Costpoint Online Help

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Billing Header Records

Costpoint updates the Billing Edit Invoice Header table with a record for the billing level and all levels that have been identified on the Detail Levels subtask of the Manage Project Billing Information screen.

This allows you to print invoices at levels different from the one at which the invoice was posted. If your project is billed and posted at the top level, but your client needs to see schedules detailing costs at the transaction level, you need to identify necessary supporting task levels on the Detail Levels subtask of the Manage Project Billing Information screen. This will allow you to print supporting bills using the data in the billing header records. 

Because multiple records can exist for the same billing amount, it is necessary, for supporting schedule purposes, to distinguish between records existing in the Billing Edit Invoice Header and those that store invoices and amounts actually billed. Only records for invoices and amounts actually billed must be selected by the billings posting program; otherwise, multiple postings occur for the same costs billed. For this reason, the system uses a flag to distinguish records for actual invoicing from those that exist solely for supporting schedules. This field, the Supporting Schedule Only flag, is updated by the Calculate Standard Bills screen. This flag is located in the BILL_EDIT_INVC_HDR table. If you add a record to the Billing Edit Invoice Header table for invoicing, this flag has a value of N. If you add records for supporting schedules, the flag has a value of Y. The program selects only records where this flag is N for posting.

Another situation may exist where multiple customers are invoiced against one specific project. This situation occurs primarily when customers share funding on a specific project. In this instance, multiple customers are added to the Customers subtask of the Manage Project Billing Information screen. Each customer is assigned a percentage of responsibility for the project, which represents the percentage of costs for which the customer is invoiced. When billings are computed, billable costs on a project are summarized. The system applies the customer percentages against the project total to arrive at an invoice amount for each customer.

However, costs are stored on the Billing Edit Detail file by transaction. To print and post for multiple customers, Costpoint adds a record to the Billing Edit Invoice Header for each customer. This record indicates the percentage of responsibility and the amount invoiced to each customer. The record also indicates the total invoice amount for the project. For example, assume three customers share $1000 of billable costs across a project. The percentage of responsibility is 30%, 30%, and 40%. A record is added to the Billing Edit Invoice Header for each customer. This record indicates the invoice amount for each customer, as well as the total invoice amount of $1000.