ADJUST OPEN BILLING DETAIL RECORDS

Use this screen to write off or transfer costs during the billing process. You can create adjusting journal entries to reflect the billing adjustment in the General Ledger and Project Ledger. This screen incorporates the maintenance, process, and report functions into one screen. Using this screen, you can do any of the following:

• Transfer labor or other billable costs (not units) in Open Billing Detail, from one project, account, organization, GLC (General Labor Category), or PLC (Project Labor Category) to another. The transfer can be between project levels on the same bill, or from one billable project to another. Click here for details.

• Write off and reclassify a labor or other billable cost (not units) in Open Billing Detail from a project, organization, account, GLC, or PLC. You can even reclassify costs to an unallowable account or PLC. Click here for details.

• Put transaction amounts and/or hours on hold to keep them from being included on a bill. You can place a partial transaction on hold, or the total transaction. Click here for details.

• Release any amounts and/or hours previously put on hold. Click here for details.

• If you want to automatically reflect the transfer or write off in the General Ledger and Project Ledger, you can create a non-editable adjusting journal entry from this screen. It can be reviewed on the Manage System Assigned JE Number screen.

This screen contains many features that will help you process billing adjustments. Several of the Costpoint functions in this screen require use of the right button on your mouse.

You can run this process anytime. You must recalculate bills because this screen allows you to post transactions into a period different than the posting of the original charge.

You cannot enter a project in this screen unless it has been previously identified on the Manage Project Billing Information screen (select the Allow User to Adjust Transactions in Open Billing Detail check box in the Setup Information tab to allow amounts to be adjusted and put on hold).

Location

Identification

Project

Enter, or click to select, the invoice project to be adjusted. Only those projects that are identified as adjustable on the Manage Project Billing Information screen (select the Allow User to Adjust Transactions in Open Billing Detail check box on the Setup Information tab) are available for or accepted for user entry.

For those projects with computed but unposted bills, Costpoint verifies your choice to delete the bill before you can proceed with the adjustment process. This verification prevents users from adjusting billable costs on invoices that have already been prepared and are waiting to be posted. The non-editable field to the right of the project number displays the project description.

Select Subperiod For Adjustment

The subperiod selected here receives the General Ledger entry to write off or transfer the selected row(s). Adjustments posted to a different fiscal period, via the General Ledger journal entry, appear on the customer bill after bills are re-calculated.

Fiscal Year

Enter, or click to select, the fiscal year for the General Ledger adjustment. Only those years that are open can receive this adjusting entry. Although you can create a journal entry for a different year than your row data, you are warned before processing that you are transferring data into a different year.

Period

Enter, or click to select, the fiscal period for the General Ledger adjustment. Only those periods that are open can receive this adjusting entry.

Subperiod

Enter, or click to select, the subperiod for the General Ledger adjustment. Only those subperiods that are open can receive this adjusting entry. The period end date display in the field to the right.

Adjustment Hours

This non-editable field displays the total number of hours in the rows selected for adjustment on this screen.

Adjustment Amount

This non-editable field displays the total adjustment amount in the rows selected for adjustment on this screen.

Create JE

Select this check box to create a General Ledger journal entry for the billing adjustments lines selected in the table. The default setting for this check box is selected. After you select the billing rows and click , the Open Billing Detail table (OPEN_BILLING_DETL) is updated and a journal entry is created, if applicable.

If you do not select this check box, no journal entry is created. This causes the general ledger and the project reports to be out of balance with the billing. A warning is issued to this effect. The best way to correct transactions is to use the original source. For example, use a correcting timesheet to adjust an incorrect PLC charged to a project.

We recommend that you select this check box.

Use the Original Transaction Description

Select this check box to use the original transaction description for the journal entry and in the OPEN_BILLING_DETL table. If you do not select this check box, the transaction description is Adjustments in Open Billing Detail on the journal entry and the OPEN_BILLING_DETL table.

Delete the computed bill in Edit Standard Bills and in Edit Progress Payment Bills

Select this check box to delete the unposted bills on the Manage Standard Bills and Manage Progress Payment Bills screens before any transfers, adjustments, or write-offs are posted.

Table Window

To populate this table with the transactions from OPEN_BILLING_DETL, use .

To adjust any of the rows in the table, first use the Select Subperiod For Adjustment group box to select the Fiscal Year, Period, and Subperiod to receive the billing adjustment.

To select a row for write off, transfer, hold, or release hold, click the row with the left button of your mouse. After highlighting one or more rows, use the right button of your mouse to choose the function for the highlighted row(s).

• Write Off — To write off a line, highlight a row and use the right button of your mouse to select the Write Off function. When a line is selected for transfer, W displays in the Action column. Click here for details.

• Transfer — To transfer a line, highlight a row and use the right button of your mouse to select the Transfer function. When a line is selected for transfer, T displays in the Action column. Click here for details.

• Hold — To put a line on hold, highlight a row and use the right button of your mouse to select the Hold function. When a line is selected for holding, H appears in the Action column. Click here for details.

• Release Hold — To release a line previously set to hold, highlight the row and use the right button of your mouse to select the Release Hold function. The rows to be released display R in the Action column. Click here for details.

• Reset — To deselect a tagged row, highlight the row and use the right button on your mouse to select the Reset function. You can reset only BEFORE clicking .

Table Window

Action

Use this field to select the action that you want performed on this line of the table.

Select the line to be updated by clicking in the unlabeled field to the left of the action field.  Right click the mouse to display the actions available. The actions available are:

• Write Off — Selecting this option causes Costpoint to display a W in the Action field. When you run this process with the Create JE check box selected, a journal entry is created and inserted into the Journal Entry Header (JE_HDR) and Journal Transaction (JE_TRN) tables. For write-offs with labor hours, the Employee Labor or Vendor Labor subtasks of the Manage System Assigned JE Number screen contains the selected row's hours to adjust the project ledger. The journal entry created is described as Adjustments in Open Billing Detail. Write-offs reclassify billing details from a revenue bearing account to a non-revenue bearing account on the same project. The adjustment amount and/or adjustment hours is inserted in the Write-Off Amount and Write-Off Hours fields on the Manage Open Billing Detail screen (OPEN_BILLING_DETL table).

• Transfer — When you select a row to be transferred, the Action field displays the letter T. When you run this process with the Create JE check box selected, this row is inserted into the Open Billing Detail (OPEN_BILLING_DETL), the Journal Entry Header (JE_HDR), and Journal Transaction (JE_TRN) tables. For transfers with labor hours, the Employee Labor or Vendor Labor subtasks of the Manage System Assigned JE Number screen contain the selected row's hours to adjust the labor summary detail. The journal entry created is described as Adjustments in Open Billing Detail.

• Hold — When you select a row to be held, the Action field displays the letter H. No journal entry is created for this selection. During processing, the transaction amount, less the previous billed amount, less previous write-off amount data, is inserted into the Amount on Hold field on the Manage Open Billing Detail screen (OPEN_BILL_DETL table). The transaction hours less previous billed hours less previous write-off hours data are inserted into the Hours on Hold field on the Manage Open Billing Detail screen (OPEN_BILL_DETL table).

• Release Hold — During processing, the Amount on Hold and the Hours on Hold fields on the Manage Open Billing Detail screen (OPEN_BILL_DETL table) are set to zero. No journal entry is created for this selection.

• Reset — Use this selection to reset all the fields on the line to their original values.

After you have selected an action, it will automatically display in this field.

Project

This column displays the project of the project billing charges in this row. Because this information relates to billing charges already entered into Costpoint, this field is NOT editable.

Account

This column displays the account of the project billing charges in this row. Because this information relates to billing charges already entered into Costpoint, this field is NOT editable.

Organization

This column displays the organization of the project billing charges in this row. Because this information relates to billing charges already entered into Costpoint, this field is NOT editable.

Fiscal Year

This column displays the fiscal year of the project billing charges in this row. This is the year the charges were incurred. Since this information relates to billing charges already entered into Costpoint, this field is NOT editable.  If you try to create a journal entry in a fiscal year that is different from the fiscal year of original entry, a warning message displays.

Period

This column displays the fiscal period of the project billing charges in this row. This period is when the billed charges in this row were incurred. Because this information relates to billing charges already entered into Costpoint, this field is NOT editable.

Subperiod

This column displays the subperiod of the project billing charges in this row. This subperiod is when the billed charges were incurred. Because this information relates to billing charges already entered into Costpoint, this field is NOT editable.

Transaction Amount

This column displays the total amount of project billing charges in this row. Because this information relates to billing charges already entered into Costpoint, this field is NOT editable.

Transaction Hours

This column displays the total hours of the project billing charges in this row. Because this information relates to billing charges already entered into Costpoint, this field is NOT editable.

ID Type

This column displays the ID type (vendor, employee, or subcontractor) of the project billing charges in this row. Because this information relates to billing charges already entered into Costpoint, this field is NOT editable.

GLC

This column displays the general labor code of the project billing charges in this row. Because this information relates to billing charges already entered into Costpoint, this field is NOT editable.

GLC Description

This column displays the GLC description.

PLC

This column displays the project labor code of the project billing charges in this row. Because this information relates to billing charges already entered into Costpoint, this field is NOT editable.

PLC Description

This column displays the PLC description.

Previous Write Off Amount

This column displays any amount of the project billing charges in this row that have been previously written off.  Because this information relates to billing write-offs already entered into Costpoint, this field is NOT editable.

Previous Write Off Hours

This column displays any of the project billing hours in this row that have been previously written off. Because this information relates to billing write-offs already entered into Costpoint, this field is NOT editable.

Effective Bill Date

This column displays the date on which the billing charges are effective. Because this information relates to billing charges already entered into Costpoint, this field is NOT editable.

Previous Billed Amount

This column displays any of the project billing charges in this row that have been previously billed. Because this information relates to billing charges already entered into Costpoint, this field is NOT editable.

Previous Billed Hours

This column displays any of the project billing hours in this row that have been previously billed. Since this information relates to billing charges already entered into Costpoint, this field is NOT editable.

On Hold Amount

This column displays the project billing charges in this row that have been put on hold. This field can be edited.

Hours On Hold

This column displays the project billing hours in this row that have been put on hold.  This field can be edited.

Transaction Description

This column displays the project description for this project line. Because this information relates to billing charges already entered into Costpoint, this field is NOT editable.

Adjustment Project

This column displays the project to receive the transfer amount for this row. This column is editable when you are transferring a row. This column is NOT editable when you are writing off charges, releasing previously held amounts, or putting items on hold.

Adjustment Account

This column displays the account to be used for adjustments in this row. This column is editable when you are writing off or transferring a row. This column is NOT editable when you are holding a row, releasing previously held amounts, or putting items on hold.

Adjustment Organization

This column displays the organization to be written-off, transferred, or held for this row. This column is editable when you are writing off or transferring a row. This column is NOT editable when you are releasing previously held amounts or putting items on hold.

Adjustment Hours

This column displays the hours to be written-off, transferred, or held for this row. This column is editable when you are writing off or transferring a row. This column is NOT editable when you are releasing previously held hours.

Adjustment Amount

This column displays the amount to be written-off, transferred, or held for this row.  This column is editable when you are writing off or transferring a row. This column is NOT editable when you are releasing previously held amounts or putting items on hold.

Adjustment GLC

This column displays the general labor category to be written-off, transferred, or held for this row. This column is editable when you are writing off or transferring a row. This column is NOT editable when you are holding or releasing previously held amounts.

Adjustment PLC

This column displays the project labor category to be written off, transferred, or held for this row. This column is editable when you are writing off or transferring a row. This column is NOT editable when you are holding or releasing previously held amounts.

Adjustment Effective Bill Date

This field displays the effective bill date to be written off, transferred, or held for this row. You can edit this columns when you are transferring a row. You cannot edit this column when you are writing off, holding, or releasing previously held amounts.

Reason

Enter a maximum of 30 alphanumeric characters to describe the reason for this write-off, transfer or hold. You can edit this column when you are writing off, transferring, or holding a row. You cannot edit this column when you are releasing previously held amounts.

Journal

This non-editable field displays the source journal from which the transaction was posted.

Sequence Number

This non-editable field displays the sequence number of the posting.

Journal Entry Number

This non-editable field displays the journal entry number for transactions that were posted on the Post Journal Entries screen.

Reference 1

This non-editable field displays the reference 1 that was used on the transaction.

Reference 2

This non-editable field displays the reference 2 that was used on the transaction.

Timesheet Date

This non-editable field displays the timesheet date that was used on transactions that were posted by the post timesheets process.

Voucher Number

This non-editable field displays the voucher number that was used on transactions that were posted by the Post Vouchers screen.

Cash Receipt Number

This non-editable field displays the cash receipt number for transactions that were posted by the Post Cash Receipts process.

Project Name

This non-editable field displays the project name for the project entered on this line of the table.

Account Name

This non-editable field displays the account name for the account entered on this line of the table window.

Organization Name

This non-editable field displays the organization name of the organization entered on this line.

Process

Click to process the billing adjustment after review. This function is not available until you have printed the Adjustment Summary Report for this project.

Processing Details

Write Off    

When you select a row to be written off, the left (gray) column displays the letter W. When you run this screen with the Create JE check box selected, this row is inserted into the Journal Entry Header (JE_HDR) and Journal Transaction (JE_TRN) tables. For write-offs with labor hours, the Labor subtask (Vendor Labor or Employee Labor) of the Manage System Assigned JE Number screen contains the selected row's hours to adjust the project ledger. The journal entry created is described as Adjustments in Open Billing Detail. Write-offs reclassify billing details from a revenue bearing account to a non-revenue bearing account on the same project. The adjustment amount and/or adjustment hours are inserted in the Write-Off Amount and Write-Off Hours fields on the Manage Open Billing Detail screen (OPEN_BILLING_DETL table) .

Transfer              

When you select a row to be transferred, the left (gray) column displays the letter T. When you run this screen with the Create JE check box selected, this row is inserted into the Open Billing Detail (OPEN_BILLING_DETL), the Journal Entry Header (JE_HDR), and Journal Transaction (JE_TRN) tables. For transfers with labor hours, the Labor subtask (Vendor Labor or Employee Labor) of the Manage System Assigned JE Number screen contains the selected row's hours to adjust the labor summary detail. The journal entry created is described as Adjustments in Open Billing Detail.

Hold           

When you select a row to be held, the left (gray) column displays the letter H. No journal entry is created for this selection. During processing, the transaction amount, less the previous billed amount, less previous write-off amount data, is inserted into the Amount on Hold column on the Manage Open Billing Detail screen (OPEN_BILL_DETL table). The transaction hours less previous billed hours less previous write-off hours data are inserted into the Hours on Hold column on the Manage Open Billing Detail screen (OPEN_BILL_DETL table).

Release Hold       

During processing, the Amount on Hold and the Hours on Hold columns on the Manage Open Billing Detail screen (OPEN_BILL_DETL table) are set to zero. No journal entry is created for this selection.

• Table Information

  Source Information

  This screen pulls information from the following tables:

  OPEN_BILLING_DETL

  PROJ_BILL_INFO

  Table Information

  Changes to this screen update the following tables:

  OPEN_BILLING_DETL

  If the Create JE check box is selected:

  JE_HDR

  JE_TRN

  JE_TRN_LAB_EMPL

  JE_TRN_LAB_VEND