Use the information in this tab to review or enter transactions that have been billed. The system updates the majority of the transactions in this tab through the posting processes. You may wish to input data for bills posted outside the system in this screen. You cannot use the Calculate Retroactive Bills (Projects\Process\Billing) or the Reverse Previous Bills (Projects\Process\Billing) processes on bills that were not posted by the system.
Use this tab when you need to review billed transactions or when you need to input historical data for posted bills.
Use the drop-down box to select the transaction type. The transaction type identifies the purpose of the transaction in regard to the billing. Valid transaction types are as follows:
Burden - Use this type for showing burden on allowed cost.
Cost - Use this type for billing transactions based on incurred cost.
Fee - Use this type for showing fee on incurred cost and burden.
Fee on Hours - Use this type for showing fee based on hours incurred.
Hours - Use this type for billing transactions based on loaded labor rates (T&M).
Retainage - Use this type for showing retainage or withholding on a bill.
Units - Use this type for billing transactions based on CLIN, Item, Revision #, and Quantity.
Cost of Money - Use this type for showing Cost of Money amounts, when applicable.
Over Fee Ceiling - Use this type for showing amounts in excess of the fee ceiling.
Over Cost Ceiling - Use this type for showing amounts in excess of the cost ceiling.
Over Total Ceiling - Use this type for showing amounts in excess of the total ceiling for a given project/task.
Schedule - Use this type for billing scheduled amounts entered in the Billings From Schedule subtask of the Project Billing Information screen (Projects\Maintain\Billing).
Fee on Labor - Use this type for showing fee on incurred labor costs.
Labor Discount - Use this type for a labor discount.
Non-Labor Discount - Use this type for a non-labor discount.
Enter, or use Lookup to select, a transaction project number that uses transactions to calculate billings.
The project entered in this field must be set up to allow charging in the Project Basic Information screen.
This field displays the journal code that identifies from where the transaction was posted.
If the transaction was added manually, or the transaction type is "Fee," "Burden," or "Retainage," it will not have a journal code.
This field displays either "System" or "User," depending on whether the system created the record during posting or whether the record was added manually in this screen.
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Note: You cannot change the audit trail information if the transaction is a "System" transaction. |
Use the fields in this group box to review the fiscal period posting information.
This field displays the fiscal year in which the transaction was posted or occurred (if entered manually).
The system uses this date to determine which burden rate should be applied to the transaction's costs during the Calculate Bills process (Projects\Process\Billing).
Period *
This field displays the period in which the transaction was posted or occurred (if entered manually).
The system uses this date to determine which burden rate should be applied to the transaction's costs during the Calculate Bills process (Projects\Process\Billing).
This field displays the subperiod in which the transaction was posted or occurred (if entered manually).
Enter, or use Lookup to select, an account that is related to the transaction.
The account entered in this field must be a detail account, must allow charging, and must be active for the fiscal year, period, and subperiod entered in this screen.
Enter, or use Lookup to select, an organization number.
The organization entered in this field must be active for the fiscal year, period, and subperiod entered in this screen, must be valid for the account entered, and must allow charging.
This non-editable field displays your company's functional currency.
This field displays the schedule number, which is used to relate many transactions together to one project bill. The only time the schedule number is different than the invoice number is when there is more than one customer sharing a project. Then the schedule number will be the lowest invoice number assigned for that billing posting.
This non-editable field indicates whether the transaction was included in an Inter-Company Work Order (IWO) transfer. This field displays "Y" (Yes) if this line was included in an IWO, "N" (No) if this line was not included in an IWO.
Enter a transaction description, up to 30 alphanumeric characters, for this transaction. This can be used on supporting schedules as an explanation of the charges.
Use this group box to review information related to the cost portion of the transaction. The fields in the Cost group box should be used for cost, burden, fee, and retainage transactions. For the transaction types of burden, fee, and retainage, the only fields that should be filled in are the Transaction Amt and the Amount Billed. These fields should be equal to each other for these transaction types. The only exception is the Amount Billed field, which is used by all of the transaction types. The sum of the Amount Billed field for all transactions belonging to a specific schedule number should equal the project receivable total for all customers sharing that project.
This field displays the cost amount of transaction that was used for billing.
If the Transaction Type is "Hours," you can enter the cost, but it will not be used for billing recalculation. You will also have cost amounts for "Fee," "Burden," and "Retainage" transactions.
This field displays the amount of the transaction that was written off from being billed. It is stored in the closed billing detail so that reports can show what was written off and the reason for the write-off. Normally you would not enter write-off transactions into the closed billing detail. We suggest that you enter a reason for writing off the amount in the Write-Off field in the Reason group box.
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Note: "Fee," "Burden," and "Retainage" transactions should not have any amount in this field. |
This field displays the amount of this transaction that has previously been billed. We do not recommend that you change this amount. The only time a transaction has an amount in Amt Prev Billed field is when the transaction was partially billed by putting a portion of the transaction on hold.
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Note: "Fee," "Burden," and "Retainage" transactions should not have any amount in this field. |
This field displays the amount billed for this transaction for this schedule number. All transaction types use the Amount Billed field.
The amount displayed in this field is the cost amount for the transaction.
If the Transaction Type is "Labor Discount" or "Non-Labor Discount," this field will display the discount amount.
Use the fields in this group box to review information related to the hours portion of the transaction. Hours transactions can come from Post Timesheets, Post AP/PO Vouchers, and Post Journal Entries processes.
This field displays the number of hours related to this transaction that were used for billing.
If the project is a T&M project and the transaction is a labor transaction, the cost will be displayed but is not used for calculating the billing. All billings using hours require additional information relating to employee and labor category. Enter this additional information in the Labor tab.
This field displays the number of hours of the transaction that were written off from being billed. It is stored in the Posted Billing Detail screen (Projects\Configure\Billing History) so that reports can show what was written off and the reason for the write off.
Normally you would not enter write-off transactions into this screen. However, if you decide to enter the write-off, we suggest that you enter a reason for writing off the hours in the Write-Off field in the Reason group box.
This field displays the number of hours of this transaction that were previously billed.
We recommend that you do not change this amount. The only time a transaction has an amount in the Hrs Prev Billed field is when the transaction was partially billed by putting a portion of the transaction hours on hold.
This field displays the hours billed for this transaction for this schedule number.
If a transaction has had a partial billing because hours were placed on hold, you will not be able to subtract the total of the Write Off Hrs plus the Hrs Prev Billed from the Transaction Hrs to arrive at the Hours Billed. At no time should the sum of the Write Off Hrs plus the Hrs Prev Billed plus the Hours Billed exceed the Transaction Hrs.
Use the fields in this group box to review information related to the units portion of the transaction. Units transactions come from the Post Units Usage process. You can enter information in the Units group box only if the transaction type is "Units."
This field displays the number of units related to this transaction that were used for billing.
All unit based transactions require additional information relating to CLIN and item number. Enter this additional information in the Units tab.
This field displays the number of units of the transaction that were written off from being billed.
This information is stored in this screen so that reports can show what was written off and the reason for the write off. Normally you would not enter write-off transactions into this screen. However, if you decide to enter write-offs, we suggest that you enter a reason for writing off the units in the Write-Off field in the Reason group box.
This field displays the number of units that were previously billed.
We do not recommend that you change this amount. Unit transactions can be partially billed because they have been placed on hold or have a quantity discount.
This field displays the units billed for this transaction for this schedule number.
If a transaction has had a partial billing because units were placed on hold, you will not be able to subtract the total of the Write Off Units plus the Units Prev Billed from the Transaction Units to arrive at the Units Billed. At no time should the sum of the Write Off Units plus the Units Prev Billed plus the Units Billed exceed the Transaction Units.
Use the fields in this group box to review billing currency information.
This field displays the code for the currency used to bill this project.
Once the project has been billed in one currency, changing the billing currency will cause incorrect retainage and tax amounts to print on invoices. If you need to change the billing currency of a project that has been previously billed, use the Update Billing Currency Amounts toolkit.
This field displays, in the billing currency, the amount previously billed for this project.
This field displays, in the billing currency, the total amount billed for this project.
If this transaction type is "Labor Discount" or "Non-Labor Discount," this field will display the discount amount.
Use the fields in this group box to enter a reason for write-offs and any comments about the transaction. If this information was entered in the Open Billing Detail screen, it will updated in this group box.
Enter, up to 60 alphanumeric characters, a reason for any write off amounts. This information can be accessed using Impromptu.
Enter, up to 256 alphanumeric characters, any comments about the transaction.
* A red asterisk denotes a required field.
