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Contents of the Post Project Product Bills Screen

Use the fields and options to configure the Post Project Product Bills screen.

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.

Field Description
Parameter ID

Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made on the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made on the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display on the screen, you can override the defaults.

Description

Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Selection Ranges

Use this block to limit the range of bills to be posted.

Posting Period

Use this group box to select the period in which you would like to post your bills.

Field Description
Options

This field always displays One.

Fiscal Year

Enter, or click to select, the fiscal year to which you want to post invoices.

Start Period

Enter, or click to select, the period to which you want to post invoices.

Subpd

Enter, or click to select, the subperiod to which you want to post invoices. The subperiod ending date appears in the field to the right of the subperiod number.

Open project product bills are stored in the PROJ_PROD_INVC_HDR and PROJ_PROD_INVC_LN tables. These tables do not store open invoices by fiscal year, period, and subperiod. When the posting program is executed, it looks only for a status of Selected and posts these invoices to the fiscal year, period and subperiod selected. Therefore, verify the status of invoices before posting them to the General Ledger.

Ending Date

This non-editable field displays the period ending date.

Select By

Select the manner in which you want to group invoices to be posted. Valid options are:

  • Project: Select this group to post a range of invoices based on project number.
  • Customer: Select this group to post a range of invoices based on the customer being invoiced.
  • Invoice Number: Select this option to post a range of invoices based on invoice number.
  • Bill User Group: Select this option to print invoices belonging to particular user groups.
Note: If you are using billing user groups, you can post invoices belonging only to user groups for which you are authorized. Therefore, your selections in the Select By field are always limited by your user group.
Field Description
Options

Select the appropriate range of invoices you want to post. Valid options are:

  • All
  • One
  • Range
  • From Beginning
  • To End

The default for this field is All.

Start

Enter, or click to select, the starting value for the range you want to include. If you select All or From Beginning in the Options field, this field is inactive.

End

Enter, or click to select, the ending value for the range you want to include. If you select All, One, or To End in the Options field, this field is inactive.

Sort By

Field Description
1st Sort

Select the primary sort option. Valid options are:

  • Project
  • Customer
  • Invoice Number
  • Bill User Group

Other Options

Field Description
Post Bills

Click the arrow to the right of and select Post Project Product Bills to post the bills. This selection is not available until you have printed the journal entry.

Print/Post Bills

Click the arrow to the right of select Print/Post Project Product Bills to print the journal entry and post the bills.

Posting Information

The following are posted as part of the Project Product Bills posting:

  • Receivable: The program looks to the PROJ_ORG_ACCT and ACCT_GRP_SETUP tables for the account/ref1/ref2 with a function code of Billed A/R. If an account with the function code of Billed A/R cannot be found, the program displays a message saying that the posting cannot be completed. The program then looks to the PROJ_BILL_INFO table for the level at which this invoice should be posted. The Owning Organization assigned to the project is used as the Org for posting. The Invoice Amount net of discounts, sales tax, and shipping is posted as the billed receivable for invoices with a status of Selected.
  • Unbilled: The program looks to the PROJ_ORG_ACCT and ACCT_GRP_SETUP tables for the account/ref1/ref2 with a function code of Unbilled-Genrl.  If an account with the function code of Unbilled-Genrl cannot be found, the program displays a message saying that the posting cannot be completed. The program then looks to the PROJ_BILL_INFO table for the level at which the receivable is posted. It looks to the PROJ_REV_SETUP table to find the project level at which revenue is posted. It compares the two. If different, the unbilled amount is posted at the higher of the two levels.
  • Sales tax: The program looks to the SALES_TX_ACCT table for the account/org/ref1/ref2 for each sales tax code. Account/Orgs used in the posting of sales tax are determined for each sales tax code. So if sales tax is accrued to multiple sales tax codes, multiple account/orgs are updated with sales tax amounts.
  • Shipping: The program looks to the AR_DFLT_ACCT table for the default accounts identified for shipping and handling charges. The account/org/ref1/ref2 stored in this table is always used for these charges. Therefore, shipping charges are not stored by project.
  • Discounts: The program looks to the AR_DFLT_ACCT table for the default accounts identified for discounts offered. The account/org/ref1/ref2 stored in this table is always used for these charges. Therefore, discount amounts are not stored by project.