Use this screen to calculate retroactive bills. You can generate bills using revised billing rates that are applied to direct cost amounts or labor hours for invoices previously submitted to your customers. Before running this screen, load labor rates for all of the subperiods that the billing rate has changed. Following are two basic scenarios for which retroactive bills may be required:
Use this process when a change occurs in provisional indirect rates and you need to apply the new provisional rates to invoices that have already been posted. This change in rates may have been the result of new negotiated billing rates that should have been in effect for prior invoices.
Use this process for loaded labor bills that require a retroactive change to hourly billing rates on invoices that have already been issued. These new, loaded labor rates would be multiplied by the hours for invoices previously submitted to your customers.
Retroactive billings are not required on projects that incur rate changes on a prospective basis.
|
|
Note: The retroactive process is used only for standard bills that were originally generated through the Calculate Bills screen (Projects\Process\Billing). |
This process produces invoices that you can view and edit like regular bills in the Edit Standard Bills screen (Projects\Transactions\Billing). To assist in the review of the retroactive bills, print a worksheet in the Print Retroactive Bill Worksheets screen (Projects\Transactions\Billing). The printing and posting of retroactive bills is completed in the same way as regular bills in the Print Standard Bills (Projects\Transactions\Billing) and Post Standard Bills screens (Projects\Process\Post), respectively.
Execute this process after you have entered your new provisional indirect rates or your new loaded labor rates. If you are using "Loaded Labor Rates" billing formulas, you must also run the Load Labor Rates screen (Projects\Process\Billing) before calculating retroactive bills. You must run this process for each subperiod for which the new labor rates apply.
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 projects for which that you want to calculate retroactive bills.
Projects
Use this drop-down box to select the projects range option for your 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 for the range to include in the process. If you select "One," "Range," or "To End," in the Projects Option field, you must enter an invoice number 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 include in the process. 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 Groups
Use this drop-down box to select the bill groups range option for your process. The following options are available:
All - Select this option to include all available bill groups. The Start and End fields are disabled for this option.
One - Select this option to include only one bill 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 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 groups from the beginning of the available bill groups to a specific bill 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 groups from a specific bill group to the end of all the available bill 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 group for the range to process. If you select "One," "Range," or "To End," in the Bill Groups Option field, you must enter an invoice number in this field. If you select "All" or "From Beginning" in the Bill Groups Option field, this field will be inactive.
Enter, or use Lookup to select, an ending bill group for the range to include in the process. 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.
Accounting Period
This non-editable field displays the "Range" option. You must enter a range of fiscal years, periods, and subperiods in the Start and End fields.
If you selected the Indirect Costs radio button and the Year to Date Rates radio button is selected in the Apply Burdening based on group box in the Corporate Settings subtask of the Project Settings screen (Administration\Configure\Projects), you need to enter the fiscal year to be computed and the period for which the new indirect rates will be used. The period selected should be the period in which the new rates were entered into the YTD Prov rate field in the Pool Rates subtask of the Cost Pools screen (Projects\Maintain\Allocations) for all affected cost pools for the selected fiscal year. If burden cost ceilings were entered in the Project Burden Cost Ceilings screen using an "O" (Override,) "C" (Ceiling), or "F" (Fixed Amount) (C/O/F field) and the ceiling is applied to "A" or "B" in the Apply to RBA field, the burden cost ceiling will be considered.
If you selected the Indirect Costs radio button and the Current Period Rates radio button is selected in the Apply Burdening Based on group box in the Corporate Settings subtask of the Project Settings screen (Administration\Configure\Projects), you need to enter the fiscal year and starting and ending period. You need to enter new rates in the Current Provisional rate field of the Pool Rates subtask of the Cost Pools screen (Projects\Maintain\Allocations) for all periods within the specified range for all affected cost pools. If burden cost ceilings were entered in the Project Burden Cost Ceilings screen using an "O" (Override,) "C" (Ceiling), or "F" (Fixed Amount) (C/O/F field) and the ceiling is applied to "A" or "B" in the Apply to RBA field, the burden cost ceiling will be considered.
Enter, or use Lookup to select, a starting fiscal year for this process. All bills that have a fiscal year, period, and subperiod on or after the fiscal year, period, and subperiod entered here will be included in the process.
Enter, or use Lookup to select, a starting period for this process. All bills that have a fiscal year, period, and subperiod on or after the fiscal year, period, and subperiod entered here will be included in the process.
Enter, or use Lookup to select, a starting subperiod for this process. All bills that have a fiscal year, period, and subperiod on or after the fiscal year, period, and subperiod entered here will be included in the process.
This non-editable field displays the ending date for the subperiod entered in the Subperiod (Start) field.
Enter, or use Lookup to select, an ending fiscal year for this process. All bills that have a fiscal year, period, and subperiod on or before the fiscal year, period, and subperiod entered here will be included in the process.
Enter, or use Lookup to select, an ending period for this process. All bills that have a fiscal year, period, and subperiod on or before the fiscal year, period, and subperiod entered here will be included in the process.
Enter, or use Lookup to select, an ending subperiod for this process. All bills that have a fiscal year, period, and subperiod on or before the fiscal year, period, and subperiod entered here will be included in the process.
This non-editable field displays the ending date for the subperiod entered in the Subperiod (End) field.
Use the fields in this block to select the period to use for rate recalculation, the invoice date, and the calculation type.
Enter the period that will be used to calculate the retroactive bill.
This field is applicable only if you selected the Indirect Costs radio button. The system will calculate retroactive bills using the provisional indirect rates found in the Pool Rates subtask of the Cost Pools screen (Projects\Maintain\Allocations) for the period entered.
Enter, or use Calendar Lookup to select, an invoice date. You can 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.
Use the fields in this group box to select the type of bill to recalculate.
Select this radio button if you are calculating retroactive bills that use a loaded labor rate billing formula as defined in the Project Billing Information screen (Projects\Maintain\Billing).
You should select this radio button for all types of loaded labor rate formulas, including those that apply indirect costs to non-labor accounts. Note that this selection will allow you to calculate a bill for revised rates that span earlier fiscal years.
Select this radio button if you are calculating retroactive bills that apply provisional indirect cost rates to direct cost amounts.
You should select this radio button for all four types of cost-reimbursable billing formulas as defined in the Project Billing Information screen (Projects\Maintain\Billing).
|
|
Note: You can calculate retroactive bills using the Indirect Costs option for only one fiscal year at a time. |
* A red asterisk denotes a required field.
Changes to this screen update the following tables:
BILL_EDIT_DETL (Billing Edit Detail)
BILL_EDIT_INVC_HDR (Billing Edit Invoice Header)
BILLING_DETL_HIST (Billing Detail History)
BILLING_SUM (Billing Summary)
LAB_HS (Labor History)
