Use this screen to print and/or post manual bills in the Manual Bill table. The Manual Billing Journal provides detail supporting invoices and should be printed and retained as part of the system audit trail. For this reason, you cannot post manual bills without first printing the Manual Billing Journal. You can, however, print the Manual Billing Journal without posting it, so that you can review and correct entries before posting. When posting the Manual Billing Journal, you must first print the Journal during the same session. You must also keep the posting criteria consistent with the selections you made to print the journal. If you exit from the screen, or if your selections change, you must reprint the Manual Billing Journal based on the new criteria before you can post. If you elect to post, selected invoices are posted to the A/R Header and A/R Detail History tables (Initialize A/R History screen (Accounting\Utilities\Transaction History)).
You can print and post the Manual Billing Journal any number of times during the accounting period. Only the bills that have been set to "Selected" status in the Enter Manual Bills screen (Projects\Transactions\Billing) will be posted.
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.
Use the fields in this block to select the subperiod in which you want to post bills. Only bills with this fiscal year, period, and subperiod in the Enter Manual Bills screen (Projects\Transactions\Billing) will be selected for posting. They will be posted to the fiscal year/period and the latest subperiod entered in this block.
You can limit the bills that will be posted by entry user and by invoice number.
Fiscal Year/Period
This non-editable field displays the "One" option because you can only post invoices to one period at a time.
Enter, or use the Lookup to select, the fiscal year to which to post the bills. The fiscal year selected must be open.
Enter, or use the Lookup to select, the period to which to post your bills. The period selected must be open.
Subperiods *
Use this drop-down box to select the subperiod range option in which you want to post bills. The following options are available:
All - Select this option to include all superiods within the fiscal year/period entered in the Fiscal Year/Period field. The Start and End fields are disabled for this option.
One - Select this option to post only one subperiod. 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 subperiods. 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 superiods from the beginning of the available subperiods to a specific subperiod 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 subperiods from a specific subperiod to the end of all the available subperiods. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option.
Enter, or use Lookup to select, the beginning subperiod for which you want to select invoices for posting. The system will only post the invoices that have a fiscal year, period, and subperiod up to and including the subperiod ending date entered in these fields.
Enter, or use Lookup to select, the ending subperiod that you want to include in the range. The system will only post the invoices that have a fiscal year, period, and subperiod up to and including the subperiod ending date entered in these fields.
Invoices *
Use this drop-down box to select a range option for invoice numbers. The process will limit the invoices that are posted to those that have invoice numbers that fall in the range entered in the Start and End fields. The following options are available:
All - Select this option to include all available invoice numbers. The Start and End fields are disabled for this option.
One - Select this option to include only one invoice. 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 invoice numbers. You must enter the beginning invoice number for the range in the Start field and the ending invoice number of the range in the End field.
From Beginning - Select this option to include all the invoice numbers from the beginning of the available records to a specific invoice number 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 invoice numbers from a specific record to the end of all the invoice numbers. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option.
Enter, or use Lookup to select, a starting invoice number for the range that you want to post. If you select "One," "Range," or "To End," in the Invoices Option field, you must enter an invoice number in this field. If you select "All" or "From Beginning" in the Invoices Option field, this field will be inactive.
Enter, or use Lookup to select, an ending invoice number for the range that you want to post. If you select "All," "Range," or "From Beginning" in the Invoices Option field, you must enter an invoice number in this field. If you select "One" or "To End" in the Invoices Option field, this field will be inactive.
Entry Users *
Use this drop-down box to select a range option for entry users. The process will limit the invoices that are posted to those that have entry users that fall in the range entered in the Start and End fields. The following options are available:
All - Select this option to include all available entry users. The Start and End fields are disabled for this option.
One - Select this option to include only one entry user. 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 entry users. You must enter the beginning entry user for the range in the Start field and the ending entry user of the range in the End field.
From Beginning - Select this option to include all the entry users from the beginning of the available records to a specific entry user 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 entry users from a specific record to the end of all the entry users. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option.
Enter, or use Lookup to select, a starting entry user for the range that you want to post. If you select "One," "Range," or "To End," in the Invoices Option field, you must enter an entry user in this field. If you select "All" or "From Beginning" in the Invoices Option field, then this field will be inactive.
Enter, or use Lookup to select, an ending entry user for the range that you want to post. If you select "All," "Range," or "From Beginning" in the Invoices Option field, you must enter an entry user in this field. If you select "One" or "To End" in the Invoices Option field, this field will be inactive.
* A red asterisk denotes a required field.
Changes to this screen update the following tables:
AR_DETL_HS (Accounts Receivable Detail History)
AR_HDR_HS (Accounts Receivable Header History)
FS_SUM (Financial Statement Summary)
GL_DETL (General Ledger Detail)
GL_POST_SUM (General Ledger Posting Summary)
MANUAL_BILL_HS (Manual Billing History)
PROJ_BILL_HS (Project Billing History)
REF_SUM (optional) (Reference Summary)