Contents of the Billing Groups Form
Use these fields and options to specify a main project and other elements of the billing group.
Contents
The fields and options in this section display at the top of the form.
Field | Description |
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Billing group search | Use the field next to the form title to search for and select an existing billing group to view or edit.
Click the filter drop-down arrow
on the left side of the search field, and select one of the following search types:
For information about creating and using searches, see the Search Vantagepoint help topics. |
x of x | Use these arrow icons to scroll through the billing groups and open a different record on the form. The numbers show you which record you are viewing out of the total number of records in the search results. |
+ New Billing Group | Click this option and then select the main project for this billing group. This project can be any project that has billing terms defined. |
Click the Switch to List View icon to switch to the list view of the form. In this view, fields display in columns in one grid on the form rather than on separate tabs. Table name records display in each row in the grid. This makes it easy to compare and update multiple records at one time because you do not have to open individual records. You can add, remove, or change the order of the columns in the grid by clicking
to the right of the grid. This opens the List View Settings dialog box.
Click to filter the grid contents based on column values. For information about how the filter works, see Filter the Grid Results. For information about selecting columns, see Select Columns for a Grid. For more information and instructions on how to use list view, see Use the List View. |
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After you have switched to list view, click the Switch to Detailed View icon to switch back to the detail view of the form. Detail view is the default view that displays when you open a form for the first time; thereafter, the view that was active when you closed the application will display when you open. The detail view is the format that is described in help topics in the Help system. | |
<Billing Group Name / Main Project>, <Active Company> | This area displays the name and project number of the billing group.
If your enterprise uses multiple companies, the name of the active company also displays. You can select any project that belongs to your company. Your company then controls invoicing for the entire billing group, even if some of the sub-projects are owned by other companies in your enterprise. |
Edit | Click this button to open all fields in the form for editing. |
Other Actions | Choose an option from the drop-down list:
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Invoice Options
Field | Description |
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Consolidate printing | Select this option to consolidate all sub-projects in a billing group when printing the invoice. When you consolidate printing, the main project’s billing terms are used to calculate the invoice, and separate terms for the sub-projects are suppressed.
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Consolidate all posting | Select this option to consolidate the posting of revenue and accounts receivable invoice amounts to the main project. If you do not select this option, Vantagepoint posts revenue and accounts receivable amounts to the corresponding projects. |
Separate terms | Select this option to generate the invoice using the terms established for the individual projects making up the billing group. If terms are not established for individual projects, Vantagepoint uses the billing terms specified for the main project. When you select this option, labor and expense amounts are listed separately for each sub-project on the invoice. Selecting this option has no impact on where the retainer prints if the Print retainer by option is set to Group. |
Consolidate tax posting | If you maintain separate balance sheets by organization, it may be useful to consolidate tax postings:
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Overall limit for group | Select this option to use the overall upset limit from the main project’s billing terms as the upset limit for the entire group. The limit prints at the end of the invoice. If you do not select this option, you can specify upset limits for each project in the billing group.
You specify billing limits (upset limits) for a project on the More Calculations tab of the Billing Terms form in and they are only applied to the specific sub-project. |
Invoice Format
Field | Description |
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Print AR by | Select an option to determine how accounts receivable amounts display on the invoice. Options are:
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Print tax by |
If you print tax by project and select Separate terms, the taxes defined for each project are calculated and printed on the invoice for each project. If you print tax by project and do not select Separate terms, the taxes assigned to the main project are calculated and printed for each project. Multiple Companies If your enterprise uses multiple companies and consolidates posting, special guidelines apply. The taxes defined for each project are calculated if a billing group has the following characteristics:
Verify that the liability accounts assigned to the tax codes being calculated are available to all companies. If the liability account is not available to the company being consolidated to, Vantagepoint posts the tax credit to the main company’s fee revenue account and includes the tax amount in uninvoiced revenue and unbilled services postings. Example Billing Group: Project 123, owned by Company A
Project 456, owned by Company B
Both ABC and XYZ taxes are calculated on the respective projects. The tax calculated on Project 456 posts to the fee revenue account of Company A. If your firm uses multiple companies and does not consolidate posting, special guidelines apply. If a billing group has the following characteristics, then taxes defined for the main project are calculated:
Be sure that the liability accounts assigned to those tax codes are available to all companies. If the liability account is not available to a company, Vantagepoint posts the tax credit to the company’s fee revenue account and includes the tax amount in uninvoiced revenue and unbilled services postings. Example Billing Group: Project 123, owned by Company A:
Project 456, owned by Company B
If ABC taxes from the main project are set up to calculate for all projects, the tax calculated on Project 456 posts to the fee revenue account of Company B. |
Print billed-to-date by | Select an option to determine how billed-to-date amounts display on the invoice. Options are:
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Print retainage by | Select an option to determine how retainage displays on the invoice:
This field is available only if you set Use Retainage to Yes in . |
Print interest by | Select an option to determine how interest charges display on the invoice. Options are:
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Print retainers by | Select an option to choose how retainers display on the invoice:
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Projects Included in Billing Group Grid
Field | Description |
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Sub Project | Vantagepoint displays the project numbers of the sub-projects that belong to the billing group. |
Name |
Vantagepoint displays the names of the sub-projects that belong to the billing group. If you use multiple companies and your company owns the main project for the billing group (via organization codes), you invoice all the sub-projects as well. This is true even if one or more sub-projects are owned by other companies in your enterprise. Conversely, if your company owns a sub-project but not the main project, the company owning the main project invoices all sub-projects in the billing group, including yours. |
This icon displays at the end of the row when you click or hover over a grid row. Click the icon to delete the sub-project entry. | |
+ Add Sub-Project | Click this option and select a sub-project from the list to add to the billing group. Each project can only be associated with one billing group. |