Maintain ACRN Bills

You will need to enter any ACRN or ACRN/Line Item data and amounts into the system for any ACRN or ACRN/Line Item combination that is active and has available funds remaining.  Enter the ACRN or ACRN/Line Item values, ACRN Value, and Previous ACRN Allocation Amount (cumulative posted billing amount) in the table window. The system will calculate the Total ACRN Allocation Amount and Remaining ACRN Value amount automatically.

If the data is beneficial for reporting/tracking purpose, you can enter all ACRN or ACRN/Line Item values and their corresponding field amounts regardless of their active status and remaining funds.  You can print ACRN data and values using the Print ACRN Billing Edit Report (Projects\Transactions\Billing).

If you are upgrading from 6.0 to 6.1, you cannot edit the Project Level At and Below field (PROJ_ACRN_DETL.TRN_PROJ_ID) for existing rows in the table. This rule preserves the integrity of the data and the previously billed amounts. If you upgrade and need to calculate allocation amounts at a level below the billing project number, you must add a new line (or multiple lines) to add the new lower level transaction data and then delete the original line.

For example, you have the following project data set up in version 6.0 using ACRN Only with Mapping:

After you upgrade to version 6.1, the table window displays the following values (the version 6.0 screen is the same except the Project Level At and Below field is not visible):

This setup uses the same general ledger account for direct labor, so there is no accurate way to distinguish the allocation amounts for the Engineering and Support Labor tasks. To correct this issue, break out Sequence Number 1 into two separate rows. To accomplish this, insert the two new rows and then delete the original Sequence Number 1 row. The new screen would look like this during data entry (before saving):

In this scenario, the first row, the original Sequence Number 1, is marked for deletion.

You would not have to adjust Sequence 3 because all Other Direct Costs are associated with ACRN AB.  However, you could optionally delete Sequence Number 3 and add a new line for project C100.01.03.

Enter, or use Lookup to select, a valid project for which ACRN billings will be calculated. This field is required. The non-editable field to the right displays the project name.

The project must be exist in the Project Billing Information screen (Projects\Maintain\Billing\Project Billing Information)and must be transaction-based. A transaction-based billing formula is one that is billed according to the transactions that were charged to the project and used by the Calculate Bills screen (Projects\Process\Billing\Calculate Bills). The transactions-based billing formulas include all the formulas except "Enter Bill Manually" and "Manual Bills with Unbilled Detail." You cannot use a "Progress Payment" formula with ACRN bills.

The level of the project in this field defines the level at which the project ACRN allocation amounts are calculated. All transactions at this level and below are included in the calculations.

Select this checkbox if the project is active.  This checkbox is selected by default when a project is set up, but can be changed.

Use this checkbox to enable ACRN billing calculations.  During initialization, you can unselect the checkbox to prevent ACRN allocation amounts from being computed until all data has been entered and verified.  You can also unselect the checkbox once a project lifespan is over to prevent future calculations.

If you select this check box, you can edit the Project Level At and Below field in the table window. This check box is available only when the Billing Requirement is ACRN Only with Mapping or ACRN/Line Item with Mapping.

Select this radio button to invoice an ACRN and dollar amount.  If you select this option, there will not be any restriction on how costs are allocated to the funding pools (ACRNs); labor and other direct costs can be paid by any active ACRN with available funds.

Example:

ACRN data exists as follows:

If a Standard Bill is calculated and results in the following amounts:

The ACRN allocation on the standard bill will look as follows:

Select this radio button to invoice an ACRN and dollar amount and require direct accounts or PLCs to be linked to each ACRN.  If you select this option, there is a restriction on how costs are allocated to the funding pools (ACRNs).

Example #1:

Example #2:

Select this radio button to invoice an ACRN, an associated line item, and dollar amount.  If you select this option, there will be no restriction on how costs are allocated to the funding pools (ACRNs); Labor and Other Direct Costs can be paid by any active ACRN/Line Item with available funds.

Example:

ACRN data exists as follows:

If a Standard Bill is calculated and results in the following amounts:

The ACRN allocation on the standard bill will look as follows:

Select this radio button to invoice an ACRN, an associated Line Item, and dollar amount, and to require direct accounts or PLCs to be linked to each ACRN/Line Item. If you select this option, there will be a restriction on how the costs are allocated to the funding pools (ACRNs).

Example #1

Example #2

Select this radio button to allocate ACRN amounts using a "First In, First Out" methodology (ACRN AA funds are used before ACRN AB funds.) The sequence number linked to each ACRN and/or line item determines the order of funds used.

Example:

ACRN data exists as follows:

If a Standard Bill is calculated and results in the following amounts:

The ACRN allocation on the standard bill will look as follows:

Select this radio button to allocate ACRN amounts using a "Last In, First Out" methodology (ACRN AB funds are used before ACRN AA funds.)  The Sequence Number linked to each ACRN and/or Line Item determines the order of funds used.

Example:

ACRN data exists as follows:

If a Standard Bill is calculated and results in the following amounts:

The ACRN allocation on the standard bill will look as follows:

Select this radio button to use a ratio of available funds for each ACRN and/or ACRN/Line Item to the total remaining funds for all ACRNs.  The system applies the resulting ratio to the total amount(s).  

Example:

ACRN data exists as follows:

If a Standard Bill is calculated and results in the following amounts:

The ACRN allocation on the standard bill will look as follows:

The calculations for the proration are as follows:

This non-editable field displays the calculated invoice amount for this project.  The invoice amount is derived from the Edit Standard Bills  screen (Projects\Transactions\Billing).  If an invoice has not been calculated for the project, 0.00 will display in the field.

This non-editable field displays the sum of the Current ACRN Allocation Amount values in the ACRN Details table window.

Enter a sequence number in this required field to specify the order in which the ACRN or ACRN/Line Item is evaluated when the system allocates ACRN amounts. If the Calculate Method is FIFO, the system will first evaluate the line with a sequence number of "1," followed by "2," and so on.  If the Calculate Method is LIFO, the system will first evaluate the line with the maximum sequence number, followed by the next maximum number, and so on.  If the Calculate Method is Proration, the system uses the sequence number only for rounding issues. If rounding issues exist, the amount will be allocated to the line with the smallest active sequence number with available funds.

Select this checkbox if the ACRN or ACRN/Line Item is active.  This checkbox is selected by default when a new line is added to the table window, but you can change it.

Use this checkbox to enable ACRN billing calculations.  If you select this checkbox, the line will be eligible for ACRN allocation amounts.  If the checkbox is unselected, the line will not be eligible for ACRN allocation amounts; this can be helpful when the period of performance of an ACRN or ACRN/Line Item has expired.

Enter a two-character code that will be used as the Accounting Classification Reference Number.  This is a required field.

Enter up to six-characters to identify the Contract Line Item (CLIN), Subcontract Line Item (SLIN), or Exhibit Line Item (ELIN).  This field is required when the Billing Requirement is ACRN/Line Item or ACRN/Line Item w/Account Mapping. 

Enter, or use Lookup to select, a child of the billing level project number. The project number entered must exist in the project tree and be at or below the invoice project number (PROJ_BILL_ACRN.PROJ_ID).  All tasks below the entered project number are used for that row’s calculation (essentially wildcarding all project data at and below the entered project). You cannot stack the project data for any part of the project tree on multiple lines. This is a required field.

Since stacking is not allowed, a problem may arise if you are using schedule bill amounts. A schedule bill amount is a fixed amount invoiced on a standard bill that is calculated at the billing level. If you use project mapping, the stacking restriction prevents you from locating and allocating the schedule bill amount.  You must indicate where the schedule bill amount is mapped by selecting the Include Schedule Bill check box for a row. You can select the Include Schedule Bill checkbox for only one row.

An Example of Wildcarding in the Project Level At and Below field.

Select this check box to include schedule bill amounts for this ACRN or ACRN/Line Item. This check box is editable only when the Billing Requirement is ACRN Only with Mapping or ACRN/Line Item with Mapping andthe Use Project Mapping check box is selected.

Enter an amount for the ACRN or ACRN/line item. This is an editable field.

This field will display either a user-supplied value for the project, or a system-calculated value that is updated by the Post Standard Bills (Projects\Process\Post)application.  This is an editable field.

This field displays a system-calculated value updated by the Calculate ACRN Bills application (Projects\Process\Billing).  

This is an editable field if a standard bill exists in the Edit Standard Bills screen (Projects\Transactions\Billing).  If you edit this field, be careful to ensure the total amount of the Current ACRN Allocation Amount field reconciles to the invoice amount of the standard bill.  If the two amounts are different, future ACRN billing allocation amounts may be incorrect.

The system calculates the value in this non-editable field by adding the Previous ACRN Allocation Amount and the Current ACRN Allocation Amount fields.

The system calculates in this non-editable field by subtracting the Total ACRN Allocation Amount field from the ACRN Value field.