Defining customer invoice options

Before you can assign a customer to a contract, you must define customer parameters. These parameters are specific to each contract. This procedure describes how to define customer invoice options for one such activity contract.

  1. Access Customer (BR11.1).
  2. Select the AR company and AR customer and type a customer invoice option.
  3. To define activity billing customer invoice options, use these guidelines to specify the field values on the Main tab:
    AR Process Level

    Specify or select the reporting hierarchy below the company where Accounts Receivable information will be stored.

    Percent Billable

    Specify or select the percentage of charges that are billable to a customer.

    Taxable/Tax Code

    Select T (taxable) or E (exempt) as your customer's tax status. If you select taxable, then you must select a valid tax code that represents specific tax information.

    Note: The tax code assigned here will be the default for the invoice. You can override this tax code at the activity or account category level.
    Note: You cannot select a Tax Code and a Service Location. You must select only one.
    Service Location

    Select the service location for the invoice.

    Note: The service location assigned here will be the default for the invoice. You can override this service location at the activity or account category level.
    Note: You cannot select a Tax Code and a Service Location. You must select only one.
    Bill To Address

    Select the alternate billing information. This field lets you override the main customer address. This address will appear on the invoice.

    Note: If you select a Bill To Address, then leave Bill to Group field blank.
    Bill To Group

    Select a group of AR bill-to addresses to be used for customer invoicing. This field lets you override the main customer address. The primary address in the selected group will appear on the invoice. Bill to groups are defined on BR17.1.

    Note: If you select a Bill To Group, then leave Bill to Address field blank.
    Contact Code

    Select the customer's primary contact. This is the contact that will appear on the invoice.

    Jurisdiction Code

    Select the jurisdiction code for the invoice. Jurisdiction codes are used to guarantee sequential numbering of invoices and credit memos.

    Invoice Prefix

    Specify a prefix to be attached to the invoice number. The prefix must be unique to the Billing and Revenue Management application to keep the invoice unique within the Accounts Receivable application.

    Credit Memo Prefix

    Specify a prefix that will be attached to the credit memo number. The prefix must be unique to the Billing and Revenue Management application to keep the credit memo unique within the Accounts Receivable application.

  4. To define additional parameters, select the Options tab. Use these guidelines to specify the field values:
    Invoice Print Option

    Select the type of information that you want to print on your invoice:

    • Detail Only (D): Prints all transactions on the invoice. The default setting is Detail.

    • Invoice Summary Only (S): Prints a one-line invoice summary amount only (no individual transactions appear on the invoice)

    Tax Print Option

    Select how to summarize tax codes and amounts on the invoice:

    • Single (S) - default: Prints a tax label on the invoice that contains one amount for all taxes for that invoice, even if multiple tax codes were applied to the transactions to calculate the tax amount. The default setting is Single.

    • Multiple (M): Prints each tax code and corresponding tax amount calculated on a separate line. In other words, you can have multiple transactions on the invoice with different tax codes that apply to them.

    Tax Calculation Level

    Select the level at which tax is calculated for the invoice:

    • 1 - Detail line level (default)

    • 2 - Summary invoice level

    Invoice Format

    Select a format for your invoice:

    • S - Standard (default): Creates a basic invoice (default)

    • C - Customized: Creates a customized report which includes every field in the file and field descriptions

      Note: The customized format is used with a forms printing software.
    • F (Fax and Standard): Creates an invoice in a standard format that is faxed to the customer

    • E (EDI and Standard): Creates an invoice in a standard format that is sent to an EDI file

    • V (Custom VAT): Creates a custom invoice that displays tax detail information

    Cumulative Totals

    Select Yes to include billing life-to-date totals on your invoice. The default setting is No.

    AR Interface Option

    Select an Accounts Receivable interface option:

    • Detail (D) sends full transaction detail. Use this option if cash is applied at the line level in Accounts Receivable.

    • Activity Summary (A) sends transactions to Accounts Receivable summarized by posting activity and account category, so there are lines for every posting activity.

    • Summary (S) sends summary activity billing information to Accounts Receivable. The default setting is Summary.

    Ceiling Overage

    Select Include (I) to print ceiling overage amounts and show a one-line credit on your invoice. Select Exclude (E) to only post line items that fall within the ceiling amounts. The default is Exclude.

    Note: US Government contractors are required to show all costs that could be billed, then reduce the invoice by the amounts over the ceilings.
    Fee Ceiling Overage

    Select I (Include) to print fee ceiling overage amounts and show a one-line credit on your invoice. Select E (Exclude) to only post line items that fall within the fee ceiling amounts. The default setting is Exclude.

    Note: US Government contractors are required to show all costs that could be billed, then reduce the invoice by the amounts over the ceilings.
    Summarize By

    Select how line items are displayed on your invoice. Select up to five sort options.

    • Account Category (A)

    • Contract Category Group (B)

    • Attribute (C)

    • Resource (D)

    • Summary Account Category (E)

    This is a multi-step sort. For example, if you want to sort by resources within an account category, then select Account Category (A) in the first field and Resource (D) in the second field.

  5. To define additional customer contacts, click Contacts on the Main tab to access Customer Contacts (AR11.1). The names that you enter here are in addition to the customer contact names on Customer Group Address (AR09.1) and Customer (AR10.1).