CALCULATE STANDARD BILLS

Use this screen to calculate your Costpoint billings, based on information you have set up on the Manage Project Billing Information screen. After you have calculated billings, you can review them in the screens on the Edit Billings menu.

Refer to "Calculate Bills," for more information.

Calculate billings after all transactions for the period to be billed have been posted. If you are using cash basis billing, be sure to run the Update Cash Basis Information screen before you calculate billings. For system-calculated bills, you must calculate billings before you can edit, print, and post your bills.

Costpoint has four new tables that improve the processing performance of the Compute Revenue and Calculate Standard Bills applications. If you are upgrading from Costpoint 5.x, you must run the Synchronize Project Performance Tables utility to add existing project data to the four new tables. You must also run this utility if you upload data using scripts. You may also want to run this utility at month end, before calculating revenue or standard bills, to ensure that the performance tables are in synch. Please see the documentation for the Synchronize Project Performance Tables utility for more information.

The new tables are: Project Hierarchy (PROJ_HIERARCHY), Source Project Mapping (PROJ_SRCE_PROJ), Invoice Level Mapping (PROJ_INVC_PROJ), and Revenue Level Mapping (PROJ_REV_PROJ).

This screen has two tabs:

• Options — Use this tab to select parameters for calculating standard bills.

• Withholding Release — Use this tab to specify a release-of-withholding percentage to be included in the billing calculations.

Location

Selection Ranges

Accounting Period

Select the fiscal year, period, and subperiod for which you would like to calculate billings. All records up to and including the fiscal year, period and subperiod entered here are included in the process.

Option

This field always displays One.

Fiscal Year

Enter, or click the to select, the fiscal year for which you want to calculate billings.

Period

Enter, or click the to select, the accounting period for which you want to calculate billings.

Subpd

Enter, or click the to select, the subperiod for which you want to calculate billings. Costs posted to the general ledger up through the selected subperiod are included in the billing calculations.

Ending Date

After you make your selection in the Fiscal Year, Period, and Subpd fields, this field displays the date for the selected subperiod.

Projects

Billings are calculated only for the range of projects you specify here.

Option

Use this drop-down list to select the range of projects to be included in the billing calculations. Valid options are:

• All

• One

• Range

• From Beginning

• To End

The default for this field is All.

Start

Enter, or click to select, the starting project to be included in the billing calculations. If you select All or From Beginning in the Option field, this field is inactive.

End

Enter, or click to select, the ending project to be included in the billing calculations. If you select All, One, or To End in the Option field, this field is inactive.

Bill Groups

Use these fields to select the billing user groups to be included in the billing calculations. Billings are calculated only for projects that have been assigned one of the selected billing user groups on the Manage Project Billing Information screen. This group box is disabled if the Assign Bills to User Groups check box on the Configure Billing Settings screen is not selected.

Option

Use this drop-down list to select the range of billing user groups to be included in the billing calculations. Valid options are:

• All

• One

• Range

• From Beginning

• To End

The default for this field is All.

Start

Enter, or click to select, the starting billing user group code for the billing user groups to be included in the billing calculations. If you select All or From Beginning in the Option field, this field is inactive.

End

Enter, or click to select, the ending billing user group code for the billing user groups to be included in the billing calculations. If you select All, One, or To End in the Option field, this field is inactive.

Billing Cycles

Use these fields to select the billing cycle to be included in the billing calculations. Billings are calculated only for projects that have been assigned one of the selected billing cycles on the Manage Project Billing Information screen. This group box is disabled if the Use Billing Cycles check box on the Configure Billing Settings screen is not selected.

Option

Use this drop-down list to select the range of billing cycles to be included in the billing calculations. Valid options are:

• All

• One

• Range

• From Beginning

• To End

The default for this field is All.

Start

Enter, or click to select, the starting billing cycle code for the billing cycles to be included in the billing calculations. If you select All or From Beginning in the Option field, this field is inactive.

End

Enter, or click to select, the ending billing cycle code for the billing cycles to be included in the billing calculations. If you select All, One, or To End in the Option field, this field is inactive.

Options

Calculate

Billings

Select this option to calculate invoices. All options on the screen are available when you select this option. Calculated invoices are available on the Manage Standard Bills screen after you run this process.

Billable Value on Open Transactions

Select this option to calculate the billable value of transactions in Open Billing Detail. This enables you to analyze the amount that is billable without regard to ceilings, retainages, sales taxes, scheduled items, or other charges. Only items that reside in Open Billing Detail are considered when you use this option. No invoices are produced. When you select this option, the Include in Process and Include group boxes are unavailable.

Costpoint creates a report table named Z_BLPUBILL_RPT when you run this process. No standard report is available, so you need a report writer to access the information in this table.  

Billable Value on Unbilled Transactions

This option is available only when the Use Goal Multipliers for Billable Value Calculations check box is selected on the Configure Project Settings screen. Select this option to compute the billable value of items in Open Billing Detail using multipliers. When you select this option, the Processing Options and Include group boxes are unavailable.

This process creates a report table called PROJ_GOAL_UNBILL. No standard report is available when you select this option, so you need a report writer to access the information in this table. 

Invoice Date

Enter, or click to select, an invoice date, or use the system date as the default. This date displays in the Invoice Date field of the Manage Standard Bills screen, where it can be edited. This date also displays in the header of the bill when it is printed.

Processing Options

Use this group box to select additional processes to be computed during the Calculate Billings process.

Auto-Release On-Hold items

Select this check box to release all items on hold for the selected bills. To release only selected items, use the Adjust Open Billing Detail Records screen.

Create Zero Retainage and Over-Ceiling Rows

Select this check box to print retainage or over ceiling lines on your bills, even if the lines do not have any current amounts to bill for these items. Retainage or over ceiling lines with amounts other than zero always print on the bill if they have been formatted to do so. This option allows you to print the lines on the bill even if they are zero. This allows you to edit the over-ceiling and retainage amounts for the current billing amount. Over ceiling rows include over fee ceiling, over cost ceiling, and over total ceiling. You typically use this option for billing over ceiling amounts after you have received additional funding, or during contract closeout for billing retainage.

Create Zero Fee Rows

Select this check box to print fee lines on your bills, even if the fee lines do not have a current amount to bill. Fee lines with amounts other than zero always print on the bill if they have been formatted to do so. This option allows you to print the fee lines on the bill even if they are zero. This allows you to edit the fee amounts for the current billing amount. Note that there must be a previously billed fee amount in order to create a zero fee row. A zero fee row cannot be created if there has been no fee recognized on a previous bill. You can use this option if you have an award fee billing.

Create Zero Discount Rows

Select this check box to print labor and non-labor discount lines on your bills, even if the discount lines do not have a current amount to bill. When calculating bills, Costpoint creates zero discount rows so that, if a user edits the discount amounts on the bill, the detail bills equal the total invoice amount due.

Costpoint creates new rows only for projects that have a Discount Method selected on the Manage Project Billing Information screen.

Create Zero Withholding Row

Select this check box to create a zero withholding row.

If you select this check box, Costpoint creates a row on the bill for billing withholding if the calculated amount is zero and ITD totals are not being printed on the bill per the billing format setup, or if the current amount amount and ITD amount are both zero.

Create Zero Withholding Release Row

Select this check box to create a zero withholding release row.

If you select this check box, Costpoint creates a row on the bill for withholding release if the calculated amount is zero and ITD totals are not being printed on the bill per the billing format setup, or if the current amount and ITD amount are both zero.

If you select either the Create Zero Withholding Row or the Create Zero Withholding Release Row check box, Costpoint creates a row on the bill for withholding release if:

• The calculated amount is zero and ITD totals are not being printed on the bill per the billing format setup, or

• The current amount and ITD amount are both zero, and the Subject to Wthholding check box is selected for the billing project ID on the Global Withholding subtask of the Manage Project Billing Information screen (PROJ_BILL_INFO table). (The zero row is not added for projects that are not subject to withholding.)

Include

Use this group box to customize the data that is calculated on your billings.

Current Activity Only

Select this check box to calculate only those bills that have current activity. If this check box is selected, only those bills that have transactions on the Manage Open Billing Detail screen are calculated. This saves processing time because Costpoint does not calculate bills for which there is no current activity. Note that if a project ceiling level has been increased, the bill should be calculated even though there have not been any new transactions posted to the project. This ensures that any "amounts in excess" from previous bills are billed, up to the new ceiling.

Transactions with Zero Bill Rate

Select this check box to include T&M transactions with a zero billing rate. This can be helpful in identifying missing billing rates.

Transactions with Zero Cost Amount

Select this check box to include transactions with a zero cost amount.

Transactions with Zero Units Quantity

Select this check box to include transactions with a zero unit quantity amount.

Calculate

After you have selected your parameters for billings to be calculated, click to start the billing calculation process.

If you are using discount functionality, Costpoint follows these general rules when calculating bills:

1. Burdens apply to the amount BEFORE discount.

2. Discounts apply to the direct cost amounts (or direct cost amounts including burden on the w/burden discount methods).

3. Fee applies to the total AFTER discount.

4. Sales Tax applies to the amount AFTER discount.

5. Retainage applies AFTER discount.

Ceilings:

1. Account Ceilings are enforced BEFORE discounts are applied.

2. Project Total Ceilings are enforced AFTER discounts are applied.

Subtasks

• Table Information

  Source Tables

  OPEN_BILLING_DETL

  PROJ_BILL_INFO

  ACCT_DISC

  CUST_VOLUME_DISC

  PROJ_VOLUME_DISC

  PROJ_INVC_PROJ

  PROJ_HIERARCHY

  Table Information

  Changes to this screen update the following tables:

  BILL_EDIT_DETL

  BILL_EDIT_INVC_HDR

  PROJ_GOAL_UNBILLED