Accounts

Use this subtask to link the cost, hours, units, burden, cost of money, and fee information to each of the billing lines in the table window on the main screen. In order for the billing program to know how to summarize the detail data, you must identify the account(s) and, optionally, the organization(s) that belong to each line.

When should I use this subtask?

Use this subtask after you have set up the billing lines in the table window and before calculating bills that will use this billing format. You can change the structure of the billing format at any time, but you must recalculate bills in order for the changes to take affect.

FAQs

The fields in this table window work with each other to link cost, hours, units, burden, cost of money, and fee information to each of the billing lines from the main screen.

This subtask uses a "less is more" approach; the less information you provide on a given line in this table window, the more billing data that line represents. For example, if you fill in the Account field, but leave Organization field and all other fields blank, all organizations' costs (or hours or units) for the specified account will be summed for the selected billing line. If you fill in both the Account and Organization fields, only the selected account/organization combination's cost/hours/units will be included. The following field combinations will provide the following outcomes on your bill:

Enter the account and select the Fee? checkbox if you want the program to calculate and print the fee related to the cost of the account.
Enter the Account, Fiscal Year, and Pool fields if you want the program to compute and print the pool burden that relates to that account for that fiscal year and pool.
Enter the Account, Fiscal Year, and Pool fields and enter "Y" in the Com Pool? field if you want the program to calculate and print only the cost of money burden related to that account, pool, and fiscal year.
Enter the Account, Fiscal Year, and Pool fields and select the Fee? checkbox if you want the program to compute and print only the fee on the burden related to that account and pool and fiscal year.
Enter the Account and Organization fields only if you want the program to retrieve the cost (or hours or units) from that account/organization combination.
Enter the Account, Organization, Fiscal Year, and Pool fields if you want the program to retrieve the pool burden amount that relates to that account and organization for that fiscal year and pool.
Enter the Account, Organization, Fiscal Year, and Pool, and enter "Y" in the Com Pool? fields if you want the program to retrieve only the cost of money burden related to that account, organization, pool, and fiscal year.
Enter the Account, Organization, Fiscal Year, and Pool, and select the Fee? checkbox if you want the program to calculate only the fee on the burden related to that account, organization, pool, and fiscal year.
Enter the Account and Organization, and select the Fee? checkbox if you want the program to locate the fee related to the cost of the account and organization.
Enter the Fiscal Year and Pool only if you want the program to calculate and print all account/organization burden for that pool for that fiscal year. Note that if you do not identify the account/organization for a fiscal year and pool on one line, you cannot identify an account/organization for that same pool on any other lines.
Enter the Fiscal Year and Pool and select "Y" in the Com Pool? drop-down box only if you want the program to retrieve just the cost of money related to that pool and fiscal year for all accounts and organizations. Note that if you do not identify the account/organization for a fiscal year and pool on one line, you cannot identify an account/organization for that same pool on any other lines.
Enter the Fiscal Year and Pool and select the Fee? checkboxes if you want the program to calculate only the fee related to that pool and fiscal year for all accounts and organizations. Note that if you do not identify the account/organization for a fiscal year and pool on one line, you cannot identify an account/organization for that same pool on any other lines.
If you charge an account that is NOT mapped to the billing format, a line will display on your bill labeled "Other." A quick way to identify what makes up the "Other" line is to highlight the "Other" line in the Edit Standard Bills screen ("Other" will be display in the Group Description and Line Description fields) and open the Detail subtask. All transactions that make up the "Other" line will display in this subtask, and you can analyze the changes needed for the format. The amounts included in the "Other" line may not have been linked properly to a line in the Accounts subtask.

Examples

For a line to include all direct labor: Enter the direct labor account number in the Account field, leave everything else blank, and do not select the Fee? checkbox.
If you want a line which includes only direct labor for only organization "1.1": Enter the direct labor account in the Account field, enter organization "1.1" in the Organization field, leave the pool information blank, and do not select the Fee? checkbox.
For a line including all direct labor, plus burden: Fill in the first row with the direct labor account, leave the rest of the row blank, and do not select the Fee? checkbox. Then, fill in the next row of the table with the direct labor account, fill in the Fiscal Year, Pool, and COM ? drop-down fields, and do not select the Fee? checkbox.
To add a line with all direct labor, plus burden, plus fee: Start with the same two rows as in the previous example, and add another two rows. On the first additional row, fill in the account, leave the rest of the fields blank, and set Fee to "Y." On the second additional row fill in the Account, Fiscal Year, Pool, and COM ? fields, and select the Fee? checkbox.

Note: The less information you fill in on the table window, the more data will be summed on the related line of the bill.

You do not need to change your generic formats each fiscal year as long as you do not enter a fiscal year in the Fiscal Year field. The Fiscal Year field is used in conjunction with the Pool field. The system will include pools from all fiscal years if the Fiscal Year field is left blank.

Field Descriptions

Table Window

Use the fields in this table window to link the accounts, organizations, fiscal years, pools, and fees to lines on the main screen. You must select a line on the main screen before you can make entries in this table. The information entered here will determine what amounts print on the lines of the bill.

In filling in the lines for this subtask, keep in mind that the less data you enter on a row, the more data will be included on the related line on the bill. For example, if you want a line on the bill to include all direct labor, fill in the direct labor account number(s), leave everything else blank, and make sure the Fee? checkbox is deselected. See the question "How do the fields in this table window work together?" in the FAQs section for more information on this topic.

Enter, or use Lookup to select, the General Ledger account number(s) that should be linked to this line on the bill. Leave this field blank but fill in other fields in this row, if you want all accounts to be used for that row.

Enter the Account field only if you want the program to summarize the costs or hours or units that relate to that account.

Note: If you do not select an organization for an account, you cannot select one for the same Account for the remaining lines.