Adjusting Billing Amounts At the Transaction Level
You can view and adjust billable transactions, which revenue has been recognized or billing has occurred, but not both, on Revenue Billing Adjustment (BR40). To adjust invoice amounts, you can put transactions on hold, write transactions up or down to increase or decrease billable amounts, or transfer transactions from one activity to another. This procedure describes how to adjust transactions.
To adjust billing amounts for a transaction
- Access Revenue Billing Adjustment (BR40.1).
- In the Activity field, select the posting activity for which you want to display all billable transactions.
- To limit the transactions displayed based on specific selection criteria, click the Filter button to access Filter (BR40.2). You can view transactions by account category, system code, source code, resource, billed value, or date range.
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To transfer a billable transaction from one activity
to another or to transfer a portion of a transaction to another activity,
click the Transfer button. Use the following guidelines to enter field values on Transfer (BR40.3).
- Reason Code
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Type or select a reason code for the invoice adjustment. Reason codes are defined on Reason Codes (BR08.1).
Note: Reason codes are required if invoice audit is set to yes on Activity Group (AC00.1). - Transfer To
- Activity
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Type or select the activity to transfer the transaction to. If you leave this field blank, the transfer-from value defaults.
- Account Category
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Type or select the account category to transfer the transaction to. If you leave this field blank, the transfer-from value defaults.
- Resource Type
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Type or select the resource type to transfer the transaction to. If you leave this field blank, the transfer-from value defaults. Valid values are: Equipment (Q), Person (P), Employee (E), Vendor (V), or Asset (A).
- Resource Company
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Type or select the company for the resource. The resource company can be a GL, HR or AP company. Select the company that matches the resource type. For example, if Employee is the resource type, the resource company should be selected from the HR Company list.
- Resource
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Type or select the resource to transfer the transaction to. If you leave this field blank, the transfer-from value defaults.
- Amount
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Type the amount to transfer. If you leave this field blank, the transfer-from value defaults.
This amount can not be greater than the Transfer From amount.
If the Transfer From Amount is a credit, this amount must also be a credit. If the Transfer From Amount is a debit, this amount must also be a debit.
Note: The amount you enter here will reduce the transaction cost. The application will recalculate the amounts for the transaction billing and/or revenue balances based on the billing/revenue method used. - Units
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Type the units to transfer. If you leave this field blank, the transfer-from value defaults.
If the Transfer From Units is a credit, this field must also be a credit. If the Transfer From Units is a debit, this field must also be debit.
- Unit of Measure
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Type or select the units of measure to transfer. If you leave this field blank, the transfer-from value defaults.
- Billable Amount
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Type the billable amount for the transaction. It is assumed that this amount is entered in the contract currency for the Transfer To activity's contract.
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To write up or write down billable amounts, units,
or rates, click the Write Up, Down button. Use the following guidelines to enter field values
on Write Up, Down (BR40.4):
- Account Category
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Type or select the account category for the transaction you want to change.
- Reason Code
-
Type or select a reason code for why the transaction is being adjusted. Reason codes are defined on Reason Codes (BR08.1).
Note: Reason codes are required if invoice audit is set to yes on Activity Group (AC00.1). - New Amount
-
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A new unposted activity transaction for the value of the adjustment is created.
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The transaction will be posted the next time Activity Posting (AC190) is run.
Note: The value you enter here will affect the cost, bill, and revenue amounts for the transaction.
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- Standard Rate
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Type the new rate for the adjusted transaction.
- Amount
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Type the new amount for the adjusted transaction.
- Units
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Type the new units for the adjusted transaction.
- Billable Rate
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Type the new billing rate for the adjusted transaction.
- Amount
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Type the new billable amount for the adjusted transaction.
- Units
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Type the new billable units for the adjusted transaction.
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To bill in advance by adding transactions to the current
invoice, access Bill In Advance (BR46.1). Use the following guidelines to enter field values on BR46.1.
- Company
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Type or select the company for which you are billing in advance.
- Customer
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Type or select the customer associated with the invoice to which you are adding transactions.
- Invoice Number
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Select the prefix and the invoice to which you want to add transactions. The Invoice Prefix or the Credit Memo Prefix value is maintained in the AC Customer (BR11.1). This must be unique by system code and company.
- Trans Date
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Type the transaction date for the transaction being added. Defaults to current system date if not entered.
- Post Date
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Type the posting date for the transaction being added. Defaults to invoice date if not entered.
- Activity
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Type or select the activity for the transaction.
- Acct Cat
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Type or select the account category for the transaction.
- Billable Amount
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Type the billable amount for the transaction.
- Description
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Type the description for the transaction.
- Company
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Type or select the appropriate GL company, accounting unit, account and subaccount for the transaction. If left blank these fields will default from the Activity (AC10.1).
- Resource Type
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Type or select the resource type for the transaction. Valid values are: Equipment (Q), Person (P), Employee (E), Vendor (V), or Asset (A).
- Resource Co
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Type or select the company for the resource. The resource company can be a GL, HR or AP company. Select the company that matches the resource type. For example, if Employee is the resource type, the resource company should be selected from the HR Company list.
- Resource
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Type or select the resource for the transaction.
- Billable Units
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Type the units to bill for this transaction.
- Unit of Measure
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Type or select the units of measure for the transaction.
- Billing Category
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Type or select the billing category associated with the resource.
- Billing Value
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Type the value for the billing category for this resource.
- Offset Transaction Trans Date
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Type or select the transaction date for the offset transaction. Defaults to the Trans Date if not entered.
- Post Date
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Type or select the posting date for the offset transaction. Defaults to the invoice date if not entered.
- Description
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Type the description for the offset transaction.
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To transfer invoice transactions from one activity
and account category to another on the same invoice during the billing
process, access Transfer Invoice Transaction (BR46.2). The new transaction can be included on the current invoice if
the activity to which the transaction is being transferred is included
in one of the contracts contained in the invoice. Use the following guidelines to enter field values on Transfer Invoice Transaction (BR46.2).
- Company
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Type or select the company for which you are transferring transactions.
- Customer
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Type or select the customer associated with the invoice to which you are transferring transactions.
- Invoice Number
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Select the prefix and the invoice to which you want to add transactions. The Invoice Prefix or the Credit Memo Prefix value is maintained in the AC Customer (BR11.1). This must be unique by system code and company.
- Default Reason Code
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Type or select a reason code to use for transactions on this form. The default reason code can be overridden on each line if needed.
- Activity
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Type or select the activity to which you are transferring transactions.
- Acct Cat
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Type or select the account category to which you are transferring transactions.
- Invoice Amount
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Type the invoice amount to transfer.
- Units
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Type the units to transfer.
- Reason Code
-
Type or select a reason code for the transfer. Reason codes are defined on Reason Codes (BR08.1).
Note: Reason codes are required if invoice audit is set to yes on Activity Group (AC00.1). - Description
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Type the description for the transfer transaction.
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To split an invoice transaction between one or more
activities and account categories on the same invoice, access Split Transfer (BR46.4). The new transactions can
be included on the current invoice if the activity to which the transaction
is being transferred is included in one of the contracts contained
in the invoice. Use the following guidelines to enter field values on Split Transfer (BR46.4).
- Company
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Type or select the company for which you are splitting transactions.
- Customer
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Type or select the customer associated with the invoice to which you are splitting transactions.
- Invoice Number
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Select the prefix and the invoice to which you want to split transactions. The Invoice Prefix or the Credit Memo Prefix value is maintained in the AC Customer (BR11.1). This must be unique by system code and company.
- Reason Code
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Type or select a reason code for the transfer. Reason codes are defined on Reason Code (BR08.1).
Note: Reason codes are required if invoice audit is set to yes on Activity Group (AC00.1). - Activity
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Type or select the activity to which you are transferring transactions.
- Acct Cat
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Type or select the account category to which you are transferring transactions.
- Invoice Amount
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Type the invoice amount to transfer.
- Units
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Type the invoice units to transfer.
- Description
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Type the description for the transfer transaction.
Follow-up Tasks
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After making adjustments to your transactions, run Invoice Calculation (BR120) to update activities with the new billing calculations. You can view the journal entries created when run in update mode with status 3 or after running Invoice Print and Interface (BR121) in update mode. Journal entries
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Run Activity Posting (AC190) to update transaction billing balances.
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Run Accounting Unit Balance Post (AC191) to update accounting unit and resource balances or run Activity Posting (AC190) with the Post Acct Unit Balances field set to Yes. You can run AC190 and AC191 programs concurrently.