from the Adjustment Amount and Adjustment Hours columns when you run the process.   

Transfer

To transfer a line, highlight a row and use the right button of your mouse to select the Transfer function. When a line is selected for transfer, a T appears in the far left, gray column.

When you transfer a row, the Amount column populates the Adjustment Amount column, and the Hours column (if applicable) populates the Adjustment Hours column. You can edit these columns to allow partial transfers. Since each outgoing transfer project needs a recipient project, the following fields are editable for rows selected to transfer: Adjustment Project, Adjustment Account, Adjustment Organization, Adjustment GLC, and Adjustment PLC. Be sure to use the Reason column to keep track of your transfer details.

In addition, the Adjustment Account column will be populated with any account from the project account group when the selected row is to be transferred.

After printing the proposed transfer, click the Process button on the toolbar to transfer selected items.

This process will insert a record for the transferring project equal to the negative Adjustment Amount in the Open Billing Detail table. It will insert a positive record into the Open Billing Detail table for the project to which costs are being transferred. This will happen whether a journal entry is created or not. The journal entry will update the general ledger only.

Hold

To put a line on hold, highlight a row and use the right button of your mouse to select the Hold function. When a line is selected for holding, an H appears in the far left, gray column.

When you put a row on hold, the Amount column populates the Hold Amt column, and the Hours column populates the Hold Hrs column. You can edit these columns to allow for partial holds. Be sure to use the Reason column to keep track of your hold details.

After printing the proposed hold adjustment, click the Process button on the toolbar to hold selected items.

This process will insert the Hold Amount and Hold Hours in the Open Billing Detail table.

Release Hold

To release a line previously set to hold, highlight the row and use the right button of your mouse to select the Release Hold function. The rows to be released will display an "R" in the far left, gray column.

After printing the proposed release hold adjustment, use the Process function to release the selected items from hold.  The Amount on Hold and Hours on Hold fields in the Open Billing Detail table will be updated with this process. No journal entry will be created.

Reset

To deselect a row that's been tagged, highlight the row and use the right button on your mouse to select the Reset function. You can reset only BEFORE clicking the Process icon on the toolbar.

Table Window

Fiscal Year

This column displays the fiscal year of the project billing charges in this row. This is the year the charges were incurred. Since this information relates to billing charges already entered into Costpoint, this field is NOT editable.  If you try to create a journal entry in a fiscal year that is different from the fiscal year of original entry, a warning message will appear.

Period

This column displays the fiscal period of the project billing charges in this row. This period is when the billed charges in this row were incurred. Since this information relates to billing charges already entered into Costpoint, this field is NOT editable.

Subperiod

This column displays the subperiod of the project billing charges in this row. This subperiod is when the billed charges were incurred. Since this information relates to billing charges already entered into Costpoint, this field is NOT editable.

Project

This column displays the project of the project billing charges in this row. Since this information relates to billing charges already entered into Costpoint, this field is NOT editable.

Account

This column displays the account of the project billing charges in this row. Since this information relates to billing charges already entered into Costpoint, this field is NOT editable.

Organization

This column displays the organization of the project billing charges in this row. Since this information relates to billing charges already entered into Costpoint, this field is NOT editable.

Amount

This column displays the total amount of project billing charges in this row. Since this information relates to billing charges already entered into Costpoint, this field is NOT editable.

Hours

This column displays the total hours of the project billing charges in this row. Since this information relates to billing charges already entered into Costpoint, this field is NOT editable.

GLC

This column displays the general labor code of the project billing charges in this row. Since this information relates to billing charges already entered into Costpoint, this field is NOT editable.

PLC

This column displays the project labor code of the project billing charges in this row. Since this information relates to billing charges already entered into Costpoint, this field is NOT editable.

Eff. Bill. Date

This column displays the date on which the billing charges are effective. Since this information relates to billing charges already entered into Costpoint, this field is NOT editable.

Type

This column displays the ID type (vendor, employee, or subcontractor) of the project billing charges in this row. Since this information relates to billing charges already entered into Costpoint, this field is NOT editable.

ID

This column displays the employee or vendor ID type of the project billing charges in this row. Since this information relates to billing charges already entered into Costpoint, this field is NOT editable.

Name

This column displays the vendor, employee, or subcontractor name for the project billing charges in this row. Since this information relates to billing charges already entered into Costpoint, this field is NOT editable.

Prev Write Off Amt

This column displays any amount of the project billing charges in this row that have been previously written off. Since this information relates to billing write-offs already entered into Costpoint, this field is NOT editable.

Prev Write Off Hrs

This column displays any of the project billing hours in this row that have been previously written off. Since this information relates to billing write-offs already entered into Costpoint, this field is NOT editable.

Prev Billed Amt

This column displays any of the project billing charges in this row that have been previously billed. Since this information relates to billing charges already entered into Costpoint, this field is NOT editable.

Prev Billed Hrs

This column displays any of the project billing hours in this row that have been previously billed. Since this information relates to billing charges already entered into Costpoint, this field is NOT editable.

Hold Amt

This column displays the project billing charges in this row that have been put on hold. This field can be edited.

Hold Hrs

This column displays the project billing hours in this row that have been put on hold.  This field can be edited.

Description

This column displays the project description for this project line. Since this information relates to billing charges already entered into Costpoint, this field is NOT editable.

Adjustment Project

This column displays the project to receive the transfer amount for this row. This column is editable when you are transferring a row. This column is NOT editable when you are writing off charges, releasing previously held amounts, or putting items on hold.

Adjustment Account

This column displays the account to be used for adjustments in this row. This column is editable when you are writing off or transferring a row. This column is NOT editable when you are holding a row, releasing previously held amounts, or putting items on hold.

Adjustment Organization

This column displays the organization to be written-off, transferred, or held for this row. This column is editable when you are writing off or transferring a row. This column is NOT editable when you are releasing previously held amounts or putting items on hold.

Adjustment Amount

This column displays the amount to be written-off, transferred, or held for this row.  This column is editable when you are writing off or transferring a row. This column is NOT editable when you are releasing previously held amounts or putting items on hold.

Adjustment Hours

This column displays the hours to be written-off, transferred, or held for this row. This column is editable when you are writing off or transferring a row. This column is NOT editable when you are releasing previously held hours.

Adjustment GLC

This column displays the general labor category to be written-off, transferred, or held for this row. This column is editable when you are writing off or transferring a row. This column is NOT editable when you are holding or releasing previously held amounts.

Adjustment PLC

This column displays the project labor category to be written off, transferred, or held for this row. This column is editable when you are writing off or transferring a row. This column is NOT editable when you are holding or releasing previously held amounts.

Adjustment Eff. Bill. Date

This field displays the effective bill date to be written off, transferred, or held for this row. You can edit this columns when you are transferring a row. You cannot edit this column when you are writing off, holding, or releasing previously held amounts.

Reason

Enter up to 30 alphanumeric characters to describe the reason for this write-off, transfer or hold. You can edit this column when you are writing off, transferring, or holding a row. You cannot edit this column when you are releasing previously held amounts.

Select Subperiod For Adjustment

The subperiod selected here will receive the General Ledger entry to write off or transfer the selected row(s). Adjustments posted to a different fiscal period, via the General Ledger journal entry, will appear on the customer bill after bills are re-calculated.

Fiscal Year

Select the fiscal year for the General Ledger adjustment. Only those years that are open can receive this adjusting entry. Although you can create a journal entry for a different year than your row data, you will be warned before processing that you are transferring data into a different year.

Period

Select the fiscal period for the General Ledger adjustment. Only those periods that are open can receive this adjusting entry.

Subperiod

Select the subperiod for the General Ledger adjustment. Only those subperiods that are open can receive this adjusting entry. The period end date will display in the field to the right.

Adjustment Hrs

This non-editable field displays the total number of hours in the rows selected for adjustment on this screen.

Adjustment Amt

This non-editable field displays the total adjustment amount in the rows selected for adjustment on this screen.

Use the Original Transaction Description

Select this check box to use the original transaction description for the journal entry and in the OPEN_BILLING_DETL table. If you do not select this check box, the transaction description will be "Adjustments in Open Billing Detail" on the journal entry and the OPEN_BILLING_DETL table.

Form View

Select a row in the table and use this button to access a non-editable subtask. This subtask presents the row data and additional labor information on a one-screen view.

Process

Click this icon on the toolbar to process the billing adjustment after review. This function will not be available until you have printed the Adjustment Summary Report for this project.

Processing Details

Write Off    

When you select a row to be written off, the left (gray) column contains the letter W. When you run this screen with the Create JE check box selected, this row is inserted into the Journal Entry Header (JE_HDR) and Journal Transaction (JE_TRN) tables. For write-offs with labor hours, the Labor subtask of the journal entry (in Costpoint General Ledger) will contain the selected row's hours to adjust the project ledger. The journal entry created will be described as "Adjustments in Open Billing Detail." Write-offs reclassify billing details from a revenue bearing account to a non-revenue bearing account on the same project. The adjustment amount and/or adjustment hours will be inserted in the Write Off Amt and Write Off Hrs fields in the Open Billing Detail (OPEN_BILLING_DETL) table.

Transfer              

When you select a row to be transferred, the left (gray) column contains the letter T. When you run this screen with the Create JE check box selected, this row is inserted into the Open Billing Detail (OPEN_BILLING_DETL), the Journal Entry Header (JE_HDR), and Journal Transaction (JE_TRN) tables. For transfers with labor hours, the Labor subtask of the journal entry will contain the selected row's hours to adjust the labor summary detail. The journal entry created will be described as "Adjustments in Open Billing Detail."

Hold           

When you select a row to be held, the left (gray) column contains the letter H. No journal entry will be created for this selection. During processing, the transaction amount, less the previous billed amount, less previous write-off amount data, is inserted into the Amt on Hold column of the Open Billing Detail table (OPEN_BILL_DETL). The transaction hours less previous billed hours less previous write-off hours data are inserted into the Hrs on Hold column of the Open Billing Detail table (OPEN_BILL_DETL).

Release Hold       

During processing, the Amt on Hold and the Hrs on Hold columns of the Open Billing Detail table (OPEN_BILL_DETL) are set to zero. No journal entry is created for this selection.

Source Information

This screen pulls information from the following tables:

OPEN_BILLING_DETL

PROJ_BILL_INFO

Table Information

Changes to this screen update the following tables:

OPEN_BILLING_DETL

If the Create JE check box is selected:

JE_HDR

JE_TRN

JE_TRN_LAB_EMPL

JE_TRN_LAB_VEND