Adding Bill Codes to a Job

Bill codes are alphanumeric codes that you can create to track items billed for your job. Bill codes are often related to, or are the same as, your cost codes. Bill codes are used with Cost Code and User-Defined billing types. You can print required AIA job cost invoices using bill codes detail for your customers.

Before setting up bill codes, think about how you want the detail to appear on customer invoices.

The billing type you assign to a job affects how bill codes are created and what the billable amount is.

• If you select the Cost Code billing type, the bill codes are automatically duplicated from all cost codes assigned to the job. The billable amounts for each bill code are calculated automatically based on the profit type and amount for the cost codes and posted costs if you are using the Cost Plus and Cost Plus NTE contract types. You must enter the billable amounts for Fixed Contract types.
• If you select the User-Defined billing type, you can enter user-definable bill codes to break down the labor and material detail on customer invoices. When you bill a customer, you can enter specific amounts for each of the codes you defined. This provides the customer with a detailed accounting of items being billed.

Adding a Bill Code to a Job

1. Select Cards > Job Cost > Job.
2. Select a job, then select the Bill Codes button.
3. Complete the following fields, as necessary.
   • Bill Code Number
     • If the contract type is Cost Plus and the billing type is Cost Code, use the Job Bill Codes Lookup window to select a bill code.
     • If the contract type is Fixed Amount and the billing type is User-Defined, enter a unique bill code number.
   • Description
     Enter a description that you want to print on the invoice. If the billing type is Cost Code, the description for the cost code with the same number appears and should not be changed.
   • Cost Element
     Use the lookup to assign a cost element to the bill code. Enter the cost element that applies to the type of bill code you set up. For example, if you set up a bill code for detailing labor costs, select the labor cost element. If the billing type is Cost Code, the cost element for the corresponding cost code appears in the Cost Element field and cannot be changed.
   • Total Billable Amount
     Enter the total amount you wish to bill for the bill code over the life of the job. This is required for User-Defined billing types.
     • If the billing type is Cost Code and the contract type is Cost Plus or Cost Plus NTE, this amount calculates automatically.
     • If the contract type is Fixed and the contract type is Cost Plus or Cost Plus NTE, you must enter an amount.
   • Amount per Invoice, Difference, Bill %
     This will be the bill amount that defaults on invoices.
     • If the billing type is User-Defined, the amount you enter appears as the default bill amount whenever you create invoices for this bill code. You can edit this amount during invoice entry. For example, if the total billable amount for the bill code is $3,000, and you want to invoice the bill code in three progress billings of $1,000 each, you enter $1,000 as the amount per invoice for the bill code. That amount appears each time you enter this bill code on the Job Cost invoice.
     • If the billing type is Cost Code and the contract type is Fixed Amount, you can enter a billable amount. Once you enter the billable amount, the formula displayed at the bottom of the window calculates to show any remaining billable amounts that should be assigned to bill codes. This amount appears in the Difference field.
   When a total billable amount and amount per invoice are entered, the Bill % field is calculated automatically as the percentage of the total billable amount that is billed per invoice. The bottom of the Job Bill Codes window contains the expected contract amount, the amount of the contract applied to bill codes, and the difference between the contract amount and applied amount.
4. Select Save.
5. To print the Job Bill Codes report, select File > Print or select the printer button.

If you want to use a sales account for each bill code at the job level and during job invoice entry, you can mark the checkbox Use a sales account for each bill code in the Invoice Accounts Setup window. See Job Cost Setup for more information.