Contract Based Billing: CN, BL

Transcription

1 Session 3 6 Contract Based Billing: CN, BL Presented By: Tanya Severns Finance Coordinator Tilden Coil Constructors Inc. tseverns@tilden coil.com Credits/Revision History Original Author(s): Natalie Allen, 2015 Revised Date: Major Revisions Include: Tuesday, October 18 10:15am 11:45am Parlor A Contract Based Billing: CN & BL 1

2 This session will serve as the foundation for how to set up the Contract & Billing Modules (CN & BL). In this session we will discuss: Contract Invoicing vs. Quick Bill Options for Setting up Contracts Contract Setup Setting up a Standard Contract Setting up a New Contract Using a Standard Contract Billing workflow Creating a Quick Bill Hierarchy Quick Bill vs. Contracts The choice is not clear. Most companies are a big proponent of Contracts, but there is value in the Quick Bill. Each has a place in the Sage 300 CRE system. Each has pros and cons. Quick Bill Pros 1) Easy users find comfort in this feature. 2) It is not dependent on posted activity from Payroll and other modules for T&M based billings. Billings can be created from time tickets, work orders, etc. 3) Less setup involved. It may be better for smaller one time billings. Quick Bill Cons 1) No very professional looking standard invoice (work a rounds are available). 2) Not suited for progress billings due to lack of structured data (Billing Worksheet). 3) No formal reprint option 4) Manual input of billing data (not a by product of day to day activities). Contract Based Billing: CN & BL 2

3 Contracts Pros 1) Professional looking invoices (unlimited formats and options with customizations) (AIA) a. Waivers b. Cover sheets c. Detailed schedules 2) Well suited for complex progress billings with multiple line items 3) Reprint option. 4) Invoicing data can be produced from daily activities. (Paying staff, paying vendors, etc.) 5) Automatic invoice adjustments available for items such as OCIP and fuel surcharges. Contract Cons 1) More intensive and complex setup. 2) Options for changing or modifying transactions on a T&M billing very rigid. 3) Dependent on posting of payroll and other modules (cost based only). 4) Workflow can be frustrating (cumbersome) when minor changes are required. Contract Based Billing: CN & BL 3

4 Contract Setup (CN) Contract features a document based interface that enables you to view and work with more than one contract at a time. You can set up two types of contracts: Standard Contracts are used to set up templates for contracts that have similar requirements. They are model contracts that can be used to assist with the setup of new contracts. Standard contracts are optional and can be set up before active contracts are created to expedite setup. Defining a set of standard contracts provides: - The template to define contracts - Consistent contract item IDs for similar contracts - The ability to define the detail for each contract type once to reduce entry time When a standard contract is created, it is not necessary to enter information in every field. Instead, enter the information that is consistent with that type of contract. The standard contract will be used as a model or base when crating new active contracts. You can then fill in the blank fields which are unique for the new active contract. For example, you may have a standard contract for specific customers that require special contractual or billing agreements or a standard contract for the type of work. The standard contract will increase the efficiency of setting up active contracts. Active Contracts are working contracts. Once you enter negotiations with a customer, an active contract can be created. Using a standard contract as your starting point reduces the time required to set up the new active contract because the standard contract prefills information that is consistent with that type of contract. An active contract can also prefill information from the customer record. Standard and active contract setup follows the same guidelines. Options Available for Setting up Contracts Once the decision has been made to utilize Contracts for Billing, the method for setting up contracts has to be determined. The options available are: 1) Manually from scratch. (Most labor intensive) Contract Based Billing: CN & BL 4

5 2) Manually using templates (standard contracts). 3) Job Central. (Contract Based Only) Setting up Contracts Manually (without use of standard contracts) I cannot think of a scenario where a company would setup a contract without the use of a standard contract except that they have so many different owners and/or billing variations that a template would not be beneficial. A standard contract can save time by defaulting the following items: General Tab Contract Type Custom Key Billing Tab Billing Frequency Billing Location Add on Table Billing Worksheet Invoice Tab Draw Settings Source Text Item General Description Customer Item Billing Billing Type Format Retainage % Misc1 Misc2 Finance Charge Settings Send to Billing Salary Cost Type Markup Table Rate Tables State of County of Finance Charge Settings Contract Based Billing: CN & BL 5

6 Let s begin by setting up a Standard Contract Setting up a Standard Contract (template) Setting up a standard contract is done in the same manner as an active contract. The main difference is the level of detail assigned to a standard contract. Items such as location, customer billing references, and other items unique to a contract are generally not included. From the (CN) Contracts Module File New Contract. Set the type to Standard and assign a template ID. Click Ok when finished. Contract Based Billing: CN & BL 6

7 Complete as many fields on the each tab that will apply to each active contract setup using this template. General Tab Description Enter the contract description 30 characters. Custom Key For a template, probably should be left blank, but it depends on how the field will be used. Discussed in Appendix A Dates For Reporting or billing invoice purposes only. On a standard, should be left blank. Contract Start Work Complete Work Project Location This text field can be used for invoicing or other reference purposes. Status Move the slider with the mouse to the appropriate status. Once the status is changed to Approved and the change is accepted you will not be allowed to delete the contract. After the contract Contract Based Billing: CN & BL 7

8 has been approved; it can be billed. Proposed and Pending will allow WIP to be generated, but invoice can be generated. On a standard, should be left as is. Billing Tab Set choices as shown for this standard contract Billing frequency Select the frequency with which this contract is billed. This setting can be used by Billing as a condition for automatic invoice creation. Billing location Your selection specifies the billing contact for items being billed. If "Customer" is selected, the billing contact is the ID entered on the customer's Billing tab in the Accounts Receivable Customer Setup window. If "Item" is selected, the contact is the Billing Contact ID entered on the References tab of the item being billed. The Billing contact is part of the criteria that determines how invoices are grouped during Generate Invoices in Billing when the Billing location is "Item." Billing worksheet view Enter the name of the worksheet that will be used when this contract is billed. This item is not required if there are no items to be set up in the contract that have contract based billing types: Lump Sum, Unit Price, and Progress Billing. If there will be any contract items with these billing types, you must enter a valid worksheet view or the Billing application will not be able to access this contract for billing. Billing on hold Mark this box if the entire contract's billing is to be placed on hold. Even if this box is unmarked, you can still mark individual contract items as being on hold for billing purposes. Marking this box does not prevent costs from being sent to Billing, although it does prevent them from being invoiced to the customer. The Billing application uses this setting to help determine if the contract can be billed. Contract Based Billing: CN & BL 8

9 State of, County of, Distribute To AIA G702 invoice format. State of and County of print on landscape PB format invoices as well. Invoice Tab Set choices as shown for this standard contract (no settings set) Source Use this field to select the origin of the draw ID created by Accounts Receivable and Billing. The options are: Company The draw fields (text and number) on the Billing Settings, General tab is used as the source of the numbering. Customer The draw fields (text and number) in Accounts Receivable Customer Setup (Billing tab) is used as the source of the numbering. Contract enter both the text and last number format to be used for invoice ID. The text will prefill with the contract ID; however, it can be changed or left blank. The last number is system maintained after invoices are entered and posted. This field is used by both Accounts Receivable and Billing when determining the next draw ID. This is the only place billing looks for the draw ID location, however, Accounts Receivable looks in multiple places depending upon your AR Settings. Invoice Copies Enter number of copies of the invoice you want to print in Billing Print WIP description Mark the boxes to specify which sections of this contract's invoices are to show descriptive text specific to that section. This prints the cost transaction description from the originating application. Contract Based Billing: CN & BL 9

10 Supporting documents Use the list mark the items that you want attached to the invoice when mailed Checklist Tab Set choices as shown for this standard contract (no settings set) References Tab Set choices as shown for this standard contract (no settings set) References This is for information about how the customer refers to the contract. Can print on invoices produced by billing. These fields are user definable. See Appendix E for setup and maintenance. Contract Based Billing: CN & BL 10

11 Contacts Can print on invoices produced by billing. The billing contact entered here together with the Billing Location set on the Billing tab of the contract header can control the printing of the billing contact name and address. The billing contact information is setup in AR Setup Contact. See Appendix E for setup and maintenance Text Tab Scope Can print on invoices produced by billing. Terms A poorly labeled field. The terms are user definable in custom descriptions. A terms should be created for Invoice Notes to clearly indicate what text should print on an invoice. Accounts Tab Prefix Enter the General Ledger account prefix default for accounts receivable, Retainage receivable, and revenue transactions created for this contract. This account will be used by AR and Billing when prefilling the GL revenue account. See Append B for GL retrieval hierarchy. Contract Based Billing: CN & BL 11

12 Contract Items The real benefits of using a standard contract are derived from the Contract Item section. Contract items give you the flexibility to manage even your most complex contract conditions. By adding contract items to a contract, you can assign multiple customers or customer sites to a contract. Additionally, you can set up different billing structures within a contract, such as varied invoice formats, billing types, rate tables and markup tables. To add a contract item, select Edit Add Contract Item or use the circled button. Contract Based Billing: CN & BL 12

13 Contract Item General Tab Set choices as shown for this standard contract Description Enter the contract description here. Customer Enter the ID of the customer or owner of this item. The customer is part of the criteria that determines how invoices are grouped during Generate Invoices in Billing. Dates The date fields are for reference purposes only. Enter them per your own needs and requirements Job Select the job to which you want to link this contract item. Click the list icon on the right for a complete list of available jobs. You can also Quick Add a new job that is not yet entered in Job Cost by entering the new job ID in this field. It is important that you link contract items to jobs prior to approving the contract items because it may be difficult to link after a contract item is approved. Extra Select the extra to which you want to link this contract item. Click the list icon on the right for a complete list of available extras. You can also Quick Add a new extra that is not yet entered in Job Cost by entering the new extra ID in this field. Status Move the slider with the mouse to the appropriate status. After the contract item has been Approved, it can only be changed back to Proposed using the Unapproved Contract Items command (Tasks menu), and only under certain conditions. Before changing the status to Approved, be sure to link the contract item to a job, and enter the original contract amounts (Contract tab). Contract Based Billing: CN & BL 13

14 Contract Item Billing Tab Set choices as shown for this standard contract Billing Types Discussed in detail in other tracts. Format Enter the invoice format to be used when this contract item is billed. If you select a format different from the format selected for another item in this contract, the two items cannot be billed on the same invoice. (Invoice Formats may be previewed and created in Billing Tools Invoice Formats.) Retainage percent Enter the percentage of the billed amounts associated with this contract item that can be retained by customer. Misc 1 and Misc 2 Used for reference purposes only. These fields can be easily added to invoice formats. Billing on hold Mark this box if the item's billing is to be placed on hold. Marking this box does not prevent costs from being sent to Billing, but it does prevent them from being invoiced to the customer. Send cost to Billing Mark this box to indicate that costs associated with this contract item are to be sent to Billing. Marking this box does not guarantee that all associated costs will be billed; it merely specifies that they are eligible for billing. Refer to the Concepts and terms topic Send cost to Billing rules for a detailed explanation of how costs are selected to be billed. This box is automatically marked if you select a cost based Billing type (Time & Materials or Cost Plus to Maximum). You can always unmark the box if you don't want these costs to be billed. Contract Based Billing: CN & BL 14

15 Type of salary cost This item is available only if the Send cost to Billing box is marked. Select how Payroll is to calculate and bill salary costs associated with this contract item. This only applies to salaried employees. Example: Employee A earns $1,000 per week based on a 40 hours work week. Therefore this employee s hourly rate is $25. If the employee works 50 hours during the week, the effective hourly rate adjusts to $20 per hour. Actual = $20 Normal = $25 Bill commitments This item is available only if the Send cost to Billing box is marked. Check this box if commitment items associated with this contract are to have their costs billed when they are committed. Marking this box does not guarantee that all associated costs will be billed; it merely specifies that they are eligible for billing. Leaving this box unmarked specifies that costs are to be examined for billing when the Accounts Payable invoice for the commitment is posted. Markup table This item is available only if the Send cost to Billing box is marked. Enter the name of the appropriate markup table to be used when costs associated with this contract item are to be marked up by the Billing application. Keep in mind that only those costs with a cost type specified in the selected markup table will be included in the calculation. Rate table This group of items is available only if the Send cost to Billing box is marked. Select the appropriate rate table for each applicable cost type in this group. The Billing application will then apply the selected rate to each cost transaction that is associated with this contract item and sent to Billing. Contract Item Contract Tab Set choices as shown for this standard contract Contract Based Billing: CN & BL 15

16 Original contract This group of amounts determines and displays the contract item's contract amounts by amount type and includes a total. The following options are available: Enter each amount type amount (up to 10.2 digits). The Total line, then, is the total of the six amount types. Using this option disables the fields in the Units group at the right. Enter the total for this item on the Total line. This disables the amount type lines and the Units group of fields. Enter the Units contracted and Unit price in the Units group at the right. This will disable the amount type lines in this Original contract group. The Total line, is the product of units x price. Set up a contract item with no contractual amount by leaving amount types and the total at zero. The Total amount is sent to Job Cost when the contract item is approved. Note: The option selected above cannot be changed after the item has been approved. Stored materials Contract item Displays stored materials for this contract item. This stored materials amount is replaced with Materials Presently Stored from Enter Worksheets in the Billing application each time an invoice is posted in the Billing, Accounts Receivable and Contracts applications. Contract Item Checklist, References and Text Tabs tabs work in the same manner as their counter parts on the main Contract. Contract Item Accounts Tabs Set choices as shown for this standard contract Contract Based Billing: CN & BL 16

17 GL Prefix Enter the General Ledger account prefix default for accounts receivable, retainage receivable, and revenue transactions created for this contract item. When combined with the base accounts, they form the full accounts for accounts receivable, retainage receivable, and revenue transactions. These transactions are created when the Accounts Receivable application posts. AR Account Enter the default base account number for Accounts Receivable to be used when a General Ledger transaction associated with this contract item requires it. If left blank, the Accounts Receivable field from AR Settings, GL Settings, Balance Sheet Accounts is used. Retainage AR Account Enter the default base account number for Accounts Receivable Retainage. Revenue Account Enter the default base account number for revenue to be used when a General Ledger transaction associated with this contract item requires it. If left blank, the Revenue field from AR Settings, GL Settings, Revenue Accounts is used. Revenue exceptions If the default Revenue account is too broad for every type of contract revenue, you can further distribute the revenue among several accounts based upon the type of expense incurred. The types are: Labor, Material, Subcontract, Equipment, Overhead, and Other. Revenue exception accounts are used in the Accounts Receivable application for both cost based and contractbased invoices. In the Billing application, they are used for cost based invoicing, but not for contractbased invoicing (Enter Worksheets). Contract Item Tax Tab Set choices as shown for this standard contract Contract Based Billing: CN & BL 17

18 Tax exempt status Enter the tax exempt status for each amount type for this contract item. You can select "Non Taxable" to exempt the amount type from taxation. When you choose "Taxable", tax amounts are calculated. In Accounts Receivable, this tax exempt status is retrieved when entering invoices. In Billing, this tax exempt status is retrieved when generating cost based invoices and when entering worksheets for contract based invoices. For contract based billing, the tax exempt status is retrieved from the Total billed amount type. Tax group Enter the tax group for each amount type for this contract item. Tax groups are set up in the Accounts Receivable application (Setup menu, Taxes). If you have linked this contract item to a job before accessing the Tax tab, the tax group from the job will prefill for the Total billed tax group, and can be changed. This tax group is retrieved and used for calculating taxes when entering invoices in Accounts Receivable. In Billing, this tax group is retrieved when generating cost based invoices and when entering worksheets for contract based invoices. For contract based billing, the tax group is retrieved from the Total billed amount type. Additional Contract Items Set choices as shown for this standard contract Add a second contract item labeled Finish Contract Based Billing: CN & BL 18

19 When additional contract items are added, they copy the attributes from the contract item that is active at the time of copying. Except Accounts and Tax Groups. Closing the Contract will also serve as the save button Setting up a Contract Using a Standard Contract From the Contracts Module File New Contract. Contract Based Billing: CN & BL 19

20 Change the Type to Active, enter the new contract number, and highlight the template (standard contract) to use as the basis of the new contract. Click Ok when finished. The template will serve as the basis for many of the fields that are needed to setup the contract for billing and tracking purposes. The highlighted fields are typically the only fields that will require attention or updating. Update the information as necessary. Complete the fields on the General Tab as shown: Contract Based Billing: CN & BL 20

21 Complete the fields on the Billing Tab as shown: Complete the fields on the Invoice Tab as shown: Contract Based Billing: CN & BL 21

22 Complete the fields on the Checklist Tab as shown: Contract Based Billing: CN & BL 22

23 Complete the fields on the References Tab as shown: Complete the fields on the Text Tab as shown: Contract Based Billing: CN & BL 23

24 Complete the fields on the Accounts Tab as shown: After completing the setup of the Contract level, select a Contract item for updating. Contract Based Billing: CN & BL 24

25 Complete the fields on the Billing Tab as shown: Complete the fields on the References Tab as shown. Adjust pricing if necessary. Contract Based Billing: CN & BL 25

26 Complete the fields on the Tax Tab as shown No changes are needed on the remaining tabs. Return to the General Tab. Slide the status bar to Approved. Close the contract. Click yes to proceed. Let s discuss what happens. Contract Based Billing: CN & BL 26

27 If you approve at the contract/job level you can approve all contract items at once. Make sure you are ready! Job Links The purpose of linking jobs to contract items is to track revenue on the job, send costs to billing, and report cost to revenue. Linking is important for both contract based and cost based billing. If you are processing cost based invoices in Billing, it is important to link the contract item to a cost code if you are billing at that level. When costs are posted, the link ensures that costs are sent to the appropriate contract item for billing. The job link is typically created when setting up the contract item using the general tab. To review or create job links after the fact, you must be looking at the Job Links view of the contract. The contract must be open to switch to the view. When the Job Links view is displayed, it automatically opens with each contract item displayed. The contract items with pluses(+), indicate they are linked. To display the link detail, click(+). Contract Based Billing: CN & BL 27

28 CN; View Job Links - To create job links CN: Edit Link - Linking must be done prior to approving contracts; otherwise, the information is not updated correctly Setting up Jobs and Contracts Using Job Central Job Central has been around since version 9.4. This feature is only available when using the Sage Desktop. It will setup the Contract and Job from the same setup screen. The benefits are obvious the downsides are as follows: 1) The Desktop is slow in loading 2) This feature cannot be used for Cost Based Contracts. As a result, if you perform both cost bases and contract based work, then you will have to employ two different setup methods. Time permitting we will revisit this section. Contract Based Billing: CN & BL 28

29 Contract Based Billing Workflow To generate a Contract Based Invoice, from (BL) Billing Module Tasks Contract Based Invoices A list of eligible contracts will appear. Eligibility requirements are noted on the following image: Contract Based Billing: CN & BL 29

30 Select the contract for the invoice that will be created by highlighting it, and then click OK. The billing worksheet will appear per the format indicated on the contract. Shown below is the Progress Bill Worksheet view. Navigating the worksheet: Movement between columns can be done either using the Tab key or the Enter (Return) key. The worksheet can be customized to some degree using the following commands: The commands can be accessed by right click the column heading of any column on the worksheet. Column Skip, Freeze Column and Unfreeze Column are column specific so it is important to click on the correct column heading when using these commands. Column Skip Selecting this feature will allow the cursor to skip past columns when enter or tab are pressed. Right click on the column heading to turn on or off. An arrow appears when the feature is activated. Freeze and Un Freeze Column Selecting the Freeze feature for a column will cause that column and everything to the left to freeze. Right click on the column heading to Freeze or Un Freeze. Contract Based Billing: CN & BL 30

31 Hide/Show Columns Selecting this feature will cause a window to appear listing all columns available. Uncheck to columns to hide, check the columns to display. Row commands are accessed by right clicking with in the row or individual field. Fill Down Enter a value in the Percent Billed or Retainage Percent this Period right click in the field and select fill down. Delete Row Right click on the triangular pointer at the beginning of the row and select Delete Row Contract Based Billing: CN & BL 31

32 Enter billing information as necessary to complete the billing. All three print modes are accessible from this screen. This allows users to work on invoices one at a time more efficiently than in earlier versions. Batch printing is still also available for users that need to change out the paper tray to letter head or simply prefer batch processing. Period to This is the cutoff date for the invoice. Whether an approved change order amount belongs in the "Total changes approved in previous months by Owner" or "Total approved this Month" row on the AIA document G702, is determined in Contract Based Billing: CN & BL 32

33 the following way: The Cut off date entered during Generate Invoices is compared to the Date of Revision on the Change Order. If the Date of Revision is less than or equal to the Cut off date and in the same month, the amount is added to this month's row. If the Date of Revision is less than the Cut off date and in the previous month, the amount is added to the previous month's row. Status set as workflow dictates (Pending or Approved) Pending indicates that the invoice is not approved and cannot be final printed unless the Allow final print with a status: Pending box is marked in BL Settings. Approved indicates that the invoice has been approved and is available for final printing. Hold (Check Box) indicates that the invoice is on hold and cannot be final printed. Printed indicates that the invoice has been final printed but has not been posted. Only invoices with this status can be posted. Select Contract Opens the Enter Worksheets Select Contract window where you can select another contract Delete Invoice Clears all entries made to the current worksheet since the last invoice was generated and posted for this contract. It does not permanently remove the worksheet. After deleting, when you select the contract in Enter Worksheets, the worksheet displays and is available again for entry. Synchronize Entries Updates the Customer, Billing contact and Invoice format on the Worksheet entry records to match the values on the Contract items. Contract Based Billing: CN & BL 33

34 Final Printing Invoices Individual Invoices If you choose to final print an invoice from the Contract Based Invoices session, the following screen will appear. Assign the following fields: Invoice # Accept the default or enter another number Draw # Accept the default or enter another draw ID Invoice date: Accept the default or enter another date Header text: Click to modify of add header text Footer text: Click to modify of add footer text Click Start to Final Print the invoice. Notes about workflow. Billing frequency does not play a role during invoice selection (generation), however, it is still available when printing invoices in batch. Generate Invoices command applies only to cost based invoices. As a result, there are no filters available to limit the list of contracts shown. This will put pressure on users to utilize billing on hold functions and archive contracts with greater discipline. Otherwise, the list of available contracts will grow to a size that will be difficult to manage. Contract Based Billing: CN & BL 34

35 Printing Invoices in Batch From Billing Tasks Print Invoices Preview View invoices on the screen before actually printing. Billing does not process the invoice at this stage. No invoice ID s, dates, or updating occurs. You can preview an invoice as many times as necessary. Draft Print draft invoices for review and approval prior to final printing. Like preview, no processing occurs and you may print a draft invoice as often as required. Just remember you can t print a draft invoice after the invoice is final printed. Final The final invoice triggers Billing to assign invoice ID s, draw ID s, invoice dates, accounting dates, and due dates. Billing changes the status of the invoice to printed. Once an invoice is printed it may be posted to Accounts Receivable. Reprint You may reprint contract based or cost based invoices that have a status of printed. No processing occurs. Invoices can be reprinted before or after posting to Accounts Receivable. o Reprinting Cost based AIA type billings When you reprint a Cost based AIA type invoice that has been posted in Contracts, the detail page prints incorrect amounts in all billing columns. However, the summary page will print correct amounts. To avoid reprinting these invoices using the Reprint command, keep hard copies of the original invoice. Contract Based Billing: CN & BL 35

36 Starting invoice # Accept the prefilled starting invoice number or enter the starting invoice number. This number is prefilled from AR Settings. If AR Settings is currently in use, this field cannot prefill. When this happens, you can enter a starting number or close this command and restart it when AR Settings is no longer in use. Invoice date If you are printing final invoices, enter the invoice date. This date is printed on the invoice and stored on the invoice record. If you are reprinting invoices, enter the invoice date for the invoice or range of invoices you want to reprint. Cut off date Enter the cut off date that was entered in Generate Invoices for the invoice(s) you want to print. The cut off date entered here must match the cut off date entered when you generated the invoice using the Generate Invoice command. If you want to print all invoices regardless of the Generate Invoices cut off date, leave this field blank. Sort order Select the order in which you want to print invoices. For improved speed, Sage 300 CRE recommends sorting by Format. The options are: o Customer prints invoices in customer ID order o Contract prints invoices in contract ID order o Billing contact prints invoices in billing contact ID order o Format prints invoices in invoice format order Billing Frequency can be used to filter which invoices will print. Header text Displays the text to print in the invoice header. This is optional. To add or modify this text, click [...]. Footer text Displays the text to print in the invoice footer. This is optional. To add or modify this text, click [...]. Contract Based Billing: CN & BL 36

37 Status Select the status of invoices you want to print. You can click the arrow on the right to select from a list of statuses. Invoices matching this value only will be printed. Customer To limit the invoices that are printed to a single customer, enter the customer ID. You can click [List] to select from a list of customers. Contract To limit the invoices that are printed to a single contract, enter the contract ID. You can click [List] to select from a list of contracts. Billing contact To limit the invoices that are printed to a single billing contact, enter the billing contact ID. You can click [List] to select from a list of billing contacts. Invoice format To limit the invoices that are printed to a single invoice format, select the invoice format you want to use. You can click [List] to select from a list of formats. Invoice type Select the type of invoices you want to print. The options are: o Cost based prints cost based invoices only (Time & Material and Cost Plus to a Maximum) o Contract based print contract based invoices only (Progress Billing, Lump Sum, and Unit Price) o Both prints both cost based and contract based invoices Quick Bill invoices may be modified with Sage 300 CRE s Report Designer application. Contract and Cost Based invoice formats require Crystal Reports Version 11 for all modifications. Posting Invoices From Billing Tasks Post Invoices Invoices with a status of Printed will be posted. Contract Based Billing: CN & BL 37

38 Processing a Billing using Quick Bill Invoices From the (BL) Billing Module Tasks Quick Bill Invoices By clicking on the asterisk you will have a blank template Billing Instructions: Customer: GA Job: Unit Based Invoice: 13015/01 Draw #1 Invoice Date: 5/6/2013 Items: 2 units of #3 60 Rebar 3 units of #4 60 Rebar Contract Based Billing: CN & BL 38

39 Here s what it should look like: Print Invoice You can t print preview a quick bill invoice. You can print to file and view or just print. Contract Based Billing: CN & BL 39

40 Here is how your invoice looks. If your invoice is not correct. Your options are to delete and redo. Contract Based Billing: CN & BL 40

41 Appendix A Customizing the AR Customer Type and AR Trade fields. From Accounts Receivable Main (or any module) select File Data Folder Settings Custom Descriptions. Scroll to the AR Customer Type field and click Customize List. Each validated field should have an initial value of Select One. Add, delete, or modify the validation list here. Set the default as Select One. (Why?) Uses of the AR Customer Type and AR Trade fields can vary widely. Use of these fields is highly recommended. They are validated fields and conveniently located on the customer record. The Misc 1 and Misc 2 field descriptions cannot be changed. The Custom key field can be renamed in custom descriptions. Contract Based Billing: CN & BL 41

42 Appendix B G/L Prefix Retrieval Hierarchy Equipment, Labor, Materials, Other, Overhead, Subcontractor, Total billed The following list sets the order for the prefix retrieval hierarchy for these Amount types in Enter Invoices and during generate invoices in Billing. 1. Contract Item 2. Contract 3. Job 4. Customer 5. AR Settings The key to mastering the hierarchies within Sage 300 CRE is consistency. Prefixes loaded here and there are a recipe for inconsistent results. I cannot think of a single scenario where a prefix loaded on the customer record would be useful. Determine the level that matches up with your G/L reporting structure. Document your setup procedures in that manner leaving little or no room for interpretation. In your setup procedures, instruct the user to seek guidance of the controller (or similar) if exceptions arise. Contract Based Billing: CN & BL 42

43 Appendix C Billing Address Hierarchy The invoice formats look at each of these fields independently when evaluating which one to use for billing purposes. For instance: If only the Title was entered for the Billing contact, it would use the Title from the contact and the Billing address from the customer. Hierarchy level 1 Billing Contact Hierarchy level 2 Billing Tab Hierarchy level 3 General Tab Contract Based Billing: CN & BL 43

44 Appendix E A Note about Contract References When setting up new contract references, users may wish to consider using generic terminology such as Client Ref#1, Client Ref#2, Client Ref #3. By doing so, the data base will not be cluttered with many references such as: Release #, Work Authorization #, etc. Clients will recognize their own references. They do not have to be labeled specifically for them. From TS Main File Custom descriptions Scroll to the CN Reference Type Click Customize List Contract Based Billing: CN & BL 44

45 Appendix F Other Hierarchy Customer PO Reference Customer references use hierarchy, but it follows a different protocol. The customer references do not write to a transaction record. They are prioritized by the Crystal Invoice Formats. The hierarchy works as follows: 1) Customer PO Reference Contract Item. 2) Customer PO Reference Contract. This section will address workflow processing for Contract (Lump Sum) based contracts In this session participants will learn: Generate, modify, and print a Contract Based invoice. About the different worksheet options. Options and shortcuts for processing Contract Based invoices. Contract Based Billing: CN & BL 45