Manage Open Billing Detail

Use this screen to review billing transactions for projects that use transactions for billing purposes.

You must set up a project number on the Manage Project Billing Information screen as the posting project number in order for it and its lower-levels transactions to be posted into this screen. Normally, no data entry is needed in this screen. However, you can use this screen to defer a transaction from being billed or write off a transaction after it has been posted to the general ledger.

To defer the entire transaction from being billed, you can click the Hold button on this screen, and Costpoint will copy the transaction amount, hours, and units to the on-hold amount, hours, and units, respectively. This eliminates the need for double entry of data, but you can still modify the on-hold values as necessary. Also, you have the option to put these values on hold for a specific time using the Release Date field. After this date, Costpoint will release the transaction on hold and include it in billing calculations when the Auto-Release On-Hold Items check box is selected in Calculate Standard Bills.

If the transaction has been partially billed, the on-hold amount/hours/units will be net of the partially billed amount/hours/units.

You can click to select records with which you want to work. Be sure to narrow your selection sufficiently or it may take a while to retrieve your query. In general, it is better to work with smaller sets than large ones. You can also add user transactions on this screen, and they are treated just like any system transactions.

Note: The posting process simultaneously adds records to the General Ledger and to this screen. Therefore, manually adding transactions to this screen causes an out-of-balance condition between the Open Billing Detail table and the general ledger.

The information contained in this screen is created when you post various journals to the general ledger. You can update its information any time before a billing is calculated. After a billing has been calculated, you must either recalculate the bill or modify the billing edit detail to modify the billing. If you set up a project and post transactions for it to the general ledger before setting up the Project Billing table, you may need to manually add those transactions in this screen for them to be billed. If you have already calculated and posted bills outside of Costpoint, you need to update the Billing History and, optionally, the Closed Billing Detail through the Billing History screens. Once you have posted the data in this screen, Costpoint deletes it and moves it to the Manage Closed Billing Detail screen. The Posted Billing Detail screen is used to calculate retroactive billings. Please note that, if you allow for partially billed transactions, a transaction can be in the closed billing detail and in the open billing detail at the same time. This can cause some confusion when you look at supporting schedules.

This screen has four tabs:

• Billing Detail: Use this tab to review cost, hours, and units transactions. You can also adjust the amounts available for billing by placing amounts on hold or writing off amounts.
• Labor: Use this tab to enter detail related to labor transactions.
• Units: Use this tab to identify additional information required for billing unit transactions.
• Other: Use this tab to enter additional information that can be useful when printing supporting schedules or simply as a reference to the source of the transaction.

Note: The UI profile you are assigned may have caused some fields to be hidden on your screen. For more information, contact your system administrator.