Project - Bill Terms Tab

The Bill Terms tab allows you to define basic billing elements for a project. This includes the client to bill and the format of the bill. While it is expected that most projects will only contain a single set of bill terms, multiple bill terms can be created for different portions of the project. Some projects (for example, ones with only non-chargeable tasks), do not need bill terms defined. However, chargeable tasks cannot be billed until bill terms are established.

The default view displays a single instance of a project bill term with all of the detail fields needed to define it. When multiple bill terms are defined, use the previous and next buttons to switch between them. A list view is also available as discussed below. In addition to the Detail view, the Bill Terms tab also contains a List view. This view allows you to view multiple bill term instances in a simplified, list format.

General

In the General area, enter general information about the bill term.

Note: Changing the value in Code, Name, Status, and Bill Description will update the value on both the Bill Term and Bill Structure tabs.

Req'd	Field	Description
	Code	Enter a unique code for the bill term.
	Name	Enter a name to describe the bill term. The name does not have to be unique.
	Prebill Review	Select the check box to turn on the optional Prebill Review workflow.
	Prebill Reviewer Type	Select the role for overseeing the Prebill Review of this Bill Term. Options are Biller, Employee, Project Administrator, Project Director, and Project Manager.
	Prebill Reviewer	Select the employee responsible for the Prebill Review of this Bill Term when using optional Prebill Workflow state, Preview. This is only available when the Prebill Reviewer Type is Employee.
	Biller	Enter or select the person who is responsible for billing on the Bill Term. Only active or pending active employees can be selected.
	Client	Enter or select the client who will receive bills for the project. Only active or pending active clients can be selected. The default is the project Client.
	Client Bill Routing	Enter or select the bill routing associated with the project's bill terms. This determines the contact and address where bills are sent. Only active bill routings for the Client can be selected. When you select a bill routing option, the system automatically pulls in any other email configurations you have set up in the Email Configurations document. You can override these configurations by selecting the Bill Term option from the Email Configuration Basis field in the Email Configurations section of this document.
	Receivable Statement	Select if a Receivable Statement report should include the bill term. For more information about the report, see Receivable Statement (Report).
	Client Payment Term	Enter or select an active payment term. This is used on bills to calculate the due days and interest percent. If a payment term is not selected, the terms for the Client are used.
	Bill Remit Routing	Enter or select an active bill remit routing. This is the contact and address information where payments for the bill term should be sent. The bill may include information from the remit location on the printed bill. If a remit routing is not selected, the information is pulled from the Bill Style.
	Retainage %	Enter the percentage of the bill that should be retained, or not billed, until the work on the project is completed. Retainage amounts are typically posted to a separate project receivables account so that the amounts can be distinguished from project receivables.
	Bill Cycle	Enter or select an active bill cycle. This is used as a possible selection criteria when a prebill or bill is generated. For example, separate bill cycles can be created for various weeks of the month.
	Tax System	Select the tax system to use for billings. Available selections include None, VAT, and Direct Sales Tax. If the company is set up for VAT, this field defaults to VAT and is read-only.
	Bill Exception	Select if users can force creation of prebills and / or final bills. By default, neither is selected. Available selections include none, Force Prebill, and Force Final Bill. For example, Force Prebill might be selected if a CPM fee limit is exceeded, the fee is changed, and no additional charges exist. Even though billing is not needed, the force will always create the prebill so that the billing amount is visible. Force Final Bill can be selected if a client requires a monthly bill even where there is no billable amount. Note: When Force Prebill is selected and Force Final Bill is not selected, users can still create a Final Bill from a PreBill in the Bills Inquiry. See Final Bill.
	Bill Code	Enter the code to use on the bill for the bill term. By default, the Code is used, but this value can be edited.
	Bill Name	Enter the name to use on the bill for the bill term. By default, the Name is used, but this value can be edited.
	Contract	Enter or select an active or pending inactive contract to associate with the bill term. By default, the Contract entered on the Info tab is used, but this value can be edited.
	Project Bill Code	Enter the code to use on the bill for the project. By default, the project Code is used, but this value can be edited.
	Project Bill Name	Enter the name to use on the bill for the project. By default, the project Name is used, but this value can be edited.
	Bill Description	Enter text to describe the function or scope of the bill term. This text appears both on the Prebill and on the Final Bill.
	Collection Group	Enter or select an active collection group. This may be used to identify the project for bill collection activities.
	Comment	Enter text to describe how the bill term might be used. This text appears only on the Prebill, and does not appear on the Final Bill.
	Status	Select the status of the bill term.

Prebill Review

Once Prebill Review is activated and a Prebill Reviewer is assigned, the Reviewer will begin to see prebills in the Preview state.

They can then make edits and prepare the prebill for viewing before submitting the prebill to the In Progress state.

While In Progress, the Submitter can view the prebill.

Email Configurations

In the Email Configurations area, select an email configuration basis and define a list of recipients to receive notifications from the final bill process. For additional information on email capabilities, see Manage Emails.

Req'd

Field

Description

Source Document Type

Displays Final Bill. This is the BST11 document type associated with the email.

Email Configuration Basis

Select the email configuration basis from the drop-down list:

Bill Routing: The final bill process sends an email and all email configuration fields are set to selections on Client Bill Routing for Bill Terms. Select this option if you do not need to edit the Email Template or list of Recipients.
Bill Term: The final bill process sends an email and all email configuration fields are set to the selection in the Client Bill Routing field for Bill Terms. Select this option if you want to override the settings and edit the Email Template or list of Recipients.

Note: Any Client Bill Routing changes to the Email Configuration fields are loaded from the new Bill Routing.

Email Template

Enter or select an active email template. A template defines the information, structure, and layout that will be included in emails.

Note: If a template applied to the email configuration for a final bill has a status of inactive, emails for the bill will not be sent automatically.

Email Attachment Type

Select an email attachment type from the drop-down list:

Final Bill (default) - Select this option to attach the Final Bill report to the automatic email created from the Final Bill document.
Bill Packet - Select this option to attach the Final Bill Packet to the automatic email created from the Final Bill document.

Note: If you change the Email Configuration Basis field from Bill Term to Bill Routing when the Email Attachment Type field value is Bill Packet, the Email Attachment Type field automatically resets to Final Bill.

Email Recipients

The Email Recipients list allows you to define a list of people to receive email notifications. At least one of the To, Cc or Bcc or Reply To fields must be selected for each recipient.

	Field	Description
	Email Address Type	Select the type of recipient: Biller: This option will select the Biller on the project. Contact: This option allows you to select a Contact from your database. Employee: This option allows you to select an Employee from your database. Project Administrator: This option will select the Project Administrator on the project. Project Director:This option will select the Project Director on the project. Project Manager:This option will select the Project Manager on the project. Specified Address: This option allows you to manually enter a recipient. When selected, an Email Address must be entered.
	Employee	Enter or select an employee. Only active employees that have an email defined can be selected. This field is required when Type is Employee.
	Contact	Enter or select a contact. Only active employees that have an email defined can be selected. This field is required when Type is Contact.
	Email Address	When Type is Specified Address, enter a valid email address.
	To	Select to add the recipient to the To line in the email. By default, To is selected.
	Cc	Select to add the recipient to the Cc line in the email.
	Bcc	Select to include the recipient in the BCC field of emails.
	Reply To	Select to include the recipient in the Reply To field of emails. This option can only be selected for one recipient (email) and cannot be selected for a contact type recipient.

Style

In the Style area, enter configuration settings to control the display of the bill. These options are optionally available depending on if the selected bill style has configuration options that are not fixed. Styles are not required. When no configuration values are entered, the default display of the bill report and any values defined on the bill style are used. Bill Styles are available only when Type in Bill Format is Client.

Req'd	Field	Description
	Bill Style	Enter or select an active bill style. This establishes the billing style to use on bills, which includes bill report format and other default configuration settings.
	Prebill Backup Style	Displays a Prebill Backup Style if the Project Bill Term Bill Style has a Prebill Backup Style associated with it. All Project Bill Terms associated with this Bill Style will also use this Prebill Backup Style. This defaults to a Bill Backup Style if one exists for the Project Bill Term Bill Style or it is blank.
	Override Prebill Backup Style	Select an Override Prebill Backup Style if you require a different Prebill Backup Style. If an Override Prebill Backup Style is selected, the Bill Backup process uses the override to determine backup configurations. This defaults to blank.
	No Prebill Backup	Select to indicate no backup will be generated for the Project Bill Term on the Prebill.
	Final Bill Backup Style	Displays a Final Bill Backup Style if the Project Bill Term Bill Style has a Final Bill Backup Style associated with it. All Project Bill Terms associated with this Bill Style will also use this Final Bill Backup Style. This defaults to a Bill Backup Style if one exists for the Project Bill Term Bill Style or it is blank. When the Final Bill is created from a Prebill, the backup is only used if all reports exist prior and the Bill Term Final Bill Backup Style is the Backup Style on the prebill.
	Override Final Bill Backup Style	Select an Override Final Bill Backup Style if you require a different Final Bill Backup Style. If an Override Final Bill Backup Style is selected, the Bill Backup process uses the override to determine backup configurations for the Final Bill. This defaults to blank.
	No Final Bill Backup	Select to indicate no backup will be generated for the Project Bill Term on the Final Bill.
	Bill Configurations list	Flag: Displays if the item is an override. Configuration: Enter or select an active bill configuration item. Only items that are used by the bill format or the selected bill style and do not have a fixed value can be selected. Value: Enter or select an active value. Only values for the Configuration can be selected.

Agency Pools

The Agency Pools area allows you to select the Agency Pool Schedules to be used for the CPFF Agency Pool Bill Report.

Note: Agency Pool Labor Schedules that have an Agency here must also have a matching Agency on the Project - Info tab.

Req'd	Field	Description
	Labor Schedule	The Labor Agency Pool Schedule associated with the Project Bill Term. This defaults to blank and is a reference to active Agency Pool Schedules that have a Type = Labor. This is required if the Agency Pool Schedule is selected.
	Regular Profit %	The Regular Profit % associated with the Bill Term . This defaults to zero (0) and is used for the CPFF Agency Pool Bill Report Regular Direct Salaries and OH Fixed Fee %. This is required and only enabled if the Agency Pool Schedule is selected.
	Premium Profit %	The Premium Profit % associated with the Bill Term. This defaults to zero (0) and is used for the CPFF Bill Report OT Premium Labor Fixed Fee %. This is required and only enabled if the Agency Pool Schedule is selected.
	Expense Schedule	The Agency Pool Schedule associated with the Project Expense Term. This defaults to blank and is a reference to active Agency Pool Schedules that have a Type = Expense. If the Agency Pool Expense Schedule is selected, it must have a Default Multiplier Group.
	Default Multiplier Group	The Multiplier Group used for Agency Pool CPFF Expense calculations. Only one Multiplier group line is allowed per CPFF Agency Pool Report. The Default Multiplier Group defines which group the report will use when determining what multiplier to use for an Expense transaction when calculating values for the CPFF Agency Pool Bill Report. If the multiplier group does not exist on the Expense Agency Pool Schedule, the multipliers are defined on the Multiplier group document and the Agency Pool Type Code in which the transaction belongs to. These are based on Company / Organization or default Agency Pool Type. This defaults to blank and becomes enabled and required if the Agency Pool Expense Schedule is selected.
	Expense Profit %	The Expense Profit % associated with the Bill Term that is used for the CPFF Bill Report and Expense Fixed Fee %. This is read-only and becomes enabled and is required if the Agency Pool Expense Schedule is selected.

Labor Bill Name Schedule

In the Labor Bill Name Schedule area, select a bill name schedule and then define any schedule overrides as needed.

Req'd	Field	Description
	Labor Bill Name Schedule	Enter or select an active labor bill name schedule. These schedules correlate your internal activity, class, and employee codes with the activity, class, and employee codes mandated by your clients for presentation on the bill. This alters the transaction Activity and Bill Class codes and names with the schedule versions on the client bill.
	Schedule Overrides	The schedule overrides list allows you to enter further, project-specific overrides to the labor bill name schedule. Overrides are only available once a Labor Bill Name Schedule has been selected above. Override names replace schedule names when defined. Selection order is defined in the schedule. Flag: Displays if the item is an override. Type: Select if the rate type you want to override is for an Activity, Class, or Employee Item: Enter or select which activity, class, or employee rate that is being overridden. The selection in Type defines if activities, classes, or employees are available in this field. Only active, pending active, or pending inactive items can be selected. Bill Code: Enter or select the code to use instead of the original code. For employees or classes, this replaces the Class Code. For activities, this replaces the Activity Code. Bill Name: Enter the name that should be used in place of the original name. For employees or classes, this replaces the Class Name. For activities, this replaces the Activity Name. Two optional fields are also available. If the item is an override, then these fields display the overridden values. Initial Bill Code: Displays the original bill code. Initial Bill Name: Displays the original bill name.

Req'd

Field

Description

Labor Bill Name Schedule

Enter or select an active labor bill name schedule. These schedules correlate your internal activity, class, and employee codes with the activity, class, and employee codes mandated by your clients for presentation on the bill. This alters the transaction Activity and Bill Class codes and names with the schedule versions on the client bill.

Schedule Overrides

The schedule overrides list allows you to enter further, project-specific overrides to the labor bill name schedule. Overrides are only available once a Labor Bill Name Schedule has been selected above. Override names replace schedule names when defined. Selection order is defined in the schedule.

Flag: Displays if the item is an override.
Type: Select if the rate type you want to override is for an Activity, Class, or Employee
Item: Enter or select which activity, class, or employee rate that is being overridden. The selection in Type defines if activities, classes, or employees are available in this field. Only active, pending active, or pending inactive items can be selected.
Bill Code: Enter or select the code to use instead of the original code. For employees or classes, this replaces the Class Code. For activities, this replaces the Activity Code.
Bill Name: Enter the name that should be used in place of the original name. For employees or classes, this replaces the Class Name. For activities, this replaces the Activity Name.

Two optional fields are also available. If the item is an override, then these fields display the overridden values.

Initial Bill Code: Displays the original bill code.
Initial Bill Name: Displays the original bill name.

Unit Bill Name Schedule

In the Unit Bill Name Schedule area, select a unit bill name schedule and then define any schedule overrides as needed.

Req'd	Field	Description
	Unit Bill Name Schedule	Enter or select an active unit bill name schedule. These schedules correlate your internal unit codes with the unit codes mandated by your clients for presentation on the bill. This alters the transaction Unit with the schedule version on the client bill.
	Schedule Overrides	The schedule overrides list allows you to enter further, project-specific overrides to the unit bill name schedule. Overrides are only available once a Unit Bill Name Schedule has been selected on above. Override names replace schedule names when defined. Selection order is defined in the schedule. Flag: Displays if the item is an override. Unit: Enter or select a unit. Only active or pending inactive units can be selected. Bill Code: Enter the code you want to display for the selected unit on bills. Bill Name: Enter the name you want to display for the selected unit on bills. Two optional fields are also available. If the item is an override, then these fields display the overridden values. Initial Bill Code: Displays the original bill code. Initial Bill Name: Displays the original bill name.

Req'd

Field

Description

Unit Bill Name Schedule

Enter or select an active unit bill name schedule. These schedules correlate your internal unit codes with the unit codes mandated by your clients for presentation on the bill. This alters the transaction Unit with the schedule version on the client bill.

Schedule Overrides

The schedule overrides list allows you to enter further, project-specific overrides to the unit bill name schedule. Overrides are only available once a Unit Bill Name Schedule has been selected on above. Override names replace schedule names when defined. Selection order is defined in the schedule.

Flag: Displays if the item is an override.
Unit: Enter or select a unit. Only active or pending inactive units can be selected.
Bill Code: Enter the code you want to display for the selected unit on bills.
Bill Name: Enter the name you want to display for the selected unit on bills.

Two optional fields are also available. If the item is an override, then these fields display the overridden values.

Initial Bill Code: Displays the original bill code.
Initial Bill Name: Displays the original bill name.

Taxes

In the Taxes area, enter the taxes that will be applied to the bills through the use of the Bill Term. When the Bill Term tax is VAT, at least one tax line must be defined.

Req'd	Field	Description
	Tax	Enter or select an active tax that belongs to the correct tax system. If the Bill Term tax system is VAT, only VAT taxes are allowed; when it is not VAT, all non-VAT taxes are allowed.

Surcharges

In the Surcharges area, enter the bill surcharges that will be applied to the bills through the use of the Bill Term.

Req'd

Field

Description

Bill Surcharge

Enter or select an active bill surcharge.

Task

Enter or select the project task to which the bill surcharge is to be posted. The surcharge will post against this task, using the project company and organization. The account used comes from the surcharge's posting group.

If the surcharge basis is Billable Labor Hours and Labor and the Bill Tasks are displayed on the cover, the bill surcharge must be calculated and included in the value as the basis for Fixed Fee.

Distribution Method

Select the expense adjustment posting for the bill surcharge. Options are Fixed Task and Individual Tasks.

For Fixed Task:

The expense adjustment distribution posts cost and effort to the bill surcharge task, project company and organization.
The account comes from the bill surcharge posting group. Multiple bill surcharges with Fixed Task distribution method can all have the same task or different tasks. Distribution method is read only for Fixed Task if the bill surcharge basis is a pretax amount.
The Final Bill processing creates an expense adjustment posting that distributes surcharge amount to the task defined on the bill term surcharge. This option is required when the Bill Surcharge Basis is pretax amount and available for bill surcharge basis of cost, effort, and Billable Labor Hour.

For Individual Tasks:

The expense adjustment distribution posts cost and effort to the transaction tasks, project company and organization.
The account comes from the bill surcharge posting group.
The Final Bill processing creates an expense adjustment posting that distributes surcharge amount to each transaction. This is only available for bill surcharge basis of cost, effort and Billable Labor Hour.

Organization Posting

Select the expense adjustment debt lines organization. The options are: Owning and Working where:

Owning is owning organization of the project. This is the default.
Working is working organization of the transaction.
Organization posting is read only when distribution method is Fixed Task, which sets this field to Owning.

Include Units in Distribution

Select this checkbox to ensure Surcharge amount is accurately reflected on the Expense Adjustment by individual transaction upon Final Bill Submittal.

Note: The CVSURCHARGEUNIT Bill Configuration determines if labor and expense unit values are included in the bill surcharge calculations on the Bill report. The Include Units in Distribution should be set to match this configurations setting. By default, this value is set to Yes on standard reports.