Billing Backup Tab of the Billing Terms Form

Use the Billing Backup tab to determine whether or not to print supporting documents with invoices and define the labor and expense information that you want to display on the Billing Backup report for invoices.

This tab and the fields on this tab are enabled at the billing terms project level only.

If you have set up default billing terms in Settings > Billing > Default Terms, those settings prefill in the fields on this tab when you set up billing terms for the first time for a project. You can change prefilled settings as needed.

Print Supporting Documents Section

In this section, select whether or not you want the supporting documents that have been uploaded into Vantagepoint for AP vouchers and disbursements, journal entries, expense reports and/or unit transactions for a project to be printed and emailed when you print or email invoices in Interactive Billing or Batch Billing. Examples of supporting documents are receipts or packing lists for materials that you purchase from a vendor.

If you select these check boxes to print supporting documents with invoices: In Interactive Billing, you can override this default setting for individual supporting documents as needed so that a supporting document is not included when you print or email an invoice. For more information, see Override the Print with Invoice Setting for a Supporting Document.

Field	Description
AP Vouchers and Disbursements	Select this check box for the following to occur: When a billable AP voucher or AP disbursement transaction is posted and it has a supporting document associated with it, the supporting document automatically prints with the invoice. When you open the Supporting Document dialog box in Interactive Billing to view a billing item's supporting document, the Print With Invoice column now displays on the dialog box, and the check box is selected for the supporting document for a billable A/P voucher or A/P disbursement transaction. When the AP Vouchers and Disbursements check box is not selected, but the Print With Invoice check box is selected for the associated supporting document, the documents are not included when the invoice is printed. Whether or not this option is selected, supporting documents for a voucher or disbursement never display or print when you preview or print the credit memo.
Journal Entries	Select this check box for the following to occur: When a billable journal entry transaction is posted, and it has a supporting document associated with it, the supporting document automatically prints with the invoice. When you open the Supporting Document dialog box in Interactive Billing to view a billing item's supporting document, the Print With Invoice column now displays on the dialog box, and the check box is selected for the supporting document for a billable journal entry transaction.
Expense Reports	Select this check box for the following to occur: When a billable expense report transaction is posted, and it has a supporting document associated with it, the supporting document automatically prints with the invoice. When you open the Supporting Document dialog box in Interactive Billing to view a billing item's supporting document, the Print With Invoice column now displays on the dialog box, and the check box is selected for the supporting document for a billable expense report transaction. When the Expense Reports check box is not selected, but the Print With Invoice option is selected for the associated supporting document, the document is not included when the invoice is printed.
Units	Select this check box for the following to occur: When a billable units transaction is posted and it has a supporting document associated with it, the supporting document automatically prints with the invoice. When you open the Supporting Document dialog box in Interactive Billing to view a billing item's supporting document, the Print With Invoice column now displays on the dialog box, and the check box is selected for the supporting document for a billable units transaction. When the Units check box is not selected, but the Print With Invoice check box is selected for the associated supporting document, the document is not included when the invoice is printed.
Display Supporting Document Icon in Backup Report	This check box is activated only after you select the AP Vouchers and Disbursements check box, the Expense Reports check box, or both in the Print Supporting Documents section on this tab. Select this check box if you want the Documents icon to display on the Billing Backup report for billing line items that have supporting documents. This applies only for the type of billable transactions that you selected in the Print Supporting Documents section. The icon lets you know that there is a supporting document associated with a billing line item if the supporting document is set to print with the invoice.

Backup Report Section

Field	Description
Print Backup Report	Select this check box to print the Billing Backup report after invoices are generated for the project in Interactive Billing or Batch Billing. When you select this check box, the other check boxes and fields in this section are enabled.
Show Labor	Select this check box to print labor billing detail on the Billing Backup report. You can use the labor related options on this tab to further specify the type of labor detail that prints on the report.
Include Labor for	Select an option from the drop-down list to include labor on the Billing Backup report based on whether or not labor and/or fee billing terms are established for a given project. Options are: Sections with labor terms: Select this option to include labor on the Billing Backup report for any phase or task that has labor billing terms defined. For example, suppose you have a project established that has two levels of work breakdown structure, and at the second level, the phase level, you have labor billing terms defined. Selecting this option will include this phase-level labor detail on the Billing Backup report. Sections with labor or fee terms: Select this option to include labor on the Billing Backup report for any phase or task that has labor and or fee billing terms defined. For example, suppose you have a project established that has three levels of work breakdown structure, and at the second and third levels, the phase and task levels, you have some phases and tasks with labor billing terms defined and some with fee billing terms defined. Selecting this option will include labor for all of these phases and tasks on the Billing Backup report. Labor associated with fee-based billing terms shows hours only, and zero amounts. Labor or fee billing terms must be defined at the phase or task level for labor to print for these sub-levels, unless the Labor Method (Labor tab) or Fee Method (Fee tab) is established at the project level.
Labor Code	Select this check box to show the labor code that is associated with each employee labor transaction shown on the Billing Backup report. The labor code description does not print. If you would like the labor code description to print, you can sort based on labor code.
Labor Category	Select this check box to show the labor category associated with each employee labor transaction shown on the Billing Backup report. The labor category description does not print. If you would like the labor category description to print, you can sort based on labor category.
Timesheet Comments	Select this check box to display timesheet comments (if any) for labor transactions included on the Billing Backup report. The expanded text content will appear when this option is selected.
Employee Number	Select this check box to show the employee number associated with each employee labor transaction shown on the Billing Backup report.
Show Employee As	From the drop-down list in this field, select one of the following options to specify how to identify the timesheet labor detail on the Billing Backup report. Employee Name: Select this option to show only the employee's name to identify a timesheet line item on the Billing Backup report. Employee Title: Select this option to show only the employee's title to identify a timesheet line item on the Billing Backup report. Labor Category Description: Select this option to show only the labor category description to identify a timesheet line item on the Billing Backup report. This is useful when you want to show the role or category for the timesheet line without displaying the employee's name. When you select this option, you also select a billing labor category table in the Backup Employee Title Table field. Vantagepoint uses this table to determine the labor category description. Labor Code Description: Select this option to show only the labor code description to identify a timesheet line item on the Billing Backup report. This option is useful when you want to show the labor code for a timesheet line item without displaying the employee's name. When you select this option, you also select a billing labor code table in the Backup Employee Title Table field. Vantagepoint uses this table to determine the labor code description.
Backup Employee Title Table	This field is enabled if you selected Labor Category Description or Labor Code Description in the Show Employee As field. The table that you enter in this field determines the labor category or labor code description that will show on the Billing Backup report.
Sort Labor	Select a sort method to use in addition to the two sorting methods selected in the Labor Display section on the Format tab of Billing Terms. Options are the following: None: No additional sort. By labor code: Sort by labor code description. When this option is selected, the Billing Backup report displays the description of the labor code, not the code itself. The labor code description used depends on the labor code table selected from the Rate Table field.  Since selecting the option to Print Labor Code displays the labor code and not the description, sorting by labor code allows you to display the description of the labor code on the report, in addition to grouping by labor code. By date:  Sort by transaction date. By name:  Sort by employee name. By category: Sort by labor category description. When this option is selected, the Billing Backup report displays the description of the labor category, not the number associated with the category. The labor category description used depends on the labor category table selected from the Rate Table field. Sorting by labor category allows you to display the description of the labor category on the report, in addition to grouping by labor category. The sort that you select here acts as a third sort following the first two sorting options in the Labor Display section on the Format tab of Billing Terms. The sort allows the invoice to include consolidated information only, while including detailed subtotals by a sort on the Billing Backup report. If you select the same sort in this field as the one selected in the two sort fields in the Labor Display section on the Format tab of Billing Terms, there will be no impact on sorting.
Rate Table	If you select By Labor Code or By labor category in the Sort Labor field, this field lists the labor code or labor category tables available for selection.
Show Expense/Consultant/Unit	Select this check box to print consultant, expense, and unit expense on the Billing Backup report. You can use the expense-related options on this tab to further specify the type of expense data that prints on the report.
Transaction Type	Select this check box to print the transaction type of each expense transaction on the report.
Vendor Invoice and Date	Select this check box to control the amount of information that appears on the Billing Backup report to describe each accounts payable transaction. The report always includes the voucher number, the date the voucher was recorded, and the vendor name. If you select this option, the report also includes the vendor's invoice number and invoice date, shown on the same line as the other information.
AP Voucher Description	Select this check box to print the AP voucher and AP disbursement descriptions associated with AP transactions on the Billing Backup report.
Employee Expense Description	Select this check box to print employee expense report line item descriptions on the Billing Backup report. The description that prints is the main description entered by an employee on the expense report.
Employee Expense Reason	Select this check box to print the reason for each expense entered on the expense report. This reason is entered by the employee on the expense report. This option is available only if Employee Expense Description check box is enabled and your company uses the Employee Expense application.
Mileage for Employee Expenses	Select this check box to print the mileage amount as calculated on the expense report. This information is retrieved from the employee expense report. This option is available only if Employee Expense Description check box is enabled and your company uses the Employee Expense application.
Sort Exp/Consultant	Select a sort method to use in addition to the invoice sorting method selected on the Rates tab of the Billing Terms form: None By vendor By date The By vendor option is only available if your firm owns Accounting or Planning.
Backup Expense Table	If you select By vendor in the Sort By field, this field lists the Expenses by vendor tables available for selection.
Use Rates for Reporting for Draft Invoices	Select this check box if you want expenses, consultant expenses, and unit expenses to display on the Billing Backup report for draft invoices even when these expenses are not being billed on the final invoice. This may be helpful for your invoice review process for fixed fee invoices, before you generate final invoices. The check box setting that you enter at work breakdown structure level 1 (projects) also applies for work breakdown structure levels 2 and 3 (phase and task). In addition to selecting this check box: To determine the expense, consultant expense, and unit expense detail to display on the Billing Backup report: On the Billing Backup tab, select the Show Expenses/ Consultant/Unit check box and any of the check boxes below it, such as Transaction Type, Vendor Invoice and Date, and so on. On the Expenses/Units tab in Billing Terms for a project, in each Expense Terms, Consultant Terms, or Unit Billing Terms section: Select the Use as Project Reporting Default Terms Only check box. Enter the billing terms for determining the monetary value for the expense charges, and select other options for showing details and multipliers. If these billing terms are not defined, the Billing Backup report uses the billing terms that are entered on the Expenses/Units tab in Settings > Billing > Reporting Default Terms. Direct and reimbursable expenses are included on the Billing Backup report.
Show Additional Fees and Multipliers	Select this check box to print the add-on fees (defined as an add-on percentage or mark up or a specific amount). If there are multiple WBS levels on the invoice, there will be multiple add-on amounts in the report. For example, if an add-on fee is defined in three separate phases, the Billing Backup report also shows the fee amount associated with each phase.
Show Fee Totals	Select this check box to print the fee amount. If there are multiple WBS levels (phases/tasks) displayed on the invoice, the fee prints with each WBS section. The Billing Backup report shows the fee total and not the full fee detail included in the invoice. To see the details of the fee, view the actual invoice.