Use this screen to review billing transactions for projects that use transactions for billing purposes. You can manually enter billable transactions in this screen, if needed.
Use the available tabs and subtask to review or enter billable transactions. Information is grouped by type of transaction, as follows:
The Billing Detail tab stores data that applies to the entire transaction, such as account, organization, transaction description, transaction type, journal, source, fiscal year, period, subperiod, and functional currency. Data on cost, hours, and units amounts are summarized in the group boxes in this tab. Group boxes are also available for entering reasons for write-offs, amounts on hold, and general comments.
The Labor tab stores detailed information on labor transactions, including employee/vendor/vendor employee ID, name, GLC, PLC, billing rate, rate type, timesheet date, and effective bill date.
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Warning: The posting process simultaneously adds records to the General Ledger and to this screen. Therefore, manually adding transactions to this screen will cause an out-of-balance condition between the Open Billing Detail table and the General Ledger. |
The Units tab stores detailed information on units transactions including source project, CLIN, catalog, item, item revision, description, usage date, sales tax, and unit description.
The Other tab stores information on posting source, Accounts Payable voucher and invoices numbers, journal entry number, cash receipts number, reference numbers, and posting sequence numbers.
The Cash Basis subtask stores information for cash basis billing. The Update Cash Basis Bills process (Projects\Process\Billing) updates this subtask with the check number, the check date, and the check amount applied.
Normally, no data entry is needed in this screen because they are automatically updated with transactional data by Costpoint's posting processes. These screens will only be populated with transactional data if you have established a billing record for the project with a transaction-based billing formula in the Project Billing Information screen (Projects\Maintain\Billing).
You can use this screen to defer a transaction from being billed or write off a transaction after it has been posted to the General Ledger. Also, if the project has been set up in the Project Billing Information screen to allow partially billed transactions, you can place part of the transaction on hold for billing at a later time.
Use this screen to review posted transactions or enter transactions that you want to include on our billings. The information stored in this screen is created when you post various journals to the General Ledger. Update the information in this screen any time before a billing is calculated.
If you set up a project and post transactions for it to the General Ledger before you set up the Project Billing Information screen, you may need to manually add those transactions in this screen in order to bill them. For more information on this topic, see the question below: "Can I bill my project if I don't see transactions for my project in this screen?" Make changes or additions to this screen before billings are calculated.
Can I change the data in the Open Billing Detail screen?
We do not recommend that you change the data in this screen. Data is written to this screen at the same time that the General Ledger is updated and manual changes will cause a discrepancy in the audit trail. After you make a manual change, there is system function available to retrieve the original information. You cannot change the Project, Source, Transaction Type, Fiscal Year, Period, Subperiod, Account, Organization, Journal, Transaction Amount, Transaction Hours, or Transaction Units fields. You can, however, change data that relates to placing transactions on hold or writing off transactions.
If the project has a transaction-based billing formula and no transactions are found in the Open Billing Detail screen, you cannot bill this project. Transaction-based billing formulas rely on the information in this screen to process billings.
Transactions are automatically inserted into this screen when posting processes occur. If transactions have been posted and they are not found in this screen, then you must perform additional steps before this project can be billed. See the question below, "How do I populate the Open Billing Detail screen if my transactions are missing?," for more information.
In order for the posting processes to insert data into the Open Billing Detail screen, the following must occur:
A record that has been assigned a transaction-based billing formula, must exist in the Project Billing Information screen (Projects\Maintain\Billing). This record must be set up before any transactions are posted to the project.
All the billing formulas in the Project Billing Information screen must be transaction-based except "Enter Bills Manually," "None," and "Unit Price Transactions Only."
The accounts charged in the data entry screen must have a function code of "Labor," "Non-Labor," or "Units." Function codes are assigned in the Project Account Groups screen.
How do I populate the Open Billing Detail screen if my transactions are missing?
There are two options for updating the Open Billing Detail screen (Projects\Maintain\Billing): you can use the Update Open Billing Detail process (Projects\Utilities\Project Toolkits) to populate the Open Billing Detail screen, or you can manually enter the transactions in the screen. The following describes each process:
The Update Open Billing Detail utility uses the General Ledger files or Unit Usage History files to update the Open Billing Detail screen. You can update for one project or a range of projects. You can also update for specific accounts only.
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Warning: Exercise caution when using this utility, as the system will copy all selected project and account information into the OPEN_BILLING_DETL table. The system does not review the table to see if the information already exists. If you run this utility for the wrong project or account, double billing of transactions can occur. |
You can alternately manually enter the missing transactions. Refer to the documentation for the field descriptions for more information.
How is the Open Billing Details screen populated?
The following processes update the Open Billing Detail screens: Create/Post AP Vouchers from Travel Expenses, Post Journal Entries, Post Labor, Post PO Vouchers, Post Units Usage, and Post Cash Receipts. A billing record with a transaction-based billing formula must exist in the Project Billing Information screen in order for the Open Billing Detail screen to be populated. (Transaction-based billing formulas are all formulas except "Enter Bill Manually," "Unit Transactions Only," and "None.") The posting processes will only populate the screen if the function code of the account charged is "Labor," "Non-Labor," or "Units."
What if I have posted bills outside of Costpoint?
If you have posted bills outside of Costpoint, do not enter transactions previously billed in this screen. If you need the data on billings produced outside of Costpoint for the cumulative column on your bill, you should enter the cumulative amount in the Billing History screen.
You may also need to update the Posted Billing Detail screen with the detailed transactions that were already billed. Entry of previously billed transactions in the Posted Billing Detail screen (Projects\Configure\Billing History) is optional. You will not be able to use the Reverse Previous Bills (Projects\Process\Billing) or Calculate Retroactive Bills (Projects\Process\Billing) processes when you have manually entered data in the Posted Billing Detail screen.
After billings have been posted in Costpoint, the data in the Open Billing Detail screen is inserted into the Posted Billing Detail and deleted from both the Open Billing Detail and Edit Standard Bills screens during the Post Billings process.
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Note: If you allow for partially billed-transactions, the same transaction can display in the Posted Billing Detail screen and in the Open Billing Detail screen at the same time. This can cause some confusion when you look at supporting schedules. |
How is the data in this screen used?
The data in this screen is used for transaction-based billings. When you execute the Calculate Bills screen (Projects\Process\Billing), the system evaluates each transaction for inclusion on the bill. See the screen documentation for Calculate Bills screen for more information on how this evaluation works. After the bills have been posted, the information in this screen is transferred to the Posted Billing Detail screen (Projects\Configure\Billing History). The data in the Posted Billing Detail screen is used for reversing bills, calculating retroactive billings, and can be optionally used in supporting schedules created using the Impromptu product.
The Identification block will be at the top of each tab. Use the fields in this block to review or enter the project that you want to bill. The field to the right represents the project description.
Project *
Enter, or use Lookup to select, the project number that uses transactions for calculating billings. The system will validate that this project level allows charging. If this project and level does not allow charging, you must correct this before you save. When you save the record, the system performs additional validations, as follows:
If the Which Orgs can charge specific Accts checkbox is selected in the Limit group box in the Basic Project Info screen, the program checks to see if the project/account/organization combination is assigned to that project in the POA table and that it is active.
If the Limit Accounts to P/O/A checkbox is selected in the Basic Project Info screen, the program checks to see whether the project/account combination is assigned to that project in the POA table and is active.
If you do not select either of these checkboxes, the program will perform no further validations on the project.
To view records previously posted, use the Query function.
The Cash Basis subtask stores information for cash basis billing. The Update Cash Basis Bills process updates this subtask with the check number, the check date, and the check amount applied.
