Editing or Posting Billing Worksheets

Overview

Before you start

To check, edit, or post a billing worksheet

  1. Choose Project and Job Costing > Periodic Processing > A/R Billing > Billing Worksheet.
  2. In the Worksheet Number field, enter or select the number of the worksheet you want to review or edit.
  3. To change the posting date, click the Zoom button beside the Year/Period field, then edit the Posting Date field in the Posting Date Override screen that appears.
  4. To view or edit invoice details for a customer, select the line on the worksheet table, then click the Details button or press F9.

    The information that is included with an invoice detail depends on the project type and accounting method and the invoice type.

    • For time and materials projects, and for fixed price projects that use an item invoice type, there is a detail for each billable transaction, including the contract, project, category, and (on a standard project) resource.
    • For fixed price projects that use a summary invoice type and cost plus projects that use a total cost percentage complete, completed project, or labor hours percentage complete accounting method, invoice details include the contract and project.
    • For cost plus projects that use the billing and costs, category percentage complete, or accrual-basis accounting method, invoice details include the contract, project, and category.
    • For projects that use the completed project accounting method, the program creates billings only if you have entered a Completed status for the project. Completed projects that have no costs can also be included in the billing.
    • For the billings and costs accounting method, the program generates invoice details for all billable transactions dated prior to the cutoff date.

    To view a detail for an item invoice in the original transaction entry screen, click the Drilldown (Image of Drilldown button.) button.

  5. Adjust amounts or descriptions, percentages complete, retainage percentages, or retention periods, as necessary, then close the screen. (Note that the program uses retainage terms from the customer record; you cannot change them on the billing worksheet.)

    Project and Job Costing updates the amount billed for the contract, project, and (for some projects) category when you post the worksheet entries.

  6. To post the entries for the worksheet, click the Post button.

    You can also post ranges of worksheets using the Post Billing Worksheets screen.

Additional information

  • Project and Job Costing adds the invoices to an open Project and Job Costing invoice batch, if one exists in Accounts Receivable. If there is no open batch, Project and Job Costing creates a new invoice batch for the invoices.
  • If you selected the option Post A/R Batches Automatically (on the Integration tab of the PJC Options screen), the invoice batch is posted in Accounts Receivable when you post the billing worksheet.
  • For projects that have a negative total cost, Project and Job Costing generates a credit note in Accounts Receivable.