Reverse Previous 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.

Enter, or use Lookup to select, an invoice number that you want to void or reverse.

The system will provide a warning if more than one invoice has been found with the entered ID. This will occur if you have a bill that has been shared by multiple customers. All invoices with this invoice ID will be reversed if you continue.

Concurrent processing is not allowed. In other words, one user cannot calculate a reversing bill while another user is calculating a standard bill for the same project. The system can contain only one type of bill (standard or reversing) in the unposted bill files.

This program automatically generates a bill in the Edit Standard Bills  screen (Projects\Transactions\Billing) that contains the same transactions from the original bill but with inverse amounts. These inverse transactions supporting the reverse bill are not in Open Billing Detail. You cannot edit reversing bills; you can only delete the entire bill. In addition, when you calculate reversing bills, the system automatically assigned them a status of "Void" if they are not being rebilled or "Reverse" if the rebill option has been selected. You cannot change this status in the Edit Standard Bills or Select Bills for Posting (Projects\Transactions\Billing)screens. Therefore, you cannot calculate a standard bill for this project until the reversing bill has been posted or deleted.

If you reverse a bill with the rebill option, the transactions are inserted from the original bill back into Open Billing Detail when the reversed bill is posted. You can combine these transactions with additional transactions to produce a revised bill. If you reverse a bill without the rebill option, an inverse bill is generated with no transactions inserted into Open Billing Detail. The sole purpose is to void the original bill.

Reversing bills carry the same invoice ID and bill number as the bill that they are reversing. When transactions that have been reversed are rebilled, the invoice ID and bill number on which they originally appeared are not reused and should not be reset.

Select this checkbox to assign a new invoice ID to your voided or reversed bill.  The system automatically uses the original invoice number when reversing or voiding a bill.  

If you choose to use the original invoice number in the reversing bill, the system will zero out the amounts in the BILL_INVC_HDR_HS table and the related transactional detail in the BILLING_DETL_HIST tables. This may cause a problem with the Create IWO Allocations process because it relies on the BILLING_DETL_HIST table to obtain data for the IWO allocations. The IWO process will incorporate the positive amounts in the calculation but will not have access to the negative amounts because the system will zero out the invoice amounts rather than create negative values in the tables. If you are using the billing history tables for either one of these processes, you should select the Assign New Invoice ID checkbox.

Select this checkbox to rebill the transactions from the original bill.

This means that the transactions from the original bill, including units, will be inserted back into Open Billing Detail when the reverse bill is posted. Any new transactions that have been posted to Open Billing Detail, in addition to the original transactions, can be included on the rebill.

Note: If a WAWF project invoice is reversed with the Rebill these transactions check box cleared, the invoice is voided. You cannot submit WAWF files if the total invoice amount is less than zero. There is no need to redistribute any over ceiling or retainage amounts for this type of invoice. If a WAWF project invoice is reversed with the Rebill these transactions check box selected, the invoice is reversed.  Again, you cannot submit WAWF files if the total invoice amount is less than zero, so there is no need to redistribute any over ceiling or retainage amounts.  Because the Rebill these transactions check box is selected, the invoice transactions are updated in Open Billing Detail when the reverse invoice is posted via the Post Standard Bills screen (Projects\Process\Post).  You must use the Calculate Bills screen (Projects\Process\Billing) to create the invoice again, at which time the WAWF_XXX fields are updated with any over ceiling and retainage amounts. You may need to modify the WAWF file in order to submit an accurate net invoice amount. For example: You post a standard invoice in the amount of $1,500.00. You create a WAWF file and submit it to the paying office. The paying office disburses you a check/EFT in the amount of $1,500.00. You determine there were costs on the invoice that should not have been invoiced and reverse the bill with the Rebill these transactions check box selected. This creates a -$1,500.00 receivable amount that cannot be transferred to the paying office because the total invoice amount is less than 0.00. You place the transactions that should not have been billed on Hold and recalculate the invoice in the following period. This results in an invoice amount of $2,900.00 (new billable transactions exist in the following period). You create a WAWF file.    You edit the WAWF file to net the total invoice amount to $1,400.00.  The $1,400.00 represents the current invoice amount of $2,900.00 (includes transactions previously invoiced) minus the previously paid invoice of $1,500.00.