Calculate Bills

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.

This non-editable field displays the option "One."  You can only calculate bills for one ending period at a time. All transactions up to and including the subperiod entered here will be included on the bill.

Enter, or use the Lookup to select, the fiscal year for which you want to calculate bills.

Enter, or use the Lookup to select, the accounting period for which you want to calculate bills.

Enter, or use the Lookup to select, the subperiod for which you want to calculate bills.  Costs posted to the general ledger up through the selected subperiod will be included in the billing calculations.

This non-editable field displays the ending date of the subperiod.  

Use this drop-down box to select the range option for projects to be included when you run this process.  The following options are available:

• All – Select this option if you want to include all projects in the process.  The Start and End fields will be disabled if this option is selected.

• One – Select this option if you want to process for only one project.  You must enter the value that you want to include on the report in the Start field.  The End field will be disabled when this option is selected.

• Range – Select this option if you want to include a contiguous range of projects in the process.  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 if you want to include all the projects from the beginning of available projects to a specific project in the range.  You must enter the last value of this range in the End field.  The Start field will be disabled when you select this option.

• To End- Select this option if you want to include all the projects from a specific project to the end of all the available projects.  You must enter the value with which you want the range to start in the Start field.  The End field will be disabled when this option is selected.

Enter, or use Lookup to select, the starting value for the range of projects to include. If you select "All" or "From Beginning" in the Option field, this field will be disabled.  If you select "One," "Range," or "To End," you must enter a value in this field.

Enter, or use Lookup to select, the ending value for the range of projects to include. If you select "All," "One," or "To End" in the Option field, this field will be disabled.  If you select "Range" or "From Beginning" you must enter a value in this field.

Use this drop-down box to select the range of Billing Groups that you want to include in your process.  The following options are available:

• All – Select this option if you want to include all available groups in the process.  The Start and End fields will be disabled if this option is selected.

• One – Select this option if you want to process for only one group.  You must enter the value that you want to include on the report in the Start field.  The End field will be disabled when this option is selected.

• Range – Select this option if you want to include a contiguous range of groups in the process.  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 if you want to include all the groups from the beginning of available groups to a specific group in the range.  You must enter the last value of this range in the End field.  The Start field will be disabled when you select this option.

• To End- Select this option if you want to include all the groups from a specific group to the end of all the available groups.  You must enter the value with which you want the groups to start in the Start field.  The End field will be disabled when this option is selected.

Enter, or use Lookup to select, the starting value for the range of bill groups to include. If you select "All" or "From Beginning" in the Option field, this field will be disabled.  If you select "One," "Range," or "To End," you must enter a value in this field.

Enter, or use Lookup to select, the ending value for the range of bill groups to include. If you select "All," "One," or "To End" in the Option field, this field will be disabled.  If you select "Range" or "From Beginning" you must enter a value in this field.

Use this drop-down box to select the range of Billing Cycles that you want to include in your process.  The following options are available:

• All – Select this option if you want to include all available cycles in the process.  The Start and End fields will be disabled if this option is selected.

• One – Select this option if you want to process for only one cycle.  You must enter the value that you want to include on the report in the Start field.  The End field will be disabled when this option is selected.

• Range – Select this option if you want to include a contiguous range of cycles in the process.  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 if you want to include all the cycles from the beginning of available cycles to a specific cycle in the range.  You must enter the last value of this range in the End field.  The Start field will be disabled when you select this option.

• To End- Select this option if you want to include all the cycles from a specific cycle to the end of all the available cycles.  You must enter the value with which you want the range to start in the Start field.  The End field will be disabled when this option is selected.

Enter, or use Lookup to select, the starting value for the range of billing cycles to include. If you select "All" or "From Beginning" in the Option field, this field will be disabled.  If you select "One," "Range," or "To End," you must enter a value in this field.

Enter, or use Lookup to select, the ending value for the range of billing cycles to include. If you select "All," "One," or "To End" in the Option field, this field will be disabled.  If you select "Range" or "From Beginning" you must enter a value in this field.

Select this radio button to calculate invoices. All options on the screen will be available when you select this radio button. Calculated invoices will be available in the Edit Standard Bills  screen (Projects\Transactions\Billing) after you run this process.

Select this radio button to calculate the billable value of transactions in the Open Billing Detail screen (Projects\Maintain\Billing). This enables you to analyze the amount that will be billable without regard to ceilings, retainages, sales taxes, scheduled items, or other charges. Only items that reside in the Open Billing Detail screen will be considered when you use this option.  No invoices will be produced. If you select this radio button, the Include in Process and Include group boxes will be unavailable.

The system will create a report table named Z_BLPUBILL_RPT when you run this process. No standard report is available, so you will need a report writer to access the information in this table.   

This checkbox is available only when the Use Goal Multipliers for Billable Value Calculations checkbox is selected in the Project Settings screen (Administration\Configure\Projects). Select this radio button to compute the billable value of items in the Open Billing Detail screen (Projects\Maintain\Billing) using multipliers. When you select this radio button, the Include in Process and Include group boxes will be unavailable.

This process creates a report table called PROJ_GOAL_UNBILL.  No standard report is available when you select this option, so you will need a report writer to access the information in this table.  

Select this checkbox to release all items on hold for the selected bills. To release only selected items, use the Adjust Open Billing Detail screen (Projects\Process\Billing).

Select this checkbox to create retainage or over ceiling rows in the Edit Standard Bills  screen (Projects\Transactions\Billing). Retainage or over ceiling lines with amounts other than zero always print on the bill if they have been formatted to do so. This option allows you to print the lines on the bill even if they are zero.

Use this option when you want to bill retainage during contract closeout or when you want to bill over ceiling amounts after additional funding has been received. Over ceiling rows include over fee ceiling, over cost ceiling, and over total ceiling.

Select this checkbox to create fee rows in the Edit Standard Bills  screen (Projects\Transactions\Billing). Fee rows with amounts other than zero always print on the bill if they have been formatted to do so.

This option allows you to print the fee lines on the bill even if they are zero. You can edit the fee amounts for the current billing amount. There must be a previously billed fee amount in order to create a zero fee row. A zero fee row cannot be created if there has been no fee recognized on a previous bill. You can use this option if you have an award fee to bill.

Select this checkbox to print labor and non-labor discount lines on your bills, even if the discount lines do not have a current amount to bill.  When calculating bills, the system will create zero discount rows so that, if you edit the discount amounts on the bill, the detail bills will equal the total invoice amount due.

Note:  The system will create new rows only for projects that have a discount method selected in the in the Revenue Information screen (Projects\Maintain\Revenue) or the Other Info tab of the Project Billing Information screen (Projects\Maintain\Billing).

Select this checkbox to calculate only those bills that have current activity.

If this checkbox is selected, only those bills that have transactions in the Open Billing Detail screen (Projects\Maintain\Billing) will be calculated. This will save processing time because the system will not calculate bills for which there is no current activity. If a project ceiling level has been increased, the bill should be calculated even though there have not been any new transactions posted to the project. This will ensure that any "amounts in excess" from previous bills will be billed, up to the new ceiling.

Select this checkbox to include T&M transactions with a zero billing rate. This can be helpful in identifying missing billing rates.

Select this checkbox to include transactions with a zero cost amount.

Select this checkbox to include transactions with a zero unit quantity amount.

Enter, or use Calendar Lookup to select, an invoice date, or use the system date as the default.  This date will display in the Invoice Date field of the Edit Standard Bills  screen (Projects\Transactions\Billing), where it can be edited. This date will also display in the header of the bill when it is printed.