SELECT BILLS FOR POSTING

Use this screen to update the status of your standard bills to either Selected or Unselected using a mass update feature. This feature is available for standard and progress payment bills only; you must update customer product bills, milestone/percent complete and project product bills individually on the Manage Customer Product Bills, Manage Milestone Percent Complete Bills, and Manage Project Product Bills screens, respectively. You can also update standard bills individually on the Manage Standard Bills screen.

You can use this screen for three purposes.

1. You can mass update the status of standard bills to Selected before posting. Before a bill can be posted, its status must be Selected. Bills that have a status of Unselected are not posted and are retained on the Manage Standard Bills screen. You can update bills by project or invoice and by bill group and billing cycle.

2. You can update the status to Selected before printing final standard bills. (If your company prints draft copies of the bills for review purposes, you can print draft copies while the bills have an Unselected status. A message indicating the Unselected status is printed at the top of each bill.)

3. You can mass update the status of the standard bills to Unselected. This is helpful if you need to re-calculate a range of bills, since the status of a bill must be Unselected before it can be re-calculated.

Location

Selection Ranges

Select By

Using the drop-down list, choose the method by which bills are selected. Options are:

• Invoice

• Project

Option

From the drop-down list, select the appropriate option for the bills you want to update. 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 for the range you want to include. 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 for the range you want to include. If you select All, One, or To End in the Option field, this field is inactive.

Bill Groups

Use this group box to limit the projects to be updated by billing group.

Option

From the drop-down list, select the appropriate range of billing groups to update. 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 bill group for the range you want to include. If you select All or From Beginning in the Option field, this field is inactive.

End

Enter, or click to select, the ending bill group for the range you want to include. If you select All, One, or To End in the Option field, this field is inactive.

Billing Cycles

Use this group box to limit the projects to be updated by Billing Cycle.

Option

From the drop-down list, select the appropriate range of billing cycles to update. 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 for the range you want to include. 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 for the range you want to include. If you select All, One, or To End in the Option field, this field is inactive.

Options

Set Billing Status

Use the drop-down list to select the billing status to be used for updating the selected records. Options are:

• Selected

• Unselected

All bills within the selected parameters are updated to the status selected here.

Select Bill Type

Use this group box to select the type of bills that you want to update.

Standard Bills

Select this option to update standard bills.

Progress Payment Bills

Select this option to update only those bills that have a progress payments billing formula.

Update

Click when you are ready to update the status of the bills using the parameters you have selected.

• Table Information

  Changes to this screen update the following tables:

  BILL_EDIT_INVC_HDR

  PRG_PMT_EDIT_HDR

• FAQs

  What processes can I execute if a bill is on Selected or Unselected status?

  If a bill is on Selected status you can:

  • Print the bill on the Print Standard Bills or Print Progress Payment Bills screens.

  • Post the bill on the Post Standard Bills or Post Progress Payment Bills screen.

  You cannot:

  • Change information on a bill that is on Selected status on the Manage Standard Bills or Manage Progress Payment Bills screen.

  • Recalculate a bill.

  If a bill is on Unselected status you can:

  • Edit information on the bill.

  • Print draft copies of the bill.

  • Recalculate the bill.

  You cannot print final bills or post the bill.

  What types of bills can this process update?

  Bills currently on the Manage Standard Bills or Manage Progress Payment Bills screens can be updated by this process.  

  You must select the appropriate options in the Select Bill Type group box to identify the screen that you want to update. You must manually update the status of bills on the Manage Project Product Bills, Manage Manual Bills, Manage Customer Product Bills, and Manage Milestone Percent Complete Bills screens.  

  Why would I use bill groups or bill cycles in this screen?

  Select the billing cycles or bill groups only if you have set up billing cycles and billing groups on the Manage Project Billing Information screen.  

  Use either one of these selections to limit your update of the Manage Standard Bills or Manage Progress Payment Bills screens to specific sets of bills. Use of this feature is helpful, as the Manage Standard Bills screen generally contains records that are in multiple stages of completion. Since final invoices cannot be printed or posted until the bill has been selected, it can be useful to place groups or cycles on Selected or Unselected status.    

  You can establish billing groups by user, bill type, customer, and so on.  You can then use the bill groups to calculate, edit, print, and post bills.