WO> Billing

Billing Work Order Activity Items

 

Summary

 

The work order activity items that accumulate on a work order can be billed through the WO Billings process. Any committed activity items marked as Billable, including those attached to Not Billable work orders, can be pulled into a Billings batch. When the Billings batch is committed, the activity items will be sent to the Accounts Receivable module.

 

If the committed activity items have not previously been processed through a previous Billings batch, they will be sent to AR Invoices. If the committed activity items were part of previous Billings batch, but were then adjusted in a WO Adjustments batch, they will be sent to AR Adjustments.

 

Follow this process to create, edit, and commit a Billings batch.

 

Related Links

 

Click here for information on the WO Setup window.

Click here for information on recording Activity on a Work Order.

Click here for information on AR Invoices.

Click here for information on AR Adjustments.

 

Step by Step

 

1     Open or create a Billings batch. 

 

  • Select the Billings palette in WO> Billings. This will expand the Billings palette and display the steps of the Billings batch process.
  • Modify an existing batch or create a new Billings batch.
    • Select a batch number from the drop-down menu at the top of the Billings palette to select an existing batch.
    • Select New from the Billings batch number drop-down menu to create a new batch. This will open the New Batch window. Click here for information on the New Batch window.
    • Click here for general information on processing batches.
    • If there are open batches in the Billings process, you can create a new batch without affecting the open batches.
    • Enter a Batch Month and Batch Year. These fields default to the current calendar period and are for reference only. The fiscal period of the transactions in the batch is determined by the Journal Entry Date entered during the Generate step.
    • Click the Generate icon to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
      • You can also manually create a new batch by entering a Batch Number and clicking the Save icon .
  • Highlight the batch in the batch number drop-down menu on the Billings palette and press DELETE to delete a batch. Any uncommitted billings in the batch will be deleted.

 

2     Specify the Billings batch settings. 

 

  • Open the Settings window (WO> Billings> Settings).
  • Select a Transaction Date from the drop-down menu.
    • The Transaction Date will default to today's date.
  • Select a Due Date from the drop-down menu.
    • This date will automatically populate based on how the Work Orders module was set up. The AR Terms field on the WO Setup window (WO> Utilities> Setup> AR Terms field) will determine the length of time between the Transaction Date and the Due Date. Click here for information on the WO Setup window.

 

3     Add the billable items to the batch. 

 

  • Open the Billings window (WO> Billings> Billings).
    • The Billings window will display any billable items that have already been added to the selected batch.
  • Click the Add icon to add additional items to the Billings batch. This will open the Select Work Order Activity window.
    • Click the Refresh icon to display all the billable activity items. Use the Search Criteria fields to filter the displayed results.
    • Only committed, billable activity items attached to work orders that are associated with both a GL Account and an AR Account will be displayed on this window. Activity items that have already been processed in a Billings batch will not be displayed.
      • Activity items that are included in an existing Billings batch will be displayed, but if you attempt to add these items to a batch you will receive an error message that displays the open Billings batch number that the activity line item is already a part of.
    • Check the Selected toggle next to each activity item you would like to include in the batch.
      • All activity items will be checked by default.
      • Use the Select All and Deselect All icons to select or deselect multiple activity items at once.
    • Click the Confirm icon when all of the desired activity items have been selected. This will return the selected activity items to the Billings window.

 

4     Edit the items included in the Billings batch. 

 

  • The Billings window will now display the activity items selected in the previous step.
  • The Transaction Date, Due Date and Fee Code specified on the Settings step can all be edited by individual activity item in this window.
    • If the Transaction Date is updated, the Due Date will automatically update to reflect the length of time specified in the AR Terms field on the WO Setup window. The Due Date field can be changed to override this standard term.
      • When the Billings batch is committed, the activity line items will be added to an open AR Invoices or AR Adjustments batch. These activity items will be grouped as AR line items by Transaction and Due Date.
    • If the Fee Code is updated, the Debit Account Number field will automatically update with the debit account set up on the selected fee code.
      • The specified account number can be overridden by clicking the Ellipsis icon in the Debit Account Number column and selecting a different account.
      • Debit account numbers are attached to fee codes on the AR Fee Maintenance window (AR> Maintenance> Fees> open a fee> AR Account field). Click here for information on AR Fee Maintenance.
      • An active Fee Code must be specified for each activity line item.
  • The Reference Number and Description columns can also be edited at this point.
    • These columns will appear as the Reference Number and Billing Description on the Billings Proof List.
  • Click the Delete icon to remove an activity item from the batch.
  • Click the Save icon to add all of the displayed activity items to the batch and proceed to the next step.
    • You will not be able to save if any of the selected activity items are already included in an existing Billings batch.

 

5     Print the Proof List. 

 

  • Open the Proof List window (WO> Billings> Proof List).
  • Specify a Sort By option for the report from the drop-down menu.
    • The report will display and group by the Work Order Number, Work Order Description, AR Account Number and AR Account Description. The report will include the LEMS category, Line Number, Reference Description, Billing Description, Reference Number, Fee Code, Due Date, Transaction Date, and Amount for each activity line item included in the batch. The report will also provide a total by either Work Order or AR Account and a report total.
  • Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs). Click here for information on the Jobs Viewer window.
    • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
    • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
    • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
    • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report). Click here for information on the View Reports window.

 

6     Commit the Billings batch. 

 

  • Open the Billing batch Commit window (WO> Billings> Commit).
  • Committed, billable activity line items that have not been billed will be added to an AR Invoices batch when the Billings batch is committed. This is not the case for activity line items resulting from a WO Adjustment on an activity line item that has been processed in a previous Billings batch. These activity line items will be added to an AR Adjustments batch when the Billings batch is committed.
    • If both of these types of activity line items are included in the batch, both the Invoice Batch and Adjustment Batch fields will be enabled. If only one of these types of activity line items is included, only that field will be enabled.
  • Enter an open Invoice Batch number or click the field label to select one from a list.
    • The Invoice Batch Selection window will only display open AR Invoices batches. You cannot create a new batch from this window. If you would like to add this Billings batch to its own AR Invoices batch, create a new AR Invoices batch and then click the Invoice Batch field label again. The new batch should be available for selection.
    • Click here for information on AR Invoices.
  • Enter an open Adjustment Batch number or click the field label to select one from a list.
    • The Adjustment Batch Selection window will only display open AR Adjustment batches. You cannot create a new batch from this window. If you would like to add this Billings batch to its own AR Adjustments batch, create a new AR Adjustments batch and then click the Adjustment Batch field label again. The new batch should be available for selection.
    • Click here for information on AR Adjustments.
  • Click the Confirm icon to commit the batch.
    • The committed activity line items will be added to the specified AR Invoices or AR Adjustments batch. The work order number and LEMS category will populate the AR line item description field. If a WO activity line item is deleted from an AR batch, the activity line item Billing status will be reset and the activity must be processes through a new Billing batch in order to be billed.