This chapter contains these topics:
After you accumulate billable cost information, you can review the related workfile transactions to verify that the information the system retrieved from the source transactions is correct. Source transactions are the transactions that the system stores in the Account Ledger table (F0911). The system might also require other information from the originating systems to process some source transactions.
Reviewing the workfile consists of the following tasks:
Locating transactions in the workfile
Reviewing transaction totals
Verifying contract information
When you review transactions in the Billing Workfile (F4812), you should look for potential errors, such as:
Payroll transactions charged to the incorrect work order or job
Incorrect markup amounts (if changes are made to your markup tables since the creation of your workfile transactions)
If you work in a multi-currency environment, you can review the workfile in the domestic currency or in the foreign currency.
The following graphic illustrates the windows and forms that you can access as you review workfile transactions.
Figure 18-1 Windows and Forms for Workfile Transactions
To review the transactions in the Billing Workfile (F4812), you must first locate them. You can enter search criteria to control the workfile transactions that the system displays. If you specify more values in your search criteria, the system displays more specific transaction information.
Locating transactions in the workfile consists of the following tasks:
Reviewing workfile transactions
Reviewing burden transactions
Reviewing component transactions
You can review the following transactions in the workfile:
Topic | Description |
---|---|
Workfile transactions | Workfile transactions are copies of source transactions that represent the billable costs for your company. When you accumulate costs, the system copies source transactions to create workfile transactions with any applicable markup and tax amounts. |
Burden transactions | Burden transactions represent the cost over and above the direct labor wages or salaries that a company incurs as a result of employing people. Burden transactions might include:
The billing system always processes burden transactions in conjunction with associated labor transactions. |
Component transactions | Component transactions represent additional costs that you add to the original cost of services or time and materials when you bill a customer. For example, component transactions might be used to offset the cost of borrowing money.
The billing system always processes component transactions in conjunction with associated workfile transactions. |
From Contract Billing Processing (G52), choose Workfile Generation
From Workfile Generation (G4822), choose Revisions (P4812)
You can review specific workfile transactions to verify accounting and billing information, such as the document type, classification, account number, amount, and eligibility for processing. You can also determine whether a workfile transaction is taxable and whether it includes associated burden or component transactions.
To review workfile transactions
On Revisions
Complete one or more of the following fields to locate workfile transactions:
Customer Number
BCI Number
Account Number (or Job/Business Unit)
Employee/Supplier
Contract Number
Equipment Worked
To locate specific workfile transactions, complete the following optional fields:
Subledger
Subledger Type
Job Type
Job Step
G/L Date From
G/L Date Thru
Review the following fields:
Transaction Classification
Eligibility Code
Taxable
Components
Burden
Field | Explanation |
---|---|
Customer Number (AN8O) | The address book number to which the system posts billing and accounts receivable transactions.
Form-specific information Enter a customer's Address Book number in this field to search for transactions associated with that customer. |
Billing Control ID (BCI) | A unique number that identifies a detail transaction in the Billing Workfile (F4812). The system uses the number, which is automatically assigned through the Next Numbers facility (System 48, Index 2), to create an audit trail for tracking transactions through the billing process. A component record has the same billing control ID as the billing transaction on which it is based.
Form-specific information Enter the billing control ID of the billing transaction you want the system to display. |
Business Unit (MCU) | A code that identifies a separate entity for which you want to track costs within a business. For example, a business unit might be a job, project, work center, or branch/plant.
Business unit security can prevent you from locating business units for which you have no authority. Form-specific information Enter a business unit in this field to search for transactions associated with that business unit. |
Obj Acct (OBJ) | The object account portion of a general ledger account. The term "object account" refers to the breakdown of the Cost Code (for example, labor, materials, and equipment) into subcategories (for example, dividing labor into regular time, premium time, and burden). If you are using a flexible chart of accounts and the object is set to 6 digits, JD Edwards World recommends that you use all 6 digits. For example, entering 000456 is not the same as entering 456, because the system enters three blank spaces to fill a 6-digit object. |
Subsid (SUB) | A subdivision of an object account. Subsidiary accounts include more detailed records of the accounting activity for an object account. |
Employee /Supplr (AN8) | A number that identifies an entry in the Address Book system. Use this number to identify employees, applicants, participants, customers, suppliers, tenants, and any other Address Book members. |
Equipment Worked (EQCG) | Enter an equipment number to search for transactions associated with a particular piece of equipment. |
Subledger (SBL) | A number that identifies a work order in the Contract Billing system. In general, if you specify a work order, you must also specify W as the subledger type for the work order.
Form-specific information Enter a work order number in this field to search for transactions associated with that work order. |
Work Order/Subledger Type (SBLT) | A user defined code (UDC 00/ST) that you use with the Work Order (Subledger) field. For a work order, the subledger type must be W.
Note: If you use A/P speed code entry, the field can be blank. |
Job Type (JBCD) | A user defined code (UDC 07/G) that defines the jobs within your organization. You can associate pay and benefit information with a job type and apply that information to the employees who are linked to that job type. |
Job Step (JBST) | A user defined code (UDC 07/GS) that designates a specific level within a particular job type. The system uses this code in conjunction with job type to determine pay rates by job in the Pay Rates Table. |
G/L Date From (EFTB) | The date when an address, item, transaction, or table becomes active, or the date from when you want transactions to appear. The way that the system uses this field depends on the program. For example, the date that you enter in this field might indicate when a change of address becomes effective; or it could be a lease effective date, a price or cost effective date, a currency effective date, a tax rate effective date, and so on. |
G/L Date Through (EFTE) | The date on which the item, transaction, or table becomes inactive or the date through which you want transactions to display. |
Transaction Classification (TCLS) | A code that identifies the classification of a billing transaction. Valid codes are:
blank Ad hoc entry in the active Billing Workfile (F4812) 1 – Labor 2 – Payroll burden 3 – Equipment 4 – Inventory (future use) 5 – Purchasing 6 – Journal Entry 7 – Ad hoc entry in an existing invoice batch 8 – System-generated control record 9 – System-generated limiting offset for a contract (future use) A – System-generated revenue record for a non-T&M billing line on a contract (Contract Billing only) W – Service and Warranty |
Eligibility Code (ELGC) | A code that identifies the type of processing for which a transaction in the Billing Workfile (F4812) is eligible. This code controls the operation at the single transaction level. The values are:
0 – Eligible for both invoicing and revenue recognition 1 – Eligible for invoicing only 2 – Eligible for revenue recognition only 3 – Non-billable 4 – Eligible for cost processing only Note: If the transaction belongs to a billable account, the system generates the eligibility code using the information in the Journal Generation field on the Billing Constants (P48091) form and the Billable Y/N field in the Account Master (P0901). |
Taxable - Y/N (TX) | A code that indicates whether the item, by itself, is subject to tax. |
Component/Burden | A brief description of a code or abbreviation.
Form-specific information An "X" in the C column denotes that components exist for this workfile transaction. An "X" in the B column denotes that there is burden associated with this workfile transaction. |
Topic | Description |
---|---|
Eligibility codes | The system assigns eligibility codes to workfile transactions based on the Billable (Y/N) field in the Account Master table and the Journal Generation Control field in the system constants.
For example, if the Billable (Y/N) field for a transaction is a Y and the Journal Generation Control field is set for both revenue recognition and billing, the eligibility code for the transaction is 0. An eligibility code of 0 indicates that the transaction is eligible for both revenue recognition and billing. If the same account with a Y in the Billable (Y/N) field is processed through the billing system and the Journal Generation Control field is set for billing only, the eligibility code for the transaction is 1. An eligibility code of 1 indicates that the transaction is eligible for billing only. |
From Contract Billing Processing (G52), choose Workfile Generation
From Workfile Generation (G4822), choose Revisions (P4812)
Burden is the cost that a company incurs as a result of employing people. Burden can include:
Company-paid payroll taxes
Insurance
Fringe benefits, such as union pensions
Direct labor costs, such as small tools
You use a system constant to control whether burden transactions are processed for the workfile. The system calculates burden transactions when you create payroll journal entries. The only way you can process burden within the billing system is in conjunction with its associated labor workfile transaction.
The eligibility code for burden transactions must be compatible with the eligibility code for the associated workfile transaction. Specifically, the system prevents the eligibility code for a workfile transaction from being more restrictive than the eligibility code of its burden transactions.
For example, if the burden transaction for a workfile transaction is eligible for revenue and billing, but the workfile transaction is eligible only for billing, the system assigns the burden transaction the same eligibility code as the workfile transaction.
The Payroll system calculates the following types of burden:
Topic | Description |
---|---|
Actual burden | The actual cost of payroll taxes, insurance, and fringe benefits. The system calculates the burden for the actual costs that are associated with each employee's timecard. |
Flat burden | An estimated burden amount that the system derives from the direct labor costs. The system calculates the burden on a timecard-by-timecard basis as a percentage of the labor costs. |
When burden transactions are associated with a workfile transaction, the system displays an X in the Burden (B) field for that transaction. The system also updates the Burden Pending (BDPN) field to indicate the type of burden that was processed for the workfile transaction.
On Revisions
Complete the steps for reviewing workfile transactions.
Verify the following field to identify the transactions with burden:
Burden (B)
Choose Burden (Option 6) for the transaction you want to review.
On Burden Information, verify the information in the following fields:
Transaction Number
Benefit Code
Tax Type
Explanation - Remark
Field | Explanation |
---|---|
Transaction No (PRTR) | The unique number that the system assigns to a transaction in payroll. The system uses this field to tie a payroll transaction to each audit record for actual burden created during the Actual Burden Journaling process. |
Benefit Code (PDBA) | A code to define the type of pay, deduction, benefit, or accrual.
Pay types are numbered from 1 to 999. Deductions and benefits are numbered from 1000 to 9999. |
Tax Type - Payroll (PTAX) | A user defined code (UDC 07/TT) that identifies the type of payroll tax associated with this billing detail transaction. |
Explanation-Remark (EXR) | A description, remark, explanation, name, or address retrieved from the following cost (source) transactions:
|
Topic | Description |
---|---|
Daily payroll processing and burden | When you use daily time entry, the only type of burden that you can associate with a workfile transaction is flat burden. After you process the daily payroll transactions and accumulate their costs in the workfile, the system marks the original payroll transactions as billed.
After the original payroll transactions have been processed, the system does not retrieve any new burden transactions calculated for the transactions. For example, if you reverse the flat burden amount and calculate the actual burden amount for the original payroll transactions, the system does not retrieve the new burden transactions. See Entering Timecards by Day in the JD Edwards World U.S. Payroll I Guide for more information. |
From Contract Billing Processing (G52), choose Workfile Generation
From Workfile Generation (G4822), choose Revisions (P4812)
A component is a type of markup. The system calculates component transactions based on amounts or units from source transactions or burden transactions. For example, you might include a component transaction to offset the cost of borrowing money.
You can use component transactions based on the invoice amount to apply charges in addition to the markup amount for the workfile transaction. Use a compounded component to include additional markup added to the source transaction plus additional charges added to the marked-up amount for the billing.
When a component transaction is associated with a workfile transaction, the system displays an X in the Component (C) field for that transaction.
To review component transactions
On Revisions
Complete the steps for reviewing workfile transactions.
Verify the following field to identify the transactions with components:
Component (C)
Choose Component (Option 5) for the transaction you want to review.
Figure 18-4 Component Transaction Inquiry screen
On Component Transaction Inquiry, verify the information in the following fields:
Component Link
Cost Table
Revenue Table
Invoice Table
Base Cost
Base Units
Base Invoice
Code (Component Code)
Cost Amount
Invoice Amount
Field | Explanation |
---|---|
Component Link (CLNK) | The component link value attaches the component record to its base workfile record. |
Component Cost Rate Table (CCR) | A code that identifies the component bill table used for this entry. The component table identifies the components and their calculation rules. You set up component tables on the Component Table Definition form (P4860). |
Component Revenue Rate Table (CRVR) | A code that identifies a component bill table to use for this Cost Plus Markup table entry. The component table identifies the components and their calculation rules. These component amounts are recognized as revenue in addition to any revenue markups. You set up component tables on the Component Table Definition screen. |
Component Invoice Rate Table (CINR) | A code that identifies the component bill table used for this entry. The component table identifies the components and their calculation rules. These component amounts are billed in addition to any invoice markups. You set up component tables on the Component Table Definition form. |
Cost Amount (AA) | The cost (source) amount for a billing detail transaction. |
Units (U) | The quantity of something that is identified by a unit of measure. For example, it can be the number of barrels, boxes, cubic yards, gallons, hours, and so on. |
Base Invoice (ITOL) | The invoice amount for a workfile transaction. |
Base Revenue (BTOL) | The revenue amount for a workfile transaction. |
Code (CCOD) | A component code identifies the component markup rate. |
From Contract Billing Processing (G52), choose Workfile Generation
From Workfile Generation (G4822), choose Revisions (P4812)
You can review the total amounts for one or more transactions. Review transaction totals so you can:
Make projections relating to the invoice and cost totals
Verify the accuracy between the invoice information that the system stores in the workfile and the invoice information that you print for your customers
Verify totals with burden and component amounts
Reviewing transaction totals consists of the following:
Reviewing totals for a specific transaction
Reviewing totals for a group of selected transactions
If you find a discrepancy with the transaction totals, you should make any necessary revisions before you continue with the billing process.
To review totals for a specific transaction
On Revisions
Complete the steps for reviewing workfile transactions.
Choose Toggle Amounts (F13) to display totals in the following field:
Amount
The system displays only cost and invoice amounts when the Journal Generation Control system constant is set for invoicing only. Cost and revenue amounts display when the constant is set for revenue only. Cost, invoice, and revenue amounts display if the constant allows revenue recognition and invoicing as separate processes.
Topic | Description |
---|---|
Alternate formats | You can review six different total formats in the Amount field for workfile transactions. Toggle to review the following amounts:
You can set a processing option to control which amount the system displays when you initially access the Revisions form. |
To review totals for a group of selected transactions
On Revisions
Complete the steps for reviewing workfile transactions.
Choose Total Amounts for All Records (F6) to access the Grand Totals form.
Grand Totals includes only the transactions that appear on Revisions. To include all transactions that meet the search criteria you specified on Revisions, you must scroll to the end of the subfile in the detail portion of Revisions before you choose Total Amounts.
On Grand Totals, review the following fields:
Revenue
Invoice
Cost
Field | Explanation |
---|---|
Revenue | The revenue amount for a workfile transaction.
Form-specific information The total of the revenue amounts for the workfile transactions are displayed. The total appears in two formats: base revenue amount and total revenue amount.
Total revenue = base revenue + components + burden For example, components consist of 50 for administration and 100 for overhead. Burden consists of 100 for payroll taxes. A base revenue of 1100 then results in a total revenue amount of 1350. 1350 = 1100 + 150 + 100 |
Invoice | The invoice amount for a workfile transaction.
Form-specific information The total of the invoice amounts for the workfile transactions that are displayed. The total appears in two formats: base invoice amount and total invoice amount.
|
Cost | The cost (source) amount for a workfile transaction.
Form-specific information The total of the cost (source) amounts for the workfile transactions are displayed. The total appears in two formats: base cost amount and total cost amount
|
Topic | Description |
---|---|
Totals for components | The system does not calculate the total for components.
You must manually compute this amount. |
Totals for burden | You can review totals for burden. On the Revisions form, choose Burden Information. Choose Total Amounts for All Records (F6) to review the burden totals. |
From Contract Billing Processing (G52), choose Workfile Generation
From Workfile Generation (G4822), choose Revisions (P4812)
You can review specific workfile transactions to verify information for the related contract and job. The contract information includes the numbers for the contract, change order, and customer (owner). The job information includes the job and account numbers.
To verify contract information
On Revisions
Complete the steps for reviewing workfile transactions.
Choose Detailed Transaction (Option 4) for a specific transaction.
On Amounts/Units information, choose Job/Contract Information (F12).
Figure 18-7 Job/Contract Information screen