Billing Detail Tab

Costpoint updates the majority of the transactions in this tab through the posting processes. You may wish to enter data for bills posted outside Costpoint in this tab. You cannot use the Calculate Retroactive Bills or the Reverse Previous Bills processes on bills that were not posted by the system.

Field	Description
Transaction Type	Use the drop-down list to select the transaction type. The transaction type identifies the purpose of the transaction in regard to the billing. Valid transaction types are as follows: Burden: Use this type for showing burden on allowed cost. Cost: Use this type for billing transactions based on incurred cost. Fee: Use this type for showing fee on incurred cost and burden. Fee on Hours: Use this type for showing fee based on hours incurred. Hours: Use this type for billing transactions based on loaded labor rates (T&M). Retainage: Use this type for showing retainage or withholding on a bill. Units: Use this type for billing transactions based on CLIN, Item, Revision #, and Quantity. Cost of Money: Use this type for showing Cost of Money amounts, when applicable. Over Fee Ceiling: Use this type for showing amounts in excess of the fee ceiling. Over Cost Ceiling: Use this type for showing amounts in excess of the cost ceiling. Over Total Ceiling: Use this type for showing amounts in excess of the total ceiling for a given project/task. Schedule: Use this type for billing scheduled amounts entered on the Schedule subtask of the Manage Project Billing Information screen. Fee on Labor: Use this type for showing fee on incurred labor costs. Labor Discount: Use this type for a labor discount. Non-Labor Discount: Use this type for a non-labor discount. Withhold: Use this type for withholding. Withhold Release: Use this type for a withholding release. Note: Enter data for the Withhold and Withhold Release transaction types only at the billing formula level project ID. In addition to the Invoice Project, Transaction Type, Tran Project, and Currency Code, only the two Amount Billed fields for functional and billing currency need to be completed for these new transaction types.
Tran Project	Enter, or click to select, a transaction project number that uses transactions to calculate billings. As you move to the next field, Costpoint validates that this project level allows charging. If this project and level do not allow charging, you receive an error and must correct this before you continue. When the transaction is saved, Costpoint validates the transaction project in accordance with the information in the Charging group box on the Basic Info tab on the Manage Project User Flow.
Journal	This field displays the journal code that identifies where the transaction was posted from. If the transaction was added manually, or the transaction type is Fee, Burden, or Retainage, it does not have a journal code.
Source	This field displays either System or User, depending on whether Costpoint created the record during posting or whether the record was added manually in this screen. Note that you cannot modify the audit trail information if the transaction is a System transaction.

Accounting Periods

Field	Description
Fiscal Year	This field displays the fiscal year in which the transaction was posted or occurred (if entered manually). Costpoint uses this date to determine which burden rate should be applied to the transaction's costs.
Period	This field displays the period in which the transaction was posted or occurred (if entered manually). Costpoint uses this date to determine which burden rate should be applied to the transaction's costs.
Subperiod	This field displays the subperiod in which the transaction was posted or occurred (if entered manually).
Account	Enter, or click to select, an account that is related to the transaction. As you move to the next field, Costpoint validates that the account number is not a summary account, the account is active, and that the account allows charging for the fiscal year, period and subperiod on this transaction. You receive a message if the account fails any of the preceding validations, and you should correct the account. When the transaction is saved, Costpoint verifies that the account is valid for the organization and for the project entered.
Organization	Enter an organization number or click to select one. As you move to the next field, Costpoint validates that the organization is active and allows charging for the fiscal year, period, and subperiod on this transaction. You receive a message if the organization fails any of the preceding validations, and you should correct the organization. When the transaction is saved, Costpoint verifies that the organization is valid for use with the account. If organizations are restricted to specific projects, it checks to see if that organization is allowed to charge that account for that project.
Schedule No	This non-editable field displays the schedule number, which is used to relate many transactions together to one project bill. The only time the schedule number is different than the invoice number is when there is more than one customer sharing a project. Then the schedule number is the lowest invoice number assigned for that billing posting.
IWO Transfer	This non-editable field indicates whether the transaction was included in an Inter-Company Work Order (IWO) Transfer. This field displays Y (Yes) if this line was included in an IWO, N (No) if this line was not included in an IWO.
Transaction Desc	Enter a description of this transaction. This can be used on supporting schedules as an explanation of the charges.

Billing Currency Info

Use this group box to review or edit information on billing currency codes and amounts. For system-generated records, all fields in this group box are non-editable. For user-entered records, you can modify the values in Amount Prev Billed and Amount Billed.

Field	Description
Currency Code	This non-editable field displays the code for the currency used to bill this project. After the project has been billed in one currency, changing the billing currency causes incorrect retainage and tax amounts to print on invoices. If you need to modify the Billing Currency of a project that has been previously billed, use the Update Billing Currency Amounts toolkit.
Amount Prev Billed	This field displays, in billing currency, the amount previously billed for this project.
Amount Billed	This field displays, in billing currency, the total amount billed for this project. If this Transaction Type is Labor Discount or Non-Labor Discount, this field displays the discount amount.

Cost

This group box displays information related to the cost portion of the transaction, in your company's functional currency and the transactional currency. Use the fields in the Cost group box for cost, burden, fee, and retainage transactions. For the transaction types of burden, fee, and retainage, the only fields that should be filled in are the Transaction Amt and the Amount Billed. These fields must be equal to each other for these transaction types. The only exception is the Amount Billed field, which is used by all of the transaction types. The sum of the Amount Billed field for all transactions belonging to a specific schedule number must equal the project receivable total for all customers sharing that project.

If your company's functional currency is the same as the transactional currency, the amount you enter in the Functional column will also be displayed in the Transactional column. If you change the transactional currency code, the Functional fields are disabled and will be populated when you enter values in the Transactional fields.

If your company's functional currency is different from the transactional currency:

For system-generated records, all Transactional fields are non-editable.
For user-entered records, the Transactional fields are editable if the Transaction Type is either Cost or Hours.

Note:

The Transactional column and Recalculate button are available only if you are licensed for multicurrency.

Field	Description
Currency	This field displays your company's functional currency and the transactional currency. For non-Cost and non-Hours transaction types, the transactional currency is the same as the billing currency if there is an invoice project. For user-entered records, you can change the transactional currency code through the Exchange Rates subtask.
Transaction Amt	This field displays the cost amount of transaction that was used for billing. If the Transaction Type is Hours, you can enter the cost, but it is not used for billing recalculation. You also have cost amounts for Fee, Burden, and Retainage transactions.
Write Off Amt	This field displays the amount of the transaction that was written off from being billed. It is stored in the closed billing detail so that reports can show what was written off and the reason for the write-off. Normally, you would not enter write-off transactions into the closed billing detail. We suggest that you enter a reason for writing off the amount in the Reason group box. Note: Fee, Burden, and Retainage transactions do not have any amount in this field.
Amt Prev Billed	This field displays the amount of this transaction that has previously been billed. We do not recommend that you modify this amount. The only time a transaction has an amount in Amt Prev Billed is when the transaction was partially billed by putting a portion of the transaction on hold. Note: Fee, Burden, and Retainage transactions do not have any amount in this field.
Amount Billed	This field displays the amount billed for this transaction for this schedule number. All transaction types use the Amount Billed field. An amount billed for 4 hours times the billing rate of 100.00 is $400.00. If the Transaction Type is Labor Discount or Non-Labor Discount, this field displays the discount amount.
Recalculate	Click this button to recalculate the cost functional and transactional amounts when the exchange rate has changed.

Hours

This group box displays information related to the hours portion of the transaction. Hours transactions can come from Costpoint Labor, Costpoint Accounts Payable, and Journal Entries.

Field	Description
Transaction Hrs	This field displays the number of hours related to this transaction that were used for billing. If the project is a T&M project and the transaction is a labor transaction, the cost is displayed but is not used for calculating the billing. All billings using hours require additional information relating to employee and labor category. Enter this additional information on the Labor tab.
Write Off Hrs	This field displays the number of hours of the transaction that were written off from being billed. It is stored in the closed billing detail so that reports can show what was written off and the reason for the write off. Normally you would not enter write-off transactions into the closed billing detail. We suggest that you enter a reason for writing off the hours in the Reason group box.
Hrs Prev Billed	This field displays the number of hours of this transaction that were previously billed. We recommend that you do not modify this amount. The only time a transaction has an amount in the Hrs Prev Billed field is when the transaction was partially billed by putting a portion of the transaction hours on hold.
Hours Billed	This field displays the hours billed for this transaction for this schedule number. If a transaction has had a partial billing because hours were placed on hold, you cannot subtract the total of the Write Off Hrs plus the Hrs Prev Billed from the Tran Hrs to arrive at the Hours Billed. At no time should the sum of the Write Off Hrs plus the Hrs Prev Billed plus the Hours Billed exceed the Tran Hrs.

Units

This group box displays the information related to the units portion of the transaction. Units transactions come from Unit Usage. You can enter information in the Units group box or Units tab only if the Transaction Type is Units.

Field	Description
Transaction Units	This field displays the number of units related to this transaction that were used for billing. All unit based transactions require additional information relating to CLIN and item number. Enter this additional information on the Units tab.
Write Off Units	This field displays the number of units of the transaction that were written off from being billed. It is stored in the closed billing detail so that reports can show what was written off and the reason for the write off. Normally you would not enter write-off transactions into the closed billing detail. We suggest that you enter a reason for writing off the units in the Reason group box.
Units Prev Billed	This field displays the number of units that were previously billed. We do not recommend that you modify this amount. Unit transactions can be partially billed because they have been placed on hold or have a quantity discount.
Units Billed	This field displays the units billed for this transaction for this schedule number. If a transaction has had a partial billing because units were placed on hold, you cannot subtract the total of the Write Off Units plus the Units Prev Billed from the Tran Units to arrive at the Units Billed. At no time should the sum of the Write Off Units plus the Units Prev Billed plus the Units Billed exceed the Tran Units.

Reason

Field	Description
Write Off	Enter a reason for not billing the transaction. It must contain enough information so that an auditor can justify the write-off.
Comments	Enter any notes or comments you want to store about the transaction.

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