Standard Billing Info Tab

Use this tab to view an invoice summary and information on the posting of the bill.

You cannot edit this tab if the Allow User to Edit Bills check box is cleared on the Setup Information tab on the Manage Project Billing Information screen, you can change only the header of the actual bill. "Backup-only" bills (bills that provide billing detail at a lower level than the level at which the bill is printed/posted) cannot be changed.

If you need to make changes to the data that is being billed, make the adjustment in the original source journal or use the Adjust Open Billing Detail Records screen. This method will ensure that the general ledger and billing history remain reconciled.

Use this tab after you have computed bills and before you post bills.  

Invoice Info

Field	Description
Invoice Number	This non-editable field displays the company-wide invoice number assigned to this bill. This field, which serves as your internal tracking number, is initialized on the Configure Billing Settings screen and is incremented by one for each bill calculated. Note that the invoice numbers assigned are non-contiguous. For example, when you calculate your first 10 bills, they are numbered 1 to 10. But if you re-calculate any three of the bills, they are assigned invoice numbers 11 through 13.
Invoice Date	This field displays the default invoice date as entered on the Calculate Standard Bills screen. It can be edited. For invoice types VS, VR, and VC, however, you can edit the invoice date only when the initial invoice number (ORIG_INVC_ID) is different from the reversed invoice number (INVC_ID).
Invoice Type	This field displays the bill's invoice type. The different invoice types are: ST: Nonconsolidated standard bill RT: Nonconsolidated retroactive bill CR: Consolidated standard/retroactive bill VS: Reversing standard bill VR: Reversing retroactive bill VC: Reversing consolidated standard/retroactive bill
Status	Using this drop-down list, select the status of the bill. Valid options are: Selected Unselected Reverse Void Hold Only the Unselected, Selected, and Hold options can be manually assigned. Costpoint assigns Reverse and Void during the Reverse Previous Bills process. For calculated bill types, the initial status after the bill is calculated is Unselected. This causes a message to print on your bill indicating that it is in an Unselected, or draft, state. (Note that for progress payment bills, this message does not print. You can edit progress payment bills on the Manage Progress Payment Bills screen.) Before you can post a bill, it must have a Selected status. This indicates that the bill is acceptable. If a bill must be recalculated, it must have a status of Unselected. You can modify the status of each bill individually in this screen, or you can update the status for a range of bills on the Select Bills for Posting screen. Note that only standard bills and progress payment bills can be modified on the Select Bills for Posting screen. For Reversing bills, the status is either Reverse, if the re-bill option has been selected, or Void, if the bill is not to be re-billed. You cannot edit reversing bills or modify their status; you can only delete or post them. If you select Hold, Costpoint does not calculate/recalculate values for the bill. The system will also not post the bill in this status.
Billing Format	This non-editable field displays the billing format established on the Project Billing Information screen.
Percent	This non-editable field displays the percentage of the bill that applies to the customer. This is established on the Manage Project Billing Information screen.

Billing Period

Field	Description
From	Enter the beginning date of the billing period. This field is initially blank when you select a bill to edit, but you must enter a date in this field if the bill will be included in the iRAPT file for cost vouchers. This field must not be later than the ending period date. You can enter the beginning date for each bill individually in this screen, or enter it for a range of bills on the Print Standard Bills screen. If you enter the date in both this screen and the Print Standard Bills screen, the date from this screen is used. The date entered here does not affect which transactions are included in the billing. The fiscal year, period, and subperiod determine which transactions are included.
To	You specify the ending date when you run the Calculate Standard Bills screen. This field is editable, and you must enter a date in this field if the bill will be included in the iRAPT file for cost vouchers. Only transactions that have been posted within the subperiod selected on the Calculate Standard Bills screen are included on the bill. Therefore, changing this date does not affect which transactions are included on the bill.

Due

This group box displays information concerning the due date of the invoice and the amount due in functional and billing currencies.

Field	Description
Due Date	This field displays the due date, which is calculated based on the payment terms established for the customer on the Manage Customers screen. This field is required and can be edited.
Amount Due	This non-editable field displays the total billed amount after all withholdings and retainages have been deducted.
Billing Currency	This non-editable field displays the currency used for this bill. The currency for this bill was selected on the Other Info subtask of the Manage Project Billing Information screen.
Billing Currency Amount	This non-editable field displays the total billed amount, displayed in billing currency, after all withholdings and retainages have been deducted.
Document Location	Use this field to attach a file to your standard bill. You can use this feature to attach a copy of this bill, the section of the contract that defines the billing requirements, documentation for the bill such as timesheets or vouchers, or other information regarding contract funding. You can access the document location on the View Standard Billing History screen after posting the bill. You must calculate standard bills before you can use this field. Attach documents before you post the bills. Enter the location of the file that you want to attach to your bill. You can also click the Browse for file button to the right of this field to open a dialog and navigate your network to locate the file that you want to attach to your bill. Use the Open file button to view the attached file. Costpoint displays an error message if no document location was entered. Note: You can save a copy of this bill in the document location. After making your final modifications, set the Status to Selected on the main screen and then use the Print Standard Bills screen to print the bill to a file in the document location.