Standard Billing Info

The billing format is determined in the Project Billing Information screen (Projects\Maintain\Billing).  When the bill is computed, the format is used to determine how to group the charges into lines on the bill and how to present information in the bill header.

You can choose a standard billing format or a generic bill that you have designed in the Generic Billing Formats screen (Projects\Maintain\Billing).

If you need to change the billing format, you must do so in the Project Billing Information screen and then recalculate the bill.

When you first enter the Edit Standard Bills  screen (Projects\Transactions\Billing), only the ending billing date is populated.  The Calculate Bills process (Projects\Process\Billing) populates this field with the ending date of the period for which the bills were calculated.  You can edit the beginning and ending dates of the billing period in this screen.

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 billing format screen.

Use the Detail subtask to identify the account/organizations that are missing from the Generic Billing Format.  Add the missing account/organizations to the format and recalculate the bill.

You can produce a bill in a currency other than the functional currency of the database by selecting the billing currency in the Project Billing Information screen (Projects\Maintain\Billing).  The currency selection cannot be made in this screen.  

When you select your billing currency, you also select a rate group.  This rate group will determine the conversion rates that will be used when you run the Calculate Bills screen (Projects\Process\Billing).  If you need to change the rate group or the currency, you must make the changes in the Project Billing Information screen and recalculate the bill.

All amounts on the bill are converted using exchange rates unless you have selected the Use Transactional Currency Billing checkbox in the Other Info tab of the Project Billing Information screen.  No conversion of transaction amounts will be converted if you select this checkbox.  If your bill is a loaded labor type, you must also use a "T" rate type if you do not want exchange rates to be applied.

You can change the invoice number in this screen if you have selected the Allow User to Edit Bills checkbox in the Controls tab of the Project Billing Information screen (Projects\Maintain\Billing).  

The invoice number must be unique system-wide.  When you change the invoice number that has been assigned to the invoice in this screen, the system will search the database to determine if the invoice number you have entered is unique.  The system reviews the Accounts Receivable history tables, Enter Manual Bills, Enter Customer Product Bills, Enter Project Product Bills, Enter Milestone/Percent Complete Bills, Edit Progress Payment Bills, Enter Standard Bills, Create Sales Order Invoices, Enter Shipping Transactions, and Print COBRA Coupons/Create Invoice screens to determine if a duplicate invoice ID exists.  If a duplicate is found ,an error message displays and you will not be allowed to save the record.  If no duplicate is found, then you will be able to save the record and the bill will display the new invoice number.

This field displays the company-wide invoice number assigned to this bill. This field, which serves as your internal tracking number, is initialized in the Billing Settings screen and is incremented by one for each bill calculated.

Note: The invoice numbers assigned are non-contiguous. For example, when you calculate your first 10 bills, the invoices are numbered 1 to 10. But if you re-calculate any three of the bills, they are assigned invoice numbers 11 through 13.

You can change the invoice number if you have selected the Allow User to Edit Bills checkbox in the Controls tab of the Project Billing Information screen.  The system reviews the Accounts Receivable history tables, Enter Manual Bills, Enter Customer Product Bills, Enter Project Product Bills, Enter Milestone/Percent Complete Bills, Edit Progress Payment Bills, Enter Standard Bills, Create Sales Order Invoices, Enter Shipping Transactions, and Print COBRA Coupons/Create Invoice screens to determine if a duplicate invoice ID exists.  If a duplicate is found, an error message displays and you will not be allowed to save the record.  If no duplicate is found, you will be able to save the record and the bill will display the new invoice number.

This field displays the default invoice date as entered in the Calculate Bills screen (Projects\Process\Billing). It can be edited.

Using this drop-down box, select the status of the bill. "Selected," "Unselected," "Reverse," and "Void" are the available options. Only the "Unselected" and "Selected" options can be manually assigned.  The system assigns "Reverse" and "Void" during the Reverse Previous Bills process (Projects\Process\Billing).

For calculated bill types, the initial status after the bill is calculated is "Unselected." This will cause a message to print on your bill indicating that it is in an "Unselected," or draft, state.

Note: For progress payment bills, this message does not print. You can edit progress payment bills in the Edit Progress Payment Bills screen (Projects\Transactions\Billing).

Before you can post a bill, it must have a "Selected" status. This indicates that the bill is acceptable. If a bill must be recalculated, it must have a status of "Unselected."

You can change the status of each bill individually in this screen, or you can update the status for a range of bills in the Select Bills for Posting screen (only standard bills and progress payment bills can be changed in the Select Bills for Posting screen (Projects\Transactions\Billing)).

For Reversing bills, the status will be either "Reverse," if the re-bill option has been selected, or "Void," if the bill is not to be re-billed. You cannot edit reversing bills or change their status; you can only delete or post them.

This non-editable field displays the billing format established in the Project Billing Information screen.

 

This non-editable field displays the billing format established in the Project Billing Information screen.

This non-editable field displays the percentage of the bill that applies to the customer. The percentage is established in the Project Billing Information screen (Projects\Maintain\Billing).

Enter the beginning date of the billing period. This field will initially be blank when you select a bill to edit. This field is not required, and there is no validation of this date other than it must not be later than the ending period date.

You can enter the beginning date for each bill individually in this screen, or enter it for a range of bills in the Print Standard Bills screen (Projects\Transactions\Billing). If you enter the date in both this screen and the Print Standard Bills screen, the date from this screen will be used. The date entered here does not affect which transactions are included in the billing.  The fiscal year, period, and subperiod entered in the Calculate Bills screen (Projects\Process\Billing) determine which transactions are included on the bill.

You can specify the ending date when you run the Calculate Bills screen. If you do not specify the ending date, the ending date of the subperiod for which the bill is being calculated will be the default.  

You can edit the ending of the billing period in this screen. Only transactions that have been posted within the subperiod entered in the Calculate Bills screen will be included on the bill. Therefore, changing this date will not affect which transactions are included on the bill.

This field displays the due date, which is calculated based on the payment terms established for the customer in the Customers screen (Accounting\Maintain\Customers). This field can be edited.

This non-editable field displays the total billed amount after all withholdings and retainages have been deducted.

This non-editable field displays the currency used for this bill. The currency for this bill was selected in the Other Info subtask of the Project Billing Information screen (Projects\Maintain\Billing).

This non-editable field displays the total billed amount, displayed in billing currency, after all withholdings and retainages have been deducted.

Use this field to attach a file to your standard bill. You can use this feature to attach a copy of this bill, the section of the contract that defines the billing requirements, documentation for the bill such as timesheets or vouchers, or other information regarding contract funding.  You can access the document location in the Standard Billing History Inquiry screen after posting the bill. You must calculate standard bills before you can use this field. You should attach documents before you post the bills.

Enter the location of the file that you want to attach to your bill. You can also select the Browse for file pushbutton to the right of this field to open a dialog and navigate your network to locate the file that you want to attach to your bill.

Use the Open file pushbutton to view the attached file. The system displays an error message if no document location has been entered.

Note:  You can save a copy of this bill in the document location. After making your final edits, set the Status to "Selected" and use the Print Standard Bills  screen (Projects\Transactions\Billing) to print the bill to a file in the document location.

This non-editable field displays the group description of this bill line. These groups display on the bill as separate subtotals. The groups are defined in the Generic Billing Formats screen (Projects\Maintain\Billing) or, if a 1035 format is specified, the function code (labor, non-labor, etc.) of the account group for this project determines the group description.

When establishing a T&M bill in the Generic Billing Formats screen, place the Hours group before the Cost group so that the bill is formatted correctly.

If you see a Group Description of "Other," this indicates a design or other error and it should be investigated. Highlight the line with the Group Description of "Other" and open the Detail subtask. This will assist you in analyzing the cause of the problem. Review the accounts, organizations, pool amounts, and fees that exist on the "Other" line and check to see that they have been properly set up in the billing format.   

This non-editable field displays the line description of this bill line. Billing lines with the same line description comprise a line on the bill. The lines are defined in the Generic Billing Formats screen (Projects\Maintain\Billing) or, if a 1035 format is specified, the account name determines the line description.

If you see a Line Description of "Other," this indicates a design or other error and should be investigated. Highlight the line with the Line Description of "Other" and open the Detail subtask. This will assist you in analyzing the cause of the problem. Review the accounts, orgs, pool amounts, and fees that exist on the "Other" line and check to see that they have been properly set up in the billing format.   

This non-editable field displays the line type for this bill line. The line types determine how the costs will be presented on the bill.

• On T&M projects, the "Hours" line type is used for labor while the "Cost" type is used for costs.

• On Non-T&M projects, the "Cost" line type is used for costs and the "Units" type is used for units.

This field is used only if the Line Type is "Hours" or "Units."

• If the Line Type is "Hours," this field will display the number of hours by labor category by rate.

• If the Line Type is "Units," this field will display the number of units by unit type.

This non-editable field is used only if the Line Type is "Hours" or "Units." The amount displayed represents either per hour or per unit rate, depending on the line type.

This field displays the rate before discount.  If you are not using PLC billing discounts, this field is hidden.

This non-editable field displays the "Hours" or "Units" rate in the billing currency for this invoice.

This field displays the rate before discount in the billing currency for this invoice. If you are not using PLC billing discounts, this field is hidden.

This field displays the amount that will be printed in the Current Amount column of the bill. For "Hours" and "Units" line types, the amount is the Quantity times the Rate. For "Cost" line types, this field is the total of the transaction amounts of the accounts that have been assigned this bill line. This column is displayed in the functional currency. This amount is always posted to the Billing and Accounts Receivable history tables even if the billing currency is in a currency other than functional.

If you need the detailed transactional data for this line, use the Detail subtask.

 This field displays, in the billing currency, the amount that will be printed in the Current Amount column of the bill. For "Hours" and "Units" line types, the amount is the Quantity times the Billing Currency Rate. For "Cost" line types, this field is the total of the billing currency transaction amounts of the accounts that have been assigned this bill line.

If you need the detailed transactional data that makes up the total on this line, use the Detail subtask to view this data.

This field displays the sales tax applied to this line amount.

This field displays, in the invoice's billing currency, the sales tax applied to this line amount.

This field is used only if the Line Type is "Hours" or "Units."

• If the Line Type is "Hours," this field will display the number of inception-to-date hours.

• If the Line Type is "Units," this field will display the number of inception-to-date units.

This field displays the amount that will be printed in the Cumulative Amount column of the bill.

• For "Hours" and "Units" line types, the amount is usually the Quantity times the Rate.

• For "Cost" line types, this field is the total of the inception-to-date transaction amounts of the accounts that have been assigned this bill line.

 This field displays the amount, in this invoice's billing currency, that will be printed in the Cumulative Amount column of the bill. For "Hours" and "Units" line types, the amount is usually the Quantity times the Billing Currency Rate. For "Cost" line types, this field is the total of the inception-to-date billing currency transaction amounts of the accounts that have been assigned this bill line.

Note: If you want to change billing currencies after you have already posted billings in another currency, you must use the Update Billing Currency Amounts toolkit to update the cumulative amount column.

This column displays previously billed tax amounts in functional currency.

This column displays previously billed tax in billing currency.