Accounts Subtask

Use this subtask to link the cost, hours, units, burden, cost of money, and fee information to each of the billing lines.

In order for the billing program to know how to summarize the detail data, you must identify the account(s) and, optionally, the organization(s) that belong to each line.

When filling in the lines for this subtask, remember that the less data you enter on a row, the more data is included on the related line on the bill. For example, if you want a line on the bill to include all direct labor, fill in the direct labor account number(s), leave everything else blank, and select the check box in the Fee? field. Refer to the Processing Information section for more details.

Contents

Field	Description
Account	Enter, or click to select, the general ledger account number(s) that you want linked to this line on the bill. If you leave this column blank but fill in other columns on a row, all accounts are used for that row. If you fill out the Account column only, the program summarizes the costs or hours or units that relate to that account. Note that if you do not select an Organization for an Account, you cannot select one for the same Account for the remaining lines. See the Processing Information section for more information on how this field works in combination with other fields on this screen.
Organization	Enter, or click to select, the organization(s) that you want linked to the selected account(s) for this line on the bill. You can also leave this field blank to specify all organizations, if other columns on the row are filled. Note that if you do not select an Organization for an Account, you cannot select one for the same Account for the remaining lines. See the Processing Information section for more information on how this field works in combination with other fields on this screen.
Fiscal Year	Enter, or click to select, a fiscal year to link to the selected billing line. This field is used with the Pool and COM Pool? fields to specify burden and cost of money amounts. If you enter a fiscal year, you must update the format at the beginning of each year to include the Pool and COM amounts for the new fiscal year. If you leave the Fiscal Year blank, all fiscal years are included. See the Processing Information section for more information on how this field works with other fields on this screen.
Pool	Enter the number of the pool whose burden and/or cost of money is to be included for this line. This field is used with the Fiscal Year and COM Pool? fields. See the Processing Information section for more information on how this field works with other fields on this screen.
COM Pool ?	Use the drop-down list to select Y (Yes) or N (No) to indicate whether or not you want to calculate facilities capital cost of money for the specified account, org, and so forth. This field is used in combination with the Pool and Fiscal Year fields. See the Processing Information section for more information on how this field works with other fields on this screen.
Fee ?	Select this check box to indicate that you want to calculate fee for the specified Account, Organization, and so forth. See the Processing Information section for more information on how this field works with other fields on this screen.
Processing Information	The fields in this table window work with each other to link cost, hours, units, burden, cost of money, and fee information to each of the billing lines from the main screen. As mentioned above, this subtask uses a "less is more" approach; the less information you provide on a given line in this table window, the more billing data that line represents. For example, if you fill in the Account field but leave Organization and all other fields blank, all organizations' costs (or hours or units) for the specified account are summed for the selected billing line. If you fill in both the Account and Organization fields, only the selected account/org combination's cost/hours/units are included. The following field combinations provide the following outcomes on your bill: If you fill out the account and select the check box in the Fee? field, the program calculates and prints the fee related to the cost of the account. If you fill out the account, fiscal year, and pool, the program computes and prints the pool burden that relates to that account for that fiscal year and pool. If you fill out the account, fiscal year, and pool, and enter Y in the Com Pool? field, the program calculates and prints only the cost of money burden related to that account, pool, and fiscal year. If you fill out the account, fiscal year, and pool, and select the check box in the Fee? field, the program computes and prints only the fee on the burden related to that account and pool and fiscal year. If you fill out the Account and Organization columns only, the program retrieves the cost (or hours or units) from that account/organization combination. If you fill out the Account, Organization, Fiscal Year, and Pool, the program retrieves the pool burden amount that relates to that account and organization for that fiscal year and pool. If you fill out the Account, Organization, Fiscal Year, and Pool, and enter Y in the Com Pool? field, the program retrieves only the cost of money burden related to that account, organization, pool, and fiscal year. If you fill out the Account, Organization, Fiscal Year, and Pool, and select the check box in the Fee? field, the program calculates only the fee on the burden related to that account, organization, pool, and fiscal year. If you fill out the Account and Organization, and select the check box in the Fee? field, the program locates the fee related to the cost of the account and organization. If you fill out only the Fiscal Year and Pool, the program calculates and prints all account/organization burden for that pool for that fiscal year. Note that if you do not identify the account/organization for a fiscal year and pool on one line, you cannot identify an account/organization for that same pool on any other lines. If you fill out only the Fiscal Year and Pool, and enter Y in the Com Pool? Field, the program retrieves only the cost of money related to that pool and fiscal year for all accounts and organizations. Note that if you do not identify the account/organization for a fiscal year and pool on one line, you cannot identify an account/organization for that same pool on any other lines. If you fill out the Fiscal Year and Pool, and select the check box in the Fee? field, the program calculates only the fee related to that pool and fiscal year for all accounts and organizations. Note that if you do not identify the account/organization for a fiscal year and pool on one line, you cannot identify an account/organization for that same pool on any other lines. If you charge an account that is NOT mapped to the billing format, a line appears on your bill labeled "Other." A quick way to identify what makes up the "Other" line is to highlight the "Other" line on the Manage Standard Bills screen ("Other" displays in the Group Description and Line Description fields) and open the Detail subtask.  All transactions that make up the "Other" line are shown in this subtask, and you can then analyze which modifications need to be made to the format. The amounts included in the "Other" line may not have been linked properly to a line in this subtask.
Examples	For a line to include all direct labor: Fill in the direct labor account number, leave everything else blank, and select N in the Fee? field. If you want a line which includes only direct labor for only organization "1.1":  Fill in the direct labor account, fill in organization "1.1," leave the pool information blank, and select N in the Fee? field. For a line including all direct labor, plus burden: Fill in the first row with the direct labor account, leave the rest of the row blank, and set Fee to N. Then, fill in the next row of the table with the direct labor account, fill in the Fiscal Year, Pool, and COM ? fields, and select N in the Fee? field. To add a line with all direct labor, plus burden, plus fee: Start with the same two rows as in the previous example, and add another two rows. On the first additional row, fill in the account, leave the rest of the fields blank, and set Fee to Y. On the second additional row fill in the Account, Fiscal Year, Pool, and COM ? fields, and select Y in the Fee? field. Note: The less information you fill in on the table window, the more data is summed on the related line of the bill.