Use this screen to customize the format of your transaction-based billings. You can customize header and footer information, subtotaling options, line and group titles, and various other formatting options.
The Generic Billing Formats screen consists of four tabs, a table window, and one subtask. You can use them as in the following manner:
The Identification block contains fields where you can enter the billing format code and the description. This block will display on the screen regardless of which tab or subtask is currently in use.
The Header tab contains fields that display in the header area of the bill. There are options for the display of contract value, billed amounts, period of performance, contract and project numbers, sales tax lines, project manager, billing name and address, and subcontractor number.
Use the Hours tab to select options for displaying project labor category, billing rate, timesheet dates and comments, and employee and labor category name information. You can also select the sorting order of the project labor categories on the bill. The fields in this tab are used for loaded labor type of billing formats.
Use the Display Options tab to provide selections for the display of incurred hours, unit billing lines, and indirect rates and fees.
Use the Footer tab to include standard text at the bottom of the bill and an option to print totals in the functional currency of the database. You can set up standard text in Billing Standard Text screen. You need to use the Print totals using functional currency checkbox only if you are billing in a currency other than the functional currency of your database.
Use the Table Window to define the lines that display on the bill. You must enter a line type, group subtotal heading, line heading, and supporting schedule requirements on each line that you want to display on the bill. You can then link these lines to the appropriate accounts, pools, or fee items that generate each line on the bill.
Use the Accounts subtask to define the account/organization combinations that will be included on each line of the bill. You can elect to include direct cost, indirect cost, and fee on a single line or each of these can be displayed on a separate line. You must select a line from the table window to access this subtask.
Unless you plan to use only the Form 1035 for your standard billings (i.e., non-1443 and non-manual bills), you must set up at least one generic billing format to be assigned to projects for standard billing calculations. You can set up as many different formats as your different projects require; you can use a single format for many different projects. You are not required to set up a billing format for any projects you plan to bill manually (see Note). If you do not set up a billing format for these bills, they will be assigned the default format of Form 1035 in the Project Billing Information screen, and you must specify an account rollup level in that screen. Form 1035 is a system-defined format. Do not edit the 1035 record in any way.
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Note: The term "manual bills" refers to bills entered in the Enter Customer Product Bills (Projects\Transactions\Billing), Enter Project Product Bills (Projects\Transactions\Billing), Enter Milestone/Percent Complete Bills (Projects\Transactions\Billing), and Enter Manual Bills (Projects\Transactions\Billing) screens. |
Set up this screen before calculating billings. After setting up this screen, enter the appropriate billing format code into the Project Billing Information screen (Projects\Maintain\Billing) for each project for which you want to calculate and print standard billings. The Calculate Bills screen (Projects\Process\Billing) uses the billing format extensively to determine how to order the billing transactions and summarize the data for printing. Make any necessary changes to this screen before calculating billings. Otherwise, you will need to recalculate the billings in order for the changes to take effect.
Can I use the standard 1035 format for all of my projects?
You can use a standard 1035 billing formats for all projects. In the Formats tab of the Project Billing Information screen (Projects\Maintain\Billing), select the Govt 1035 Billing Format radio button and the Print Cost Plus or Fixed Price Format or Print Using T&M Format options. The Calculate Bills screen (Projects\Process\Billing) will use this information to determine how to classify data on the bill.
There is a 1035 record in the Generic Billing Formats screen (Projects\Maintain\Billing) that is used when the options noted above are selected.
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Warning: The 1035 record that is established in the system should not be changed in any way. Changes made to the 1035 record may affect the way the system processes bills using the standard formats. |
How does the standard 1035 summarize the billable costs on the bill?
The standard 1035 format uses the function codes and accounts or PLC (Project Labor Category) to group the lines on the bill. It groups first using function codes and then accounts or PLC.
The Calculate Bills program (Projects\Process\Billing) will list the accounts with a labor function code summarized by PLC at the top of the bill when the generic T&M format has been selected.
The Calculate Bills program will place the accounts with a labor function code at the top of the bill summarized by account and the accounts with a non-labor function code in the lower half of the bill when a Cost Plus/Fixed Price format has been selected.
Enter a billing format code, up to six alphanumeric characters.
Enter a description for this billing format code, up to 30 alphanumeric characters.
Use the fields in this table window to set up the lines for the generic format.
Enter, or use Lookup to select, a line type. The valid line types are "Hours," "Units," "Cost," and "Travel."
Hours - Use this line type for time and materials labor hour lines. This line type may cause many lines to be printed on the bill even though there is only one line on the billing format. Use the Hours subtask to determine what prints for an "Hours" line type.
Units - Use this line type for unit-based transaction lines. Units come from quantities posted in the Post Units Usage screen. This line type may cause many lines to be printed on the bill even though there is only one line on the billing format. Use the Display Options subtask to determine what prints on a "Units" line type.
Cost - Use this line type when billing costs incurred. Only one line will print on the billing for each cost line; therefore, this line type does not work the same way as an "Hours" or "Units" line type. You can include additional amounts such as burden and fee in this line type by using the Accounts subtask. This is the most commonly used line type.
Travel - Use this line type when travel needs to be broken out separately on a supporting schedule. By selecting "Travel" when printing the supporting schedule, you can print out information such as trip start and end date, destination, and purpose. The Travel lines assume that you are billing costs incurred. There is a one-to-one relationship between the Travel lines and the number of lines printed on a billing.
Enter a group heading that you want to print on the billing. All consecutive lines in this table that have the same group subtotal heading will be subtotaled on the bill.
For example, a group heading of "Direct Labor" can have lines under it for "Engineering Labor" and "Manufacturing Labor." The system will print the detail for each line, and the group subtotal for the detail lines, on the bill.
Enter the line heading that you want to print out on the billings, such as "Materials." Note that, for "Hours" and "Units" line types, the line heading does not apply; instead, the line heading comes from the description of the unit or the name of the labor category or employee. In the example in the documentation for the Group Subtotal Heading field, line headings would be "Engineering Labor" and "Manufacturing Labor."
Select this checkbox to print a supporting schedule for this line. You can set up supporting schedule formats in the Supporting Schedule Formats screen.
CPFC Example:
|
Line Type |
Group Subtotal Heading |
Line Heading |
Supporting Schedule Req? |
|
Cost |
Direct Labor |
Engineering Labor |
N |
|
Cost |
Direct Labor |
Manufacturing Labor |
N |
|
Travel |
Other Direct Costs |
Travel |
|
|
Cost |
Other Direct Costs |
Materials |
N |
|
Cost |
Other Direct Costs |
Equipment Rental |
N |
|
Cost |
Other Direct Costs |
Other Direct Costs |
N |
|
Cost |
Indirect |
Fringe |
N |
|
Cost |
Indirect |
Eng. Overhead |
NR |
|
Cost |
Indirect |
Mf. Overhead |
N |
|
Cost |
Indirect |
Administrative |
N |
|
Cost |
FEE |
Fee |
N |
Time & Materials Example:
|
Line Type |
Group Subtotal Heading |
Line Heading |
Supporting Schedule Req? |
|
Hours |
Direct Labor |
N/A |
N |
|
Units |
Equipment Charges |
N/A |
N |
|
Travel |
Other Direct Costs |
Travel |
Y |
|
Cost |
Other Direct Costs |
Materials |
N |
|
Cost |
Other Direct Costs |
Equipment Rental |
N |
|
Cost |
Other Direct Costs |
Other Direct Costs |
N |
|
Cost |
Indirect |
Administrative |
N |
* A red asterisk denotes a required field.
Select this subtask link to open the Accounts subtask. You must select a line from the table window to access this subtask.
Changes to this screen update the BILL_FRMT table.
