Managing billing transactions

You can manually record billing transactions, e.g. to record bills that are not generated using Project Accounting. You can mark project costs as being already billed, so that the system does not treat them as being outstanding.

To manage billing transactions

Open: Project Accounting > Project Maintenance > Manage Billing Transactions.

The Manage Billing Transactions window appears:
- The Tp column displays the cost type code.
  
  COB: Opening balance transaction.
  
  EXP: Expense claim.
  
  NLP: Nominal payment.
  
  NLR: Nominal receipt.
  
  PAC: Cost accrual.
  
  PCA: Cost adjustment.
  
  PLC: Purchase credit.
  
  PLI: Purchase invoice.
  
  STI: Stock issue.
  
  STR: Stock return.
  
  TSE: Timesheet entry.
- The Acc/Emp/Item column displays the reference for the supplier, stock item or employee.
Select the project Code or Title.
Add costs to be marked as billed or not billed.
To mark outstanding costs as being billed
1. Select Manage Costs.
  
  The Manage Costs Selection window appears.
  - The Tp column displays the cost type code
    
    COB: Opening balance transaction.
    
    EXP: Expense claim.
    
    NLP: Nominal payment.
    
    NLR: Nominal receipt.
    
    PAC: Cost accrual.
    
    PCA: Cost adjustment.
    
    PLC: Purchase credit.
    
    PLI: Purchase invoice.
    
    STI: Stock issue.
    
    STR: Stock return.
    
    TSE: Timesheet entry.
  - The Acc/Emp/Item column displays the reference for the supplier, stock item or employee.
2. For some projects, a large number of costs may be displayed in the list.
  See how to find the costs that you require:
  
  To show costs relating to items or levels in the project structure, click Show Project Structure.
  
  Select the level or item in the structure to display only the costs relating to that area.
  
  Use the Costs Criteria to filter the list.
  
  To display only those items relating to a specific project item type (such as labour items), select it from the Project Item type list.
  
  To display only particular transaction types (such as purchase invoice), select it from the Transaction type list.
  
  To limit the date range of the items displayed in the list, use the Transaction date filter.
  
  To display the items, click Display.
  
  To sort the list by a particular column (such as Project Item), click on the column heading.
  
  To view all selected transactions, click Show.
3. To mark an outstanding cost as being billed, click on the box in the Inc column.
  
  To select or deselect all the costs displayed in the list, click Select All or Clear All.
4. To set a query flag on the cost, enter the query code in the Qry box.
  
  Note: Costs that are marked with a query flag cannot be included on a bill. You cannot select these costs when you create a bill or generate suggested bills, until the query flag is removed.
5. To view information about a cost, select it and click View Details.
  
  The Transaction Details window appears.
6. When you have finished selecting the costs, click OK.
To mark costs that have previously been marked as billed as not being billed:
1. Select Manage already billed.
  
  The Billed Costs to Mark as Not Billed window appears.
  - The Tp column displays the cost type code.
    
    COB: Opening balance transaction.
    
    EXP: Expense claim.
    
    NLP: Nominal payment.
    
    NLR: Nominal receipt.
    
    PAC: Cost accrual.
    
    PCA: Cost adjustment.
    
    PLC: Purchase credit.
    
    PLI: Purchase invoice.
    
    STI: Stock issue.
    
    STR: Stock return.
    
    TSE: Timesheet entry.
  - The Acc/Emp/Item column displays the reference for the supplier, stock item or employee.
2. For some projects, a large number of costs may be displayed in the list.
  See how to find the costs you require:
  
  To show costs relating to items or levels in the project structure, click Show Project Structure.
  
  Select the level or item in the structure to display only the costs relating to that area.
  
  Use the Costs Criteria to filter the list.
  
  To display only those items relating to a specific project item type (such as labour items), select it from the Project Item type list.
  
  To display only particular transaction types (such as purchase invoice), select it from the Transaction type list.
  
  To limit the date range of the items displayed in the list, use the Transaction date filter.
  
  To display the items, click Display.
  
  To sort the list by a particular column (such as Project Item), click on the column heading.
  
  To view all selected transactions, click Show.
3. To mark a billed costs as not being billed, click on the box in the Inc column.
  
  To select or deselect all the costs displayed in the list, click Select All or Clear All.
4. To view information about a cost, select it and click View Details.
  
  The Transaction Details window appears.
5. When you have finished selecting the costs, click OK.
  
  The costs will be displayed in the Billed Transactions window.
To view transaction information about a cost on the list, select it and click Details.
To remove a cost from the list, select it and click Remove.
When you have finished managing the bill transactions, click Save.