to select values from the appropriate table.Use this screen to calculate retroactive billings. You can generate bills using revised billing rates that are applied to direct cost amounts or labor hours for invoices previously submitted to your customers. Before running this screen, load labor rates for all of the subperiods that the billing rate has changed. There are several scenarios for which retroactive bills may be required. The first would occur when provisional indirect rates have changed on a project and the new rates must be applied to the direct amounts for previous invoices. This change in rates may have been the result of new negotiated billing rates that should have been in effect for prior invoices. Another case for which retroactive bills would be required would occur when the loaded labor rates have changed on a project, and the new rates are to be applied to prior periods. These new, loaded labor rates would be multiplied by the hours for invoices previously submitted to your customers. Retroactive billings are not required on projects that incur rate changes on a prospective basis.
The retroactive process is used only for standard bills that were originally generated through the Calculate Billings screen (Projects » Billing » Calculate Billings). It produces invoices that you can view and edit like regular bills in the Edit Standard Bills screen (Projects » Billing » Edit Billings). To assist in the review of the retroactive bills, print a worksheet in the Print Retroactive Billing Worksheets screen (Projects » Billing » Print Billings). The printing and posting of retroactive bills is completed in the same way as regular bills in the Print Standard Bills (Projects » Billing » Print Billings) and Post Standard Bills (Projects » Billing » Post Billings) screens, respectively. For more information, please see Billing Special Topic BL-7, "Retroactive Billings."
Execute this process after you have entered your new provisional indirect rates or your new loaded labor rates. If you are using "Loaded Labor Rates" billing formulas, you must also run the Load Labor Rates screen (Projects » Cost and Revenue Processing » Revenue Processing or Projects » Billing » Prepare Billings) before calculating retroactive bills. You must run this process for each subperiod for which the new labor rates apply.
Use this group box to select which projects require retroactive bills.
Enter, or use the drop-down list to select, the range of projects for which you want to calculate retroactive billings. Valid options are
All
One
Range
From Beginning
To End
The default for this field is All.
The value entered in this field varies depending on the Range Option that you have selected. If you selected All projects, this field is inactive. If you selected One project, enter the project in this field. If you have elected to calculate for a Range of projects, enter the starting project in this field. If you have selected the From Beginning option, this field is inactive. If you have selected the To End option, enter the beginning project for the range in this field.
Use to select values from the appropriate table.
The value entered in this field varies depending on the Range Option that you have selected. If you selected All projects or only One project, this field is inactive. If you have elected to calculate for a Range of projects, enter the ending project in this field. If you have selected the From Beginning option, enter the ending project for the range in this field. If you have selected the To End option, this field is inactive.
Use to select values from the appropriate table.
This group box controls the type of retroactive bill you are calculating.
Select this option if you are calculating retroactive bills that use a loaded labor rate billing formula as defined in the Project Billing Info screen (Projects » Billing » Billing Master or Projects » Project Setup » Revenue Setup). You should select this option for all types of loaded labor rate formulas, including those that apply indirect costs to non-labor accounts. Note that this selection will allow you to calculate a bill for revised rates that span earlier fiscal years.
Select this option if you are calculating retroactive bills that apply provisional indirect cost rates to direct cost amounts. You should select this option for all four types of cost-reimbursable billing formulas as defined in the Project Billing Info screen (Projects » Billing » Billing Master or Projects » Project Setup » Revenue Setup). Note that you can calculate retroactive bills using the Indirect Costs option for only one fiscal year at a time. The calculation will automatically include the entire current fiscal year.
Use this group box to select the starting fiscal year, period, and subperiod. This group box is required only if you are billing retroactive loaded labor projects.
Enter, or use the drop-down list to select, the starting fiscal year for which you want to calculate retroactive billings. This field is applicable only if you selected the Loaded Labor Rates option. If you selected Indirect Costs, enter the fiscal year in the Select Ending Subperiod group box.
Enter, or use the drop-down list to select, the starting period for which you want to calculate retroactive billings. This field is applicable only if you selected the Loaded Labor Rates option.
Enter, or use the drop-down list to select, the starting subperiod for which you want to calculate retroactive billings. This field is applicable only if you selected the Loaded Labor Rates option.
Use this group box to enter the ending fiscal year, period, and subperiod you would like to use for your retroactive billings.
If you selected the Indirect Costs option and the Year to Date Rates option is selected in the Apply Burdening based on group box in the Corporate Settings subtask of the Project Settings screen (Projects » Project Setup » Controls), you need to enter the fiscal year to be computed and the period for which the new indirect rates will be used. The period selected should be the period in which the new rates were entered into the YTD Prov field in the Pool Rates subtask of the Cost Pools screen (Projects » Cost and Revenue Processing » Cost Pool Setup) for all affected cost pools for the selected fiscal year. If burden cost ceilings were entered in the Project Burden Cost Ceilings screen (Projects » Project Setup » Project Ceilings) using an O (Override,) C (Ceiling), or F (Fixed Amount) (C/O/F field) and the ceiling is applied to A or B in the Apply to RBA field, the burden cost ceiling is considered.
If you selected the Indirect Costs option and the Current Period Rates option is selected in the Apply Burdening Based on group box in the Corporate Settings subtask of the Project Settings screen (Projects » Project Setup » Controls), you need to enter the fiscal year and starting and ending period. You will need to enter new rates in the Pd Prov field of the Pool Rates subtask of the Cost Pools screen (Projects » Cost and Revenue Processing » Cost Pool Setup) for all periods within the specified range for all affected cost pools. If burden cost ceilings were entered in the Project Burden Cost Ceilings screen (Projects » Project Setup » Project Ceilings) using an O (Override,) C (Ceiling), or F (Fixed Amount) (C/O/F field) and the ceiling is applied to A or B in the Apply to RBA field, the burden cost ceiling is considered.
Enter, or use the drop-down list to select, the ending fiscal year for which you want to calculate retroactive billings, if you selected the Loaded Labor Rates option. If you selected the Indirect Costs option, enter the fiscal year for which you want to calculate retroactive billings.
Enter, or use the drop-down list to select, the ending period for which you want to calculate retroactive billings.
Enter, or use the drop-down list to select, the ending subperiod for which you want to calculate retroactive billings.
Enter an invoice date, or use the system date as the default. This date will display in the Invoice Date field of the Edit Standard Bills screen (Projects » Billing » Edit Billings), where it can be edited. This date will also display in the header of the bill when it is printed.
Enter the period that will be used to calculate the retroactive bill. This field is applicable only if you selected the Indirect Costs option. The system will calculate retroactive bills using the provisional indirect rates found in the Pool Rates subtask of the Cost Pools screen (Projects » Cost and Revenue Processing » Cost Pool Setup) for the period entered.
Use this group box to select the billing user groups to be included in the retroactive billing calculations. The system will calculate billings only for projects that have been assigned one of the selected billing user groups in the Project Billing Info screen (Projects » Billing » Billing Master or Projects » Project Setup » Revenue Setup). This selection is disabled if the Assign Bills to User Groups check box in the Billing Settings screen (Projects » Billing » Controls) is not selected.
Select the appropriate range of billing user groups to be included in the billing calculations. Valid selections are
All
One
Range
From Beginning
To End
Enter, or use to select, the starting billing user
group code for the billing user groups to be included in the billing calculations.
If you select All or From
Beginning in the Range
Option field, this field will be inactive.
Enter, or use to select, the ending billing user group
code for the billing user groups to be included in the billing calculations.
If you select All, One,
or To End in the Range
Option field, this field will be inactive.
When you have finished making your selections, click this icon on the toolbar to calculate your selected retroactive billings.
Changes to this screen update the following tables:
BILL_EDIT_DETL
BILL_EDIT_INVC_HDR
BILLING_DETL_HIST
BILLING_SUMLAB_HS