MANAGE PROJECT PRODUCT BILLS

Use this screen to manually enter product invoices for projects. Project product invoices can contain multiple line items. Discounts and sales tax are recorded by line as well. (Enter non-project product invoices on the Manage Customer Product Bills screen.) You can also use this screen to enter delivery-type invoices for projects that use progress payment bills. You can also use this screen free form by entering an item description quantity and unit cost. The catalog item number and revision must be left blank if you are using this screen in this manner. The Calculate Standard Bills program does not update this screen. Invoices entered in this screen do not remove billable units from Open Billing Detail, nor do amounts and units billed through this screen update billing history tables. Only A/R history and G/L Detail tables are updated with these invoice amounts.

If the Enable Project Product Bills for WAWF check box is selected on the Configure Billing Settings screen, additional fields display in this screen. These fields are key components for the generation of a WAWF invoice using Project Product Bills.

To enter an invoice into this screen, you must first set up projects on the Manage Project Billing Information screen. You must also set up customers on the Manage Customers screen. If you are invoicing products by CLIN, you must set up the CLIN and item for the project being invoiced. If you are invoicing by price catalog, you must set up the price catalog and item for the item being invoiced. You must assign unit prices to the items being invoiced. If sales tax is accrued on invoices, you must initialize the Sales Tax table with sales tax rates.

If discounts and shipping/handling charges are reflected on invoices, you must initialize the A/R default accounts before posting these invoices. Initialize A/R default accounts on the Configure Accounts Receivable Settings screen.

This screen has four tabs:

• Billing Detail — Use this tab to enter the customer, purchase order number, invoice number, terms, due date, and invoice date. You can also select the status of the invoice in this tab.

• Address Info — Use this tab to enter the billing and remittance address for this invoice. You must update this tab before printing or posting  the invoice.

• Other Info — Use this tab to enter other, or miscellaneous, charges that you want to print and post on your project product bills. You can include up to three different other charges on a bill.

• Notes — Use this tab to enter any notes you would like to have as part of this bill.

Location

Project

Enter, or click to select, the project being invoiced. The project name displays in the field to the right.

Table Window

Use to add a line to the table.

Line

The line numbers are filled in automatically as you add lines to this table.

CLIN

Enter, or click to select, the CLIN for the item being invoiced. This CLIN must exist for the project being invoiced. You must select either a CLIN or a price catalog, but not both.

Catalog ID

Enter, or click to select, the price catalog for the item being invoiced. This price catalog must exist for the project being invoiced. You must select either a CLIN or a price catalog, but not both.

CLIN/Catalog Description

This field displays the name of the CLIN or price catalog to which this invoice line is being billed.

Item

Enter, or click to select, the item being invoiced. This item must exist for the project and CLIN or catalog being invoiced. If only one revision of the Item exists, the item revision defaults into the Item Rev field.

Item Revision

Enter, or click to select, the revision number of the Item being invoiced. This revision must exist for the project, CLIN and item being invoiced. If only one revision of the Item exists, that revision defaults into this field.

Selling Description

This field displays the item selling description when an Item is entered. This field is non-editable if you are using the price catalogs or CLIN. You can use this field to enter a description of the goods or services.  You also need to enter the quantity and unit price. If you use this field in this manner, you cannot enter a catalog or an item.

Prt Long Desc

Enter Y (Yes) to print the long item description on the invoice or N (No) to print the short item description. The long description wraps across multiple lines on the invoice. This is a required field.

Unit Quantity

Enter the number of units to invoice. Units billed through this screen do not update billing history tables with amounts or number of units billed.

Unit Price

The unit price assigned on the Item Linkage subtask of the Manage CLIN Information screen defaults in for units invoices by CLIN/item. For units invoiced by price catalog/item, the unit price defaults in from the Manage Price Catalogs screen. This unit price can be modified.

Total Unit Amount

This field displays the number of units billed multiplied by the unit price. It cannot be modified.

Disc %

Use this field to store volume or good customer discounts. Costpoint multiplies discount percentages entered in this field by the Total Unit Amount to arrive at a Disc Amount. This Disc Amount is then used to reduce the invoice amount. Therefore, the invoice amount and billed receivable recognized and posted are net of this discount.

Do not use this field to store prompt payment discounts because you do not know, when preparing an invoice, whether a customer will pay within the terms eligible for discounts. Prompt payment discounts are applied as part of the entry of Cash Receipts; however, they are typically applied against an invoice that has been recorded at the full invoice amount.

Disc Amount

This field stores the discount amount arrived at by multiplying the Disc % by the Total Unit Amount. It can be edited. If you edit this field, the Disc % field is modified to reflect the new percentage of the discount.

This field is used to store volume or good customer discounts and is used to reduce the invoice amount. Therefore, the invoice amount and billed receivable recognized and posted are net of this discount.

Do not use this field to store prompt payment discounts since because you do not know, when preparing an invoice, whether a customer will pay within the terms eligible for discounts. Prompt payment discounts are applied as part of the entry of Cash Receipts; however, they are typically applied against an invoice that has been recorded at the full invoice amount.

Taxable

Enter Y (Yes) or N (No) depending on whether sales tax should be accrued and added to this invoice. A value of N defaults in. If sales tax is required, enter the tax code for the locality in which you want to accrue sales tax.

Tax Code

If you entered Y (Yes) in the Taxable field, enter the sales tax code for which tax should be accrued. This code must exist in the Sales Tax table. You can maintain sales tax tables on the Manage Sales or Value Added Taxes screen.

Tax Rate

The rate entered on the Manage Sales or Value Added Taxes screen for the designated code defaults in. This rate can be modified.

Tax Amount

This field displays the tax amount calculated when the Tax Rate is multiplied by the net of the Total Unit Amount less the Disc Amount. This amount can be modified.

Total Line Amount

This field displays the total invoice amount. The amount displayed is net of total unit cost, discounts, and tax.

Line Item Type

Enter the line item type for this line. Valid options are:

• 1 — CLIN/SLIN

• 2  — Fee/Charge

• 3 — Allowance

• 4 — Tax

The default is 1, but you can modify it. This field is available only if the Enable Project Product Bills for WAWF check box is selected on the Configure Billing Settings screen.

GFE

Enter a Y (Yes) if this line item is Government Furnished Equipment (GFE). The default is N (No). This field is available only if the Enable Project Product Bills for WAWF check box is selected on the Configure Billing Settings screen.

Product Service Type

Enter the product service type. If you entered 1 in the Line Item Type field, MG defaults into this field, but you can modify it. This field is available only if the Enable Project Product Bills for WAWF check box is selected on the Configure Billing Settings screen. The available product service types are:

• B8 — Batch Number

• CL — Color

• F8 — Next Higher Used Assembly

• FS — National Stock Number

• FT — Federal Supply Class

• MG — Manufacturer's Part Number

• MN — Model Number

• SN — Serial Number

• SV — Service Rendered

• VP — Vendor's Part Number

Event Code

Enter, or click the drop-down list to select, an event code. Valid options are:

• S — Separable

• C — Cumulative

S is the default, but you can modify it. Event codes are used only for performance-based payment or commercial item financing invoice types, which are not supported by Costpoint at this time. This field is available only if the Enable Project Product Bills for WAWF check box is selected on the Configure Billing Settings screen.

Stock No

The stock number defaults into this field from the Manage Parts screen, but you can modify it. If no stock number is available, NONE displays. This field is available only if the Enable Project Product Bills for WAWF check box is selected on the Configure Billing Settings screen.

Subtasks

• Table Information

  Changes to this screen update the following tables:

  PROJ_PROD_INVC_HDR

  PROJ_PROD_INVC_LN