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Contents of the Manage Manual Bills Screen

Use the fields and options to configure the Manage Manual Bills screen.

Details

Use this block to specify period information and invoice date defaults.

Period Information

Use this group box to select the period to which the bill should be posted.

Field	Description
Fiscal Year	Select the fiscal year to which you want to post the manual invoices.
Period	Select the period to which you want to post the manual invoices.
Subperiod	Select the open subperiod to which you want to post the manual invoices.

Defaults

Field	Description
Invoice Date	Enter the default invoice date for all invoices. If you do not want any date to default to your invoices, leave this field blank.
Due Date	Enter the default due date for all invoices. If you do not want a due date to default, leave this field blank.

Entry Info

This non-editable group box displays user entry information.

Field	Description
User	This field displays the entry ID of the user.
Date	This field displays the date the transaction was entered.

Table Window

Record manual invoices in this table window. It allows you to enter multiple invoices quickly. For example, you could enter a bi-weekly or monthly billing cycle of invoices at one time.

Field	Description
Invoice Number	This field displays a unique Costpoint-generated invoice number created when you enter and save manual invoices. You should leave this field blank. If you have an invoice number already selected for your invoice, enter that invoice number in the bill number field. If you choose to enter your own invoice number, Costpoint checks the AR History table to see if that invoice number already exists. You receive a warning message if an identical invoice number is found in the history table and if the customer ID, project ID, customer PO ID, or transaction currency code you entered is different from the history table. If an identical invoice number already exists, but there are no discrepancies between the historical and current customer ID, project ID, customer PO ID, or transaction currency code, you will not receive a warning. If you post the duplicate-numbered invoice, the invoice you are posting is combined with the one already in the history table. You can use this feature to make corrections to previously posted invoices.
Customer ID	Enter, or click to select, the customer account to which this invoice should be posted.
Customer Name	This field displays the name of the customer.
Bill To	Enter, or click to select, the address code for the address to which this invoice should be sent. Only those addresses saved for this customer on the Manage Customers screen are allowed.
Remit To	Enter, or click to select, the address code for the address to which the customer should remit payment. Only those remittance addresses saved on the Manage Remittance Addresses screen are allowed.
Project ID	Enter, or click to select, the project to which this invoice should be posted. You can enter invoice data by project abbreviation. If you choose to do so, this field automatically displays that project.
Project Name	This non-editable field displays the name of the project selected.
Project Abbreviation	You can enter invoices by project abbreviation. If you choose to do so, enter the project abbreviation in this field. The project number displays in the Project field.
Invoice Date	Enter the date for which the invoice was calculated. If you entered a date in the default Invoice Date field in the header, this date is reflected here.
Due Date	Enter the due date of the invoice. If you have entered a date in the default Due Date field in the header, this date is reflected here. The due date is used to age accounts receivable.
Tax Code	Enter, or click to select, the sales tax/VAT code for this invoice. You maintain tax codes in Costpoint System Administration.
Tax Amount	Enter the sales tax/VAT amount for this invoice.
Other Charge Code 1	Enter, or click to select, a valid other charge code number 1. You can set up valid other charge codes on the Manage Other Charges screen; use them to enter miscellaneous billable items. Since manual bills are not printed, the accounts designated to record the other charges appear on the billing journal posting.
Other Charge 1 Description	This column displays the default description of the other charge code number 1. It is shown for informational purposes only and cannot be modified because it does not print on the billing journal posting.
Other Charge 1 Amount	Enter the amount of the other charge.
Other Charge Code 2	Enter, or click to select, a valid other charge code number 2. You can set up valid other charge codes on the Manage Other Charges screen; use them to enter miscellaneous billable items. Since manual bills are not printed, the accounts designated to record the other charges appear on the billing journal posting.
Other Charge 2 Descriptions	This column displays the default description of the other charge code number 2. It is shown for informational purposes only and cannot be modified because it does not print on the billing journal posting.
Other Charge 2 Amount	Enter the amount of the other charge.
Other Charge Code 3	Enter, or click to select, a valid other charge code number 3. You can set up valid other charge codes on the Manage Other Charges screen; use them to enter miscellaneous billable items. Since manual bills are not printed, the accounts designated to record the other charges appear on the billing journal posting.
Other Charge 3 Description	This column displays the default description of the other charge code number 3. It is shown for informational purposes only and cannot be modified because it does not print on the billing journal posting.
Other Charge 3 Amount	Enter the amount of the other charge.
Total Invoice Amount	Enter the total invoice amount.
Discount Amount Available	Enter the amount of any discounts, if available.
Bill Number	Enter the bill number that you have assigned to this invoice.
Customer PO Number	Enter the corresponding customer PO number, if applicable.
Billing Currency	Your company's default transaction currency defaults into this column. To change this currency, use the Exchange Rates subtask. You can also use this subtask to change the exchange rate(s) for these manual bills. The rows in this table are not required to have the same billing currency, but the Total is NOT displayed when different currencies are used in this table.
Document Location	Use this field to attach a file to your manual 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. Enter, or use the Browse for file button to select, the location of the file that you want to attach to your bill. Click the Open file button to open the Select File dialog, which you can use to navigate your network and locate the file that you want to attach to your bill.
Notes	Use this field to enter notes about the bill.

Subtasks

Subtask	Description
Exchange Rates	Click this link to access the Exchange Rates subtask, where you can select a different (other than the default) billing currency or a different source for exchange rates used for this invoice.
Invoice Totals	Click this link to access the Invoice Totals subtask, where you can view the invoice totals in both the billing currency and your company's functional currency. In addition, you can view the exchange rate for the billing currency.
Customs Info	Click this link to access the Customs Info subtask, where you can view and modify customs information for the selected invoice. Included modifications are destination country, delivery terms, mode of transportation, and supply date.

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Contents of the Manage Manual Bills Screen

Use the fields and options to configure the Manage Manual Bills screen.

Details

Use this block to specify period information and invoice date defaults.

Period Information

Use this group box to select the period to which the bill should be posted.

Field	Description
Fiscal Year	Select the fiscal year to which you want to post the manual invoices.
Period	Select the period to which you want to post the manual invoices.
Subperiod	Select the open subperiod to which you want to post the manual invoices.

Defaults

Field	Description
Invoice Date	Enter the default invoice date for all invoices. If you do not want any date to default to your invoices, leave this field blank.
Due Date	Enter the default due date for all invoices. If you do not want a due date to default, leave this field blank.

Entry Info

This non-editable group box displays user entry information.

Field	Description
User	This field displays the entry ID of the user.
Date	This field displays the date the transaction was entered.

Table Window

Record manual invoices in this table window. It allows you to enter multiple invoices quickly. For example, you could enter a bi-weekly or monthly billing cycle of invoices at one time.

Field	Description
Invoice Number	This field displays a unique Costpoint-generated invoice number created when you enter and save manual invoices. You should leave this field blank. If you have an invoice number already selected for your invoice, enter that invoice number in the bill number field. If you choose to enter your own invoice number, Costpoint checks the AR History table to see if that invoice number already exists. You receive a warning message if an identical invoice number is found in the history table and if the customer ID, project ID, customer PO ID, or transaction currency code you entered is different from the history table. If an identical invoice number already exists, but there are no discrepancies between the historical and current customer ID, project ID, customer PO ID, or transaction currency code, you will not receive a warning. If you post the duplicate-numbered invoice, the invoice you are posting is combined with the one already in the history table. You can use this feature to make corrections to previously posted invoices.
Customer ID	Enter, or click to select, the customer account to which this invoice should be posted.
Customer Name	This field displays the name of the customer.
Bill To	Enter, or click to select, the address code for the address to which this invoice should be sent. Only those addresses saved for this customer on the Manage Customers screen are allowed.
Remit To	Enter, or click to select, the address code for the address to which the customer should remit payment. Only those remittance addresses saved on the Manage Remittance Addresses screen are allowed.
Project ID	Enter, or click to select, the project to which this invoice should be posted. You can enter invoice data by project abbreviation. If you choose to do so, this field automatically displays that project.
Project Name	This non-editable field displays the name of the project selected.
Project Abbreviation	You can enter invoices by project abbreviation. If you choose to do so, enter the project abbreviation in this field. The project number displays in the Project field.
Invoice Date	Enter the date for which the invoice was calculated. If you entered a date in the default Invoice Date field in the header, this date is reflected here.
Due Date	Enter the due date of the invoice. If you have entered a date in the default Due Date field in the header, this date is reflected here. The due date is used to age accounts receivable.
Tax Code	Enter, or click to select, the sales tax/VAT code for this invoice. You maintain tax codes in Costpoint System Administration.
Tax Amount	Enter the sales tax/VAT amount for this invoice.
Other Charge Code 1	Enter, or click to select, a valid other charge code number 1. You can set up valid other charge codes on the Manage Other Charges screen; use them to enter miscellaneous billable items. Since manual bills are not printed, the accounts designated to record the other charges appear on the billing journal posting.
Other Charge 1 Description	This column displays the default description of the other charge code number 1. It is shown for informational purposes only and cannot be modified because it does not print on the billing journal posting.
Other Charge 1 Amount	Enter the amount of the other charge.
Other Charge Code 2	Enter, or click to select, a valid other charge code number 2. You can set up valid other charge codes on the Manage Other Charges screen; use them to enter miscellaneous billable items. Since manual bills are not printed, the accounts designated to record the other charges appear on the billing journal posting.
Other Charge 2 Descriptions	This column displays the default description of the other charge code number 2. It is shown for informational purposes only and cannot be modified because it does not print on the billing journal posting.
Other Charge 2 Amount	Enter the amount of the other charge.
Other Charge Code 3	Enter, or click to select, a valid other charge code number 3. You can set up valid other charge codes on the Manage Other Charges screen; use them to enter miscellaneous billable items. Since manual bills are not printed, the accounts designated to record the other charges appear on the billing journal posting.
Other Charge 3 Description	This column displays the default description of the other charge code number 3. It is shown for informational purposes only and cannot be modified because it does not print on the billing journal posting.
Other Charge 3 Amount	Enter the amount of the other charge.
Total Invoice Amount	Enter the total invoice amount.
Discount Amount Available	Enter the amount of any discounts, if available.
Bill Number	Enter the bill number that you have assigned to this invoice.
Customer PO Number	Enter the corresponding customer PO number, if applicable.
Billing Currency	Your company's default transaction currency defaults into this column. To change this currency, use the Exchange Rates subtask. You can also use this subtask to change the exchange rate(s) for these manual bills. The rows in this table are not required to have the same billing currency, but the Total is NOT displayed when different currencies are used in this table.
Document Location	Use this field to attach a file to your manual 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. Enter, or use the Browse for file button to select, the location of the file that you want to attach to your bill. Click the Open file button to open the Select File dialog, which you can use to navigate your network and locate the file that you want to attach to your bill.
Notes	Use this field to enter notes about the bill.

Subtasks

Subtask	Description
Exchange Rates	Click this link to access the Exchange Rates subtask, where you can select a different (other than the default) billing currency or a different source for exchange rates used for this invoice.
Invoice Totals	Click this link to access the Invoice Totals subtask, where you can view the invoice totals in both the billing currency and your company's functional currency. In addition, you can view the exchange rate for the billing currency.
Customs Info	Click this link to access the Customs Info subtask, where you can view and modify customs information for the selected invoice. Included modifications are destination country, delivery terms, mode of transportation, and supply date.