Units Tab of the Interactive Billing Form

Use this tab to view and select the unit charges to bill on the next invoice for the selected project. You can also choose to hold, write off, delete, modify, or transfer unit charges.

If you are not billing units for this project, or if this project was not set up to bill units at the time of posting, unit transactions do not appear on this tab. The billable status for units is determined when you post units.

Contents

Units Grid

The transactions that display in the Units grid are based on the settings that you select on the Billing Session Options dialog box. You can display transactions based on bill-through dates or a bill-through period. You can select whether or not to include non-billable transactions in the grid. You can select whether or not to display all data for all WBS levels of a project.

Each row in the grid contains a units charge (transaction) that was entered through Units or Units by Projects in Transaction Entry, through timesheets, or through billing unit inserts in Interactive Billing for the selected project.

Review all the unit transactions in the grid and determine which ones to include on the next invoice for the billing session. Select a unit transaction in the grid by clicking the check box at the beginning of its row. Then click one of the action items (Bill, Hold, Write-off, and so on) in the grid actions bar.

Billing Unit Inserts

To add a new unit charge to bill, click + Add Billing Unit below the grid. This opens the Billing Unit Insert dialog box where you enter the information for the new unit charge. This inserts a unit transaction for billing purposes only. No cost entries are made to your general ledger.

Units Grid Toolbar Options

Field	Description
Summary	Click this option to open the Billing Unit Summary dialog box. On the dialog box, you can view a summary of the total billing extension amounts for unbilled unit transactions, grouped by their billing status: Bill, Hold, Write-Off, or Delete.
	Click this icon to expand the grid to a full screen display. This expanded view reduces the need to scroll through long lists of records. Click this icon again to return to a standard grid display. For more information, see Maximize the Grid View.
	Click this icon to add, remove, or change the order of columns in the grid. The columns available for the grid include both standard fields and user-defined fields that are used in the corresponding Vantagepoint application area. For more information, see Select Columns for a Grid.
	Click this icon to export the grid contents to a comma-separated values (.csv) file. Expand the WBS structure that you want to include prior to clicking the Export icon. For more information, see Exporting Data to a .csv File.
	Click this icon to turn the filter row on or off in the grid. The filter row is used to quickly search for a report. For information about how the filter works, see Filter the Grid Results.

Units Grid Actions Bar

Select one or more units in the grid and then click an action to apply to the units.

To use these actions, your security role must give you access to the actions. These security settings are on the Accounting tab in Settings > Security > Roles.

Field	Description
Bill	Click this action to change the status in the Status field for one or more selected unit transactions from Hold, Write-off, or Delete to Bill. A Bill status indicates that the unit transaction will be added to the next invoice. When you select one unit transaction in the grid and click the Bill action, the Bill Unit Release dialog box displays for the transaction. If you want to bill only part of the transaction's amount in the next invoice for the project, change the number in the Amount field, and enter the amount to bill. When you return to the Units grid, the original transaction has been split in two. One transaction has the amount to bill with a Bill status. The other transaction has the remaining amount to bill later and has the status that the original transaction had before the split. You can select more than one unit transaction in the Units grid and then click Bill to change the status of all of them to Bill at one time. The full amount for all the transactions will be billed. The Bill Unit Release dialog box does not display. For the Bill Unit Release dialog box to display, you must select only one expense transaction in the grid before you click Bill.
Hold	Click this action to prevent the selected transaction or a portion of it from being billed on the next invoice. In the Billing Unit Hold dialog box that displays, specify the number of units that you want to hold back from being billed. You can take the hold off the transaction when you are ready to bill it. This action is enabled when you select a unit transaction that has a status other than Hold in the Status field.
Write-off	Click this action to write off all or a portion of the selected transaction. In the Billing Unit Write-off dialog box that displays, specify all or part of the transaction's units that you will not add to any billing invoice. The transaction (or a portion of it) is removed from the Units grid when you final accept the next invoice. The written-off transaction still exists as posted for project control and other accounting purposes, but it is marked in the database as written off for billing purposes. This action is enabled when you select a unit transaction that has a status other than Write-off in the Status field.
Delete	Click this action to delete all or part of the selected transaction. In the Billing Unit Delete dialog box that opens, specify all or part of the transaction's units that you do not want to bill on any invoice. When a transaction's status is changed to Delete, it is removed from the set of billable transactions and the Units grid when you final accept the next invoice. The transaction is not actually deleted from the Vantagepoint database. It is only removed as a billable transaction in Interactive Billing. The transaction still exists as posted for project control and other accounting purposes. This allows you to run reports that distinguish between write-off transactions (units charged but cannot be billed) and transactions that were entered but removed before invoicing, possibly due to a data entry error. This action is enabled when you select a unit transaction that has a status other than Delete in the Status field.
Modify	Click this action to modify certain details for the selected transaction. In the Billing Unit Modify dialog box you can change information, such as the transaction date, description, and unit quantity. The changes you make are not posted to the general ledger the project. The changes affect only the billing invoice.
Transfer	Click this action to transfer (reclassify) transactions within the same project, phase, or task or transfer transactions to another project, phase, or task. In the Billing Unit Transfer dialog box for the transaction, enter the transfer information.

Units Grid Fields

You determine the fields (columns) that display in the grid by clicking on the grid toolbar. For more information see the help topic: Select Columns for a Grid.

The following is a list of all possible fields that you can include in the grid:

Field	Description
Check Box Icon	Select this check box at the beginning of a unit transaction's row to select the transaction, and then click an action (Bill, Hold, Write-off, and so on) above the grid. For Bill, Hold, Write-off, and Delete, you can select multiple transactions to apply the action to. For Modify and Transfer, you can select only an individual transaction to apply the action to. To select all unit transactions in the grid, click the check box in the field titles row of the grid.
Invoice Status	If invoice approval is enabled for the project, this field displays the approval status for the transaction: Submitted, Approved, or Rejected: The transaction was linked to the invoice at the time it was submitted for approval. Its approval status in this field is the same as the current approval status of the invoice. New: Based on the billing session options for the invoice, the transaction is eligible to be included on the invoice, but either the invoice has not yet been submitted for approval, or the transaction was not linked to the invoice at the time it was submitted for approval. For example, a transaction that was transferred to the project after the invoice was submitted would have New in Invoice Status. If the invoice has been submitted, a transaction with New in Invoice Status will not be included on the invoice. If you want to include all transactions with New in Invoice Status on a submitted or approved invoice, click Invoice on the Interactive Approvals toolbar and click Include New Transactions on the menu.
Status	The status determines whether or not the unit transaction will be included on the next invoice. Select one of the following statuses: Bill: Include this transaction on the next billing invoice. Hold: Save the transaction for billing at a later date. Write-off: Write off the transaction amount and do not bill it. This prevents the transaction from being billed, but allows the amount to appear on reports. When you write-off a transaction, no accounting entries are made. Delete: Remove the transaction from the set of billable transactions. Changing the status to Delete does not actually delete the transaction from the Vantagepoint database. It only removes it from Interactive Billing. The transaction still exists as posted for project control and other accounting purposes. The status of Delete allows you to run reports that distinguish between write-offs (charged amounts that cannot be billed) and a transaction that was entered but removed before invoicing, possibly due to a data entry error. Transactions with a status of Hold, Write-off, or Delete can be changed to Bill. The options that are available in this field depend on your security role's access rights as set in the Billing Security area of the Accounting tab of Role Security. For example, if you belong to a role with Allow Delete selected, the Delete option is available in the Status field. In Employee Realization, the Employee Realization Allocation dialog box appears only if there are labor or employee-specific unit transactions that are on Bill status and accepted in the Invoice Accept dialog box.
Date	This field displays the date associated with this unit charge in unit transaction entry or on a billing unit insert.
Phase	If you select to view the project level from the Phase/Task lookup for a project with phases, all of that project's phases display in the grid. The phase number displays in the Phase column, and all detail that corresponds to that phase displays in that row. You can also choose to select a particular phase from the Phase/Task lookup to view just the detail for that phase and any associated tasks in the grid. If you click Summary on the grid toolbar Vantagepoint displays a summary of all of the detail shown on the Units tab, including all phases and tasks in the grid.
Phase Name	If a transaction has a phase, this field displays the name of the phase.
Task	If you select the project or phase level from the Phase/Task lookup for a project with tasks, all of the tasks for that project or phase display in the grid. The task number displays in the Task column, and all detail that corresponds to that task displays in that row. You can also choose to select a particular task from the Phase/Task lookup to view just the detail for that task. If you click Summary on the grid toolbar Vantagepoint displays a summary of all of the detail shown on the Units tab, including all phases and tasks in the grid.
Task Name	If the a transaction has a task, this field displays the name of the task.
Unit Table	This field displays the unit table that contains the applicable unit information for this unit charge, as specified in unit transaction entry or on a billing unit insert.
Unit	This field displays the unit number to which the amount was charged.
Unit Name	This field displays the name of the unit.
Description	If you entered a description for this unit charge during unit transaction entry or on a billing unit insert, it displays here.
Quantity	This field displays the quantity of this unit included in this unit charge.
Rate	This field displays the billing amount per unit for this unit.
Invoice Amount	This field displays the amount to include on the current invoice for time and material billing, not fee-based billing. The column displays an amount if the row has the Status field set to Bill and the Billable check box is selected. If a draft invoice exists that is submitted or approved (indicated in the Invoice Status field), the Invoice Amount field displays the value for the submitted or approved transactions. If a draft invoice does not exist, this field displays a value for new transactions, so you can see the value for billable transactions before an invoice is submitted. The amount in the Invoice Amount field matches the amount displayed on the invoice.
Billing Extension	This field displays the billing value of the unit transaction based on the current billing terms for the project. For fee-based invoices, it displays the billing value for unbilled transactions at reporting rates if the Rates for Reporting (Not Invoicing) check box is selected in the Units section on the Rates tab in Billing Terms for project.
Document	When the unit charge has no supporting documents, displays in this field. Click the icon to open the Supporting Document dialog box and upload supporting documents for the expense charge. You can also view the contents of the supporting documents and choose whether or not to print each of them with the next invoice. When the unit charge has supporting documents uploaded for it (uploaded for the original unit transaction in Transaction Entry or uploaded directly in Interactive Billing), displays in this field. Click the icon to open the Supporting Document dialog box and view the supporting documents, upload additional documents, and select whether or not to print each document with the next invoice. You can upload files only if your security role has the Allow Changes to Supporting Documents check box selected on the Accounting tab in Settings > Security > Roles. If you use the Vantagepoint on-premises product, the Supporting Documents feature is available only if you have configured Transaction Document Management. For more information about the configuration, see the Configuring Supporting Documents online help topic.
Employee	This field applies if you use the Employee Realization Reporting feature and the unit is set up with the Employee-Specific Revenue check box selected. This field shows you the employee's number, if an employee is associated with the unit transaction. You enable the Employee Realization Reporting feature in Settings > Accounting > Labor Options.
Employee Name	This field applies if you use the Employee Realization Reporting feature and the unit is set up with the Employee-Specific Revenue check box selected (in Settings > Accounting > Units). This field shows you the name of the employee, if any employee is associated with the unit transaction. You enable the Employee Realization Reporting feature in Settings > Accounting > Labor Options.
Show Math on Invoice	If the Show Math on Bill setting is selected for a unit in Settings > Accounting > Units, this field displays a summary of the math used to calculate the billing extension for the unit transaction. The summary uses this format: Unit quantity label @ Billing rate. For example 17.0 Miles @ 0.31 indicates that the transaction has a quantity of 17 units and each unit is being billed at 31 cents.