Use this subtask to review individual transaction lines that comprise each bill line. You cannot change transaction lines unless the Allow User to Edit Bills checkbox is selected in the Controls tab in the Project Billing Information screen (Projects\Maintain\Billing). Any changes made in this subtask will be reflected in the summary amount of the bill line on the main screen.
The recommended procedure for changing billable amounts is to make the correction using the original source journal or use the Adjust Open Billing Detail process (Projects\Process\Billing). Using either one of these methods will ensure that the general ledger and the billing history remain reconciled.
The Calculate Bills process automatically populates all of the columns in the detail table window. You cannot enter new lines in this screen.
Use this screen to review the transaction detail of the billing lines after you have calculated bills and before you have printed or posted the bills. You should also use this screen when you need to bill over ceiling amounts after the ceilings have been increased or when you wish to bill retainage.
You can use this screen when you need to bill retainage amounts, or over ceiling amounts after the ceilings have been increased.
Why is there an OTHER line in this table?
The OTHER line in the table represents billable costs that have been charged to an account/organization that has not been properly assigned to a line in the Generic Billing Formats screen.
Identify the problem by looking at the detail for the OTHER line in the Detail subtask. You should determine which account/organizations make up the OTHER line and add these account/organizations to the billing format in the Generic Billing Formats screen (Projects\Maintain\Billing).
You must recalculate the bill after you have corrected the problems with the billing format before you can delete the OTHER line.
The columns that display in this table window depend on the type of bill that has been selected. The order and type of columns differ, depending on whether the bill is a cost type bill or a loaded labor type bill. The table window columns are listed below by line type.
The following fields contain the cost detail that supports the billed amount for the selected line in the Standard Billing Info tab:
This non-editable field displays the project to which the transaction was posted.
This non-editable field displays the account to which the transaction was posted.
This non-editable field displays the organization to which the transaction was posted.
This non-editable field displays the pool number that is burdening the transaction. This field is applicable only to bill lines that contain indirect costs.
This non-editable field describes the type of transaction. Possible types are "C" (Cost), "F" (Fee), "B" (Burden), "COM" (Cost of Money), "R" (Retainage), "OF" (Over Fee Ceiling), "OT" (Over Total Ceiling), "DOL" (Labor Discount), or "DNL" (Non-Labor Discount). Depending on the transaction type, certain other fields on this screen may not contain data.
This field displays the sales tax or value added code for this transaction. You can maintain tax codes in the Sales/Value Added Tax screen.
This field is the result of multiplying the sales tax percent for the selected sales tax code times the Amount to Bill or Billing Currency Amount to Bill. Sales tax will be computed on accounts selected in Taxable Sales Account screen if the project has a linked sales tax code in Project Sales Tax Setup. You can edit this amount to adjust for rounding amounts in tax calculation in both your company's functional currency and this invoice's billing currency.
Billing Currency Sales Tax Amount
This field is the result of multiplying the sales tax percent for the selected sales tax code times the Amount to Bill or Billing Currency Amount to Bill. You can edit this amount to adjust for rounding amounts in tax calculation in both your company's functional currency and this invoice's billing currency.
This field displays the amount of the transaction that will be billed.
Make corrections to the amount in this field by adjusting the original source journal or use the Adjust Open Billing Detail process. Changes made to the billable amount in this field will cause the general ledger and the billing history to be out of balance because the billing history will reflect the adjusted amount and the General Ledger will reflect the original amount posted.
There will not be an audit trail for this change if the change is made directly in this screen and a bill is posted.
Billing Currency Amount to Bill
This field displays the amount, in billing currency, of the transaction that will be billed.
Change the rate group of the billing currency and recalculate the bill if the amount in this field is incorrect because it did not convert properly. Use the Adjust Open Billing Detail process or make an entry in the original source journal if the amount in this column is incorrect due to a posting error.
This non-editable field displays the amount that was placed on hold in the Open Billing Detail screen (Projects\Maintain\Billing).
This non-editable field displays the amount that was placed on hold in the Open Billing Detail screen (Projects\Maintain\Billing) in the billing currency of the bill.
This non-editable field displays the amount that was entered as the write off amount in the Open Billing Detail screen (Projects\Maintain\Billing).
Billing Currency Write Off Amount
This field displays, in the invoice's billing currency, the cost that has been previously placed on hold and which has now been determined to be unbillable at any time. By transferring amounts from Hold to Write Off, you can ensure that the transactions will not appear on any subsequent bills. Rows that contain burden or fee cannot be held or written-off, but can be edited via the Amount To Bill field. Changing this field will automatically change the Amount To Bill amount.
This field displays the billing history amount for previously billed transactions in your company's functional currency. Previously billed amounts are summarized on a separate line.
Billing Currency Previously Billed Amount
This field displays the billing history amount for previously billed transactions in the invoice's billing currency. Previously billed amounts are summarized on a separate line.
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Note: Run the Update Billing Currency Amounts screen if you need to change the currency for a project that has been previously billed. |
This non-editable field displays the direct cost ceiling that was entered for this project/account/organization in the Project Direct Cost Ceilings screen.
This field displays the retainage amount of the bill in your company's functional currency. Retainage amounts cannot be held or written off, but can be edited in this column. Changing the retainage amount will not affect the Amount To Bill.
Billing Currency Retainage Amount
This field displays the retainage amount of the bill in the invoice's billing currency. Retainage amounts cannot be held or written off, but can be edited in this column. Changing the retainage amount and the total amount due will not affect the Amount To Bill.
If you are billing for retainage, you should make this column negative for the amount of the retainage that you would like to bill. The total amount due will then be adjusted by the amount entered.
This non-editable field displays the amount of the bill that is over the total ceiling for this project. Total Ceilings are entered in the Project Total Ceilings screen.
Billing Currency Over Total Ceiling Amount
This field displays, in the invoice's billing currency, the amount that caused the total project ceiling to be exceeded. This amount will be excluded from the bill.
If the ceiling is increased, you can enter a negative amount in this field and the total amount due for the bill will be increased by that amount.
This non-editable field displays the amount of the fee on this bill that exceeds the fee ceiling. Fee ceilings are entered in the Project Total Ceilings screen.
Billing Currency Over Fee Ceiling Amount
This field displays, in the invoice's billing currency, the amount that caused the total project fee ceiling to be exceeded. This amount will be excluded from the bill.
If the fee ceiling is increased, you can enter a negative amount in this field and that amount will be included in the total amount due for the invoice.
This non-editable field displays the amount that the bill exceeds the total cost ceiling. Cost ceilings are entered in the Project Total Ceilings screen.
Billing Currency Over Cost Ceiling Amount
This field displays, in the invoice's billing currency, the cost that caused the total cost ceiling to be exceeded. This amount will be excluded from the bill.
If the cost ceiling is increased, you can enter a negative amount in this field and that amount will be included in the total amount due for the invoice.
This field displays the discount amount applied to the bill. This amount is excluded from the bill.
This field displays, in the invoice's billing currency, the discount amount applied to the bill. This amount is excluded from the bill.
This field describes the source of the transaction. If the transaction is an auditable record (it was added to Open Billing Detail by a system posting process), the source will be "System." If you entered the transaction manually in the Open Billing Detail screen (Projects\Maintain\Billing) (it cannot be traced back to the General Ledger), the source will be "User."
This field displays the description of the transaction as it was entered.
This non-editable field displays the fiscal year to which the transaction was posted.
This non-editable field displays the period to which the transaction was posted.
This non-editable field displays the subperiod to which the transaction was posted.
This non-editable field displays the journal that was used to enter and post the transaction.
This field displays the ID type for labor transactions. The ID type can be "Employee," "Vendor," "Vendor Employee," or "None."
This field displays the employee, vendor, or vendor employee ID for those transactions with an ID Type other than "None."
This non-editable field displays the full employee, vendor, or vendor employee name for the selected ID.
This non-editable field displays the voucher number if the transaction was entered in Costpoint Accounts Payable.
This non-editable field displays the invoice number if the transaction was entered in Costpoint Accounts Payable.
This non-editable field displays the pool rate that was used when computing the indirect amounts on the bill as a real number. For example, an amount of $1.50 for an hours-based pool displays as "1.5000," and a rate of 13% for a cost-based pool displays as "0.130000."
This non-editable field displays the journal entry number if the transaction was entered via journal entry.
This non-editable field displays the cash receipt number if a cash receipt has been entered.
Use this field to record the reason that amounts have been placed on hold.
You can place amounts on hold and enter a reason for the hold in the Open Billing Detail screen (Projects\Maintain\Billingl). If you entered the reason for the hold in the Open Billing Detail screen, that description will display in this field.
Use this field to record the reason any amounts have been written off. The reason for a write off can also be entered in the Open Billing Detail screen (Projects\Maintain\Billing). If the reason has been entered there, it will automatically display in this field.
This non-editable field displays the reference number 1 to which the transaction was posted, if applicable.
This non-editable field displays the reference number 2 to which the transaction was posted, if applicable.
The columns in the table window are displayed for a hours line type invoice, as follows:
This non-editable field displays the project to which the transaction was posted.
This non-editable field displays the account to which the transaction was posted.
This non-editable field displays the organization to which the transaction was posted.
This field displays the amount of the transaction that will be billed.
Make corrections to the amount in this field by adjusting the original source journal or use the Adjust Open Billing Detail process (Projects\Process\Billing). Changes made to the billable amount in this field will cause the general ledger and the billing history to be out of balance because the billing history will reflect the adjusted amount and the General Ledger will reflect the original amount posted.
There will not be an audit trail for this change if the change is made directly in the screen and a bill is posted.
Billing Currency Amount to Bill
This field displays the amount, in billing currency, of the transaction that will be billed.
Change the rate group of the billing currency and recalculate the bill if the amount in this field is incorrect because it did not convert properly. Use the Adjust Open Billing Detail process (Projects\Process\Billing) or make an entry in the original source journal if the amount in this column is incorrect due to a posting error.
Billing Currency Write Off Amount
This field displays, in the invoice's billing currency, the cost that has been previously placed on hold and which has now been determined to be unbillable at any time. By transferring amounts from Hold to Write Off, you can ensure that the transactions will not display on any subsequent bills. Rows that contain burden or fee cannot be held or written-off, but can be edited via the Amount To Bill field. Changing this field will automatically change the Amount To Bill field.
This non-editable field displays the billing history amount for previously billed transactions in your company's functional currency. Previously billed amounts are summarized on a separate line.
Billing Currency Previously Billed Amount
This non-editable field displays the billing history amount for previously billed transactions in the invoice's billing currency. Previously billed amounts are summarized on a separate line.
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Note: Run the Update Billing Currency Toolkit if you need to change the currency for a project that has been previously billed. |
This field displays the discount amount applied to the bill. This amount is excluded from the bill.
This field displays, in the invoice's billing currency, the discount amount applied to the bill. This amount is excluded from the bill.
Billing Currency Retainage Amount
This field displays the retainage amount of the bill in the invoice's billing currency. Retainage amounts cannot be held or written off, but can be edited in this field. Changing the retainage amount will not affect the Amount To Bill, and will only affect the total amount due.
If you are billing for retainage, you should make this field negative for the amount of the retainage that you want to bill. The total amount due will then be adjusted by the amount entered.
Billing Currency Over Total Ceiling Amount
This field displays, in the invoice's billing currency, the amount that caused the total project ceiling to be exceeded. This amount will be excluded from the bill.
If the ceiling is increased, you can enter a negative amount in this field and the total amount due for the bill will be increased by that amount.
Billing Currency Over Fee Ceiling Amount
This field displays, in the invoice's billing currency, the amount that caused the total project fee ceiling to be exceeded. This amount will be excluded from the bill.
If the fee ceiling is increased, you can enter a negative amount in this field and this amount will be included in the total amount due for the invoice.
Billing Currency Over Cost Ceiling Amount
This field displays, in the invoice's billing currency, the cost that caused the total cost ceiling to be exceeded. This amount will be excluded from the bill.
If the cost ceiling is increased, you can enter a negative amount in this field and this amount will be included in the total amount due for the invoice.
This field describes the source of the transaction. If the transaction is an auditable record (it was added to Open Billing Detail by a system posting process), the source will be "System." If you entered the transaction manually in the Open Billing Detail screen (Projects\Maintain\Billing) (it cannot be traced back to the General Ledger), the source will be "User."
This non-editable field displays the description of the transaction as it was entered.
This non-editable field displays the fiscal year to which the transaction was posted.
This non-editable field displays the period to which the transaction was posted.
This non-editable field displays the subperiod to which the transaction was posted.
This non-editable field displays the journal that was used to enter and post the transaction.
This non-editable field displays the ID type for labor transactions. The ID type can be "Employee," "Vendor," "Vendor Employee," or "None."
This non-editable field displays the employee, vendor, or vendor employee ID for those transactions with an ID Type other than "None."
This non-editable field displays the full employee, vendor, or vendor employee name for the selected ID.
This non-editable field displays the voucher number if the transaction was entered in Accounts Payable.
This non-editable field displays the invoice number if the transaction was entered in Accounts Payable.
This non-editable field displays the journal entry number if the transaction was entered via journal entry.
This non-editable field displays the cash receipt number if a cash receipt has been entered.
Use this field to record the reason any amounts have been placed on hold.
Amounts can be placed on hold in the Open Billing Detail screen (Projects\Maintain\Billing). Amounts can also be placed on hold and the reason for the hold entered in that screen. If you entered the reason for the hold in the Open Billing Detail screen, that description will be displayed here and cannot be edited.
Use this field to record the reason any amounts have been written off.
The reason for a write off can also be entered in the Open Billing Detail screen (Projects\Maintain\Billing). If the reason has been entered in that screen, it will also display in this field and cannot be edited.
This non-editable field displays the reference number 1 to which the transaction was posted, if applicable.
This non-editable field displays the reference number 2 to which the transaction was posted, if applicable.
This non-editable field displays the Project Labor Category (PLC) of the transaction. The PLC was included on the timesheet or in the journal entry when it was posted.
This non-editable field displays the description of the PLC.
This non-editable field displays the number of hours that will be billed for this transaction.
If the number of hours is incorrect, you must use the original source journal or the Adjust Open Billing Detail process (Projects\Process\Billing) to correct it. You must recalculate the bill after the correction has been entered and posted.
This non-editable field displays, in your company's functional currency, the rate that will be multiplied by the Hrs To Bill to arrive at the Amount To Bill. This field can be edited.
This editable field displays, in your company's functional currency, the rate before discount.
This non-editable field displays the rate type for those billing rates that include loaded labor in their formulas. This field displays either "A" (Actual), "B" (Billing), "C" (Ceiling), "S" (Standard), or "None," and is defined under the Labor tab of the Open Billing Detail screen.
This non-editable field displays the amount of hours of the Amount To Bill that you would like to place on hold and exclude from the bill. Changing this field changes the Hrs To Bill, which, in turn, changes the Amount To Bill.
The transactions placed on hold will retain that status, and will display in the Hold Hrs field in the Open Billing Detail screen (Projects\Maintain\Billing) until you manually change them. If a transaction is partially placed on hold and then subsequently billed, note that the transaction will display more than once on the supporting schedules (i.e., once for each portion that has been billed).
This field displays the hours that have been previously placed on hold and that have now been determined to be unbillable at any time. By transferring them from Hold to Write Off, you ensure that the transactions will not appear on any subsequent bills. Rows that contain burden or fee cannot be held or written-off, but can be edited via the Amount To Bill field. Changing this field changes the Hrs To Bill, which, in turn, changes the Amount To Bill.
This non-editable field displays the billing history hours for previously billed transactions. Hours previously billed are summarized on a separate line.
This field is not currently used.
This non-editable field displays the General Labor Category (GLC) assigned to the employee on this transaction. The GLC was included on the timesheet or in the journal entry when it as posted.
This non-editable field displays the description of the GLC assigned to the employee on this transaction.
This non-editable field displays the timesheet date associated with the transaction.
This non-editable field displays the usage date used for transactions that were entered in the Enter Units Usage screen (Projects\Transactions\Units).
This non-editable field displays, in the invoice's billing currency, the rate that will be multiplied by the Hrs To Bill to arrive at the Amount To Bill.
Billing Currency Billing Rate Before Discount
This editable field displays, in the invoice's billing currency, the rate before discount.
The columns in the table window are displayed for a units line type, as follows:
This non-editable field displays the project to which the transaction was posted.
This non-editable field displays the account to which the transaction was posted.
This non-editable field displays the organization to which the transaction was posted.
This field displays the sales tax or value added code for this transaction. You can maintain tax codes in the Sales/Value Added Tax screen.
This field is the result of multiplying the sales tax percent for the selected sales tax code times the Amount to Bill or Billing Currency Amount to Bill. You can edit this amount to adjust for rounding amounts in tax calculation in both your company's functional currency and this invoice's billing currency.
This field displays the amount of the transaction that will be billed.
Make corrections to the amount in this field by adjusting the original source journal or use the Adjust Open Billing Detail process (Projects\Process\Billing). Changes made to the billable amount in this field will cause the general ledger and the billing history to be out of balance because the billing history will reflect the adjusted amount and the General Ledger will reflect the original amount posted.
There will not be an audit trail for this change if it is made directly in the screen and a bill is posted.
Billing Currency Amount to Bill
This field displays the amount, in billing currency, of the transaction that will be billed.
Change the rate group of the billing currency and recalculate the bill if the amount in this field is incorrect because it did not convert properly. Use the Adjust Open Billing Detail process (Projects\Process\Billing) or make an entry in the original source journal if the amount in this column is incorrect due to a posting error.
Billing Currency Write Off Amount
This field displays, in the invoice's billing currency, the cost that has been previously placed on hold and which has now been determined to be unbillable at any time. By transferring amounts from Hold to Write Off, you can ensure that the transactions will not display on any subsequent bills. Rows that contain burden or fee cannot be held or written-off, but can be edited via the Amount To Bill field. Changing this field will automatically change the Amount To Bill field.
This non-editable field displays the billing history amount for previously billed transactions in your company's functional currency. Previously billed amounts are summarized on a separate line.
Billing Currency Previously Billed Amount
This non-editable field displays the billing history amount for previously billed transactions in the invoice's billing currency. Previously billed amounts are summarized on a separate line.
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Note: Run the Update Billing Currency Toolkit if you need to change the currency for a project that has been previously billed. |
This field displays the discount amount applied to the bill. This amount is excluded from the bill.
This field displays, in the invoice's billing currency, the discount amount applied to the bill. This amount is excluded from the bill.
Billing Currency Retainage Amount
This field displays the retainage amount of the bill in the invoice's billing currency. Retainage amounts cannot be held or written off, but can be edited in this field. Changing the retainage amount will not affect the Amount To Bill, and will only affect the total amount due.
If you are billing for retainage, you should make this field negative for the amount of the retainage that you want to bill. The total amount due will then be adjusted by the amount entered.
Billing Currency Over Total Ceiling Amount
This field displays, in the invoice's billing currency, the amount that caused the total project ceiling to be exceeded. This amount will be excluded from the bill.
If the ceiling is increased, you can enter a negative amount in this field and the total amount due for the bill will be increased by that amount.
Billing Currency Over Fee Ceiling Amount
This field displays, in the invoice's billing currency, the amount that caused the total project fee ceiling to be exceeded. This amount will be excluded from the bill.
If the fee ceiling is increased, you can enter a negative amount in this field and this amount will be included in the total amount due for the invoice.
Billing Currency Over Cost Ceiling Amount
This field displays, in the invoice's billing currency, the cost that caused the total cost ceiling to be exceeded. This amount will be excluded from the bill.
If the cost ceiling is increased, you can enter a negative amount in this field and this amount will be included in the total amount due for the invoice.
This field describes the source of the transaction. If the transaction is an auditable record (it was added to Open Billing Detail by a system posting process), the source will be "System." If you entered the transaction manually in the Open Billing Detail screen (Projects\Maintain\Billing) (it cannot be traced back to the General Ledger), the source will be "User."
This non-editable field displays the description of the transaction as it was entered.
This non-editable field displays the fiscal year to which the transaction was posted.
This non-editable field displays the period to which the transaction was posted.
This non-editable field displays the subperiod to which the transaction was posted.
This non-editable field displays the journal that was used to enter and post the transaction.
This non-editable field displays the cash receipt number if a cash receipt has been entered.
Use this field to record the reason any amounts have been placed on hold.
Amounts can be placed on hold in the Open Billing Detail screen. Amounts can also be placed on hold and the reason for the hold entered in that screen. If you entered the reason for the hold in the Open Billing Detail screen (Projects\Maintain\Billing), that description will be displayed here and cannot be edited.
Use this field to record the reason any amounts have been written off.
The reason for a write off can also be entered in the Open Billing Detail screen (Projects\Maintain\Billing). If the reason has been entered in that screen, it will also display in this field and cannot be edited.
This non-editable field displays the reference number 1 to which the transaction was posted, if applicable.
This non-editable field displays the reference number 2 to which the transaction was posted, if applicable.
This field displays comments that were entered in the Open Billing Detail screen (Projects\Maintain\Billing). You can enter or change the comments in this screen.
This non-editable field displays the units that are available to be billed.
This non-editable field displays the unit price associated with the catalog or CLIN for the units.
This non-editable field displays the catalog associated with the units on this line. This field will not be used if the units are associated with a CLIN.
This non-editable filed displays the item number of the units.
This non-editable field displays the item revision number for the units.
This non-editable field displays the item descriptions associated with the units on this line.
This non-editable field displays the unit price for the units in the billing currency of the bill.
This non-editable field displays the units that have been placed on hold in the Open Billing Detail screen (Projects\Maintain\Billing).
This non-editable filed displays the units that have been written off in the Open Billing Detail screen (Projects\Maintain\Billing).
This non-editable field displays units that have been previously billed for this project/account/organization.
This non-editable field displays the units ceiling.
This non-editable field displays the CLIN associated with the units on this line.
This non-editable field displays the usage date for the units on this line.
This non-editable field displays the long description of the units on this line.
* A red asterisk denotes a required field.
Select this subtask link to open the Customs Info subtask, which contains information for VAT and Sales tax reporting.
Changes to this table update the BILL_EDIT_DETL (Billing Edit Detail) table.
