Use this screen to calculate your ACRN bills, based upon information you set up in the Maintain ACRN Bills screen (Projects\Maintain\Billing) and the standard bill amounts from the Calculate Bills screen (Projects\Process\Billing). Once you have calculated ACRN bills, you can review them in the Maintain ACRN Bills screen or the Print ACRN Billing Edit Report screen (Projects\Transactions\Billing).
You will have access to this screen only if the Enable ACRN Billing checkbox is selected in the Billing Settings screen.
Use of the Calculate ACRN Bills is not mandatory, but is beneficial to government contractors subject to Government Requirement, DFARS 204.71 – Uniform Contract Line Item Numbering, specifically the standard payment instructions at PGI 204.7108(d)(1) through (6). This requirement places an obligation upon contractors to invoice at a Contract, Contract Line (CLIN), Subcontract Line (SLIN), Exhibit Line or an Accounting Classification Reference Number (ACRN) level.
Calculate ACRN bills after all transactions for the period to be billed have been posted and you have executed the Calculate Billings application.
Set up and process the following applications before executing the Calculate ACRN Bills screen:
Set up project information in the Project User Flow screen (Projects\Maintain\Project).
Set up project billing information with a transaction-based formula. You cannot use the "Enter Bill Manually," "Manual Bills with Unbilled Detail," and "Progress Payment" formulas.
Set up an active record in the Maintain ACRN Bills screen (Projects\Maintain\Billing) at the same project level at which the record exists in the Project Billing Information screen (Projects\Maintain\Billing). Select a Billing Requirement and a Calculation Method. Enter at least one active row in the table window with an ACRN or ACRN/Line Item value and its associated ACRN Value. If the selected Billing Requirement is ACRN Only with Mapping or ACRN/Line Item with Mapping, enter the appropriate accounts in the Accounts or PLC Mapping subtask.
Post transactions for the given period.
Update cash basis information, if necessary (Update Cash Basis Bills screen (Projects\Process\Billing)).
Load labor rates, if necessary (Load Labor Rates screen (Projects\Process\Billing)).
Calculate bills (Calculate Bills screen (Projects\Process\Billing)).
Make necessary edits to standard bills in the Edit Standard Bills screen (Projects\Transactions\Billing).
Calculate ACRN bills.
You can add the new ACRN funding amount in the Maintain ACRN Bills screen (Projects\Maintain\Billing), save the record, and calculate the ACRN bill again. You can compute an ACRN bill multiple times, if necessary, as long as the bill exists in the Edit Standard Bills screen (Projects\Transactions\Billing).
What should I do if I didn’t calculate an ACRN bill before posting the standard bill?
In order to calculate ACRN allocation amounts, a standard bill must exist in the Edit Standard Bills screen (Projects\Transactions\Billing). If the ACRN bill was not calculated before you posted the standard bill, you can reverse the standard bill using the Reverse Previous Bills screen (Projects\Process\Billing)and then post it via the Post Standard Bills screen (Projects\Process\Post). Then the standard bill can be re-calculated for the same given timeframe, and you can make any necessary edits before calculating the ACRN bill. Exercise caution when using the Reverse Previous Billings screen. If you are unfamiliar with the Reverse Previous Billings functionality, please contact Costpoint General Phone support for questions or assistance.
What should I do if I need to reverse a standard bill and the associated ACRN allocation amounts?
If a standard bill needs to be reversed and ACRN allocation amounts were associated with the standard bill, perform the following steps:
Reverse the standard bill using the Reverse Previous Bills screen (Projects\Process\Billing). If you are unfamiliar with the Reverse Previous Billings functionality, please contact Costptoint General Phone support for questions or assistance.
Verify the standard bill reversed with the correct invoice amount in the Edit Standard Bills screen (Projects\Transactions\Billing). When viewing the standard bill in the Edit Standard Bills screen, the Status field should display "REVERSE" and the Amount field should display the inverse amount of the original invoice amount.
Calculate ACRN Bills for the project.
Verify the ACRN allocation amount(s) reversed correctly using the Maintain ACRN Bills screen (Projects\Maintain\Billing) or the Print ACRN Billing Edit Report screen (Projects\Transactions\Billing).
Post the standard bill. Select Project
Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. Once you have saved a parameter ID and its related parameters, you can retrieve them using Query.
You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. Many users save a unique set of parameters for each different way they run a report or process. If you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters will automatically display as selection defaults. You can change any of the associated selection defaults as necessary.
Enter, or use Query to select, a parameter ID of up to 15 alphanumeric characters. You should choose characters for your parameter ID that help identify the type of selections you made in the screen, such as “PERIOD” or “QUARTERLY.”
When you save your record, all the selections made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.
You can use the parameter to produce reports and run processes more efficiently because you can select the parameter ID with its previously defined screen selections. Once the default selections display in the screen, you can override the defaults as necessary.
Enter, or use Query to select, a parameter description of up to 30 alphanumeric characters.
Projects
Use this drop-down box to select the range of projects to include. The following options are available:
All - Select this option to include all available projects. The Start and End fields are disabled for this option.
One - Select this option to include only one project. You must enter that value in the Start field. The End field is disabled for this option.
Range - Select this option to include a contiguous range of projects. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field.
From Beginning - Select this option to include all the projects from the beginning of the available projects to a specific project in the range. You must enter the last value for the range in the End field. The Start field is disabled for this option.
To End - Select this option to include all the projects from a specific project to the end of all the available projects. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option.
Enter the starting project.
Enter the ending project.
Bill Groups
Use this drop-down box to select the range of bill groups to include in the process. The following options are available:
All - Select this option to include all available bill groups. The Start and End fields are disabled for this option.
One - Select this option to include only one bill group. You must enter that value in the Start field. The End field is disabled for this option.
Range - Select this option to include a contiguous range of bill groups. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field.
From Beginning - Select this option to include all the bill groups from the beginning of the available bill groups to a specific bill group in the range. You must enter the last value for the range in the End field. The Start field is disabled for this option.
To End - Select this option to include all the bill groups from a specific bill group to the end of all the available bill groups. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option.
Enter the starting bill group.
Enter the ending bill group.
* A red asterisk denotes a required field.
ACRN Only using FIFO Methodology
ACRN Only using LIFO Methodology
ACRN Only using Proration Methodology
ACRN/Line Item using FIFO Methodology
ACRN/Line Item using LIFO Methodology
ACRN/Line Item using Proration Methodology
ACRN Only with Mapping and ACRN/Line Item with Mapping using FIFO Methodology
ACRN Only with Mapping and ACRN/Line Item with Mapping using LIFO Methodology
ACRN Only with Mapping and ACRN/Line Item with Mapping using Proration Methodology
This screen updates the following tables:
PROJ_BILL_ACRN (Maintain ACRN Bills)
PROJ_ACRN_DETL (Maintain ACRN Bills)
PROJ_ACRN_PLC (Maintain ACRN Bills, PLC Mapping subtask, if applicable)
PROJ_ACRN_ACCT (Maintain ACRN Bills, Accounts subtask)
BILL_EDIT_INVC_HDR (Edit Standard Bills)
BILL_EDIT_DETL (Edit Standard Bills)
PROJ_BILL_ACRN (Maintain ACRN Bills)
PROJ_ACRN_DETL (Maintain ACRN Bills)
PROJ_ACRN_PLC (Maintain ACRN Bills, PLC Mapping subtask, if applicable)
PROJ_ACRN_ACCT (Maintain ACRN Bills, Accounts subtask)