PMBM - Project Billing

Program PMBM, Project Billing, is used to enter and maintain the billing information for customers.

*     Invoices can be created for a customer once the billing information is entered. Invoices are created in program ARIE, One Step Invoice Entry.

*     Projects whose billing type is either Time & Material or Progress billed can have project lines billed based on the unbilled transaction details before the project line is completed.

If you are maintaining billing in a fulfillment customer database, you can only process billing entered for customers in the fulfillment customer database or for projects for the fulfillment customer.

See Also

Billing Process

Billings and Budgets

Item Priced Materials

Invoice Creation

Entering Billing Information

Undoing Project Billing and Invoicing

PMBM Action Buttons

Manually Entering Credit Notes and Debit Notes for Projects and Project Lines in ARIE, One Step Invoice Entry

Manual Credit Notes and Debit Notes for Project Line Billing

Billing Process

The billing process is performed one project at a time. Projects can be billed at the project line level on page one or at the detail level on page two. Press [Commit] before moving between pages.

*     Overriding the amount to bill will adjust the quantity billed as necessary in order for the amounts to be consistent with the billing rate in effect.

*     Each item that is selected to be billed will result in one or more billing detail records, which become visible in the bottom block of page two after they have been committed. These billing detail records break down the amount billed and associated cost by rate type if the project line is a labor type.

*     Once created, the billing detail records cannot be directly modified by the user. If it becomes necessary to change the billing selection after you commit, the [Undo Billings] button will delete the billing detail records and back out the amounts billed from the associated transaction detail records. This allows the user to start over with the selection process.

*     Once billing details have been created, the total amount to be invoiced will appear in the header on page one.

*     Unbilled transaction details can be filtered by their transaction date based on the start and end dates in the header. This will limit selection and billable calculations to records that fall within the date range. This date range is optional.

Billings and Budgets

All billings are limited by the revenue budget and budget overrun percent.

*     If this limit is reached at a given item billing, the cost and hours are pro-rated to be consistent with the amount billed.

*     The billable amounts in the detail display will respond to this limit during item selection.

*     If you leave the sales units set to 0, or if no cost rate was entered for the project class assigned to this line, the project line code will be considered unconstrained, or budgetless, and the customer can be invoiced for the line without limit.

When labor type project lines are flagged as Complete on the Progress tab of program PMMM, Project Tracking Maintenance, the remaining unbilled revenue budget can be billed to the customer. If the billing source is the project line, then the appropriate quantity of hours will accompany the billing based on the project line billing rate.

Item Priced Material

Item priced materials may arrive at a unit price that is different from the price determined at material issue time. This affects both the billing amount and the amount earned. Both the amount earned and the amount billed for the associated details and the project line are adjusted based on the gross amount of the invoice line.

Invoice Creation

To create an invoice, press the [Invoice Billings] button. This will process the billing detail records and create a single invoice for the project with the line items for the amounts in the billing detail records.

What appears on the invoice is influenced by four settings - the billing level of the project, the project line type, the rate type, and the billing source. This information can be viewed in program PMMM, Project Tracking Maintenance.

The price unit of measure to be used for billing invoice lines created for non-labor project lines is set in program PMPM, Project Parameter Maintenance.

Manual Credit Notes and Debit Notes for Project Line Billing

Invoice billings created manually for project lines in program ARIE, One Step Invoice Entry, can be viewed here on the second page. They cannot be maintained here, and the [Undo Invoicing] button will only undo invoices created for the project from this program.

When credit notes and debit notes are entered for project lines in program ARIE, One Step Invoice Entry, the amount earned and amount billed are both updated with the extended price on the invoice line. The cost booked is updated with the extended cost for the invoice line.

Manually entered credit notes and debit notes can also be viewed on the Invoicing Tab in program PMMM, Project Tracking Maintenance.

Entering Billing Information

1. Enter your initials.

*     After your initials are entered, the cursor will either navigate to the From Date field or to the Project Field, determined by the setting of the Default Starting Navigation in PMBM pop-list in program PMPM, Project Parameter Maintenance.

*     If the cursor navigates to the From Date field, see step 2.

*     If the cursor navigates to the Project field, see step 4.

2. You can enter a range of dates for which you wish project transactions to be displayed.

*     Enter the first transaction date for which you wish billing information to be displayed in the From Date field.

*     Enter the last transaction date for which you wish billing information to be displayed in the Thru Date field.

*     When you query the project, the program will only display billing information for project transactions whose transaction date falls within the entered range.

3. Set the Display Zero Billables flag to the desired setting.

*     Set this flag to on to display project transactions for which the billable amount is zero on page two of the program.

*     Set this flag to off to prevent project transactions whose billable amount is zero from being displayed on page two.

*     Project line code whose billable amount is zero will be displayed on page one, regardless of the setting of this flag.

4. With the cursor in the Project field, press the [Lookup] button to select the project for which you wish to maintain billing information, or query the desired project.

*     Highlight the project for which you wish to maintain billing information.

*     Press the [Select] button.

5. In the lower block, all project line codes for which information has been entered and can be billed are displayed.

6. For all project line codes for which you wish to bill the customer, set the Bill? flag to on.

*     To select all project line codes for billing, press the [Select All] button.

*     To de-select all project line codes for billing, press the [Deselect All] button.

7. In the Amount to Bill field, you can maintain the amount that you are billing the customer for this project line code.

*     The amount billed on the first page is applied to the project line transactions according to the order in which they were entered. The project line transactions that were entered first have the billing information applied to them first.

*     You can view the application of the billing information from the first page on the second page.

*     Go to the second page and select a project line transaction for the project line code for which billing was entered on the first page, in the lower block, the billing information from the first page is displayed.

8. Press [Commit]. You can go to the second page where you can enter additional billing information for the project transactions.

9. The program will display all of the project transactions for project line codes. Billing information that has already been entered can be viewed in the lower block for each transaction.

*     The billing information in the lower block also includes manually entered debit and credit notes from program ARIE, One Step Invoice Entry.

*     Use the Order By pop-list to sort the project lines. Choices are Project Line Type, Transaction Date, and Project Line Code.

10. For all project line transactions for which you want to bill the customer, set the Bill? flag to on.

*     To select all project line transactions for billing, press the [Select All] button.

*     To de-select all project line transactions for billing, press the [Deselect All] button.

*     The amount that was entered on the first page has already been billed. Anything you enter here is in addition to the information entered on the first page.

11. You can change the dollar amount in the Amt to Bill field.

12. If an invoice already exists for a project line, and as not been processed through program OESJ, Sales Orders End of Day & Journals, you can double click in the Invoice No field to drill down to the invoice in program ARIE, One Step Invoice Entry.

13. Return to the first page.

14. To undo all billings for the customer, press the [Undo Billings] button. This will only undo the billings that have not yet been invoiced, i.e. the amount in the Amt to Invoice field in the header. If invoices have been created for a billing transaction, that information will not be undone.

15. To create an invoice for the customer for the amount to invoice, press the [Invoice Billings] button.

*     This will create an invoice in program ARIE, One Step Invoice Entry, for the customer and amount to invoice.

*     Invoices created for project lines from program PMBM, Project Billing, have PMBM inserted into the Src Doc Type field in the header, under the [Order Codes] button. The project number is inserted in the Src Doc ID field in the header under the [Order Codes] button.

*     Invoice lines created in this program will only be added to invoices that were created from this program. In other words, if a credit note or debit note was manually entered by the user for a project line, and a billing was created in this program for the same project line, it would not be added to the manually created note. Instead, a new note would be created, or it would be added to an existing note created previously by this program.

*     The item numbers on the invoice will be determined by the Billing Level for the project line:

*     Job: the invoice lines are created by project. This means that there will be one invoice line, the project number will be the item number, and the amount will be the total amount selected to be billed for the project.

*     Class Code: the invoice lines are created by class code. This means that there will be one invoice line for each class code, the class code will be the item number, and the amount will be the total amount selected to be billed for the class code. The unit of measure for the invoice line is the unit of measure assigned to the billing rate code in program PCRM, Labor/Machine Rate Code Maintenance. A comment will be written with the number of units reported and the billing rate code. For example, 8 hour(s) at $20 per hour.

*     Rate Code: the invoice lines are created by rate code. This means that there will be one invoice line for each rate code, the rate code will be the item number, and the amount will be the total amount selected to be billed for that rate code. The unit of measure for the invoice line is the unit of measure assigned to the billing rate code in program PCRM, Labor/Machine Rate Code Maintenance. A comment will be written with the number of units reported and the billing rate code. For example, 8 hour(s) at $20 per hour.

*     Detail: the invoice lines will be created by project line code. This means that there will be one invoice line for each project line code, the project line code will be the item number, and the amount will be the total amount selected to be billed for that rate code. The unit of measure for the invoice line is the unit of measure assigned to the billing rate code in program PCRM, Labor/Machine Rate Code Maintenance.

*     The list and unit prices will be the billing rate for the project line code.

*     The quantity is calculated as the billing amount for the project line code divided by the billing rate. For example, if the billing rate for a project line code was 50, and the total amount billed to the customer for that project line code was 150, the quantity would be 3.

Undoing Project Billing and Invoicing

1. Billing is defined as selecting a certain amount to be billed to the customer for a project line. The billing amount is the amount displayed in the Amt to Invoice field in the header of page 1.

2. When you undo a billing, you are returning the amount displayed in the Amt to Invoice field to the respective project lines. Basically, you are un-selecting amounts for billing.

3. To undo billing for a project, press the [Undo Billings] button. All amounts will be returned to their respective project lines.

4. Invoicing is defined as creating an invoice for the selected amounts for each project line. The total amount for the invoice is displayed in the Amt to Invoice field. Invoices for a project are created when the [Invoice Billings] button is pressed.

5. When you undo an invoicing, you are canceling the invoices created for a project, and returning the billing amounts to their respective project lines for selection. You can undo a single invoice, or all invoices for a project.

*     Invoices for a project that have been processed through program OESJ, Sales Orders End of Day & Journals, cannot be undone. Only invoices that are status J - Confirmed Incomplete, or status S - Confirmed Complete, can be undone.

*     [Undo Invoicing] will only undo invoices created for the project from this program. Manually created credit notes and debit notes will not be affected.

*     Press the [Edit Invoices] button to drill down to existing invoices in program ARIE, One Step Invoice Entry. These are invoices that have not been processed through OESJ, Sales Orders End of Day & Journals, and which can be modified or undone.

*     You can also drill down to an invoice in program ARIE, One Step Invoice Entry, by double-clicking in the Invoice No field on the second page. If the invoice on the second page is a status X - Cancelled or status V - Invoiced, program OEDI, Sales Order Detail Inquiry, will be opened instead.

6. To undo a single invoice for a project, press the [Undo Invoicing] button.

*     On the Undo Invoicing pop-up message, press [Single].

*     In the Order No field, enter the order number that will be cancelled.

*     Press the [Undo] button.

*     The invoice will be cancelled and the amounts will be returned to the respective project lines to be reselected for billing.

7. To undo all invoices for a project, press the [Undo Invoicing] button.

*     On the Undo Invoicing pop-up message, press [All].

*     All status S - Confirmed Complete, and status J - Confirmed Incomplete invoices for the project will be cancelled. Invoiced amounts will be returned to the respective project lines to be reselected for billing.

PMBM Action Buttons

Deselect All

Press this button to de-select all project line codes or all project line transactions for billing.

Edit Invoice

Press this button to drill down to the existing invoice in program ARIE, One Step Invoice Entry. Double clicking in the Invoice No Field on the second page will also do this.

Invoice Billings

Press this button to create an invoice in program ARIE, One Step Invoice Entry, for the amount to invoice.

Lookup

Press this button to select the project for which you are maintaining billing information.

Select

On the Lookup screen, press this button to select the highlighted project for maintenance.

Select All

Press this button to select all project line codes or all project line transactions for billing.

Undo Billings

Press this button to undo all billing information that has been entered for the customer. This will only undo the billings that have not yet been invoiced, i.e. the amount in the Amt to Invoice field in the header. If invoices have been created for a billing transaction, that information will not be undone.

Undo Invoicing

Press this button to undo invoicing for the project. Pressing this button will cancel invoices created for the project. You can cancel a single invoice, or all invoices for the project. Invoices must not have been processed through program OESJ, Sales Orders End of Day & Journals, in order to be undone.