6 Revise the Billing Workfile
This chapter contains these topics:
6.1 Revising the Billing Workfile
The transactions in the Billing Workfile (F4812) are the basis for the rest of the revenue and billing processes. You should make any necessary additions and revisions to the workfile transactions before you continue. For example, you can:
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Add informational text that you want to print on an invoice.
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Add any G/L transactions that were omitted from the workfile without running the Workfile Generation program again.
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Change the markup for a transaction.
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Add transactions directly to the workfile without entering them into the Account Ledger (F0911) first, such as transactions for expense reports that have not yet been processed in the Accounts Payable system.
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Assign a hold status to a transaction with a release date to prevent a transaction from being included on an invoice until that date.
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Split a transaction into two new transactions. You can then revise the billing status for the new transactions.
You can also move a transaction from the active workfile to the workfile history table so that it is not included on an invoice, and you can print a report that lists the transactions in the workfile.
6.1.1 Workfile Revisions and Sequence Numbers
When you revise workfile transactions, the system assigns the transactions and each new revision a series of sequence numbers.
Figure 6-1 Workfile Revisions and Sequence Numbers
Description of "Figure 6-1 Workfile Revisions and Sequence Numbers"
You can use these numbers to track the progression of revisions to original workfile transactions. The system assigns each workfile transaction the following sequence numbers:
| Number | Description |
|---|---|
| Billing Control ID | The BCI number is assigned at the time the workfile transaction is first created in the Billing Workfile. The system uses Next Numbers (System 48, Index 2 for Billing Control) to derive the number. The BCI number of a workfile transaction never changes, regardless of the revisions made to the workfile transaction. |
| Sequence number | The sequence number of the original workfile transaction is always 1. The sequence number changes only when you split the workfile transaction. The system assigns the next available sequence number within that BCI series to the resulting workfile transactions. Tor example, the first time a workfile transaction is split, the sequence numbers assigned to the resulting workfile transactions are 2 and 3. If you split one of those workfile transactions, the sequence numbers assigned to the resulting workfile transactions are 4 and 5. |
| Parent sequence number | The parent sequence number for an original workfile transaction is always blank. The system assigns a parent number to transactions that result from a split. The parent number for resulting transactions is always the sequence number of the transaction that you split. For example, if you split an original workfile transaction with a sequence number of 1 and a blank parent sequence number, the system assigns the resulting transactions a parent number of 1. |
| Secondary sequence number | The secondary sequence number tracks the number of revisions you make to a workfile transaction. The secondary sequence number of the original workfile transaction is always 1. You can use this number to track the progression of revisions to original workfile transactions. For example, you might revise a transaction three times. The secondary sequence number of the transaction you revise is 1. After the revision, the secondary sequence number for the transaction is 2. When you change the transaction again, the secondary sequence number is 3. When you split a workfile transaction, the secondary sequence numbers will be 1 on the resulting workfile transactions. |
6.1.2 What You Should Know About
| Topic | Description |
|---|---|
| Cost transactions in the G/L | Any changes you make to a workfile transaction affect only the information in the workfile. The changes do not affect the cost (source) transactions in the Account Ledger table (F0911). |
| Revised transactions | Revised transactions remain in the workfile. The system retains a copy of the transaction prior to any changes in the Billing Workfile - History table (F4812H) for audit purposes. |
| Adding transactions directly to the workfile | Caution: If you add transactions directly to the workfile and then process the original transaction through the normal accounting and billing cycles, customer could be billed twice for the same costs.
See Section 6.5, "Entering Ad-Hoc Workfile Transactions" for more information. |
6.2 Adding Text to a Workfile Transaction
From Work Order/Service Billing Processing (G48), choose Service Billing
From Service Billing (G4821), choose Workfile Generation
From Workfile Generation (G4822), choose Revisions (P4812)
You can enter text to associate additional information with a workfile transaction. For example, the text might be a further description of the services for which you bill customers. You can enter text for a transaction at any point in the billing process. You can also print this text on an invoice. The system uses the billing control ID (BCI) number to attach text, which is stored in the Service Billing Invoice/Batch Extended Text File (F4813) to transactions in the Billing Workfile (F4812).
To add text to a workfile transaction
On Revisions
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Complete the steps for reviewing workfile transactions.
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Choose Text (Option 1) for a specific transaction.
Figure 6-2 Invoice/Batch Extended Text screen
Description of "Figure 6-2 Invoice/Batch Extended Text screen"
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On Invoice/Batch Extended Text, enter free-form text.
If you need to enter more text, you can scroll to display additional lines. After you enter text, the system highlights the Option field on the Revisions form to indicate that the text exists for the transaction.
6.2.1 What You Should Know About
6.3 Adding Existing G/L Transactions
From Work Order/Service Billing Processing (G48), choose Service Billing
From Service Billing (G4821), choose Workfile Generation
From Workfile Generation (G4822), choose Revisions (P4812)
You can add transactions from the Account Ledger table (F0911) to the Billing Workfile (F4812) without running the Workfile Generation program (P48120). For example, you can include costs for workfile processing that you did not include in the workfile generation. You can also include costs in the workfile for processing that were entered in the General Accounting system after you ran Workfile Generation
You can add transactions to the workfile using one of the following amounts:
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The cost without markup
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The cost plus markup, based on the markup rules you define or the default markup percentage you specify in the system constants
When you add a source transaction to the workfile, the system runs Workfile Generation interactively for the selected accounting entries. The system marks the transaction as billed in the Account Ledger (F0911) table. If the billable accounting entry originated from the payroll system, the system updates the Payroll Transaction History (F0618) or Employee Transactions Detail (F06116) tables. The system also applies any markup, tax, and G/L offset information retrieved from the Service Billing tables.
To add existing G/L transactions
On Revisions
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Complete the steps for reviewing workfile transactions.
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Figure 6-3 G/L Transaction Selection screen
Description of "Figure 6-3 G/L Transaction Selection screen"
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On G/L Transaction Selection, complete the following field to display the existing source transactions:
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Business Unit
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To limit the list of transactions, complete one or more of the following fields:
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Date From
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Date Thru
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Object
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Subsidiary
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Subledger
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Subledger Type
The system automatically supplies the information for these fields if you completed them on the Revisions form.
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Choose one of the following for a specific transaction:
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Choose at Cost (Option 1)
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Choose with Markup (Option 2)
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6.4 Changing the Transaction Markup
From Work Order/Service Billing Processing (G48), choose Service Billing
From Service Billing (G4821), choose Workfile Generation
From Workfile Generation (G4822), choose Revisions (P4812)
The markup for a transaction is the increase in costs to account for overhead and profit. You define markup rules in the Cost Plus Markup Table (P48096) when you set up your system. You can also change markup information after you accumulate costs.
After you make changes to the markup, you can apply the revised markup information to the transaction, or you can reapply the markup rules you originally defined for your system on the Cost Plus Markup Table.
In addition to changing the markup through Workfile Revisions, you can also make changes to the Amount Basis and Adjustment Reason Code options by choosing Re-Extension (P481202) from the Workfile Generation menu.
On Revisions
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Complete the steps for reviewing workfile transactions.
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Choose Detailed Transaction Window (Option 4) for a specific transaction.
Figure 6-4 Detailed Transaction Window screen
Description of "Figure 6-4 Detailed Transaction Window screen"
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To review the origin of the markup and tax information for the transaction, choose Table Information (F15). In the following example, Table Not Applicable indicates that no markup table was found and the markup was derived from the system constants.
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On Table Information, choose Amounts/Units Information (F11) to return to the Amounts/Units Information form.
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On Amounts/Units Information, complete any combination of the following applicable fields:
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Override Rate
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Cap or Rate
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Mark Up Percent
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Mark Up Amount
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Choose Update (F5).
The system calculates the markup and displays the changes.
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Choose Exit Program (F3).
The system displays Transaction Re-Extension.
Figure 6-6 Transaction Re-Extension screen
Description of "Figure 6-6 Transaction Re-Extension screen"
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On Transaction Re-Extension, complete the following applicable fields:
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Amount Re-Extension
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Adjustment Reason Code
For Amount Re-Extension, the revenue option does not apply if the transaction is not eligible for the revenue recognition process. If you choose 2 for the Amount Re-Extension, the system does not re-extend the invoice information.
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Choose Process (F6).
The system retains the information you entered on the form and displays it the next time you access the Transaction Re-Extension form.
| Field | Explanation |
|---|---|
| Ovr Rate/Cap
(BRTI, BRT) |
The rate the system uses to mark up the revenue or invoice amount reflected in the billing of professional services such as drafters, engineers, or consultants fees. This rate does not affect the employee's paycheck.
You can use this markup rate as an override rate or as a maximum rate. The Override Rate Calculation for the Total Invoice Markup is: (Override Rate * Unit) * (1 + Markup Percent) + Markup Amount When a Maximum or Cap Rate is Specified: Compare override rate with rate from cost transaction. Use the lower rate as the override rate. You can set up this override or maximum unit rate on the Cost Plus Markup Table form. Use generation type 1 to specify a table for invoice markup rates. With the new Service Billing and Contract Billing modules, you can mark up the revenue amount at a different rate than the invoice amount. The Independent Invoice flag in the system constants controls this function. Use generation type 2 on the Cost Plus Markup Table form to specify a markup table for revenue and invoice markup rates. |
| Cap or Override Rate
(CAPI, CAP) |
This flag indicates whether the associated amount is the override rate or the cap of the rate.
Valid codes are: blank – Override Rate. 1 – Cap of the Rate. If the cost rate is less than the cap rate, the cost rate will be used; if the cost rate is greater than the cap rate, the Cap Rate will be used. |
| Mark Up %
(PCIM, PERT) |
The percentage the system uses to mark up the invoice or revenue amount reflected in the processing of professional services, such as drafters, engineers, or consultants fees. Enter the percentage as a whole number. For example, 50.275 percent would be entered as 50.275. This percentage rate does not affect the employee's paycheck. |
| Mark Up Amt
(ADCI, ADCR) |
An amount the system uses to mark up the invoice or revenue amount. This amount does not affect the employee's paycheck. |
| Option - Contract Re-Extension | If changes have been made to the contract master, you can choose to update the workfile transaction with the revised contract information. |
| Option - Amount Re-extension | You re-extend a transaction when you want to change or reapply the markup for the transaction based on your specific overrides or on the information that you have defined in the markup tables. The valid values are:
1 – Reapply the established invoice markup rates from the Cost Plus Markup Table. The revenue amount is not changed. 2 – Reapply the established revenue markup rates from the Cost Plus Markup Table. The invoice amount is not changed. 3 – Use the rates or amounts entered in the Amounts/Units Information window or on the Revisions form. Do not apply the established invoice or revenue markup rates from the Cost Plus Markup Table. blank – Reapply both the invoice and revenue markup rates using the established rates from the Cost Plus Markup Tables. Note: You cannot use options 1 or 2 when the Independent Invoice flag in the system constants specifies that the invoice and revenue amounts must be the same. |
| Adjustment Reason Code | A user defined code (UDC 48/ AR) that you use to specify the reason for a revision to a single or a group of billing detail transactions in the Billing Workfile (F4812). The system updates the historical billing detail transaction with this reason for audit purposes. |
6.4.1 What You Should Know About
| Topic | Description |
|---|---|
| Multi-currency | To change the amounts for workfile transactions in a multi-currency environment, you must enter the amounts in the currency of the work order or business unit. For example, if the work order was entered in the foreign currency, you must make all revisions in the foreign currency. The system prevents you from entering both foreign and domestic currency amounts for a multi-currency work order or business unit. |
| Updating a workfile transaction | You can update individual workfile transactions to reflect the most current rules you have set up to calculate discounts, taxes, and markups. Choose Transaction Re-Extension (Option 8) on the Revisions form for the transaction you want to update. |
| Updating workfile transactions globally | You can update multiple workfile transactions to reflect the most current rules you have set up to calculate discounts, taxes, and markups. Choose Re-Extension (P481202) from the Workfile Generation menu (G4822) to access the DREAM Writer. The processing options are identical to the Transaction Re-Extension form. |
| Identifying taxable transactions | The system determines whether a transaction is taxable by searching for tax information using the following hierarchy:
You can change only the rules and tables that the system uses to determine the taxable status of a transaction. You cannot change the tax information for a workfile transaction in the following fields:
See Chapter 24, "Define Tax Derivation Rules" for more information. |
| Changing amounts for a workfile transaction | To change the amounts for a workfile transaction, you can change the markup information or complete one of the following fields on Amounts/Units Information:
If you change an amount for a transaction, the system automatically recalculates and updates all the related amounts, including the Markup % field, when you choose the Update function (F5). |
| Changing the discount | You can change the discount percent only if the payment terms you define for the transaction allow for a discount. To change the discount for a workfile transaction, complete the Discount Percent field (DCP) on Amounts/Units Information. |
See Also:
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Chapter 18, "Define Markup Rules" for more information about setting up markup rules on the Cost Plus Markup Table.
6.5 Entering Ad-Hoc Workfile Transactions
From Work Order/Service Billing Processing (G48), choose Service Billing
From Service Billing (G4821), choose Workfile Generation
From Workfile Generation (G4822), choose Revisions (P4812)
If you do not enter cost information during an accounting cycle, the transactions are not available when you accumulate costs. You can manually add transactions to the workfile on an as-needed basis for costs that are not processed during the accounting cycle. Transactions you enter into the workfile manually are referred to as ad-hoc transactions.
For example, an accounting department processes expense reports on the 15th of each month. The supervisor's expenses contain a billable cost that must be in the Billing Workfile by the 5th of the month. In this case, you enter the cost as an ad-hoc transaction to the workfile. The ad-hoc transaction is created to represent cost information that is not in the Account Ledger table and is independent of the regular accounting cycle. After you enter the ad-hoc transaction into the workfile, you can mark up the cost, enter a remark, and complete the billing process.
When you enter an ad-hoc transaction into the workfile:
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You can record a reason why the transaction was created by adding text to the workfile transaction
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No source document exists to backup the transaction
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The detail information for the costs in the general ledger and the workfile is inconsistent
Caution:
If you enter an ad hoc transaction and then process the related source transaction through the normal accounting and billing cycles, you can overbill your customer. To prevent this, you must manually change the eligibility code for the second workfile transaction to nonbillable and remove it from the workfile.If you do not remove the second transaction from the workfile, the system continues to display the transaction on the Revisions form. You can bill for the transaction in error if the eligibility code for the transaction is changed.
On Revisions
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Complete the steps for reviewing workfile transactions.
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Complete the following fields on a blank line of the Revisions form:
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G/L Date
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Business Unit
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Object
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Subsidiary
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Complete the following optional fields for the new transaction:
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Employee/Supplier
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Amount
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Eligibility Code
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Choose More Details (F4).
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Complete the following optional fields:
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Subledger
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Subledger Type
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Choose the Add action.
The system displays Transaction Re-Extension.
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On Transaction Re-Extension, complete the following applicable fields:
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Amount Re-Extension
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Adjustment Reason Code
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Choose Process (F6).
See Also:
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Section 6.8, "Moving a Workfile Transaction to History" for more information about changing the status of a transaction to nonbillable.
6.6 Assigning a Hold Status
From Work Order/Service Billing Processing (G48), choose Service Billing
From Service Billing (G4821), choose Workfile Generation
From Workfile Generation (G4822), choose Revisions (P4812)
If you are not ready to process a workfile transaction, you can put the transaction on hold. You can hold a transaction indefinitely, or you can specify a release date. When you put a workfile transaction on hold, the transaction remains in the Billing Workfile, but the system does not process it until the release date. The system stores the release date as part of the audit trail for the transaction.
On Revisions
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Complete the steps for reviewing workfile transactions.
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Choose Detailed Transaction (Option 4) for a specific transaction.
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On Amounts/Units Information, choose Accounting/Internal Control Information (F14).
Figure 6-7 Accounting/Internal Control Information screen
Description of "Figure 6-7 Accounting/Internal Control Information screen"
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On Internal Control Information, complete the following field:
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Hold Code
Revenue Hold does not apply if the workfile transaction is eligible only for revenue processing. If you choose R or 4 for the Hold Code, the system does not hold the workfile transaction.
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On Internal Control Information, complete the following optional field:
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Released Date
If you leave the Released Date field blank, the system holds the transaction indefinitely.
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Choose Update (F5).
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Choose Exit Program (F3).
The system displays Transaction Re-Extension.
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On Transaction Re-Extension, complete the following applicable fields:
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Amount Re-Extension
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Adjustment Reason Code
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Choose Process (F6).
| Field | Explanation |
|---|---|
| Hold Code
(HLD) |
This code identifies the type of "hold" status applied to a Billing workfile transaction.
Valid alpha values are: blank – Not on hold. A – On hold for invoicing, revenue recognition, and cost transfers. B – On hold for invoicing and revenue recognition. Cost transfers are allowed. I – On hold for invoicing only. Revenue recognition and cost transfers are allowed. R – On hold for revenue recognition. This value applies only when the Journal Generation Control flag in the system constants is set to process revenue only. Valid numeric values are: blank – Not on hold. 1 – On hold for invoicing, revenue recognition, and cost transfers. 2 – On hold for invoicing and revenue recognition. Cost transfers are allowed. 3 – On hold for invoicing only. Revenue recognition and cost transfers are allowed. 4 – On hold for revenue recognition. This value applies only when the Journal Generation Control flag in the system constants is set to process revenue only. |
| Date - Released (Julian) | The release date. This Billing Workfile transaction will not be eligible for processing until this date is greater than or equal to the cut-off date specified in Revenue Journal Generation (R48132) or the Bill Thru Date specified in Invoice Generation (P48121). |
6.7 Splitting a Workfile Transaction
From Work Order/Service Billing Processing (G48), choose Service Billing
From Service Billing (G4821), choose Workfile Generation
From Workfile Generation (G4822), choose Revisions (P4812)
After you accumulate costs, you can split a workfile transaction into two new transactions. You can split a transaction by a specific currency amount, unit amount, or a percent.
You might want to split a transaction so that you can process one of the new transactions, but not the other. For example, an employee works overtime and is paid at twice the regular hourly rate. If you need to bill the employee's time at the regular rate, you can split the workfile transaction into two equal portions. One portion can be billable and the other nonbillable.
You can split only payroll transactions that do not include associated burden. You cannot split burden transactions.
When you split a workfile transaction, the system:
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Displays two new transactions. The amounts and units for the new transactions equal that of the transaction prior to the modification.
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Moves a copy of the workfile transaction prior to the modification to the Billing Workfile - History (F4812H).
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Assigns sequence numbers to all the related transactions. The Billing Control ID (BCI) remains the same for the workfile transactions. You can review the sequence numbers and Billing Control ID in the accounting and internal control information.
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Splits associated component transactions.
The following graphic illustrates how the system processes and assigns sequence numbers to transactions when you split a workfile transaction.
Figure 6-8 Split Workfile Transaction Sequence Numbers
Description of "Figure 6-8 Split Workfile Transaction Sequence Numbers"
To split a workfile transaction
On Revisions
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Complete the steps for reviewing workfile transactions.
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Choose Split (Option 2) for a specific transaction.
Figure 6-9 Workfile Transaction Split screen
Description of "Figure 6-9 Workfile Transaction Split screen"
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On G/L Transaction Split Window, complete one of the following fields:
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Units
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Cost
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Invoice Amount
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Complete the following field:
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Amount or % for Split Record 1
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Choose Update with Redisplay (F5) to update the displayed information.
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Verify that the information is correct.
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Choose Perform Split (F6) to update the workfile transactions.
| Field | Explanation |
|---|---|
| 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.
Form-specific information If you enter X in this field, the system performs the split based on the units of the workfile transaction. |
| Cost
(AA) |
The cost (source) amount for a workfile transaction.
Form-specific information If you enter X in this field, the system performs the split based on the cost (source) amount of the transaction. |
| Invoice Amount
(ITXA) |
The portion of the invoice amount that is subject to tax.
Form-specific information If you enter X in this field, the system performs the split based on the taxable portion of the invoice amount of the transaction. |
| Split Amount/Percent
(#SPT) |
The split amount or percent. You can split the taxable amount, the revenue total, the cost, or the units.
If you enter an amount, it must be less than the amount of the field you are using as the basis of the split. If you enter a percentage (for example, 25% or %25,), the percentage must be less than 100%. The system automatically calculates the amount or percentage for the second split record. |
6.7.1 What You Should Know About
| Topic | Description |
|---|---|
| Splitting a transaction with a hold code | When you split a transaction with a hold code, the system assigns the hold code and released date information to the resulting new transactions.
See Section 6.6, "Assigning a Hold Status" for more information about hold codes. |
6.8 Moving a Workfile Transaction to History
From Work Order/Service Billing Processing (G48), choose Service Billing
From Service Billing (G4821), choose Workfile Generation
From Workfile Generation (G4822), choose Revisions (P4812)
You can move a transaction out of the active Billing Workfile if the transaction does not belong in the workfile. Before you can move a transaction out of the workfile, the status for the transaction must be nonbillable. For example, if you do not want to bill for a portion of a split transaction, you would move the nonbillable portion to history.
Moving a transaction to history consists of the following:
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Moving a transaction without burden to history
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Moving a transaction with burden to history
If burden is associated with the transaction, you first change the eligibility code for the burden to nonbillable. Then, change the eligibility code for the workfile transaction to nonbillable.
When you move a transaction to history, the system:
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Copies the transaction to the Billing Workfile - History (F4812H) for audit purposes
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Removes the transaction from the active Billing Workfile (F4812)
Transactions that you move to history do not appear on the Revisions form. You must use Detail History (P4812H) on the Workfile Generation menu (G4822) to view transactions in the Billing Workfile - History. You also use Detail History to reactivate the workfile transactions you moved to history.
The system does not remove the original transaction from the Account Ledger table.
To move a transaction without burden to history
On Revisions
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Complete the steps for reviewing workfile transactions.
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Complete the following field for a specific transaction to make it nonbillable:
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Eligibility Code
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Use the Change action.
The system displays Transaction Re-Extension.
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On Transaction Re-Extension, complete the following applicable fields:
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Amount Re-Extension
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Adjustment Reason Code
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Choose Process (F6).
The system displays Revisions.
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On Revisions, choose Delete (Option 9) for the workfile transaction.
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Use the Change action.
To move a transaction with burden to history
On Revisions.
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Complete the steps for reviewing burden transactions for a specific workfile transaction.
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On Burden Information, complete the following field for all burden transactions to make them nonbillable:
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Eligibility Code
You must make all the burden transactions related to the workfile transaction nonbillable. If you do not, the system prevents you from moving the workfile transaction to history.
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Use the Change action.
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Choose Exit Program (F3).
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On Revisions, complete the following field for the workfile transaction to make it nonbillable:
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Eligibility Code
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Use the Change action.
The system displays Transaction Re-Extension.
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On Transaction Re-Extension, complete the following applicable fields:
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Amount Re-Extension
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Adjustment Reason Code
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Choose Process (F6).
The system displays Revisions.
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On Revisions, choose Delete (Option 9) for the workfile transaction.
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Use the Change action.
6.8.1 What You Should Know About
6.9 Printing Workfile Transactions
From Work Order/Service Billing Processing (G48), choose Service Billing
From Service Billing (G4821), choose Workfile Generation
From Workfile Generation (G4822), choose Print Workfile (P48405)
You can review workfile transactions online. You can also generate a report that prints a list of selected transactions. You might want to use this report for a number of reasons, including:
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As an exception report, for example, to print all of the transactions that are on hold
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As a comparison with the detail in the general ledger
To compare the workfile transactions to the detail in the general ledger, you can review the general ledger online using Account Ledger Inquiry (P09200), or you can print the G/L by Object Account (P09421) report.
If you find a discrepancy, you should make the necessary revisions before you continue with the billing process.
6.9.1 Billing Workfile Listing
Figure 6-10 Service Billing Workfile Listing
Description of "Figure 6-10 Service Billing Workfile Listing"