Calculating Product Invoice Amounts

Product invoicing is billed at set intervals as specified in the contract. Product Invoicing (BR151) can be used to create either pro forma invoices for customer estimates, or actual invoices for customer billing. It finds the appropriate billing milestones and create an invoice for them.

When your run Product Invoicing for the first time for a product contract, a separate tax invoice is created. This tax invoice contains the tax amount of the entire contract. When you run Product Invoicing for any subsequent milestones for the contract, no tax invoice is generated. For more information, see Billing Tax Amounts.

You must define milestones for the product contract before product invoice amounts can be calculated. For more information, see Defining Product Billing Milestones. Only milestones with Status=1 (To Process) are eligible for product invoicing.

To calculate product invoice amounts

  1. Access Product Invoicing (BR151).
  2. To calculate billable activity amounts, use the following guidelines to enter field values on the Activity tab.
    Activity Group List, Activity Group, Activities, or List

    Select the activity group list, activity group, up to six activities, or activity list to calculate billable amounts.

    Note: Invoice transactions are calculated for all billable activities in your selection that have milestones defined for product contracts.
    Pro Forma Invoice

    Select Yes (Y) to create a pro forma invoice which can be sent to a customer as a quote but does not create AR, GL, or AC transactions. The invoice created will have a reserved invoice number. Select No (N) to generate a report only. The default is No.

    Update

    Select Yes (Y) to update the billing calculations in the Billing and Revenue Management application, and generate a report. Select No (N) to generate a report only. The default is No.

  3. On the Customer tab, use the following guidelines to enter field values:
    Company

    Type or select the company for the customer. The company can be an AR company or an AC Company. The combination of the company, customer and contract is used to create the product invoice.

    Customer

    Type or select the customer number for which you want to create the product invoice. The customer can be an AR customer or an AC customer. The combination of company, customer and contract is used to create the product invoice.

    Contract

    Type or select the contract for the customer for which you want to create the product invoice. The combination of the company, customer and contract is used to create the product invoice.

  4. On the Other Options tab, use the following guidelines to enter field values:
    Thru Date

    Type the date through which the milestones (days or date) for the product billing are selected. Any milestone that has a date on or before the Thru Date is selected. If you leave this field blank, the system date is used.

    Note: For days milestones, if the contract date plus milestones days is on or before the Thru Date, the milestone is included.
    Invoice Date

    Type the date that is used as the transaction date when the AR, GL, and AC entries are created. If you leave this field blank, the Thru Date field is used for the Invoice Date.

    Posting Date

    Type the date that is used as the posting date when journal entries are made.

    Reason Code

    Type or select a reason code for creating the invoice.

    Require Pro-Forma

    Select Yes (Y) to include only those products that have previously been included on a pro-forma invoice. Those products that have not been included on a pro-forma invoice will not be included on this invoice. If a product has been included on a pro-forma invoice, an invoice number will be listed for the product on Maintenance Schedule (BR52.1). The default is No.

    PO NBR Interface

    Select whether to generate the invoice(s) using WBS Invoice Number (1) or Customer PO Number (2). The default is WBS Invoice Number. NOTE - The WBS is a sequential invoice number for the invoice group which is maintained on the activity (AC10). This is used by Government contractors to keep invoices sequentially numbered when billing different posting activities separately within a contract.

  5. On the Output Options tab, use the following guidelines to enter field values:
    Invoice Comments

    Select whether or not the invoice comments are included in the billing calculation. The default is No.

    Invoice Register

    Select whether or not an invoice register is included with the invoice. The default is No.

    Bill/Unbill Report

    Select whether or not the report prints the billed and unbilled entries to include with the invoice. The default is No.

Followup Tasks

If it is necessary to cancel a product invoice after running Product Invoicing, use Product Invoicing Cancellation (BR56.1).