Entering Ad Hoc Workfile Transactions

Access the Workfile Entry form.

To enter ad hoc workfile transactions:

Complete the necessary fields to create the new workfile transaction.
Note: The system displays invoice fields, revenue fields, or both, depending on how you have set the Journal Generation Control option in the Billing Constants program (P48091).
To add the record and clear the form, click OK.
To add the record and redisplay the record, select Add / Redisplay from the Form menu.
If you select Add / Redisplay, the system displays the results of any calculations that the system performed when you added the record.
Note: You can clear the Workfile Entry form without adding the current record by selecting Clear Form from the Form menu.

G/L Date (general ledger date)

Enter the date that identifies the financial period to which the source transaction should be posted. Based on the company's fiscal year and current accounting period, the system validates the date for PBCO (posted before cutoff), PYEB (prior year ending balance), PACO (post after cutoff), and PACO (post way after cutoff).

Account No (account number)

Enter a value that identifies an account in the general ledger.

Type/Subledger

Enter a code that 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.

Eligibility Code

Enter a code to specify how the system processes a transaction at the single-transaction level. Values are:

0: Available for invoicing and revenue.

1: Available for invoicing only.

2: Available for revenue only.

3: Non-billable.

4: Available for cost only.

5: Available for accounts payable only.

The system assigns eligibility codes to workfile transactions based on the Billable (Y/N) field in the Account Master table (F0901) and the Journal Generation Control field that you set up in the system constants. For example, if an 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 specifies that the transaction is available for invoicing only.

Currency Code

Specify the base currency code. The system uses the currency code from the company of the business unit by default.

Re-extend Option

Enter a code that specifies how the system should reextend a transaction. You reextend a transaction when you want to change or reapply the markup for the transaction based on specific overrides or on the information that you have defined in the markup tables. Values are:

1: Reapply the established invoice markup rates from the Billing Rate/Markup table (F48096). The revenue amount is not changed.

2: Reapply the established revenue markup rates from the F48096 table. The invoice amount is not changed.

3: Use the rates or amounts that are entered on the Amounts/Units Information window or on the Billing Rate/Markup Revisions form. Do not apply the established invoice or revenue markup rates from the F48096 table.

Blank: Reapply both the invoice and revenue markup rates using the established rates from the F48096 table.

Note: You cannot use codes 1 or 2 when the Independent Revenue/Invoice Amounts option in the system constants specifies that the invoice and revenue amounts must be equal.

Units/Rate

Enter 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.

Cost Amount

Enter the amount that the system will add to the account balance of the associated account number. Enter credits with a minus sign (–) either before or after the amount.

Discount % (discount percentage)

Enter the percent of the total invoice or voucher that you will discount if it is paid within the discount period. You enter the discount percent as a decimal, for example, a 2 percent discount is .02.

Inv Rate Ovr/Cap (invoice rate override/cap)

Enter a rate that the system uses to mark up the invoice amount that is reflected in the billing of professional services workers such as draftsmen, engineers, or consultants. This rate does not affect the employee's paycheck. You can use the markup rate as an override rate or a maximum rate.

The calculation of the override rate for the total invoice markup is:

(Override Rate × Unit) × (1 + Markup Percent) + Markup Amount

When you specify a maximum or cap rate, the system compares the rate override with the rate from the cost transaction. The system then uses the lower rate as the override rate.

You set up the override or maximum unit rate using the Billing Rate / Markup Table program (P48096).

Within Contract and Service Billing, you can mark up the revenue amount at a different rate from the invoice amount. The Independent Revenue/Invoice Amounts option in the Billing System Constants table (F48091) controls this function. Use generation type 1 to specify a table for invoice, revenue, and component markup rates and use generation type 2 to specify a table for revenue and component markup rates.

Use generation type 1 to specify the invoice and revenue markup rates only when the independent revenue and invoice amounts are set to not equal in the Billing Constants.

Mark Up %

Enter a number that specifies the percentage that the system uses to mark up the revenue amount that is reflected in the billing of professional services, such as fees for draftsmen, engineers, and consultants. 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 payment.

You set up this percentage in the Billing Rate / Markup Table program (P48096). Use generation type 1 to specify a table for invoice, revenue, and component markup rates.

With Contract and Service Billing, you can mark up the revenue amount at a different rate than the invoice amount. The Independent Revenue/Invoice Amounts option in the Billing Constants program (P48091) controls this function. Use generation type 2 on the Billing Rate/Markup Revisions form to specify a table for revenue and component markup rates.

Mark Up Amount

Enter the amount that the system uses to mark up the invoice amount for the billing of professional services, such as the services of draftsmen, engineers, or consultants. This amount does not affect the employee's payment.

You use the Billing Rate / Markup Table program (P48096) to set up the amount. Use generation type 1 to specify a table for invoice, revenue, and component markup amounts.

With Contract and Service Billing, you can mark up the revenue amount by a different amount than the invoice amount. The Independent Revenue/Invoice Amounts option in the Billing System Constants table (F48091) controls this function. Use generation type 2 to specify a table for revenue and component markup amounts.

Taxable Amount

Enter the portion of the invoice amount that is subject to tax.

Total Invoice

Enter the invoice amount for a billing detail transaction.

Rev Rate Ovr/Cap (revenue rate override/cap)

Enter the rate that the system uses to mark up the revenue amount that is reflected in the billing of professional services such as draftsmen, engineers, or consultants. This rate does not affect the employee's paycheck. You can use the markup rate as an override rate or as a maximum rate.

The calculation of the rate override for the total revenue markup is:

(Rate Override × Unit) × (1 + Markup Percent) + Markup Amount

When you specify a maximum or cap rate, the system compares the rate override with the rate from the cost transaction. The system then uses the lower rate as the override rate.

You set up the override or maximum unit rate using the Billing Rate / Markup Table program (P48096).

Use generation type 1 to specify the invoice, revenue, and component markup rates only when the independent revenue and invoice amounts are set to not equal in the Billing Constants.

Rev Mark Up % (revenue mark up percent)

Enter the percentage that you use to mark up the revenue amount that is reflected in the billing of professional services workers, such as draftsmen, engineers, or consultants fees. This percentage rate does not affect the employee's paycheck. This percentage rate is set up in the Billing Rate/Markup Table program (P48096) using generation type 1 to specify a table for revenue and invoice markup percentage rates.

Enter percentages as whole numbers. For example, 50.275 percent would be entered as 50.275.

Rev Mark Up Amt (revenue mark up amount)

Enter the amount that the system uses to mark up the revenue amount for the billing of professional services, such as the services of draftsmen, engineers, or consultants. This amount does not affect the employee's payment.

You use the Billing Rate / Markup Table program (P48096) to set up the amount. Use generation type 1 to specify a table for invoice, revenue, and component markup amounts. Use generation type 2 to specify a table for revenue and component markup amounts.

Revenue Amount

Enter the revenue amount for a billing detail transaction.

Home BU (home business unit)

Enter the number of the business unit in which the employee generally resides.

Job Type

Enter a code from UDC 07/G to identify a job 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.

Empl/Supp (employee/supplier)

Enter a number that identifies an entry in the Address Book system, such as employee, applicant, participant, customer, supplier, tenant, or location.

Job Step

Enter a code from UDC 07/GS to designate 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.