Calculating Invoice Amounts

Use this procedure to calculate invoice amounts based on activity billing parameters and posted transactions. General Ledger and Project Accounting journal entry records are automatically created by running this program with the Update field set to Yes. Invoice Calculation (BR120) with a status of Processed creates Accounts Receivable debit amounts and either Project Accounting Billed/Unearned or Earned/Unbilled credits. If you are recognizing revenue before you calculate the bill, Earned/Unbilled credits are created. If you calculate the bill before you recognize revenue, Billed/Unearned credits are created.

To calculate invoice amounts

  1. Access Invoice Calculation (BR120).
  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 Activity List

    Select the activity group list, activity group, activities, or activity list to calculate invoice amounts.

    Note: Invoice transactions are calculated for all billable activities included in your selection.
    Update

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

    Note: Update creates invoice header and detail records which have invoice numbers assigned to them. If you run Invoice Calculation (BR120) in update mode, and add costs and run again, a new invoice for the new cost is created. Make sure your invoice amounts are correct before you run in update mode.
    Status

    Select a status:

    • Unreleased (0) The amounts calculated will not be added to the invoice when BR121 is run. If you want to use Invoice Edit (BR20.x) to edit invoices, run BR120 with a status of unreleased.

    • Released (1) Lets BR121 know that the invoice is ready to print. BR121 takes all calculated invoices with a released status, prints them, and updates Project Accounting, General Ledger, and Accounts Receivable.

    • Pending Approval (2) Invoice amount is still calculated but the invoice will not be picked up when BR121 is run. This effectively puts the invoice on hold until it gets approved and the status is changed to released on Invoice Control (BR45.1).

    • Processed (3) Use this status if you want to release the invoice and do the same processing as BR121 without running BR121. Once the invoice has been run through BR120 with the processed status, or run through BR121 it is considered all the way through the system and any additional changes would require invoice cancel and then re-issuing a new invoice.

  3. To identify customer information, use the following guidelines to enter field values on the Customer tab:
    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 narrow the transactions used to calculate billable amounts.

    Customer

    Type or select the customer number for which you want to calculate billable amounts. The customer can be an AR customer or an AC customer. The combination of company, customer and contract is used to narrow the transactions included in the billing calculation.

    Contract

    Type or select the contract for the customer for which you want to calculate billing amounts. The combination of the company, customer and contract is used to narrow the transactions included in the billing calculation.

  4. To identify additional invoice and calculation parameters, use the following guidelines to enter field values on the Other Options tab:
    Account Categories, Contract Category Group, or Summary Account Category

    Type or select the Account Categories, Contract Category Group, or Summary Account Category for which you want to calculate invoice amounts.

    Bill Overages

    Select whether to recalculate overages based on new ceilings. Yes will include the billable overage amounts on the invoice if there are any. These will only display on the print preview or final invoice. These amounts will not be reflected in the Billable amounts on BR19 or BR20. The default is No.

    Note: After your ceiling is lifted, use this option to bill the current overages until they reach the new ceiling limits.
    Final Invoice Label

    Select whether the invoices for the contract activity or activities should be marked as final invoice(s). The default is No.

    Suppress Unit Totals

    Select whether to prevent unit totals from being included in all invoices in this run of BR120. If you select Y, unit totals still appear on the invoice lines. The default is No.

    Suppress Units and Rates

    Select whether to prevent all units and totals from being included in all invoices in this run of BR120. 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 (AC10.1). This is used by Government contractors to keep invoices sequentially numbered when billing different posting activities separately within a contract.
    Reason Code

    Type or select a reason code for running the billing calculation.

  5. To identify date parameters, use the following guidelines to enter field values on the Date Options tab:
    Through Date Option

    Select a through date option: Posting Date (P) or Transaction Date (T). The default is Transaction Date.

    Use this option to determine if Invoice Calculation (BR120) will use the posting date or transaction date of transactions (along with the Though Date) to select transactions to include in the billing calculation.

    Through Date

    Type the date from which you want to calculate billings. If you leave this field blank, the current system date is used.

    Note: Transactions not yet billed that have a transaction or posting date less than or equal to the date you enter in this field are included in the invoice calculation. Determine whether the program uses the transaction date or the posting date by selecting one in the Through Date Options field.
    Invoice Date

    Type the date you want on the invoice. If you leave this field blank, the system date is used for the Invoice Date.

    Posting Date

    Type the posting date for the transactions. The default is the current system date.

  6. Set the output options on the Output Options tab. Use the following guidelines to enter field values:
    Invoice Comments

    Select whether to include invoice comments in the invoice calculation. The default is No.

    Invoice Register

    Select whether to include an invoice register with the invoice. The default is No.

    Bill, Unbill Report

    Select whether to print a report that shows billed and unbilled amounts. The default is No.

    Letter of Credit Summary Report

    Select whether to create a letter of credit summary report. The report sorts invoice transactions by the letter of credit number assigned to the contract and provides a total amount for each letter of credit. The default is No.

Followup Tasks

  • Use the invoice edit (BR20.x) forms to edit the invoice if needed.

  • Use Invoice Control (BR45.1) to release and print the invoice, and to interface records with Accounts Receivable.

  • Run Invoice print and Interface (BR121) to complete the invoice processing if you did not update with status 3.

  • Run Revenue Realization (BR131) to make corresponding revenue adjsutments if adjusments were made to an invoice. Updating Revenue with Revenue Realization

Related topics