Use this screen to manually enter product invoices for projects. Project product invoices can contain multiple line items. Discounts and sales tax are recorded by line as well. (Enter non-project product invoices in the Enter Customer Product Bills screen (Projects\Transactions\Billing).) You can also use this screen to enter delivery-type invoices for projects that use progress payment bills. You can also use this screen free form by entering an item description quantity and unit cost. The catalog item number and revision must be left blank if you are using this screen in this manner. The Calculate Bills program (Projects\Process\Billing) does not update this screen. Invoices entered in this screen do not remove billable units from Open Billing Detail, nor do amounts and units billed through this screen update billing history tables. Only A/R history and G/L detail tables are updated with these invoice amounts.
If the Enable Project Product Bills for WAWF checkbox is selected in the Billing Settings screen, additional fields will display in this screen. These fields are key components for the generation of a WAWF invoice using Project Product Bills.
This screen consists of an identification block, four tabs, three subtasks, and a table window, which can be used as follows:
The Identification block identifies the project for which a bill will be produced. This block displays on the screen regardless of which tab or subtask is currently in use.
Use the Billing Detail tab to enter the customer, purchase order number, invoice number, terms, due date, and invoice date. You can also select the status of the invoice in this tab.
Use the Address Info tab to enter the bill to and remit to addresses. The Bill To address field automatically displays based on the customer default address entered in the Customers screen. The Remit To address field automatically displays based on the default remittance address entered in the Project Billing Information screen.
Use the Other Info tab to enter other charges information. You can set up other charge codes in the Other Billing Charges screen. You can change the description and enter the amount in this screen.
Use the Notes tab to enter information related to this invoice.
Use the Standard Text subtask to enter standard text codes. Standard text codes are set up in the Standard Text screen. The text will display at the bottom of the invoice.
Use the Exchange Rates subtask to select a transaction currency for the invoice. You can enter a rate group and a rate date to identify the conversion rate for the invoice. Select the Freeze Rate checkbox to freeze the conversion rate that was used on the original bill.
Use the Invoice Totals subtask to review the total for the invoice in billing and functional currency.
Use the Table Window to enter the line detail for the invoice. There are fields for: CLIN, catalog ID, item, item revision, selling description, print long desc, unit quantity, total unit price, disc %, disc amount, taxable, tax code, tax rate, tax amount, and total line amount.
Use the Customs Info subtask to record customs and excise information for the customer invoice.
Use the Currency Line Info subtask to view billing costs in both your company's functional currency and the billing currency.
Use the ACRNS subtask to enter Accounting Character Reference Number (ACRN) information.
Use the MILSTRIPs subtask to enter Military Standard Requisitioning and Issue Procedures (MILSTRIP) information.
You must first set up projects in the Project Billing Information screen (Projects\Maintain\Billing) before you can enter an invoice into this screen. You must also set up customers in the Customers screen (Accounting\Maintain\Customers). If you are invoicing products by Contract Line Item Number (CLIN), you must set up the CLIN and item for the project being invoiced. If you are invoicing by price catalog, you must set up the price catalog and item for the item being invoiced. You must assign unit prices to the items being invoiced. If sales tax is accrued on invoices, you must initialize the Sales Tax table with sales tax rates (use the Maintain Sales/Value Added Tax screen).
If discounts and shipping/handling charges are reflected on invoices, you must initialize the A/R default accounts in the A/R Settings screen before posting these invoices.
Use the fields in this block to identify the project to bill. The project description will display in the field to the right of the project ID.
Project *
Enter, or use Lookup to select, the project being invoiced. The project name will display in the unlabeled field to the right.
Use this pushbutton to recalculate the invoice. The invoice automatically calculates as it is being entered. Once the invoice has been saved, you must recalculate to reflect any changes that have been made.
Use the fields in this table window to enter the detail for the lines of the invoice.
Line *
The automatically assigns line numbers as you add lines in this screen.
Enter, or use Lookup to select, the CLIN for the item being invoiced. The CLIN must exist for the project being invoiced. You must select either a CLIN or a price catalog, but not both.
Enter, or use Lookup to select, the price catalog for the item being invoiced. The price catalog must exist for the project being invoiced. You must select either a CLIN or a price catalog, but not both.
This field displays the name of the CLIN or price catalog to which this invoice line is being billed.
Enter, or use Lookup to select, the item being invoiced. The item must exist for the project and CLIN or catalog being invoiced. If only one revision of the item exists, that item revision defaults into the Item Revision field.
Enter, or use Lookup to select, the revision number of the item being invoiced. The revision must exist for the project, CLIN,and item being invoiced. If only one revision of the item exists, that item revision defaults into this field.
This field displays the item selling description when an item is entered using a catalog or CLIN. This field is non-editable when you enter an item that has been set up in a CLIN or a catalog.
You can use this field to enter a description of the goods or services. You will also need to enter the quantity and unit price. If you use this field in this manner, you cannot enter a catalog or an item.
Select this checkbox to print the long item description on the invoice or "N" (No) to print the short item description. The long description will wrap across multiple lines on the invoice. The short item description is 60 characters in length. The long description is 254 characters.
Enter the number of units to invoice. Units billed through this screen do not update billing history tables with amounts or number of units billed.
The unit price assigned in the Item Linkage subtask of the CLINs screen defaults in for units invoiced by CLIN/item. For units invoiced by price catalog/item, the unit price defaults in from the Price Catalogs screen in the Materials domain. This unit price can be overwritten.
You must enter the unit price manually if you are billing for goods or services.
This non-editable field displays the number of units billed multiplied by the unit price.
Use this field to store volume or good customer discounts. The system multiplies discount percentages entered in this field by the Total Unit Amount field to arrive at the Disc Amount. This Disc Amount is then used to reduce the invoice amount. Therefore, the invoice amount and billed receivable recognized and posted are net of this discount.
Do not use this field to store prompt payment discounts because you do not know, when preparing an invoice, whether a customer will pay within the terms eligible for discounts. Prompt payment discounts are applied as part of the entry of Cash Receipts, although, they are typically applied against an invoice that has been recorded at the full invoice amount.
This field stores the discount amount which the system calculates by multiplying the Disc % field by the Total Unit Amount field. It can be edited. If you edit this field, the system modifies the Disc % field to reflect the new percentage of the discount.
This field is used to store volume or good customer discounts and is used to reduce the invoice amount. Therefore, the invoice amount and billed receivable recognized and posted are net of this discount.
Do not use this field to store prompt payment discounts because you do not know, when preparing an invoice, whether a customer will pay within the terms eligible for discounts. Prompt payment discounts are applied as part of the entry of Cash Receipts, although they are typically applied against an invoice that has been recorded at the full invoice amount.
Select this checkbox to specify whether sales tax should be accrued and added to this invoice. This checkbox is deselected by default. If sales tax is required, enter the tax code for the locality in which you want to accrue sales tax.
If you selected the Taxable checkbox, enter the sales tax code for which tax should be accrued. This code must exist in the Sales Tax table. You can maintain sales tax tables in the Maintain Sales/Value Added Tax screen.
The rate entered in the Tax Code field in the Default Tax Information group box in the Billing Detail tab is the default for this field. This rate can be overwritten.
This field displays the tax amount calculated when the Tax Rate field is multiplied by the net of the Total Unit Amount less the Disc Amount. This amount can be overwritten.
This field displays the total invoice amount. The amount displayed is net of total unit cost, discounts, and tax.
Select the line item type for this line: "1" (CLIN/SLIN), "2" (Fee/Charge), "3" (Allowance), or "4" (Tax). The default is "1," but you can change it. This field will be available only if the Enable Project Product Bills for WAWF checkbox is selected in the Billing Settings screen.
Enter a "Y" (Yes) if this line item is GFE (Government Furnished Equipment). The default is "N" (No). This field will be available only if the Enable Project Product Bills for WAWF checkbox is selected in the Billing Settings screen.
Enter the product service type. If you entered "1" in the Line Item Type field, "MG" will default into this field, but you can change it. This field will be available only if the Enable Project Product Bills for WAWF checkbox is selected in the Billing Settings screen. The available product service types are:
B8 - Batch Number
CL - Color
F8 - Next Higher Used Assembly
FS - National Stock Number
FT - Federal Supply Class
MG - Manufacturer's Part Number
MN - Model Number
SN - Serial Number
SV - Service Rendered
VP - Vendor's Part Number
Enter, or use the drop-down box to select, an event code. Available choices are "S" (Separable) and "C" (Cumulative). "S" is the default, but you can change it. Event codes are used only for performance-based payment or commercial item financing invoice types, which are not supported by Costpoint at this time. This field will be available only if the Enable Project Product Bills for WAWF checkbox is selected in the Billing Settings screen.
The stock number defaults into this field from the Basic Part Data or Maintain Parts screen in Costpoint Product Definition, but you can change it. If no stock number is available, "NONE" will display. This field will be available only if the Enable Project Product Bills for WAWF checkbox is selected in the Billing Settings screen.
* A red asterisk denotes a required field.
Select this subtask link to open the Standard Text subtask, which contains a table window to enter standard text codes. Standard text codes are set up in the Standard Text screen. The text will display at the bottom of the invoice.
Select this subtask link to open the Exchange Rates subtask, which contains fields to select a transaction currency for the invoice. You can enter a rate group and a rate date to identify the conversion rate for the invoice. The freeze rate checkbox allows you to freeze the conversion rate that was used on the original bill.
Select this subtask link to open the Invoice Totals subtask, which contains fields to review the total for the invoice in billing and functional currency.
Select this subtask link to open the Customs Info subtask, where you can record customs and excise information for the customer invoice.
Select this subtask link to open the Currency Line Info subtask, where you can view billing costs in both your company's functional currency and the billing currency.
Select this subtask link to open the ACRNS subtask, where you can enter ACRN (Accounting Character Reference Number) information.
Select this subtask link to open the MILSTRIPs subtask, where you can enter MILSTRIP (Military Standard Requisitioning and Issue Procedures) information.
Changes to this screen update the following tables:
PROJ_PROD_INVC_HDR (Project Product Invoice Header)
PROJ_PROD_INVC_LN (Project Product Invoice Line)