CALCULATE RETROACTIVE BILLS
Use this screen to calculate retroactive billings. You can generate bills using revised billing rates that are applied to direct cost amounts or labor hours for invoices previously submitted to your customers. Before running this screen, load labor rates for all of the subperiods that the billing rate has modified. There are several scenarios for which retroactive bills may be required. The first occurs when provisional indirect rates are modified on a project and the new rates must be applied to the direct amounts for previous invoices. This modification in rates may be the result of new negotiated billing rates that were in effect for prior invoices. Another case for which retroactive bills are required occurs when the loaded labor rates are modified on a project, and the new rates are applied to prior periods. These new, loaded labor rates are multiplied by the hours for invoices previously submitted to your customers. Retroactive billings are not required on projects that incur rate modifications on a prospective basis.
The retroactive process is used only for standard bills that were originally generated through the Calculate Standard Bills screen. It produces invoices that you can view and edit like regular bills on the Manage Standard Bills screen. To assist in the review of the retroactive bills, print a worksheet on the Print Retroactive Billing Worksheets screen. The printing and posting of retroactive bills is completed in the same way as regular bills on the Print Standard Bills and Post Standard Bills screens, respectively. For more information, please see "Retroactive Billings."
Execute this process after you have entered your new provisional indirect rates or your new loaded labor rates. If you are using Loaded Labor Rates billing formulas, you must also run the Load Labor Rates screen before calculating retroactive bills. You must run this process for each subperiod for which the new labor rates apply.
No billing withholding or withholding release amounts are calculated for retroactive billings.
Location
Identification
Use the fields in this block to create a new parameter ID or to retrieve
a previously saved parameter ID. A parameter ID represents a set of screen
selection parameters. After you have saved a parameter ID and its related
parameters, you can retrieve them using Query.
You can use the retrieved parameters to produce reports and run processes
more efficiently and with greater consistency. The saved parameters are
also useful and necessary when you want to run the process as part of
a batch job. Many users save a unique set of parameters for each different
way they run a report or process. When you select a previously saved parameter
ID or parameter description, the associated saved screen selection parameters
automatically display as selection defaults. The page setup and print
options are also included in the saved parameter ID if there are any.
You can change any of the associated selection defaults as necessary.
Parameter ID
Enter, or click 
to select, a parameter
ID of up to 15 alphanumeric characters. Choose characters for your parameter
ID that help identify the type of selections you made in the screen, such
as PERIOD or QUARTERLY.
When you save your record, all the selections made in the screen are
stored with the parameter ID. Later, you can retrieve the parameter using
Query.
You can use the parameter to run the process more efficiently because
you can select the parameter ID with its previously defined screen selections.
After the default selections display in the screen, you can override the
defaults.
Description
Enter, or click to select, a parameter
description of up to 30 alphanumeric characters.
Selection Ranges
Project
Use these fields to select which projects require retroactive bills.
Option
Enter, or click 
to select, the range of projects for which you want to calculate retroactive billings. Valid options are
-
All
-
One
-
Range
-
From Beginning
-
To End
The default for this field is One.
Start
The value entered in this field varies depending on the Option that you have selected. If you selected All projects, this field is inactive. If you selected One project, enter the project in this field. If you have elected to calculate for a Range of projects, enter the starting project in this field. If you have selected the From Beginning option, this field is inactive. If you have selected the To End option, enter the beginning project for the range in this field.
Use to select values from the appropriate table.
End
The value entered in this field varies depending on the Option that you have selected. If you selected All projects or only One project, this field is inactive. If you have elected to calculate for a Range of projects, enter the ending project in this field. If you have selected the From Beginning option, enter the ending project for the range in this field. If you have selected the To End option, this field is inactive.
Use to select values from the appropriate table.
Bill Groups
Use these fields to select the billing user groups to be included in the retroactive billing calculations. Costpoint calculates billings only for projects that have been assigned one of the selected billing user groups on the Manage Project Billing Information screen. This selection is disabled if the Assign Bills to User Groups check box on the Configure Billing Settings screen is not selected.
Option
Select the appropriate range of billing user groups to be included in the billing calculations. Valid selections are
-
All
-
One
-
Range
-
From Beginning
-
To End
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.
Accounting Period
Option
This field always displays Range.
Start
Use this group box to select the starting fiscal year, period, and subperiod. This group box is required only if you are billing retroactive loaded labor projects.
Fiscal Year
Enter, or click to select, the starting fiscal year for which you want to calculate retroactive billings. This field is applicable only if you selected the Loaded Labor Rates option. If you selected Indirect Costs, enter the fiscal year in the End group box.
Period
Enter, or click to select, the starting period for which you want to calculate retroactive billings. This field is applicable only if you selected the Loaded Labor Rates option.
Subpd
Enter, or click to select, the starting subperiod for which you want to calculate retroactive billings. This field is applicable only if you selected the Loaded Labor Rates option.
Ending Date
This non-editable field displays the subperiod ending date.
End
Use this group box to enter the ending fiscal year, period, and subperiod you would like to use for your retroactive billings.
If you selected the Indirect Costs option and the Year to Date Rates option is selected in the Apply Burdening based on group box on the Corporate Settings subtask of the Configure Project Settings screen, you need to enter the fiscal year to be computed and the period for which the new indirect rates are used. The period selected should be the period in which the new rates were entered into the YTD Prov field on the Pool Rates subtask of the Manage Cost Pools screen for all affected cost pools for the selected fiscal year. If burden cost ceilings were entered on the Manage Burden Cost Ceilings screen using an O (Override,) C (Ceiling), or F (Fixed Amount) (C/O/F field) and the ceiling is applied to A or B in the Apply to R/B/A field, the burden cost ceiling is considered.
If you selected the Indirect Costs option and the Current Period Rates option is selected in the Apply Burdening Based on group box on the Corporate Settings subtask of the Configure Project Settings screen, you need to enter the fiscal year and starting and ending period. You need to enter new rates in the Pd Prov field on the Pool Rates subtask of the Manage Cost Pools screen for all periods within the specified range for all affected cost pools. If burden cost ceilings were entered on the Manage Burden Cost Ceilings screen using an O (Override,) C (Ceiling), or F (Fixed Amount) (C/O/F field) and the ceiling is applied to A or B in the Apply to R/B/A field, the burden cost ceiling is considered.
Fiscal Year
Enter, or click to select, the ending fiscal year for which you want to calculate retroactive billings, if you selected the Loaded Labor Rates option. If you selected the Indirect Costs option, enter the fiscal year for which you want to calculate retroactive billings.
Period
Enter, or click to select, the ending period for which you want to calculate retroactive billings.
Subpd
Enter, or click to select, the ending subperiod for which you want to calculate retroactive billings.
Ending Date
This non-editable field displays the subperiod ending date.
Options
Period For Rates
Enter the period that is used to calculate the retroactive bill. This field is applicable only if you selected the Indirect Costs option. Costpoint calculates retroactive bills using the provisional indirect rates found on the Pool Rates subtask of the Manage Cost Pools screen for the period entered.
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 on the Manage Standard Bills screen, where it can be edited. This date also displays in the header of the bill when it is printed.
Select Calculation Type
This group box controls the type of retroactive bill you are calculating.
Loaded Labor Rates
Select this option if you are calculating retroactive bills that use a loaded labor rate billing formula as defined on the Manage Project Billing Information screen. Select this option for all types of loaded labor rate formulas, including those that apply indirect costs to non-labor accounts. Note that this selection allows you to calculate a bill for revised rates that span earlier fiscal years.
Indirect Costs
Select this option if you are calculating retroactive bills that apply provisional indirect cost rates to direct cost amounts. Select this option for all four types of cost-reimbursable billing formulas as defined on the Manage Project Billing Information screen. Note that you can calculate retroactive bills using the Indirect Costs option for only one fiscal year at a time. The calculation automatically includes the entire current fiscal year.