Contents of the Reverse Previous Bills Screen

Use the fields and options to configure the Reverse Previous Bills screen.

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.

Field	Description
Parameter ID	Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made on the screen, such as PERIOD or QUARTERLY. When you save your record, all the selections made on the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query. You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display on the screen, you can override the defaults.
Description	Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Selection

Field	Description
Invoice	Enter, or click to select, a valid invoice ID. Note that this invoice ID is the company-wide invoice ID and not the project-specific bill number. When you click , Costpoint provides a warning if more than one invoice has been found with the entered ID. This occurs if you have a bill that has been shared by multiple customers. All invoices with this invoice ID are reversed if you continue. Concurrent processing is not allowed. In other words, one user cannot calculate a reversing bill while another user is calculating a standard bill for the same project. Costpoint can contain only one type of bill (standard or reversing) in the unposted bill files. This program automatically generates a bill on the Manage Standard Bills screen that contains the same transactions from the original bill but with inverse amounts. These inverse transactions supporting the reverse bill are not in Open Billing Detail. You cannot modify reversing bills; you can only delete them. In addition, when you calculate reversing bills, Costpoint automatically assigned them a status of Void if they are not being rebilled or Reverse if the rebill option has been selected. You cannot modify this status on the Manage Standard Bills or Select Bills for Posting screen. Therefore, you cannot calculate a standard bill for this project until the reversing bill has been posted or deleted. If you reverse a bill with the rebill option, the transactions are inserted from the original bill back into Open Billing Detail when the reversed bill is posted. You can combine these transactions with additional transactions to produce a revised bill. If you reverse a bill without the rebill option, an inverse bill is generated with no transactions inserted into Open Billing Detail. The sole purpose is to void the original bill. Reversing bills carry the same invoice ID and bill number as the bill that they are reversing. When transactions that have been reversed are re-billed, the invoice ID and bill number on which they originally appeared are not re-used and should not be re-set.
Rebill these transactions	Select this checkbox to rebill the transactions from the original bill. This means that the transactions from the original bill, including units, are inserted back into Open Billing Detail when the reverse bill is posted. Any new transactions that have been posted to Open Billing Detail, in addition to the original transactions, can be included on the rebill. Use the checkbox to reverse a bill. If you do not select this checkbox, the bill is voided and the transactions cannot be billed again. If you select this checkbox, you can make adjustments to the bill and rebill. If an iRAPT project invoice is reversed with the Rebill these transactions checkbox cleared, the invoice is voided. You cannot submit iRAPT files if the total invoice amount is less than zero. There is no need to redistribute any over ceiling or retainage amounts for this type of invoice. If an iRAPT project invoice is reversed with the Rebill these transactions checkbox selected, the invoice is reversed. Again, you cannot submit iRAPT files if the total invoice amount is less than zero, so there is no need to redistribute any over ceiling or retainage amounts. Because the Rebill these transactions checkbox is selected, the invoice transactions are updated in Open Billing Detail when the reverse invoice is posted via the Post Standard Bills screen. You must use the Calculate Standard Bills screen to create the invoice again, at which time the WAWF_XXX fields are updated with any over ceiling and retainage amounts. You may need to modify the iRAPT file in order to submit an accurate net invoice amount. For example: You post a standard invoice in the amount of $1,500.00. You create an iRAPT file and submit it to the paying office. The paying office disburses you a check/EFT for $1,500.00. You determine there were costs on the invoice that should not have been invoiced and reverse the bill with the Rebill these transactions checkbox selected. This creates a -$1,500.00 receivable amount that cannot be transferred to the paying office because the total invoice amount is less than 0.00. You place the transactions that should not have been billed on Hold and recalculate the invoice in the following period. This results in an invoice amount of $2,900.00 (new billable transactions exist in the following period). You create an iRAPT file. You modify the iRAPT file to net the total invoice amount to $1,400.00. The $1,400.00 represents the current invoice amount of $2,900.00 (includes transactions previously invoiced) minus the previously paid invoice of $1,500.00.
Assign new invoice ID	Select this checkbox to assign a new invoice ID to the reversing invoice. If you do not select this checkbox, Costpoint assigns the invoice number of the original bill to the reversing bill created by this process.  If you choose to use the original invoice number in the reversing bill, Costpoint zeroes out the amounts in the BILL_INVC_HDR_HS table and the related transactional detail in the BILLING_DETL_HIST tables. This may cause a problem with the Create IWO Allocations screen because it relies on the BILLING_DETL_HIST table to obtain data for the inter-company work order (IWO) allocations. The IWO process incorporates the positive amounts in the calculation but do not have access to the negative amounts because Costpoint zeroes out the invoice amounts rather than creating negative values in the tables. If you are using the billing history tables for either one of these processes, select the Assign New Invoice ID checkbox. This checkbox cannot be cleared for the following reasons: the invoice being reversed was posted in an already closed period, or the project is an inter-company project for which an IWO allocation must be created If you attempt to clear this checkbox for any of the two conditions stated above, Costpoint displays an error message. Costpoint also displays an information message when you try to reverse a bill that has already been reversed, depending on the selection of this checkbox: If this checkbox was not selected at the time the original invoice was reversed and you try to reverse the original invoice again, Costpoint displays the following message: "There is no billing history data for the invoice or selected invoices exist." If this checkbox was selected at the time of the reversal and you try to reverse the original invoice again, Costpoint displays a message similar to the following: "There is no billing history data for the invoice or selected invoices exist. Invoice INV-1234-567890 has already been reversed. The new invoice number is INV-1234-567892."
Create Net-Zero Cash Receipt for old and new invoices	Select this checkbox to create net-zero cash receipts for old and new invoices. This checkbox is enabled when both the Assign New Invoice ID checkbox and the Allow Cash Receipt Creation in Reverse Previous Bills checkbox on the Configure Billing Settings screen are selected. The actual net-zero cash receipt is created through the Post Standard Bills process. Note: The net-zero cash receipt will have the full amount of the original invoice, regardless of whether or not another cash receipt has already been applied to that invoice. You can create net-zero cash receipts for any standard bill that has been reversed except for those with other types such as Progress Payment (1443), Customer or Project Product Bills, Milestone/Percent Complete Bills, or Manual Bills.
Reverse Billings	Click to execute the reverse billings process. The reversals generated by this process contain a unique sequencing number. Costpoint queues the reversals and processes them one at a time.