Adjust Open Billing Detail

The following table outlines the functions that will work for each field in the table window.

	Write Off (W)	Transfer (T)	Hold (H)	Release Hold (R)
Fiscal Year	Non-editable	Non-editable	Non-editable	Non-editable
Period	Non-editable	Non-editable	Non-editable	Non-editable
Subperiod	Non-editable	Non-editable	Non-editable	Non-editable
Project	Non-editable	Non-editable	Non-editable	Non-editable
Account	Non-editable	Non-editable	Non-editable	Non-editable
Organization	Non-editable	Non-editable	Non-editable	Non-editable
Transaction Amount	Non-editable	Non-editable	Non-editable	Non-editable
Transaction Hours	Non-editable	Non-editable	Non-editable	Non-editable
GLC	Non-editable	Non-editable	Non-editable	Non-editable
PLC	Non-editable	Non-editable	Non-editable	Non-editable
Effective Bill Date	Non-editable	Non-editable	Non-editable	Non-editable
ID Type	Non-editable	Non-editable	Non-editable	Non-editable
ID	Non-editable	Non-editable	Non-editable	Non-editable
Name	Non-editable	Non-editable	Non-editable	Non-editable
Previous Write Off Amount	Non-editable	Non-editable	Non-editable	Non-editable
Previous Write Off Hours	Non-editable	Non-editable	Non-editable	Non-editable
Previous Billed Amount	Non-editable	Non-editable	Non-editable	Non-editable
Previous Billed Hours	Non-editable	Non-editable	Non-editable	Non-editable
On Hold Amount	Editable	Editable	Editable	Non-editable
Hours on Hold	Editable	Editable	Editable	Non-editable
Transaction Description	Non-editable	Non-editable	Non-editable	Non-editable
Adjustment Project	Non-editable	Editable	Non-editable	Non-editable
Adjustment Account	Editable	Editable	Non-editable	Non-editable
Adjustment Organization	Editable	Editable	Non-editable	Non-editable
Adjustment Amount	Editable	Editable	Non-editable	Non-editable
Adjustment Hours	Editable	Editable	Non-editable	Non-editable
Adjustment GLC	Editable	Editable	Non-editable	Non-editable
Adjustment PLC	Editable	Editable	Non-editable	Non-editable
Adjustment Effective Bill Date	Non-editable	Editable	Non-editable	Non-editable
Reason	Editable	Editable	Editable	Non-editable

Enter, or use Lookup to select, the invoice project to be adjusted. Only those projects that are identified as adjustable on the Project Billing Information screen (select the Allow User to Adjust Transactions in Open Billing Detail checkbox in the Controls tab) will be available for Lookup or accepted for user entry.

For those projects with computed but unposted bills, the system verifies your choice to delete the bill before you can proceed with the adjustment process. This verification prevents users from adjusting billable costs on invoices that have already been prepared and are waiting to be posted.  The non-editable field to the right of the project number displays the project description.

Enter, or use Lookup to select, the fiscal year of the transactions that you need to adjust.  After you have entered the fiscal year and period, you can select the Execute button on the toolbar and the table window will populate with the transactions that have been posted to Open Billing Detail.

If you try to create a journal entry in a fiscal year that is different from the fiscal year of original entry, a warning message will display.

Enter, or use Lookup to select, the period of the transactions that you need to adjust.  After you have entered the fiscal year and  period, you can select the Execute icon on the toolbar and the table window will populate with the transactions that have been posted to Open Billing Detail.

Enter, or use Lookup to select, the subperiod of the transactions that you need to adjust.  After you have entered the fiscal year and period, you can select the Execute icon on the toolbar and the table window will populate with the transactions that have been posted to Open Billing Detail.

Select this checkbox to create a General Ledger journal entry for the billing adjustments lines selected in the table. The default setting for this checkbox is selected. After you select the billing rows and use the Process button on the toolbar, the Open Billing Detail table (OPEN_BILLING_DETL) will be updated and a journal entry will be created, if applicable.

If you do not select this checkbox, no journal entry will be created. This will cause the general ledger and the project reports to be out of balance with the billing. A warning will be issued to this effect. The best way to correct transactions is to use the original source. For example, you should use a correcting timesheet to adjust an incorrect PLC charged to a project.

We recommend that you select this checkbox.

Select this checkbox to use the original transaction description for the journal entry and in the OPEN_BILLING_DETL table. If you do not select this checkbox, the transaction description will be "Adjustments in Open Billing Detail" on the journal entry and the OPEN_BILLING_DETL table.

Select this checkbox to have the system delete the unposted bills in the Edit Standard Bills  (Projects\Transactions\Billing) and the Edit Progress Payment Bills (Projects\Transactions\Billing) screens before any transfers, adjustments, or write-offs are posted.

This non-editable field display the total hours that have been entered for adjustment.

This non-editable field display the total amount that have been entered for adjustment.

Use this field to select the action that you want performed on this line of the table.

Select the line to be updated by clicking in the unlabeled field to the left of the action field.  Right click the mouse to display the actions available.  The actions available are:

• Write Off -Selecting this option will cause the system to automatically display a "W" in the Action field. When you run this process with the Create JE checkbox selected, a journal entry is created and inserted into the Journal Entry Header (JE_HDR) and Journal Transaction (JE_TRN) tables. For write-offs with labor hours, the Employee Labor or Vendor Labor subtasks of the Enter Journal Entries screen will contain the selected row's hours to adjust the project ledger. The journal entry created will be described as "Adjustments in Open Billing Detail." Write-offs reclassify billing details from a revenue bearing account to a non-revenue bearing account on the same project. The adjustment amount and/or adjustment hours will be inserted in the Write Off Amount and Write Off Hours fields in the Open Billing Detail (OPEN_BILLING_DETL) table.

• Transfer - When you select a row to be transferred, the Action field will automatically display the letter "T." When you run this process with the Create JE checkbox selected, this row is inserted into the Open Billing Detail (OPEN_BILLING_DETL), the Journal Entry Header (JE_HDR), and Journal Transaction (JE_TRN) tables. For transfers with labor hours, the Employee Labor or Vendor Labor subtasks of the Enter Journal Entries screen (Accounting\Transactions\Journal Entries) will contain the selected row's hours to adjust the labor summary detail. The journal entry created will be described as "Adjustments in Open Billing Detail."

• Hold - When you select a row to be held, the Action field will automatically display the letter "H." No journal entry will be created for this selection. During processing, the transaction amount, less the previous billed amount, less previous write-off amount data, is inserted into the Amount on Hold field of the Open Billing Detail table (OPEN_BILL_DETL). The transaction hours less previous billed hours less previous write-off hours data are inserted into the Hours on Hold field of the Open Billing Detail table (OPEN_BILL_DETL).

• Release Hold - During processing, the Amount on Hold and the Hours on Hold fields of the Open Billing Detail table (OPEN_BILL_DETL) are set to zero. No journal entry is created for this selection.

• Reset - Use this selection to reset all the fields on the line to their original values.

Once you have selected an action, it will automatically display in this field.

This non-editable field displays the project used in the original transaction in the Open Billing Detail screen (Projects\Maintain\Billing).

This non-editable field displays the account used on the original transaction in the Open Billing Detail screen (Projects\Maintain\Billing).

This non-editable field displays the organization used on the original transaction in the Open Billing Detail screen (Projects\Maintain\Billing).

Select, or use Lookup to select, the fiscal year for the General Ledger adjustment. Only those years that are open can receive this adjusting entry. Although you can create a journal entry for a different year than your row data, you will be warned before processing that you are transferring data into a different year.

Enter, or use Lookup to select, the fiscal period for the General Ledger adjustment. Only those periods that are open can receive this adjusting entry.

Enter, or use Look to select, the subperiod for the General Ledger adjustment. Only those subperiods that are open can receive this adjusting entry. The period end date will display in the field to the right.

This non-editable field displays the total amount of project billing charges in this row.

This non-editable field displays the total hours of the project billing charges in this row.

This non-editable field displays the ID type (vendor, employee, or subcontractor) of the project billing charges in this row.

This non-editable field displays the ID type name (vendor, employee, or subcontractor) of the project billing charges in this row.

This non-editable field, displays the employee or vendor ID type of the project billing charges in this row.

This non-editable field displays the vendor, employee, or subcontractor name for the project billing charges in this row.

This non-editable field displays the general labor category code of the project billing charges in this row.

This non-editable field displays the GLC description for the GLC entered on this line.

This non-editable field displays the project labor category code of the project billing charges in this row.

This non-editable field displays the PLC description for the PLC entered on this line.

This non-editable field displays any amount of the project billing charges in this row that have been previously written off.

This non-editable field displays any of the project billing hours in this row that have been previously written off.

This non-editable field displays the date on which the billing charges are effective.

This non-editable field displays any of the project billing charges in this row that have been previously billed.

This non-editable field displays any of the project billing hours in this row that have been previously billed.

This field displays the project billing charges in this row that have been put on hold. You can use this field to put additional amounts on hold.

This field displays the project billing hours in this row that have been put on hold.  You can use this field to put additional hours on hold.

This field displays the transaction description for this project line. You can elect to use the original transaction description or you can enter a new one in this field.

Enter, or use Lookup to select, the project to receive the transfer amount for this row. This field is editable when you are transferring a row. This field is NOT editable when you are writing off charges, releasing previously held amounts, or putting items on hold.

Enter, or use Lookup to select, the account to be used for adjustments in this row. This field is only editable when you are writing off or transferring a row. This field is NOT editable when you are holding a row, releasing previously held amounts, or putting items on hold.

Enter, or use Lookup to select, the organization to be written-off, transferred, or held for this row. This field is only editable when you are writing off or transferring a row. This field is NOT editable when you are releasing previously held amounts or putting items on hold.

Enter the hours to be written-off, transferred, or held for this row. This field is only editable when you are writing off or transferring a row. This field is NOT editable when you are releasing previously held hours or putting items on hold.

Enter the amount to be written-off, transferred, or held for this row.  This field is only editable when you are writing off or transferring a row. This field is NOT editable when you are releasing previously held amounts or putting items on hold.

Enter the general labor category to be written-off, transferred, or held for this row. This field is only editable when you are writing off or transferring a row. This field is NOT editable when you are holding or releasing previously held amounts.

Enter the project labor category to be written off, transferred, or held for this row. This field is editable when you are writing off or transferring a row. This field is NOT editable when you are holding or releasing previously held amounts.

Enter the effective bill date to be written off, transferred, or held for this row. You can edit this field when you are transferring a row. You cannot edit this field when you are writing off, holding, or releasing previously held amounts.

Enter, up to 30 alphanumeric characters,  the reason for this write-off, transfer or hold. You can edit this field when you are writing off, transferring, or holding a row. You cannot edit this field when you are releasing previously held amounts.

This non-editable field displays the source journal from which the transaction was posted.

This non-editable field displays the sequence number of the posting.

This non-editable field displays the journal entry number for transactions that were posted in the Post Journal Entries screen (Accounting\Process\Post).

This non-editable field displays the reference 1 that was used on the transaction.

This non-editable field displays the reference 2 that was used on the transaction.

This non-editable field displays the timesheet date that was used on transactions that were posted by the Post Timesheets process.

This non-editable field displays the voucher number that was used on transactions that were posted by the Post A/P Vouchers or Post PO vouchers processes.

This non-editable field displays the cash receipt number for transactions that were posted by the Post Cash Receipts process (Accounting\Process\Post).

This non-editable field displays the project name for the project entered on this line of the table.

This non-editable field displays the account name for the account entered on this line of the table window.

This non-editable field displays the organization name of the organization entered on this line.