Use this utility to insert transactions into the Open Billing Detail screen (Projects\Maintain\Billing) using either the General Ledger Detail table or the Units Usage History table. You can select a range of projects or a single project. Other selection criteria such as accounting period, account, and source journal are also available in this screen.
Use this screen when you need to populate the Open Billing Detail screen (Projects\Maintain\Billing) with posted transactions. The Open Billing Detail screen is normally populated when transactions are posted to the general ledger. The system does not automatically insert transactions into the Open Billing Detail screen; you must first set up the Project Billing Information screen (Projects\Maintain\Billing) and select a transaction-based billing formula. If you have not set up the Project Billing Information screen, no transactions will exist in the Open Billing Detail screen for the project and you will not be able to bill it.
Use this screen only after careful analysis of the project's transactions that exist in the Open Billing Detail and Posted Billing Detail (Projects\Configure\Billing History) screens.
What are transaction-based formulas?
Transaction-based billing formulas are all billing formulas except “Unit Price Transactions Only” and “Enter Bill Manually.” Transaction-based billing formulas use the transactions that have been posted to the project to calculate the bill.
Can I use this screen for units transactions?
You can update the Open Billing Detail screen (Projects\Maintain\Billing) for units transactions by selecting the Units Usage History checkbox in this screen. If you select this checkbox, only the Units Usage History file will be used to update the Open Billing Detail file.
If the function code assigned to the account in the project account group is "Units," the Calculate Bills screen (Projects\Process\Billing) will use only units times unit cost.
What other options are available for populating the Open Billing Detail screen?
The Open Billing Detail table can be populated manually, with the Update Open Billing Detail utility, or updated when transactions are posted to the general ledger. Updating the Open Billing Detail Table manually is sometimes the best option, especially if only a few transactions are missing or the Project Billing Information screen was set up in the middle of a period.
What are the potential problems with this utility?
This utility is not designed to evaluate the Open Billing Detail table for transactions that already exist in the Open Billing table. You must carefully evaluate transactions in the Open Billing Detail before running this process to ensure that transactions are not double billed.
The Closed Billing Detail table will be evaluated during this process. If you select "No" in the Continue Transactions field, the utility will not continue to insert transactions into the Open Billing Detail table if the same transaction is found in the Closed Billing Detail table.
If you are posting labor at the summary level (i.e., if you selected the Labor Distribution checkbox in the Post Summary Entry To GL Detail group box in the G/L Settings screen), your General Ledger does not store the detailed information required to run this utility for timesheet data. In this case, you must enter labor information manually in the Open Billing Detail screen (Projects\Maintain\Billing).
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Warning: Exercise caution when using this utility. Populating the database with erroneous data can result in a time-consuming clean-up 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 limit the transactions that will update the Open Billing Detail screen.
Projects *
Use this drop-down box to select the range option for your report. 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 the beginning project number, or use Lookup to select one. If you selected "All" or "From Beginning" in the Projects Option field, this field will be inactive.
If you selected “One” or “Range,” you should enter, or use Lookup to select, a value for this field.
Enter, or use Lookup to select, an ending project number. If you select "All," "One," or "To End" in the Projects Option field, this field will be inactive.
If you selected “From Beginning,” you should enter, or use Lookup to select, a value for this field.
Accounts *
Use this drop-down box to select the range option for your report. 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 the beginning account number, or use Lookup to select one. If you selected "All" or "From Beginning" in the Accounts Option field, this field will be inactive. If you selected “One” or “Range,” you should enter, or use Lookup to select, a value for this field.
Enter, or use Lookup to select, an ending account number. If you select "All," "One," or "To End" in the Accounts Option field, this field will be inactive. If you selected “From Beginning,” you should enter, or use Lookup to select, a value for this field.
Accounting Periods *
Use this drop-down box to select the range option for your report. 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 the starting fiscal year, or use Lookup to select one. If you selected "All" or "From Beginning" in the Accounting Periods Option field, this field will be inactive. If you selected “One” or “Range,” you should enter, or use Lookup to select, a value for this field.
Enter the starting period, or use Lookup to select one. If you selected "All" or "From Beginning" in the Accounting Periods Option field, this field will be inactive. If you selected “One” or “Range,” you should enter, or use Lookup to select, a value for this field.
Enter the beginning subperiod, or use Lookup to select one. If you selected "All" or "From Beginning" in the Accounting Periods Option field, this field will be inactive. If you selected “One” or “Range,” you should enter, or use Lookup to select, a value for this field.
Enter, or use Lookup to select, an ending fiscal year. If you select "All," "One," or "To End" in the Accounting Periods Option field, this field will be inactive. If you selected “From Beginning,” you should enter, or use Lookup to select, a value for this field.
Enter, or use Lookup to select, an ending period. If you select "All," "One," or "To End" in the Accounting Periods Option field, this field will be inactive. If you selected “From Beginning,” you should enter, or use Lookup to select, a value for this field.
Enter, or use Lookup to select, an ending subperiod. If you select "All," "One," or "To End" in the Accounting Periods Option field, this field will be inactive. If you selected “From Beginning,” you should enter, or use Lookup to select, a value for this field.
Use the fields in this block to select the source of the transactional data. You must select at least one source option to run the update.
Select this checkbox to update the Open Billing Detail file with transactions from the General Ledger tables, specifically the Transaction Posting Detail and the Transaction Posting Summary tables. This selection will update the Transaction Amount and Transaction Hours fields of the Open Billing Detail screen (Projects\Maintain\Billing). For projects with units, use this selection to bill the cost of the units. The program inserts records in Open Billing Detail, assigns them a Transaction Type of "COST," and completes the Cost group box in the Open Billing Detail screen.
Select this checkbox to update the Open Billing Detail file with transactions from the Unit Usage tables, specifically the Units Usage History and the Units Usage Transaction Line tables. This selection will update the Transaction Units field of the Open Billing Detail screen (Projects\Maintain\Billing).
For projects with units, select this checkbox to bill the unit usage (price times quantity). The program inserts records in Open Billing Detail, assigns them a Transaction Type of "UNITS," and completes the Units group box in the Open Billing Detail screen. Note that the transactions, when recorded in the Enter Units Usage screen, must have the Post to Billings checkbox selected to allow insertion into Open Billing Detail.
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Warning: For projects with units, selecting both of these checkboxes could result in the insertion of both unit cost and unit usage into Open Billing Detail. Be sure to review your setup to ensure that the correct transaction types are inserted into Open Billing Detail. |
Use this drop-down box to select the option to continue the population of the Open Billing Detail table even if the transaction is found in the Closed Billing Detail table. The options available are "Yes" and "No."
* A red asterisk denotes a required field.
This utility uses information stored in the following tables:
GL_DETL (General Ledger Detail)
PROJ_BILL_INFO (Project Billing Information)
UNITS_USAGE_HS (Unit Usage History)
UNITS_USAGE_LN_HS (Unit Usage Line History)
