Cost Plus Billing / Project Transaction Level Projects

Time & Material (T&M) projects are set up using the Cost Plus Billing project type (for projects) and Project Trx Level billing type (for labor jobs). For projects that include reimbursable expense jobs, the billing type for those jobs is also Project Transaction Level. Make sure to follow the steps in the exact order shown below.

Step 1: Set up a Cost Plus Billing Project

In this step, you will create a T&M project but without bill codes; these will be copied from the T&M job that you will create in the next step.

1. Select Cards > Job Cost > Project. The Project Maintenance window opens.
2. Select a project or create a new one. Enter a Project Number and Description, then fill the remaining fields as necessary.
3. In the Project Type field, select Cost Plus Billing.
4. Save the project.

Step 2: Set up Jobs with Cost Codes and Bill Codes

In this step, you will create the T&M jobs, cost codes, and bill codes.

1. Select Cards > Job Cost > Job. The Job Maintenance window opens.
2. Select the Project Number for the Cost Plus Billing project that you set up earlier. The Contract Type is set automatically to Cost Plus. The Billing Type is set automatically to Project Trx Level.
3. Fill the remaining fields, as necessary.
4. Save the job.
5. Select Cost Codes. Create cost codes and save. These are saved as bill codes to the project.
6. Select Bill Codes. Bill codes will be created automatically based on the cost codes, and created the job bill codes.
7. Save all windows and the job.

Step 3: Confirm Project Bill Codes for Cost Plus Billing Project

In this step, you will re-open the Cost Plus Billing project and confirm that the bill codes were created from the T&M job(s). See Creating Project Invoices for more information.

1. Select Cards > Job Cost > Project. The Project Maintenance window opens.
2. Select the Cost Plus Billing project.
3. Select Bill Codes. Use the browse buttons to select the bill codes. Make any changes, if necessary.
4. Save the bill codes and the project.

Invoicing

When projects and jobs have been set up, and billing amounts have been determined, you are ready to create invoices to send to the customer. Use the Project Transaction Level Billing window to include/exclude transactions associated with the Bill Code. You can also use this window to move a cost transaction to either another job, cost code, or an unbillable cost code. 

1. Go to Transactions > Job Cost > Project Level Billing. 

2. In the Project Invoice Entry window, tab through and select a Project Number.
3. Enter a Batch ID and complete the other fields, as necessary.
4. In the Bill column, mark the jobs to be billed. (You can manually mark/unmark or you can use the Mark All and/or Unmark All button on the menu bar.)
5. The Current Billing Subtotal amount updates to include the billing amounts from the marked jobs. Make changes, if necessary. 
6. Select a job and then use the expansion button next to the Current Billing Subtotal column header to open the Project Transaction Level Billing window. 
7. In the Project Transaction Level Billing window, the following fields default from the Project Invoice Entry window:
   • Document Type
   • Document Number
   • Project Number/Description
   • Job Number/Description
   • As of Date (this date can be edited)
8. To view the transactions associated with the Bill Code(s) in the bottom table, you can use the Filter Transactions By:
   • Bill Code 
     You will need to select a bill code to view the associated transactions.
   • All 
     Displays all transactions on associated bill codes.
9. In the footer section of the window, the Contract Remaining amount is broken out by the Contract to Date amount and the Gross Billed to Date amount.
10. In the table directly below the header information, the following bill code information associated with the job displays:
    • Bill Code/Description 
      Displays the Bill Code and its description.
    • Schedule Value 
      Displays the schedule value for the bill code.
    • Previous Billings 
      Displays the total amount of previous billings.
    • Current Due 
      Displays the current amount due.
    • Current Bill 
      Displays the current bill. If you unmark a transaction for this bill code, the current bill amount updates.
    • Total Billed 
      This displays the total amount billed for the displayed bill codes. If you've excluded any amounts in the table below, this amount updates.
11. In the bottom table, the transactions display based on the Transaction Filter and include the following information:
    • Cost Code/Description 
      Displays the Cost Code.
    • Source 
      Displays the source abbreviation.
    • GL Post Date 
      Displays the General Ledger Post Date.
    • QTY/Hours 
      Displays the quantity or hours.
    • Employee ID 
      Displays the Employee ID, if appropriate.
    • Last Name 
      Displays the last name of the employee.
    • Bill Amount 
      Displays the bill amount.

12. The Cost Codes default as marked (to be included). You can manually unmark/mark the individual transactions to exclude/include the transaction from the invoice or you can use the Unmark All/Mark All buttons on the menu bar. If you manually unmark a cost code transaction, the cost is marked to be Moved. If you select the checkbox again, the checkbox is cleared and will not be moved or included in the billing. 

    • The Mark All/Unmark All buttons are not available for Project Allocated Revenue (PAR) projects, Cost Plus Billing (CPB) jobs, and/or all reimbursable jobs.
    • Mark All will mark all transactions to be included. If a transaction is marked to be Moved and you select Mark All, the transaction checkbox changes the Move icon to a marked checkbox to be included in the billing.
    • Unmark All will unmark any transactions that have been marked to be included OR Moved.
13. Select Save to return to the Project Invoice Entry window. If you have excluded any transactions, the job's current billing subtotal amount is updated in the Project Invoice Entry window.
14. From the Project Invoice Entry window, Save.

Moving a Cost Code Transaction

You can move a cost code transaction to either another job, cost code, or an unbillable cost code. The date for the job transaction is the Document Date of the invoice.

1. In the Project Transaction Level Billing window, select the marked checkbox to the right of the cost transaction to be moved. The checkbox now displays the Move indicator.

2. From the menu bar, select Move. 

   If you have some transactions marked to be included in the billing and other transactions to be moved, the Move button is disabled.
3. The Job Transaction Entry window opens. 
4. Enter the Reference.
5. The Credit entry is automatically filled with the cost transaction.
6. Enter the Debit entry.
7. Post or save this to a batch.