Common Fields Used in This Chapter

Alternate Seq Code (alternate sequence code)

Enter a sequence number to display contract information in a sequence other than the default line number sequence.

Bill Suspend

Leave this field blank to add billing records to the Invoice Summary Work file (F4822) and bill the appropriate amounts.

Enter 1 to add billing records to the workfile but not bill any amounts.

Enter 2 if you do not want to create billing records for the work file.

Enter 3 to add billing records to the work file and ignore any not-to-exceed (NTE) limits.

Note: This field works with the NTE field. The value in this field determines how the system handles a situation where the NTE amount has been exceeded.

Billing AAI Control (billing automatic accounting instructions control)

Enter 0 to specify that the account information for a billing line identifies a revenue account. Enter 1 to specify that the account information for a billing line identifies a cost (source) account. The system automatically supplies the account information (business unit, object, subsidiary, subledger, and subledger type) from the automatic accounting instructions (AAIs) (system 52, code BC). You can also enter a specific account. All billing lines, with the exception of T and M, use the account information.

Note: When this option is set to 1, the system processes the billing line against the Billing AAI Information table (F48S95) during journal generation. This is similar to how the system processes a T and M billing line.

When the Journal Generation Control option in the Billing Constants program enables revenue recognition and you leave this field blank, the system assigns a 1 to indicate that the account associated with this billing line is a cost account. When the Journal Generation Control option in the Billing Constants program does not enable revenue recognition and you leave this field blank, the system assigns a 0 to indicate that the account associated with this billing line is a revenue account.

When the Billing AAI Control field is set to 0 to indicate that the account associated with this billing line is a revenue account, taxes are included in the revenue amount if taxes are set on the contract.

Billing Line

Enter the pay item number as defined by the owner. This field is alphanumeric and can be up to 15 characters in length. Oracle recommends that you use numeric information for this pay item number.

B L (billing line type)

Enter a code that specifies the billing terms that are defined by the billing line on the contract. The system uses the predefined codes for the billing line type to access formulas and other information related to the calculation of billing and revenue amounts for the billing line.

If you leave the B L field blank, the system enters L for lump sum. Note that the value entered in the B L field controls which fields are available.

Business Unit

Enter a business unit to identify a separate entity within a business for which you want to track costs. For example, a business unit might be a job, project, work center, or branch or plant.

Business unit security can prevent you from locating business units for which you have no authority.

Change Date

Enter the date of the last change for the change order. This date controls general ledger processing for the change order.

If you leave the Change Date field blank, the system enters the current date.

Note: For multicurrency contracts, the system uses the change date to retrieve the exchange rate for the contract.

Change Order

Enter the change number of the contract. If you leave this field blank, the system assigns the next available number. If this is the base order of a contract, the system assigns 000.

For example, the base contract is the change order number 000, the first change order is 001, the second is 002, and so on.

Change Status

Enter a code from user-defined code (UDC) 52/CH that indicates the change order status of a contract.

Contract No (contract number)

Enter the number that uniquely identifies this contract on the system. If you leave this field blank during contract entry, the system uses the Next Numbers facility (system 52, index 01) to assign the number.

Elig Ovr (eligibility override)

Enter a value to override the service billing constants eligibility code when records in the Billing Detail Workfile table (F4812) are created during invoicing. Values are:

0: Invoicing and Revenue

1: Invoicing Only

2: Revenue Only

3: Non-billable

4: Cost Only

Leave this field blank if you do not want to override the eligibility code.

When the Journal Generation Control option in the Billing Constants program (P48091) does not enable revenue recognition and you leave this field blank, the system assigns a 1 (Invoicing Only). When the Journal Generation Control option in the Billing Constants program enables revenue recognition and you leave this field blank, the system assigns blank (No Overrides); the billing line is eligible for invoicing and revenue.

G/L Offset

Enter the offset account for the contract line or pay item. The system automatically enters a default value from the accounts receivable offset for the Owner (Customer) address book.

If you leave this field blank, the system uses the general ledger offset from the customer.

Obj Acct (object account)

Specify the object account portion of a general ledger account. The object account refers to the division of the Cost Code (for example, labor, materials, and equipment) into subcategories. For example, you can divide the Cost Code for labor into regular time, premium time, and burden.

Note: If you use a flexible chart of accounts and the object account is set to 6 digits, Oracle recommends that you use all 6 digits. For example, entering 000456 is not the same as entering 456 because if you enter 456, the system enters three blank spaces to fill a 6-digit object.

Planned Comp (planned completion)

Enter the date that you plan to complete work on the contract.

Planned Start

Enter the date that you plan to start work on the contract.

Project/Job

Enter the number that identifies the project or job associated with this contract. You can set up projects or jobs in the Job Cost system. You can use the project or job number as a search criterion on the Contract Search form.

If you leave this field blank, the system assigns the project from the contract master.

Reference

Enter the number to use to correlate a base contract or change order with a budget change in the Job Cost system. The job budget change, which might be based on an owner change order, corresponds to the R2 (reference 2) field in the detail budget change journal records.

Retn Rule (retainage rule)

Enter a rule that the system uses to calculate retainage on a contract. For example:

Retn % - 10.00; Percent Complete - 50.00

Retn % - 5.00; Percent Complete - 95.00

This rule indicates that a 10 percent retainage exists until 50 percent of the job is complete. Then a 5 percent retainage is calculated for the next 45 percent of the job until 95 percent of the job is complete. When 95 percent of the job is complete, retainage is no longer withheld.

Schedule of Values

Enter the expected or budgeted amount for the specific line item of the contract. The system uses this amount in conjunction with the percent of completion to calculate billing and retainage.

The direct and rated draw billing lines reduce the billing amount. For these line types, you must enter a negative amount in the Schedule of Values field, such as -10,000.

Sub (subsidiary)

Enter the subsidiary portion of an object account. Subsidiary accounts include detailed records of the accounting activity for an object account.

Note: If you are using a flexible chart of accounts and the object account is set to 6 digits, you must use all six digits. For example, entering 000456 is not the same as entering 456 because, if you enter 456, the system enters three blank spaces to fill a 6-digit object.

Sub Type (subledger type)

Enter a code from UDC 00/ST to use with the Subledger field to identify the category of the subledger.

Subledger

Enter the subledger portion of the account number. The subledger identifies a detailed auxiliary account within a general ledger account. A subledger can be an equipment item number or an address book number. If you enter a subledger, you must also specify the subledger type.

Tax Rate

Enter a code to identify a tax or geographic area that has common tax rates and tax distribution. The tax rate or area must be defined to include the tax authorities (for example, state, county, city, rapid transit district, province) and their rates. To be valid, a code must be set up in the Tax Rate/Area table (F4008).

Terms Only

Enter Y to specify that this change affects contract terms other than price, such as an extension in time or a change in schedule. Enter N if this change does not affect terms.

Tx Ex (tax explanation)

Enter a code from UDC 00/EX to control how tax is assessed and distributed to the G/L revenue and expense accounts.

Vertex Prod. Cat. (Vertex product category)

Enter a UDC used in the Vertex Tax Decision Maker for products or services that are nontaxable or are at a nonstandard rate.

Vertex Trn. Type (Vertex transaction type)

Enter the sales and use transaction type from Vertex.