Entering Transaction-Level Billing Information

The billing information for Transaction-Level billing type jobs is entered in the Apply Transactions window, which displays cost code information for posted transactions within a document date range.

1. Select Transactions > Job Cost > Job Invoice Entry.
2. Complete the Job Invoice Entry window and select Schedule.

3. Enter the range of document dates to bill for your transactions. The dates are based on the transaction posting date in Job Cost. You can view items in previous fiscal periods by setting the date range to include those periods. 

   You can enter credit memos for transactions that do not have a positive balance.
4. Display Transactions is defaulted to show All transactions. You can select to view only Marked transactions.  
5. Mark the Show Credited Transactions button to display transactions with a billed invoice and credit memo number.
6. Mark individual line items to be invoiced or select Mark All. You can also unmark transactions. The Billing Amount field at the bottom of the window updates the total billing amount as you mark or unmark the transactions.
7. Select Save. The Job Invoice Entry window updates with the correct billing amount, tax, and invoice total.

To edit a transaction-level invoice, you must delete the existing invoice and re-enter your data.

Entering Final Transaction-Level Billing Information for Cost Plus NTE Contract Types

The final billing information for Transaction-Level billing type jobs is entered in the Apply Transactions window, which displays cost code information for posted transactions within a document date range. When entering final billing information for a Cost Plus NTE contract type, and you want to bill up to the NTE amount, complete the following:

1. Select Transactions > Job Cost > Job Invoice Entry.
2. Complete the Job Invoice Entry window and select Schedule.

3. Enter the range of document dates to bill for your transactions. The dates are based on the transaction posting date in Job Cost. You can view items in previous fiscal periods by setting the date range to include those periods. 

   You can enter credit memos for transactions that do not have a positive balance.
4. Display Transactions is defaulted to show All transactions. You can select to view only Marked transactions.  
5. Mark the Show Credited Transactions button to display transactions with a billed invoice and credit memo number.
6. Select Mark All. The transaction billing amounts automatically update so that the total billing amount does not exceed the remainder of the NTE. The Billing Amount field at the bottom of the window updates the total billing amount to display the NTE amount, if the transactions displayed equal or exceed the NTE amount. For example, if there is a balance of $500 remaining of the NTE amount and there are three transactions with amounts of $100, $300, $600 displayed. Choosing Mark All updates the transaction amounts to total $500, in the order of the transaction posting dates. If you unmark individual transactions that have been previously-adjusted to the final NTE amount using Mark All, the unmarked transaction billing amount will continue to display the adjusted amount. To revert the amount back to the original amount, you must close the window and then open the window again. To reset all the marked transaction billing amounts to their original amounts, select Unmark All while in the current window with Document Posting date range.
7. Select Save. The Job Invoice Entry window updates with the correct billing amount, tax, and invoice total.

If you have marked individual transactions and the invoice subtotal exceeds the contract maximum on a Cost Plus NTE contract type, you will receive an error message. Check to see if unposted invoices exist and change the amounts or delete the current invoice.

Additional Information for Final Billing for Cost Plus NTE Contract Types

• To edit a transaction-level invoice, you must delete the existing invoice and re-enter your data.
• If you save the Apply Transactions window without selecting Mark All and re-open the window, the Document Posting date range will be grayed out and you can no longer select to have the transaction billing amounts automatically recalculated up the NTE amount. Choosing Mark All at this point will exceed the NTE amount and you will not be able to save the window. You must clear the window by making a change, closing the window, and select Delete. Then you can open the window again to proceed with entering a date range and choosing Mark All.
• If you re-open the window after you have used Mark All to automatically update the billing amounts, and you want to use Unmark All to revert the amounts to their original amount, you must clear the window as described above.

Printing Unbilled Costs, Transaction Detail, or Transaction Summary Reports

To print unbilled costs, transaction detail, or transaction summary reports, select one of the following:

• Reports > Job Cost > Billing Reports > Transaction Level Reports > Unbilled Costs
• Reports > Job Cost > Billing Reports > Transaction Level Reports > Transaction Detail
• Reports > Job Cost > Billing Reports > Transaction Level Reports > Transaction Summary

These reports can only be printed for jobs that have a contract type of Cost Plus and a billing type of Transaction Level or Project Trx Level.