P/O Distribute Proration Screen

  1. Open Purchase Orders > P/O Transactions > Invoice Entry.
  2. Enter header information for the invoice.
  3. On the Additional Costs tab, add or select a detail line, and then click the Distribute Proration column heading.

Use the Amount field to enter the amount of the additional cost that is being allocated to this line item. The amounts on all lines must add up to the total amount of the additional cost.

For job-related additional costs that you are manually prorating, you also specify the billing information to be used on the customer invoice.

This field displays the A/R item number associated with the project resource used for the contract in Project and Job Costing. You can select a different A/R item number only for time and material projects, as follows:

  • On a standard project, this field displays the A/R item number and unit of measure specified for the project resource category as the default. You can accept the item number or select another valid A/R item number.
  • On a basic project, this field displays the A/R item number and unit of measure specified for the project category. You can accept the item number or select another valid A/R item number.
  • If you change the A/R item number, the item number must be a valid item number in Accounts Receivable, and the unit of measure must be a valid unit of measure both for the new item number and the vendor’s currency.

Cost plus and fixed price projects do not use an A/R item number.

This field appears only in multicurrency systems for time and materials projects and for fixed price projects using billings and costs or accrual-basis accounting methods.

The billing currency is the customer's currency specified on the contract, and you cannot change it.

Billing currency is blank for Fixed Price projects using completed project or project percentage complete methods, and for Cost Plus projects.

Note: Billing currency is not displayed for basic or standard internal Time and Materials projects, or for single-currency Fixed Price projects that use billings and costs or accrual-basis accounting methods.

This field displays the billing rate for the specified resource (for standard projects) or category (for basic projects).

You can edit the billing rate if the billing type is Billable. The field displays 0.000000 if the billing type is Non-Billable or No Charge.

Note:
  • You can specify the billing rate for Time and Materials projects and for Fixed Price projects that use Billings and Costs or Accrual-Basis accounting methods.
  • Billing rate is disabled and set to 0.000000 on a basic or standard internal contract for Time and Materials projects or for Fixed Price projects using Billings and Costs or Accrual-Basis accounting methods.
  • The billing rate cannot be negative.
  • If a job-related additional cost is prorated by cost, quantity, or weight, the specified billing rate in functional currency will be prorated to the item details for projects that are Time and Materials or Fixed Price with an accounting method of Billings and Costs or Accrual-Basis.

The billing rate is not prorated to item details for Cost Plus or Fixed Price projects with completed project or project percentage complete accounting methods. Instead, it is converted to the contract customer’s currency when it is prorated to the item details during day end processing (using the current exchange rate).

The prorated billing rate for each detail is not displayed (and, therefore, you cannot change it).

Note: This field is disabled if you are prorating manually.

This field appears in the detail-entry section only for job-related purchase orders.

The billing type indicates to Project and Job Costing whether to bill the cost to the customer. You can change this field only for a time and materials project, as follows:

On a basic project:

For a billable project, the category billing type determines whether you can change the billing type for the detail. If the specified category is:

  • Billable, the default billing type for the detail is billable, but you can change it.

    • If the detail is billable you can specify a billing rate for the detail.

    If you change the billing type for the detail to no charge or non-billable, the program sets the billing rate to zero and you cannot change it.

  • No charge or non-billable, the program sets the same billing type for the detail, and cannot change it. You cannot specify a billing rate for the detail, which the program sets as zero.

    • If the project is no charge or non-billable, the detail uses the same billing type as the project, the billing rate is set to zero, and you cannot change them.

On a standard project:

If the project is billable, the resource billing type determines whether you can change billing type for the detail. If the specified resource is:

  • Billable, the program displays Billable as default billing type, but you can change it for the detail. If the detail is billable, you can specify a billing rate for the detail.

    • If you change the billing type for the detail to no charge or non-billable, the program sets the billing rate to zero, and you cannot change it.

  • No charge or non-billable, the program sets same billing type for the detail, and you cannot change it. You cannot specify a billing rate for the detail, which the program sets as zero.

    • If the project is no charge or non-billable, the detail uses the same billing type as the project, and you cannot change it. The program also sets the billing rate to zero, and you cannot change it.

For fixed price and cost plus projects, the Billing Type field is blank. A billing type is not required for these types of projects.

This field appears for Time and Materials projects if you selected the Job Related option for this transaction.

You must enter a unit of measure that is valid for the item number/resource that you specified and for the contract customer's currency.

Note: For internal time and materials projects (basic or standard contracts) the A/R item unit of measure will be disabled or blank.

For job-related additional costs that are manually prorated, choose the items/resources to which you are allocating the additional cost.

The program displays the “Contract,” “Project,” and “Category” that you specified for each invoice detail line. The "resource" appears in the Item Number column.

You also specify the Billing Rate for the additional cost.

Note: The proration screen is available only if you choose to manually prorate additional costs to detail lines. The following fields from the invoice detail lines are shown as display-only fields on this screen: Contract, Project, Category, Cost Class, Item Number, and Description.

Select or enter a category that is assigned to the project in Project and Job Costing.

Specify a contract number for each detail. You can enter or select only contracts that are open or on hold. (You cannot process transactions to a contract that is on hold, if it has never been opened.)

The program displays the cost class for the category used in each detail. You cannot change this field.

Use the Item Number field to identify the resource for this detail.

You must specify a resource that is assigned to the project and category in Project and Job Costing. You can specify an inventory item number, or the code for another type of resource (such as an equipment code, subcontractor code, or employee number).

Note: You cannot leave this field blank.

You can only enter or select projects that are:

  • Assigned to the contract that you selected.
  • Open or on hold. (If a project that is on hold has never been opened, you cannot select it.)
  • Not closed to costs.

The program displays the item description from Inventory Control or the description you entered for the detail on the purchase order.

The program displays all of the items on the purchase order so you can easily distribute the additional cost in the amount fields.

Overview

You use this screen to distribute additional costs to jobs on job-related invoices.