Enter Units Usage

Enter a unique number to reference this usage information record, or let the system assign the document number when you save. The system uses this control number to identify the distribution of the units in this entry screen. It is similar in use to an Accounts Payable voucher number.

Enter a short description that describes what is contained in this usage document.

Enter, or use Calendar Lookup to select, the date by which you want to reference this document. This date can then be used to select historical records.

Enter, or use Lookup to select, the fiscal year to which the units should be posted.

Enter, or use Lookup to select, the period to which the units should be posted.

Enter, or use Lookup to select, the subperiod to which the units should be posted.

This non-editable field displays the ID of the user who entered the units for this record.

This non-editable field displays the date the user entered the units into the system.

Select this checkbox to identify transactions as project transactions that should be billed out based upon the item number and revision.

If you select this checkbox, project transactions will be posted to the Open Billing Detail screen (Projects\Maintain\Billing) and project detail tables. This will allow them to be used in the revenue and billing calculations.

Select this checkbox to identify usage transactions as service center transactions. The posting program will add these transactions together by account/organization/project to create a service center entry. These entries will be placed into the pool allocation journal where the rate calculation process will calculate the proper amount of cost to allocate to them.

Enter, or use Lookup to select, a service center pool number if you selected the Post To Service Center checkbox.

This non-editable field displays the total units entered into the rows on the table window.

This non-editable field displays is incremented automatically by the system. As you insert lines in this table, the line number will be recalculated.

Enter, or use Lookup to select, an account number. The system will perform the following validations:

• The account number is not a summary account.

• The account is active.

• The account is valid for the organization entered.

• The account, if project required, has an associated project and is valid for that project.

• The account allows charging for the fiscal year, period, and subperiod on this usage document.

The system displays a message if the account fails any one of the above validations, and you should then correct the account.

You can post either the unit cost or unit usage (price times quantity) to the Open Billing Detail screen (Projects\Maintain\Billing) to be included on a standard bill.

• Charge units to an account that has been designated in the Project Account Groups screen with a "NON-LABOR" function code to include the unit cost in a standard bill calculation.

• Charge units to an account that has been designated in the Project Account Groups screen with a "UNITS" function code to include the unit usage in a standard bill calculation.  Using the "UNITS" function code will allow you to record both the unit cost and usage to the same account, and to bill only the unit usage.

Note: An improper setup of the function codes and unit cost of sales methods may result either in no units being billed or in a duplicate billing that includes both the unit cost and usage.

This non-editable field displays the account name that was established for your selected account.

Enter, or use Lookup to select, an organization number. The system will perform the following validations:

• The organization is active.

• The organization is valid for the account and project entered.

• The organization allows charging for the fiscal year, period and subperiod on this usage document.

The system will display a message if the organization fails any of the above validations, and you must then correct the organization.

If you have used an organization abbreviation, do not enter anything in the Organization field unless you want to erase the organization abbreviation.

This non-editable field displays the organization name that was established for your selected organization.

Enter, or use Lookup to select, the abbreviation for the desired organization number.

The system automatically displays the organization associated with the abbreviation in the  Organization field. If you already have entered an organization in the Organization field, that organization will be overwritten if the organization abbreviation you have entered is valid.

Note: If you enter an organization number in the Organization field after entering an organization abbreviation, the organization abbreviation will be erased, even if belongs to the same organization number. Move the Organization Abbreviation field before Organization field in the table window if you always enter transactions by organization abbreviation.

Enter, or use Lookup to select, a project number.

The system will perform the following validations:

• The system will evaluate whether this project level allows charging.

• The system will check that the fiscal year, period and subperiod ending date are not later than the project end date. This is a "soft edit;" you will receive a warning if the project fails this validation, but you will be able to continue.

• If the Which Orgs Can charge Specific Accts checkbox has been selected in the Basic Info screen in the Project User Flow (Projects\Maintain\Project), the program verifies whether the project/account/organization combination is valid and active in the POA table for that project.

• If the Accounts to P/O/A checkbox is selected in the Basic Info tab of the Project User Flow screen, the program verifies whether the project/account combination is valid and active in the POA table.

• If you do not select either of these checkboxes, the program will perform no further validation on the project.

If you have used a project abbreviation, do not enter anything in the Project field unless you want to erase the project abbreviation.

This non-editable field displays the project name that was established for your selected project.

Enter, or use Lookup to select,  the abbreviation for the desired project number. The system will automatically display the project in the Project field.

Warning: The project abbreviation will overwrite any entries that have been previously entered in the Project field. Entries made to the Project Abbreviation field will be overwritten by entries made in to the Project field. You should only enter one of these fields per table line. Move this the Project Abbreviation field before Project field in the table window if you always enter transactions by project abbreviation.

Enter, or use Lookup to select, the CLIN for this unit billing. You must enter either a CLIN or a catalog.

Note: The term "CLIN" is used in a generic sense to mean a pricing schema for a group of items to be used by and invoiced to a particular project.

Enter, or use Lookup to select, the catalog to be used for this unit billing. You must enter either a catalog or a CLIN.

Enter, or use Lookup to select,  the item number for which you want to bill the project. An item number is required only when you are posting the transactions to the projects.

Enter, or use Lookup to select, the item and revision number for which you want to bill the project. This revision number is required only if an item number is required and you are using item revisions.

Enter, or use Lookup to select, the sales tax code, if applicable, for this line.

Enter the number of units related to the transaction line you are entering. These units will be posted to the areas you have selected in this screen (projects and/or service centers).

Enter, or use Calendar Lookup to select, the date of the recorded usage. This can be any date you want to use. The system does not validate the usage date against any other date in the system, and does not force you to enter a date here. However, if you are posting to projects and do not enter a date, the Open Billing Detail screen will have no reference date.

Enter a description, up to 30 alphanumeric characters, for this detail line. This will be stored in the open billing detail, billed history, and project detail for printing out on billings and project reports.

Use this field to enter information for the user-defined 1 field.  You can set up the labels for user-defined fields in the Billing Settings screen.

Use this field to enter information for the user-defined 2 field.  You can set up the labels for user-defined fields in the Billing Settings screen.

Use this field to enter information for the user-defined 3 field.  You can set up the labels for user-defined fields in the Billing Settings screen.

Use this field to enter information for the user-defined 4 field.  You can set up the labels for user-defined fields in the Billing Settings screen.

Enter, or use Lookup to select, a valid reference number 1. The label you entered for Reference 1 in the G/L Settings screen will automatically display as the label for this field. The system will validate the reference 1 entered in this field as one that is valid for data entry.

This non-editable field displays the reference 1 name that was established for your selected reference number.

Enter, or use Lookup to select, a valid reference number 2. The label you entered for Reference 2 in the G/L Settings screen will automatically display as the label for this field. The system will validate the reference 1 entered in this field as one that is valid for data entry.

This non-editable field displays the reference 2 name that was established for your selected reference number.

This field displays the project that will be used to determine pricing information for this transaction line. You can set up pricing information at the highest level of a project and have that same information used by lower levels of the project. If you have entered a source project in the Other Info tab of the Project Billing Information screen (Projects\Maintain\Billing), this project will be the default.

Use this field to enter notes or comments about specific transaction lines on this usage document.