Post Project Product Bills

The Project Product Journal contains product billings entered in the Enter Project Product Bills screen (Projects\Transactions\Billing). Use this screen to post invoices with a status of "Selected." The journal debits the billed receivable account that has been set up in the project’s project account group. Unbilled amounts are posted to the unbilled receivable account that has been set up in the project’s project account group. If discounts have been taken, these amounts are posted, and shipping charges and sales tax accrued.

When should I use this screen?

You can print and post the Project Product Billing Journal to the ledger as many times as necessary during an accounting subperiod. Failure to post the Project Product Billing Journal may result in an overstatement of your unbilled receivables and an understatement of billed receivables. You can print the Journal without posting to the General Ledger. However, you must print the journal before posting.

Field Descriptions

Identification

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.

Selection Ranges

Use the fields in this block to select the period in which you want to post the invoices.

This non-editable field displays "One" because you can post to only one period at a time.

Enter, or use Lookup to select, the fiscal year to which you want to post invoices. The fiscal year selected must be open.

Enter, or use Lookup to select, the period to which you want to post invoices. The period selected must be open.

Enter, or use Lookup to select, the subperiod to which you want to post invoices. The subperiod ending date will display in the Ending Date field.

Open project product bills are stored in the PROJ_PROD_INVC_HDR and PROJ_PROD_INVC_LN tables. These tables do not store open invoices by fiscal year, period and subperiod. When the posting program is executed, it looks only for a status of "Selected" and posts these invoices to the fiscal year, period and subperiod selected. Therefore, verify the status of invoices before posting them to the General Ledger.

This non-editable field displays the subperiod ending date once you have selected a subperiod.

Use this drop-down box to select the manner in which you want to group invoices to be posted. Options include:

Project - Select this option to post a range of invoices based on project number.
Customer - Select this option to post a range of invoices based on the customer being invoiced.
Invoice Number - Select this option to post a range of invoices based on invoice number.
Bill User Group - Select this option to print invoices belonging to particular user groups.

Note: If you are using billing user groups, you can post invoices belonging only to user groups for which you are authorized. Therefore, your selections in the Selection Ranges are always limited by your user group.

Use this drop-down box to select the range option for your process. The following options are available:

All - Select this option to include all available records. The Start and End fields are disabled for this option.
One - Select this option to include only one record. 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 records. 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 records from the beginning of the available records to a specific record 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 records from a specific record to the end of all the available records. 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 value for the range that you want to post. If you select "One," "Range," or "To End," in the Range Option field, you must enter a value in this field. If you select "All" or "From Beginning" in the Range Option field, this field will be inactive.

Enter, or use Lookup to select, an ending value for the range that you want to post. If you select "All," "Range," or "From Beginning" in the Range Option field, you must enter an entry user in this field. If you select "One" or "To End" in the Range Option field, this field will be inactive.

Sort By

Use the field in this block to select the manner in which you want to sort the Project Product Journal.

Use the drop-down box to select the manner in which you want to sort the Project Product Journal. The options are: "Project," "Customer," "Invoice Number," and "Bill User Group."

Posting Information

Receivable - The program looks to the PROJ_ORG_ACCT and ACCT_GRP_SETUP tables for the account/ref1/ref2 with a function code of "Billed A/R." If an account with the function code of "Billed A/R" cannot be found then the program will display a message saying that the posting cannot be completed. The program then looks to the PROJ_BILL_INFO table for the level at which this invoice should be posted. The Owning Organization assigned to the project is used as the Org for posting. The Invoice Amount net of discounts, sales tax and shipping is posted as the billed receivable for invoices with a status of "Selected."

Unbilled - The program looks to the PROJ_ORG_ACCT and ACCT_GRP_SETUP tables for the account/ref1/ref2 with a function code of "Unbilled-Genrl." If an account with the function code of "Unbilled-Genrl" cannot be found then the program will display a message saying that the posting cannot be completed. The program then looks to the PROJ_BILL_INFO table for the level at which the receivable is posted. It looks to the PROJ_REV_SETUP table to find the project level at which revenue is posted. It compares the two. If different, the unbilled amount is posted at the higher of the two levels.

Sales tax - The program looks to the SALES_TX_ACCT table for the account/org/ref1/ref2 for each sales tax code. Account/Orgs used in the posting of sales tax are determined for each sales tax code. So if sales tax is accrued to multiple sales tax codes, there will be multiple account/orgs updated with sales tax amounts.

Shipping - The program looks to the AR_DFLT_ACCT table for the default accounts identified for shipping and handling charges. The account/org/ref1/ref2 stored in this table is always used for these charges. Therefore, shipping charges are not stored by project.

Discounts - The program looks to the AR_DFLT_ACCT table for the default accounts identified for discounts offered. The account/org/ref1/ref2 stored in this table is always used for these charges. Therefore, discount amounts are not stored by project.