Standard Operating Procedures
<Work Order Billing Setup>
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 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 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 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”).
- 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.
The Billing Status field indicates the phase status that must be assigned to trigger the billing routine (e.g., “90-Work Complete”). 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., – “95 – 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.
- System Administration – describe functions