Use this screen to establish the formats for the supporting schedules that will be printed with your bills. You can use these supporting schedules internally or submit them to your customers to document your bills. You can also access detailed information by transaction, including notes, for each line of the bill. In addition, you can include summary information regarding previous, current, and cumulative amounts billed by line on the schedules. There are four different supporting schedule types: Non-Labor, Labor - Non T&M Projects, Labor - T&M Projects, and Units.
Detailed information available on each of the reports is as follows:
The Non-Labor Supporting Schedule contains the following information:
Bill line description
Fiscal year and period
Transaction description
Voucher number or journal entry number
Vendor ID
Invoice ID
Current amount
Cumulative amount
Transactions notes (optional)
Summary of previous, current, and cumulative amounts billed (optional)
The Non-T&M Labor Supporting Schedule contains the following information:
Labor categories and descriptions
Current hours
Current cost amount
Cumulative hours (optional)
Cumulative amount (optional)
Hours-only information (optional)
Employee/vendor name (optional)
Timesheet dates (optional)
Timesheet comments (optional)
Summary of previous, current, and cumulative amounts billed (optional)
The T&M Labor Supporting Schedule contains the following information:
Billing rates
All other information listed above for non-T&M projects
Unit billings are billings that include units (of some items) billed at catalog or CLIN prices. These billings can be transaction-based (for example, using units transactions recorded in the Units Usage menu) or based on an automatic billing quantity established in the CLINs screen (Projects\Maintain\Project). To take full advantage of the unit features, you must use the Product Definition module. The Units Supporting Schedule contains the following information:
Usage date
Item ID
Revision number
Quantity
Unit price
Total price
Sales tax amount
Current amount
Cumulative amount
Selling item description
Long selling item description
Notes (optional)
Summary of previous, current, and cumulative amounts billed (optional)
If supporting schedules are required, initialize this screen before calculating billings.
What are the procedures for setting up supporting schedules?
First, establish the bill formats in the Generic Billing Formats screen (Projects\Maintain\Billing). You must designate each line on a bill either "Y" (Yes) or "N" (No) to indicate that a supporting schedule is required. The line type determines the schedule type that will print for that line. The following table lists the line types along with their resulting supporting schedule types:
|
Line Type |
Supporting Schedule Type |
|
Cost (not designated for labor) |
Non-Labor |
|
Cost (designated for labor) |
Labor (T&M or Non-T&M) |
|
Hours |
Labor (T&M or Non-T&M) |
|
Units |
Units |
A line type of "Cost" is considered "designated for labor" when a general ledger account number with a function code of "Labor" is assigned to that line in the Accounts subtask of the Generic Billing Formats screen. Function codes are defined for general ledger accounts when you set up project account groups in the Project Account Groups screen.
Depending on the number of line types on the generic bill formats, there can be more than one supporting schedule type associated with that format.
Next, define the supporting schedule formats in this (Supporting Schedule Formats) screen. Use the Supporting Schedule Headers (Detail Bills) subtask of the Project Billing Information screen (Projects\Maintain\Billing) to designate, if required, the supporting schedule format that will be printed for the bill.
When you calculate the bills , the supporting schedules are computed at the same time. You can then print the supporting schedules by themselves, or print them when you print the bills in the Print Billings screens.
You can assign only one supporting schedule format, which can include several different schedule types, to any one bill at a time. If the supporting schedules required are different than the ones originally printed, you must change the supporting schedule format in the Project Billing Information screen. You must then recalculate the bill and reprint the supporting schedules.
Use the fields in this block to enter a supporting schedule code and description.
Code *
Enter a code of up to six alphanumeric characters for this supporting schedule format.
Enter a supporting schedule code description of up to 30 alphanumeric characters.
Use the fields in this block to select options for printing supporting schedules.
Use the fields in this group box to select options for the Non-Labor Supporting Schedule.
Select this checkbox to suppress the printing of any supporting schedules for bills that have been established in the Project Billing Information screen (Projects\Maintain\Billing) as Government 1035 Format.
Because the Generic Billing Formats screen (Projects\Maintain\Billing) does not define Government 1035 Formats on a line-by-line basis, no mechanism exists for identifying whether they require a supporting schedule. Therefore, this function automatically calculates supporting schedules for each line unless you select this checkbox.
If you do not wish to print any type of supporting schedule for a bill that uses the Government 1035 Format, do not enter a supporting schedule code in the Project Billing Information screen.
You can use this checkbox to print a supporting schedule for a portion of the bill. For example, if you want to print a supporting schedule for non-labor but not for labor or units, do not select the Suppress (1035 Format Only) checkbox in the Show Non-Labor group box, but do select the checkbox in the Show Labor and Show Units group boxes. You will then be able to print a supporting schedule for non-labor only.
Select this checkbox to print the Cumulative Hours and Cumulative Amount columns on the supporting schedules.
Select this checkbox to include the entered line notes for the vouchers and journal entries on the supporting schedules.
Use the fields in this group box to select options for printing the Units Supporting Schedule.
Select this checkbox to suppress the printing of any supporting schedules for bills that have been established in the Project Billing Information screen (Projects\Maintain\Billing) as Government 1035 Format.
Because the Generic Billing Formats screen (Projects\Maintain\Billing) does not define Government 1035 Formats on a line-by-line basis, no mechanism exists for identifying whether they require a supporting schedule. Therefore, this function automatically calculates supporting schedules for each line unless you select this checkbox.
If you do not wish to print any type of supporting schedule for a bill that uses the Government 1035 Format, do not enter a supporting schedule code in the Project Billing Information screen.
You can use this checkbox to print a supporting schedule for a portion of the bill. For example, if you want to print a supporting schedule for units but not for labor or non-labor, do not select the Suppress (1035 Format Only) checkbox in the Show Units group box, but do select the checkbox in the Show Labor and Show Non-Labor group boxes. You will then be able to print a supporting schedule for units only.
Select this checkbox to print the Cumulative Hours and Cumulative Amount columns on the supporting schedules.
Select this checkbox to print the entered line notes for the vouchers and journal entries.
Use the fields in this group box to select options for printing the Labor Supporting Schedules.
Select this checkbox to suppress the printing of any supporting schedules for bills that have been established in the Project Billing Information screen (Projects\Maintain\Billing) as Government 1035 Format.
Because the Generic Billing Formats screen (Projects\Maintain\Billing) does not define Government 1035 Formats on a line-by-line basis, no mechanism exists for identifying whether they require a supporting schedule. Therefore, this function automatically calculates supporting schedules for each line unless you select this checkbox.
If you do not wish to print any type of supporting schedule for a bill that uses the Government 1035 Format, do not enter a supporting schedule code in the Project Billing Information screen.
You can use this checkbox to print a supporting schedule for a portion of the bill. For example, if you want to print a supporting schedule for labor but not for non-labor or units, do not select the Suppress (1035 Format Only) checkbox in the Show Labor group box, but do select the checkbox in the Show Non-Labor and Units group boxes. You will then be able to print a supporting schedule for labor only.
Select this checkbox to include the Cumulative Hours and Cumulative Amount columns on the supporting schedules.
Select this checkbox to include only the hours but not the amounts on the supporting schedule.
Select this checkbox to include the name of the employee or vendor who charged time to the project on the supporting schedule.
Select this checkbox to include individual timesheet dates on the supporting schedule.
This checkbox is available only when the Employee/Vendor Information checkbox has been selected.
Select this checkbox to include any line comments entered with the timesheets on the supporting schedule.
This checkbox will be available only if the Employee/Vendor Information checkbox has been selected.
Use the fields in this group box to control the type of labor category that will appear on the supporting schedule for Non-T&M Projects. For T&M projects, the labor category will always be the PLC (Project Labor Category).
Select this radio button to print the General Labor Category (GLC) on the supporting schedules for Non-T&M Projects.
Select this radio button to print the Project Labor Category (PLC) on the supporting schedules for Non-T&M Projects.
* A red asterisk denotes a required field.
Changes to this screen update the BILL_SPPRT_SCH_FMT (Bill Supporting Schedule Format) table.