Setting Up Invoice Print Styles for PGCA Contracts

This chapter provides an overview of the setup for invoice print styles for project and government contract accounting (PGCA) contracts, discusses how to set up an invoice print style for a PGCA contract, and provides an example of an invoice style.

Understanding Setup for Invoice Print Styles for PGCA Contracts

Using several setup programs within the JD Edwards EnterpriseOne PGCA system, you can create multiple styles of invoices that meet your business needs. In contrast to the invoice print setup in the JD Edwards EnterpriseOne Contract Billing system, these setup programs enable you to create your own invoice styles without using the JD Edwards EnterpriseOne Report Design Aid tool.

When you print invoices for PGCA contracts, the Invoice Print program (R48504) calls the Print U.S. Government 1035 Inv program (R52G507), which prints invoices using the styles that you have created. The invoices that the R52G507 program creates can be used as Standard Form 1035, which is required by the U.S. federal government.

Using the processing options for the R52G507 program, you can also run the Print U.S. Government 1034 Inv program (R52G508). This program prints Standard Form 1034, which is required by the U.S. federal government. The R52G508 program prints onto preprinted forms, so you cannot create your own style for this report.

Using the setup programs within the JD Edwards EnterpriseOne PGCA system, you can create invoice styles that:

• Display different billable transactions within different sections on an invoice.

• Summarize and sequence the billable transactions differently within each separate section on an invoice.

• Display burdening transactions in various formats.

• Summarize entire invoices either at the invoice level or the funding level or by business unit or business unit and subsidiary.

To create invoice styles, you first set up account range groups, burden and component rules, and text line codes, and then you attach them to individual sections within an invoice style. You can reuse account range groups, burden and component rules, and text line codes in multiple styles. The following topics discuss the various components of invoice styles.

Account Range Groups

Account range groups determine which transactions to include in an invoice section. Each account range group can contain an unlimited number of user defined object account ranges. When you set up invoice sections, you enter account range groups to identify which transactions should print in the section. For example, you might set up an account range group that includes all accounts that relate to employee travel and then attach the group to an invoice section called Travel.

You use the Invoice Account Range Groups program (P52G80) to set up account range groups and the system stores the ranges in the Account Range Group table (F52G80).

Burden/Component Rules

Burden and component rules enable you to specify how the system prints burden and component transactions in an invoice section. For each rule, you can enter one or more burden categories or component codes. You assign a summarization rule to each burden category or component code in the rule, and then specify a sequence number. The sequence number determines the order in which the system prints the burden categories or component codes on the invoice. You can set up an unlimited amount of burdens and components for each rule.

You use the Invoice Burden/Component Rules program (P52G86) to set up burden and component rules and the system stores them in the Invoice Printing Burden Rule table (F52G86).

Text Line Codes

Text line codes enable you to set up lines of text to print on the invoice. to set up the lines of text and associate them with a code. You can also use text line codes to create a blank line to create space between sections.

You use the Invoice Text Line Codes (P52G88) program to set up text line codes and the system stores them in the Invoice Printing Text Line Code table (F52G88).

Invoice Style Assignments

After you set up invoice styles, you assign them to invoice level contracts. You can also assign an invoice style using a blank invoice level contract number. The system prints this style for all invoice level contracts that do not have an invoice style assigned.

You use the Assign Invoice Styles program (P52G84) to set up assignments for styles and contracts and the system stores them in the Contract/Invoice Printing Style table (F52G84).

Invoice Styles

Invoice styles comprise multiple invoice sections. Each invoice section can contain the account range codes, burden and component rules, and text line codes that you set up. When you set up invoice styles, you first specify the following information at the header level:

• Presentation level

  Determines the level at which the system summarizes amounts. You can choose from four levels of summarization. The most detailed level is by business unit and subsidiary and the least detailed level is by invoice level.

• Print period of performance (POP) dates

  Determines whether the system prints the POP dates for the invoice in the header area of the invoice.

• Print awarded amounts

  Determines whether the system prints the awarded amounts from the invoice level contract on the invoice header.

• Print funded amounts

  Determines whether the system prints the funded amounts from the invoice level contract on the invoice header.

• Print cumulative amounts

  Determines whether you can print cumulative amounts on the invoice. For each section, you can select the option to not print cumulative amounts. However, if you do not select this option at the header level of the invoice style, you cannot print cumulative amounts for any sections within the style.

After you set up the presentation level and the header information for the invoice style, you set up the sections for the style. Because the various section types contain different types of transactions, each section type has specific guidelines. This table describes the guidelines for each section type:

For each contract, you can define multiple styles. For example, you might set up one style to meet the request of your customer, and then set up another style that is a more detailed version of the invoice to keep for your records. You might also set up different invoice styles for different invoice level contracts that are attached to the same contract.

You use the Invoice Printing Styles program to set up styles and the system stores them in the Invoice Printing Style Header (F52G81) and Invoice Print Style (F52G82) tables.

Additional Setup for Invoice Processing for PGCA Contracts

After you set up invoice styles and assign them to contracts, you must also specify which invoice print program and corresponding version the system should run. To accomplish this, you can either use invoice format codes, the processing options for the R48504 program, or a combination of the two, depending on the complexity of your invoice printing practices.

These examples illustrate different methods for specifying which invoice print program and version to run:

• If you use the same print program and version for all of your invoices, you might set up an invoice format code in the Invoice Print Version Cross Reference program (P48S58) for the XJDE0001 version of the R52G507 program, and then attach the invoice format code to all of your contracts.

• If you have both commercial and U.S. federal government contracts, you might set up one version of the R52G507 program that has the processing option set to run the R52G508 program, then create an invoice format code for this version of the R52G507 program and attach it to your PGCA contracts. You would then create another version of the R52G507 program that has the processing option set to not run the R52G508 program, create an invoice format code for this version and attach it to your commercial contracts.

• If you need to override the print program, version, or printing styles for certain invoices, you can use these processing options on the Project and Gov Print tab of the R48504 program to enter override information.

  • 1: Override Invoice Printing UBE

  • 2: Override Invoice Printing Version

  • 3: Override Invoice Printing Style

    These processing options override the invoice format codes and any other setup in the P48S58 program.

The hierarchy of how the system determines which invoice print version to use is covered in detail in the JD Edwards EnterpriseOne Contract and Service Billing Implementation Guide. The only difference for PGCA contracts is that the system uses the processing options on the Project and Gov Print tab instead of the Print tab.

Setting Up an Invoice Printing Style for a PGCA Contract

This section discusses how to:

• Add an invoice account range group.

• Add an invoice burden/component rule.

• Add an invoice text line code.

• Add an invoice printing style.

• Assign invoice styles.

Forms Used to Set Up an Invoice Printing Style

Adding an Account Range Group

Access the Account Range Group Revisions form.

Account Range Group	Enter a code for the account range group.
Description	Enter a description for the account range group.
Beginning Object Account and Ending Object Account	Enter a range of object accounts. The system generates an error if the beginning object account is not less than the ending object account, but the system does not validate whether existing ranges overlap.

Adding an Invoice Burden/Component Rule

Access the Invoice Printing Burden/Component Rule Revisions form.

Burden/Component Rule	Enter a code for the burden or component rule. You can enter either a burden or a component code, but not both.
Sequence Number	Enter a sequence number for the rule. The system uses this number to determine the order in which the burden or component prints on the invoice.
Burden Category or Component Code	Enter the code of the burden category or component to which the rule applies.
Summarization Rule	Select a code to specify how the system summarizes and prints the amounts for the specific burden category or component within the invoice section. Values are: 1:Add to Base Line Add the burden or component amount to the base transaction amount. 2:Detailed after Base Line Print the burden or component amounts by burden category or component code after the base transaction line. 3: By burden at Section End Print the burden or component amounts by burden category or component code at the end of the section. 4:By Burden in App Burden Sec Print the burden or component amounts by burden category or component code in a separate Applied Burden or Component section. 5:One Line in Applied Burden Sec Print one summarized line for the burden or component amounts in the Applied Burden or Component section. The system stores valid summarization rules in user-defined code (UDC) table 52G/SR. These values are hard-coded.

Adding a Text Line

Access the Invoice Printing Text Line Code Revisions form.

Text Line Code	Enter a code to identify the text line.
Text Line	Enter the text to be printed on the invoice.

Note. To create a blank line, enter BLNK in the Text Line Code field and leave the Text Line field blank.

Adding an Invoice Printing Style

Access the Invoice Printing Style Revisions form.

Presentation Level	Specify the level at which you want the system to separate out invoice amounts. Values are: 1: Invoice Level Contract The system combines amounts from all funding level contracts for the invoice level contract. For example, if the invoice style contains a labor section, the system combines labor amounts from all funding level contracts for the invoice into one labor section. 2: Funding Level Contract The system prints amounts for each funding level contract for the invoice level contract in separate sections. For example, if the invoice style contains a labor section, the system prints a labor section for each funding level contract and then prints a summary for the invoice level contract at the end. 3: Business Unit The system prints subheadings for each business unit within each funding level for the invoice level contract and then prints the invoice style sections for that business unit. The system also prints a summary for the invoice level contract at the end. 4: Business Unit + Subsidiary The system prints subheadings for each business unit and subsidiary within each funding level for the invoice level contract and then prints the invoice style sections for that business unit and subsidiary. The system also prints a summary for the invoice level contract at the end. The system stores valid values in UDC table 52G/PL. These values are hard-coded. Note. For presentation levels 2, 3, and 4, the amounts for the invoice level summary are summarized by section into one line. The system does not repeat the detail that was printed for each funding level, business unit, or business unit and subsidiary. For example, if you select presentation level 2 and then set up a Labor and a Travel section, each with a Current Amount Summarization Rule of 3: for Employee Name, the system summarizes amounts as follows: For each funding level, the system prints a Labor section with amounts summarized by employee name and prints a Travel section with amounts summarized by employee name. After the last funding level for the invoice level contract, the system prints a Labor section with the labor amounts from all funding levels summarized into one line and then prints a Travel section with the travel amounts from all funding levels summarized into one line.
Print POP Dates (print period of performance dates)	Select to indicate that the system should print the POP dates from the contract in the invoice header.
Print Cum Amounts (print cumulative amounts)	Select to indicate that the system should print cumulative amounts in the invoice sections.
Print Funded Amounts	Select to print funded amounts for the contract in the invoice header. If you selected 1 in the Presentation Level field, the system prints the total funded amounts of all funding levels that are attached to the invoice level. If you selected 2, 3, or 4 in the Presentation Level field, the system prints the funded amounts for the funding level.
Print Awarded Amounts	Select to indicate that the system should print awarded amounts for the contract in the invoice header. If you selected 1 in the Presentation Level field, the system prints the total awarded amounts of all funding levels that are attached to the invoice level. If you selected 2, 3, or 4 in the Presentation Level field, the system prints the awarded amounts for the funding level.
Sequence Number	Specify the order in which the section should print on the invoice.
Section Name	Enter a name for the section. The system prints this name on the invoice as a section title.
Section Type	Select the code that represents the type of transactions for the section. Values are: A: Award Fee B: Labor Burden BRD: Applied Burden/Component D: Direct Draw DSC: Discount EXC: Limit Exceeded Adjustment F: Fee Line L: Lump Sum M: Milestone OTH: Other P: Progress R: Rated Draw RET: Retainage S: Cost Plus SBT: Subtotal T: Time and Material TAX: Tax TXT: Text U: Unit Price Depending on the section type that you select, the system requires you to complete additional fields. The system stores valid section types in UDC table 52G/ST. These values are hard-coded. Note. If the section does not contain any amounts, the system does not print the section on the invoice.
Account Range Group	Select the account range group of the accounts that are applicable to the section.
Burden/Component Rule	Select a burden/component rule to determine how the system prints burden and component transactions.
Current Amt Summarization (current amount summarization)	Specify how the system summarizes and sequences the current amounts in the invoice section. Values are: 1: Detail (Every Transaction) 2: One Line 3: Employee Name 4: Employee Name + Date 5: Job Type (Labor Category) 6: Job Type + Emp Name 7: Job Type + Emp Name + Date 8: Job Type + Job Step 9: Job Step 10: Object Account 11: Pay Type (PDBA) 12: Name Alpha Extension (EXA) 13: Name Remark Explanation (EXR) The system stores valid values for this field in UDC table 52G/CR. These values are hard-coded.
Cum Amt Summarization (cumulative amount summarization)	Specify how the system summarizes and sequences the cumulative amounts in the invoice section. This field is available only if you have selected the Print Cum Amounts check box in the header of the invoice style. The system stores valid values for this field in UDC table 52G/CM. These values are the same as those in UDC table 52G/CR and are hard-coded. Depending on the value that you select in the Current Amt Summarization field , only certain values are valid. Valid combinations are: Current Amount Summarization: 01 and Cumulative Amount Summarization: 01 or 02. Current Amount Summarization: 02 and Cumulative Amount Summarization: 02. Current Amount Summarization: 03 and Cumulative Amount Summarization: 02 or 03. Current Amount Summarization: 04 and Cumulative Amount Summarization: 02, 03 or 04. Current Amount Summarization: 05 and Cumulative Amount Summarization: 02 or 05. Current Amount Summarization: 06 and Cumulative Amount Summarization: 02, 05 or 06. Current Amount Summarization: 07 and Cumulative Amount Summarization: 02, 05, 06 or 07. Current Amount Summarization: 08 and Cumulative Amount Summarization: 02, 05 or 08. Current Amount Summarization: 09 and Cumulative Amount Summarization: 02 or 09. Current Amount Summarization: 10 and Cumulative Amount Summarization: 02 or 10. Current Amount Summarization: 11 and Cumulative Amount Summarization: 02 or 11. Current Amount Summarization: 12 and Cumulative Amount Summarization: 02 or 12. Current Amount Summarization: 13 and Cumulative Amount Summarization: 02 or 13.
Print Units	Specify how to print units on the invoice section. Values are: Blank: Do not print units. 1: Print units for current amounts only. 2: Print units for cumulative amounts only. 3: Print units for current and cumulative amounts. The system stores valid values for this field in UDC table 52G/PU. These values are hard-coded.
Print Rate	Specify how to print rates on the invoice section. Values are: Blank: Do not print rates on the invoice section. 1: Print rates for current amounts only. The system stores valid values for this field in UDC table 52G/PR. These values are hard-coded.
Beginning Sequence and Ending Sequence	Enter the range of sequence numbers of the invoice sections to be included in the subtotal. If the range that you specify includes any other SBT sections, the system excludes them from the subtotal amount.
Text Line Code	Select the code for the text line that you want to use for the invoice section.
Print Section Total	Specify whether to print a total at the end of the section. If you select this check box for a section that is set up to print units, the system uses the value in the Print Units field for the section to determine how to print units in the section total.

Assigning an Invoice Style

Access the Assign Invoice Styles form.

To assign invoice styles, enter the contract number for the invoice level, and then enter the invoice style and the sequence number to determine the order in which the system prints the invoice styles for a contract.

Example: Invoice Style

This section provides an example of an invoice style.

Example: STYLE001

In this example, you set up account range groups, burden/component rules, and a text line code, and then you use them in a new invoice style that you create, STYLE001.

You first set up account range groups in the Invoice Account Range Groups program (P52G80). These examples show how you have set up account range groups:

You then set up a burden/component rule in the Invoice Burden/Component Rules program (P52G86) for printing burdened amounts for burden category FR (fringe) at the end of the section. This example shows how you have set up burden/component rule BRD1:

You set up another burden/component rule for printing burdened amounts for burden category GA (general and administrative) after each base line. This example shows how you have set up burden/component rule BRD2:

You then set up one text line code to print contact information at the end of the invoice. This example shows how you have set up the text line code:

Finally, you set up invoice style STYLE001 in the Printing Style Details program (P52G82). The following form examples show the setup in the P52G82 program for your style.

This form shows the first six columns that appear in the grid:

This form shows the next six columns that appear in the grid, with the Sequence Number field repeated:

This form shows the last eight columns that appear in the grid, with the Sequence Number field repeated:

For each invoice level contract that is assigned to STYLE001, the system prints this information on the header of the invoice:

• POP dates.

• Funded amounts

• Awarded amounts

Because STYLE001 uses funding level contract as the presentation level, the system summarizes amounts for all sections by funding level, and then prints a summary of all funding levels for the invoice level. The following subtopics describe the results of the setup for each section in STYLE001.

Sequence Number 1: Labor Section

The system prints the Labor section first. This table lists the fields and values of the Labor section for STYLE001 and describes the resulting appearance of the section:

This is an example of a Labor section for STYLE001:

Sequence Number 2: Material Section

The system prints the Material section next. This table lists the fields and values of the Material section for STYLE001 and describes the resulting appearance of the section:

This is an example of a Material section for STYLE001:

Sequence Number 3: Travel Section

The system prints the Travel section next. This table lists the fields and values of the Travel section for STYLE001 and describes the resulting appearance of the section:

This is an example of a Travel section for STYLE001:

Sequence Number 4: Postage and Freight

The system prints the Postage and Freight section next. This table lists the fields and values of the Postage and Freight section and describes the resulting appearance of the section:

This is an example of a Postage and Freight section from STYLE001:

Sequence Number 5: Cost Subtotal Section

The system prints the Cost Subtotal section next. This table lists the fields and values of the Cost Subtotal section and describes the resulting appearance of the section:

This is an example of a Cost Subtotal section for STYLE001:

Sequence Number 6: Fees Section

The system prints the Fees section next. This table lists the fields and values of the Fees section and describes the resulting appearance of the section:

This is an example of a Fees section for STYLE001:

Sequence Number 7: Retainage Section

The system prints the Retainage section next. This table lists the fields and values of the Retainage section and describes the resulting appearance of the section:

This is an example of a Retainage section for SYLE001:

Sequence Number 8: Other Section

The system prints the Other section next. This table lists the fields and values of the Other section and describes the resulting appearance of the section:

If you have set up your invoice style correctly, this section should not contain any amounts. If this section does not contain any amounts, the system does not print it on the invoice.

Sequence Number 9: Contact Information

The system prints the Contact Information section next. This table lists the fields and values of the Contact Information section and describes the resulting appearance of the section:

This is an example of a Contact Information section for STYLE001: