Understanding Revisions to Contract Billing Lines

You enter original contract information as a base contract. The base contract consists of the contract master and change order number 000. The contract is the basis for the invoice that you create for your customer. You can revise any information related to the billing lines that you set up for the contract before you generate an invoice for the contract.

When you generate an invoice for your customer, the contract is in an active invoice batch. While the contract is included in an active invoice batch, the system prevents you from making any changes to the contract master or the contract billing lines. After you generate invoices, the contract is no longer included in an invoice batch and you can revise contract billing lines.

When a contract is not in an active invoice batch, you can:

• Add or delete a billing line.

• Change the schedule of values, unit of measure, or quantity.

• Change, add, or delete cross-references.

• Change the retainage or recurring billing information.

• Change the account information.

The system prevents you from deleting contract billing lines after they have been included in an invoice.

The system does not keep a history of the revisions that you make to contract billing lines. To maintain a history of contract billing changes, you must create change orders.

To ensure that you preserve the record of the original base contract, you can set a processing option for the Contract Billing Line Details program (P5202) to prevent changes to the billing lines in the base contract. In this case, the system prevents you from making any changes to the billing lines that you originally set up on the base contract. If your client requests additional work, you must enter billing lines for the new terms as an additional change order. You assign each new change order a unique number, such as change order number 001, 002, and so on.