SOP – Configure – Finance – Work Order Billing Setup

 Standard Operating Procedures

Purpose

The Work Order Billing Setup Screen establishes the how and when to perform the work order billing function. The how is based on a series of methods (e.g., bill all actual charges) and the when is based on the phase status.  The Work Order Bill Method options that are used at UCONN are:

  • Bill All Actual Charges – All actual charges are billed (this is the default setting). These actual charges display in the Phase Cost Analysis View.
  • Bill Remainder Of Unbilled Estimate – Typically, this method follows the “bill actual charges up to the estimate” work order bill method when used in a more sophisticated invoicing business process. When all actual charges are billed up to the amount of a provided estimate, this method bills for the remaining amount when the estimate exceeds the actual billed cost. This method will bill up to the estimate of a subledger type only when an actual cost is also present. For instance, if both labor and materials were estimated, but only labor had an actual cost, then only the labor estimate would be retrieved for billing. The material estimate, which in this example does not have an associated actual charge, is not billed. This method also suggests the use of a unique phase status such as “billing complete,” “final bill,” or “bill update”).

The Billing Status field indicates the Phase Status that must be assigned to trigger the billing routine (e.g., “Work Complete”).

Current Configuration:

Sequence Type Category Bill Status Method
1004 RECAPITALIZATIO  IMPROVEMENT  WORK COMPLETE  Bill All Actual Charges
 1005 RECAPITALIZATIO  IMPROVEMENT  CLOSED  Bill All Actual Charges
 1010 RECAPITALIZATIO  IMPROVEMENT  ASSIGNED  Bill All Actual Charges
 1006 RECAPITALIZATIO  ENERGY CONSERVA  WORK COMPLETE  Bill All Actual Charges
 1011 RECAPITALIZATIO  ENERGY CONSERVA  CLOSED  Bill All Actual Charges
 1009 RECAPITALIZATIO FIXED RATE IMP WORK COMPLETE  Bill Remainder Of Unbilled Estimate
 1012 RECAPITALIZATIO FIXED RATE IMP CLOSED  Bill Remainder Of Unbilled Estimate

Procedure

Navigate to the Finance Module in AiM  Navigation for billing
Find the Work Order Billing Setup Screen Navigation step 2 for billing
To create a rule for billing, click the New button on the Work Order Billing Setup Screen.

First describe the billing rule including the type, category and status the rule applies to

 New Work Order Billing Rule
Select the Type  Pick Type for billing
 Select the Category Select Category for billing
Select the Phase Status Billing setup step 4
 Pick the Appropriate Billing Method from the drop down Setting up a billing rule for energy conservation
 Click the Save Button to store the billing rule Billing setup step 6

 

Functions of AiM Billing Setup Not Used at UConn:

Two other bill methods are available in AiM but they are not currently used at UCONN:

  • Bill Actual Charges Up To The Estimate – Bill all actual charges up to the amount of a provided estimate, but not exceeding the amount of the estimate.
  • Bill Unit Cost – Reference these records on the Work Order Invoice Generator Screen (the Work Order Billing Generator Screen will not pick up these records). This function adds validation that prevents any other billing method set up for the same type/category.

A function of AiM Billing status may also work in conjunction with the Post Billing Status field. The post billing status is the phase status assigned to the phase once the customer billing process is complete (e.g., – “Billed”). In this way the post billing status complements, and works in conjunction with, the billing status. The post billing status may also remain blank to not change the status after billing.  At this time UConn is not utilizing the functionality of the Post Billing Status field.

Roles used:

  1. System Administration – The AiM System Administrator is responsible for creating, updating and deleting Work Order Billing Setups in support of the Facilities Operations Business Services billing requirements