In this session we will discuss the key setup files and the source files for the billing computations. We will do and in-depth analysis of the billing worksheet and get a better understanding of the calculations.We will discuss some of the common issues and topics that we see on support.
One of the first flags in understanding billing is actually in the contract master file. A detailed understanding of the TRR/TAR is a must. These are two of the most important set up flags related to contract revenue and billings. These flags determine which suffixes are added to the chart of accounts. Which tasks are used when posting sales journal and billing journal. Which tasks are tracked in the billable data files, as well as the details on the Aged AR report.You truly want to understand the ramifications of these flags before setting up and saving the contract.
If the task revenue flag is selected this means every task will need to be set up in the Billing Master file. While you are still able to combine task or roll up for printing purposes, each task will have a separate BMF record.How will you bill? Rolled up contract level or at the detailed task level?How will receive the payment and apply the cash Receipt? That is the real question to ask when deciding on the TAR flag.
Billing Master File uses these values for billing calculations and ceilingsMake sure values are on right task level000 vs. Task levelDifferent contract types require contract value and funding in order to bill successfully. The information entered in the contract master file feeds directly to the billing master as well. We will cover in greater detail the funding and ceiling issues.
Additional fields in the CMF that impact the billing calculations are driven by the revenue basis method. For example when revenue is based on the Normal Method, you can enter the Current Contract Fee Percentage. This percentage will be displayed on the JSR and will be used in the billing computations. You also have the ability to enter a Fee Ceiling if applicable for a contract.Notice the amounts entered in the CMF will flow over the BMF, however these field can still be edited for billing purposes. Additionally, you may set up a withhold percentage if your contract requires that a certain amount be withheld from billings. This is done in the BMF settings.You may also have a specific Fee Ceiling for Billing purposes, if so you would select the Apply Ceiling Flag and enter a valid amount. A common mistake is to select Apply Ceiling on Fee and leave at zero… which of course leads to $0. Fee in error.Bill in Excess of Estimated Costs: Unless you specify in this field that costs are to be billed in excess of the contract costs (shown on the screen as part of the contract value), the system will compute an unallowable "cost in excess" amount that will be deducted from the billable costs incurred. If you indicate that costs are to be billed in excess, the system will compute billings so that costs are billed in excess of the negotiated cost.
Now let’s talk about ceilings, you may have contracts that have ceilings. There are several ceiling flags in GCS that can impact billings.First, in the BMF, Use Funded Value as a Ceiling… just as a friendly reminder typically in GCS- CT Value impacts revenue. CT Funding impacts Billings! For FP & CPFF You can also set ceilings based on contract costs and set fee ceilings (as previously discussed).You also can have a Contract Specific/ Job Specific Bill Rates. This is found in the BMF – Billing Rates Tab. Billing Rates TAB: Contract-Specific Billing Rates You can use this tab to override the default Provisional Billing Rates for a particular contract on a pool-by-pool basis. If these fields are left as zeroes, the rates entered in the Provisional Rate field for each pool in the Indirect Pool File screen (in the Contracts and Pools module) are used when bills are computed. If you enter a rate for a particular pool, that rate is used for the contract/task, rather than the default in the Indirect Pool File.For example: If you need to enforce a rate of 0% for a particular pool, enter 0.01%. This will cause the rate of 0% to be used rather than the default rate from the Indirect Pool File.For a T&M- Bill in excess of contract valueUnless you select this check box to indicate that costs and fee are to be billed in excess of the contract value, the system will compute an unallowable billing amount that will be deducted when billed amounts exceed the contract valueFor a T&M you can also set ceilings on ODC in BMF and Ceilings on Hours in T&M Billing Rates File.One of the most commonly used ceiling file is of course the Summary Budgets & Ceiling File from the Budgeting module. Special Codes and amounts entered in this file impacts BOTH Revenue and BILLINGS! - Let’s take a look.
Probably the most frequently used file for enforcing ceilings is the SB&C file. This file is a powerful file. Often users think they are simply entering budgets for the JSRs. However, if you change the code from the Default of Fee/No Ceiling, you have now impacted both your revenue and billings.
Need more on this slide or just talk to this on Billing Wkst
General calculation on current bill – this is where you can probably just mention Slide 13
Y-T-D Costs Incurred column - All numbers in this column are current as of the last time billing was computed for the contract in question. The direct cost amounts are from the General Ledger. The indirect costs are at target or actual rates depending on what was selected when billings were computed. The total revenue amount is taken directly from the Suffix 30 account in the General Ledger. It is not uncommon for users to wonder why they are getting a negative fee amount in this column. Usually it is because the revenue amount in the G/L is not current. This is especially true when you are billing in the future period, since the system only posts revenue for the current period. If your incurred fee and revenue amounts don't look quite right on this report, don't become alarmed; direct and indirect costs will still be correct.
General calculation on current bill – this is where you can probably just mention Slide 13
Report Sources - Time and Material Billing WorksheetPage OneCumulative Incurred - This column applies only to ODCs. These amounts are taken by adding the prior years incurred amounts from the Prior Summary File screen to the amounts that were incurred YTD when billings were computed.Deferred Costs - This column reflects the sum of the ODC Billing File screen records that were on "Deferred from Billing" Status when billings were computed.Unpaid Costs - This column reflects the sum of the ODC Billing File screen records that were not paid when billings were computed, if cash basis applies. If a record was already included in the Deferred column, it is not also shown here.Over Ceiling Costs - When billings are computed, if the Code in the Summary Budgets and Ceilings screen indicates that the budget is a ceiling, the amounts in the Prior Years' Billable Data screen plus the Cumulative Incurred column, less the amounts in the Deferred Costs and Unpaid Costs columns, are compared to these budgets and any amount exceeding the budget is printed here.Billable Costs - This column is derived by subtracting the Deferred Costs, Unpaid Costs, and Over Ceiling Costs columns from the Cumulative Incurred column. This column is applicable only for ODCs. The "Total Billing" amount for this column is the sum of the Previously Billed and the Current Billing columns.Previously Billed Column -These amounts come directly from the Prior Years' Billable Data screen when the report is printed.Current Billing - This is the system's computed billing (unless you have edited in the Billing Edit File screen). See Page Two of this report for a further explanation of the Labor Category Billing portion. The ODC amounts are calculated by subtracting the Previously Billed column from the Billable Costs column. The indirect burden is calculated on the current billable ODCs (if appropriate per the Billing Master File screen parameters). The rates used are the rates provided in the Billing Master File screen; if no rates exist there, the provisional billing rates from the Indirect Pool File screen are used.The fee and retention are calculated on the billable amounts in the current billing. The rates are taken from the Billing Master File screen.Unbilled Amount - This cannot be calculated for the Labor Billing, indirect, and fee sections of this column. For ODCs, this column is calculated by subtracting the Billable Costs column from the Cumulative Incurred column.
Page TwoCumulative Hours Incurred - These hours are taken from the Labor Summary File screen.Cumulative Hours Previously Billed - These hours are taken from the Prior Years' Billable Data screen.Current Hours Billable - This column is the Cumulative Hours Previously Billed column subtracted from the Cumulative Hours Incurred column. If ceilings are in effect on hours (this is indicated in the T&M Billing Rates File screen), the billable hours printed here are limited to the ceiling.Current Rate - These are the labor category billing rates set up in the T&M Billing Rates File screen.Current Billing - This column is the Current Hours Billable column amount for each labor category multiplied by the Current Rate column amount for each labor category.Cumulative Hours Billed - This column is derived by adding the Current Hours Billable column to the Cumulative Hours Previously Billed column.Cumulative $$$ Billed - This column is derived by adding, for each labor category, the Current Billing column to the Cumulative Dollars Previously Billed column (per the Prior Years' Billable Data screen).Hours Not Billed - The Cumulative Hours Billed column hours are subtracted from the Cumulative Hours Incurred column hours. Hours Not Billed will represent any hours that have not been billed due to ceilings set in the T&M Billing Rates File screen.
New contract first billings. Subcontractor cost not coming thru to BEF. Unselected, recomputed bill Checked SB&C for a false budget, Checked GL to verify posted to GL in Current or Future Period Analyzed the Billing WorksheetPrinted the Deferred Costs Report and there it was. The sub cost was showing as unpaid. Looked at the billing master file and that task was selected as CASH BASIS BILLING.
Troubleshooting:Items keep appearing every time I create bills – I want to defer them.Negative amount in current period