Use this screen to post 1443 invoices that have been calculated in the Calculate Progress Payment Bills screen (Projects\Process\Billing), and then reviewed in the Edit Progress Payment Bills screen (Projects\Transactions\Billing). This screen is used by projects that bill using government form 1443, Contractor's Request for Progress Payment.
Only invoices with a status of "Selected" are posted through this process. You can assign this status to a range of bills in the Select Bills for Posting screen or on an individual bill basis in the Edit Progress Payment Bills screen.
The Progress Bills to GL When Billed checkbox in the Billing Settings screen controls whether the posting entries will update the general ledger. If you selected this checkbox, the journal debits the Billed A/R - Progress Payments account set up for the project to which the invoice is being posted. Progress payment bills allow you to recover a percentage of your incurred costs, even if deliveries have not been made. As such, the credit side of the journal posting is made to a liability, Unliquidated Progress Payments, instead of the unbilled account. Unbilled accounts are used when delivery has been made and a delivery invoice is posted. When the bill has been paid, Cash will be debited and the Billed A/R - Progress Payments will be credited.
If you do not select the checkbox, no entries will update the general ledger. When the bill is paid and the cash receipt is posted, Cash will be debited and the Unliquidated Progress Payments account will be credited. Therefore, if you do not select this checkbox, a receivable is not recognized and the liability is not shown on your financial statements until the cash receipt is posted. Regardless of the selection, the accounts receivable and billing history files are updated by the posting. If you choose not to update the general ledger, an option exists on the Accounts Receivable Aging report to suppress progress payment bills for reconciliation purposes.
You can print and post the Post 1443 Invoices Journal as many times as necessary during an accounting subperiod. You can print the Journal without posting. However, you must print the journal before posting.
You must calculate progress payments and review the invoices in the Edit Progress Payment Bills screen before you can run this process.
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 fiscal year, period, and subperiod to which you want to post invoices. You can also limit the invoices to be posted by project number, bill user group, and billing cycle.
Accounting Period
This non-editable field displays "One." This is the only option for this field because you can post to only one period at a time.
Enter, or use Lookup to select, the fiscal year in which you want to post invoices. The fiscal year selected must be open.
Enter, or use Lookup to select, the period in which you want to post invoices. The period selected must be open.
Enter, or use Lookup to select, the subperiod in which you want to post invoices. The subperiod selected must be open.
This non-editable field displays the ending date of the subperiod entered in the Subpd field.
Projects *
Use this drop-down box to select the range option for projects that you want to include in the process. 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, or use Lookup to select, a starting project number for the range to post. If you select "One," "Range," or "To End," in the Projects Option field, you must enter an entry user in this field. If you select "All" or "From Beginning" in the Projects Option field, this field will be inactive.
Enter, or use Lookup to select, an ending project number for the range to post. If you select "All," "Range," or "From Beginning" in the Projects Option field, you must enter an invoice number in this field. If you select "One" or "To End" in the Projects Option field, this field will be inactive.
Bill User Groups *
Use this drop-down box to select the range option for bill user groups that you want to include in the process. The following options are available:
All - Select this option to include all available bill user groups. The Start and End fields are disabled for this option.
One - Select this option to include only one bill user 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 user 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 user groups from the beginning of the available bill user groups to a specific bill user 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 user groups from a specific bill user group to the end of all the available bill user 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, or use Lookup to select, a starting bill user group for the range to post. If you select "One," "Range," or "To End," in the Bill User Group Option field, you must enter an entry user in this field. If you select "All" or "From Beginning" in the Bill User Group Option field, this field will be inactive.
Enter, or use Lookup to select, an ending bill user group for the range to post. If you select "All," "Range," or "From Beginning" in the Bill User Group Option field, you must enter an invoice number in this field. If you select "One" or "To End" in the Bill User Group Option field, this field will be inactive.
Bill Cycles *
Use this drop-down box to select the range option for billing cycles that you want to include in the process. The following options are available:
All - Select this option to include all available billing cycles. The Start and End fields are disabled for this option.
One - Select this option to include only one billing cycle. 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 billing cycles. 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 billing cycles from the beginning of the available billing cycles to a specific billing cycle 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 billing cycle from a specific billing cycle to the end of all the available billing cycles. 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 billing cycle for the range to post. If you select "One," "Range," or "To End," in the Billing Cycles Option field, you must enter an entry user in this field. If you select "All" or "From Beginning" in the Billing Cycles Option field, this field will be inactive.
Enter, or use Lookup to select, an ending bill user group for the range to post. If you select "All," "Range," or "From Beginning" in the Billing Cycles Option field, you must enter an invoice number in this field. If you select "One" or "To End" in the Billing Cycles 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)
GL_DETL (General Ledger Detail)
GL_POST_SUM (General Ledger Summary)
PRG_PMT_DETL_HS (Progress Payment Detail History)
PRG_PMT_HDR_HS (Progress Payment Header History)
PROJ_BILL_HS (Project Billing History)
FS_SUM (Financial Statement Summary)
REF_SUM (optional) (Reference Summary)