Field Descriptions

Table Information

FAQs

Billing Detail

What can I do in this tab?

Use the Billing Detail tab to review cost, hours, and units transactions.  You can also adjust the amounts available for billing by placing amounts on hold or writing off amounts.  You can record general comments about transactions in the Comments field or record reasons for write-offs or amounts placed on hold in the Reason group box.

When should I use this tab?

Update or enter the information in this tab before the billings are calculated.  If you want to write off a transaction or put it on hold, you must do this before bills are calculated or you must recalculate bills. If you elect to write off amounts or put them on hold, enter the explanation in the Reason group box.

FAQs

Why does the Amount to Bill field display zero?

The Amount to Bill field in this tab is populated only if you have used the Amount on Hold, Write-Off Amount, or Amount Prev Billed fields.  If none of these fields have been used, the Amount to Bill field will be zero and the Calculate Bills process will use the Transaction Amount field for its computation.  The Amount to Bill field is calculated by adding the Amount on Hold, Write-Off Amount, and Amount Prev Billed fields then subtracting that amount from the Transaction Amount field.  Once the Amount on Hold, Write-Off Amount, and Amount Prev Billed fields have been used, the Amount to Bill field will always be populated (even if the amounts in these fields are zeroed out).

What happens when I enter an amount in the Write-Off field?

When you place an amount in the Write-Off Amount field, that amount will not be included on the invoice.  In the Write-Off Amount field, you can enter any amount up to the amount in the Transaction Amount field.  You can remove the amount from the Write-Off Amount column, then recalculate billings, and the amount will then display on the invoice.  If you decide that the amount should be permanently written off, you should enter a reason for the write-off in the Write-Off field in the Reason group box.  Amounts permanently written off will remain in the Open Billing Detail screen indefinitely. You must purge the record to remove it from the Open Billing Detail screen.

Once you have used the Write-Off Amount field to enter an amount that you want to write off, the Amount to Bill field will be used in the calculation of billings.  The amount in the Amount to Bill field will be calculated by adding the Write-Off Amount, Amount on Hold, and Amount Prev Billed fields and subtracting that amount from the Transaction Amount field.  The result will be inserted into the Amount to Bill field.  If the Transaction Amount and the Write-Off Amount are equal, then the Amount to Bill field should be zero. If you will never want to bill this amount, then you should delete this record from the Open Billing Detail screen, as extra records such as these will slow down the Calculate Bills process.

What happens when I place an amount on hold?

When you place an amount in the Amount on Hold field, the system will calculate the Amount to Bill field and use it in the Calculate Bills process.  The system normally uses  the Transaction Amount field in the calculation of billings, but when the Amount on Hold, Amount Prev Billed, or Write-Off Amount fields are populated, the system will calculate the Amount to Bill and use it in the billing calculation.  The system calculates the Amount to Bill field by adding the amounts in the Amount on Hold, Amount Prev Billed, and  Write-Off Amount fields and subtracting this total from the Transaction Amount.

Using this calculation, the transaction amount is reduced by the amount that you have placed on hold.  The total of the amount placed on hold cannot exceed the transaction amount.

You can take the amount off "hold" status at any time, recalculate the billings, and the amount previously on hold will display on the next billing.

What is Amount Prev Billed?

The Amount Prev Billed field contains the amount of the transaction that has already been included on a previously posted invoice.  If this amount is less that than the Transaction Amount, then the remaining amount of the transaction can be billed unless it has been placed on hold or written off.  When partial transactions are allowed in billings, the amount that is over the ceiling amount is placed in the Amount Prev Billed field.

How are transactions selected for billing?

Transactions are selected for inclusion in the billings based on the fiscal year, period, and subperiod of the transaction.  To calculate bills, you must enter the fiscal year, period and subperiod for which you want to calculate the bill.   Any transaction in the Open Billing Detail screen that has a fiscal year, period, and subperiod that is on or before the fiscal year, period and subperiod entered in the Calculate Bills screen will be included in the billings.

What happens after transactions have been included on a bill?

After transactions have been included in a bill and the bill has been posted, they will be moved to the Posted Billing Detail screen.  During the Post Standard Bills process, all transactions included on a billing will be deleted from the Open Billing Detail screen and inserted into the Posted Billing Detail screen.  You can then use the Posted Billing Detail screen to run the Reverse Previous Bills process.  Use the Posted Billing Detail screen to obtain detailed information about a transaction after it has been billed.

Field Descriptions

Transaction Desc

Enter a description up to 30 alphanumeric characters for this transaction. You can use this description on supporting schedules as an explanation for the charges.  If this transaction was system-generated, the system displays the description form the original data entry screen.

Transaction Type *

Use this drop-down box to select a transaction type for this open billing detail. You can select either "Cost" or "Units," depending on where the transaction originated. Transactions from any journal other than the Unit Usage Journal are "Cost" transactions, while transactions from the Unit Usage Journal are "Units" transactions.

Journal

This field displays the journal code, which identifies the original source journal. If the transaction was added manually, it will not have a journal code and nothing will display in this field.

Source *

This non-editable field displays either "System" or "User," depending on whether the system created the record during posting or if the record was added manually in this screen.

Note: You cannot change the audit trail information if the transaction is a "System" transaction.  

Accounting Period

Use the fields in this group box to review or enter information about the fiscal year, period, and subperiod of the transaction.  If the transaction was posted by the system, this information will display from the original data entry screen.  The Calculate Bills program will use the information in this group box to determine which transactions should be included on a billing.

Fiscal Year *

Enter, or use Lookup to select, the fiscal year the transaction was posted or occurred (if entered manually). The fiscal year entered here will be used to determine which burden rate should be applied to its costs. The Calculate Bills program will use the fiscal year information to determine which transactions to include on a bill.

Period *

Enter, or Lookup to select, the period in which the transaction was posted or occurred (if entered manually). The fiscal year entered here will be used to determine what burden rate should be applied to its costs. The Calculate Bills program will use the period information to determine which transactions to include on a bill.

Subperiod *

Enter, or use Lookup to select, the subperiod in which the transaction was posted or occurred (if entered manually). The Calculate Bills program will use the subperiod information to determine which transactions to include on a bill.

Account *

Enter, or use Lookup to select, the account related to the transaction.  The account entered must be a detail level account and should be valid for the project.

Organization *

Enter,or use Lookup to select, an organization.   The organization entered must be active and valid for the project.

Functional Currency

This non-editable field displays your company's functional currency.

Cost

Use the fields in this group box to enter information related to the cost portion of the transaction.

Transaction Amount *

Enter the cost amount of the transaction that will be used for billing. If the project is a T&M project and the transaction is a labor transaction, the cost will display but will not be used for calculating the billing.  This amount is automatically transferred from the data entry screen during the posting process.

Cash Basis Amount

This non-editable field summarizes the information in the Cash Basis subtask.  This field will be populated only if you have run the Update Cash Basis Bills process and the amount of the transactions has been paid through Costpoint Accounts Payable.  

The project must have been set up as a Cash Basis project in the Project Billing Information screen for this field to be populated.  This is done by selecting the Bill Cost Incurred on Cash Basis checkbox in the Controls subtask of the Project Billing Information screen.

Amount on Hold

Enter any amount up to the transaction amount to defer from the billing calculation. If the billing has already been calculated, recalculate the invoice. Use the Hold field in the Reason group box to document why the amount was placed on hold.  Amounts can be taken off "hold" status at any time.  The amount that has been taken off "hold" status will be included in the invoice the next time the Calculate Bills process is run.  Once an amount has been placed on hold, the system will calculate the Amount to Bill and populate the Amount to Bill field.  The system will take the Transaction Amount and subtract the Amount on Hold, the Write off Amount, and the Amt Prev Billed to determine the Amount to Bill.

Write-Off Amount

Enter the amount that you never want to bill, up to the transaction amount . Enter a reason for writing off the amount in the Write-off field in the Reason group box.

Transactions that have been fully written off will not be deleted from the Open Billing Detail screen. To decrease the processing time, these transactions are no longer included in the calculation in the Calculate Bills program. You will be required to purge the records from Open Billing Detail.

Amount Prev Billed

This non-editable field displays the amount of this transaction that has previously been billed. The only time a transaction has an amount in the Amount Prev Billed field is when the transaction was partially billed because a portion of the transaction was put on hold or has encountered a direct cost ceiling.

Amount to Bill

The system calculates the value for this non-editable field by subtracting the total of Amount on Hold,Write Off Amount, and Amount Prev Billed from either the Transaction Amount or the Cash Basis Amount, depending on whether the transaction is from Accounts Payable or the project is billed on a cash basis.

Hours

Use the fields in this group box to enter information related to the hours portion of the transaction. Hours transactions can come from the Post Labor, Post AP or  PO Vouchers, or the Post Journal Entries processes.

Transaction Hours

Enter the number of hours related to this transaction that will be used for billing. If the project is a T&M project and the transaction is a labor transaction, the cost will display but will not be used to calculate billings.   For all billings using hours, enter additional employee and labor cost information in the Labor tab.

Hours on Hold

Enter the number of hours you want to defer from the billing calculation, up to the transactions total hours. If the billing has already been calculated,  recalculate the invoice. Document why the hours were placed on hold in the Hold field in the Reason group box.  The hours can be taken off "hold" status at any time.  The hours will be included in the invoice the next time that bills are processed.  Placing hours on hold will populate the Hours to Bill field.

Write-Off Hours

Enter any number of hours that you never want to bill, up to the transactions total hours. Enter a reason for writing off the hours in the Write-off field in the Reason group box.

Transactions that have been fully written off will not be deleted from Open Billing Detail. To decrease the processing time, these transactions are no longer included in the calculation in the Calculate Bills program.

Hours Prev Billed

This field displays the number of hours up to the transactions total hours that have previously been billed. Do not change this amount.  It can cause the transaction to be billed more than once.

The only time a transaction should have an amount in the Hours Prev Billed field is when the transaction was partially billed because a portion of the transaction was put on hold or an hours ceiling has been reached.

Hours to Bill

The system calculates this non-editable field by subtracting the Hours on Hold plus Write Off Hours plus Hours Prev Billed from the Transactions Hours.  This field is only populated if hours have been placed on hold, written-off, or a partial billing has taken place.  The system will use the Transaction Hours field to determine the billing amount if the other fields have not been used.

Units

Use the fields in this group box to enter information related to units transactions.   Units transactions are entered in the Enter Unit Usage screen and posted in the Post Units Usage screen.

Transaction Units

Enter the number of units related to this transaction that will be used for billing. For all unit-based transactions, enter additional information relating to the CLIN and item number in the Units tab.

Units on Hold

Enter the number of units you want to defer from the billing calculation, up to the transactions total units that . If the billing has already been calculated,  recalculate the invoice. Document why the units were placed on hold in the Hold field in the Reason group box.  Units may be taken off "hold" status at any time.  If the Units on Hold field has been used by the system, the Units to Bill field will be populated and will be used in the Calculate Billings process.

Write-Off Units

Enter the number of units you never want to bill, up to the transactions total units. Enter a reason for writing off the units in the Reason group box.

Transactions that have been fully written off will not be deleted from Open Billing Detail. To decrease the processing time, these transactions are no longer included in the calculation in the Calculate Bills program. You will be required to purge the records from Open Billing Detail.

Units Prev Billed

This field displays the number of units, up to the transactions total, that has previously been billed.  This field is non-editable.  The only time a transaction should have an amount in the Units Prev Billed field is when the transaction was partially billed because a portion of the transaction was put on hold or a units ceiling was reached.

Units to Bill

The system calculates the value for this non-editable field by subtracting the total of Units on Hold plus Write-Off Units plus Units Prev Billed from the Transactions Units.  The only time this field is populated is when units have been placed on "hold" status, partially billed, or written-off.  If none of this has occurred, the system will use the Transaction Units field to calculate the billings.

Reason

Use this group box to enter reasons for placing a transaction on hold or writing a transaction off.

Write-off

Enter information in this field related to amounts, hours, or units that have been written off.

Hold

Enter information in this field related to amounts, hours, or units that have been placed on "hold" status.

Comments

Use this field to enter comments related to the transaction.

* A red asterisk denotes a required field.

Table Information

Changes to this screen update the OPEN_BILLING_DETL (Open Billing Detail) table.

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