CASH BASIS INFORMATION SUBTASK

Use this subtask only if your project requires that purchases be paid for before they can be billed. The only transactions that have cash basis applied to them are the transactions from Costpoint Accounts Payable. The Update Cash Basis Information screen populates this screen.

For more information about cash basis billing, see the "Cash Basis Billing" topic.

A/P Voucher No

This non-editable field displays the A/P Voucher number related to the transaction.

A/P Invoice No

This non-editable field displays the A/P Invoice number related to the transaction.

Check Number

This field displays the check number used to pay the A/P voucher and is filled in by the Update Cash Basis Information screen. This field is required and can be modified.

Check Date

This field displays the date of the check used to pay the A/P voucher and is filled in by the Update Cash Basis Information screen. This field is required and can be modified.

Check Amount Applied

This field displays the amount of the check used to pay the A/P voucher and is filled in by the Update Cash Basis Bills screen. This field is required and can be modified. The amount must be greater than zero. This amount is transferred to the Cash Basis Amt field on the Manage Open Billing Detail screen and is subtracted from the Transaction Amt as another component in determining the Amt To Bill field.

If you need to make a correction to a project and/or an account on a voucher that has already been posted, you must use a correcting voucher. Because the cash basis feature includes only A/P vouchers, you cannot use journal entries to make corrections. This correcting voucher has entries reversing the original transactions and entries with the correct transactions. With both positive and negative amounts, the voucher has a zero balance. When you print checks, include the zero balance vouchers, which are paid with "dummy" check numbers. After accepting the checks, execute the Update Cash Basis Information screen. This ensures the original transactions and the correct transactions are updated with the additional check information.

There can be more than one check applied to a transaction due to partial payments. Once a voucher is fully paid, the cash basis status does not automatically change back to open if the check is voided. To ensure the voucher does not get included on a bill, add the voided check amount to the amount on hold. When a new check has been issued, remove the check amount from the amount on hold to allow the amount to be billed.

Check Hours Applied

If you use hours-based pools, this field displays the number of hours billed for this check and is filled in by the Update Cash Basis Information screen. This field is required and can be modified.

Costpoint does not use the eligible hours to compute the fee on hours. If there are cash basis hours used with CPFH, the cash basis hours are ignored and the fee is applied on all hours. For all LLR formulas, the cash basis hours are ignored for labor accounts for burden and hours used to apply the billing rates.

• Table Information

  Changes to this screen update the OPEN_BILLING_DETL (Open Billing Detail) table.

• FAQs

  What if I cannot find the information that I am looking for in this subtask?

  If no information for check number, check date, or check amount applied exists for your transaction, either the transactions has not been paid or the Update Cash Basis Information process was not executed. The Update Cash Basis Information process uses the VEND_CHK_VCHR table to determine whether the transaction has been paid. If a check number and check amount are not found (indicating that this transaction was not paid), Costpoint does not populate this subtask.

  How does the data in this subtask affect the billing process?

  The total in the Check Amount Applied field is inserted in to the Cash Basis Amount field on the Billing Detail tab. The Calculate Standard Bills process uses the amount in the Cash Basis Amount field in the calculation of the billings. This only occurs for projects that are set up as cash basis projects on the Manage Project Billing Information screen. A project is considered a cash basis project if the Bill Cost Incurred on a Cash Basis check box is selected on the Setup Information tab of the Manage Project Billing Information screen.

  When should I bill my project on a cash basis?

  A project is billed on a cash basis when you are billing using Government Form 1443 and are classified as a large business or anytime you are required to pay for goods and services before billing your customers. If the cash basis method is selected, only Accounts Payable transactions that are paid for are included on the invoice. Transactions from other modules are not considered for cash basis purposes.