Job Billing - Contract Entry - Billing Items - Tab

Job

Enter the job code for the contract being entered. A job code must be entered for every contract entered on this screen.

A new column, called With Contract, has been added to the Job Code field’s LOV. The LOV shows all job codes with and without contract for the company. A job without contract can be filtered by the 'With Contract' checkbox setting to “N”.

Contract

Modify the contract code. The contract code will default from the contract code entered on the job specified in the previous field. A contract code must be entered for each contract entered in this screen.

The field beside the contract code displays the contract’s name/description. The contract’s name/description is also shown by the Name field on the Description tab, which can be used to change the contract’s name.

Contract Currency

The currency, which has defaulted to contract currency, is the customer currency. If a currency different from the company currency is entered, all amounts for the contract will be converted to this currency.

Contract Billing Type

This is a reference field from the job setup. The field is not updateable, it is only a display field to show the default billing type defined on a job.

Customer

The customer code will default from the job entered in the previous field.

Budget Billing Amount

This is the contract amount for the billing item. It is defaulted from the max revenue cap from the Job Setup screen. Users may override as required.

Maximum Billing Amount

This field indicates the maximum amount that can be billed to the owner for the complete contract. This field will default from the Job Master File. When a billing is created and it is over this maximum amount, the system will create all the bill lines including those over the max, then create a negative billing line to reduce the billing down to this maximum amount.

The transaction that is created will be against the last cost code on the job that has the contract maximum adjustment category associated with it. The category is entered via the Job Billing Control screen.

Exclude Non-Invoiced Receipts − Checkbox

To exclude non-invoiced PO receipts from a billing draw, check this box. When creating a new contract, this Control flag value defaults into the JB Contract field.

This checkbox is related to the Cost Transactions posted to Job Costing, when posting Purchase Order receipts. The Purchase Order receipts postings can be for any item type (Inventory, Non-Stock & Free-Form).

When checked, the Job Costing transactions related to the purchase orders, that have been received (Purchase Order receipts posted), but not yet invoiced in Accounts Payable, will not be included in the Job Billing.

When unchecked, non-invoiced receipts will be included in the Job Billing.

NOTE: The JC Transactions are posted during PO Receipt posting, only when the appropriate checkboxes for each of the item type in Purchase Order Control is set to post to Job Costing.

Bid Date

If the bid date for the job is required, enter it in this field.

Contract Date

Enter the date of the contract for this job.

Approved Date and Closed Date

These are display fields only.

Start Date and End Date

Contract’s start and end date.

NOTE: If a Job Billing contract has an associated forecast in GC Monitor, with at least one entered forecast line, these dates cannot be changed here. They must be changed via the GC Monitor’s [Update Contract Date] button. This is to keep the start and end dates for forecast lines in sync with the contract’s start and end dates.

Rate Code

Enter billing rate code associated to job.

Advance Payment − Checkbox

When the 'Advance Payment' box is checked on the Job Billing Control screen, the 'Advance Payment' box on the Contract Entry screen will be made visible with the value of the checkbox defaulted from the Job Billing Control screen. For further details, see Job Billing - Advance Payment in GC Prepare Billing.

NOTE: If the box is checked for the Job Billing contract and a draw is posted, the checkbox cannot be unchecked until the AR invoice is voided and the draw is deleted.

[Create Contract Details] − Button

This button is used to create the contract’s billing code lines, on the lower section’s Billing Codes tab, as per the billing codes assigned to the contract.

NOTE: When the 'Automatically Add Risk Management To The Contract' box is checked on the Job Billing - JB Control File - Billing - Tab of the JB Control File, a warning will be shown to the user when clicking on [Create Contract Details] button if the associated cost code/category does not exist for the job. This warning will not prevent the user from saving the record.

[Bill Rates] − Button

This button opens the Billing Rate Maintenance screen to review/update billing rate details. The Billing Rate Maintenance screen opens with the company and the rate code associated with the key job for the contract, which is the controlling job, if there is more than one job associated with the contract.

[Add New Bill Codes] − Button

Pgm: JBCONT – Contract Entry – Add New Bill Codes Button

This button will add any job/cost code/categories to the contract that have been added to the appropriate jobs since the billing contract was entered, or last updated. Billing codes manually deleted from the billing contract will be re-added. Options are provided to only add the codes, reset all group codes, or reset only previously null group codes while adding the missing billing codes.

[Reset All Bill Code Budgets] − Button

Pgm: JBCONT – Contract Entry – Reset All Bill Code Budgets Button

This button will override all changes made to the budget in the Job Billing module’s Contract Entry screen with the current budget values as found in the Job Costing module’s Enter Budget screen.

[Default Compliance Code] − Button

Pgm: JBCONT – Contract Entry – [Default Compliance Code] button

This option will allow specification of the default compliance codes to be used for all job and vendor purchase orders or subcontracts assigned to this billing contract.

[Invoice Preview] − Button

This button allows users to preview or email the invoice through their web browser.

[Funding Sources] − Button

Every contract might be tracked with different funding sources at different ratios or dollar amounts. When a Job Billing draw is created, the system needs to have the ability to identify which funding sources are being used and at what ratio. The ratios are calculated outside the system and then manually entered by the user. Only business partners with the 'Funding Source' box checked can be selected on this pop-up window.