UPDATE OPEN BILLING DETAIL

With this utility, you can update your Open Billing Detail file from either your General Ledger Detail file or your Units Usage History file. Normally, when establishing a project in the Basic Info screen (Projects » Project Setup » Project Master), you select the Billable Project check box (the default is selected) to enable the Project Billing Info screen (Projects » Billing » Billing Master or Projects » Project Setup » Revenue Setup) to be initialized. To compute billings, a transaction-based formula must exist in the Project Billing Info screen. When you complete the Project Billing Info screen, transactions, when posted, populate the Open Billing Detail file and subsequently can be included on a bill. However, if you do not initialize the Project Billing Info screen with a transaction-based formula before posting transactions, Open Billing Detail is not updated, and transactions cannot appear on the bills. Use this utility to update your Open Billing Detail file for transactions that you posted before initializing the Project Billing Info screen.

Before using this utility, initialize the Project Billing Info screen for all projects that will be updated. Take care not to select transactions that have been billed manually. (Initialize these amounts in the Maintain Billing History screen (Projects » Billing » Billing History) instead.) Therefore, it is important to know which transactions have been billed and which have not.

If you are posting labor at the summary level (if you selected the Labor Distribution check box in the Post Summary Entry To GL Detail group box in the G/L Settings screen (Accounting » General Ledger » Controls)), your general ledger does not store the detailed information required to run this utility for timesheet data. In that case, you must enter labor information manually in the Maintain Open Billing Detail screen (Projects » Billing » Prepare Billings).

You should exercise caution when using this utility. This utility will not check for transactions that have already been billed or for transactions that already exist in the Open Billing Detail file.  If you inadvertently run this utility for a project in error, the recovery from this error can be time consuming.

Select Project

Use this group box to limit the projects that will be updated. Please note that projects selected here will be updated with all the transactions in the GL Detail or Units tables.  It is important to determine whether transactions in these tables have already been billed.  This utility does not check for previously billed transactions.  If you use this utility to populate Open Billing Detail and the transactions have already been billed, duplicate billing will result.

Range Option

Use this drop-down list to select the range of projects you want to update. Available options are:

The default for this field is All.

From

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 elected to update a Range of projects, enter the starting project for the range in this field. If you selected a range beginning from a specific project (To End), enter that project in this field. If you elected to update a range up to an ending project (From Beginning), this field is inactive.

You can use to select values from the appropriate table.

To

The value entered in this field varies, depending on the Range Option that you have selected. If you selected All projects or one project, this field is inactive. If you elected to update a Range of projects, enter the ending project for the range in this field. If you selected a range beginning from a specific project (To End), this field is inactive. If you elected to update a range up to an ending project (From Beginning), enter that project in this field.

You can use to select values from the appropriate table.

Select Account

Use this group box to limit which accounts should be updated. 

Range Option

From this drop-down list, select the appropriate range of account(s) to be updated. Valid options are:

The default for this field is All.

From

Enter, or use to select, a valid starting account to update. If you select All or From Beginning in the Range Option field, this field will be inactive.

To

Enter, or use to select, a valid ending account to update. If you select All, One, or To End in the Range Option field, this field will be inactive.

Select Period

Use this group box to select the periods you would like to update.  Exercise caution when selecting All. If you select All, all the transactions from all periods in the GL Detail table will be inserted into the Open Billing Detail table.

Range Option

Use this drop-down list to select the range of periods you want to update. Valid selections are:

The default for this field is All.

From Fiscal Year

Enter the fiscal year for the periods you want to update.

From Period

Enter the period for the periods you want to update.

From Subperiod

If you have selected One, Range, or To End in the Range Option field, enter the subperiod with which you want to start.

To Fiscal Year

Enter the fiscal year for the periods you want to update.

To Period

Enter the period for the periods you want to update.

To Subperiod

If you have selected Range or From Beginning in the Range Option field, enter the subperiod with which you want to end. The period end date will display in the field to the right.

Select Source

You must select at least one source option to run the update.

GL Detail

Select this check box to update the Open Billing Detail file with transactions from the General Ledger tables, specifically the Transaction Posting Detail and the Transaction Posting Summary tables. This selection will update the Transaction Amt and Transaction Hrs fields of the Maintain Open Billing Detail screen (Projects » Billing » Prepare Billings). For projects with units, use this selection to bill the cost of the units. The program inserts records in Open Billing Detail, assigns them a Transaction Type of COST, and completes the Cost group box in the Maintain Open Billing Detail screen.

Units Usage Hs

Select this check box to update the Open Billing Detail file with transactions from the Unit Usage tables, specifically the Units Usage History and the Units Usage Transaction Line tables. This selection will update the Transaction Units field of the Maintain Open Billing Detail screen (Projects » Billing » Prepare Billings).

For projects with units, select this check box to bill the unit usage (price times quantity). The program inserts records in Open Billing Detail, assigns them a Transaction Type of UNITS, and completes the Units group box in the Maintain Open Billing Detail screen. Note that the transactions, when recorded in the Enter Unit Usage screen, must have the Post to check box selected to allow insertion into Open Billing Detail.

For projects with units, selecting both of these check boxes could result in the insertion of both unit cost and unit usage into Open Billing Detail. Be sure to review your setup to ensure the correct transaction types are inserted into Open Billing Detail.

Process

Click this icon on the toolbar to update the Open Billing Detail file based on the parameters entered. When you update process is complete, you can review the updated transactions in the Maintain Open Billing Detail screen (Projects » Billing » Prepare Billings). In that screen, you can enter, change, or delete any individual transactions, if necessary.

Source Tables

GL_DETL

PROJ_BILL_INFO

UNITS_USAGE_HS

UNITS_USAGE_LN_HS