MANAGE PROGRESS PAYMENT BILLS

Use this screen to view and modify progress payment bills that have been generated by the Calculate Progress Payment Bills screen. This gives you a chance to make adjustments to the bills before you print and post them. You can modify only existing bills created by the calculation process; you cannot enter additional rows or insert additional rows into existing bills.

The method of modifying the bills depends on the type of billing line. You can modify some lines on the main screen and modify others in the Line Detail subtask (lines 9, 10, 13, 14a, 14b, and 14d). You can modify billing lines in the Line Detail subtask by modifying the Billing Amount, Hold Amount, or Write Off Amount of a transaction. After modifying the line detail, use the recalculation process in the Line Detail subtask. Modifications made directly on the main screen are automatically incorporated into later calculations on the bill.

Please note that making modifications to the billing amounts in this screen causes a discrepancy between what has been billed and the costs that have been incurred. This may cause problems during an audit.  There is no audit trail to record how or why a modification is made in this screen. The best way to adjust billing amounts is to make adjustments to the original source journal of the transaction.

For more information, please see "Progress Payment Bills."

Review this screen after you have calculated progress payment bills, but before you print the final bills. Note that this screen is not required, but is recommended as part of your internal quality control procedures.

This screen has eight tabs:

• Billing Details — Use this tab to select/review invoice number, status, and due date information.  You can also review the customer and bill date information in this tab.

• Section 1; Box 1 — This tab displays the contracting and paying addresses that appear in line 1 of the form 1443.

• Section 1; Box 2 — This tab displays the remit to address that appears in line 2 of the form 1443.

• Section 1; Box 3-8 — This tab displays the information found in Section I, Identification Information, of the form 1443. This tab also displays the certification information found in the footer of the form.

• Line Info 9-19 — Use this tab to review Lines 9-19 of Government Form 1443. Most of the fields in this tab are non-editable. Use this tab to review line totals before printing or posting progress payment bills.

• Line Info 20-26 — Use this tab to review Lines 20a - Line 26 of Government form 1443. Lines 20a, 21a, 21d, 23, and 26 are editable. The remainder of the fields in this tab are non-editable. Use this tab after you have calculated progress payment bills and before you print or post the bills.

• Line 13 Costs — Use this tab to review the details for the computation of the value on Line 13 of the government Form 1443. All the fields in this tab are non-editable. You should review the details for Line 13 of the 1443 after you have computed the bill and before you have printed or posted it.

• Certification Info — Use this tab to enter the representative's name and title and the officer's name and title. This information displays in the Certification section of the 1443. Enter the information in this tab before you print or post the bills.

Location

Progress Payment Project

Project

This field displays the project that was generated by the Calculate Progress Payment Bills screen. This screen displays only bills that have been calculated; you cannot add records to this screen. Therefore, this field and the project name that appears to the right are non-editable.

Exclude Calculation of the Loss Ratio

If you are editing an invoice in this screen, select this check box to exclude the calculation of the loss ratio amount from the progress payment computation. This check box performs the same function as the Exclude Calculation of the Loss Ratio check box in the Calculate Progress Payment Bills screen. Your selection here is not saved to the Costpoint database; each time you edit an invoice in this screen, you must select this check box if you want to exclude the loss ratio calculation.

Subtasks

• Table Information

  Changes to this screen update the following tables:

  PRG_PMT_EDIT_DETL

  PRG_PMT_EDIT_HDR

• FAQs

  How do I reverse a progress payment billing?

  To reverse a progress payment billing, complete the following steps:

  1. On the Manage Closed Progress Billing Detail screen, delete the invoice.

  2. On the Manage Manual Bills screen, enter a negative manual bill for the amount of the first bill.

  3. Verify that the AR account that is used to post the reverse manual bill is the same as was used on the progress payment bill.

  4. On the Post Manual Bills screen, post the manual bill.

  5. On the Update Open Billing Details Records screen, repopulate Open billing Detail for the transactions that were billed on the progress payment bill but reversed using the reverse manual bill.

  6. On the 1443 Info tab of the Manage Project Billing Information screen, change the Estimate to Complete Amt to the correct number. This is the cost to complete prior to the progress payment bill that you just reversed.

  7. On the Manage Accounts Receivable History screen, find the project\customer for which the progress payment was reversed. Locate the record in the table and scroll to the right until you see the Invoice Type column; change the P value to an S and save the record. The invoice is reversed at this point.

  8. On the Calculate Progress Payment Bills screen, recompute the progress payment bill.