Advantage Billing

Welcome to the Deltek Advantage Billing application, which makes it possible for you to:

•	Review invoices to find out which projects for a client have outstanding invoices. You can display invoice totals, aging data, interest, and retainage (if any).

•	Read, add, edit, or delete comments about an outstanding invoice.

•	Bill labor, expenses, fees, and units in all industry-standard formats.

•	Process, modify, and accept invoices.

•	Produce invoices.

•	Generate reports.

Advantage uses information from the Project Control and Accounting applications, as well as the billing terms you establish for each project in the Billing system, to produce invoices.

What do you want to do?

Installation and Setup

Billing Table Maintenance

Billing Terms Table Maintenance

Billing Groups

Invoice Review

Interactive Billing

Batch Billing

Retainage

Use Retainers

Billing Reports

Billing Utilities

Sample Billing Terms and Invoices

Use Billing Template Editor


Billing Setup Checklist

Prior to using the Advantage Billing application, you must enter/define certain firmwide information to be used for all projects you bill. You can override most of this setup information on a project-by-project basis. However, this information is necessary to collect the default information to use with projects.

Billing Setup Checklist

The following checklist describes the process to perform in order to set up the Billing application for users in your firm. Each step is described later in this section. Print out this page and check off each item as they are completed.

Completed?	Step
___________	Set up firmwide billing parameters
___________	Set up firmwide tax codes
___________	Establish default billing terms for your projects
___________	Establish billing terms to use for project reports at billing rates
___________	Add clients for your projects
___________	Add units/unit tables for your projects
___________	Add projects and associate clients
___________	Add labor billing tables that reference data for your projects
___________	Add expense tables that reference data for your projects
___________	Set up billing terms for the project
___________	Copy terms to another project


Billing Setup Maintenance

Billing Setup Maintenance lets you enter system-wide information about how you want to use the Billing application. The setup data applies to all invoices that the Billing application produces. You can modify the setup data at any time.

To enter general billing setup parameters for your firm:

1.	Select Utilities, Setup Table Maintenance, Billing, Billing Setup from the Advantage main menu. Advantage displays the Billing Setup form.

2.	Complete the fields on the Billing Setup Maintenance form, referring to the context-sensitive help on the form.

3.	Click on the Change Billing Templates button to change the default billing template for all of the projects in your database with billing terms established.

4.	Click on the Save button to save your changes.

5.	Click on the Close button to exit Billing Setup.

  Related Topics


Globally Changing the Billing Template for Project Invoices

You can globally change the billing template to use when generating invoices for your projects.

To make a global change to the billing template:

1.	Select Utilities, Setup Table Maintenance, Billing, Billing Setup from the Advantage main menu. Advantage displays the Billing Setup form.

2.	Click on the Change Billing Templates button on the bottom of this form. Advantage displays the Change Billing Templates form.

3.	Select the appropriate billing template to assign to all of your projects in the Select Template field. Click on the drop-down arrow in this field to view a list of all exported billing templates created using the Billing Template Editor.

4.	Click on the Change button. Advantage displays a message asking you to confirm the change.

5.	Click on the Yes button to change the billing template for all of the projects that have billing terms established. Advantage displays a message indicating that the change was made.

6.	Click on the OK button to return to Billing Setup Maintenance.

 Notes


Default Billing Terms Setup Maintenance

Default Billing Terms Setup Maintenance lets you define default billing terms for your projects. These terms are used to assist you in creating billing terms for new projects that do not currently have billing terms.

Example

To enter default billing terms for new projects:

1.	Select Utilities, Setup Table Maintenance, Billing, Default Billing Terms from the Advantage main menu. Advantage displays the Billing Terms Table Maintenance form.

2.	Complete the fields on the General, Labor, Exp/Con/Unit, Fees, Add-ons, and Misc tabs of Billing Terms Table Maintenance, referring to the context-sensitive help on the form.

3.	Click on the Save button to save your changes.

4.	Click on the Close button to exit Billing Terms Table Maintenance.

  Notes

  Related Topics


Project Reporting Default Terms Setup Maintenance

You can define default billing terms to use when you post data for project reports at billing rates (as opposed to cost rates). You can enter different default billing terms for your regular and overhead projects in this routine.

To define default regular project billing terms to use for project reports at billing rates:

1.	Select Utilities, Setup Table Maintenance, Billing, Project Reporting Default Terms from the Advantage main menu. Advantage displays the Billing Terms Table Maintenance form. By default, Advantage opens the <R> project record, which is the first record in the database.

2.	Complete the fields on the General, Labor, Exp/Con/Unit, Fees, Add-ons, and Misc tabs of Billing Terms Table Maintenance, referring to the context-sensitive help on the form.

3.	Click on the Save button to save your changes.

4.	Click on the Close button to exit Billing Terms Table Maintenance.

To define default overhead project billing terms to use for project reports at billing rates:

1.	Select Utilities, Setup Table Maintenance, Billing, Project Reporting Default Terms from the Advantage main menu. Advantage displays the Billing Terms Table Maintenance form.

2.	Use the scroll buttons to access the <O> project record. This record is the second record in the database.

3.	Complete the fields on the General, Labor, Exp/Con/Unit, Fees, Add-ons, and Misc tabs of Billing Terms Table Maintenance, referring to the context-sensitive help on the form.

4.	Click on the Save button to save your changes.

5.	Click on the Close button to exit Billing Terms Table Maintenance.

 Notes

 Related Topics


Using Default Billing Terms

The following sections describe when billing terms are used in the specified area of Advantage.

Interactive Billing

Default billing terms are not used. You cannot view invoices for projects without billing terms defined. If you select a project that does not have billing terms defined, you can view labor, expense, and unit detail cost amounts, however, all preview and print invoice command buttons are disabled.

Batch Billing

The Use default terms for draft invoices option on the Batch Billing tab of Batch Billing lets you use the default terms for new records, if the project does not have billing terms defined.

If this option is not selected, Advantage will not print invoices for projects that do not have billing terms defined.

Final invoices will not use default terms for projects without billing terms defined.

Unbilled Detail Report

The Use Default Billing Terms option on the Unbilled Detail tab of Billing Reporting lets you specify the billing terms used on the report.

Unbilled Aging Detail Report

The Use Default Billing Terms option on the Unbilled Detail tab of Billing Reporting lets you specify the billing terms used on the report, when you also select Print Aging Report.

Revenue Generation (for calculating WIP @ Billing)

The Use project reporting default terms for revenue method ‘W’ option lets you calculate revenue for projects without billing terms defined (including fee only jobs). This option will use the default terms for project reporting for regular projects. If this option is not selected, Advantage does not calculate revenue for projects without billing terms defined.

Project Reporting at Billing Rates and Refresh Project Billing Extensions Utility

Default terms for project reporting are used for projects without billing terms defined. These terms will also be used for fee only jobs.


Updating Billed-to-Date Amounts in Advantage

Sometimes you may need to update billed-to-date amounts in Advantage, to adjust the actual billed-to-date amounts calculated by Advantage for a project or projects. The following topics review how to update your billed-to-date amounts in Advantage:

•	Update Previous Fee Billings in Billing Terms (for fee jobs only)

•	Update Billed-to-Date Amounts in Billing Terms and on the Office Earnings Report

•	Update Billed-to-Date Amounts in Billing Terms Only


Updating Previous Fee Billings in Billing Terms

To modify the previous fee billing amount in billing terms:

1.	Select Utilities, Setup Table Maintenance, Billing, Billing Setup from the Advantage main menu.

2.	Select the Enter Prior Fee Billing in Billing Terms option (if it is not already selected). By doing this, you are overriding what the conversion program allocated for prior fee billings.

3.	Enter the fee amount:

•	If the job does not have phases, enter the fee amount in the Previous Fee Billing field on the Fees tab of Billing Terms Table Maintenance.

•	If the job has phases, enter the fee amount in the Billed-to-date fields for the individual phases.


Updating Billed-to-Date Amounts in Billing Terms and on the Office Earnings Report

To update billed-to-date amounts both in billing terms and on the Office Earnings Report:

1.	Select Utilities, Setup Table Maintenance, General System Setup from the Advantage main menu. Advantage displays the General System Setup Maintenance form.

2.	Select the Allow changes to history data option, save your changes, and close out of the form.

3.	Exit Advantage and re-enter the system.

4.	Select Utilities, History Loading, Project Invoice and Receipt History from the Advantage main menu to display the Project Billing History form.

5.	Select the project and task (if any) for which to adjust billed-to-date amounts.

6.	In the Invoices section of this form, enter the following information:

Field	Enter the following:
Invoice	Invoice number.
Date	Invoice date.
Account	Revenue account that is associated with the appropriate invoice section.
Amount	Amount needed to adjust billed-to-date amounts.
Section	The appropriate invoice section for this transaction.
If the invoice has not been paid, you can exit the Project Billing History form and continue processing as normal. Your billed-to-date amounts are updated in Billing terms and on the Office Earnings report.

Historical Cash Receipts

If the invoice has been paid, you also need to enter a historical cash receipt for the same project and task (if any):

In the Receipts section of this form, enter this information:

Field	Enter the following:
Invoice	Invoice number.
Date	Invoice date.
Account	Accounts receivable account.
Amount	Amount needed to zero out the invoice (for example, if you entered an invoice for $1,000.00 you would enter the receipt as $1,000.00).


Updating Billed-to-Date Amounts in Billing Terms Only

To update billed-to-date amounts in billing terms:

1.	Select Utilities, Setup Table Maintenance, General System Setup from the Advantage main menu to display the General System Setup Maintenance form.

2.	Select the Allow changes to history data option, save your changes, and close out of the form.

3.	Exit Advantage and re-enter the system.

4.	Select Utilities, History Loading, Project Invoice and Receipt History from the Advantage main menu to display the Project Billing History form.

5.	Select the project and task (if any) for which to adjust billed-to-date amounts.

6.	In the Invoices section of this form, enter the following information:

Field	Enter the following:
Invoice	Invoice number.
Date	Invoice date.
Account	Revenue account that is associated with the appropriate invoice section.
Amount	Amount needed to adjust billed-to-date amounts.
Section	The appropriate invoice section for this transaction.
7.	Because you want to update the billed-to-date amounts in billing terms only, you need to reverse the effect that the above transaction has on billed-to-date amounts on the Office Earnings Report. However, at the same time, you need to make sure that you do not reverse out the effect of billed-to-date amounts in billing terms. To do this, enter a second invoice line with this information:

Field	Enter the following:
Invoice	Invoice number.
Date	Invoice date.
Account	Revenue account that is associated with the appropriate invoice section.
Amount	Negative amount of the first invoice line you entered.
Section	Leave this field blank for this transaction; when Advantage calculates billed-to-date amounts, it adds the valid invoice sections for the projects. The Office Earnings Report retrieves total billed amounts by adding all amounts associated with a revenue account. The net effect on Office Earnings is zero, but the billed-to-date amounts are still being updated.


Changing Previous Fee Billed on an Invoice

You may need to invoice a project before a fee has been negotiated for that project. In this case, you may set up the project’s billing terms for a time and materials contract until the fee is determined.

After the fee is negotiated, change the billing terms to a fee-based job. When generating invoices for fee jobs, the previous fee billed is not reflected on the initial invoice.

To update the previous fee billed amount:

1.	Select Processing, Data Entry, Invoices from the Advantage main menu. Advantage displays the Invoice Data Entry Files form.

2.	Create a new Invoice Data Entry file. See also Entering Invoices.

3.	At the top of the Data Entry detail form, enter the invoice number, invoice date, and project from the original invoice.

4.	Enter a net zero invoice by entering a negative amount to the section(s) to which the original invoice amounts were posted.

5.	Enter the positive invoice amount to the fee section. This step moves the amount of the original invoice to the correct section so that it is recognized in the Billed-to-Date section of the invoice.

  Notes


Billing Terms Table Maintenance

Billing terms determine how you invoice a particular project. Through Billing Terms Table Maintenance you define how to bill fees, labor, expenses, consultants, and units for each project.

You must set up billing terms for each project for which you want to generate an invoice. Along with general project and client information, you use billing terms to specify the method by which Advantage calculates labor, expenses, consultant expenses, fees, retainers, and units on invoices. If you do not define billing terms for a project, Advantage uses the default billing terms set up in Billing Terms Table Maintenance.

If your project has tasks, you must also specify whether the tasks will have separate billing terms or use the terms specified at the project level.

What do you want to do?

Add default billing terms for your projects.

Add default billing terms to use for project reports at billing rates.

Add billing terms for a project.

Add multiple addresses for a client.

Copy a project's billing terms.

Delete a project's billing terms.

Perform a project lookup.

Navigate in Billing Terms Table Maintenance.

Run the Billing Terms List.

 Tip

 Note


Defining Billing Terms for a Project without Tasks

If the project for which you are establishing billing terms does not contain tasks, you enter billing terms for the entire project. Follow these general steps when entering your project’s billing terms:

1.	Select Tables, Billing, Billing Terms from the Advantage main menu. Advantage displays the Billing Terms Table Maintenance form.

2.	Identify the project for which to establish billing terms. If no billing terms exist in your database, Advantage prompts you for a project. If you have billing terms set up for some of your projects, you must click on the Add button prior to entering the desired project number.

3.	Enter the general, labor, expense, unit, fee, add-ons, and miscellaneous terms for the project.

4.	Click on the Save button to save the billing terms for this project.

5.	Click on the Close button to exit Billing Terms Table Maintenance.

 Notes

 Related Topics


Defining Billing Terms for a Project with Tasks

If the project for which you are establishing billing terms contains tasks, you must decide whether or not you want to establish billing terms for the individual tasks or for the entire project. In order to set up task terms for a project, you must first complete Task Billing Setup under the Tasks tab in Billing Terms Table Maintenance.

You can establish billing terms:

•	At the project level. (You would do this if you do not want to define individual task terms or if you have separate billing terms established for tasks but want to generate the invoice based on the terms set up for the project.)

•	At the task level.

To establish billing terms for the entire project:

1.	Select Tables, Billing, Billing Terms from the Advantage main menu to display the Billing Terms Table Maintenance form.

2.	Identify the project for which to establish billing terms. If no billing terms exist in your database, Advantage prompts you for a project. If you have billing terms set up for some of your projects, you must click on the Add button prior to entering the desired project number.

3.	Click on the Tasks tab at the top of the form to display the Task Billing Setup form. If your project has tasks, the fields on this form are enabled; if not, the fields on this form are not enabled and you should return to Project Table Maintenance to establish tasks for the project prior to continuing.

4.	Click on the Consolidate Printing option; Advantage disables all other options except Consolidate Post and Task To Post.

5.	To consolidate the posting of invoice amounts to a specific task, select the Consolidate Post option and enter the task that should receive the posting.

6.	Enter the labor, expense, unit, fee, add-on, and miscellaneous terms for the project.

To establish billing terms for the individual tasks:

1.	Select Tables, Billing, Billing Terms from the Advantage main menu to display the Billing Terms Table Maintenance form.

2.	Identify the project for which to establish billing terms. If no billing terms exist in your database, Advantage prompts you for a project. If you have billing terms set up for some of your projects, you must click on the Add button prior to entering the desired project number.

3.	Click on the Project/Task button in the header of the form. (This button is enabled only if the project has tasks.)

Advantage displays the General Billing Terms Maintenance form. Note that the Address fields are disabled since they apply at the project level, not the task level.

4.	Click on the Add button to enter the billing terms for a task. You can specify the same types of billing terms as you would at the project level.

5.	Click on the Project/Task button to return to the project’s billing terms.

6.	Click on the Tasks tab at the top of the form to display the Task Billing Setup form.

7.	Click on the Task Terms option. This option tells Advantage to use the billing terms set up for the individual tasks when calculating the invoice.

 Note

 Tip


Copying Billing Terms from One Project to Another

Once you establish billing terms for a project, you can copy these terms to other projects that have similar terms. This saves you from having to re-enter the same terms for multiple projects.

To copy billing terms:

1.	Access the project into which you want to copy billing terms.

If the project does not yet have billing terms defined, click on the Add button at the bottom of the Billing Terms Table Maintenance form.

Advantage displays a blank Billing Terms Table maintenance form. Enter the number of the project into which you want to copy billing terms. When you do this, Advantage automatically displays the project name.

2.	Click on the Copy button. Advantage displays the Copy Billing Terms window.

3.	Enter the project and task (if any) from which you want to copy terms and click on the OK button. Double-click in this field to receive a list of projects with billing terms already defined.

Advantage displays the following message.

Replace existing billing terms for project <number> with terms from project <number>?

4.	Click on the Yes button to continue. Advantage copies the terms to the specified project.

5.	Modify the billing terms, as needed. Repeat steps 1-4 for all desired projects.

6.	Click on the Close button to exit Billing Terms Table Maintenance.

 Tip


Navigating in Billing Terms Table Maintenance

There are several ways you can navigate from key field to key field in Table Maintenance.

Select Field

To switch quickly from one project to another, enter the desired project number in the Select field. Double-click or press the <F3> key in this field to perform a lookup.

Advantage remains on this field until you begin modifying the displayed project information. Thus, you can switch from project to project and review the data displayed without leaving this field.

The Billing Terms Select field is disabled when defining default billing terms or project reporting default terms. Advantage displays the project number as <D> for default terms and <R> (regular) or <O> (overhead) for reporting defaults. Advantage displays the project name as Defaults for new records or Project reporting defaults. These values cannot be modified.

Lookup Button

To access a list of table items (for example, projects or employees) in your database, click on the Lookup button at the bottom of the Table Maintenance form. Advantage displays a lookup list form, where you can select the desired table item (for example, project or employee).

For firms with a large number of projects employees, and so on, we recommend reviewing the following tips to maximize performance when using lookup lists:

•	Do not select the Retrieve Automatically option on the lookup list form. This option regenerates the lookup list each time the sort/select criteria changes.

•	Select to display only active projects in the lookup.

•	Enter in a partial number or name in the Search field, and then click on the Retrieve button. Advantage limits the results to only those entries matching the criteria entered.

Navigation Buttons

To move from one record to another sequentially, use the navigation buttons at the bottom of the Table Maintenance form. Records are sorted by number or by name. The following table reviews your options:

Option	Description
	Brings you to the first record in the table.
	Brings you to the previous record in the table.
	Brings you to the next record in the table.
	Brings you to the last record in the table.


Adding Billing Terms for your Projects

You cannot add billing terms when defining Default Billing Terms or Project Reporting Default Terms.

To add billing terms for a project:

1.	Access Billing Terms Table Maintenance. Select Tables, Billing, Billing Terms from the Advantage main menu. Advantage displays the Billing Terms Table Maintenance form.

2.	Click on the Add button at the bottom of the Billing Terms Table Maintenance form. Advantage displays a blank Billing Terms Table Maintenance form.

3.	Enter the number of the project for which to enter billing terms. When you do this, Advantage automatically displays the project name.

4.	Click on the General tab and enter address and other general billing term information for this project.

5.	Click on the Labor tab and enter the labor method, invoice detail, and project default terms options to use when billing labor for this project.

6.	Click on the Exp/Con/Unit tab and enter the methods, invoice detail and project default terms options to use when billing expenses, consultants, or units for this project.

7.	Click on the Fees tab and enter the fee method, invoice detail and invoice posting options to use when billing fees for this project.

8.	Click on the Add-ons tab and enter any additional fees or retainer information applicable to this project’s invoices.

9.	Click on the Tasks tab and define the task options to use when generating invoices for this project. The options on this tab are only enabled if the project has tasks.

10.	Click on the Misc tab and define the interest, tax, limit, and retainage options to use when generating invoices for this project.

11.	Click on the Save button to save your changes to the project’s billing terms.

12.	Click on the Report button to review all the billing terms for this project.

13.	Click on the Close button to exit Billing Terms Table Maintenance.


Using the Invoice Posting by Phase Feature

This feature lets you direct the posting of a project’s phase fees without manually adjusting the invoice. You can direct the posting to:

•	The main project, a subproject, or their tasks, if the project is in a billing group, or

•	A project task, if the project has tasks and is not in a billing group.

To use Invoice Posting by Phase:

1.	Determine whether the project is in a billing group. If it is, go to step 2. If the project is not in a billing group, go to step 3.

2.	Select Tables, Billing, Billing Groups. In the Billing Groups Table Maintenance form, select the project, then select the Consolidate Printing option. The billing terms for the billing group’s main project apply to the project. Once you select Consolidate Printing, the Separate billing terms option is deselected.

3.	Select Tables, Billing, Billing Terms. In the General tab of the Billing Terms Table Maintenance form, select the project whose phase fees’ posting you are directing.

4.	In the Fees tab of Billing Terms Table Maintenance, select one of these Fee Methods:

•	Pct Cpl by phase as pct of fee, or

•	Pct Cpl by phase as fixed amt

5.	Select the Enable invoice posting by phase option. The data entry table includes a Project column and a Task column, or a Task column.

•	If the project has tasks and is in a billing group, the Project column rows each contain a dropdown list of the main project and subprojects of the billing group. For each project with tasks, the Task column contains a dropdown list of its tasks.

•	If the project has tasks and is not in a billing group, a Task column appears, containing a dropdown list of the project’s tasks.

•	If a specific project in the billing group has no tasks, the Task column is inactive.

6.	Enter or update the phase fee information in the table. For each phase, select the project or task where you are directing posting of the phase fee.

7.	Click on the Save button to save the project’s billing terms.


Specifying the Client Address for an Invoice

You can have multiple contacts/addresses for a client. See Client Address Maintenance for details.

To specify a client/contact address in Billing Terms to use on a specific invoice:

1.	In Billing Terms Table Maintenance, select the invoice’s project.

2.	Be sure that Use Client Address is not selected.

3.	Enter an address in the Address fields (Address Line 1-4)

4.	Enter the appropriate City/State/Zip and Country.

5.	Click Save.

The Billing application will use this contact/address on the project’s invoice(s).

To print a client address associated in the Project record on the invoice:

1.	In Client Table Maintenance, add the client address you want to use on invoices.

2.	In Project Table Maintenance, select the project for which you want to set the client address to use on invoices.

3.	From the General Tab, select the appropriate address to include on invoices from the Client Address field.

4.	In Billing Terms Table Maintenance, select the invoices’ project (this is the same project whose client address you specified in step 2-3).

5.	From the General tab, click Use Client Address. Advantage disables the address fields for editing. The address set in Project Table Maintenance displays in the Address Code field.

6.	Click Save.

The Billing application will use this contact/address on the project’s invoice(s).


Deleting Billing Terms for a Project

Advantage lets you delete billing terms for a project, whether or not there is outstanding detail for the project. If you want to generate an invoice for a project whose terms you deleted, Advantage will use the default terms defined for your firm.

You cannot delete billing terms when defining Default Billing Terms or Project Reporting Default Terms. To override existing defaults, simply edit the defaults (Utilities, Setup Table Maintenance, Billing, Default Billing Terms or Project Reporting Default Terms) and click Save.

To delete a project’s billing terms:

1.	Access Billing Terms Table Maintenance. Select Tables, Billing, Billing Terms from the Advantage main menu. Advantage displays the Billing Terms Table Maintenance form.

2.	Access the project for which to delete billing terms. See also Navigating in Billing Terms Table Maintenance.

3.	Click on the Delete button. Advantage displays the following message.

Delete billing terms for <project name>?

4.	Click on the Yes button. Advantage deletes all the billing terms defined for this project.

5.	Click on the Close button to exit Billing Terms Table Maintenance.


General Billing Terms

General billing terms store general project billing information; including client billing information, invoice layout instructions, and the type of information to print. Defining your general billing terms should be the first step in establishing billing terms for your projects.

What do you want to do?

Add general terms for a project.

Select an invoice template for the project.

Print outstanding accounts receivable for this project.

Print billed-to-date amounts for this project.

Print the Billing Backup report for this project.

Run the Billing Terms List report.

 Related Topics


Adding General Billing Terms for a Project

The General tab of Billing Terms Table Maintenance lets you establish general calculation and formatting options for a project’s invoices.

To add general billing terms for a project:

1.	Select Tables, Billing, Billing Terms from the Advantage main menu. Advantage displays the Billing Terms Table Maintenance form.

2.	Access the project for which to add general billing terms

If the project does not yet have billing terms defined, click on the Add button at the bottom of the Billing Terms Table Maintenance form.

Advantage displays a blank Billing Terms Table Maintenance form. Enter the number of the project for which to enter general billing terms. When you do this, Advantage automatically displays the project name.

3.	Click on the General tab. Advantage displays the general billing terms for the project.

4.	Complete the fields on the General tab of Billing Setup Maintenance, referring to the context-sensitive help on the form.

5.	Click on the Save button to save your changes to the project’s general billing terms.

6.	Complete the fields on the Labor, Exp/Con/Unit, Fees, Add-ons, Tasks, and Misc tabs of Billing Setup Maintenance, as needed.

7.	Click on the Report button to review all the billing terms for this project.

8.	Click on the Close button to exit Billing Terms Table Maintenance.

 Notes

 Tip

 Related Topics


Billing Backup Report


Selecting an Invoice Template

Templates let you customize the information on your invoices and control how the information is formatted.

Advantage includes several standard invoice templates, which you can use when generating the final invoice. The main invoice template includes the formatting for the header and footer of your invoice, which includes the firm name and address, client name and address, project number and name, and task number and name.

If you need a custom invoice template for your firm, please call the Business Intelligence Group at (617) 492-4410. These invoice templates are created on a time and materials basis.


Printing Outstanding Accounts Receivable on Invoices

Advantage lets you print outstanding accounts receivable on your invoices. To do this, simply select the Print A/R option from the General Billing Terms Maintenance screen.

Advantage prints the outstanding accounts receivable differently depending on whether you are generating the invoice for the project as a whole, for each individual task, or for a billing group:

To print outstanding accounts receivable for	Select this option
The entire project.	Print A/R option, on the General Billing Terms Maintenance screen. Advantage prints the Outstanding Invoices section at the end of the report.
Each task.	A/R by Task option, on the Task Billing Terms screen. Advantage prints the Outstanding Invoices section for each task.
A billing group or each project in a billing group.	Print A/R by Group/Project options, on the Billing Groups Table Maintenance form.  Advantage prints the Outstanding Invoices section for the entire billing group or for each project in the billing group.
 Related Topics

 Note


Printing Billed-to-Date Amounts on Invoices

Advantage lets you print billed-to-date amounts (cumulative billings) on your invoices. To do this, simply select the Print Billed-to-date option from the General Billing Terms Maintenance screen.

Advantage prints the billed-to-date amounts differently depending on whether you are generating the invoice for the project as a whole, for each individual task, or for a billing group:

To print billed-to-date amounts for	Select this option
The entire project.	Print Billed-to-Date option, on the General Billing Terms Maintenance screen. Advantage prints the Billings to Date section at the end of the report.
Each task.	BTD by Task option, on the Task Billing Terms screen. Advantage prints the Billings to Date section for each task.
A billing group or each project in a billing group.	Print billed to date by Group/Project options, on the Billing Groups Table Maintenance form.  Advantage prints the Billings to Date section for the entire billing group or for each project in the billing group.
 Related Topics


Printing the Billing Backup Report

Overview

The Billing Backup Report documents detail supporting an invoice. If you want invoices to contain only summary information, but you still want to retain invoice detail for your records, you can print a backup report at the end of an invoice or a batch of invoices.

The Billing Backup report provides you with the information, as it existed in the database prior to finalizing the invoice. In other words, the report is a snapshot of the labor, consultant, reimbursable expense, and unit detail that existed for the project prior to accepting and posting the final invoice, based on the project’s billing terms. The Billing Backup report does not display fee detail.

Advantage lets you print a Billing Backup report after any draft or final invoice generated through Batch or Interactive Billing.

Backup Report Options

You can choose to include or hide the following information on the backup report:

•	Timesheet Comments —To print all comments entered for a timesheet on the backup report, select the Timesheet comments on Backup option on the General tab of Billing Terms Table Maintenance for each desired project.

•	Business Reason for the Expense — To display the reason for an expense as part of the description on the billing backup report, select Show Expensekeeper reason for expense from the Session Options dialog, when you open the Interactive or Batch Billing session. Advantage retrieves the reason from the Business Reason for Expense field of Expensekeeper.

To print the Billing Backup Report:

1.	Select Tables, Billing, Billing Terms from the Advantage main menu.

2.	Open the projects for which you want to print a backup report at the end of all invoices generated through Interactive or Batch Billing.

3.	On the General tab, click Print Backup Report for the first project.

4.	If you want to include timesheet comments on the report, click Timesheet comments on Backup.

5.	Click Save.

6.	Repeat step 3-5 for each project you selected in step 2.

7.	After you generate invoices through Batch Billing or Interactive Billing, the backup report prints at the end of all invoices. Remember to select Show Expensekeeper reason for expense from the Session Options dialog when you open the Interactive or Batch Billing session if you want to include the reason in the Billing Backup description.

Click here [image] to see an example of the Billing Backup report.

 Notes


Labor Billing Terms

Labor billing terms store the way in which Advantage displays labor charges on your project invoices. Labor billing terms can differ from project-to-project.

Advantage makes it possible for you to bill labor for projects in a variety of ways.

What do you want to do?

Add labor billing terms for a project.

Select the project's labor method.

Apply multipliers to labor amounts.

Bill overtime hours.

Add rate tables.

Sort labor charges on the invoice.

Format labor charges on the invoice.

Run the Billing Terms List report.

 Related Topics


Adding Labor Billing Terms for a Project

To add labor billing terms for a project:

1.	Select Tables, Billing, Billing Terms from the Advantage main menu. Advantage displays the Billing Terms Table Maintenance form.

2.	Select the project for which to add labor billing terms.

If the project does not have billing terms defined, click on the Add button at the bottom of the Billing Terms Table Maintenance form.

Advantage displays a blank Billing Terms Table Maintenance form. Enter the number of the project for which to enter labor billing terms. When you do this, Advantage automatically displays the project name.

3.	Click on the Labor tab. Advantage displays the labor billing terms for the project.

4.	Complete the fields on the Labor tab of Billing Setup Maintenance, referring to the context-sensitive help on the form.

5.	Click on the Save button to save your changes to the project’s labor billing terms.

6.	Complete the fields on the General, Exp/Con/Unit, Fees, Add-ons, Tasks, and Misc tabs of Billing Setup Maintenance, as needed.

7.	Click on the Report button to review all the billing terms for this project.

8.	Click on the Close button to exit Billing Terms Table Maintenance.

 Note

 Tip

 Related Topics


Selecting the Project's Labor Method

You must specify a labor method for each time and materials project in Billing Terms Table Maintenance. The labor method determines how Advantage extends labor charges on the invoice. There are five different labor methods:

Method	Summary
No Labor Billing	Labor is not billed for this project/task. This option is typically used when the job is fee-based.
Rate Times Multiplier	Extension = Hours * Cost Rate * Multiplier(s) Advantage uses the employee’s job cost rate (from Employee Table Maintenance) that was in effect when the labor was posted. You can apply a billing rate, cost rate, or cost rate maximum override to this rate by creating a labor override table. You can also apply up to three multipliers to the employee’s job cost rate or cost rate override.
Rate Table	Extension = Hours * Rate * Multiplier(s) The employee’s rate is specified in the project’s labor rate table. You can apply an override rate. Although the rate in an override table is typically a full billing rate, you can apply a cost override. Advantage also applies any labor multipliers that are referenced in the project’s labor billing terms. Although it is not typical to apply a multiplier to a pre-defined billing table rate, it can be done.
Category Table	Extension = Hours * Rate for the Category * Multiplier(s) Advantage first looks to see if there is a project specific category table referenced. If so, Advantage finds the employee’s category as defined in that table and uses the billing rate assigned to that category.  If the employee does not exist in the specified category table, Advantage uses the category defined in the Billing Category field in Employee Table Maintenance. In addition, you can specify an override table that contains an override rate or category for the employee. Advantage applies any labor multipliers that are referenced in the project’s labor billing terms. Although it is not typical to apply a multiplier to a pre-defined billing table rate, it can be done.
Labor Code Table	Extension = Hours * Rate for the Labor Code * Multiplier(s) Advantage uses the rate for the labor code in the project’s labor code table. You can apply rate overrides. Although the rate in the labor code or override table is typically a full billing rate, you can apply up to three multipliers, if applicable. Advantage applies any labor multipliers that are referenced in the project’s labor billing terms. Although it is not typical to apply a multiplier to a pre-defined billing table rate, it can be done.
 Related Topics


No Labor Billing

Specify No Labor Billing if you do not want to bill labor for the project. For example, you may want to bill fees only.


Rate Times Multiplier Method

Rate times multiplier is a method of calculating billing charges, which allows you to apply up to three multipliers to the employee’s job cost rate (specified on the General tab of Employee Table Maintenance). Click here [image] to see a sample invoice using this method.

The following table discusses this method:

Calculation	Extension = Hours * Rate * Multiplier(s)
Rate Determination Hierarchy and Multipliers	If you define an Override Table to be used with the project, and the employee appears in the table, Advantage uses the employee’s rate specified in the table. • If the override rate type is Billing, no multipliers are applied to the rate.  • If the override rate type is Cost, each non-zero multiplier is applied to the rate.  • If the override rate type is Cost Maximum, Advantage selects either the employee’s job cost rate (in effect at the time of posting) or the override rate, whichever is lower. Then, each non-zero multiplier is applied. • If you do not specify an override table for the project or the employee does not appear in the project’s override table, Advantage uses the employee’s job cost rate that was in effect at the time of posting.
Applicable/ Required Rate Table	Rate tables are not used with this method.
 Related Topics


Rate Table Method

The rate table method allows you to establish employee-specific billing rates for a class of projects or for a specific project. In other words, each employee is assigned a rate. Click here [image] to see a sample invoice using this method.

Note that although the rate in the rate table or override table is typically the full billing rate, you can apply up to three multipliers to the rate.

The following table discusses this method:

Calculation	Extension = Hours * Rate * Multiplier(s)
Rate Determination Hierarchy and Multipliers	Advantage uses the billing rate for this employee as specified in the rate table assigned to the project to which the employee charged time. If you define an override table to be used with the project (see Associating an Override Table with a Project), and the employee appears in the table, Advantage uses the employee’s rate specified in the table. Advantage also applies any non-zero multipliers to this rate, regardless of the override rate type (billing, cost, or cost maximum). If you do not specify an override table for the project or the employee does not appear in the project’s override table, Advantage uses the employee’s rate specified in the project’s rate table. Advantage then applies all non-zero multipliers to this rate. If neither an override table rate or a rate table rate exists for the employee, Advantage uses a rate of zero for that employee.
Applicable/ Required Rate Table	A labor rate table is required with this method.
 Related Topics


By Category Method

The By Category method allows you to establish billing rates by employee category. In other words, you assign rates to a category type and then assign employees to each category. Click here [image] to see a sample invoice using this method.

Each employee is associated with a specific category number. The category numbers can have different descriptions and/or different rates for each project or for each class of projects. An employee-specific entry in a category table can switch an employee’s category for a class of projects. An override table entry can override the employee’s rate or his/her category (if the override rate is zero).

Note that although the rate in the rate table or override table is typically the full billing rate, you can apply up to three multipliers to the rate.

The following table discusses this method:

Calculation	Extension = Hours * Rate for the Category * Multiplier(s)
Rate Determination Hierarchy and Multipliers	Advantage uses the billing rate for this employee as specified in the category table assigned to the project to which the employee charged time. If the employee is not assigned to a category within this table, Advantage retrieves the employee’s category from Employee Table Maintenance. If you define an override table to be used with the project, and the employee appears in the table with a non-zero rate, Advantage uses the employee’s rate specified in the table. Advantage also applies any non-zero multipliers to this rate regardless of the override rate type (billing, cost, or cost maximum). If an override table exists for the project and the employee appears in the table with a rate of zero, Advantage overrides the employee’s category with the override category specified in the table. Advantage then locates the category’s entry in the project’s category rate table to determine the rate. Advantage also applies any non-zero multiplier to this rate regardless of the override rate type. If you do not specify an override table for the project or the employee does not appear in the project’s override table, Advantage uses the rate in the project’s category table that is associated with the employee’s category (in effect at the time of posting) to determine the rate. Advantage then applies all non-zero multipliers to this rate. If neither an override table rate nor a category table rate exists for the employee, Advantage uses a rate of zero for that employee.
Applicable/ Required Rate Table	A category table is required with this method.
 Related Topics


By Labor Code Method

The by labor code method allows you to establish billing rates by labor code. In other words, you can assign a rate to a specific work function (i.e., Drawings). This method lets you assign rates on the function you are performing not on your employee rate; therefore, employees may have several different rates per project. Click here [image] to see a sample invoice using this method.

You can specify different labor code descriptions and/or rates for each project or for each class of projects. An override table entry can override the employee’s rate, if desired.

Note that although the rate in the rate table or override table is typically the full billing rate, you can apply up to three multipliers to the rate, if desired.

The following table discusses this method:

Calculation	Extension = Hours * Rate for the Labor Code * Multiplier(s)
Rate Determination Hierarchy and Multipliers	Advantage uses the billing rate for this employee as specified in the labor code table assigned to the project to which the employee charged time. If you define an override table to be used with the project, and the employee appears in the table with a non-zero rate, Advantage uses the employee’s rate specified in the table. Advantage also applies any non-zero multipliers to this rate, regardless of the override rate type (billing, cost, or cost maximum). If you do not specify an override table for the project or the employee does not appear in the project’s override table, Advantage uses the rate in the project’s labor code table that is associated with the labor code specified in the timesheet transaction. Advantage then applies all non-zero multipliers to this rate. If neither an override table rate nor a labor code table rate exists for the employee, Advantage uses a rate of zero for that employee.
Applicable/ Required Rate Table	A labor code table is required with this method.
 Related Topics


How Advantage Applies Multipliers

You do not have to apply multipliers to any of the labor methods. However, if you decide to specify multipliers on the Labor tab of Billing Terms Table Maintenance, Advantage applies them as follows:

Multiplier Factor	How Used with Different Labor Methods
1	The multiplier is never shown on the invoice, but is included in the employee’s rate on the invoice and used to compute the hourly rate for the extension.
2	The multiplier is applied to the extension plus the Factor 1 multiplier (cumulative). It is shown on the invoice if the Show multipliers flag is selected.
3	The multiplier is applied to the extension plus the Factor 2 multiplier (cumulative). It is shown on the invoice if the Show multipliers flag is selected.

You can define up to three multipliers for each labor method. You establish these multipliers by entering the desired values in the Multiplier fields. Depending on the method and the rate being used (whether the rate is the employee’s job cost rate, from a rate table, or from an override table), Advantage applies the multipliers in the following way:

Method	Rate from Table	Applies Multipliers . . .
Rate Times Multiplier	Override Table	If the rate type is cost or cost maximum, no multipliers are applied to billing rate overrides. If a cost maximum is indicated in the override table, the multipliers are applied to the lesser of the employee's job cost rate or the cost maximum.
	Employee Table  (job cost rate)	To all job cost rates from the employee table.
Rate Table	Override Table	To the rate specified in the Rate column in the override table. The rate type is ignored.
	Labor Rate Table	To all rates from the labor rate table.
By Category	Override Table	To the rate specified in the Rate column in the override table. The rate type is ignored.
	Labor Category Table	To all rates from the labor category table.
By Labor Code	Override Table	To the rate specified in the Rate column in the override table. The rate type is ignored.
	Labor Code Table	To all rates from the labor code table.
 Related Topics


Billing Overtime Hours

The overtime feature lets you bill overtime in either of two distinct ways in Advantage:

•	Bill the Overtime Premium as a Cost  Bill the premium part of an employee’s overtime pay as a cost, applying a project-based multiplier.

•	Show Overtime Hours Separately on the Invoice  Show overtime hours separately on the invoice and bill them at a multiple of the regular rate. The multiplier can be tied to the project or to the individual employee.

The Overtime Method field on the Labor tab of Billing Terms Table Maintenance controls these choices. Options for this field are:

•	Bill ovt premium as cost

•	Sep ovt with empl percent

•	Sep ovt with proj multiplier

Regardless of the method you choose, you can bill both standard and secondary overtime hours, each with its own multiplier.

 Notes


Billing the Overtime Premium as a Cost

The Bill Overtime as a Cost method bills the premium part of overtime at the end of the labor billing section, as if it were a cost. The premium is the portion of overtime pay that is greater than straight time pay. In order to generate an overtime premium, the employee must have an overtime markup greater than 100% in Employee Table Maintenance at the time of labor costing.

For standard overtime hours, you can apply a multiplier to the premium by entering one of the following in the Ovt Multiplier field on the Labor tab of Billing Terms Table Maintenance:

Overtime Multiplier	Result
1.0	Bills the premium at cost.
Greater than 1.0	Marks up the premium.
0.0	Prevents the premium cost from being billed.
If you track secondary overtime hours, you can enter a separate multiplier, just for secondary overtime hours, in the Ovt-2 Multiplier field on the Labor tab of Billing Table Maintenance.

Example

 Related Topics


How Overtime Appears when Billing Overtime Premium as Cost

If you choose the Bill Overtime Premium as Cost method of billing overtime, overtime hours are consolidated with non-overtime hours in the labor section of the bill. However, a separate overtime premium line shows you how the overtime billing amount was calculated, as shown below:

If you track secondary overtime hours, those, too, are consolidated with non-overtime hours. A separate secondary overtime premium line shows how the secondary overtime billing amount was calculated.

 Notes


Showing Overtime Hours Separately on the Invoice

Advantage provides two methods for:

•	Separating standard and secondary overtime hours from regular hours on a bill.

•	Billing these hours at a multiple of the employee’s job cost rate.

You can use one of these two methods from the Overtime Method drop-down list on the Labor tab of Billing Terms Table Maintenance. The difference between these two methods is the source of the overtime markup:

Sep ovt with empl percent--Advantage retrieves the employee’s standard and secondary overtime multipliers from Employee Table Maintenance, meaning that overtime markups can differ from employee to employee. This method is useful if, for example, your architects can bill the client for their overtime hours at a marked up rate, but your designers cannot.

Sep ovt with proj multiplier--Advantage retrieves the standard and secondary overtime markups from the Labor tab of the project’s Billing Terms Table Maintenance form, meaning that the same multipliers apply to all employees who work on the project. This method is useful if all employees who work on the project can bill the client for their overtime hours at a marked up rate.

Regardless of the source of the markup, Advantage displays standard and secondary overtime hours on separate lines on the invoice:

 Notes


Billing Overtime Separately with the Employee's Overtime Percent

If you choose to Bill Overtime Separately with the Employee's Overtime Percent, Advantage:

•	Separates standard and secondary overtime hours from regular hours on the bill.

•	Bills these hours at a multiple of the employee’s billing rate, using markups entered on the General tab of the Employee Table Maintenance form for that employee. Advantage bills standard overtime hours using the markup in the Overtime Pct field and secondary overtime hours using the markup in the Overtime-2 Pct field.

In order for Advantage to calculate charges correctly using this method, employees must be sure to categorize hours as regular, overtime, or secondary overtime on their timesheets.

The calculation that Advantage performs depends on the project’s labor billing method. For more information, see these topics:

Rate Times Multiplier Calculation

Rate Table Calculation

 Notes

 Related Topics


Billing Overtime Separately with the Project's Overtime Multiplier

If you choose to Bill Overtime Separately with the Project’s Overtime Multiplier, Advantage:

•	Separates standard and secondary overtime hours from regular hours on the bill.

•	Bills these hours at a multiple of the employee’s job cost rate, using markups entered on the Labor tab of the project’s Billing Terms Table Maintenance form. Advantage bills standard overtime hours using the markup in the Overtime Multiplier field and secondary overtime hours using the markup in the Ovt-2 Multiplier field.

In order for Advantage to calculate charges correctly using this method, employees must be sure to categorize hours as regular, overtime, or secondary overtime on their timesheets.

The calculation that Advantage performs depends on the project’s labor billing method. For more information, see these topics:

Rate Times Multiplier Calculation

Rate Table Calculation

 Notes

 Related Topics


Overview of Billing Table Maintenance

In Advantage Billing, you can set up tables that include special billing rates/markups for labor and expenses charged on a project. These tables can be project-specific or firm specific. These tables are then associated with projects in Billing Terms Table Maintenance and the correct rate/markup is applied to each employee/account with amounts charged to a project.

Advantage includes the following billing tables:

Labor Rate Tables

Labor Category Tables

Labor Code Tables

Labor Override Tables

Expense Account Tables

Expense Category Tables

Expenses by Vendor Tables

 Related Topics


Adding a New Billing Table

You can add a new billing table by performing the following steps:

1.	Open the appropriate Billing Table Maintenance routine.

2.	Click on the Add button. Advantage displays a blank Billing Table Maintenance form.

3.	Enter the table number and name by which to identify this billing table.

4.	Enter the detail for this table. See also:

Labor Rate Table

Labor Category Table

Labor Code Table

Labor Override Table

Expense Account Table

Expense Category Table

Expenses by Vendor Table


Copying an Existing Billing Table

You can copy information from one billing table to another by performing the following steps:

1.	Open the appropriate Billing Table Maintenance routine.

2.	Create a new billing table, or select the billing table into which you want to copy information from another billing table.

3.	Click on the Copy button at the bottom of the form. Advantage displays the Copy Billing Table form.

4.	Enter the billing table whose information you want to copy in the From Table field. Double-click in this field to retrieve a list of the billing tables already defined in your database.

5.	Click on the OK button. Advantage displays the following message:

Replace existing data for table <table number> with data from table <table number>?

6.	Click on the Yes button to copy the data into the table. Click on the No button to return to the Billing Table Maintenance form.


Deleting an Existing Billing Table

You can delete an existing billing table by performing the following steps:

1.	Open the appropriate Billing Table Maintenance routine.

2.	Select the table you want to delete.

3.	Click on the Delete button in the Table section of the Billing Table Maintenance form. Advantage displays the following message:

Deleting table <table number>.

4.	Click on the Yes button to confirm the delete. Otherwise, click on the No button to return to Billing Table Maintenance.

Warning!

When you click on the Delete button, Advantage deletes the entire billing table. To delete a single employee, account, category, or vendor from a table, place the record selector on the appropriate line and press the <Delete> key on your keyboard.

Once you delete a Billing table, you can no longer reference it in Billing Terms Table Maintenance. Ensure that your projects no longer need to reference the table prior to deleting it.


Performing a Lookup of Available Billing Tables

You can perform a lookup of your available billing tables in one of the following ways:

•	Click on the Lookup button. When you click on this button, Advantage displays the Billing Table Lookup from which you can select the desired billing table.

•	Enter the billing table number in the Select field. This field is useful if you know the number of the billing table you want to edit and want to access it quickly.

•	Use the record counter to scroll through the available billing tables. This feature enables you to scroll through your billing tables one at a time.


Adding Rate Tables

Overview

There are four main methods for billing labor on time and materials contracts:

•	Rate * Multiplier

•	Labor Rate Table

•	Labor Category Table

•	Labor Code Table

If you use the first method, Rate * Multiplier, Advantage uses either the employee standard cost rate, as established in the Job Cost Rate field on the General tab of Employee Table Maintenance, or an override cost rate located in the Labor Override table.

Using Rate Tables

You can choose to bill labor for a project based on employee rate, employee category, labor code, or to override the default rate set in Employee Table Maintenance. Advantage lets you set up rate tables that contain the rates for an individual employee, all employees performing a similar type of work, or all employees belonging to the same category.

You can create one of the following types of rate tables:

•	Labor Rate Tables — Use Labor Rate tables to assign billing rates to employees.

•	Labor Category Tables — Use Labor Category tables to assign billing rates to employee billing categories (for example, staff levels such as Principal, Project Manager, or Senior Consultant). You can also use the Labor Category Table to override default billing categories set for a particular employee in Employee Table Maintenance.

•	Labor Code Tables — Use Labor Code Rate tables to assign billing rates according to the labor code to which the employee posted time. Labor Code Rate tables are the only billing tables that let you capture multiple billing rates for the same person on the same job.

Deltek recommends cautious use of labor codes for this purpose. While a labor code lets you easily specify the billing rate for one type of labor throughout your firm, regardless of the employee or labor category, its inadvertent or improper use has potentially serious consequences.

Labor codes at your firm may be numerous and complex, with subtle differences among them. Any employee filling out a timesheet can select from all labor codes in your firm.

Please review your firm's system for screening labor code use, and consider using a labor rate or labor category table instead.

•	Labor Override Tables  — Use Labor Override tables to store employee rate exceptions. You can store exception rates in a separate table for those employees who are being billed at a different rate or in a different category for this project.

You can also set up these rate tables specifically for sorting the labor section of the invoice. For some projects, you may want to use the same rate table for sorting as for storing rates.

 Related Topics


Adding Labor Rate Tables

Labor rate tables let you assign billing rates to employees.

To add a new labor rate table:

1.	Select Tables, Billing, Labor Rate Tables from the Advantage main menu to display the Labor Rate Table Maintenance form.

2.	Click on the Add button at the bottom of the Labor Rate Table Maintenance form. Advantage displays a blank Labor Rate Table Maintenance form.

3.	Complete the fields on the Labor Rate Table Maintenance form, referring to the context-sensitive help on the form.

4.	Click on the Close button to exit Labor Rate Table Maintenance.

 Notes

 Related Topics


Modifying Labor Rate Tables

To modify an existing labor rate table:

1.	Select Tables, Billing, Labor Rate Tables from the Advantage main menu to display the Labor Rate Table Maintenance form.

2.	Access the labor rate table whose information you want to modify. See also Performing a Lookup of Available Billing Tables.

3.	Modify the fields on the Labor Rate Table Maintenance form as desired, referring to the context-sensitive help on the form.

4.	Click on the Close button to exit Labor Rate Table Maintenance.

 Related Topics


Adding Labor Category Tables

Labor category tables let you assign billing rates to employee billing categories.

To add a new labor category table:

1.	Select Tables, Billing, Labor Category Tables from the Advantage main menu. Advantage displays a blank Labor Category Table Maintenance form.

2.	Click on the Add button at the bottom of the Labor Category Table Maintenance form. Advantage displays a blank Labor Category Table Maintenance form.

3.	Complete the fields on the Labor Category Table Maintenance form, referring to the context-sensitive help on the form.

4.	Click on the Close button to exit Labor Category Table Maintenance.

 Notes

 Related Topics


Modifying Labor Category Tables

To modify an existing labor category table:

1.	Select Tables, Billing, Labor Category Tables from the Advantage main menu to display the Labor Category Table Maintenance form.

2.	Access the labor category table whose information you want to modify. See also Performing a Lookup of Available Billing Tables.

3.	Modify the fields on the Labor Category Table Maintenance form as desired, referring to the context-sensitive help on the form.

4.	Click on the Close button to exit Labor Category Table Maintenance.

 Related Topics


Standardizing Labor Category Tables

Deltek suggests that you keep your categories consistent across labor category tables. For example, assume you have a labor category table, Standard Categories, with the following contents:

Category	Description	Rate
1	Principals	112.00
2	Project Managers	87.00
If you decide to create an additional labor category table, you should include the same category numbers and descriptions (rates may differ). This is necessary because you assign employees to categories in Employee Table Maintenance. If your categories and descriptions differ between tables, the employee will be categorized differently depending on which table you are using for rates.

For consistency, you should have the same categories and descriptions in each table, with only the rates differing.

If you decide to give to the same category number different descriptions in different tables, you are essentially changing an employee’s category, depending on which category table you use.


Reassigning Employees to Categories

Once you establish billing labor categories, you can reassign an employee from his default category (as established in Employee Table Maintenance) to a different category.

To reassign an employee:

1.	Place the record selector on the desired category. For example, if you want to add employees to Category 3 - Architect, place the record selector on that category:

2.	Enter the employees to reassign to this category in the Employee column.

 Notes


Adding Labor Code Tables

Labor code rate tables let you assign billing rates according to the labor code to which the employee posted time. Labor Code Rate tables are the only billing tables that let you capture multiple billing rates for the same person on the same job.

To add a new labor code rate table:

1.	Select Tables, Billing, Labor Code Tables from the Advantage main menu. Advantage displays a blank Labor Code Table Maintenance form.

2.	Click on the Add button at the bottom of the Labor Code Table Maintenance form. Advantage displays a blank Labor Code Table Maintenance form.

3.	Complete the fields on the Labor Code Table Maintenance form, referring to the context-sensitive help on the form.

4.	Click on the Close button to exit Labor Code Table Maintenance.

 Notes

 Related Topics


Modifying Labor Code Tables

To modify an existing labor code rate table:

1.	Select Tables, Billing, Labor Code Tables from the Advantage main menu. Advantage displays the Labor Code Table Maintenance form.

2.	Access the labor code table whose information you want to modify. See also Performing a Lookup of Available Billing Tables.

3.	Modify the fields on the Labor Code Table Maintenance form as desired, referring to the context-sensitive help on the form.

4.	Click on the Close button to exit Labor Code Table Maintenance.

 Related Topics


Using Wildcards with Labor Codes

Labor code wildcards let Advantage match on specific levels of the labor code. For example, assume you have three levels defined:

Labor Code Level 1	Labor Code Level 2	Labor Code Level 3
A	Architectural	00	General	0	General
B	Budget-Estimate	01	Pre-Design	1	Principal
C	Civil	02	Site Analysis	2	Supervisory
D	Design-Plan-Spec	04	Design-Plan-Spec	3	Senior Consultant
E	Electrical	0F	Field Work	A	Architect
I	Interiors	A1	Schematic Design	C	Consultant
M	Mechanical	C1	Civil Design	D	Designer
Z	Miscellaneous	D1	Design Development	E	Engineer

You could use masks for different purposes:

•	To group all labor codes with Architectural as the first level, use this mask:  A???.

•	To group all consultant labor codes, use this mask: ???C.

•	To group all design labor codes, use this mask: ??1?.

Special Circumstances

You should enter labor code masks and wildcards consistently; i.e., you should only define labor code masks for one labor code level. For example, if you define a labor code mask as A???, you should define all other labor code masks according to level one, as B???, C???, D???, etc.

Advantage displays a warning if you enter an inconsistent labor code. If you continue, Advantage chooses the first match on the labor code. In other words, if you entered two labor code masks, A??? and AC??, and two transactions are coded to labor codes A041 and AC13, Advantage uses the rate and information entered for labor code mask A??? for both transactions.

 Note


Adding Labor Override Tables

Override tables are exception tables that let you place in a separate table those employees who, for whatever reason, are being billed at a different rate or in a different category for this project.

For example, assume you use the By Category labor method for a project. You have an employee, William Apple, who is normally billed in the Project Manager category (Category 2). However, for this project, he is considered a Senior Architect (Category 3). You can set up an override table with this employee, specifying the Override Category (Category 3). In this example, you do not enter an override rate, since he is being billed as a Senior Architect.

To add a new labor override table:

1.	Select Tables, Billing, Labor Override Tables from the Advantage main menu. Advantage displays a blank Labor Override Table Maintenance form.

2.	Click on the Add button at the bottom of the Labor Override Table Maintenance form. Advantage displays a blank Labor Override Table Maintenance form.

3.	Complete the fields on the Labor Override Table Maintenance form, referring to the context-sensitive help on the form.

4.	Click on the Close button to exit Labor Override Table Maintenance.

 Notes

 Related Topics


Modifying Labor Override Tables

To modify an existing labor override table:

1.	Select Tables, Billing, Labor Override Tables from the Advantage main menu. Advantage displays the Labor Override Table Maintenance form.

2.	Access the labor override table whose information you want to modify. See also Performing a Lookup of Available Billing Tables.

3.	Modify the fields on the Labor Override Table Maintenance form as desired, referring to the context-sensitive help on the form.

4.	Click on the Close button to exit Labor Override Table Maintenance.

 Related Topics


Sorting Labor Charges on the Invoice

Advantage lets you control the sort order and grouping of labor charges on an invoice by setting the First Labor Sort and Second Labor Sort fields in Billing Terms Table Maintenance in one of the following ways:

Sort Method	Description
By employee name	If you sort by employee name, Advantage sorts labor charges in order by the employees’ last names.
By employee type	If you sort by employee type, Advantage uses the employee type specified in Employee Table Maintenance to group employees by type. Then, Advantage sorts the labor charges by employee name within each type, unless you specify a second sort.
By category	If you sort by category, Advantage uses the categories set up in the specified category table to group employees by their assigned category. Advantage sorts by employee name within each category, unless you specify a second sort, or you choose not to show labor detail.
By labor code	If you sort by labor code, Advantage uses the labor codes set up in the specified labor code table to group transactions by their assigned labor code. Advantage sorts by employee name within each labor code, unless you specify a second sort, or you choose not to show labor detail.
None	You can choose not to sort the labor charges on invoices by entering None at the First labor sort and Second labor sort fields on the Labor tab of Billing Terms Table Maintenance. If you do not specify a sort for the labor charges, Advantage sorts by employee name.
 Notes


Miscellaneous Labor Formatting Options

A variety of labor formatting options are available. The following options are set on the Labor tab in Billing Terms Table Maintenance:

Timesheet Detail

You can select to display or not display timesheet detail.

If you do not show labor detail, Advantage prints a summary of total labor. This summary is sorted by category if you are using the By Category method, and by labor code if you are using the By Labor Code method; otherwise, it is a one-line summary of total labor.

If you show detail, Advantage enables the following options:

Option	Description
Show Rates	If you select to print rates, Advantage prints one line including the employee name, hours, rate, and the extended amount for each employee. If you are using the By Labor Code method, one line is displayed for each employee, for each labor code to which he/she has posted time.  Click here [image] to see an invoice showing rates.
Show Comments	If you select to print comments, Advantage prints one line for each employee, including the employee name, hours, rate (if the show rates option is selected), and the extended amount. The comments print on an additional line beneath the employee name. If the same comment is entered on multiple lines for an employee, the comments are consolidated into one line on the invoice. Timesheet lines with different comments are displayed as separate lines on the invoice. Therefore, an employee may appear several times on the invoice. If you are using the By Labor Code method, one line appears for each employee/comment/labor code combination for which he/she has posted time. Click here [image] to see an invoice showing comments.
Show Dates	If you select to print the timesheet dates, Advantage prints one line for each employee, including the employee name, timesheet date, hours, rate (if the show rates option is selected), and the extended amount. If you selected to print comments, the comments appear on an additional line beneath the employee name. Click here [image] to see an invoice showing dates.
Showing Labor Multipliers

If you check this box, Advantage displays the explicit multipliers (multiplier factors 2 and 3) before the Total Labor line on the invoice. If you do not check this box, Advantage does not display the explicit multipliers. Instead, the amount is included implicitly in the Total Labor line. See also How Advantage Applies Multipliers.

Note that multiplier factor 1 is automatically built into the cost rate, and is therefore included in the employee’s rate on the invoice.

Click here [image] to see an invoice showing labor multipliers.

Showing the Overtime Multiplier

This option is relevant only if you are using the Bill ovt premium as cost method of billing overtime hours.

If you choose this option, Advantage displays the following information before the Total Labor line on the invoice: the standard or secondary overtime multipliers, the overtime premium amount prior to markup, and the overtime premium amount after markup. If you do not select this option, Advantage displays a line for the fully marked-up billing amount, without showing multipliers or premiums.

Flagging Override Rates

If you check this box, Advantage flags all rates derived/determined from an override table with an asterisk on the invoice.


Fee Billing Terms

To access the Fee tab of Billing Terms Table Maintenance, select Tables, Billing, Billing Terms from the Advantage main menu. Advantage opens the Billing Terms Table Maintenance form to the General tab. To access your fee terms, click on the Fees tab.

There are several ways to calculate and bill clients for project-related fees. Some contracts allow you to bill clients for professional fees, either in addition to, or instead of, billing for labor and expenses.

Fee billing allows you to bill projects that have contracts based on a fee amount. You can bill contract fees in a variety of ways through the Billing system. You can calculate the contract fee based on a:

•	Fixed amount

•	Percentage of construction costs

•	Unit price

Or, as an alternative to defining a total fee, you can also bill clients based on a percent complete of a total project or of a phase of a project, called phase billing. This feature lets you bill for lump sum or fixed-price contracts. You can also bill flat, stipulated fees. In phase billing, the total contract fee is the sum of the phase amounts.

What do you want to do?

Add fee billing terms for a project.

Select the project's fee method.

Enter prior fee billing-to-date amounts.

Update fees for your projects.

Run the Billing Terms List report.

 Notes

 Tip

 Related Topics


Adding Fee Terms for a Project
Adding Fee Billing Terms for a Project

To add fee billing terms for a project:

1.	Access Billing Terms Table Maintenance. Select Tables, Billing, Billing Terms from the Advantage main menu. Advantage displays the Billing Terms Table Maintenance form.

2.	Access the project for which to add fee billing terms.

If the project does not yet have billing terms defined, click on the Add button at the bottom of the Billing Terms Table Maintenance form.

Advantage displays a blank Billing Terms Table Maintenance form. Enter the number of the project for which to enter fee billing terms. When you do this, Advantage automatically displays the project name.

3.	Click on the Fees tab. Advantage displays the fee billing terms for the project.

4.	Complete the fields on the Fees tab of Billing Setup Maintenance, referring to the context-sensitive help on the form.

5.	Click on the Save button to save your changes to the project’s fee billing terms.

6.	Complete the fields on the General, Labor, Exp/Con/Unit, Add-ons, Tasks, and Misc tabs of Billing Setup Maintenance, as needed.

7.	Click on the Report button to review all the billing terms for this project.

8.	Click on the Close button to exit Billing Terms Table Maintenance.

 Note

 Tip


Selecting the Project's Fee Method

For each project, you can specify a fee method in Billing Terms Table Maintenance. The fee method determines how Advantage extends fee charges and formats these charges on a project’s invoice.

When choosing the appropriate fee method for a project, you must also decide whether you want to mark up fees explicitly using the Add-on feature.

The Advantage fee methods are summarized here:

Method	Description
No Fee Billing Method	Do not bill fees for the project, typically when billing time and materials.
Overall Percent Complete Method	Bills fees for the project, based on the portion of the project that has been completed.  Note that each phase must be determined in the project’s fee terms. You can have an unlimited number of phases. Click here [image] for a sample invoice using this method.
Percent Complete by Phase as Percent of Fee Method	Bills fees for the project based on the percent complete of each phase. For this method, you must manually update the percent complete of each phase. In addition, each project’s fee is determined as a percentage of the total fee. Note that each phase must be determined in the project’s fee terms. You can have an unlimited number of phases. Click here [image] for a sample invoice using this method.
Percent Complete by Phase as Fixed Amount Method	Bills fees for the project based on the percent complete of each phase. For this method, you enter the fee amount for each phase. Click here [image] for a sample invoice using this method.
Cumulative Units or Fee Method	Bills fees for the project based on a portion of the contract fee and fee basis you choose. This method tracks previous fee billings.  In other words, each month you determine the dollar amount to be billed, by adding the current billing amount to the previous billed amounts. Click here [image] for a sample invoice using this method.
Current Units or Fee Method	Bills fees for the project based on a specific fee and the fee basis you choose. This method does not track previous fee billings. In other words, each month you determine the current fee. Advantage does not take into effect any prior billings. Click here [image] for a sample invoice using this method.


Entering Prior Fee Billing-to-Date Amounts

If you selected the Will the prior fee billing be entered by the user as part of Billing Terms option in Billing Setup Table Maintenance, you can quickly enter the total prior fee billings for your projects that have fees defined. Otherwise, you need to adjust prior billings using Project Invoice and Receipt History.

To quickly enter prior billed-to-date amounts:

1.	Select Tables, Billing, Billing Terms from the Advantage main menu to display the Billing Terms Table Maintenance form.

2.	Access the project for which you want to enter a prior fee billing-to-date amount.

3.	Click on the Fees tab. Advantage displays the fee terms defined for this project. (If fees have not been enabled for this project you must enable and define your fee billing terms before entering a prior fee billing-to-date amount).

4.	In the Previous fee billing field, enter the total prior fee billing-to-date amount for this project.

5.	For phase billing, this field is not enabled. In this case, you enter the previous fee billed amounts on a per phase basis in the Billed-to-date column.


No Fee Billing

Specify No Fee Billing if you do not want to bill fees for the project. For example, you may want to bill labor and expenses only.

 Related Topics


Overall Percent Complete

Use the overall percent complete method of calculating fees to bill a single fee based on a percentage of the total project’s fee. This method allows you to bill an agreed-upon percentage of a lump sum or fixed price contract. The contract fee is based on the fee basis you choose.

Click here [image] to see a sample invoice using this method.

 Related Topics


Percent Complete by Phase as Percent of Fee Method

Use the percent complete by phase as percent of fee method of calculating fees to bill a portion of the contract fee based on the percent complete of each phase. The contract fee is based on the fee basis you choose.

When setting up fee terms for this method, you must first enter each phase. Phases are user-defined billing components for the project. Then, indicate the percent of the total fee for each phase and Advantage calculates the fee for each phase. You then enter the percent complete of each phase and Advantage calculates the fee earned for each phase.

Click here [image] to see a sample invoice using this method.

 Related Topics


Percent Complete by Phase as Fixed Amount Method

Use the percent complete by phase as fixed amount method of calculating fees to bill a portion of the contract fee based on the percent complete of each phase. You define the phases and specify the amounts to charge to each phase. Phases are user-defined billing components for the project.

Advantage calculates the total fee by adding the fee entered for each phase.

Advantage calculates the total earned as the sum of the phase percent completes times the amount you are charging for each phase. Also, Advantage computes the current fee billing as the total earned minus any previous fee billings.

Click here [image] to see a sample invoice using this method.

 Related Topics


Cumulative Units or Fee Method

Use the cumulative units or fee method of calculating fees to bill a portion of the contract fee. The contract fee is based on the fee basis you choose.

For this method, you would most likely use the unit based fee basis. For example, you update the total number of units that are complete times the unit price.

Advantage computes the current fee billing as the total earned minus any previous fee billings. Therefore, for each billing period, you enter the fee as the previous amount billed plus the current earned.

Click here [image] to see a sample invoice using this method.

 Related Topics


Current Units or Fee Method

Use the current units or fee method of calculating fees to bill a specific fee. The contract fee is based on the fee basis you choose.

The current amount due, for this method, is based on the information you enter when you process invoices, such as lump sum, units to bill, or a percentage of the estimated construction cost. Prior billings are not included in the calculation.

Click here [image] to see a sample invoice using this method.

 Related Topics


Viewing the Project's Fee

You can view the project’s current fee amount and calculation from Billing Terms Table Maintenance and/or the Update Fees option in Interactive Billing by clicking on the Show Fee button. When you click on this button, Advantage displays a form listing the following information as it will appear on the invoice:

•	Total Fee - total amount of fees entered for this project.

•	Total Earned - total amount eligible to be billed (usually based on percent complete).

•	Previous Fee Billing - total amount of fees that have been previously billed.

•	Current Fee Billing - total earned minus the previous fee billing.

 Tip


Expense Billing Terms

Expense billing terms store the way in which Advantage displays expense charges on your project invoices. Expense billing terms can differ from project-to-project.

Advantage makes it possible for you to bill expenses for projects in a variety of ways.

What do you want to do?

Add expense billing terms for a project.

Select the project's expense method.

Display expense detail for the project.

Display the expense multiplier for the project.

Establish expense billing tables.

Run the Billing Terms List report.

 Note

 Tip

 Related Topics


Adding Expense Terms for a Project
Adding Expense Billing Terms for a Project

To add expense billing terms for a project:

1.	Access Billing Terms Table Maintenance. Select Tables, Billing, Billing Terms from the Advantage main menu. Advantage displays the Billing Terms Table Maintenance form.

2.	Access the project for which to add expense billing terms.

If the project does not yet have billing terms defined, click on the Add button at the bottom of the Billing Terms Table Maintenance form.

Advantage displays a blank Billing Terms Table Maintenance form. Enter the number of the project for which to enter expense billing terms. When you do this, Advantage automatically displays the project name.

3.	Click on the Exp/Con/Unit tab. Advantage displays the reimbursable expense, consultant expense, and unit billing terms for the project.

4.	Complete the fields on the Exp/Con/Unit tab of Billing Setup Maintenance for your reimbursable and consultant expenses, referring to the context-sensitive help on the form.

5.	Click on the Save button to save your changes to the project’s expense billing terms.

6.	Complete the fields on the General, Labor, Fees, Add-ons, Tasks, and Misc tabs of Billing Setup Maintenance, as needed.

7.	Click on the Report button to review all the billing terms for this project.

8.	Click on the Close button to exit Billing Terms Table Maintenance.

 Note

 Tip


Selecting the Project's Expense Method

For each project, you can specify an expense method and a consultant method in Billing Terms Table Maintenance. The expense and consultant methods determine how Advantage applies multipliers (if any),  and formats these charges on a project’s invoice.

You can choose to bill all consultant and non-consultant reimbursable (or other) expenses, only non-consultant reimbursable expenses, only consultant reimbursable expenses, or no expenses. You can bill consultant and non-consultant expenses using the same method or using a different method for each.

The Advantage expense methods are summarized here:

Method	Description
No expense billing	Non-consultant expenses are not billed for this project.
By account	Expenses are billed by account and/or by project.  An overall multiplier can be applied to all expenses, or multipliers can be established by account using the Expense Account Tables. This method is available for non-consultant and consultant expenses.
By category	Expenses are billed by category. An overall multiplier can be applied to all expenses or multipliers can be established by category using the Expense Category Tables. This method is available for non-consultant and consultant expenses.
By vendor	Expenses are billed by vendor. An overall multiplier can be applied to all expenses or multipliers can be established by vendor and/or project using Expenses by Vendor Tables.  This method is available for non-consultant and consultant expenses, but it is typically used for consultant expenses. This method lets you have a multiplier based on the vendor, rather than the account. In addition, the consultant name, rather than the account name, appears on the invoice.
No consultant billing	Consultant expenses are not billed for this project.
Bill as expense	Available only for consultant expenses. This method allows you to bill consultant expenses with non-consultant expenses. Therefore, if you apply this method, consultant expenses are billed according to the reimbursable expense terms.
 Related Topics


No Expense Billing

Specify No expense billing if you do not want to bill non-consultant expenses for the project.


By Account Method

The by account expense method bills and formats your expenses based on the general ledger reimbursable account. You can specify this method for consultant and/or non-consultant expenses. Click here [image] to see a sample invoice using this method.

Format/Grouping	Expenses are grouped by account number.
Multiplier Determination Hierarchy	If an expense account table has been established and specified for the project, and the account is listed in the table, Advantage uses the account’s multiplier as specified in the table. If an expense account table has been established and specified for the project, and the account is not listed in the table, Advantage uses the multiplier specified on the Exp/Con/Unit tab of Billing Terms Table Maintenance. If no expense account table has been specified for the project, Advantage uses the multiplier specified on the Exp/Con/Unit tab of Billing Terms Table Maintenance.
Applicable/Required Expense Table	You can use an expense accounts table or the Global Table of Accounts with this method.
 Related Topics


By Category Method (Expenses)

The by category expense method lets you group and mark up expenses and consultants by categories, which you define in Billing Category Table Maintenance. You can specify this method for consultant and/or non-consultant expenses. Click here [image] to see a sample invoice using this method.

Format/Grouping	All expenses associated with accounts listed in the specified billing category table are grouped and consolidated by the associated category. The category name prints on the invoice. Any expenses associated with accounts not listed in the specified billing category table print by account at the end of the expense section.
Multiplier Determination Hierarchy	If an expense category table has been established and specified for the project, and the account is listed within a category in the table, Advantage applies the category’s multiplier (as specified in the table) to the amounts for the accounts listed in the table. If an expense category table has been established and specified for the project, and the account is not listed in the table, Advantage applies the multiplier specified on the Exp/Con/Unit tab of Billing Terms Table Maintenance to the expense amount. If no expense category table has been specified for the project, Advantage applies the multiplier specified on the Exp/Con/Unit tab of Billing Terms Table Maintenance to the total expenses. In this case, if you opt to show detail on the invoice, Advantage prints only the transaction date and amount.
Applicable/Required Expense Table	You can specify an expense category table with this method.
 Note

 Related Topics


By Vendor Method

The by vendor expense method lets you group and mark up expenses by vendor. You can specify multipliers by vendor in Billing Vendor Table Maintenance. You can specify this method for consultant and/or non-consultant expenses. Click here [image] to see a sample invoice using this method.

Format/Grouping	All accounts payable expenses are grouped and consolidated by the associated vendor. The vendor name prints on the invoice. Non-accounts payable expenses are grouped and consolidated under the heading Miscellaneous at the end of the expense section on the invoice.
Multiplier Determination Hierarchy for Accounts Payable Transactions	If an expenses by vendor table has been established and specified for the project, and the vendor associated with the expense is listed within the table, Advantage uses the vendor’s multiplier as specified in the table. If an expenses by vendor table has been established and specified for the project, and the account is not listed in the table, Advantage applies the multiplier specified on the Exp/Con/Unit tab of Billing Terms Table Maintenance to the expense amount for the vendor. If no expenses by vendor table has been specified for the project, Advantage applies the multiplier specified on the Exp/Con/Unit tab of Billing Terms Table Maintenance to the total expenses.
Multiplier Determination Hierarchy for All Other Expense Transactions	Advantage applies the multiplier specified on the Exp/Con/Unit tab of Billing Terms Table Maintenance to the expense amount(s).
Applicable/Required Expense Table	You can specify an expense by vendor table with this method.
 Note

 Related Topics


No Consultant Billing

Specify No consultant billing if you do not want to bill consultant expenses for the project.


Bill as Expense Method

Specify Bill as expense to bill consultant expenses with non-consultant expenses. Click here [image] to see a sample invoice using this method.

 Related Topics


Establishing Expense Billing Tables

If you select to bill expenses for a project based on account, category, or vendor, Advantage lets you set up expense tables that contain the multipliers to apply to the account, category or vendor amounts. You can create one of the following types of expense billing tables:

•	Expense Account Tables

•	Expense Category Tables

•	Expenses by Vendor Tables

 Related Topics


Setting up the Global Table of Accounts

You can establish the Global Table of Accounts to apply multipliers to accounts on a project or class of projects. These multipliers override the multiplier specified in the billing terms record if you are using the by account method.

Advantage searches for the account multiplier in the Global Table of Accounts if an account table has not been specified in the billing terms record, or if the account does not exist in the account table specified in the billing terms record.

To set up accounts in the Global Table of Accounts:

1.	Select Tables, Billing, Expense Accounts from the Advantage main menu. Advantage displays the Expense Account Table Maintenance form.

By default, Advantage opens this form to Table 0 - Global Table of Accounts.

2.	Complete the fields on the Expense Account Table Maintenance, referring to the context-sensitive help on the form.

3.	Repeat Step 2 until the Global Table of Accounts contains all the desired expense accounts and their multipliers.

4.	Click on the Close button to exit Expense Account Table Maintenance.

 Note

 Related Topics


Adding Account Tables

You establish expense account tables to apply multipliers to accounts on a project or a class of projects. These markups override the multiplier specified in the billing terms record if you are using the by account method.

To add a new expense account table:

1.	Select Tables, Billing, Expense Accounts from the Advantage main menu. Advantage displays the Expense Account Table Maintenance form.

2.	Click on the Add button located at the bottom of the Expense Account Table Maintenance form. Advantage displays a blank Expense Account Table Maintenance form.

3.	Complete the fields on the Expense Account Table Maintenance, referring to the context-sensitive help on the form.

4.	Click on the Close button to exit Expense Account Table Maintenance.

 Notes

 Related Topics


Modifying Account Tables

To modify an existing expense account table:

1.	Select Tables, Billing, Expense Accounts from the Advantage main menu. Advantage displays the Expense Account Table Maintenance form.

2.	Access the expense account table whose information you want to modify. See also Performing a Lookup of Available Billing Tables.

3.	Modify the fields on the Expense Account Table Maintenance form as desired, referring to the context-sensitive help on the form.

4.	Click on the Close button to exit Expense Account Table Maintenance.

 Related Topics


Adding Expense Category Tables

You establish billing category tables to group/consolidate expenses by category name and to apply markups to each category on a project or class of projects.

To add a new billing category table:

1.	Select Tables, Billing, Expense Categories from the Advantage main menu. Advantage displays the Expense Category Table Maintenance form.

2.	Click on the Add button located at the bottom of the Expense Category Table Maintenance form. Advantage displays a blank Expense Category Table Maintenance form.

3.	Complete the fields on the Expense Category Table Maintenance, referring to the context-sensitive help on the form.

4.	Click on the Close button to exit Expense Category Table Maintenance.

 Notes

 Related Topics


Modifying Expense Category Tables

To modify an existing expense category table:

1.	Select Tables, Billing, Expense Categories from the Advantage main menu. Advantage displays the Expense Category Table Maintenance form.

2.	Access the expense category table whose information you want to modify. See also Performing a Lookup of Available Billing Tables.

3.	Modify the fields on the Expense Category Table Maintenance form as desired, referring to the context-sensitive help on the form.

4.	Click on the Close button to exit Expense Category Table Maintenance.

 Related Topics


Adding Expenses by Vendor Tables

You can establish vendor tables to group/consolidate expenses by vendor name and to apply multipliers to each vendor on a project or a class of projects.

To add a new expenses by vendor table:

1.	Select Tables, Billing, Expenses by Vendor from the Advantage main menu. Advantage displays the Expenses by Vendor Table Maintenance form.

2.	Click on the Add button located at the bottom of the Expenses by Vendor Table Maintenance form. Advantage displays a blank Expenses by Vendor Table Maintenance form.

3.	Complete the fields on the Expenses by Vendor Table Maintenance, referring to the context-sensitive help on the form.

4.	Click on the Close button to exit Expenses by Vendor Table Maintenance.

 Notes

 Related Topics


Modifying Expenses by Vendor Tables

To modify an existing expenses by vendor table:

1.	Select Tables, Billing, Expenses by Vendor from the Advantage main menu. Advantage displays the Expenses by Vendor Table Maintenance form.

2.	Access the expenses by vendor table whose information you want to modify. See also Performing a Lookup of Available Billing Tables.

3.	Modify the fields on the Expenses by Vendor Table Maintenance form as desired, referring to the context-sensitive help on the form.

4.	Click on the Close button to exit Expenses by Vendor Table Maintenance.

 Related Topics


Expense Multiplier Hierarchy

If you bill expenses for a project, Advantage determines the multiplier to apply to the expense charges as follows:

•	If an expense table is specified at the Table field on the Exp/Con/Unit tab of Billing Terms Table Maintenance, Advantage looks in the Expense Account Table to find the multiplier to apply to the account.

•	If no expense table is specified in the Table field on the Exp/Con/Unit tab of Billing Terms Table Maintenance, or if the account is not listed in the table, Advantage applies the multiplier specified at the Multiplier field on the Exp/Con/Unit tab.

 Note


Displaying Expense Detail

You can either show expense transaction detail on the invoice or just view a summary of account activity.

•	To display all expense transaction detail (including transaction type, description, and transaction date), select the Show detail option in Billing Terms Table Maintenance.

•	To show only totals for the account, category, or vendor, do not select the Show detail option in Billing Terms Table Maintenance.

•	To see an example of an invoice showing expense detail, see Sample Invoice 2.

•	To see an example of an invoice not showing expense detail, see Sample Invoice 3.


Displaying Expense Multipliers

Expense multipliers appear when you select the Show multiplier option on the Expense tab of Billing Terms Table Maintenance.

If you are using the same multiplier for all of your expenses, the multiplier prints on the total line. If any of the multipliers differ based on Expense Billing tables, Advantage calculates and prints the transactions according to the multiplier.

To see an example of an invoice showing expense multipliers, see Sample Invoice 2.

To see an example of an invoice not showing expense multipliers, see Sample Invoice 6.


Unit Billing Terms

To access the Unit tab of Billing Terms Table Maintenance, select Tables, Billing, Billing Terms from the Advantage main menu. Advantage opens the Billing Terms Table Maintenance form to the General tab. To access your unit billing terms, click on the Exp/Con/Unit tab.

Advantage lets you choose to bill or not to bill units that have established billing rates. The following sections describe the unit calculation and formatting options and will help you establish the appropriate terms for each of your projects:

What do you want to do?

Add unit billing terms for a project.

Select the project's unit method.

Establish the unit multiplier.

Display unit detail.

Display the unit multiplier.

Run the Billing Terms List report.

 Note

 Tip

 Related Topics


Adding Unit Terms for a Project

To add unit billing terms for a project:

1.	Access Billing Terms Table Maintenance. Select Tables, Billing, Billing Terms from the Advantage main menu. Advantage displays the Billing Terms Table Maintenance form.

2.	Access the project for which to add unit billing terms.

If the project does not yet have billing terms defined, click on the Add button at the bottom of the Billing Terms Table Maintenance form.

Advantage displays a blank Billing Terms Table Maintenance form. Enter the number of the project for which to enter unit billing terms. When you do this, Advantage automatically displays the project name.

3.	Click on the Exp/Con/Unit tab. Advantage displays the reimbursable expense, consultant expense, unit billing terms for the project.

4.	Complete the fields on the Exp/Con/Unit tab of Billing Setup Maintenance for your unit expenses, referring to the context-sensitive help on the form.

5.	Click on the Save button to save your changes to the project’s unit billing terms.

6.	Complete the fields on the General, Labor, Fees, Add-ons, Task, and Misc tabs of Billing Setup Maintenance, as needed.

7.	Click on the Report button to review all the billing terms for this project.

8.	Click on the Close button to exit Billing Terms Table Maintenance.

 Note

 Tip


Selecting the Project's Unit Method

For each project, you can specify a unit method in the unit section of Billing Terms Table Maintenance. The unit method determines whether or not unit charges appear on a project’s invoice.

Unit-specific terms, established in Unit Table Maintenance, determine the formatting of each unit on the invoice.

The Advantage unit methods are summarized here:

Method	Summary
No Unit Billing	Units are not billed.
Bill Units	Include units on the invoice.
 Related Topics


No Unit Billing

Specify No unit billing if you do not want to bill units for the project.


Bill Units

All units that you have chosen to bill as units (in Unit Table Maintenance) are included on the invoice.

Calculation	Extension = Quantity * Unit Bill Rate * Multiplier
Format/Grouping	You determine the unit format options for each unit in Unit Table Maintenance. See also Establishing units. If you select the Show detail option, the unit information appears in order by unit name.
 Note

 Tip

 Related Topics


Establishing the Unit Multiplier

You can apply a single multiplier to the unit transactions. Advantage applies this multiplier after the unit quantity is multiplied by the billing rate per unit.

Enter a 1.0 multiplier in the Unit section of Billing Terms Table Maintenance if you want to bill units at their billing rate.


Displaying Unit Detail

You can determine the level of unit detail to display for each unit individually. If you select the option to Show detail in the Unit section of Billing Terms Table Maintenance, the level and type of detail for each unit is based on the settings of the following options in Unit Table Maintenance:

Option	Description
Billing line format	If you select Name only, the unit’s name prints on the invoice. If you select Name and detail, the unit name and transaction description entered in data entry print on the invoice. If you select Detail only, the transaction description entered in data entry prints on the invoice.
Consolidate detail on bill	If you select this option, the detail consolidates into one line for the unit. This option is only available if the Name only billing line format option is selected.
Show date on bill	If you select this option, the transaction date appears on each unit detail line.
Show math on bill	If you select this option, the calculation detail (quantity label @ billing rate) prints on the invoice for each unit detail line.
Consolidate posting detail	If you select this option, the transaction detail within each posting run will be consolidated into one line for each unit.

If you do not select the Show detail option in the Unit section of Billing Terms Table Maintenance, all unit billing detail is consolidated into one line on the invoice.


Displaying the Unit Multiplier

If you select the Show multiplier option in the Unit section of Billing Terms Table Maintenance, the unit multiplier prints on the invoice.

Since Advantage uses the same multiplier for all of the units, the multiplier is calculated and displayed on the total line.


Add-on Fee Billing Terms

Add-on fees let you apply an additional charge to an entire invoice section. You can use one or more add-on fees to apply additional fee(s) as a percentage of labor, expenses, consultants, fees, units, and/or add-on fee billings, or as an amount you specify. You can also use the add-on feature to apply a project retainer.

Add-on fees appear after the labor, expense, unit, and fee sections of the invoice.

Click here [image] for instructions on entering add-on fees.

 Notes

 Tip

 Related Topics


Adding Add-on Fee Terms for a Project
Adding Add-on Fee Billing Terms for a Project

To add add-on fee billing terms for a project:

1.	Access Billing Terms Table Maintenance. Select Tables, Billing, Billing Terms from the Advantage main menu. Advantage displays the Billing Terms Table Maintenance form.

2.	Access the project for which to add add-on fee billing terms.

If the project does not yet have billing terms defined, click on the Add button at the bottom of the Billing Terms Table Maintenance form.

Advantage displays a blank Billing Terms Table Maintenance form. Enter the number of the project for which to enter add-on fee billing terms. When you do this, Advantage automatically displays the project name.

3.	Click on the Add-ons tab. Advantage displays the add-on fee billing terms for the project.

4.	Complete the fields on the Add-ons tab of Billing Setup Maintenance, referring to the context-sensitive help on the form.

5.	Click on the Save button to save your changes to the project’s add-on fee billing terms.

6.	Complete the fields on the General, Labor, Exp/Con/Unit, Fees, Tasks, and Misc tabs of Billing Setup Maintenance, as needed.

7.	Click on the Report button to review all the billing terms for this project.

8.	Click on the Close button to exit Billing Terms Table Maintenance.

 Note

 Tip


Overview of Retainers

The Advantage Retainer feature streamlines the capture of your client’s retainer in your accounting, billing and reporting systems. You apply and track the retainer according to your organization’s accounts receivable categories.

Once the project has other accounts receivable activity, you can track the amounts applied, and the retainer balance, on the Accounts Receivable Ledger report. The retainer is included in Current Receipts on the Office Earnings report.

What do you want to do?

Enable and set up the Retainer feature.

Enter a client's retainer payment in Data Entry.

Apply a retainer toward an invoice.

Record a Retainer.


Setting Up the Retainer Feature

To use Deltek Advantage’s Retainer feature, you must first enable it and set up a retainer account for each accounts receivable category your firm uses.

To enable and set up the Retainer feature:

1.	Select Utilities, Setup Table Maintenance, General System Setup.

2.	Select Enable Retainer feature in the General tab of System Setup Table Maintenance.

3.	In Chart of Accounts Table Maintenance, add a retainer account for each account receivable account in your Chart of Accounts. If you use only one account receivable account, add one retainer account only.

We recommend setting up these accounts as liability (2xx.xx) accounts, to conform to generally-accepted accounting principles.

4.	Select Utilities, Setup Table Maintenance, Invoice Mapping to open the Invoice Mapping Accounts form.

5.	In the Invoice Mapping Accounts form, use a blank row for each retainer category. Enter the number of the new retainer account in the Invoice Account column. Enter the accounts receivable account in the A/R Account column. Select the A/R Column where the retainer offset will appear on the Accounts Receivable Ledger report. Leave the other two columns blank.

If you use one retainer account only, enter it in the Invoice Account column, and leave the other columns blank.

6.	Click on the Close button to close the Invoice Mapping Accounts form.


Entering a Client's Retainer Payment in Cash Receipts Data Entry

Once you have enabled and set up the Retainer feature on your Deltek Advantage system, you can enter clients’ retainers in Cash Receipts Data Entry.

To enter a client’s retainer payment:

1.	Select Processing, Data Entry, Cash Receipts to open the Cash Receipts form.

2.	Click on the New button.

3.	Complete the Cash Receipts form, entering the full amount of the retainer in the Receipts Total field, and click OK.

4.	After entering the Reference, Date, and Bank in the Cash Receipts file, use a blank row to enter the Project/Task, Account, and Amount.

Be sure that the Retainer option is selected and that the Interest option is not selected. The Description field is optional. Leave the Invoice field blank. The Account is the Retainer account.

5.	Click on the Close button.


Applying a Client's Retainer Toward an Invoice

When preparing an invoice for a client who has paid a retainer, you can use the retainer to offset part or all of the invoice total.

To apply a client’s retainer to a specific invoice:

1.	Select Processing, Billing, Interactive Billing. In the Interactive Billing form, select the Project, then click on the Billing Terms button.

2.	In the Add-ons tab, use a blank row for each retainer category you use to apply retainer offsets. Enter the Sequence number. In the Description field, enter word(s) consistent with the accounts receivable account entered in step 4 below.

3.	In the same row, select Retainer. In the Mult/Amt field, enter as a negative amount the retainer amount being applied in this account receivable category.

4.	In the Account field, select the account number for the liability account used with this retainer category. If you use one liability account, enter the retainer account number.

5.	Close the Billing Terms Table Maintenance form.


Task Billing Terms

If your project has tasks, you should review the settings on this tab to determine how the task-level information should be calculated, presented, and posted.

Click here [image] for instructions on entering task billing terms.

 Note

 Tip

 Related Topics


Adding Task Billing Terms for a Project

To add task billing terms for a project:

1.	Access Billing Terms Table Maintenance. Select Tables, Billing, Billing Terms from the Advantage main menu. Advantage displays the Billing Terms Table Maintenance form.

2.	Access the project for which to add task billing terms.

If the project does not yet have billing terms defined, click on the Add button at the bottom of the Billing Terms Table Maintenance form.

Advantage displays a blank Billing Terms Table Maintenance form. Enter the number of the project for which to enter task billing terms. When you do this, Advantage automatically displays the project name.

3.	Click on the Tasks tab. Advantage displays the task billing terms for the project.

4.	Complete the fields on the Tasks tab of Billing Setup Maintenance, referring to the context-sensitive help on the form.

5.	Click on the Save button to save your changes to the project’s task billing terms.

6.	Complete the fields on the General, Labor, Exp/Con/Unit, Fees, Add-ons, and Misc tabs of Billing Setup Maintenance, as needed.

7.	Click on the Report button to review all the billing terms for this project.

8.	Click on the Close button to exit Billing Terms Table Maintenance.

 Note

 Tip


Determining the task terms to use when rolling up task detail on the invoice

The following describes the hierarchy Advantage uses when determining the terms to use for roll up tasks:

1.	If specified, Advantage uses the terms of the first task that it matches when generating the invoice.

2.	If the first task does not have terms specified, Advantage uses the project’s terms. Advantage will never use terms from another task if the first task does not have terms defined.

3.	If the project does not have terms specified and it is part of a billing group, Advantage uses the terms for the main project.

4.	If the main project of the billing group does not have terms defined, Advantage uses the project default terms when generating draft invoices (if specified). However, Advantage will not print the task information on the final invoice.


Establishing Miscellaneous Billing Terms

Miscellaneous billing terms let you set up, by project, the interest, tax, limit, retainage, etc. terms for your projects.

What do you want to do?

Add interest terms for the project.

Specify the last invoice number for a project's invoices.

Add tax terms for the project.

Add upset limit terms for the project.

Add retainage terms for the project.

Enter a footer for your project's invoice.

Run the Billing Terms List report.

 Note

 Tip

 Related Topics


Adding Miscellaneous Billing Terms for a Project

To add miscellaneous billing terms:

1.	Select Tables, Billing, Billing Terms from the Advantage main menu. Advantage displays the Billing Terms Table Maintenance form.

2.	Access the project for which to add miscellaneous billing terms.

If the project does not yet have billing terms defined, click on the Add button at the bottom of the Billing Terms Table Maintenance form.

Advantage displays a blank Billing Terms Table Maintenance form. Enter the number of the project for which to enter miscellaneous billing terms. When you do this, Advantage automatically displays the project name.

3.	Click on the Misc tab. Advantage displays the miscellaneous billing terms for the project.

4.	Complete the fields on the Misc tab of Billing Setup Maintenance, referring to the context-sensitive help on the form.

5.	Click on the Save button to save your changes to the project’s miscellaneous billing terms.

6.	Complete the fields on the General, Labor, Exp/Con/Unit, Fees, Add-ons, and Tasks tabs of Billing Setup Maintenance, as needed.

7.	Click on the Report button to review all the billing terms for this project.

8.	Click on the Close button to exit Billing Terms Table Maintenance.

 Note

 Tip

 Related Topics


Adding Interest Terms for a Project

To add interest terms for a project:

1.	Access Billing Terms Table Maintenance. Select Tables, Billing, Billing Terms from the Advantage main menu. Advantage displays the Billing Terms Table Maintenance form.

2.	Access the project for which to add interest terms.

If the project does not yet have billing terms defined, click on the Add button at the bottom of the Billing Terms Table Maintenance form.

Advantage displays a blank Billing Terms Table Maintenance form. Enter the number of the project for which to enter interest terms. When you do this, Advantage automatically displays the project name.

3.	Click on the Misc tab. Advantage displays the miscellaneous billing terms for the project.

4.	Complete the interest fields on the Misc tab of Billing Setup Maintenance, referring to the context-sensitive help on the form.

5.	Click on the Save button to save your changes to the project’s interest terms.

6.	Add additional miscellaneous billing terms for this project.

7.	Click on the Report button to review all the billing terms for this project.

8.	Click on the Close button to exit Billing Terms Table Maintenance.

 Note

 Tip


Overriding Revenue Posting Accounts by Project

To override revenue posting accounts by project:

1.	Select Tables, Billing, Billing Terms from the Advantage main menu. Advantage displays the Billing Terms Table Maintenance form.

2.	Access the project for which to specify override accounts.

If the project does not yet have billing terms defined, click on the Add button at the bottom of the Billing Terms Table Maintenance form.

Advantage displays a blank Billing Terms Table Maintenance form. Enter the number of the project for which to specify the last invoice number. When you do this, Advantage automatically displays the project name.

3.	Click on the Misc tab. Advantage displays the miscellaneous billing terms for the project.

4.	Complete the following fields in the Invoice Accounts section of this tab:

Fee	Expense
Labor	Unit
Consult	Add-on
5.	Click on the Save button to save your changes to the project’s miscellaneous billing terms.

6.	Add additional miscellaneous billing terms for this project.


Specifying the Last Invoice Number for the Project

To enter the last invoice number for a project:

1.	Select Tables, Billing, Billing Terms from the Advantage main menu. Advantage displays the Billing Terms Table Maintenance form.

2.	Access the project for which to specify the last invoice number.

If the project does not yet have billing terms defined, click on the Add button at the bottom of the Billing Terms Table Maintenance form.

Advantage displays a blank Billing Terms Table Maintenance form. Enter the number of the project for which to specify the last invoice number. When you do this, Advantage automatically displays the project name.

3.	Click on the Misc tab. Advantage displays the miscellaneous billing terms for the project.

4.	Complete the Last Invoice field on the Misc tab of Billing Terms Table Maintenance.

5.	Click on the Save button to save your changes to the project’s miscellaneous billing terms.

6.	Add additional miscellaneous billing terms for this project.

7.	Click on the Report button to review all the billing terms for this project.

8.	Click on the Close button to exit Billing Terms Table Maintenance.

 Note

 Tip


Adding Tax Terms for a Project

To add tax terms for a project:

1.	Access Billing Terms Table Maintenance. Select Tables, Billing, Billing Terms from the Advantage main menu. Advantage displays the Billing Terms Table Maintenance form.

2.	Access the project for which to add tax terms.

If the project does not yet have billing terms defined, click on the Add button at the bottom of the Billing Terms Table Maintenance form.

Advantage displays a blank Billing Terms Table Maintenance form. Enter the number of the project for which to enter tax terms. When you do this, Advantage automatically displays the project name.

3.	Click on the Misc tab. Advantage displays the miscellaneous billing terms for the project.

4.	Complete the tax code fields on the Misc tab of Billing Setup Maintenance, referring to the context-sensitive help on the form.

5.	Click on the Save button to save your changes to the project’s tax terms.

6.	Add additional miscellaneous billing terms for this project.

7.	Click on the Report button to review all the billing terms for this project.

8.	Click on the Close button to exit Billing Terms Table Maintenance.

 Note

 Tip


Adding Upset Limits for a Project

To add upset limits for a project:

1.	Access Billing Terms Table Maintenance. Select Tables, Billing, Billing Terms from the Advantage main menu. Advantage displays the Billing Terms Table Maintenance form.

2.	Access the project for which to add upset limits.

If the project does not yet have billing terms defined, click on the Add button at the bottom of the Billing Terms Table Maintenance form.

Advantage displays a blank Billing Terms Table Maintenance form. Enter the number of the project for which to enter upset limits. When you do this, Advantage automatically displays the project name.

3.	Click on the Misc tab. Advantage displays the miscellaneous billing terms for the project.

4.	Complete the upset limit fields on the Misc tab of Billing Setup Maintenance, referring to the context-sensitive help on the form.

5.	Click on the Save button to save your changes to the project’s upset limit terms.

6.	Add additional miscellaneous billing terms for this project.

7.	Click on the Report button to review all the billing terms for this project.

8.	Click on the Close button to exit Billing Terms Table Maintenance.

 Note

 Tip


Selecting the Project's Upset Limit Method
Selecting the Project’s Upset Limit Method

For each project or task, you can specify the upset limit terms on the Misc tab of Billing Terms Table Maintenance. Upset limits are a maximum amount above which Advantage cannot bill.

If a limit has been exceeded, the billings still appear on the invoice. An adjustment line, which offsets the amount by which the current billings exceed the limit, appears in the Billing Limits section of the invoice. The adjustment will never exceed the current billings, even if the limit has been reset to be below the previously billed amount.

The following limit methods are available:

Limit Method	Description
No Limits	No upset limits are applied.
Aggregate Limit	Advantage limits the job-to-date billing amount to the total of the entered limits. Current charges in excess of this total are not billed. Advantage includes all entered limits in the total limit, whether or not there are associated billings on the invoice. Advantage displays the total billings, total limit, aggregate adjustment, and remaining limit in the Billing Limits section of the invoice.
Individual Limits	Advantage limits the job-to-date billing amount, for each category that has an established limit, to the limit you enter. Advantage does not bill current charges in excess of this limit. Advantage displays the billings, limit, adjustment (if required), and remaining limit for each billing category (for which a limit has been established) in the Billing Limits section of the invoice. Categories appear if a limit has been established, whether or not there are billings for the category.
Print indiv - calc aggregate for sections with limits	Advantage limits the total job-to-date billing amount for the categories that have established limits to the total of the entered limits. Current charges for categories without established limits are not billed. Advantage includes all entered limits in the total limit, whether or not there are associated billings on the invoice. Advantage displays the billings and limits for each billing category (for which a limit has been established) in the Billing Limits section of the invoice. Categories appear if a limit has been established, whether or not there are billings for the category. The total billings, limit for the categories, overall adjustment (if required), and total remaining limit also appear in the Billing Limits section.
Print indiv - calc aggregate all sections	Advantage limits the total job-to-date billing amount to the total of the entered limits. Current charges in excess of this total are not billed. Advantage includes all entered limits in the total limit, whether or not there are associated billings on the invoice. Advantage displays the billings and limits for each billing category (for which there are job-to-date billings and/or a limit has been established) in the Billing Limits section of the invoice. The total billings, the total of the established limits, the overall adjustment (if required), and the total remaining limit also appear in the Billing Limits section.
 Related Topics


Upset Limit Examples

The Billing application lets you bill many types of transactions. These transactions include labor, consultants, reimbursables, and units. These different transactions are grouped into sections when an invoice is generated.

In some cases, specific contract terms may specify a maximum amount, which can be billed for any given section or transaction type. The upset limit feature provides for this capability.

The following sections provide you with examples of each upset limit method.

Aggregate Limits

This method combines all upset limits entered into billing terms for the project and compares the combined result to the total billings for the project. Any adjustment is prorated back to all sections that had billing amounts in proportion to each section’s part of the total billings.

For example, assume an invoice is generated as follows:

	Current Billing	Upset Limit
Labor:	2,810	7,000
Consultants:	800	4,500
Units:	233
The Upset Limit section on the bill will appear as follows:

Billing Limits	Current	Prior	To-Date
Total billings	3,843	9,044	12,887
Limit			11,500
Adjustment			1,387
Proration adjustment is calculated as:

Adjustment/Total Current Billings = 1387/3843 = .3609159
Proration Percentage = 36% (rounded)
Applied to: All sections with billings

Labor Adjustment = 2,810 * .36 = 1,011.60
Consultants Adjustment = 800 * .36 = 288
Unit Adjustment = 233 * .36 = 83.88

Individual Limits

After calculating the invoice section totals, the Billing application displays upset limits for only those sections that have an upset limit specified. Advantage calculates any adjustment required for each section compared to the upset limit specified for the individual section. If no adjustment is necessary, the Billing application displays the amount remaining. Since the adjustment is calculated for each individual section, there is no proration calculation necessary.

For example, assume an invoice is generated as follows:

	Current Billing	Upset Limit
Labor:	2,810	7,000
Consultants:	800	4,500
Units:	233	No limit

The Upset Limit section on the bill will appear as follows:

Billing Limits	Current	Prior	To-Date
Labor	2,810	4,875	7,685
Limit			7,000
Adjustment			-  685
Consultants	800	3,200	4,000
Limit			4,500
Remaining			500
Print indiv - calc aggregate for sections with limits

This method displays a line for each section of the invoice that has a limit. The calculation combines all upset limits and compares the total result to the billings for the project-to-date to determine any required adjustment or amount remaining. Any adjustment is prorated back only to those sections of the invoice that have upset limits, in proportion to their part of the total subject to limits.

For example, assume an invoice is generated as follows:

	Current Billing	Upset Limit
Labor:	2,810	7,000
Consultants:	800	4,500
Units:	233	No limit
The Upset Limit section on the bill will appear as follows:

Billing Limits	Current	Prior	To-Date
Labor	2,810	4,875	7,685
Consultants	800	3,200	4,000
Total Billings	3,610	8,075	11,685
Limit			11,500
Adjustment			-185
Proration adjustment is calculated as:

Adjustment/Total Current Billings Subject to Limits = 185/3610 = .0512465
Proration Percentage = 0.051% (rounded)
Applied to: All sections with limits

Labor Adjustment = 2,810 * 0.051 = 143.31
Consultants Adjustment = 800 * 0.051 = 40.80
Unit Adjustment = n/a, no limit

Print indiv-calc aggregate for all sections

This method combines all upset limits entered into billing terms for the project and compares the combined result to the total billings for the project. Any adjustment is prorated back to all sections that had billing amounts in proportion to each section’s part of the total billings.

For example, assume an invoice is generated as follows:

	Current Billing	Upset Limit
Labor:	2,810	7,000
Consultants:	800	4,500
Units:	233
The Upset Limit section on the bill will appear as follows:

Billing Limits	Current	Prior	To-Date
Labor	2,810	4,875	7,685
Limit			7,000
Consultants	800	3,200	4,000
Limit			4,500
Units	233	969	1,202
Limit			0
Total Billings	3,843	9,044	12,887
Limit			11,500
Adjustment			-1,387
Proration adjustment is calculated as:

Adjustment/Total Billings = 1387/3843 = .3609159
Proration Percentage = 36% (rounded)
Applied to: All sections with billings

Labor Adjustment = 2,810 * .36 = 1,011.60
Consultants Adjustment = 800 * .36 = 288.00
Unit Adjustment = 233 * .36 = 83.88


Setting Limits for Billing Categories

You can establish upset limits for each of the following billing categories on the Misc tab in Billing Terms Table Maintenance:

•	Labor

•	Consultants

•	Expenses

•	Units

•	Add-Ons

•	Fees

The effect of the established limit is determined by the selected limit method.

Advantage assumes that a limit has not been established for a category if you enter 0.00 in the associated limit field.


Adding Retainage Terms for a Project

On the Misc tab of Billing Terms Table Maintenance, you specify the retainage terms for your projects. These terms are project-specific and directly influence how retainage information and amounts appear on the project’s invoice.

The following table provides you with the retainage terms you need to establish in order to apply retainage to a project’s invoices:

1.	Ensure that the Enable Retainage feature in Billing flag is selected in General System Setup Maintenance.

2.	Open Billing Terms Table Maintenance. To do this, select Tables, Billing, Billing Terms from the Advantage main menu.

3.	Select the project for which to establish retainage terms.

4.	Click on the Misc tab. Advantage displays the miscellaneous billing terms established for this project.

5.	Enable the retainage feature by clicking on the Retainage option.

6.	Complete the remaining retainage fields on the Misc tab of Billing Setup Maintenance, referring to the context-sensitive help on the form.

7.	Perform Steps 3-6 for all other projects for which to define retainage.

8.	Click on the Close button to exit Billing Terms Table Maintenance.

 Tip

 Related Topics


Entering a Footer for Your Project's Invoice

To enter a footer for a project’s invoices:

1.	Access Billing Terms Table Maintenance. Select Tables, Billing, Billing Terms from the Advantage main menu. Advantage displays the Billing Terms Table Maintenance form.

2.	Access the project for which to enter an invoice footer.

If the project does not yet have billing terms defined, click on the Add button at the bottom of the Billing Terms Table Maintenance form.

Advantage displays a blank Billing Terms Table Maintenance form. Enter the number of the project for which to enter an invoice footer. When you do this, Advantage automatically displays the project name.

3.	Click on the Misc tab. Advantage displays the miscellaneous billing terms for the project.

4.	Complete the invoice footer field on the Misc tab of Billing Setup Maintenance, referring to the context-sensitive help on the form.

5.	Click on the Save button to save your changes to the project’s miscellaneous billing terms.

6.	Add additional miscellaneous billing terms for this project.

7.	Click on the Report button to review all the billing terms for this project.

8.	Click on the Close button to exit Billing Terms Table Maintenance.

 Note

 Tip


Billing Group Table Maintenance

Billing groups are used to combine projects together for the purpose of billing a client.

You create billing groups so that you can bill several projects together on one invoice. This feature is useful if you have multiple projects for the same client and the client wants to receive one invoice for all of the projects.

What do you want to do?

Add a billing group.

Modify a billing group

Delete a billing group.

Perform a billing group lookup.

Run the Billing Group List report.

Direct phase fee posting to the main project


Adding a Billing Group

To add a billing group:

1.	Ensure that the main project and sub-projects for this billing group exist in Project Table Maintenance.

2.	Check that the main project has billing terms defined.

3.	Select Tables, Billing, Billing Groups from the Advantage main menu. Advantage displays the Billing Group Table Maintenance form.

4.	Click on the Add button located at the bottom of the Billing Group Table Maintenance form. Advantage displays a blank Billing Group Table Maintenance form.

5.	Complete the fields on the Billing Group Table Maintenance, referring to the context-sensitive help on the form.

6.	Repeat Steps 1-5 for any additional billing groups.

7.	Click on the Close button to exit Billing Groups Table Maintenance.

 Notes

 Tip

 Related Topics


Modifying a Billing Group

To modify a billing group:

1.	Select Tables, Billing, Billing Groups from the Advantage main menu. Advantage displays the Billing Group Table Maintenance form.

2.	Select the billing group to modify. You can scroll through your billing groups using the navigation buttons at the bottom of the form.

3.	Modify the fields as desired on the Billing Group Table Maintenance form, referring to the context-sensitive help on the form.

4.	Click on the Close button to exit Billing Groups Table Maintenance.


Deleting an Existing Billing Group

To delete an existing billing group:

1.	Select Tables, Billing, Billing Groups from the Advantage main menu. Advantage displays the Billing Group Table Maintenance form.

2.	Select the billing group you want to delete. You can scroll through your billing groups using the navigation buttons at the bottom of the form.

3.	Click on the Delete button in the Group section of the Billing Groups Table Maintenance form. Advantage displays the following message:

4.	Deleting billing group <group number>.

5.	Click on the Yes button to confirm the delete. Otherwise, click on the No button to return to Billing Group Table Maintenance.

6.	Click on the Close button to exit Billing Groups Table Maintenance.

Warning!

When you click on the Delete button, Advantage deletes the entire billing group. To delete a sub-project from a billing group, place the record selector on the project line and press the <Delete> key on your keyboard.

 Related Topics


Performing a Billing Group Lookup

Click on the area of the form you want to learn more about:

 Notes

 Related Topics


Overview of Invoice Review

You can use the Invoice Review feature to:

•	Find out which of the projects for a client have outstanding invoices and display data about them, including invoice totals, aging data, interest, retainer, and retainage (if any).

•	Read, add, edit, or delete comments about an outstanding invoice.

•	View invoices and last receipts.

What do you want to do?

Review security settings that affect Invoice Review.

Review procedures:

View invoice detail.

Preview an invoice.

Select aging column definitions.

Work with A/R comments.

Review field and option descriptions:

Invoice Review Form

Invoice Detail Dialog

Comment Detail Dialog


Security Settings that Affect Invoice Review

A/R Comments

The following settings on the Privileges tab of Security Maintenance affect your ability to see, and work with, invoice comments:

•	The A/R Comment Review Access option controls whether you can see invoice comments in Invoice Review. The possible settings are:

•	None—You cannot see any comments.

•	By User—You can review only those comments that you created.

•	Full Access—You can review all comments.

•	The A/R Comment Update Access option controls whether you can edit your own invoice comments, or those written by other users, in Invoice Review. The possible settings are:

•	None—You cannot update any comments.

•	By User—You can update only those comments that you created.

•	Full Access—You can update all comments.

Retainers

If you want to see retainer amounts on invoices, you must select the Enable Retainer feature option in General System Setup.

Retainage

If you want to see retainage amounts on invoices, you must select the Enable Retainage feature in Billing option on the General tab of General System Setup.

Row-level Security

Row-level security applies to Invoice Review. If your access to projects is restricted through row-level security (for example, to just those projects for certain profit centers), then only data for those projects will display in Invoice Review.


Selecting Invoices for Review

To select invoices:

1.	Select Processing, Billing, Invoice Review from the Advantage Main Menu to display the Invoice Review form.

2.	Either enter the client number in the Select Client field or click the Client Lookup button and select a client from the lookup dialog. When you select a record, Advantage displays the client number, client name, address, and other contact information at the top of the Invoice Review form.

3.	Use the drop-down list for the Invoices to include option to select one of the following settings:

•	Unpaid (default)

•	All

•	Paid

4.	Use the drop-down list for the Only include invoices as of option to select a month/year. Advantage displays on the Invoice Review form only those clients that had outstanding invoices up through the date you select. Note that Advantage may move the amounts in the aging columns based on the date that you select here.

For the client selected, Advantage displays projects with outstanding invoices on the form.

5.	Optional. Select aging column definitions.

6.	Optional. Click Last Receipt to display a dialog listing the date of last receipt for the project, the amount posted for the selected project or invoice, and the invoice number.

7.	Optional. Click View Detail to display the Invoice Details dialog, where you can review data for all invoices related to the current project. See Viewing Invoice Detail for related procedural information.

8.	Optional. Click Comments to display the Comment Detail dialog, where you can read, add, edit, or delete comments for an invoice. See Working with A/R comments for related procedural information.


Viewing Invoice Detail

To view invoice detail:

1.	Select invoices for review.

2.	If your firm is working on more than one project for the client, select a project from the grid by clicking the row selector beside its number.

3.	Click the View Detail button to display the Invoice Details dialog. On this dialog, Advantage lists the invoice number of each outstanding invoice for the current project, along with its date, amount, aging data, interest, and retainage (if any).

4.	Optional. Click Preview Invoice to display the invoice onscreen. See Previewing an Invoice for more information.

5.	Optional. Click Last Receipt to display a dialog listing the date of last receipt for the project, the amount posted for the selected project or invoice, and the invoice number.

6.	Optional. Click Comments to display the Comment Detail dialog, where you can read, add, edit, or delete comments for an invoice. See Working with A/R comments for related procedural information.

7.	Click Close to dismiss the Invoice Detail dialog.

What do you want to do?

Preview an invoice.

Work with A/R comments.


Previewing an Invoice

To preview an invoice:

1.	Select invoices for review.

2.	Click View Detail to display the Invoice Detail dialog.

3.	Any invoice available for preview has the word Yes in the Inv on File column.

4.	Select an invoice and click Preview Invoice. Advantage displays the invoice in a separate window so that you can review its contents. If there is no invoice to preview, Advantage displays this message:

Only invoices generated via Interactive Billing can be previewed

5.	Optional. Print the invoice.

6.	Click Close to dismiss the Invoice Preview dialog.


Selecting Aging Column Definitions

You use the Aging Date and Aging Increments options to specify the aging columns that you want to display on the Invoice Review form. This makes it easy for you to see the extent to which invoices are overdue.

To specify aging columns:

1.	Select invoices for review.

2.	Use the Aging Date option to set the date from which the aging is calculated:

•	Today's date—Receivables are aged based on the current date.

•	Accounting period end date—Receivables are aged based on the last day of your firm's current accounting period.

•	Specific date—Receivables are aged based on a date you enter here. (The default is today's date.)

3.	Use the Aging Increments option to set the ranges for the aging columns. By default, the columns are set up as follows and you can enter different numbers, as needed:

Column Label	Column contains receivables that are:
0-30	up to 30 days overdue
31-60	from 31 to 60 days overdue
61-90	from 61 to 90 days overdue
91-120	from 91 to 120 days overdue
121-150	From 121 to 150 days overdue
Over 150	151 days or more overdue


Invoice Review Form

To display the Invoice Review form, select Processing, Billing, Invoice Review from the Advantage Main Menu. The following fields, options, and buttons display on the Invoice Review form.

Field/Button	Contents
Select Client	Enter the identifier for the client whose invoices you want to review.
Invoices to Include	Use the drop-down list for the Invoices to include option to select one of the following settings: • Unpaid (default) • All • Paid
Only include invoices as of	Use the drop-down list for the Only include invoices as of option to select a month/year. Advantage displays on the Invoice Review form only those clients that had outstanding invoices up through the date you select. Note that Advantage may move the amounts in the aging columns based on the date that you select here.
Phone, Fax, Contact, Email, Address	When you select the project record, Advantage displays the phone number, fax number, contact name, email address, and full client address on the top portion of the form. All this information is display-only. Therefore, clicking on different projects in the main invoice form will update the applicable client information, which can be useful if the client uses several different addresses.
Aging Date	Use the Aging Date option to set the date from which the aging is calculated: • Today's date—Receivables are aged based on the current date. • Accounting period end date—Receivables are aged based on the last day of your firm's current accounting period. • Specific date—Receivables are aged based on a date you enter here. (The default is today's date.)
Aging Increments	Use the Aging Increments option to set the ranges for the aging columns. By default, the columns are set up as follows and you can enter different numbers, as needed: Column Label Column contains receivables that are: 0-30 up to 30 days overdue 31-60 from 31 to 60 days overdue 61-90 from 61 to 90 days overdue 91-120 from 91 to 120 days overdue 121 - 150 From 121 to 150 days overdue Over 150 151 days or more overdue
Project	The project number associated with the invoice.
Project Name	The name of the project.
Total	The balance of the invoice(s), reduced by any outstanding retainage amounts, since retainage is not considered due at this time.
Current	For the current project, invoice amounts that fall within 30 days of the invoices being issued.
31-60	Amounts that are 31 to 60 days overdue.
61-90	Amounts that are 61 to 90 days overdue.
91-120	Amounts that are 91 to 120 days overdue.
121-150	Amounts that are 121 to 150 days overdue.
Over 150	Amounts that are 151 days or more overdue.
Interest	The amount of interest posted for past due invoice amounts.
Retainage	The Advantage retainage feature lets you "put on hold" a portion of an invoice. Or, to think of it in a different way, retainage is a percentage of billings contractually withheld on the invoice, which will be billed to the client upon the project’s completion. The retainage amount of the invoice not currently due. You can see retainage amounts only if the Enable Retainage feature in Billing option is enabled in System Setup Table Maintenance.
Retainer	A retainer is an advance amount collected from a client prior to work  beginning on a project. The amount of the retainer is typically stipulated  in the client's contract. The amount of the retainer is subtracted from the contractually agreed total project billing amount when the project is billed. You can see retainer amounts only if the Enable Retainer feature option is enabled in System Setup Table Maintenance.
Comments	Yes indicates comments exist for the invoice; No indicates that no comments have been entered for the invoice.
Client Lookup button	Displays the Client Lookup dialog.
Last Receipt button	Displays a dialog listing the date of last receipt for the project, the amount posted for the selected project or invoice, and the invoice number.
View Detail button	Displays the Invoice Details dialog.
Comments button	Displays the Comment Detail dialog. See Working with A/R comments for related procedural information.


Invoice Details Dialog

To display the Invoice Details dialog, select Processing, Billing, Invoice Review from the Advantage Main Menu. Click Invoice Detail. The following fields and options display on the Invoice Details dialog.

Column	Contents
Project	Display-only fields showing the number and name of the project for which the invoices were generated.
Client	Display-only fields showing the number and name of the client to which the invoices were sent.
Invoice	All open invoices for the project listed.
Invoice Date	The date on which the invoice was generated.
Total	The balance of the invoice(s), reduced by any outstanding retainage amounts, since retainage is not considered due at this time.
Current	For the current project, invoice amounts that fall within 30 days of the invoices being issued.
31-60	Amounts that are 31 to 60 days overdue.
61-90	Amounts that are 61 to 90 days overdue.
91-120	Amounts that are 91 to 120 days overdue.
121-150	Amounts that are 121 to 150 days overdue.
Over 150	Amounts that are 151 days or more overdue.
Interest	The amount of interest posted for past due invoice amounts.
Retainage	The Advantage retainage feature lets you "put on hold" a portion of an invoice. Or, to think of it in a different way, retainage is a percentage of billings contractually withheld on the invoice, which will be billed to the client upon the project’s completion. The retainage amount of the invoice not currently due. You can see retainage amounts only if the Enable Retainage feature in Billing option is enabled in System Setup Table Maintenance.
Retainer	A retainer is an advance amount collected from a client prior to work  beginning on a project. The amount of the retainer is typically stipulated  in the client's contract. The amount of the retainer is subtracted from the contractually agreed total project billing amount when the project is billed. You can see retainer amounts only if the Enable Retainer feature option is enabled in System Setup Table Maintenance.
Comments	Yes indicates comments exist for the invoice; No indicates that no comments have been entered for the invoice. See Working with A/R Comments for related procedures.
Inv On File	Yes indicates that the invoice is available for preview; No indicates that no invoice is on file.
Preview Invoice button	Click to display the invoice onscreen, in a separate window. See  Previewing an Invoice.
Last Receipt button	Displays a dialog listing the date of last receipt for the project, the amount posted for the selected project or invoice, and the invoice number.
Comments button	Displays the Comment Detail dialog. See Working with A/R comments for related procedural information.


Working with A/R Comments in Invoice Review

Use the Comment Detail dialog to review or change comments about outstanding invoices for a client.

You must have the appropriate security authorization to review or update comments. See Security Settings that Affect Invoice Review for information.

What do you want to do?

Review the contents of the Comment Detail dialog.

Read existing comments for invoices.

Add new comments to invoices.

Edit existing comments for invoices.

Delete comments for invoices.


Comment Detail Dialog

To display the Comment Detail dialog, select Processing, Billing, Invoice Review from the Advantage Main Menu. Click Comments. The following fields and options display on the Comment Detail dialog.

You must have the appropriate security authorization to review or update comments. See Security Settings that Affect Invoice Review for information.

Column	Contents
Project	The number of the project for which you are viewing, adding, editing, or deleting comments.
Invoice	The invoice for which you are viewing, adding, editing, or deleting comments.
Date	The date and time the comment was created.
Username	The username of the person who created the comment. The username is important because the security options controlling who may view or update comments are based on usernames.
Comment	The existing comment for the entry. If you have the appropriate security access, you may edit or delete an existing comment, or add a new one.
Project Number and Name	Display-only fields showing the number and name of the current project.
Client Number and Name	Display-only fields showing the number and name of the client to which the invoices were sent.
Copy button	Copies the contents of the current row into the next row. You can then use the Comment text box of the dialog to edit the comments if you like.
Comment (text box)	Enter text for new comments or change existing comments in this box.
Add button	After you add a new comment in the Comment text box, click Add to add the comment to the invoice.
Delete button	Click Delete to delete an existing A/R comment.
Close button	Closes the Comment Detail dialog.


Reading Existing Comments

To read existing A/R comments:

1.	Select invoices for review.

2.	Click Comments to display the Comment Detail dialog. Advantage displays any existing comments for the outstanding invoices in the project you selected.

3.	Select a comment from the grid by clicking the row selector at the left of the grid. Advantage displays the full text of the comment in the Comment text box in the lower part of the dialog.

4.	Click Close to dismiss the Comment Detail dialog.


Adding a New Comment

To add a new A/R comment:

1.	Select invoices for review.

2.	Click Comments to display the Comment Detail dialog.

3.	Enter your comment in the Comment text box in the lower part of the dialog.

4.	Click the Add button.


Editing Existing Comments

To edit an existing A/R comment:

1.	Select invoices for review.

2.	Click Comments to display the Comment Detail dialog. Advantage displays any existing comments for the outstanding invoices in the project you selected.

3.	Select a comment from the grid by clicking the row selector at the left of the grid.

4.	Edit the text displayed in the Comment text box and click the Add button.

5.	Click Close to dismiss the Comment Detail dialog.


Deleting Existing Comments

To delete an existing A/R comment:

1.	Select invoices for review.

2.	Click Comments to display the Comment Detail dialog. Advantage displays any existing comments for the outstanding invoices in the project you selected.

3.	Select a comment from the grid by clicking the row selector at the left of the grid.

4.	Click the Delete button to delete the comment for the row you selected.

5.	Click Close to dismiss the Comment Detail dialog.


Overview of Interactive Billing

Advantage Interactive Billing is designed to respond to the special challenges of the billing process. For most design firms, billing is not a mechanical process; billing requirements often vary from project to project and month to month. Most billing administrator’s approach invoices one at a time, ensuring that each invoice contains the appropriate charges and other information.

Billing is also not always a one-person effort. Billing administrators often collaborate with project managers as they prepare invoices, working together to draft invoices, discussing their content and format, modifying the invoices, and then agreeing on the final drafts.

Interactive Billing makes it possible for you to:

Define options for the invoice.

Display or print a draft invoice.

Enter internal notes for a project.

Review and modify a project's outstanding labor, expenses, and unit charges.

Transfer/reclass a project's labor, expense, and unit charges.

Review and modify a project's billing terms.

Update a project's fee.

Accept an invoice.

Redisplay or print a final invoice.

Refresh extensions for BIED, BILD tables

 Notes

 Related Topics


Interactive Billing Processing Checklist

Prior to using Interactive Billing to create an invoice, you must perform certain steps to make the data available to be billed for your projects. Interactive Billing offers you many options for creating invoices.

Interactive Billing Processing Checklist

The following checklist describes the process to perform in order to create an invoice using Interactive Billing. Each step is described later in this section. Print out this page and check off each item as they are completed.

Completed	Step	Where Entered
___________	Enter and post labor for this billing cycle	Advantage Data Entry and Posting Routines
___________	Enter and post expenses for this billing cycle	Advantage Data Entry and Posting Routines
___________	Review the Unbilled Detail report for the project	Unbilled Detail Report
___________	Run a draft invoice for the project	Main Interactive Billing form
___________	Update fee terms for the project	Main Interactive Billing form
___________	Transfer, hold, view, bill, write-off, modify, or insert data for the project	Labor, Expense, or Unit Detail screens
___________	Edit the invoice in Microsoft Word	Main Interactive Billing form
___________	Accept the final invoice	Main Interactive Billing form
___________	Modify the totals on the Accept Final Invoice form	Final Invoice Accept form
___________	Post the invoice file created	Invoice Posting
 Notes


Defining Options for a Billing Session

To access options for this billing session, click on the Options button from the main Interactive Billing or Batch Billing form.

When you enter the Billing system, through Interactive Billing or Batch Billing, you can define options for your billing session. These options help you control and easily sort through the information that appears on the Labor, Expense, and Unit Detail forms.

The Options form allows you to enter values for the following options:

Option	Description
Invoice Date	The current date appears by default. Enter the invoice date that Advantage should use for invoices you display or print during this Interactive Billing or Batch Billing session. The invoice date is also posted to the Accounts Receivable Ledger for aging purposes. The default value for this field is the current date.
Period Start/End Date	Enter the period start and end date to appear on the invoice you will send to the client. These fields default to the current period start and end dates. These fields are for display purposes only and will not affect the transaction detail appearing on the Labor, Expense, and Unit Detail forms.
Bill-thru Date	Enter a bill-through date if you want Advantage to limit available billable transactions to those posted up to a specific date. When you display the Labor, Expense, and Unit Detail forms, Advantage only includes transactions posted on or before the specified bill-through date. Other items do not appear, but are saved for future billing sessions. By using this feature, you can prepare invoices for one billing cycle while posting billable transactions for the next cycle. Instead of placing all of the newer transactions on Hold, you can use this field to include only the desired transactions. Leave this field blank if you want to bill through the end of the period. Some firms use this option if they invoice bi-monthly. Keep in mind that this date is typically the user-defined transaction date for the labor and expenses. Therefore, by using a bill-thru date, you are relying on the user to always enter the correct date. If your bill-thru date is also your period end date, we suggest that you use the Bill-thru Period option.
Bill-thru Period	Enter a bill-through period if you want Advantage to limit available billable transactions to those posted before or during a specific period, or any transactions that are unbilled from prior periods. When you display the Labor, Expense, and Unit Detail forms, Advantage only includes transactions that were posted through the specified bill-through period. Other items do not appear, but are saved for future billing sessions. By using this feature, you can prepare invoices for one billing period while posting billable transactions to another. Instead of placing all of the newer transactions on hold, you can use this field to include only the desired transactions.
Show non-billable transactions	Select this option to display all non-billable transactions on the Labor, Expense, and Unit Detail screens. Advantage will not display these items on the invoice. By default, all expense/unit charges posted to 500-level accounts and labor charges posted to any labor code except the non-billable labor code will appear on the detail forms. This feature is useful to find items that may have been posted to the wrong account or labor code. If you select this option, the following transactions appear on the detail screens in Interactive Billing: • Any labor posted to a non-billable labor code on the Labor Detail screen. • Any expenses posted to a 600-level account on the Expense and Unit Detail screens. This option is only available during an Interactive Billing session. Typically, this feature can be used with fee jobs. By displaying non-billable transactions, you can better estimate the fee amount or the fee percent complete. This flag may also help you "catch" any item that was incorrectly posted to a non-fee project. We suggest enabling this feature.
Disable upset limits on final bills	Select this option to calculate final invoices in Interactive and/or Batch Billing without applying project upset limits. This feature is useful if you are using upset limits to budget your projects, but are not required to bill them in this way.
Show vendor invoice on billing backup	This option controls the amount of information that appears on the Billing Backup report to describe each accounts payable transaction. The report always includes the voucher number, the date the voucher was recorded, and the vendor name. If you select this option, the report also includes the vendor’s invoice number and invoice date, shown on the same line as the other information.
Show labor code on billing backup	Select this option to show the labor code associated with each employee labor transaction shown on the billing backup report.
Show Expensekeeper reason for expense	Select this option to display the reason for the expense as part of the description on the billing backup report. Advantage retrieves the reason from the Business Reason for Expense field of Expensekeeper.
Sort labor by date on billing backup	Select to sort billing backup detail information by date (oldest to most recent) at the end of the invoice. For a Billing Backup report to print at the end of an invoice, the option to Print Backup Report must be selected from Billing Terms Table Maintenance.
Final invoice printing	Select the final invoice printing option. These final invoice printing options are only available during an Interactive Billing session:
	Print	To send final invoices to your printer automatically.
	Print Preview	To display final invoices on your screen prior to printing them.  You can print a hardcopy invoice from Print Preview mode. To do this, select File, Print from the main menu.
	You would typically only select the Print Preview option when you have manually created invoices and you are now only recreating them in Advantage, or if the invoices were created using another system.
Overhead Projects	This option is available for Interactive Billing, only. Use this option to limit the detail shown for overhead projects:
	Starting period for transaction detail	By default Interactive Billing includes all transaction detail for a billing session. If you would like to limit transaction detail, select the accounting period that should serve as the starting period for the detail on the report.
Invoice file name	If you have already gone into the Accept form during this session, Advantage automatically displays the name of the invoice data entry file selected.  Otherwise, when you accept the first invoice in this Interactive Billing session, Advantage prompts you for an Invoice Data Entry file. As you finalize your invoices, Advantage appends invoice amounts to this file. This field is for reference purposes only and cannot be changed.
Last invoice	If you are using the firmwide invoice numbering method (as defined in Billing Setup Maintenance), Advantage displays this field. This field displays the last invoice number used by Advantage when accepting a final invoice. Advantage increments this number by 1 for each new invoice accepted. You can modify this number, if desired. Notes • Only users who belong to a Security Workgroup with Full Interactive Billing rights can modify the Last invoice number field. • If you modify the last invoice number and there are multiple users generating invoices, the next accepted invoice will reserve the next invoice number. You may not reserve the number for your invoice. For this reason, we recommend changing the last invoice number immediately before accepting. If you are using the firmwide invoice numbering method, you can change the last invoice number used here or in Billing Setup Maintenance. • If you are using the project-by-project numbering method, you can change the next invoice number on the Miscellaneous tab of Billing Terms Table Maintenance. This field does not appear on the Billing Session Options form.
 Note


Selecting a Project

Prior to performing any tasks in Interactive Billing, you must select a project.

To select a project:

1.	Select Processing, Billing, Interactive Billing from the Advantage main menu to display the Interactive Billing screen.

2.	In the Project field, enter the project number to bill. Advantage automatically displays the first project, with billing terms defined, in your database. You can scroll through projects with billing terms using the record counter at the bottom of this form.

3.	You can double-click in this field or press the <F3> key to receive a lookup of all projects in your database.

The Labor Detail, Expense Detail, and Unit Detail, and Accept options become active. Also, identifying information for the project appears in the lower left corner of your screen. This information helps you verify that you have selected the correct project. You can also see the labor, expense, and consultant billing methods defined for the project in Billing Terms Table Maintenance.

 Notes

 Related Topics


Entering Internal Notes for a Project

You can enter notes about this project/invoice by clicking on the Notes button. You can enter an unlimited amount of text in this field; the field will wrap as you type. These notes do not appear on the invoice, they are for your reference only.

You can use the Notes option to list the following types of comments for your projects:

•	The backup that accompanies the invoice.

•	The billable/non-billable expenses.

•	The reports the project manager likes to receive with draft invoices.

•	The frequency in which invoices are sent out (for example, bi-monthly, monthly).

If you enter notes for a project through Interactive Billing, Advantage displays the following message next to the Notes button:

**Notes on file**

These notes are also available in the project’s billing terms.


Summary of the Labor, Expense, and Unit Detail Options

The options in this topic apply to the Labor, Expense, and Unit Detail forms in Interactive Billing. To access these screens select Processing, Billing, Interactive Billing from the Advantage main menu. Then click on the appropriate detail button.

You must have the record selector positioned on the gray box at the beginning of the desired transaction’s line prior to utilizing these features.

Button	Description
	Displays a window of information about a transaction’s origin; lists the expense record for expense/unit detail or timesheet line for labor detail. The information appearing in this window includes all the information on the detail screen plus any additional descriptions.  Also, if the transaction was transferred, this window displays the project, task, and account/labor code from which the transaction was transferred. You cannot modify any information on the View transaction line screen.
	If you place a transaction on hold, or if you scheduled to write-off the transaction and have not yet accepted an invoice since the transaction was written-off, you can release it and make it billable by clicking on this button. You can also change the status to bill by double clicking in the Bill/Held column when the status is hold or write-off.
	When a transaction first appears on a project’s labor and/or expense screen, it has a status of Billable. This is indicated by the B(ill) status in the Bill/Held column. If you do not want to bill this transaction in the next run, click on this button to put the item on hold. You can also change the status to hold by double clicking in the Bill/Held column when the status is bill; it will toggle to hold.  If the Release Holds option is selected in Billing Setup Maintenance, items with a Held status automatically change to Billable after the current invoice is accepted.
	If you do not want to collect money on this transaction at any time, click on this button. When you write-off an item, no accounting or project entries are made for the item; you are simply removing it from bill processing. The item still exists as posted for project control purposes. You can change the status of a to be written off transaction by clicking on the Hold or Bill  or Write-off buttons or by double clicking in the Bill/Held column (to make the transaction billable or held).
	If you do not want to bill this transaction at any time, perhaps because the transaction occurred due to a data entry error, click on this button. You can change the status of a to be deleted transaction by clicking on the Hold or Bill or Write-off buttons or by double clicking in the Bill/Held column (to make the transaction billable or held). You should understand the following about deleting a transaction: • When you delete a transaction, you are not actually deleting the transaction from the database; you are simply electing not to bill it. The transaction still exists as posted for project control and other accounting purposes, but is marked in the database as having been deleted for billing purposes.  • You can delete either the entire amount or a portion of the amount. If you delete a portion of the amount, Advantage creates a new line on the Labor, Expenses, or Units dialog with the amount to make not billable. The original transaction line decreases by the amount marked as Delete. To delete a portion of a transaction amount, you must select the transaction individually and click Delete and enter the partial amount in the Deleting dialog. • You can delete a group of transactions. If you select multiple transactions to delete, you must delete the entire amount of each transaction.
	Allows you to insert transactions for billing purposes only. It does not post to Advantage for costing purposes.  For example, assume that a project incurs a $5,000 consultant charge. However, you have not yet received the consultant’s invoice, so you have not yet recorded the charge in your project table or general ledger. Use this command to insert the $5,000 consultant charge on the project’s billable detail to bill out in this session. When you receive the consultant’s invoice, use the Suppress Billing flag in A/P Vouchers Data Entry to post a cost-only transaction to account for the charge.
	Allows you to modify information in the labor, expense, and/or unit records. Any modifications do not affect the General Ledger or Project reports. Modified transactions are reflected in the Billing application only. You should not use this button to make changes relating to the amount costed; this is only a billing detail change. Use this button to change descriptions, dates, or comments that appear on the invoice. If you double-click on any part of a transaction detail line in a detail screen, the Modify window automatically appears.
	Transfers/Reclasses labor hours, unit dollars, or expense dollars from project to project, task to task, labor code to labor code, or account to account in the unbilled labor and expense table. When you transfer a transaction, Advantage creates a Labor Posting Log and automatically updates the project reports and general ledger. Advantage displays the posting run number when you exit Interactive Billing. You can then print out and review the posting log created by the transfer.
 Notes


Reviewing Outstanding Labor, Expense, and Unit Transaction Detail

The Labor, Expense, and Unit Detail screens list all of a project’s outstanding labor, expense, and unit transactions. From these detail screens, you can:

View outstanding transaction detail.

Make transactions billable.

Place a transaction on hold.

Write off a transaction.

Insert a new Billing transaction.

Modify existing Billing transactions.

Transfer Billing transactions.

 Related Topics


The Labor Detail Form

To access the Labor Detail form, click on the Labor Detail button from the main Interactive Billing form.

The Labor Detail form contains all billable employee labor data entered through timesheets and labor adjustments for the selected project up through the current period, user-defined date, or bill-thru period entered in Billing Session Options. This detail is available to be billed on the next invoice accepted.

For easy navigation, if the project is part of a billing group or if the project has tasks, one of the following fields displays at the top of the form:

•	Projects in group: Lets you move between the projects in a billing group.

•	Tasks in project: Lets you move between the tasks in a project.

The following information appears on the Labor Detail screen:

Column	Contents
Bill/Held	Indicates whether the labor charge is billable in this billing session. Options are Bill, Hold, or Write-off. You can double-click in this field to toggle the status between Bill and Hold.
Blbl	Indicates whether a transaction can be billable. A transaction may not be billable if you post it to a non-billable labor code. You can only view non-billable transactions if the Show non-billable transactions option is selected on the Session Options form.
Date	The date you entered for the labor transaction in Timekeeper, Timesheet, and/or Labor Adjustment Data Entry appears.
Lab Code	The labor code to which time was charged in timesheet and/or labor adjustment data entry appears. If the labor code is incorrect, you can transfer the item from within this project to the appropriate labor code.
Number	Advantage displays the employee number to which the hours/amount were charged on the timesheet.
Name	Advantage displays the employee name to which the hours/amount were charged on the timesheet.
Hours	The total number of regular, overtime, and secondary overtime hours appears. To see the allocation of regular, overtime, and secondary overtime hours, click on the View button. You can adjust, write-off, or hold all or any part of a detail line.
Rate	The labor billing rate appears. This rate depends on the method specified at the Labor method field in Labor Billing Terms Maintenance.
Extension	Advantage displays the extended amount (hours * rate) based on the current billing terms. This amount is typically the billable amount for the transaction.
Comment	If you entered a comment in labor adjustment and/or timesheet data entry, it appears here.
 Notes

 Tip

 Related Topics


Totals on the Labor Detail Screen

The following totals appear on the Labor Detail screen:

Total Box	Description
Total Hours	Displays the total amount of unbilled hours entered by all employees for this project, regardless of the status (billable, held, or written-off).
Extension	Displays the total amount of all unbilled labor transactions for this project, regardless of status (billable, held, or written-off). The extension for each individual labor detail line is calculated by multiplying the hours times the amount in the Rate column. The rate is determined using the labor billing terms defined for this project.
Billable	Displays the total amount of all current, billable labor transactions for this project. If you are printing an invoice, this amount should equal the total labor billed.
Held	Displays the total amount of all current, held labor transactions for this project.
Write-offs	Displays the total amount of all current labor transactions to be written off for this project. When you write-off a transaction, no accounting entries are made.


The Expense Detail Screen

To access the Expense Detail form, click on the Expense Detail button from the main Interactive Billing form.

The Expense Detail screen contains all billable expenses entered through an expense data entry form up through the current period, user-defined date, or bill-thru period entered in Billing Session Options. This detail is available to be billed on the next invoice accepted.

For easy navigation, if the project is part of a billing group or if the project has tasks, one of the following fields displays at the top of the form:

•	Projects in group: Lets you move between the projects in a billing group.

•	Tasks in project: Lets you move between the tasks in a project.

The following information appears on the Expense Detail screen:

Column	Contents
Bill/Held	Indicates whether the expense charge is billable in this billing session. Options are Bill, Hold, or Write-off. You can double-click in this field to toggle the status between Bill and Hold.
Blbl	Indicates whether a transaction can be billable. A transaction may not be billable if you post it to a direct expense account (600-level account). You can only view nonbillable transactions if the Show non-billable transactions option is selected on the Session Options form.
Account	Advantage lists the account to which the charge was posted during data entry. If the account is incorrect, you can transfer the item from within this project to the appropriate account.
Trans	Advantage displays the transaction type (for example, CD, CR, AP).
Ref No	Advantage displays the reference number for this transaction as entered through data entry.
Date	The date for which you entered this expense charge in data entry appears.
Description	If you entered a description for this expense charge in data entry, it appears here.
Cost Amount	Advantage displays the cost amount for this expense charge.
Bill Amount	Advantage displays the billing amount for this expense charge according to the current billing terms.
 Notes

 Tip

 Related Topics


Totals on the Expense Detail Screen

The following totals appear on the Expense Detail screen:

Total Box	Description
Total Cost	Adds the values in the Cost Amount column for all expense transactions for this project, regardless of status (billable, held, or written-off). The cost amount for each expense detail line is the amount entered through data entry.
Extension	Adds the values in the Bill Amount column for all expense transactions for this project, regardless of status (billable, held, or written-off). The value in the Bill Amount column is determined by applying any multiplier defined in this project’s expense billing terms to the value in the Cost Amount column.
Billable	Displays the total amount of all current, billable expense transactions for this project.
Held	Displays the total amount of all current, held expense transactions for this project.
Write-offs	Displays the total amount of all current, written-off expense transactions for this project. When you write-off a transaction, no accounting entries are made.


The Unit Detail Screen

To access the Unit Detail form, click on the Unit Detail button from the main Interactive Billing form.

The Unit Detail screen contains all unit charges entered through Unit Data Entry up through the current period, user-defined date, or bill-thru period entered in Billing Session Options. This detail is available to be billed on the next invoice accepted.

For easy navigation, if the project is part of a billing group or if the project has tasks, one of the following fields displays at the top of the form:

•	Projects in group: Lets you move between the projects in a billing group.

•	Tasks in project: Lets you move between the tasks in a project.

The following information appears on the Unit Detail screen:

Column	Contents
Bill/Held	Indicates whether the unit charge is billable in this billing session. Options are Bill, Hold, or Write-off. You can double-click in this field to toggle the status between Bill and Hold.
Date	The date for which you entered this unit charge in Unit Data Entry appears.
Unit Table	The table that contains the applicable unit information for this unit charge, as defined in unit data entry appears.
Unit	Advantage displays the unit number to which the amount was charged.
Description	If you entered a description for this unit charge in unit data entry, it appears here.
Quantity	Advantage displays the quantity of this unit included in this unit charge.
Rate	Advantage displays the billing amount for this unit charge.
Extension	Advantage computes the extended amount for this unit charge based on the current billing terms.
 Notes

 Tip

 Related Topics


Totals on the Unit Detail Screen

The following totals appear on the Unit Detail screen:

Total Box	Description
Total Quantity	Adds the values in the Quantity column for all unit transactions for this project, regardless of status (billable, held, or written-off).
Extension	Adds the values in the Extension column for all unit transactions for this project, regardless of status (billable, held, or written-off). The extension for each unit detail line is determined by multiplying the quantity times the rate.
Billable	Displays the total amount of all current, billable unit transactions for this project.
Held	Displays the total amount of all current, held unit transactions for this project.
Write-offs	Displays the total amount of all current, written-off unit transactions for this project. When you write-off a transaction, no accounting entries are made.


Viewing Outstanding Billable Transaction Detail

When you click on the View button, Advantage displays a window containing the information for the selected labor, expense, or unit transaction line. The information in this window is more detailed than the information on the detail screens. Use this window to view the source of the transaction as entered through data entry.

To view outstanding billable transaction detail:

1.	Access the appropriate detail form (Labor, Expense, or Unit Detail form).

2.	Place the record selector on the gray box to the left of the transaction to view.

3.	Click on the View button.

  Notes

  Related Topics


Making Transactions Billable

If you placed a transaction on hold or if you schedule to write-off the transaction (and not yet accepted the invoice), you can release it and make it billable by clicking on the Bill button, or by double clicking in the Bill/Held column. When you make a transaction billable, you are releasing it and indicating that you want to bill the client for this transaction charge when you accept the invoice.

You can change the status to bill by clicking on the Bill button or by double-clicking in the Bill/Held column when the status is hold or write-off. When you do this, Advantage displays a window where you can specify the amount to bill. This window displays a summary of the timesheet line, including the employee number/name, regular hours, overtime hours, and secondary overtime hours.

If you release the entire transaction to be billed, Advantage changes the status in the Bill/Held column to B. If you release a portion of the transaction to be billed, Advantage creates two detail lines, one with the held/written-off detail and one with the billable transaction detail.

 Notes


Placing a Transaction on Hold

You can use the Hold button to change the status of a transaction from billable or write-off to hold. When you select this option, Advantage displays a screen prompting you for the following information:

•	For labor detail transactions, the regular, overtime, and secondary overtime hours to place on hold.

•	For expense detail transactions, the amount to place on hold.

•	For unit detail transactions, the quantity to place on hold.

You can change the status to hold by clicking on the Hold button or by double-clicking in the Bill/Held column when the status is bill. When you click on the Hold button, Advantage displays a window where you can specify the amount to hold.

 Notes


Writing Off a Transaction

You can use the Write-off button to change the status of one transaction from billable or hold to write-off. When you select this option, Advantage displays a screen prompting you for the following information:

•	For labor detail transactions, the regular, overtime, and secondary overtime hours to write off.

•	For expense detail transactions, the amount to write off.

•	For unit detail transactions, the quantity to write off.

You can change the status to write-off by clicking on the Write-off button. When you click on the Write-off button, Advantage displays a window where you can specify the amount to write off.

 Notes


Deleting a Transaction

You can use the Delete button to change the status of one transaction from billable or hold to delete. When you select this option, Advantage displays a screen prompting you for the following information:

•	For labor detail transactions, the regular, overtime, and secondary overtime hours to delete.

•	For expense detail transactions, the amount to delete.

•	For unit detail transactions, the quantity to delete.

You can change the status to delete by clicking on the Delete button. When you click on the Delete button, Advantage displays a window where you can specify the amount to delete.


Inserting a New Billing Transaction

If you want to insert a labor, expense, or unit transaction on the billing side of Advantage that has not been costed, you can insert the transaction from within the Billing application.

For example, assume that a project incurred a $5,000 consultant charge. However, you have not yet received the invoice from the consultant (you have not recorded the charge in your project files or general ledger). You can use the Insert button on the Expense Detail screen to insert the $5,000 consultant expense charge on the invoice. Then, when the actual consultant invoice comes in, you would cost it as normal, but apply the Suppress Billing option.

You can use the Insert button to:

Insert a Labor (Timesheet) Transaction.

Insert an Expense Transaction.

Insert a Unit Transaction.

Remember when the item is ready to be costed, use the Supp Bill for expenses so that it doesn’t flow to billing detail and get billed twice.

 Notes


Inserting a Labor Transaction

To insert a labor transaction for billing purposes only:

1.	Select Processing, Billing, Interactive Billing from the Advantage main menu to display the Interactive Billing screen.

2.	Identify the project for which to enter a labor record.

3.	Click on the Labor Detail button. Advantage displays all timesheet charges and labor adjustments posted to this project in this billing cycle.

4.	Click on the Insert button and enter the following information:

Field	Description
Employee	Enter the number of the employee for whom you are inserting a timesheet line. Once you enter the employee’s number, the employee name appears to the right of this field.
Labor Code	Identify the labor code to associate with this employee’s time.
Date	Enter the date for which the labor transaction was charged.
Reg Hrs	Enter the total number of regular hours that the employee charged to this project.
Ovt Hrs	Enter the total number of overtime hours that the employee charged to this project.
Ovt-2 Hrs	Enter the total number of secondary overtime hours that the employee charged to this project.
Category	Enter the labor category for this transaction. The default value for this field is 0. This field is only required if you use the By Category labor billing method.
Comment	Enter a comment for this labor charge, using up to 40 characters of free text.
5.	Click on the OK button.

 Notes


Inserting an Expense Transaction

To insert an expense transaction for billing purposes:

1.	Select Processing, Billing, Interactive Billing from the Advantage main menu.

2.	Identify the project for which to insert an expense record.

3.	Click on the Expense Detail button. Advantage displays all accounts payable, cash receipts, cash disbursements, journal entries, and invoices posted to this project in this billing cycle.

4.	Click on the Insert button and enter the following information:

Field	Description
Trans Type	Advantage displays JE (journal entry) as the default value in this field. You cannot change this transaction type. The insert will not create an actual journal entry file.
Ref No	Enter the reference number to associate with this charge.
Date	Enter the date on which this charge was incurred.
Account	Enter the expense account to which to charge this expense. You can only enter an expense account in this field. This account will usually be a 500-level account.
Description	Enter a description for the charge, using up to 40 characters of free text.
Amount	Enter the cost amount of the transaction charge. Advantage applies any associated markup to this amount.
5.	Click on the OK button.

 Notes


Inserting a Unit Transaction

To insert a unit transaction for billing purposes:

1.	Select Processing, Billing, Interactive Billing from the Advantage main menu.

2.	Identify the project for which to enter a unit transaction.

3.	Click on the Unit Detail button. Advantage displays all units posted to this project in this billing cycle.

4.	Click on the Insert button and enter the following information:

Field	Description
Unit	Identify the unit to insert.
Table	Identify the table that contains the applicable information for this unit.
Ref No	Enter the reference number to associate with this charge.
Date	Enter the date on which this charge was incurred.
Description	Enter a description for the charge, using up to 40 characters of free text.
Quantity	Enter the total number of units to charge to this project.
Rate	After you identify the table for this unit, Advantage displays the billing rate defined in that table. (If you have both a billing and a cost rate defined for the unit, Advantage retrieves the billing rate.)
Extension	Advantage calculates the extended billing amount by multiplying the quantity times the rate.
5.	Click on the OK button. The unit charge appears in the Unit Detail record.

 Notes


Modifying Existing Billing Transactions

Use the Modify button to change the date, comment, and/or description for a transaction. You may need to modify information in your labor, expense, or unit records for billing purposes. You can do this without affecting the cost side of your database by using the Modify feature.

The following list describe the detail you can modify:

•	For labor detail records, you can modify the transaction date, regular hours, overtime hours, secondary overtime hours, category, comment, and tax code override.

•	For expense detail records, you can modify the transaction date, description, and amount.

•	For unit detail records, you can modify the transaction date, description, and quantity.

 Notes

 Tip


Transferring Billing Transactions

Use the Transfer button to reverse transactions as they were posted and re-enter them as desired. Advantage lets you transfer labor hours and/or expense and unit dollars from one project to another project, labor code to labor code, or account to account. When you select the transfer option, Advantage displays a window that allows you to:

Transfer transaction detail to another project.

Reclassify transaction detail within a project.

In addition to reclassifying transactions, this option automatically posts transactions to your general ledger as well as project files so that any transfers that you perform will be reflected throughout your Advantage tables. Therefore, when you exit Interactive Billing, Advantage creates a transaction posting log. You can print the posting log during the current period.

 Notes

 Related Topics


Transferring/Reclassifying Labor Transactions

Advantage lets you transfer a labor detail line to another project for billing purposes, without having to exit bill processing. This feature is useful if an employee charged the correct amount of labor to the wrong project.

In addition to transferring labor detail, Advantage also lets you reclassify (modify information within the project) a labor transaction. This feature is useful if you want to modify the labor detail line’s labor code from billable to non-billable or if the labor was posted incorrectly.

For labor transactions, you can reclassify labor detail by entering a new labor code, and/or modifying regular, overtime, and secondary overtime hours. For example, you can reclassify a portion of the hours charged by an employee to a new labor code. This creates an additional line on the Labor Detail screen with the new labor code and hours. The original line is decreased by the number of new hours specified.

 Notes

 Related Topics


Labor Transfer Posting Log

Advantage produces a Labor Transfer Posting Log each time you transfer labor transactions to another project or within the same project during an Interactive Billing session. The log describes all labor transferred during that session. Advantage creates the Labor Transfer posting log when you complete your Billing session and close out of Interactive Billing.

In addition, Advantage generates a General Ledger posting log for labor. This report lists the general ledger accounts that were affected by the posting. The report shows the total amounts debited and credited to each account.

You can only print the Labor Transfer posting log from the Reporting, Posting Logs menu.

To print the Labor Transfer Posting Log:

1.	Select Reporting, Posting Logs, Billing Transfers, Labor Transfers from the Advantage main menu. The system displays the Labor Transfer files posted during the current period.

2.	Highlight the posting log to print. The posting log can be identified by the posting run number or the date and time stamp of the posting.

3.	Click on the Print button to send the posting log to your default printer. Or, click on the Print Preview button to view the posting log on your screen.

4.	Print/print preview additional Labor Transfer posting logs.

5.	Click on the Close button to exit the Labor Transfer posting log form.

 Notes


Transferring/Reclassifying Expense Transactions

Advantage lets you transfer an expense detail line to another project for billing purposes, without having to exit bill processing. This feature is useful if an expense was charged to the wrong project or account.

In addition to transferring expense detail, Advantage also lets you reclassify (modify information within the project) an expense transaction. This feature is useful if you want to modify the expense detail line’s account number or amount, or if the amounts were posted incorrectly.

For expense transactions, you can reclassify expense detail by entering a new account, project, and/or amount. For example, you can reclassify (by a partial transfer) a portion of the expense amount charged to a new account or project. This creates an additional line on the Expense Detail screen with the new account and amount. The original line is decreased by the amount specified.

Transfers of paid expense transactions include both accrual and cash-basis postings. Whether the payment is made before or after transferring the transaction, the General Ledger Report reflects it.

 Notes

 Related Topics


Expense Transfer Posting Log

Advantage produces an Expense Transfer posting log each time you transfer expenses to another project or within the same project during an Interactive Billing session. The log describes all expenses transferred during that session. Advantage creates the Expense Transfer posting log when you complete your Billing session and close out of Interactive Billing.

In addition, Advantage generates a General Ledger posting log for expenses. This report lists the general ledger accounts that were affected by the posting. The report shows the total amounts debited and credited to each account.

You can only print the Expense Transfer posting log from the Reporting, Posting Logs menu.

To print the Expense Transfer Posting Log:

1.	Select Reporting, Posting Logs, Billing Transfers, Expense Transfers from the Advantage main menu. The system displays the Expense Transfer files posted during the current period.

2.	Highlight the posting log to print. The posting log can be identified by the posting run number or the date and time stamp of the posting.

3.	Click on the Print button to send the posting log to your default printer. Or, click on the Print Preview button to view the posting log on your screen.

4.	Print/print preview additional Expense Transfer posting logs.

5.	Click on the Close button to exit the Expense Transfer posting log form.

 Notes


Transferring/Reclassifying Unit Transactions

Advantage lets you transfer a unit detail line to another project for billing purposes, without having to exit bill processing.

You cannot transfer a unit transaction within the same project as you can with labor and/or expense transactions, because all account information is stored in the unit table. This table is attached to the unit at the time of posting.

 Notes

 Related Topics


Unit Transfer Posting Log

Advantage produces a unit transfer posting log each time you transfer units to another project during an Interactive Billing session. The log describes all units transferred during that session. Advantage creates the Unit Transfer Posting Log when you complete your Billing session and close out of Interactive Billing.

Depending on the type of rate defined for the unit, Advantage displays the following information on the transfer posting log:

•	If the unit has only a billing rate defined, Advantage prints, for each unit:  the unit number, name, project (and task, if any), account, quantity, and extended billing amount.

•	If the unit has only a cost per unit rate defined, Advantage prints, for each unit: the unit number, name, project (and task, if any), account, quantity, and extended cost amount. A general ledger posting summary also appears, listing the debit and credit amounts for this unit.

•	If the unit has both a billing rate and a cost per unit rate defined, Advantage prints, for each unit: the unit number, name, project (and task, if any), account, quantity, and the extended billing and cost amounts. A general ledger posting summary also appears, listing the debit and credit amounts for the costed portion of this unit.

You can only print the Unit Transfer posting log from the Reporting, Posting Logs menu.

To print the Unit Transfer Posting Log:

1.	Select Reporting, Posting Logs, Billing Transfers, Unit Transfers from the Advantage main menu. The system displays the Unit Transfer files posted during the current period.

2.	Highlight the posting log to print. The posting log can be identified by the posting run number or the date and time stamp of the posting.

3.	Click on the Print button to send the posting log to your default printer. Or, click on the Print Preview button to view the posting log on your screen.

4.	Print/print preview additional Unit Transfer posting logs.

5.	Click on the Close button to exit the Unit Transfer posting log form.

 Notes


Transferring Transaction Detail Between Projects

To transfer transaction detail between projects:

1.	Make sure that the project to which to transfer the detail exists in Project Table Maintenance and that the billing terms set up for this project in Billing Terms Maintenance are correct.

2.	Select Processing, Billing, Interactive Billing from the Advantage main menu.

3.	Identify the project from which to transfer transaction detail.

4.	Click on the Labor Detail, Expense Detail, or Unit Detail button (depending on the type of transaction to transfer). Advantage displays all labor, expense, or unit transactions (depending on the transaction type) posted to this project in this billing cycle.

5.	Select the transaction(s) to transfer. You can select multiple transactions at a time to transfer to the same project.

6.	Click on the Transfer button. Advantage displays a transfer window where you can specify the transfer type.

7.	Select the To project: option and enter the project to which to transfer labor or expense transaction detail. The name of the project appears below the option, which you can use to verify that you chose the correct project.

8.	Click on the Transfer button. Advantage removes the transaction from the current project and places it in the selected project.

 Notes


Reclassifying Transaction Detail Within a Project

To reclassify transaction detail within a project:

1.	Select Processing, Billing, Interactive Billing from the Advantage main menu.

2.	Identify the project for which to reclassify transaction detail.

3.	Click on the Labor Detail, Expense Detail, or Unit Detail button (depending on the type of transaction to reclassify). Advantage displays all labor, expense, or unit transactions (depending on the transaction type) posted to this project in this billing cycle.

4.	Select the transaction to reclassify. You can only reclassify one transaction at a time.

5.	Click on the Transfer button. Advantage displays a transfer window where you can specify the transfer type.

6.	Select the Within this project option.

7.	Click on the Transfer button. A window appears listing a summary of the transaction line for the labor, expense, or unit transaction.

8.	Reclassify the desired data by modifying the desired fields. For expense transactions, you can modify the account and amount. For labor transactions, you can modify the labor code and regular, overtime, and secondary overtime hours.

9.	Click on the OK button. Advantage updates the Detail screen with your modifications.

 Note


Displaying/Printing a Draft Invoice

You can display and/or print a draft invoice at any time during a bill processing session. To do this, simply click on the Print or the Print Preview button.

When you click on one of these buttons, Advantage uses the billing terms and labor, expense, and unit detail to produce the invoice.

	Print Button
	Print Preview Button
 Note


Modifying an Invoice Using the Export to Microsoft Word Feature

In Interactive Billing, you can export an invoice to Microsoft Word and perform appearance modifications using the word processing capabilities of that application. This feature should be reserved for one-time changes. The Billing Template Editor is designed for formatting changes that should be saved and applied to multiple invoices.

Use the Export Invoice to Microsoft Word feature to make the following changes to your invoice:

•	Add, modify, or delete text.

•	Change the order of the information presented.

•	Change the amounts (not recommended).

•	Increase/decrease the margins.

•	Insert page breaks to keep entire sections together.

It is important to note that when you edit an invoice in Microsoft Word, the changes you make apply only to the current project’s invoice; they are not saved and reloaded for each invoice you edit. If you want to make permanent changes that affect most/all of your project’s invoices, you should create a billing template.

Prior to proceeding with this feature, you should review the Considerations When Using the Export Invoice to Microsoft Word Feature carefully.


Steps for Using the Export Invoice to Microsoft Word Feature

To export an invoice to Microsoft Word:

1.	Select Processing, Billing, Interactive Billing from the Advantage main menu to display the Session Options form.

2.	Modify the session options (if desired) and click on the OK button to display the Interactive Billing form.

3.	Select the project for which to generate an invoice by double-clicking in the Project field. Or, if you know the project’s number, simply enter it in this field.

4.	Review all of the labor, expense, and unit detail on file for this project.

5.	Modify the project’s billing terms and update any fees if fee billing terms are defined.

6.	Click on the Export Invoice to Microsoft Word button [image] on the main Interactive Billing form. Advantage exports the invoice to Microsoft Word. See also Exporting the Invoice to Microsoft Word.

7.	Click on the Edit in Word button. See also Editing the Invoice in Microsoft Word.

8.	Click on the Print button to receive a printed copy of the invoice in draft form. See also Printing an Invoice from Microsoft Word.

9.	Click on the Assign Inv No button to assign an invoice number to the invoice. See also Assigning an Invoice Number to an Invoice in Microsoft Word.

10.	Click on the Accept button to finalize the invoice. See also Accepting an Invoice Edited Through Microsoft Word.

 Note


Exporting the Invoice to Microsoft Word

Once you have reviewed all information that should appear on a project’s invoice, you can either print the invoice or you can edit the project’s invoice using Microsoft Word. The billing system uses the default template defined in the project’s billing terms when printing the invoice.

To edit this project’s invoice using Microsoft Word:

From the initial Interactive Billing form, click on the Export Invoice to Microsoft Word button [image]. When you click on this button, Advantage does the following:

•	Calculates the invoice.

•	Creates the invoice in .RTF (rich text file) format.

•	Opens Microsoft Word.

•	Loads the .RTF file in Microsoft Word.

•	Minimizes Microsoft Word to the taskbar.

Disabled Options

Once you export an invoice to Microsoft Word, Advantage disables the following options:

•	The Print [image] and Print Preview [image] buttons on the main Interactive Billing form.

•	The Export Invoice to Microsoft Word button [image].

•	All Labor, Expense, and Unit Detail form options except the View button (Bill, Hold, Writeoff, Insert, Modify, and Transfer).

 Notes


Editing the Invoice in Microsoft Word

Once you export the project’s invoice to Microsoft Word, you can modify the invoice using the word processing features of that application.

To edit this invoice in Microsoft Word:

•	Click on the Edit in Word button in the Word document section of the main Interactive Billing form.

•	Or maximize the Microsoft Word application on your toolbar. When you export the invoice, Advantage opens the invoice in Microsoft Word and minimizes the application.

Possible modifications

Regardless of how you access the Invoice in Microsoft Word, once it appears on your screen, you can modify it as desired. For example, you may want to:

•	Add, modify, or delete text.

•	Change the order of the information presented.

•	Change the amounts (not recommended).

•	Increase/decrease the margins.

•	Insert page breaks to keep entire sections together.

 Notes


Printing an Invoice from Microsoft Word

Once you have formatted and modified the invoice as desired, you can print a draft copy of the invoice for review.

To print the invoice:

•	Click on the Print button in the Word document section of the main Interactive Billing form.

•	Or, you can print the invoice directly from Microsoft Word by clicking on the Print [image] button in the standard Microsoft Word toolbar or by selecting File, Print from the Microsoft Word main menu.


Assigning an Invoice Number to an Invoice in Microsoft Word

Once you have printed out and reviewed a draft copy of the invoice, you can either:

•	Assign an invoice number to the invoice through Microsoft Word.

•	Proceed with the Accept Invoice process.

If you decide to assign an invoice number to the invoice through Microsoft Word, click on the Assign Inv No button. When you do this, Advantage:

•	Opens Microsoft Word (if it is not already opened).

•	Inserts the next available invoice number in the Invoice No: section in the upper right corner of the invoice.

•	Minimizes the Microsoft Word application and returns you to your Interactive Billing session.

 Notes


Deleting an Invoice Edited Through Microsoft Word

Accepted, edited invoices are kept on file and can be viewed by clicking on the Invoices on File button. If you decide that you no longer want the invoice you edited through Microsoft Word, or if you simply want to start from scratch with the invoice in the current billing session, click on the Delete button in the Word document section of the main Interactive Billing form.

When you do this, Advantage releases all transactions that were scheduled to appear on that invoice:

•	All labor transactions on the invoice are back on the Labor Detail screen.

•	All expense transactions on the invoice are back on the Expense Detail screen.

•	All unit transactions on the invoice are back on the Unit Detail screen.

Caution!

If you decide to delete an invoice and re-create it, any transactions posted between the time the invoice was first exported to Microsoft Word and the time that you re-export the invoice to Microsoft Word are now included on the invoice.

If these transactions should be kept off the invoice, change their status to Hold prior to re-exporting the invoice.

In addition, if you delete an invoice in Microsoft Word and you used the Assign Inv No feature, the Billing application does not reuse the invoice number. That invoice number is considered used. You can reset the invoice number in Billing Setup Maintenance.


Accepting an Invoice Edited Through Microsoft Word

Once you have completed editing the invoice through Microsoft Word and assigned an invoice number, click on the Accept button on the main Interactive Billing form.

See also Overview of the Accept Invoice Process.

 Note


Considerations When Using the Export to Microsoft Word Feature
Considerations When Using the Export Invoice to Microsoft Word Feature

Keep the following considerations in mind when using the Export Invoice to Microsoft Word feature in Interactive Billing.

•	Make all modifications to billable detail and billing terms prior to using the Export to Microsoft Word feature. Once you start the process, Advantage will not reflect any updates made to the detail or terms in the exported invoice.

•	The Billing Detail forms become disabled once you click on the Export to Microsoft Word button.

•	If you post labor, expense, or unit transactions to a project through data entry after exporting that project’s invoice to Microsoft Word, Advantage does not update the project’s invoice in Microsoft Word.

If you want to include the detail on the project’s invoice, delete the project’s invoice by clicking on the Delete button in the Word document section of the Interactive Billing form.

If you do not want to include the detail on the project’s invoice (the transaction should be included on the next invoice generated for this project), continue processing the current invoice as normal. Once you accept the project’s invoice, all labor, expense, and unit detail is removed from the detail screens except for the transactions posted after you exported the invoice to Microsoft Word.

•	If at a later time you decide to re-print a final invoice generated through Microsoft Word, note that you cannot use the Print Preview option to look at the invoice. To review the final invoice, you must print the invoice to a printer.

•	To use the export invoice to Microsoft Word feature, you must be on a network and/or operating system that supports long file names.

•	Once you export the invoice to Microsoft Word, you should not make any changes to your Billing Tables until you accept the final invoice for that project(s). If you try to make a change to a Billing Table (e.g., the labor rate table) during an Interactive Billing session in which an invoice has been exported to Microsoft Word, the following message appears:

A change in terms, options, or detail may have made the edited invoice invalid.

Do you want the edited invoice to be deleted so it can be recalculated?

•	All invoices are named in the following manner during the editing stage:

First 2 digits	Project Number	Extension
bi for billing invoice	The project number for which you are generating the invoice.	.rtf for Rich Text Format. Although other word processing applications recognize and support this format, we strongly suggest that you use Microsoft Word to edit your invoices.
Assume that you are editing an invoice for Project 92005.00 - City Hall. Advantage would name the edited invoice bi9200500.rtf.

•	All invoices are named in the following manner after they have been final billed:

First 2 digits	Project Number	Invoice Number	Extension
bi for billing invoice	The project number for which you are generating the invoice.	The final invoice number assigned to this invoice.	.rtf for Rich Text Format. Although other word processing applications recognize and support this format, we strongly suggest that you use Microsoft Word to edit your invoices.
Assume that you have just assigned invoice number 0000167 to Project 92005.00 - City Hall. Once the invoice has been final billed, Advantage would name the invoice: bi9200500_0000167.rtf.


Overview of the Accept Invoice Process

In Advantage, you make an invoice final through the Accept process.

The Final Invoice Accept process consists of the following steps:

1.	Assign the invoice a number.

2.	Print the final invoice with the assigned number.

3.	Create the data entry transaction. You can then post the file through invoice posting.

4.	Mark the transactions included on the invoice as billed (so that Advantage will not bill them again).

5.	Release all Held transactions for billing (if Release Holds option is selected in Billing Setup Maintenance).

General functions

There are several general functions you perform during the Accept process:

Selecting an invoice file.

Inserting an invoice transaction.

Accepting the final invoice.

Final Invoice Accept screen

You finalize invoices by clicking on the Accept button in Interactive Billing and selecting an invoice file (from the Processing, Billing menu). Advantage then displays the Final Invoice Accept screen. If you are using Batch Billing to accept your final invoices, Advantage does not display this form. Advantage uses the default options in Batch Billing.

The Final Invoice Accept screen includes the following columns/options:

Option	Description
Project	Advantage displays the project number and name for which this invoice applies. This field is for reference purposes only.
Task	Advantage displays the task number and name for which this invoice applies. To see information for a different task, use the record counter at the bottom of the Final Invoice Accept form.
Date	Advantage displays the date that will display the Invoice Date specified on the Session Options form. The date will appear on the invoice, and on the Accounts Receivable Ledger.
Section	This column lists the sections of the invoice. Click on the drop-down arrow in this field to select a different section name. You should not change a section name if an amount is attached to that section. Doing this, will cause the amount to be posted to an incorrect account.
Account	The revenue account to which amounts in the corresponding invoice section will be posted. You assign these revenue accounts to the sections of the invoice in Billing Setup Maintenance. Advantage automatically posts to the Accounts Receivable account based on the mapping in Invoice Mapping Accounts Maintenance.
Account Name	Advantage displays the account name for reference purposes only.
Amount	The total amount posted to the invoice section/account appears in this section. Any changes made to the amount will not change the actual invoice amount.
Page Total	If the project for which you are generating this invoice is part of a billing group or task group, Advantage lists a total for the project/task.
Invoice Total	Advantage displays the total for the entire invoice. Advantage adds all the individual sections and page totals and displays the total for the entire invoice.
Insert	This option allows you to insert an invoice transaction for the project prior to accepting the invoice posting amounts. The invoice transaction is added to the invoice file you select at the beginning of the accept session.
Accept	This option makes the invoice final. Once an invoice is made final, Advantage assigns an invoice number (if you haven’t already done so using the Export to Microsoft Word feature) and the data is no longer available for processing.
Cancel	This option allows you to cancel out of the Final Invoice Accept screen before the invoice is finalized.
 Notes


Selecting an Invoice File

You must select an invoice file when producing final invoices. Advantage appends the transactions (the total amounts extended on the invoice for fees, labor, expenses, units, additional charges, and taxes) developed from generating your final invoices to the selected invoice file. You can also create a new data entry file to which you can add the transactions for this billing session.

When you proceed with the final invoices step (by clicking on the Accept button for the first time in an Interactive Billing session, or by clicking on the OK button in a Final Batch Billing session), Advantage provides you with a list of your unposted invoice data entry files. You can select an existing data entry file, or select to create a new invoice data entry file.

If no invoice file exists or if you want to create a new invoice file, the following message box appears:

Enter a name for the invoice file. The name is an internal code that identifies this group of invoices during the posting step. For example, you may want to name the file May Invoices to identify these invoices as ones created in the month of May. At this point, one of two things can occur depending on whether you are in an Interactive Billing session or a Batch Billing session.

Interactive Billing Session

After selecting or creating the invoice file, Advantage brings you to the Accept Screen where you can review the affected accounts and amounts that will appear on the final invoice for the project. Once you review the information on this screen you can either accept the invoice as is or insert invoice transactions.

When accepting multiple invoices during an Interactive Billing session, Advantage adds all the invoices to the same invoice data entry file. After you have accepted all of the invoices, you can review and edit the data entry file as desired prior to updating your database. After you have reviewed the data entry file, you should post the file to update your General Ledger and Accounts Receivable Ledger. The posting process is the step that updates your database.

Batch Billing Session

After selecting or creating the invoice file, Advantage begins processing and printing your final invoices. You do not have the option to review the totals or add/modify amounts on a project-by-project basis. If you want to add/modify amounts, you must do so in an Interactive Billing session. Or, you can modify the amounts using Invoice Data Entry after the Batch Billing session is complete

Advantage creates an invoice data entry file with the amounts to post after you process your final invoices. You must post this file through Invoice Posting for your changes to become permanent in Advantage.


Inserting an Invoice Transaction

Use this feature when you want to split related amounts into multiple accounts but want them to appear in the same section on the invoice.

After you select the invoice file to which to append transactions, you can insert invoice revenue transaction amounts (if necessary). Typically, you should only do this if a transaction was manually entered using the Export/Edit Invoice in Microsoft Word feature.

To insert an invoice transaction:

1.	Click on the Insert button on the Final Invoice Accept screen. The Insert invoice record form appears.

2.	Enter the invoice section to which the amount should apply.

3.	Enter the revenue account to which the amount should be posted. The revenue account associated with the invoice section in Billing Setup Maintenance does not appear automatically. The most common reason for inserting an invoice transaction is to split the transaction amount into separate revenue accounts but all appear in the same invoice section.

4.	Enter the amount of the invoice transaction to post to this invoice section/account combination.

At this point, you can either insert another revenue transaction or accept the invoice. If you insert a transaction, Advantage appends the amount to the invoice data entry file selected at the beginning of this billing session to ensure that the appropriate amounts are posted correctly to the general ledger.

 Note


Accepting the Final Invoice

Accepting an invoice is the final step in the billing operations that you perform through Interactive Billing or Batch Billing. Click the Accept button from the Final Invoice Accept dialog to perform this final step.

During this step, Advantage performs the following:

•	Prints the final invoice with the associated invoice number.

•	Marks labor, expense, and unit detail as billed.

•	Releases held labor, expenses, and units.

•	Creates an invoice data entry file to post (if you are using the Accounting system). See also Posting the Invoice File.

•	Updates previous fee billing section if billing terms are defined.

•	Updates the Invoices on File section in Interactive Billing, therefore making this invoice available to be reprinted or voided.

•	Increments the next invoice number in the project’s billing terms or in Billing Setup depending on your numbering method.

•	Removes all written-off detail from the billing detail screens.

 Note


Displaying/Printing a Final Invoice

When you click on the Accept button from the Final Invoice Accept screen, Advantage either:

•	Prints the final invoice. If you select to print final invoices on the Billing Session Options screen, Advantage automatically prints the invoice with the associated invoice number when you click on the Accept button. This is the most common option.

•	Displays the final invoice on the screen. If you select to display (print preview) final invoices on the Billing Session Options screen, Advantage displays the invoice on your screen when you click on the Accept button. To print a hardcopy invoice from print preview mode, select File, Print from the main menu.

 Related Topic


Posting the Invoice File

Selecting Accept does not automatically post the invoice to the General Ledger. Rather, it creates an invoice record for the amounts and data that you accepted, just like the invoice records that you enter when you record manual invoices in invoice data entry. This record becomes part of a transaction file that may include manually entered invoice records (if you select to add the invoice to an existing Invoice Data Entry file). You can edit this file, using the standard data entry procedures, through Invoice Data Entry.

To post the invoice records you have created, you must exit from the Billing application and select Processing, Transaction Posting, Invoices from the Advantage main menu. You post this file as you would any other data entry file. See Posting Invoices.

When you post the invoice file, the billed-to-date amounts are posted to the appropriate billed-to-date fields, the Accounts Receivable Ledger is updated, and the General Ledger is updated (for the current fiscal period).

 Note


Reprinting a Final Invoice

To reprint any final invoice on file:

1.	Click on the Invoices on File button from the main Interactive Billing form.

2.	Highlight the invoice to reprint.

3.	Click on the Print or Print Preview button.

 Notes


Deleting a Final Invoice

To delete a final bill from your system:

1.	Click on the Invoices on File button from the initial screen of Interactive Billing.

2.	Highlight the invoice to delete.

3.	Click on the Delete button.

 Notes


Voiding a Final Invoice

To void an invoice processed through Interactive Billing:

1.	Click on the Invoices on File button from the main Interactive Billing form.

2.	Highlight the invoice to void.

3.	Click on the Void button. Advantage displays the Invoice Files form.

If this is the first transaction you are creating in Interactive Billing, Advantage prompts you to select or create an invoice file in which to include the voided invoice amounts. Once this is done, Advantage displays the following message:

This will reverse invoice number xxxxxxx and return its transactions to unbilled status. Are you sure you want to continue?

4.	Choose Yes or No:

•	Click on the Yes button to void the invoice. Advantage creates a reversal invoice transaction file and all items that were included on the invoice are returned to billable status. In other words, all transactions are returned to their appropriate detail form (Labor, Expense, or Unit). You can then write-off the transactions, place the transactions on hold, or include them on the next invoice.

•	Click on the No button to not void the invoice and return to the Invoices on File form.

5.	Click on the Close button to exit the Invoices on File form.

6.	Post the invoice transaction file created when you clicked on the Void button. For these steps, see the topic titled Posting Invoices.

This step updates your General Ledger and Accounts Receivable reports so that they reflect the voided amounts. You can view and/or modify this transaction file through invoice data entry prior to posting.

7.	Post the invoice file, select Processing, Transaction Posting, Invoices from the Advantage main menu. Then, select the appropriate invoice transaction file.

 Notes


Overview of Batch Billing

Batch Billing lets you print a group of final or draft bills at one time through Batch Processing. Although it is usually desirable to print each bill individually, modifying and adding any necessary information before processing, sometimes you may find it more efficient to print bills in groups.

For example:

•	You want a quick way to get draft bills ready for project managers to review. The quickest way is to print all of your draft bills at once, sorted by project manager.

•	You already reviewed and adjusted your draft invoices in Interactive Billing; now you just need to print and accept them.

•	When you print final bills, your special billing forms tie up the printer. Now, you want to print bills quickly and free the printer for other uses.

You determine the invoices that will be generated during Batch Billing by entering selection criteria, such as, all projects for a specific project manager.

In addition to the information set up on the Batch Billing selection screen, invoices generated during a Batch Billing session also use parameters set up in the following situations:

A Previous Interactive Billing Session

Any modifications you make to a project’s data during an Interactive Billing session is applicable when generating batch bills. For example, if you write off some expenses for a project on the Expense Detail screen in Interactive Billing and then generate the invoice through Batch Billing, the expenses are still considered written off. Likewise, if you insert transactions during Interactive Billing, those transactions appear on the bill generated through Batch Billing.

Note that previous Interactive Billing modifications only affect Batch Billing if you do not generate the invoice during that Interactive Billing session. In other words, you modify the project’s data in Interactive Billing and then you produce the invoice through Batch Billing (not through the Accept process in Interactive Billing). If you generate the invoice during an Interactive Billing session, all modifications to the project’s data are reflected on that invoice.

Billing Terms Table Maintenance for the Project

Any modifications you make to a project’s billing terms prior to running Batch Billing are applicable when generating batch bills. For example, if you change the project’s labor method from By Category to Rate Table and then generate the invoice through Batch Billing, the labor is billed based on the Rate Table method.

Note that you can modify a project’s billing terms through Billing Terms Table Maintenance or through Interactive Billing.

Billing Setup Maintenance

Any modifications you make to Billing Setup Maintenance prior to running Batch Billing are applicable when generating batch bills. For example, if you change the next invoice number for your firm and then generate the invoice through Batch Billing, Advantage uses that invoice number.

Note that you can only modify the Billing Setup Maintenance parameters if you have access to this routine. See your Security Administrator for more information.

Default Billing Terms for New Projects

New projects without billing terms will use the default billing terms when generating draft invoices.

Rate Table Maintenance

Any modifications you make to a project’s rate table, such as a rate change for a specific employee or category is reflected on the batch invoice.

 Note

 Related Topics


Batch Billing Processing Checklist

Prior to using Batch Billing to create an invoice, you must perform certain steps to make the data available to be billed for your projects. Batch Billing offers you many options for creating invoices.

Batch Billing Processing Checklist

The following checklist describes the process to perform in order to create invoices using Batch Billing. Each step is described later in this section. Print out this page and check off each item as they are completed.

Completed?	Step	Where Entered
___________	Enter and post labor for this billing cycle	Advantage Data Entry and Posting Routines
___________	Enter and post expenses for this billing cycle	Advantage Data Entry and Posting Routines
___________	Review the Unbilled Detail report for the project	Unbilled Detail Report
___________	Run a draft invoices for your projects	Batch Billing
___________	Update fee terms for the project	Batch Billing
___________	Update billing terms, if necessary	Billing Terms Table Maintenance
___________	Transfer, hold, view, bill, write-off, modify, or insert data for the project	Labor, Expense, or Unit Detail screens in Interactive Billing
___________	Process batch final bills	Batch Billing
___________	Post the invoice file created	Invoice Posting
 Note


General Batch Billing Steps

To establish your Batch Billing selection criteria:

1.	Select Processing, Billing, Batch Billing from the Advantage main menu. Advantage opens the Session Options form.

2.	Define all desired options for this session and click on the OK button. Advantage opens the Batch Billing tab of Batch Billing.

3.	Enter information about the run type, sorting, delivering, and terms for the invoices on the Batch Billing tab of Batch Billing.

4.	Click on the Selection tab. This form controls whether you print bills for all of your firm’s projects or a subset of projects.

5.	Enter all desired selection criteria for which to generate invoices during this Batch Billing session.

6.	Click on the Update Fees button to review the percent completes of all projects that have fee terms. If you have already updated fees for your projects, skip this step. See also Updating Fees for Your Projects.

7.	Click on the Run button to continue processing invoices.

 Notes


Establishing General Batch Billing Options

When you initially open the Batch Billing routine, Advantage opens the Batch Billing form on the Batch Billing tab. This tab lets you specify options for this Batch Billing session.

To specify options for this Batch Billing session:

1.	Select Processing, Billing, Batch Billing from the Advantage main menu. Advantage opens the Session Options form.

2.	Define all desired session options and click on the OK button. Advantage displays the Batch Billing tab of Batch Billing.

3.	Define options for this session, as desired:

Run Type	Email invoices to	Text to Be Included in E-mail Message Body
Billing Terms Overrides	Use default terms for draft invoices
Include unbilled detail report with each invoice	Include Batch Invoice List
	Email Batch Invoice List to
4.	Update fees for projects in this session, if needed.

5.	Set up selection and sort criteria for this session or run batch bills.

 Notes


Sending draft invoices to a client, principal/project manager, or an output file

Important!

If you plan to use this feature to send draft or final invoices to your clients, principals, or project managers, make sure that the Email field—in Employee Table Maintenance (for principals and project managers) or Client Table Maintenance (for clients)—contains a valid email address for each employee or client. The email address can either be an Internet address or a recipient from Microsoft Exchange (for example, "John Smith").

The Email invoices to field on the Batch Billing tab of Batch Billing lets you send your draft or final batch bills to one of the following destinations:

•	Project manager associated with the project for which the invoice is generated.

•	Principal associated with the project for which the invoice is generated.

•	Client associated with the project for which the invoice is generated.

•	RTF file

•	Text file

If you select the Project Manager or Principal option in this field, Advantage:

1.	Identifies the project associated with the invoice being generated.

2.	Looks in Project Table Maintenance for the project manager/principal associated with this project.

3.	Looks in Employee Table Maintenance for the Email address of the project manager/principal associated with this project.

4.	Uses the email address to send the draft invoice to the appropriate project manager/principal.

If you select the Client option in this field, Advantage:

1.	Identifies the project associated with the invoice being generated.

2.	Looks in Project Table Maintenance for the client associated with this project.

3.	Looks in Client Table Maintenance for the Email address of the client associated with this project.

4.	Uses the email address to send the draft invoice to the appropriate client.

 Notes


Establishing Batch Billing Selection Criteria

Whether you decide to print batch invoices in draft or final format, you must establish the same criteria. There are three different types of selection criteria you can define when printing your batch invoices:

Entering fixed project selection criteria in the top section of this form.

Selecting specific sort/select values for this Batch Billing session.

Selecting specific projects for this Batch Billing session.

 Note

 Related Topics


Entering a Specific Value to Select Only One Project

You can select to run Batch Billing for one specific project by entering the number in the Project field on the Selection tab of Batch Billing. However, you would typically not run Batch Billing for one project. If you wanted to generate an invoice for a specific project, you would use Interactive Billing.

Another way to run the report for one specific project is described below:

1.	Click on the Select Specific Projects button on the Selection tab of Batch Billing. Advantage displays a list of available projects.

•	If you have other selection criteria entered on the Selection tab, Advantage only displays a list of values that match all of the selection criteria.

•	If no other selection criteria is entered on the Selection tab, Advantage displays a list of all available values in your database.

2.	Select the desired project from the list.

3.	Click on the OK button to return to the reporting form. Advantage displays "1 Project Selected" on the Select Specific Projects button.

The text on this button appears in red so that it stands out. Prior to running a report, you should verify that the correct value is selected.

4.	Run the report, define options for the report, or continue to enter additional selection criteria.

 Note


Entering Fixed Project Selection Criteria

The Selection Criteria section on the Selection tab of the Batch Billing form lets you define selection values for the following types of project information:

•	Principal–Selects all projects that have a specific principal assigned in Project Table Maintenance.

•	Project Manager–Selects all projects that have a specific project manager assigned in Project Table Maintenance.

•	Client–Selects all projects that have a specific client assigned in Project Table Maintenance.

•	Type–Selects all projects that have a specific type assigned in Project Table Maintenance.

•	Status–Selects all projects that have a specific status assigned in Project Table Maintenance.

The above selection options always appear on this form. You cannot modify the selection criteria category, however, you can modify the type of selection criteria entered in the Profit Center & Sort/Selects section of this form.

For example, assume you want to generate invoices for all regular projects on which James Bartlett is the project manager. The Selection Criteria section of this form would appear as follows:

 Notes


Selecting Specific Profit Center and Sort/Select Values

The Profit Center and Sort Selects section of Batch Billing contains a customizable list of fields, which you can define based on the number of profit center levels (if Profit Center Reporting is installed), and sort/select codes (as defined in Sort/Select Setup Maintenance) established in your firm.

In this section, you can define up to eight different project selection criteria fields and values. Use the drop-down arrow to change the customizable field and then choose the values for which to select projects for batch billing, as follows:

•	If you are choosing a value for a specific profit center level, click on the Find ( [image]) button. Advantage will display a lookup of the available values for that level. This functions similarly to the Selection Criteria section of this form. See also Specifying Selection Values.

•	If you are choosing a value for a text sort/select field, click on the Find ( [image]) button. Advantage displays a lookup of all values entered for this select code. This lookup includes values entered through Sort/Select Lists Maintenance, as well as, in the Table Maintenance routine for this sort/select code.

•	If you are choosing a value for a numeric sort/select field, you cannot click on the Find [image]) button. Instead, you must enter the desired numeric values for this field. See also Specifying Selection Values for Sort/Select Fields.

•	If you are choosing a value for a date sort/select field, click on the Find ( [image]) button. Advantage displays a calendar lookup where you can select a specific date. You can also enter date ranges. See also Specifying Selection Values for Sort/Select Fields.

 Note


Selecting Specific Projects

You can select to print specific projects for which to generate invoices in Batch Billing. The Project field and the Select Specific Projects button let you perform the following types of key field selection:

Select a list of projects from a list.

Enter a wild card value to select a group of projects with similar characteristics.

Enter a specific value to select only one project.

See also Clearing Selection Criteria.

 Note

 Related Topics


Selecting a List of Projects

To select a list of projects:

1.	Click on the Select Specific Projects button on the Selection tab of Batch Billing. Advantage displays a list of available projects.

If you have other selection criteria entered on the Selection tab, Advantage only displays a list of values that match all of the selection criteria.

If no other selection criteria is entered on the Selection tab, Advantage displays a list of all available values in your database.

2.	Select the desired projects from the list. To select multiple, sequential projects, hold down the <Shift> key and click on the first and last project in the range. To select multiple, non-sequential projects, hold down the <Ctrl> key and click on the project to include.

3.	Click on the OK button to return to the reporting form. Advantage displays the number of values selected on the Select Specific Projects button.

The text on this button appears in red so that it stands out. Prior to running a report, you should verify that the correct values are selected. For example:

4.	Run the report, define options for the report, or continue to enter additional selection criteria.

 Note


Entering a Wild Card Value to Select a Group of Projects

When you are selecting the desired projects to include in a Batch Billing session, you can select them based on a wild card value. To do this, enter the wild card string in the Project field on the Selection tab of Batch Billing.

Use the following table to help you determine how to enter the desired wildcard:

Example	Retrieves the following values:
*	All projects in your database.
*8*	All projects with an 8 specified in the project number. The 8 cannot be the first or last character in the number.
98*	All projects that begin with 98.
*2	All projects that end with the number 2.
 Note


Clearing Selection Criteria

You can remove all of the selection criteria for a field by clicking on the Clear button, [image], next to the desired selection field.

Additional ways in which you can clear selection criteria are as follows:

•	In the selection field, click on the <Backspace> key until all values have been cleared.

•	In the selection field, highlight the desired value(s) and click on the <Backspace>key.

•	Click on the Clear Selected Projects button to remove all selected projects.


Updating Fees for Your Projects

Prior to producing invoices, you should ensure that your fees have been properly updated for the current billing period. You can do this from both Interactive and Batch Billing by clicking on the Update Fees button from the initial processing form.

When you click on this button, Advantage displays the Fee Updates form where you can:

•	Change the fee method and/or fee basis for the project.

•	Update the overall percent completes or the percent complete for the individual phases.

 Notes

 Related Topics


Sorting Batch Billing Invoices

To sort invoices Batch Billing:

1.	Select Processing, Billing, Batch Billing from the Advantage main menu. Advantage opens the Session Options form.

2.	Define all desired options for this session and click on the OK button. Advantage displays the Batch Billing tab of Batch Billing.

3.	Click on the Sorting tab. Advantage displays the sorting options available to you.

4.	Define the order in which to sort invoices generated during this session. You can choose to print invoices by project number, project name, client number, principal, project manager, any of the project select codes, or profit center. Typically, you would sort draft invoices by project manager.

5.	Process batch bills.

 Related Topics


Controlling the Printing of Batch Bills

You control how Batch Bills print from the Sorting tab. If using this feature, ensure that the criteria on which you plan to control the printing of invoices is defined in Project Table Maintenance.

For example, if you want to print your invoices grouped by a specific sort/select code, you should make sure that the select code has a value for each of your projects. If a project does not have a value in the select code you are sorting on, those projects print first.

The Sorting tab of Batch Billing lets you group your invoices in one or more of the following ways during printing:

•	Client number

•	Principal

•	Project manager

•	Select code 1-30

•	Profit center

The following fields are available to define your sort options

Function	Description
First Sort	Select your first sorting option from the drop-down list.  Specify whether or not you want to include page breaks after this sort option, when printing the Batch Invoice List.
Second Sort	Select your second sorting option from the drop-down list. Specify whether or not you want to include page breaks after this sort option, when printing the Batch Invoice List.
Third Sort	Select your third sorting option from the drop-down list. Specify whether or not you want to include page breaks after this sort option, when printing the Batch Invoice List.
Fourth Sort	Select your fourth sorting option from the drop-down list. Specify whether or not you want to include page breaks after this sort option, when printing the Batch Invoice List.
Project Sort	In addition, you can also determine whether to print invoices by Project Number or Project Name.
Example

Assume you want to print your draft invoices and give them to their assigned project managers for approval. You can select the Project Manager option in the First Sort field and your invoices will print in order, by project manager (the project managers are associated with projects in Project Table Maintenance). This prevents you from having to sort bills after they have been printed.


Saving Batch Billing Settings

Saving customized batch billing settings has never been easier. Advantage reporting lets you save custom batch billing settings under a user-defined description. This feature allows batch billing settings to be saved for use at a later time. You may want to save batch billing options under a specific project manager’s name.

To save batch billing settings:

1.	Click on the Save Settings button on the Batch Billing form. The system displays the Save Report Settings form.

2.	Enter a description for the batch billing settings in the Description field, using up to 40 alphanumeric characters.

3.	Click on the Save as default settings option to make these report settings your default. The next time you enter the reporting routine, these options will be loaded by default.

4.	Click on the OK button to return to the reporting routine. The description you entered for this set of report settings appears in the lower left corner of the form.

 Tip

 Related Topics


Loading Batch Billing Settings

Whenever you open the Batch Billing routine, Advantage loads the <Default> settings automatically, regardless of whether or not you have other saved batch billing settings. Once you have a set of user-defined saved options, you will be able to load these options at any time during a batch billing session.

To load batch billing settings:

1.	Click on the Load Settings button on the bottom of the Batch Billing form. Advantage displays the Load Report Settings form.

2.	Select the desired batch billing settings to load.

3.	Click on the OK button. You will notice that the description entered for this set of batch billing settings appears in the lower left corner of the form.


Processing Batch Bills

You process batch bills immediately from your machine by clicking on the Run button from the Batch Billing tab of the Batch Billing form. Or, click on the Submit button to offload batch billing to a process server (if the feature is enabled) and free up your workstation.

Depending on whether you are producing draft or final bills, Advantage performs different functions.

Processing Draft Bills

When you process draft bills, Advantage displays all the projects for which invoices are being generated in the lower left corner of your screen as the project’s invoice is being processed. The project numbers appear one by one as Advantage processes and prints or emails the invoice for each project.

Advantage does not assign invoice numbers to the invoices at this time.

Note that when Advantage completes the processing and printing of the invoice, <Draft> appears in the Invoice No: column (if printed) on the bill to indicate the invoice was generated during a draft batch billing run.

Processing Final Bills

Once you set up your selection criteria, review your options, and decide to proceed with the final processing of your batch bills, you must select an invoice file to which to append the amounts (see Selecting an Invoice File).

After you select the invoice file, Advantage begins processing and printing your invoices. During this process, Advantage displays all the projects for which invoices are being generated in the lower left corner of your screen as the project’s invoice is being processed. The project numbers appear one by one as Advantage processes and prints the invoice for each project. Also, during this process, Advantage assigns invoice numbers to the invoices, removes the unbilled transactions, and updates the Invoice Data Entry file.

 Notes


Billing Reporting

Advantage produces reports to aid you in presenting and monitoring your Billing information:

Unbilled Detail Report

Unbilled Aging Detail Report

Billing Terms List

Billing Backup Report

Billing Database List

Billing Rate Tables (by project)

Fee Remaining Report

You can print these reports individually, submit them to the Process Server for printing, "print preview" them on the screen, or email them to the appropriate principals or project managers.

What do you want to do?

Select specific data to include on the report.

Determine in what order to sort report data.

Define options for the Unbilled Detail Report.

Define options for the Unbilled Aging Detail Report

Define options for the Billing Terms List.

Print or submit the report from the Batch Printing Tab

E-mail reports to principals, project managers, or clients.


Sorting the Unbilled Detail and Unbilled Aging Detail Reports

You can specify sorting criteria to determine how information appears on the Unbilled Detail or Unbilled Aging Detail report. Sort criteria cannot be used with the Billing List.

To specify sort criteria:

1.	Click on the Sorting tab at the top of the Billing Reporting form. The system displays the available sort information.

2.	Specify the primary sorting level in the First Sort field. You have the following options:

Client Name

Client Number

Principal

Project Manager

Project Status

Profit Center <all levels>

Revenue Method

Sort/Select Code <1 - 30>

Review Date (sorts labor by employee review date)

3.	Determine whether to insert a page break after the sort field.

4.	Specify whether to print subtotals at the end of each sort.

5.	Specify whether the sorting should be based on task values. You cannot sort on task values if you have selected Consolidate tasks from the Unbilled Detail tab. If you select to sort, the Consolidate tasks option is automatically unchecked.

6.	Specify the second, third, and fourth sorting levels in the appropriate fields, if desired. See above for a description of your options.

7.	Perform Steps 3-5 for each additional sort specified.

8.	Indicate the project sort.

9.	Generate the report.

 Notes


Defining Options for the Unbilled Detail Report

The Unbilled Detail tab of Billing Reporting lets you define and save multiple options for printing the Unbilled Detail report.

To define options for the Unbilled Detail report:

1.	Select Reporting, Billing Reports from the Advantage main menu. Advantage displays the Billing Reporting form.

2.	Click on the Unbilled Detail tab at the top of the Billing Reporting form. Leave the Aging Report option unselected.

3.	Choose the appropriate options for the report:

Page breaks for each project
Print timesheet comments
Use Project Reporting Default Terms
Print Project/Task Info
Consolidate Tasks
Unbilled Summary Report
Sort labor by date
Break out overtime hours
Include — Billable Transactions
Include — Held Transactions
Include — Transactions to be Written Off
Include — Deleted
Include — Non-billable transactions	Bill-Thru Date
Report Basis	Bill-Thru Period
4.	Click on the Print, Print Preview, or Submit button to generate this report.

 Notes


Unbilled Detail Report

To access the Unbilled Detail report, select Reporting, Billing Reports from the Advantage main menu. Advantage displays the Billing Reporting form. Click on the Unbilled Detail tab to set up options for running the report.

Leave the Aging Report option unselected, to display the available options for the Unbilled Detail report. (When the Aging Report option is selected the Unbilled Detail tab displays the options for the Unbilled Aging Detail Report only).

The Unbilled Detail report shows the transactions posted but unbilled as of the date specified in the Bill-thru date or Bill-thru period fields.

Transactions billed in a future accounting period (relative to the report’s accounting period) appear on the report with a status of B* -- Billed in a future period.

If you print this report prior to accepting your final bills, the report lists all items available for billing (billable, held, to be written off, or non-billable).

If you print this report after accepting your final bills, the report lists only the items that will be available for the next bill, and excludes items with a status of write-off.

The following information prints on this report:

Status	Description
Date	Hours
Labor Code/Account	Rate
Employee/Reference	Billing/Cost Amount
Final Totals

If you select Print Project/Task Info, the following information also appears:

Job-to-Date Billed	Principal
Compensation	Revenue Type
Project Manager	Client Number
 Notes


Defining Options for the Unbilled Aging Detail Report

The Unbilled Detail tab of Billing Reporting lets you define and save multiple options for printing the Unbilled Aging Detail Report.

When the Aging Report option is selected, the tab lets you define and save multiple options for printing the Unbilled Aging Detail Report.

To define options for the Unbilled Aging Detail Report:

1.	Select Reporting, Billing Reports from the Advantage main menu. Advantage displays the Billing Reporting form.

2.	Click on the Unbilled Detail tab at the top of the Billing Reporting form.

3.	Select the Aging Report option. The Unbilled Detail tab displays the options for the Unbilled Aging Detail Report only.

4.	Choose the appropriate options for the report:

Page breaks for each project	Aging Summary
Print timesheet comments	Aging Date
Use Project Reporting Default Terms	Aging Increments
Print Project/Task Info	Bill-Thru Date
Consolidate Tasks	Bill-Thru Period
Sort labor by date
Include — Billable Transactions
Include — Held Transactions
Include —Transactions to be Written Off
Include — Deleted
Include — Non-billable transactions
Report Basis
5.	Click on the Print, Print Preview, or Submit button to generate this report.


Unbilled Aging Detail Report

This report ages Unbilled Detail transactions in time increments, calculated from the transaction posting date to an Aging Date.

To access the Unbilled Aging Detail report, select Reporting, Billing Reports from the Advantage main menu. Advantage displays the Billing Reporting form. Click on the Unbilled Detail tab and select Aging Report to set up options for running the report. When Aging Report is unselected, the Unbilled Detail tab applies to the Unbilled Detail report instead.

The Unbilled Aging Detail report shows transactions posted but unbilled as of the date specified in the Bill-thru date or Bill-thru period.

Transactions billed in an accounting period that is future relative to the report’s accounting period appear in the report with a status of B* -- Billed in a future period.

If you print this report prior to accepting your final bills, the report lists all items available for billing (billable, held, to be written off, or non-billable).

If you print this report after accepting your final bills, the report lists only the items that will be available for the next bill, and excludes items with a status of write-off.

The following information prints on this report:

Aging date	Description
Status	Hours
Date
Labor Code/Account	Billing/Cost Amount
Employee/Reference	Aging increments
Final Totals

If you select Print Project/Task Info, the following information also appears:

Job-to-Date Billed	Principal
Compensation	Revenue Type
Project Manager	Client Number


Aging Report

Select this option to have the Unbilled Detail tab display options for the Unbilled Aging Detail report. Deselect it to display options for the Unbilled Detail report instead.

This option is mutually exclusive with the Cost and Billing Amounts report basis, which is not available for the Unbilled Aging Detail report. Selecting one option deselects the other.


Aging Date

Advantage subtracts each transaction’s posting date from the Aging Date you specify here. Using the difference, it sorts the transaction into an aging increment column on the Unbilled Aging Detail report.

Example

A labor transaction was posted May 12, and has not been billed.  You specify an aging date of July 31.  The time elapsed from 5/12/00 to 7/31/00 is 80 days. The transaction amount appears in the "61-90" column of the report. The Aging Date appears in "Aged as of 7/31/00" in the center of the report header.

Options

Use one of the following options to specify the date you want used in aging unbilled transactions for the Unbilled Aging Detail report:

Today’s Date

Select this option for a report of unbilled labor and expense transactions aged as of today.

Accounting period end date

Select this option for a report of unbilled labor and expense transactions aged as of the close of the current accounting period.

Specific date

Select this option for a report of unbilled labor and expense transactions aged as of a specific date.


Aging Increments

Use this section to confirm or change the time increment sorting and the column headings for the Unbilled Aging Detail report. Unbilled transaction amounts are sorted into these columns according to the time difference between the transaction’s posting date and the aging date you specify.

Changing a number in an Aging Increments field can change the numbers in other Aging Increment fields. Before submitting, printing, or print previewing an Unbilled Aging Detail report, check all the Aging Increment field entries for accuracy.


Defining Options for the Billing Terms List

The Billing Terms List tab of Billing Reporting lets you choose one option for generating the Billing Terms List. If you select the option to Print list of projects without billing terms, Advantage prints the Missing Billing Terms List, a list of all projects that have no billing terms. By default, the list includes only regular projects. Use the Selection tab if you want to include overhead projects on the report as well.

 Note


Billing Terms List

To access the Billing Terms List, click Report button from the Billing Terms form. You can also select Reporting, Billing Reports from the Advantage main menu. Then preview, submit, or run the Billing Terms List from the Batch Printing tab or the Billing Terms List tab.

The Billing Terms List shows all of the data currently entered in your billing terms table for each project. You can use this information to verify the project/task billing terms entered through Billing Terms Table Maintenance.

When you preview the list, Advantage opens the report, listing the labor, expense, consultant, unit, fee, add-on, and interest/miscellaneous billing terms defined for each project. To print the Billing Terms List, select File, Print from the main menu of the previewed list.

Missing Billing Terms List

You can print a version of this report that lists all of your projects that have no billing terms. Select Print list of projects without billing terms from the Billing Terms List tab.

Notes

•	If row-level security is established, Advantage only displays projects on the Billing Terms List report according to your security workgroups access rights.

•	You cannot run the Billing Terms List report from the Billing Terms Report button when defining Default Billing Terms or Project Reporting Default Terms.


Billing Lists

Advantage produces various lists to aid you in presenting and monitoring your billing information. From the Billing Database List tab of the Billing Reporting form (Reporting, Billing), you can print the following database lists:

Billing Group List

Rate Table List

Rate Override Billing Table List

Rate Category Billing Table List

Labor Code Billing Table List

Account Override Billing Table List

Expense Category Billing Table List

Vendor Billing Table List

Advantage also provides the ability to print a Batch Invoice List. You specify whether or not to print the Batch Invoice List at the end of a batch run from the Batch Billing tab of the Batch Billing form.

 Related Topics


Billing Group List

The Billing Group List shows all of the data currently entered in your billing group table. You can use this information to verify the billing group information entered through Billing Group Table Maintenance.

When you select this list, Advantage opens the report, listing the main billing project, the settings for the billing group, and the list of sub-projects in the billing group.

To access the Billing Group List from Billing Group Table Maintenance:

Click the Report button from the Billing Group Table Maintenance form (Tables, Billing, Billing Groups). To print the Billing Group List, select File, Print from the main menu. Advantage displays the Billing Group List for all of the projects in your database defined as billing groups.

To access the Billing Group List from Billing Reporting:

1.	Select Reporting, Billing from the Advantage main menu.

2.	Click the Billing Database List tab.

3.	Check the Billing Groups option.

4.	Click on the Print, Print Preview, or Submit button to generate this report.


Rate Table List

The Rate Table List shows all of the data currently entered in your labor rate tables. You can use this information to verify the data entered through Labor Rate Table Maintenance.

When you select this list, Advantage opens the report, listing the table number/name, the employees included in the table, and their associated billing rates.

To access the Rate Table List from Labor Rate Table Maintenance:

To access the Rate Table List, click the Report button from the Labor Rate Table Maintenance form (Tables, Billing, Labor Rate Tables). To print the Rate Table List, select File, Print from the main menu.

To access the Rate Table List from Billing Reporting:

1.	Select Reporting, Billing from the Advantage main menu.

2.	Click the Billing Database List tab.

3.	Check the Labor Rate Tables option.

4.	Click on the Print, Print Preview, or Submit button to generate this report.


Rate Override Billing Table List

The Rate Override Billing Table List shows all of the data currently entered in your labor override tables. You can use this information to verify the data entered through Labor Override Table Maintenance.

When you select this list, Advantage opens the report, listing the table number/name, the employees included in the table, their associated rates, the type of rate entered (billing, cost, or cost maximum), and labor category (if applicable) to override.

To access the Rate Override Billing Table List from Labor Override Table Maintenance:

To access the Rate Override Billing Table List, click the Report button from the Labor Override Table Maintenance form (Tables, Billing, Labor Override Tables).. To print the Rate Override Billing Table List, select File, Print from the main menu.

To access the Rate Override Billing Table List from Billing Reporting:

1.	Select Reporting, Billing from the Advantage main menu.

2.	Click the Billing Database List tab.

3.	Check the Labor Override Tables option.

4.	Click on the Print, Print Preview, or Submit button to generate this report.


Rate Category Billing Table List

The Rate Category Billing Table List shows all of the data currently entered in your labor category tables. You can use this information to verify the data entered through Labor Category Table Maintenance. When you select this list, Advantage opens the report, listing the table number/name, the categories included in the table, the employees to include in the override category, and the override category rate.

To access the Rate Category Billing Table List from Labor Category Table Maintenance:

To access the Rate Category Billing Table List, click the Report button from the Labor Category Table Maintenance form (Tables, Billing, Labor Category Tables). Advantage displays the Rate Category Billing Table List. To print the list, select File, Print from the main menu.

To access the Rate Override Billing Table List from Billing Reporting:

1.	Select Reporting, Billing from the Advantage main menu.

2.	Click the Billing Database List tab.

3.	Check the Labor Category Tables option.

4.	Click on the Print, Print Preview, or Submit button to generate this report.


Labor Code Billing Table List

The Labor Code Billing Table List shows all of the data currently entered in your billing labor code tables. You can use this information to verify the data entered through Labor Code Table Maintenance. When you select this list, Advantage opens the report, listing the table number/name, the labor codes included in the table, and the override labor code rate.

To access the Labor Code Billing Table List from Labor Code Table Maintenance:

To access the Labor Code Billing Table List, click the Report Button from the Labor Code Table Maintenance form (Tables, Billing, Labor Code Tables). Advantage displays the Labor Code Billing Table List. To print the Labor Code Billing Table List, select File, Print from the main menu.

To access the Labor Code Billing Table List from Billing Reporting:

1.	Select Reporting, Billing from the Advantage main menu.

2.	Click the Billing Database List tab.

3.	Check the Labor Code Tables option.

4.	Click on the Print, Print Preview, or Submit button to generate this report.


Account Override Billing Table List

The Account Override Billing Table List shows all of the data currently entered in your expense account tables. You can use this information to verify the data entered through Expense Accounts Table Maintenance.

When you select this list, Advantage opens the report, listing the table number/name, the accounts included in the table, and the multiplier to apply to the associated account.

To access the Account Override Billing Table List from Expense Account Table Maintenance:

To access the Account Override Billing Table List, click the Report button from the Expense Account Table Maintenance form (Tables, Billing, Expense Accounts). Advantage displays the Account Override Billing Table List. To print the list, select File, Print from the main menu.

To access the Account Override Billing Table List from Billing Reporting:

1.	Select Reporting, Billing from the Advantage main menu.

2.	Click the Billing Database List tab.

3.	Check the Expense Accounts option.

4.	Click on the Print, Print Preview, or Submit button to generate this report.


Expense Category Billing Table List

The Expense Category Billing Table List shows all of the data currently entered in your expense category tables. You can use this information to verify the data entered through Expense Category Table Maintenance.

When you select this list, Advantage opens the report, listing the table number/name, the categories included in the table, the accounts included in the category, and the multiplier to apply to accounts included in the category.

To access the Expense Category Billing Table List from Expense Category Table Maintenance:

To access the Expense Category Billing Table List, click Report from the Expense Category Table Maintenance form (Tables, Billing, Expense Categories). Advantage displays the Expense Category Billing Table List. To print the list, select File, Print from the main menu.

To access the Expense Category Billing Table List from Billing Reporting:

1.	Select Reporting, Billing from the Advantage main menu.

2.	Click the Billing Database List tab.

3.	Check the Expense Categories option.

4.	Click on the Print, Print Preview, or Submit button to generate this report.


Vendor Billing Table List

The Vendor Billing Table List shows all of the data currently entered in your expense vendor tables. You can use this information to verify the data entered through Expenses by Vendor Table Maintenance.

When you select this list, Advantage opens the report, listing the table number/name, the vendors included in the table, and the multiplier to apply to the associated vendor.

To access the Vendor Billing Table List from Expenses by Vendor Table Maintenance:

To access the Vendor Billing Table List, click the Report button from the Expenses by Vendor Table Maintenance form (Tables, Billing, Expenses by Vendor). Advantage displays the Vendor Billing Table List. To print the list, select File, Print  from the main menu.

To access the Vendor Billing Table List from Billing Reporting:

1.	Select Reporting, Billing from the Advantage main menu.

2.	Click the Billing Database List tab.

3.	Check the Expenses by Vendor option.

4.	Click on the Print, Print Preview, or Submit button to generate this report.


Refreshing Project Billing Extensions

Billing and cost rates for project reporting are defined at the time of posting. Changes to these billing terms are updated by running the Refresh Project Billing Extensions utility.

You should run this utility when you create or change the billing terms for any projects in Billing Terms Table Maintenance after you have posted transactions for these projects during the period. Or, if you posted items in the current period that now reflect a zero billing rate on the project reports, due to inaccurate or no billing terms.

You can run this utility for all of your projects or one project.

To refresh billing extensions:

1.	Select Utilities, Refresh Project Billing Extensions from the Advantage main menu.

2.	Choose one of the following options on the Processing tab:

Refresh extensions for unbilled transactions ONLY (status `B', `H', `W')

Refresh extensions for historical transactions (type `HE,' `HL')

Refresh extensions for billing only transactions (`BIED,' `BILD' tables)

Refresh extensions for labor adjustments

3.	Specify the time periods using the Refresh extensions for a range of periods fields.

4.	Click on the Selection tab and set up selection criteria for this processing run.

5.	Click on the Run button to run the Refresh Project Billing Extensions process now or click on the Submit button to submit it to the process server. If you do not select any criteria for the run from the Selection tab, a message appears indicating extensions will be refreshed for the entire database. Click Yes if you want to refresh all extensions, or click No and return to step 4.


Establishing Refresh Project Billing Extensions Selection Criteria

There are three different types of selection criteria you can define when refreshing your project’s billing extensions:

Entering fixed project selection criteria in the top section of this form.

Selecting specific sort/select values for this run.

Selecting specific projects for this run.

If you do not select any criteria for the run from the Selection tab and you click Run to run the refresh, a message appears indicating extensions will be refreshed for the entire database. You can continue with the process, or return to the Selection tab to select criteria.

 Note

 Related Topics


Entering a Specific Value to Select Only One Project

You can choose to refresh billing extensions for one specific project by entering the number in the Project field on the Selection tab.

Another way to run the report for one specific project is described below:

1.	Click on the Select Specific Projects button on the Selection tab. Advantage displays a list of available projects.

If you have other selection criteria entered on the Selection tab, Advantage only displays a list of values that match all of the selection criteria.

If no other selection criteria is entered on the Selection tab, Advantage displays a list of all available values in your database.

2.	Select the desired project from the list.

3.	Click on the OK button to return to the reporting form. Advantage displays "1 Project Selected" on the Select Specific Projects button.

The text on this button appears in red so that it stands out. Prior to running a report, you should verify that the correct value is selected.

4.	Run the report, define options for the report, or continue to enter additional selection criteria.

 Note


Entering Fixed Project Selection Criteria

The Selection Criteria section on the Selection tab lets you define selection values for the following types of project information:

•	Principal–Selects all projects that have a specific principal assigned in Project Table Maintenance.

•	Project Manager–Selects all projects that have a specific project manager assigned in Project Table Maintenance.

•	Client–Selects all projects that have a specific client assigned in Project Table Maintenance.

•	Type–Selects all projects that have a specific type assigned in Project Table Maintenance.

•	Status–Selects all projects that have a specific status assigned in Project Table Maintenance.

The above selection options always appear on this form. You cannot modify the selection criteria category, however, you can modify the type of selection criteria entered in the Profit Center & Sort/Selects section of this form.

For example, assume you want to generate invoices for all regular projects on which James Bartlett is the project manager. The Selection Criteria section of this form would appear as follows:

 Notes


Selecting Specific Profit Center and Sort/Select Values

The Profit Center and Sort Selects section of the Selection tab contains a customizable list of fields, which you can define based on the number of profit center levels (if Profit Center Reporting is installed), and sort/select codes (as defined in Sort/Select Setup Maintenance) established in your firm.

In this section, you can define up to eight different project selection criteria fields and values. Use the drop-down arrow to change the customizable field and then choose the values for which to select projects for batch billing, as follows:

•	If you are choosing a value for a specific profit center level, click on the Find ( [image]) button. Advantage will display a lookup of the available values for that level. This functions similarly to the Selection Criteria section of this form. See also Specifying Selection Values.

•	If you are choosing a value for a text sort/select field, click on the Find ( [image]) button. Advantage displays a lookup of all values entered for this select code. This lookup includes values entered through Sort/Select Lists Maintenance, as well as, in the Table Maintenance routine for this sort/select code.

•	If you are choosing a value for a numeric sort/select field, you cannot click on the Find [image]) button. Instead, you must enter the desired numeric values for this field. See also Specifying Selection Values for Sort/Select Fields.

•	If you are choosing a value for a date sort/select field, click on the Find ( [image]) button. Advantage displays a calendar lookup where you can select a specific date. You can also enter date ranges. See also Specifying Selection Values for Sort/Select Fields.

 Note


Selecting Specific Projects

You can select to refresh billing extensions for specific projects. The Project field and the Select Specific Projects button let you perform the following types of key field selection:

Select a list of projects from a list.

Enter a wild card value to select a group of projects with similar characteristics.

Enter a specific value to select only one project.

 Note

 Related Topics


Selecting a List of Projects

To select a list of projects:

1.	Click on the Select Specific Projects button on the Selection tab. Advantage displays a list of available projects.

•	If you have other selection criteria entered on the Selection tab, Advantage only displays a list of values that match all of the selection criteria.

•	If no other selection criteria is entered on the Selection tab, Advantage displays a list of all available values in your database.

2.	Select the desired projects from the list. To select multiple, sequential projects, hold down the <Shift> key and click on the first and last project in the range. To select multiple, non-sequential projects, hold down the <Ctrl> key and click on the project to include.

3.	Click on the OK button to return to the reporting form. Advantage displays the number of values selected on the Select Specific Projects button.

The text on this button appears in red so that it stands out. Prior to running a report, you should verify that the correct values are selected. For example:

4.	Run the report, define options for the report, or continue to enter additional selection criteria.

 Note


Entering a Wild Card Value to Select a Group of Projects

When you are selecting the desired projects to include in a Refresh Project Billing Extensions run, you can select them based on a wild card value. To do this, enter the wild card string in the Project field on the Selection tab of the Refresh Project Billing Extensions form.

Use the following table to help you determine how to enter the desired wildcard:

Example	Retrieves the following values:
*	All projects in your database.
*8*	All projects with an 8 specified in the project number. The 8 cannot be the first or last character in the number.
98*	All projects that begin with 98.
*2	All projects that end with the number 2.
 Note


Selecting Based on Task Values

When you enter project selection criteria on the Selection tab, Advantage selects and displays all projects (and all of their associated tasks) that meet the criteria regardless of whether the individual task values match the selection criteria.

If you select the Selection based on task values option, Advantage lets you select only the tasks for a project that match the criteria entered.

Example


Clearing Selection Criteria

You can remove all of the selection criteria for a field by clicking on the Clear button, [image], next to the desired selection field.

Additional ways in which you can clear selection criteria are as follows:

•	In the selection field, click on the <Backspace> key until all values have been cleared.

•	In the selection field, highlight the desired value(s) and click on the <Backspace>key.

•	Click on the Clear Selected Projects button to remove all selected projects.


List of Sample Billing Terms and Invoices

The following topics contain sample billing terms and their corresponding invoice. The following tables summarize the billing terms used to produce each invoice.

Sample Labor Invoices

Terms Used	Sample Invoice Number
• Method - Rate x Multiplier • Multipliers 1 and 2 used • First Sort:  By Employee Type (no second sort) • Labor Detail: show rates	Sample Invoice 1
• Method:  Rate Table • No Multipliers • First Sort:  By Name (no second sort) • Labor Detail:  show rates	Sample Invoice 2
• Method:  Rate Table • No Multipliers • Overtime Method: Bill ovt premium as cost • First sort: By name (no second sort) • No detail shown	Sample Invoice 15
• Method:  Rate Table • No Multipliers • Overtime Method: Sep ovt with empl percent • First sort: By name (no second sort) • Labor Detail: show rates	Sample Invoice 16
• Method:  By Category • No Multipliers • First Sort:  By Category, Second Sort:  Name • Labor Detail:  show rates and dates	Sample Invoice 3
• Method:  By Labor Code • Multiplier 2 used • First Sort:  By Labor Code  Second Sort: Name • Labor Detail:  show rates and multipliers	Sample Invoice 4
• Method:  By Category • No Multipliers • First Sort:  By Category (no second sort) • No Labor Detail is shown	Sample Invoice 5
• Method:  By Category • No Multipliers • First sort: By Category (no second sort) • Labor Detail: show rates and comments	Sample Invoice 14
Sample Fee Invoices

Terms Used	Sample Invoice Number
• Method:  Overall percent complete • Fee Basis:  Lump sum	Sample Invoice 5
• Method:  Pct complete by phase as fixed amount • No fee basis	Sample Invoice 6
• Method:  Pct complete by phase as pct of fee • Fee basis:  Lump sum	Sample Invoice 7
• Method:  Cumulative units or fee • Fee basis: Unit based	Sample Invoice 8
• Method:  Current units or fee • Fee basis:   Lump sum	Sample Invoice 9
• Method:  Pct complete by phase as pct of fee • Fee basis:  Percent of construction	Sample Invoice 10
• Method: Pct complete by phase as fixed amount	Sample Invoice 17
Sample Expense Invoices

Terms Used	Sample Invoice Number
• Method:  By Account • No detail shown	Sample Invoice 2
• Method:  By Account • Detail shown	Sample Invoice 3
• Method:  By Account • Multiplier shown	Sample Invoice 6
• Method:  By Account • Multiplier and detail shown	Sample Invoice 12
• Method:  By Account • No detail shown	Sample Invoice 15
• Method:  By Account • Multiplier shown	Sample Invoice 17
• Method:  By Category • No detail shown	Sample Invoice 1
• Method:  By Category • Detail and multipliers shown	Sample Invoice 11 (task 2)
• Method:  By Vendor • Multiplier shown	Sample Invoice 8
• Method: By Vendor • Multiplier shown	Sample Invoice 16
Sample Consultant Invoices

Terms Used	Sample Invoice Number
• Method:  By Account • No detail shown	Sample Invoice 2
• Method: By Account • Detail shown	Sample Invoice 14
• Method:  By Account • No detail or multiplier shown	Sample Invoice 15
• Method: Bill as Expense • Expense Terms:  By Category	Sample Invoice 11 (task 2)
• Method: Bill as Expense • Expense Terms: By Vendor • Multiplier shown	Sample Invoice 16
• Method: By Vendor • Multiplier shown	Sample Invoice 10
• Method: By Vendor • No detail shown	Sample Invoice 1
Sample Unit Invoices

Terms Used	Sample Invoice Number
• Unit name only • Detail shown	Sample Invoice 1
• Unit name and detail (description from unit data entry) • Detail shown	Sample Invoice 3
• Detail only • Detail and Multiplier shown	Sample Invoice 16

Sample Task and Group Invoices

Terms Used	Sample Invoice Number
• Different task terms are used for each task within the project and A/R is shown for each task.	Sample Invoice 11
• Different task terms are used for each task within the project.	Sample Invoice 12
• The same terms are used for each task within the project.  Tasks are consolidated.	Sample Invoice 4
• Different terms are used for each project in the group.	Sample Invoice 13

Sample Invoices using Limits

Terms Used	Sample Invoice Number
• Print Individual- calculate aggregate for sections with limits	Sample Invoice 4
• Individual limits	Sample Invoice 14
• Aggregate limits	Sample Invoice 16
Sample Invoice with Retainage

Terms Used	Sample Invoice Number
• Retainage enabled • Percent: 5.00 • Limit: 10,000.00 • Apply to all sections	Sample Invoice 17
Sample Invoice with a Billing Backup Report

Terms Used	Sample Invoice Number
• Print Backup Report: Yes • Timesheet comments on backup: No	Sample Invoice 15
Sample Invoice with an A/R Statement

Terms Used	Sample Invoice Number
• Print A/R:  Yes • A/R Statement is printed via the A/R Reporting Routine	Sample Invoice 17


Sample Billing Terms 1

Project                   97025.00                     Marblehead Public Library

Addressee	The Concord Corporation

100 Concord Avenue

Suite 1010

Swampscott	MA	01907

Description	Architectural and Engineering Services for the new Library.  Services include:

*Performing Arts Theater

*Children’s Library

*Restrooms

Invoice template	billInvDefault

Print A/R                 ?	Print in Draft runs         ?

Print BTD                ?

Labor Terms:

Labor method	Rate times multiplier

Multipliers	1.5000	1.5000	0.0000	Ovt.	0.0000

Rate table	0	Override table	0

First sort	By employee type	Table	0

Second sort	None	Table	0

Labor detail            ?	Show multipliers      ?

  Show rate             ?	Show Ovt mult.        ?

  Show comment    ?	Flag overrides          ?

  Show date            ?

Expense Terms:	Consultant Terms:

Method	By category	Table	1	Method	By vendor	Table	1

Multiplier	1.0000	Multiplier	1.0000

Show detail             ?	Show detail             ?

Show multiplier       ?	Show multiplier       ?

Unit Billing Terms:

Method	Bill units

Multiplier	1.0000

Show detail             ?

Show multiplier       ?

Interest and Miscellaneous:

Interest	.00	Limit Method	No limits

Grace period	0	Labor Limit	0.00

Last invoice	0	Consult Limit	0.00

Expense limit	0.00

Tax code 1	MA	Unit Limit	0.00

Tax code 2	Add-on Limit	0.00

   Tax code 3                                                                                   Fee Limit                            0.00


Sample Invoice 1

Invoice	Apple and Bartlett, Inc.

Architects and Engineers

68 Moulton Street

Cambridge, MA  02138

June 30, 2000

Project No:97025.00

The Concord Corporation	Invoice No:0000221

100 Concord Avenue

Suite 1010

Swampscott  MA  01907

Project:	97025.00	Marblehead Public Library

Architectural and Engineering Services for the new Library.  Services include:

* Performing Arts Theater

* Children's Library

* Restrooms

Professional Services: June 1, 2000 through June 30, 2000

Professional Personnel

Hours	Rate	Amount

Principal

Apple, William 	2.00	169.28	338.56

Cohen, Grace	7.00	123.98	867.86

Employee

Gonzalez, Luis	19.00	43.32	823.08

Gray, Barbara	2.00	54.23	108.46

Titony, Roberta	12.00	28.35	340.20

Totals	42.00	2,478.16

Total Labor	2,478.16

Consultants

Haley Hart Consulting	450.00

Total Consultants	450.00	450.00

Reimbursable Expenses

Travel	315.00

Reproductions	100.00

Total Reimbursables	415.00	415.00

Unit Billing

06/04/97	3-person Field Crew	10.0 hours @ 50.00	500.00

06/06/97	Concrete Sample Test	7.0 tests @ 11.00	77.00

Total Units	577.00	577.00

Taxes

MASS Sales Tax	5.00% of  2,928.16	146.41

Total Taxes	146.41	146.41

Total this invoice	$4,066.57


Sample Billing Terms 2

Project	97001.00	City Park Crosswalk Feasibility Study

Addressee	The Sumner Group

17 Congress Street

Suite 1200

Milford	MA	06331

Description	Study conducted on crosswalk at corner of Federal and High Street.

Invoice templateNotes	billInvDefault

Print A/R                              ?	Print in Draft runs   ?

Print BTD                             ?

Labor Terms:

Labor method	Rate table

Multipliers	0.0000	0.0000	0.0000	Ovt.	0.0000

Rate table	1	Override table	0

First sort	By name	Table	0

Second sort	None	Table	0

Labor detail            ? 	Show multipliers     ?

  Show rate             ?	Show Ovt mult.       ?

  Show comment    ?	Flag overrides         ?

  Show date            ?

Expense Terms:	Consultant Terms:

Method	By account	Table	2	Method	By account	Table	2

Multiplier	1.0000	Multiplier	1.0000

Show detail             ?	Show detail          ?

Show multiplier       ?	Show multiplier    ?

Interest and Miscellaneous:

Interest	.00	Limit Method	No limits

Grace period	0	Labor Limit	0.00

Last invoice	0	Consult Limit	0.00

Expense limit	0.00

Tax code 1	Unit Limit	0.00

Tax code 2	Add-on Limit	0.00

Tax code 3	Fee Limit	0.00

Invoice footer

Authorized By:  ____________________________________

                          William Apple, Principal


Sample Invoice 2

Invoice	Apple and Bartlett, Inc.

Architects and Engineers

68 Moulton Street

Cambridge, MA  02138

June 30, 2000

Project No:97001.00

The Sumner Group	Invoice No:0000220

17 Congress Street

Suite 1200

Milford  MA  06331

Project:	97001.00	City Park Crosswalk Feasibility Study

Study conducted on crosswalk at corner of Federal and High Street.

Professional Services: June 1, 2000 through June 30, 2000

Professional Personnel

Hours 	Rate 	Amount

Bartlett, James	8.00	135.00	1,080.00

Cohen, Grace	12.00	135.00	1,620.00

Gray, Barbara	2.50	85.00	212.50

MacKenzie, Jonathan	19.00	75.00	1,425.00

Stone, Richard	3.00	75.00	225.00

Totals	44.50	4,562.50

Total Labor	4,562.50

Consultants

Structural Consultant	472.50

Total Consultants	472.50	472.50

Reimbursable Expenses

Models/Renderings/Photos	106.00

Postage/Shipping/Deliver	35.00

Total Reimbursables	141.00	141.00

Total this invoice	$5,176.00

Authorized By:  ____________________________________

                          William Apple, Principal


Sample Billing Terms 3

Project	97007.00	      CAS Residence

Addressee	Mr. Charles A. Schwartz

3223 Pali Highway

Honolulu, HI  96817

Description	Design and Planning Services for Luxury Residence.

Invoice template	billInvDefault

Print A/R                   ?	Print in Draft runs        ?

Print BTD                  ?

Labor Terms:

Labor method	By category

Multipliers	0.0000	0.0000	0.0000	Ovt.	0.0000

Rate table	1	Override table	1

First sort	By category	Table	1

Second sort	By name	Table	0

Labor detail             ?	Show multipliers      ?

  Show rate              ?	Show Ovt mult.        ?

  Show comment     ?	Flag overrides         ?

  Show date             ?

Expense Terms:	Consultant Terms:

Method	By account	Table	2	Method	Bill as Expense 	Table	0

Multiplier	1.1000	Multiplier	1.0000

Show detail           ?	Show detail            ?

Show multiplier     ?	Show multiplier      ?

Unit Billing Terms:

Method	Bill units

Multiplier	1.0000

Show detail           ?

Show multiplier     ?

Interest and Miscellaneous:

Interest	.00	Limit Method	No limits

Grace period	0	Labor Limit	0.00

Last invoice	0	Consult Limit	0.00

Expense limit	0.00

Tax code 1	HI	Unit Limit	0.00

Tax code 2	Add-on Limit	0.00

Tax code 3	Fee Limit	0.00


Sample Invoice 3

Invoice	Apple and Bartlett, Inc.

Architects and Engineers

68 Moulton Street

Cambridge, MA  02138

June 30, 2000

Project No:97007.00

Mr. Charles A. Schwartz	Invoice No:0000222

3223 Pali Highway

Honolulu, HI  96817

Project:	97007.00	CAS Residence

Design and Planning Services for Luxury Residence.

Professional Services: June 1, 2000 through June 30, 2000

Professional Personnel

Hours	Rate	Amount

Project Manager

Cohen, Grace	6/5/97	7.00	125.00	875.00

Architect

Titony, Roberta	6/4/97	4.00	90.00	360.00

Draftsperson

Davidson, Emily	6/4/97	8.00	60.00	480.00

Gonzalez, Luis	6/4/97	8.00	60.00	480.00

Gonzalez, Luis	6/5/97	8.00	60.00	480.00

Administrative

Washington, Thelma	6/4/97	2.00	35.00	70.00

Totals	37.00	2,745.00

Total Labor	2,745.00

Reimbursable Expenses

Civil&Landscape Consult	300.00

Travel and Lodging	200.00

Postage/Shipping/Deliver	10.25

Total Reimbursables	1.1  times	510.25	561.28

Unit Billing

Mileage

06/05/97	Client visit	40.0 Miles @ 0.30	12.00

Reproductions

06/06/97	Client Meeting Report	7.0 Copies @ 1.00	7.00

Total Units	19.00	19.00

Taxes

Sales and Use Tax	4.19% of  3,325.28	139.33

Total Taxes	139.33	139.33

Total this invoice	$3,464.61


Sample Billing Terms 4

Project	97020.00	Liberty Wastewater Treatment Plant

Addressee	City of Fitchburg

Water Department

718 Main Street

Fitchburg	MA	01420

Description	Planning and Design Services for the new Water Treatment Plant. Contract #98475

Invoice template	billInvDefault

Print A/R                  ?	Print in Draft runs        ?

Print BTD                 ?

Labor Terms:

Labor method	By Labor Code

Multipliers	0.0000	1.5000	0.0000	Ovt.	0.0000

Rate table	1	Override table	0

First sort	By Labor Code	Table	1

Second sort	By name	Table	0

Labor detail            ?	Show multipliers       ?

  Show rate             ?	Show Ovt mult.         ?

  Show comment     ?	Flag overrides           ?

  Show date             ?

Expense Terms:	Consultant Terms:

Method	By account	Table	0	Method	By account	Table	0

Multiplier	1.0000	Multiplier	1.0000

Show detail             ?	Show detail            ?

Show multiplier       ?	Show multiplier      ?

Add-ons:

Show	 Add to

  Seq	Description	Markup	Mult	Labor	Cons 	Exp 	Fee 	Unit 	Add-on 	Account

1	Profit	                             10.00        ?              ?         ?       ?       ?       ?        ?

Task Billing Setup:

Limit by task               ?

Consolidate printing    ?	AR by task                  ?

Task terms                  ?	BTD by task                ?

Consolidate post         ?	Interest by task           ?

Task to post               ____	Tax by task                 ?

Interest and Miscellaneous:

Interest	.00	Limit Method    Print indiv - calc aggregate for sections w/limits

Grace period	0	Labor Limit	25,000.00

Last invoice	0	Consult Limit	0.00

Expense limit	1,500.00

Tax code 1	Unit Limit	0.00

Tax code 2	Add-on Limit	0.00

Tax code 3	Fee Limit	0.00


Sample Invoice 4

Invoice	Apple and Bartlett, Inc.

Architects and Engineers

68 Moulton Street

Cambridge, MA  02138

June 30, 2000

Project No:97020.00

City of Fitchburg	Invoice No:0000223

Water Department

718 Main Street

Fitchburg  MA  01420

Project:	97020.00	Liberty Wastewater Treatment Plant

Planning and Design Services for the new Water Treatment Plant. Contract # 98475

Professional Services: June 1, 2000 through June 30, 2000

Professional Personnel

Hours 	Rate 	Amount

Principal

Apple, William	8.00	175.00 	1,400.00

Supervisory

Herz, Ellen	8.00	115.00	920.00

Senior Consultant

MacKenzie, Jonathan	2.00	100.00	200.00

Totals	18.00	2,520.00

Total Labor	1.5  times	2,520.00	3,780.00

Consultants

Civil&Landscape Consultant	250.00

Total Consultants	250.00	250.00

Reimbursable Expenses

Travel and Lodging	150.00

Postage/Shipping/Deliver	6.30

Total Reimbursables	156.30	156.30

Additional Fees

Profit	10.00% of  3,936.30	393.63

Total Additional Fees	393.63	393.63

Billing Limits	Current	Prior	To-date

Labor	3,780.00	9,077.57	12,857.57

Limit	25,000.00

Expenses	156.30	1,571.39	1,727.69

Limit	1,500.00

Total Billings	3,936.30	10,648.96	14,585.26

Limit	26,500.00

Remaining	11,914.74

Total this invoice	$4,579.93


Sample Billing Terms 5

Project	98001.00	Fenway Park Renovation

Addressee	The Boston Red Sox Co.

Attn: Daniel Duquette, John Harrington

One Yawkey Way

Boston,	MA	02113	USA

Description	Design Services for renovation.  Services provided include design of luxury skyboxes, scoreboard, and seating

Invoice template	billInvDefault

Print A/R                  ?	Print in Draft runs        ?

Print BTD                 ?

Labor Terms:

Labor method	Category Table

Multipliers	0.0000	0.0000	0.0000	Ovt.	0.0000

Rate table	1	Override table	0

First sort	By category	Table	1

Second sort	None	Table	0

Labor detail            ?	Show multipliers      ?

  Show rate             ?	Show Ovt mult.        ?

  Show comment    ?	Flag overrides          ?

  Show date            ?

Expense Terms:	Consultant Terms:

Method	Not Billed	Method	By vendor	Table	1

Multiplier	1.0000	Multiplier	1.1000

Show detail            ?	Show detail             ?

Show multiplier      ?	Show multiplier       ?

Add-ons:

Show	 Add to

Seq	Description	Markup	Mult	Labor	Cons 	Exp 	Fee 	Unit 	Add-on 	Account

1	Administrative Fee             5.00        ?              ?        ?       ?        ?        ?        ?	401.00

Fee Terms:

Method	Overall pct cpl	Fee	150,000.00

Fee basis	Lump sum

Pct complete	48.78

Interest and Miscellaneous:

Interest	.00	Limit Method	No limits

Grace period	0	Labor Limit	0.00

Last invoice	0	Consult Limit	0.00

Expense limit	0.00

Tax code 1	Unit Limit	0.00

Tax code 2	Add-on Limit	0.00

Tax code 3	Fee Limit	0.00

Invoice footer	Please Wire Payment of this Invoice to:

Fleet Bank

ABA Routing# 011-038574

Account# 968574850


Sample Invoice 5

Invoice	Apple and Bartlett, Inc.

Architects and Engineers

68 Moulton Street

Cambridge, MA  02138

June 30, 2000

Project No:98001.00

The Boston Red Sox Co.	Invoice No:0000224

Attn: Daniel Duquette, John Harrington

One Yawkey Way

Boston,  MA  02113

Project:	98001.00	Fenway Park Renovation

Design Services for renovation.  Services provided include design of luxury skyboxes, scoreboard, and seating

Professional Services: June 1, 2000 through June 30, 2000

Fee

Total Fee	150,000.00

Percent Complete	48.773	Total Earned	73,159.50

Previous Fee Billing	63,750.00

Current Fee Billing	9,409.50

Total Fee	9,409.50

Professional Personnel

Hours 	Rate 	Amount

Principal	3.00	175.00	525.00

Engineer	8.00	125.00	1,000.00

Architect	5.00	90.00	450.00

Draftsperson	5.00	60.00	300.00

Totals	21.00	2,275.00

Total Labor	2,275.00

Consultants

John Delvecchio and Associates

06/05/97	John Delvecchio and Assoc.	mechanical design of scoreboard	600.00

Joseph Smith, P.E.

04/15/97	Joseph Smith, P.E.	consulting services	180.00

Total Consultants	780.00	780.00

Additional Fees

Administrative Fee	5.00% of  2,275.00	113.75

Total Additional Fees	113.75	113.75

Total this invoice	$12,578.25

Please Wire Payment of this Invoice to:

Fleet Bank

ABA Routing#  011-038574

Account# 968574850


Sample Billing Terms 6

Project	97004.00	GNH Music Center

Addressee	G. Nelson Hammel Partnership

356 East 84th Street

New York, NY  10028

ATTN:  Mr. Charles W. Meeks, Esq.

Description	Engineering Design Services Relating to Music Center Grant Application

Invoice template	billInvDefault

Print A/R                     ?	Print in Draft runs         ?

Print BTD                    ?

Expense Terms:	Consultant Terms:

Method	By account	Table	0	Method  	Not Billed

Multiplier	1.1700	Multiplier                   1.0000

Show detail             ?	Show detail             ?

Show multiplier       ?	Show Multiplier       ?

Fee Terms:

Method	Pct cpl by phase as fixed amt	Fee

Percent	       Billed

Phase	Name	Complete	Fee	to Date

1	Study/Report	100.00	1,070.00	1,070.00

2	Survey	100.00	1,070.00	1,070.00

3	Preliminary Services	63.00	2,140.00	1,005.80

4	Design/Plan/Spec	44.55	8,550.00	2,907.00

5	Bid/Negotiate	36.00	1,070.00	224.70

6	Construction Admin	25.00	5,500.00	660.00

7	Additional  Services	11.43	2,600.00	78.00

Interest and Miscellaneous:

Interest	.00	Limit Method	No limits

Grace period	0	Labor Limit	0.00

Last invoice	0	Consult Limit	0.00

Expense limit	0.00

Tax code 1	Unit Limit	0.00

Tax code 2	Add-on Limit	0.00

Tax code 3	Fee Limit	0.00


Sample Invoice 6

Invoice	Apple and Bartlett, Inc.

Architects and Engineers

68 Moulton Street

Cambridge, MA  02138

June 30, 2000

Project No:97004.00

G. Nelson Hammel Partnership	Invoice No:0000225

356 East 84th Street

New York, NY  10028

ATTN:  Mr. Charles W. Meeks, Esq.

Project:	97004.00	GNH Music Center

Engineering Design Services Relating to Music Center Grant Application

Professional Services: June 1, 2000 through June 30, 2000

Fee

Percent

Phase	Fee	Complete	Earned

Study/Report	1,070.00	100.00	1,070.00

Survey	1,070.00	100.00	1,070.00

Preliminary Services	2,140.00	63.00	1,348.20

Design/Plan/Spec	8,550.00	44.55	3,809.03

Bid/Negotiate	1,070.00	36.00	385.20

Construction Admin	5,500.00	25.00	1,375.00

Additional  Services	2,600.00	11.432	297.23

Total Fee	22,000.00	Total Earned	9,354.66

Previous Fee Billing	7,015.50

Current Fee Billing	2,339.16

Total Fee	2,339.16

Reimbursable Expenses

Models/Renderings/Photos	110.00

Postage/Shipping/Deliver	14.25

Total Reimbursables	1.17 times	124.25	145.37

Total this invoice	$2,484.53

Outstanding Invoices

Number	Date	Balance

0000182	3/31/97	871.56

0000193	4/30/97	27.27

0000208	5/30/97	2,257.63

Total	3,156.46


Sample Billing Terms 7

Project	97005.00	City Hall

Addressee	City of Cambridge

One Memorial Drive

Cambridge, MA 02138

ATTN: Mr. David R. Greene

Description	Design Services for new City Hall

Notes	This client will be a real collection problem, so watch out!

Invoice template	billInvDefault

Print A/R                 ?	Print in Draft runs       ?

Print BTD                ?

Add-ons:

Show	Add to

Seq	Description	Markup	Mult	Labor	Cons 	Exp 	Fee 	Unit 	Add-on 	Account

         1      Administration Fee             2.00        ?           ?       ?       ?       ?        ?       ?	401.00

Fee Terms:

Method	Pct cpl by phase as pct of fee	Fee	1,000,000.00

Fee basis	Lump sum

Percent	Percent	Billed

Phase	Name	Complete	of Fee	to Date

1	Architectural	33.00	20.00	40,000.00

2	Civil	23.50	25.00	37,500.00

3	Structural	22.00	25.00	45,000.00

4	Mechanical	12.00	18.00	9,000.00

5	Electrical	9.56	12.00	3,600.00

Interest and Miscellaneous:

Interest	2.00	Limit Method	No limits

Grace period	90	Labor Limit	0.00

Last invoice	0	Consult Limit	0.00

Expense limit	0.00

Tax code 1	Unit Limit	0.00

Tax code 2	Add-on Limit	0.00

Tax code 3	Fee Limit	0.00

Invoice footer	Please Wire Payment of this Invoice to:

Fleet Bank

ABA routing # 011-9873-98

Bank Account # 9369987564


Sample Invoice 7

Invoice	Apple and Bartlett, Inc.

Architects and Engineers

68 Moulton Street

Cambridge, MA  02138

June 30, 2000

Project No:97005.00

City of Cambridge	Invoice No:0000226

One Memorial Drive

Cambridge, MA 02138

ATTN: Mr. David R. Greene

Project:	97005.00	City Hall

Design Services for new City Hall

Professional Services: June 1, 2000 through June 30, 2000

Fee

Total Fee	1,000,000.00

Percent	Percent

Phase	of Fee	Fee	Complete	Earned

Architectural	20.00	200,000.00	33.00	66,000.00

Civil	25.00	250,000.00	23.50	58,750.00

Structural	25.00	250,000.00	22.00	55,000.00

Mechanical	18.00	180,000.00	12.00	21,600.00

Electrical	12.00	120,000.00	9.563	11,475.60

Total Earned	212,825.60

Previous Fee Billing	135,100.00

Current Fee Billing	77,725.60

Total Fee	77,725.60

Additional Fees

Administration Fee	2.00% of  77,725.60	1,554.51

Total Additional Fees	1,554.51	1,554.51

Interest

2.0% of	19,146.22	(balance over 90 days)	382.92

Total this invoice	$79,663.03

Please Wire Payment of this Invoice to:

Fleet Bank

ABA routing # 011-9873-98

Bank Account # 9369987564


Sample Billing Terms 8

Project	97015.00	Balboa Office Park

Addressee	Balboa Office Park Limited Partners

One Commerce Wharf Place

New York, NY  20101

ATTN:  Mr. Frank Jones

Description	Interior Design Services for Office Park Under Agreement 0188-456.

This invoice includes fees for planning and design of floors 1-3 of One Commerce Wharf Place

Invoice template	billInvDefault

Print A/R                 ?	Print in Draft runs       ?

Print BTD                ?

Expense Terms:	Consultant Terms:

Method	By vendor	Table	1	Method	Bill as expense 	Table	0

Multiplier	1.1000	Multiplier	1.0000

Show detail           ?	Show detail            ?

Show multiplier     ?	Show multiplier      ?

Fee Terms:

Method	Cumulative units or fee	Unit quantity	6,300.00

Fee basis	Unit based	Unit price	4.50

Square Feet

Interest and Miscellaneous:

Interest	.00	Limit Method	No limits

Grace period	0	Labor Limit	0.00

Last invoice	0	Consult Limit	0.00

Expense limit	0.00

Tax code 1	Unit Limit	0.00

Tax code 2	Add-on Limit	0.00

   Tax code 3                                                                               Fee Limit                                0.00


Sample Invoice 8

Invoice	Apple and Bartlett, Inc.

Architects and Engineers

68 Moulton Street

Cambridge, MA  02138

June 30, 2000

Project No:97015.00

Balboa Office Park Limited Partners	Invoice No:0000227

One Commerce Wharf Place

New York, NY  20101

ATTN:  Mr. Frank Jones

Project:	97015.00	Balboa Office Park

Interior Design Services for Office Park Under Agreement 0188-456.

This invoice includes fees for planning and design of floors 1-3 of One Commerce Wharf Place

Professional Services: June 1, 2000 through June 30, 2000

Fee

Number of Square Feet	6,300.00

Fee Each	4.50

Total Fee	28,350.00

Total Earned	28,350.00

Previous Fee Billing	23,850.00

Current Fee Billing	4,500.00

                              Total Fee	4,500.00

Reimbursable Expenses

Federal Express	1.1  times	14.00	15.40

Sullivan Group	1.2  times	200.00	240.00

Terraform, Incorporated	1.1  times	200.00	220.00

Apple, William	1.1  times	516.00	567.60

Total Reimbursables	1,043.00

Total this invoice	$5,543.00

Billings to date	Current	Prior	Total

Fee	4,500.00	17,350.00	21,850.00

Labor	0.00	33,022.92	33,022.92

Consultant	0.00	9,552.43	9,552.43

Expense	1,043.00	5,060.67	6,103.67

Unit	0.00	816.00	816.00

Totals	5,543.00	65,802.02	71,345.02


Sample Billing Terms 9

Project	97050.00	Page County Landfill

Addressee	Town of Amherst

Town Hall

456 Parker Street

Amherst	MA	01002-1940

Description	Design services performed on the Page County Landfill for the Town of Amherst

Invoice template	billInvDefault

Print A/R                 ?	Print in Draft runs        ?

Print BTD                ?

Expense Terms:	Consultant Terms:

Method	By account	Table	0	Method	Not billed	Table	0

Multiplier	1.0000	Multiplier	1.0000

Show detail          ?	Show detail             ?

Show multiplier    ?	Show multiplier       ?

Fee Terms:

Method	Current units or fee	Fee	6,000.00

Fee basis	Lump sum

Interest and Miscellaneous:

Interest	.00	Limit Method	No limits

Grace period	0	Labor Limit	0.00

Last invoice	0	Consult Limit	0.00

Expense limit	0.00

Tax code 1	Unit Limit	0.00

Tax code 2	Add-on Limit	0.00

Tax code 3	Fee Limit	0.00


Sample Invoice 9

Invoice	Apple and Bartlett, Inc.

Architects and Engineers

68 Moulton Street

Cambridge, MA  02138

June 30, 2000

Project No:97050.00

Town of Amherst	Invoice No:0000228

Town Hall

456 Parker Street

Amherst  MA  01002-1940

Project:	97050.00	Page County Landfill

Design Services performed on the Page County Landfill project for the town of Amherst

Professional Services: June 1, 2000 through June 30, 2000

Fee

Total Fee	6,000.00

Total Earned	6,000.00

Total Fee	6,000.00

Reimbursable Expenses

Travel and Lodging	240.00

Meals	50.00

Models/Renderings/Photos	134.00

Long Distance Telephone	21.00

Total Reimbursables	445.00	445.00

Total this invoice	$6,445.00

Billings to date	Current	Prior	Total

Fee	6,000.00	0.00	6,000.00

Expense	445.00	0.00	445.00

Totals	6,445.00	0.00	6,445.00


Sample Billing Terms 10

Project                   97010.00                   Dance Center

Addressee	Southfield Cultural Development Group

14400 Twelve Mile Road, Suite 4510

Southfield, MI  48076

ATTN:  Mr. Edward S. Stonelist

Description	Architectural Design Services and Other Services Related to Contract 8110287

Invoice template	billInvDefault

Print A/R                ?	Print in Draft runs        ?

Print BTD               ?

Expense Terms:	Consultant Terms:

Method	By account	Table	0	Method	By vendor	Table	1

Multiplier	1.1000	Multiplier	1.1000

Show detail           ?	Show detail           ?

Show multiplier     ?	Show multiplier     ?

Fee Terms:

Method	Pct cpl by phase as pct of fee	Est construction	2,500,000.00

Fee basis	Percent of construction	Fee percent	13.50

Percent	Percent	Billed

Phase	Name	Complete	of Fee	to Date

1	Predesign	100.00	20.00	67,500.00

2	Design Development	72.00	40.00	85,050.00

3	Interiors	21.67	15.00	7,340.63

4	Construction 	16.00	10.00	3,712.50

5	Construction Admin	2.00	15.00	0.00

Interest and Miscellaneous:

Interest	.00	Limit Method	No limits

Grace period	0	Labor Limit	0.00

Last invoice	0	Consult Limit	0.00

Expense limit	0.00

Tax code 1	Unit Limit	0.00

Tax code 2	Add-on Limit	0.00

Tax code 3	Fee Limit	0.00


Sample Invoice 10

Invoice	Apple and Bartlett, Inc.

Architects and Engineers

68 Moulton Street

Cambridge, MA  02138

June 30, 2000

Project No:97010.00

Southfield Cultural Development Group	Invoice No:0000229

14400 Twelve Mile Road, Suite 4510

Southfield, MI  48076

ATTN:  Mr. Edward S. Stonelist

Project:	97010.00	Dance Center

Architectural Design Services and Other Services Related to Contract 8110287

Professional Services: June 1, 2000 through June 30, 2000

Fee

Estimated Construction Cost	2,500,000.00

Fee Percentage	13.50

Total Fee	337,500.00

Percent	Percent

Phase	of Fee	Fee	Complete	Earned

Predesign	20.00	67,500.00	100.00	67,500.00

Design Development	40.00	135,000.00	72.00	97,200.00

Interiors	15.00	50,625.00	21.67	10,970.44

Construction Documents	10.00	33,750.00	16.00	5,400.00

Construction Admin	15.00	50,625.00	2.00	1,012.50

Total Earned	182,082.94

Previous Fee Billing	163,603.13

Current Fee Billing	18,479.81

Total Fee	18,479.81

Consultants

Joseph Smith, P.E.	1.2  times	3,500.00	4,200.00

The Buckley Design Group	1.1  times	150.00	165.00

Total Consultants	4,365.00

Reimbursable Expenses

Reproductions

06/10/97  	Copies of Blueprints for client	55.00

Postage/Shipping/Deliver

06/04/97	  Overnight delivery of blueprints	38.50

Total Reimbursables	93.50	93.50

Total this invoice	$22,938.31


Sample Billing Terms 11

Project                   97009.00                          ABC Plaza Study

Addressee	Plaza Investment Trust

2309 Peachtree Place Parkway

Atlanta, GA  30360

ATTN:  Mr. Harold R. Cahnerson

Description	Study conducted on new site.  Design proposal and Site survey performed according to contract #A3299-443

Invoice template	billInvDefault

Print A/R                        ?	Print in Draft runs      ?

Print BTD                       ?

Task Billing Setup:

Limit by task                ?

Consolidate printing     ?           	AR by task                   ?

Task terms                   ?	BTD by task                 ?

Consolidate post          ?	Interest by task            ?

Task to post                  ___	Tax by task                  ?

Interest and Miscellaneous:

Interest	.00	Limit Method	No limits

Grace period	0	Labor Limit	0.00

Last invoice	0	Consult Limit	0.00

Expense limit	0.00

Tax code 1	Unit Limit	0.00

Tax code 2	Add-on Limit	0.00

Tax code 3	Fee Limit	0.00

Task             000                         Feasibility Study

Labor Terms:

Labor method	Rate times multiplier

Multipliers	1.2500	1.5000	0.0000	Ovt.	0.0000

Rate table	0	Override table	0

First sort	By name	Table	0

Second sort	None	Table	0

Labor detail            ?	Show multipliers        ?

  Show rate             ?	Show Ovt mult.          ?

  Show comment    ?	Flag overrides           ?

  Show date            ?

Expense Terms:	Consultant Terms:

Method	By account	Table	0	Method	By account	Table	0

Multiplier	1.0000	Multiplier	1.0000

Show detail           ?	Show detail            ?

Show multiplier     ?	Show multiplier      ?

Add-ons:

Show	 Add to

Seq	Description	Markup	Mult	Labor	Cons 	Exp 	Fee 	Unit 	Add-on 	Account

1	Profit	                             10.00        ?              ?        ?       ?       ?        ?         ?

Interest and Miscellaneous:

Interest	.00	Limit Method	No limits

Grace period	0	Labor Limit	0.00

Last invoice	0	Consult Limit	0.00

Expense limit	0.00

Tax code 1	Unit Limit	0.00

Tax code 2	Add-on Limit	0.00

Tax code 3	Fee Limit	0.00

Task           001                           Site Survey

Labor Terms:

Labor method	By labor code

Multipliers	0.0000	0.0000	0.0000	Ovt.	0.0000

Rate table	1	Override table	0

First sort	By labor code	Table	1

Second sort	None	Table	0

Labor detail          ?	Show multipliers      ?

  Show rate           ?	Show Ovt mult.       ?

  Show comment  ?	Flag overrides         ?

  Show date          ?

Expense Terms:	Consultant Terms:

Method	By account	Table	0	Method	By account	Table	0

Multiplier	1.0000	Multiplier	1.0000

Show detail           ?	Show detail           ?

Show multiplier     ?	Show multiplier     ?

 Interest and Miscellaneous:

Interest	.00	Limit Method	No limits

Grace period	0	Labor Limit	0.00

Last invoice	0	Consult Limit	0.00

Expense limit	0.00

Tax code 1	Unit Limit	0.00

Tax code 2	Add-on Limit	0.00

Tax code 3	Fee Limit	0.00

Task          002                      Design Proposal

Labor Terms:

Labor method	By labor code

Multipliers	0.0000	0.0000	0.0000	Ovt.	0.0000

Rate table	1	Override table	0

First sort	By labor code	Table	1

Second sort	None	Table	0

Labor detail          ?	Show multipliers     ?

  Show rate           ?	Show Ovt mult.       ?

  Show comment  ?	Flag overrides         ?

  Show date          ?

Expense Terms:	Consultant Terms:

Method	By category	Table	1	Method	Bill as Expense	Table	0

Multiplier	1.1000	Multiplier	1.0000

Show detail           ?	Show detail           ?

Show multiplier     ?	Show multiplier     ?

Fee Terms:

Method	Cumulative units or fee	Fee	1,556.00

Fee basis	Lump sum

Interest and Miscellaneous:

Interest	.00	Limit Method	No limits

Grace period	0	Labor Limit	0.00

Last invoice	0	Consult Limit	0.00

Expense limit	0.00

Tax code 1	Unit Limit	0.00

Tax code 2	Add-on Limit	0.00

Tax code 3	Fee Limit	0.00


Sample Invoice 11

Invoice	Apple and Bartlett, Inc.

Architects and Engineers

68 Moulton Street

Cambridge, MA  02138

June 30, 2000

Project No:97009.00

Plaza Investment Trust	Invoice No:0000230

2309 Peachtree Place Parkway

Atlanta, GA  30360

ATTN:  Mr. Harold R. Cahnerson

Project:	97009.00	ABC Plaza Study

Study conducted on new site.  Design proposal and Site survey performed according to contract #A3299-443.

Professional Services: June 1, 2000 through June 30, 2000

Task:	000	Feasibility Study

Professional Personnel

Hours 	Rate	Amount

Apple, William	2.00	94.04	188.08

Bartlett, James	6.00	75.13	450.78

Herz, Ellen	8.00	28.16	225.28

Titony, Roberta	8.00	15.75	126.00

Totals	24.00	990.14

Total Labor	1.5  times	990.14	1,485.21

Consultants

Structural Consultant	250.00

Total Consultants	1.0  times	250.00	250.00

Reimbursable Expenses

Reproductions	10.00

Long Distance Telephone	44.00

Total Reimbursables	1.0  times	54.00	54.00

Additional Fees

Profit	10.00% of  1,485.21	148.52

Total Additional Fees	148.52	148.52

Total this task	$1,937.73

Outstanding Invoices

Number	Date	Balance

0000167	5/15/96	6,353.00

0000196	4/30/97	1,427.07

0000211	5/30/97	2,512.10

Total	14,288.17

Task:	001	Site Survey

Professional Personnel

Hours 	Rate	Amount

Supervisory

Gray, Barbara	8.00	115.00	920.00

Stone, Richard	16.00	115.00	1,840.00

Senior Consultant

Herz, Ellen	12.00	100.00	1,200.00

Titony, Roberta	4.00	100.00	400.00

Engineer

Titony, Roberta	12.00	90.00	1,080.00

Project Manager

Herz, Ellen	16.00	100.00	1,600.00

Totals	68.00	7,040.00

Total Labor	7,040.00

Reimbursable Expenses

Fax Expense	15.00

Postage/Shipping/Deliver	22.00

Total Reimbursables	1.0  times	37.00	37.00

Total this task	$7,077.00

Outstanding Invoices

Number	Date	Balance

0000184	11/30/97	7,140.00

0000196	4/30/97	666.22

0000211	5/30/97	3,451.92

Total	21,016.06

Task:	002	Design Proposal

Fee

Total Fee	2,000.00

Total Earned	2,000.00

Previous Fee Billing	1,556.00

Current Fee Billing	444.00

Total Fee	444.00

Professional Personnel

Hours	Rate	Amount

Principal

Apple, William	2.00	175.00	350.00

Senior Consultant

Stone, Richard	3.00	100.00	300.00

Project Manager

Bartlett, James	4.00	100.00	400.00

Cohen, Grace	3.00	100.00	300.00

Totals	12.00	1,350.00

Total Labor	1,350.00

Reimbursable Expenses

Reproductions

06/15/97	  GPI MODELS	Plaza model	155.00

06/15/97	  Speedy Blueprint	Blueprints	88.00

Sub-Consultants

06/15/97  	Haley Hart Consulting	Strucural Engineering Services	300.00

06/15/97  	Atlas Structural Engineers	Structural design  services	287.00

Total Reimbursables	1.1  times	830.00	913.00

Total this task	$2,707.00

Outstanding Invoices

Number	Date	Balance

0000184	11/30/97	2,160.00

0000196	4/30/97	3,020.00

0000211	5/30/97	1,663.30

Total	7,843.30

Total this invoice	$11,721.73


Sample Billing Terms 12

Project	 97014.00	  	South Shore Industrial Park

Addressee	Quincy Industrial Development

50 Adams Plaza

Quincy, MA  02169

ATTN:  Mr. David Sorenson

Description	Design Services for Industrial Park:

Invoice template	billInvDefault

Print A/R                 ?	Print in Draft runs      ?

Print BTD                ?

Task Billing Setup:

Limit by task                  ?

Consolidate printing    ?	AR by task                     ?

Task terms                  ?	BTD by task                   ?

Consolidate post         ?	Interest by task              ?

Task to post               ____	Tax by task                    ?

Interest and Miscellaneous:

Interest	.00	Limit Method	No limits

Grace period	0	Labor Limit	0.00

Last invoice	0	Consult Limit	0.00

Expense limit	0.00

Tax code 1	Unit Limit	0.00

Tax code 2	Add-on Limit	0.00

Tax code 3	Fee Limit	0.00

Task                  001                            Feasibility Study

Expense Terms:	Consultant Terms:

Method	Not billed	Table	0	Method	By account      Table	2

Multiplier	1.0000	Multiplier	1.1000

Show detail           ?	Show detail            ?

Show multiplier     ?	Show multiplier      ?

Fee Terms:

Method	Overall pct cpl	Fee	10,000.00

Fee basis	Lump sum

Pct complete	81.00

Interest and Miscellaneous:

Interest	.00	Limit Method	No limits

Grace period	0	Labor Limit	0.00

Last invoice	0	Consult Limit	0.00

Expense limit	0.00

Tax code 1	Unit Limit	0.00

Tax code 2	Add-on Limit	0.00

Tax code 3	Fee Limit	0.00

Task              002                          Environmental Audit

 Fee Terms:

Method	Overall pct cpl	Fee	10,000.00

Fee basis	Lump sum

Pct complete	36.87

Interest and Miscellaneous:

Interest	.00	Limit Method	No limits

Grace period	0	Labor Limit	0.00

Last invoice	0	Consult Limit	0.00

Expense limit	0.00

Tax code 1	Unit Limit	0.00

Tax code 2	Add-on Limit	0.00

Tax code 3	Fee Limit	0.00

Task	003	Facility Design

Expense Terms:	Consultant Terms:

Method	By account	Table	2	Method	Not billed	Table	0

Multiplier	1.1000	Multiplier	1.0000

Show detail           ?	Show detail           ?

Show multiplier     ?	Show multiplier     ?

 Fee Terms:

Method	Overall pct cpl	Fee	50,000.00

Fee basis	Lump sum

Pct complete	38.00

Interest and Miscellaneous:

Interest	.00	Limit Method	No limits

Grace period	0	Labor Limit	0.00

Last invoice	0	Consult Limit	0.00

Expense limit	0.00

Tax code 1	Unit Limit	0.00

Tax code 2	Add-on Limit	0.00

Tax code 3	Fee Limit	0.00

Task	004	Construction Administration

Labor Terms:

Labor method	By category

Multipliers	0.0000	0.0000	0.0000	Ovt.	0.0000

Rate table	1	Override table	0

First sort	By name	Table	0

Second sort	None	Table	0

Labor detail           ?	Show multipliers     ?

  Show rate            ?	Show Ovt mult.       ?

  Show comment   ?	Flag overrides         ?

  Show date           ?

Expense Terms:	Consultant Terms:

Method	By account	Table	2	Method	Not billed	Table	0

Multiplier	1.2500	Multiplier	1.0000

Show detail            ?	Show detail            ?

Show multiplier      ?	Show multiplier      ?

Interest and Miscellaneous:

Interest	.00	Limit Method	No limits

Grace period	0	Labor Limit	0.00

Last invoice	0	Consult Limit	0.00

Expense limit	0.00

Tax code 1	Unit Limit	0.00

Tax code 2	Add-on Limit	0.00

Tax code 3	Fee Limit	0.00

Task	005	Facility Operation

Labor Terms:

Labor method	Rate times multiplier

Multipliers	1.2500	2.5000	0.0000	Ovt.	0.0000

Rate table	0	Override table	0

First sort	By name	Table	0

Second sort	None	Table	0

Labor detail            ?	Show multipliers     ?

  Show rate             ?	Show Ovt mult.       ?

  Show comment    ?	Flag overrides         ?

  Show date            ?

  Interest and Miscellaneous:

Interest	.00	Limit Method	No limits

Grace period	0	Labor Limit	0.00

Last invoice	0	Consult Limit	0.00

Expense limit	0.00

Tax code 1	Unit Limit	0.00

Tax code 2	Add-on Limit	0.00

Tax code 3	Fee Limit	0.00


Sample Invoice 12

Invoice	Apple and Bartlett, Inc.

Architects and Engineers

68 Moulton Street

Cambridge, MA  02138

June 30, 2000

Project No:97014.00

Quincy Industrial Development	Invoice No:0000231

50 Adams Plaza

Quincy, MA  02169

ATTN:  Mr. David Sorenson

Project:	97014.00	South Shore Industrial Park

Design Services for Industrial Park

Professional Services: June 1, 2000 through June 30, 2000

Task:	001	Feasibility Study

Fee

Total Fee	10,000.00

Percent Complete	81.00	Total Earned	8,100.00

Previous Fee Billing	7,200.00

Current Fee Billing	900.00

Total Fee	900.00

Consultants

Civil&Landscape Consultant

06/12/97	Philip Worthington Surveying &   additional survey	110.00

Design

Total Consultants	110.00	110.00

Total this task	$1,010.00

Task:	002	Environmental Audit

Fee

Total Fee	10,000.00

Percent Complete	36.87	Total Earned	3,687.00

Previous Fee Billing	2,947.90

Current Fee Billing	739.10

Total Fee	739.10

Total this task	$739.10

Task:	003	Facility Design

Fee

Total Fee	50,000.00

Percent Complete	38.00	Total Earned	19,000.00

Previous Fee Billing	11,315.00

Current Fee Billing	7,685.00

Total Fee	7,685.00

Reimbursable Expenses

Travel and Lodging

06/10/97	  Gray, Barbara	Transportation	66.00

06/10/97	  Gray, Barbara	Hotel	150.00

Meals

06/10/97  	Gray, Barbara	Meals	25.00

Total Reimbursables	1.1  times	241.00	265.10

Total this task	$7,950.10

Task:	004	Construction Administration

Professional Personnel

Hours	Rate	Amount

Bartlett, James	8.00	135.00	1,080.00

Davidson, Emily	3.00	60.00	180.00

Gray, Barbara	3.00	90.00	270.00

Stone, Richard	5.00	125.00	625.00

Titony, Roberta	4.00	90.00	360.00

Totals	23.00	2,515.00

Total Labor	$2,515.00

Reimbursable Expenses

Travel and Lodging

06/25/97	Bartlett, James	Rental Car	75.00

06/25/97	Bartlett, James	Hotel	200.00

06/25/97	Fresh Pond Travel	Airfare	250.00

Postage/Shipping/Deliver

06/25/97	Federal Express	Shipping	33.00

Total Reimbursables	1.25  times	558.00	697.50

Total this task	$3,212.50

Task:	005	Facility Operation

Professional Personnel

Hours	Rate	Amount

Apple, William	4.00	125.00	500.00

Gonzalez, Luis	1.00	24.06	24.06

Gray, Barbara	5.00	30.13	150.65

Titony, Roberta	8.00	15.75	126.00

Totals	18.00	800.71

Total Labor	2.5  times	800.71	2,001.78

Total this task	$2,001.78

Total this invoice	$14,913.48


Sample Billing Terms 13

Group Billing

Main Project:  98002.00	 Name:   Government Center

Settings:

Consolidate printing for all projects in group?	No

Allow separate billing terms for projects in group?	Yes

Consolidate posting for all projects in group?	No

Overall limit for the group?	No

Print outstanding A/R by group or project?	Group

Print billed-to-date by group or project?	Group

Print interest by group or project?	Group

Print sales tax by group or project?	Group

Project List:

98002.01	Government Center Revisions

98002.02	Government Center Fountain

Addressee	City of Boston

Department of Facilities Administration

P.O. Box 11200

Boston, MA  02108

Description	Architectural Design and Related Services.

Invoice template	billInvDefault

Print A/R                ?	Print in Draft runs        ?

Print BTD               ?

Expense Terms:	Consultant Terms:

Method	Not billed	Table	0	Method	By account	Table	0

Multiplier	1.0000	Multiplier	1.0000

Show detail            ?	Show detail             ?

Show multiplier      ?	Show multiplier       ?

Unit Billing Terms:

Method	Bill units

Multiplier	1.0000

Show detail            ?

Show multiplier      ?

Fee Terms:

Method	Pct cpl by phase as pct of fee	Est construction	3,400,000.00

Fee basis	Percent of construction	Fee percent	2.36

Percent	Percent	Billed

Phase	Name	Complete	of Fee	to Date

1	Predesign	100.00	5.00	4,012.00

2	Site Analysis	100.00	5.00	4,012.00

3	Schematic Design	93.25	10.00	7,015.38

4	Design Development	32.00	15.00	3,370.08

5	Construction 	23.55	40.00	6,258.72

6	Bid/Negotiate	22.00	5.00	682.04

7	Construction Admin	19.55	20.00	2,407.20

Interest and Miscellaneous:

Interest	.00	Limit Method	No limits

Grace period	0	Labor Limit	0.00

Last invoice	0	Consult Limit	0.00

Expense limit	0.00

Tax code 1	Unit Limit	0.00

Tax code 2	Add-on Limit	0.00

Tax code 3	Fee Limit	0.00

Project                   98002.01                                    Government Center Revisions

Addressee	City of Boston

Department of Facilities Administration

P.O. Box 11200

Boston, MA  02108

Description	Revisions Under Architectural Services Contract.

Invoice template	billInvDefault

Print A/R                 ?	Print in Draft runs        ?

Print BTD                ?

Labor Terms:

Labor method	By labor code

Multipliers	0.0000	0.0000	0.0000	Ovt.	1.5000

Rate table	1	Override table	0

First sort	By labor code	Table	1

Second sort	None	Table	0

Labor detail            ?	Show multipliers      ?

  Show rate             ?	Show Ovt mult.        ?

  Show comment    ?	Flag overrides          ?

  Show date            ?

 Interest and Miscellaneous:

Interest	.00	Limit Method	No limits

Grace period	0	Labor Limit	0.00

Last invoice	0	Consult Limit	0.00

Expense limit	0.00

Tax code 1	Unit Limit	0.00

Tax code 2	Add-on Limit	0.00

Tax code 3	Fee Limit	0.00

Project                   98002.02                                      Government Center Fountain

Addressee	City of Boston

Civic Cultural Development Project

P.O. Box 11200

Boston, MA  02108

Description	Fountain Design and Construction Supervision.  Ref. Grant 45678-12S

Invoice template	billInvDefault

Print A/R                 ?	Print in Draft runs       ?

Print BTD                ?

Fee Terms:

Method	Overall pct cpl	Fee	7,000.00

Fee basis	Lump sum

Pct complete	92.25

Interest and Miscellaneous:

Interest	.00	Limit Method	No limits

Grace period	0	Labor Limit	0.00

Last invoice	0	Consult Limit	0.00

Expense limit	0.00

Tax code 1	Unit Limit	0.00

Tax code 2	Add-on Limit	0.00

Tax code 3	Fee Limit	0.00


Sample Invoice 13

Invoice	Apple and Bartlett, Inc.

Architects and Engineers

68 Moulton Street

Cambridge, MA  02138

June 30, 2000

Project No:98002.00

City of Boston	Invoice No:0000232

Department of Facilities Administration

P.O. Box 11200

Boston, MA  02108

Project:	98002.00	Government Center

Architectural Design and Related Services.

Professional Services: June 1, 2000 through June 30, 2000

Fee

Estimated Construction Cost	3,400,000.00

Fee Percentage	2.36

Total Fee	80,240.00

Percent	Percent

Phase	of Fee	Fee	Complete	Earned

Predesign	5.00	4,012.00	100.00	4,012.00

Site Analysis	5.00	4,012.00	100.00	4,012.00

Schematic Design	10.00	8,024.00	93.25	7,482.38

Design Development	15.00	12,036.00	32.00	3,851.52

Construction Documents	40.00	32,096.00	23.55	7,558.61

Bid/Negotiate	5.00	4,012.00	22.00	882.64

Construction Admin	20.00	16,048.00	19.55	3,137.38

Total Earned	30,936.53

Previous Fee Billing	27,757.42

Current Fee Billing	3,179.11

Total Fee	3,179.11

Consultants

Civil & Landscape Consultant

01/09/98	Philip Worthington Surveying & 	Survey 1st and 2nd floors	200.00

Design

Total Consultants	1.0  times	200.00	200.00

Unit Billing

Mileage

06/16/98	client visit	40.0 Miles @ 0.31	12.40

Reproductions

06/21/97	survey report	10.0 Copies @ 1.00	10.00

Total Units	22.40	22.40

Total this project	$3,401.51

Project:	98002.01	Government Center Revisions

Revisions Under Architectural Services Contract.

Professional Personnel

Hours	Amount

Principal	10.00	1,750.00

Architect	8.00	760.00

Designer	9.00	675.00

Engineer	6.00	540.00

Totals	33.00	3,725.00

Total Labor	3,725.00

Total this project	$3,725.00

Project:    98002.02           Government Center Fountain

Fountain Design and Construction Supervision.  Ref. Grant 45678-12S

Fee

Total Fee	7,000.00

Percent Complete	92.255	Total Earned	6,457.85

Previous Fee Billing	5,670.00

Current Fee Billing	787.85

Total Fee	787.85

Total this project	$787.85

Total this invoice	$7,914.36


Sample Billing Terms 14

Project                   97016.00                   Meridien Hotel Complex

Addressee	Meridien Hotel Corporation

250 Franklin Street

Boston, MA  02116

ATTN:  Mr. Christopher Delbert

Description	Architectural and Engineering Services for Expansion of Hotel Complex

Invoice template	billInvDefault

Print A/R                 ?	Print in Draft runs       ?

Print BTD                ?

Labor Terms:

Labor method	By category

Multipliers	0.0000	0.0000	0.0000	Ovt.	0.0000

Rate table	1	Override table	0

First sort	By Category	Table	1

Second sort	None	Table	0

Labor detail            ?	Show multipliers      ?

  Show rate             ?	Show Ovt mult.        ?

  Show comment     ?	Flag overrides          ?

  Show date             ?

Expense Terms:	Consultant Terms:

Method	By account	Table	0	Method	By account	Table	0

Multiplier	1.7500	Multiplier	1.1000

Show detail              ?	Show detail             ?

Show multiplier        ?	Show multiplier       ?

  Task Billing Setup:

Limit by task                  ?

Consolidate printing     ?	AR by task                     ?

Task terms                   ?	BTD by task                   ?

Consolidate post          ?	Interest by task               ?

Task to post                ____	Tax by task                     ?

Interest and Miscellaneous:

Interest	.00	Limit Method	Individual limits

Grace period	0	Labor Limit	30,000.00

Last invoice	0	Consult Limit	11,000.00

Expense limit	0.00

Tax code 1	Unit Limit	0.00

Tax code 2	Add-on Limit	0.00

Tax code 3	Fee Limit	0.00


Sample Invoice 14

Invoice	Apple and Bartlett, Inc.

Architects and Engineers

68 Moulton Street

Cambridge, MA  02138

June 30, 2000

Project No:97016.00

Meridien Hotel Corporation	Invoice No:0000234

250 Franklin Street

Boston, MA  02116

ATTN:  Mr. Christopher Delbert

Project:	97016.00	Meridien Hotel Complex

Architectural and Engineering Services for Expansion of Hotel Complex

Professional Services: June 1, 2000 through June 30, 2000

Professional Personnel

Hours	Rate	Amount

Principal

Apple, William	2.00	175.00	350.00

Meeting with client to discuss expansion

Project Manager

Herz, Ellen	8.00	135.00	1,080.00

Site Visit

Engineer

MacKenzie, Jonathan	5.00	125.00	625.00

CAD Design

Stone, Richard	8.00	125.00	1,000.00

Drafting for Revisions

Architect

Gray, Barbara	10.00	90.00	900.00

Design of Grand Ballroom

Totals	33.00	3,955.00

Total Labor	3,955.00

Consultants

Structural Consultant

06/10/97	Haley Hart Consulting	Structural Services for Main 	385.00

Lobby

Mechanical Consultant

04/15/97	Joseph Smith, P.E.	consulting services	220.00

Total Consultants	605.00	605.00

Reimbursable Expenses

Reproductions

06/12/97	Copies	22.75

Total Reimbursables	22.75	22.75

Billing Limits	Current	Prior	To-date

Labor	3,955.00	19,700.00	23,655.00

Limit	30,000.00

Remaining 	6,345.00

Consultants	605.00	5,809.80	6,414.80

Limit	6,000.00

Adjustment	-414.80

Total this invoice	$4,167.95


Sample Billing Terms 15

Project	97001.00	City Park Crosswalk Feasibility Study

Addressee	The Sumner Group

17 Congress Street

Suite 1200

Milford	MA	06331

Description	Study conducted on crosswalk at corner of Federal and High Street.

Invoice templateNotes	billInvDefault

Print A/R           ?	Print Backup Report                         ?	Print in Draft runs    ?

Print BTD          ?	Timesheet comments on backup     ?

Labor Terms:

Labor method	Rate table	Overtime method	Bill ovt premium as cost

Multipliers	0.0000	0.0000	0.0000	Ovt multiplier	0.0000

Rate table	1	Override table	0

First sort	By name	Table	0

Second sort	None	Table	0

Labor detail            ?	Show multipliers          ?

  Show rate             ?	Show Ovt mult.            ?

  Show comment    ?	Flag overrides             ?

  Show date            ?

Expense Terms:	Consultant Terms:

Method	By Account	Table	2	Method	By Account	Table	2

Multiplier	1.0000	Multiplier	1.0000

Show detail           ?	Show detail            ?

Show multiplier     ?	Show multiplier       ?

Interest and Miscellaneous:	Limits:	Retainage:

Interest	.00	Method:	No limits	Enabled      ?

Grace period	0	Labor Limit	0.00	Percent	0.00

Consult Limit	0.00	Limit	0.00

Last invoice	0	Limit	0.00

Expense limit	0.00	Labor           ?

Tax code 1	Unit Limit	0.00	Expense      ?

Tax code 2	Add-on Limit	0.00	Consult        ?

Tax code 3	Fee Limit	0.00	Fee              ?

Unit              ?

Invoice footer	Add-ons       ?

Authorized By:  ____________________________________

                          William Apple, Principal

** End of Report **


Sample Invoice 15

Invoice	Apple and Bartlett, Inc.

Architects and Engineers

68 Moulton Street

Cambridge, MA  02138

June 30, 2000

Project No:	97001.00

The Sumner Group	Invoice No:	<Draft>

17 Congress Street

Suite 1200

Milford  MA  06331

Project:	97001.00	City Park Crosswalk Feasibility Study

Study conducted on crosswalk at corner of Federal and High Street.

Professional Services: June 1, 2000 through June 30, 2000

Professional Personnel

Hours 	Amount

Totals	42.50	4,292.50

Total Labor	4,292.50

Consultants

Structural Consultant	472.50

Total Consultants	472.50	472.50

Reimbursable Expenses

Models/Renderings/Photos	106.00

Postage/Shipping/Delivery	35.00

Total Reimbursables	141.00	141.00

Total this invoice	$4,906.00

Authorized By:  ____________________________________

                          William Apple, Principal


Sample Billing Backup Report 15

Billing Backup Report

Apple and Bartlett, Inc.	Invoice Dated June 30, 2001

97001.00  City Park Crosswalk Feasibility Study

Invoice No:	<Draft>

Professional Personnel

Hours 	Rate 	Amount

00002	Bartlett, James	6/10/00	   	3.00	135.00	 	405.00

00002	Bartlett, James	6/2/00	   	2.00	135.00	 	270.00

00002	Bartlett, James	6/2/00	   	1.00	135.00	 	135.00

00003	Cohen, Grace	6/3/00	   	4.00	135.00	 	540.00

00003	Cohen, Grace	6/4/00	   	4.00	135.00	 	540.00

00003	Cohen, Grace	6/10/00	   	4.00	135.00	 	540.00

00101	Gray, Barbara	5/14/00	   	2.50	85.00	 	212.50

00203	MacKenzie, Jonathan	5/13/00	   	8.00	75.00	 	600.00

00203	MacKenzie, Jonathan	6/12/00	   	8.00	75.00	 	600.00

00203	MacKenzie, Jonathan	6/13/00	   	1.00	75.00	 	75.00

00203	MacKenzie, Jonathan	5/16/00	   	2.00	75.00	 	150.00

00201	Stone, Richard	5/12/00	   	3.00	75.00	 	225.00

Totals	42.50	4,292.50

Total Labor	4,292.50

Consultants

Structural Consultant

JE	0000999	06/10/00	472.50

Total Consultants	472.50	472.50

Reimbursable Expenses

Travel and Lodging

4/12/00	Bartlett, James	Flight to NY	660.00

5/3/00	Titony, Roberta	Drive to Dance Center	44.00

Reproductions

6/10/00	Copies of Blueprints for client	55.00

Models/Renderings/Photos

6/28/01	GPI MODELS	Consultant visit	605.00

Postage/Shipping/Delivery

6/4/00	Overnight delivery of blueprints	38.50

Misc Reimbursable Expense

4/13/99	Bartlett, James	Dinner with client	495.00

6/20/01	GPI MODELS	Initial models	550.00

6/20/01	Staples	Office supplies	49.50

6/28/01	GPI MODELS	Second models	352.00

6/28/01	Staples	More staples	5.50

Total Reimbursables	2,854.50	2,854.50

Total this report	$7,619.50


Sample Billing Terms 16

Project	97013.00	West Glen Elementary School Addition

Addressee	Palo Alto Intermediate School District

3004 Palo Verde Boulevard

Palo Alto, CA  94303

ATTN:  Dr. Joseph Conrad

Description	Architectural Services -- Design of New Primary School.  Contract 81135672

Invoice template Notes	billInvDefault

Print A/R          ?	Print Backup Report                         ?	Print in Draft runs        ?

Print BTD         ?	Timesheet comments on backup     ?

Labor Terms:

Labor method	Rate table	Overtime method	Sep ovt with empl percent

Multipliers	0.0000	0.0000	0.0000	Ovt multiplier	0.0000

Rate table	1	Override table	2

First sort	By name	Table	0

Second sort	None	Table	0

Labor detail             ?	Show multipliers          ?

  Show rate              ?	Show Ovt mult.            ?

  Show comment     ?	Flag overrides              ?

  Show date             ?

Expense Terms:	Consultant Terms:

Method	By Vendor	Table	1	Method	Bill as expense	Table	0

Multiplier	1.0000	Multiplier	1.0000

Show detail             ?	Show detail           ?

Show multiplier       ?	Show multiplier      ?

Unit Billing Terms:

Method	Bill units

Multiplier	1.0000

Show detail            ?

Show multiplier      ?

Add-ons:

Interest and Miscellaneous:	Limits:	Retainage:

Interest	.00	Method:	Aggregate limit	Enabled      ?

Grace period	0	Labor Limit	28,000.00	Percent	0.00

Consult Limit	11,500.00	Limit	0.00

Last invoice	0	Limit	0.00

Expense limit	5,000.00	Labor           ?

Tax code 1	Unit Limit	0.00	Expense      ?

Tax code 2	Add-on Limit	0.00	Consult        ?

Tax code 3	Fee Limit	0.00	Fee              ?

Unit              ?

Add-ons       ?

** End of Report **


Sample Invoice 16

Invoice	Apple and Bartlett, Inc.

Architects and Engineers

68 Moulton Street

Cambridge, MA  02138

June 30, 2000

Project No:	97013.00

Palo Alto Intermediate School District	Invoice No:	0000241

3004 Palo Verde Boulevard

Palo Alto, CA  94303

ATTN:  Dr. Joseph Conrad

Project:	97013.00	West Glen Elementary School Addition

Architectural Services -- Design of New Primary School.  Contract 81135672

Professional Services: June 1, 2000 through June 30, 2000

Professional Personnel

Hours 	Rate 	Amount

Cohen, Grace	5.00	135.00	675.00

Cohen, Grace	Ovt    2.00	202.50	405.00

Davidson, Emily	5.00	25.00	125.00

Davidson, Emily	Ovt    1.00	37.50	37.50

Herz, Ellen	4.00	85.00	340.00

MacKenzie, Jonathan	4.00	75.00	300.00

Stone, Richard	8.00	75.00	600.00

Stone, Richard	Ovt    3.00	112.50	337.50

Titony, Roberta	7.00	75.00	525.00

Washington, Thelma	4.00	20.00	80.00

Totals	43.00	3,425.00

Total Labor	3,425.00

Reimbursable Expenses

Federal Express	1.0  times	79.50	79.50

Joseph Smith, P.E.	1.2  times	775.00	930.00

GPI MODELS	1.0  times	200.00	200.00

Herz, Ellen	1.0  times	183.00	183.00

Total Reimbursables	1,392.50

Unit Billing

06/09/97	Needs Analysis	6.0 hours @ 70.00	420.00

06/10/97	Soil Testing	15.0 tests @ 16.00	240.00

Total Units	1.0  times	660.00	660.00

Billing Limits	Current	Prior	To-date

Total Billings	5,477.50	41,539.42	47,016.92

Limit	44,500.00

Adjustment	(2,516.92)

Total this invoice	$2,960.58


Sample Billing Terms 17

Project	97004.00	GNH Music Center

Addressee	G. Nelson Hammel Partnership

356 East 84th Street

New York, NY  10028

ATTN:  Mr. Charles W. Meeks, Esq.

Description	Engineering Design Services Relating to Music Center Grant Application

Invoice templateNotes	billInvDefault

Print A/R            ?	Print Backup Report                          ?	Print in Draft runs          ?

Print BTD           ?	Timesheet comments on backup      ?

Expense Terms:	Consultant Terms:

Method	By Account	Table	0	Method	No consultant 	Table	0

Multiplier	1.1700	Multiplier	0.0000

Show detail            ?	Show detail            ?

Show multiplier      ? 	Show multiplier      ?

Fee Terms:

Method	Pct cpl by phase as fixed amt	Fee Factor 1

Fee basis	Pct complete	Fee Factor 1	Fee Factor 1

Percent	Billed

Phase	Name	Complete	Fee	to Date

1	Study/Report	100.00	1,070.00	1,070.00

2	Survey	100.00	1,070.00	1,070.00

3	Preliminary Services	100.00	2,140.00	2,140.00

4	Design/Plan/Spec	100.00	8,550.00	8,550.00

5	Bid/Negotiate	71.00	5,000.00	492.20

6	Construction Admin	52.00	7,200.00	1,815.00

7	Additional  Services	26.52	2,600.00	297.23

Interest and Miscellaneous:	Limits:	Retainage:

Interest	.00	Method:	No limits	Enabled      ?

Grace period	0	Labor Limit	0.00	Percent	5.00

Consult Limit	0.00	Limit	10,000.00

Last invoice	0	Labor           ?

Expense limit	0.00	Expense      ?

Tax code 1	Unit Limit	0.00	Consult        ?

Tax code 2	Add-on Limit	0.00	Fee              ?

Tax code 3	Fee Limit	0.00	Unit              ?

Add-ons       ?

** End of Report **


Sample Invoice 17

Invoice	Apple and Bartlett, Inc.

Architects and Engineers

68 Moulton Street

Cambridge, MA  02138

June 30, 2000

Project No:	97004.00

G. Nelson Hammel Partnership	Invoice No:	<Draft>

356 East 84th Street

New York, NY  10028

ATTN:  Mr. Charles W. Meeks, Esq.

Project:	97004.00	GNH Music Center

Engineering Design Services Relating to Music Center Grant Application

Professional Services: June 1, 2000 through June 30, 2000

Fee

Percent

Phase	Fee	Complete	Earned

Study/Report	1,070.00	100.00	1,070.00

Survey	1,070.00	100.00	1,070.00

Preliminary Services	2,140.00	100.00	2,140.00

Design/Plan/Spec	8,550.00	100.00	8,550.00

Bid/Negotiate	5,000.00	71.00	3,550.00

Construction Admin	7,200.00	52.00	3,744.00

Additional  Services	2,600.00	26.525	689.65

Total Fee	27,630.00	Total Earned	20,813.65

Previous Fee Billing	15,434.43

Current Fee Billing	5,379.22

Total Fee	5,379.22

Reimbursable Expenses

Reproductions	56.00

Long Distance Telephone	33.00

Total Reimbursables	1.17  times	89.00	104.13

Retainage

Current retainage	274.17	(5.00%  of  5,483.35)	(274.17)

Prior retainage	209.48

Retainage-to-date	483.65	(Limit    10,000.00)

Total this invoice	$5,209.18

Outstanding Invoices

Number	Date	Balance	Retainage	Now Due

0000237	8/17/98	1,890.27	0.00	1,890.27

0000238	8/17/98	4,189.50	-209.48	3,980.02

Total	11,720.76	-209.48

Total now due	$11,511.28


Sample A/R Statement 17

Apple and Bartlett, Inc.

Architects and Engineers

68 Moulton Street

Cambridge, MA  02138

June 30, 2000

Plaza Investment Trust	Project No:	97009.00

2309 Peachtree Place Parkway	Statement

Atlanta, GA  30360

ATTN:  Mr. Harold R. Cahnerson

Project:  97009.00  ABC Plaza Study

Study conducted on new site.  Design proposal and Site survey performed according to contract

#A3299-443.

Outstanding Invoices

Balance

Number	Date	Invoiced	Due

0000167	5/15/96	6,353.00 	6,353.00

0000184	11/30/97	12,996.00 	12,996.00

0000191	12/8/97	11,057.92 	11,057.92

0000196	4/30/97	5,113.29 	5,113.29

0000211	5/30/97	7,627.32 	7,627.32

Totals	43,147.53 	43,147.53


Navigating in Billing Table Maintenance

There are several ways you can navigate from key field to key field in Table Maintenance.

Select Field

To switch quickly from one item to another, enter the desired number in the Select field. Double-click or press <F3> in this field to perform a lookup.

Advantage remains on this field until you begin modifying the displayed information. Thus, you can switch from item to item and review the data displayed without leaving this field.

Lookup Button

To access a list of table items (for example, projects or employees) in your database, click on the Lookup button at the bottom of the Table Maintenance form. Advantage displays a lookup list form, where you can select the desired table item (for example, project or employee).

For firms with a large number of projects, employees, and so on, we recommend reviewing the following tips to maximize performance when using lookup lists:

•	Do not select the Retrieve Automatically option on the lookup list form. This option regenerates the lookup list each time the sort/select criteria changes.

•	Select to display only active projects in the lookup.

•	Enter in a partial number or name in the Search field, and then click on the Retrieve button. Advantage limits the results to only those entries matching the criteria entered.

Navigation Buttons

To move from one record to another sequentially, use the navigation buttons at the bottom of the Table Maintenance form. Records are sorted by number or by name. The following table reviews your options:

Option	Description
	Brings you to the first record in the table.
	Brings you to the previous record in the table.
	Brings you to the next record in the table.
	Brings you to the last record in the table.


Full Billing Rate

A full billing rate (also called "billing rate," "fixed," or "final") has no markups. You define billing rates in Rate Tables; these can be by individual employee, labor code, or by employee class code. You can use a full billing rate override with any cost-based labor method. You can define an Override Table to override as many employee rates as necessary in Billing Terms Table Maintenance.

See also Cost-Based Rate


Cost-Based Rate

When you use a cost-based rate, Advantage uses either the job cost rate at the time the transaction was posted, or an override rate that you specify in a Rate Table. You can then apply a multiplier to create the billing extension and additional markups below the line.

See also Full Billing Rate


Override Table

A table that allows you to replace employee rates as specified in other rate tables or Employee Table Maintenance. You must specify rates, rate types, and a category (if used with category billing) for each employee entered into the table.


Labor Billing Extension

The labor billing extension for a project is equal to the employee’s job cost rate times the number of hours times any multipliers applied to the project.


Fee Basis:  Lump Sum

You provide Advantage with a lump sum amount, which is the contract fee.


Fee Basis:  Pct of Construction

You provide Advantage with the estimated construction cost and the percentage of that cost that you will bill. The contract fee is a percentage of the estimated total construction cost.


Fee Basis:  Unit Based

Advantage calculates the total fee by multiplying a unit price amount by the number of units to bill. You provide the Billing application with a unit label (such as square feet), the price per unit, and the quantity of units to bill.

Note that this is not the same as setting up units through Unit Table Maintenance.


Multipliers

When specifying labor, expense, consultant, or unit billing terms for a project, enter the multiplier to apply to the billing amount.

In labor billing terms you can specify up to three multipliers. If you select to show these multipliers, the first multiplier is included in the rate for the employee (not shown on the invoice). The other two multipliers appear on the invoice at the end of the labor section. Labor multipliers are cumulative; that is, Advantage applies the first multiplier, then applies the second multiplier to the result, etc.

In expense, consultant, or unit billing terms, you can only specify one multiplier. If you select to show the multiplier, it appears on the invoice.


Override

In Labor Billing Terms Maintenance, you can select an override table for Advantage to use when calculating labor on the invoice.

If you enter an override table, Advantage uses these rates for all employees included in the table. If the employee is not included in this table, Advantage either uses the job cost rate (for the Rate Times Multiplier Method) or the rate from the specified rate table. If no rate table is defined, or if the employee does not exist in the rate table, Advantage assigns a rate of zero to the employee.


Rate Table

In Labor Billing Terms Maintenance, specify the rate table that contains the employee rates to use when generating the invoice for this project. You must specify a rate table if you specified Rate Table, By Category, or By Labor Code as your labor method.


Template

A form that controls what information appears, as well as the way this data appears, on your final invoice. You can specify a template for each section of your invoice.

For information on creating custom templates for your firm, contact the Advantage Technical Services department. This service is available on a time and materials basis.


Reference Number

A user-defined or system-defined number that allows you to track postings. The assignment of this number is assigned based on the transaction type:

Transaction Type	System-Defined	User-Defined
AP - A/P Vouchers
CD - Cash Disbursement
CR - Cash Receipt
IN - Invoice
JE - Journal Entry
PP (Payment Processing
UN - Unit


Credit Account

Enter the account to credit in general ledger postings for the unit transactions.  For example, you may use account 792.00 -Miscellaneous Expense Recovery (as specified in the Standard Chart of Accounts).  You can only access this field if you have the Accounting application.


Regular Account

Enter the account to debit when you post a unit transaction, specifying a regular project.  This must be a direct or reimbursable expense account in your general ledger.


Overhead Account

Projects that will are not billable or revenue-producing (such as vacation or sick time), as opposed to regular projects.  The Billing application recognizes regular projects only.


Cost Per Unit

Enter the cost amount per unit, that is, the amount that should be costed to the project and general ledger expense account for each unit.  If you enter 0 or leave this field blank, the unit with not be costed when you post.


Billing Rate

Enter the rate at which to bill each individual unit, that is, the amount that should be charged to the client for each unit.  If you enter 0 or leave this field blank, the unit with be billed based on the cost rate.


Scrolling to the next record

You can easily scroll to the next record in Billing Terms Table Maintenance. To do this, click on the right arrow on the Record bar on the bottom of your screen. Refer below:


Sub-project

Any project included in a billing group other than the main project.


Record Selector

There are several types of record selectors in Advantage:

Record Selector	Definition
	Current record: This is the current record; the record will be saved as it appears.
	Pencil: You are editing this record; changes to this record have not been saved.
	New record: This is a new record that you can enter information in.


Row-level security in Billing Terms Table Maintenance

The following only applies if you have selected the Apply row level security to Billing option on the Row Level tab of Security Setup Maintenance.

If row-level security is implemented for your security workgroup, you can access all projects to which your security workgroup has view/modify rights.

If your project has tasks and you have access to the main project record, you can view all tasks associated with that project.

If your project has tasks, and you do not have access to the main project record, you cannot view any project or task information for that project.

When you select a project for which you lack access, Advantage displays the following message:

Project <project number> does not exist or you do not have access.

 Notes


Row-level security in Billing Groups Table Maintenance

If row-level security is implemented for your security workgroup, you can access all projects to which your security workgroup has view/modify rights.

If your project has tasks and you have access to the main project record, you can view all tasks associated with that project.

If your projects have tasks, and you do not have access to the main project record, you can only view/modify the tasks to which your security workgroup has access. When you select the project whose tasks you want to view, Advantage displays the following message:

You only have permission to view tasks for this project. Click on the ‘Tasks’ button to view your tasks.

When you click on the Tasks button, Advantage displays all of the tasks to which you have access.

 Notes


Row-level security in Interactive and Batch Billing

The following only applies if you have selected the Apply row level security to Billing and, optionally, the Apply to Sub-Projects in Billing Group Maintenance options on the Row Level tab of Security Setup Maintenance.

If row-level security is implemented for your security workgroup, you can access all billing groups for which your security workgroup has rights to view/modify the main project.

If the Apply to Sub-Projects in Billing Group Maintenance option is not selected in Security Setup, Advantage lets you add any sub-project to the billing group, even if your security rights do not let you view/modify that sub-project.

If the Apply to Sub-Projects in Billing Group Maintenance option is selected in Security Setup, Advantage lets you add any sub-project to the billing group to which you have access. You cannot add sub-projects if you do not have access to that project.

When you select a project to which you lack access, by manually entering the number in an empty Subproject column, Advantage displays the following message:

Project <project number> does not exist or you do not have access.

 Note


Row-level security for the Billing Reports

The following only applies if you have selected the Apply row level security to Billing option on the Row Level tab of Security Setup Maintenance.

If row-level security is implemented for your security workgroup, you can generate the report for all projects to which your security workgroup has view/modify rights.

If your project has tasks and you have access to the main project record, you can run the report and view all tasks associated with that project.

If your projects have tasks, and you do not have access to the main project record, you can only run the report and view the tasks to which your security workgroup has access.

If you manually enter a project number (on the Selection tab of Billing Reporting) to which your security workgroup lacks access, Advantage displays the following message:

Project <project number> does not exist or you do not have access.

In addition, lookups on the Selection tab of Billing Reporting will only display the projects to which your workgroup has access.


Using the Project Lookup List

Click on the area of the form that you want to learn more about:

You cannot perform a lookup when defining Default Billing Terms or Project Reporting Default Terms.

 Notes


Sort by criteria options

Select the order by which to sort the list of projects, employees, etc in the lookup list. If you have the Retrieve Automatically option selected, Advantage automatically updates the lookup list when you click on the new sort method. If this option is not selected, you must click on the Retrieve button to update the lookup list.


Search field

Enter the partial/full value by which to sort the values appearing in the lookup list. If the Retrieve Automatically option is selected, the cursor highlights the first value in the list that matches the criteria entered. If the Retrieve Automatically option is not selected, enter the partial value and click on the Retrieve button to return a list of values that meet the criteria entered.

If you are sorting the list by Number, you must enter a valid number in this field.


Retrieve button

Click on this button to produce the list, to match any partial entry in the Search field, or to manually retrieve a list after changing the sort (for example, from Name to Number).

This button only appears when the Retrieve Automatically option is not selected. Once you click on the Retrieve button, it becomes disabled until the criteria for the lookup list changes.


Find next button

Click on this button to find the next value in the lookup list that meets the criteria entered on this form.


Active <key field> only option

Select this option to view only items (for example, projects, employees, and so on) that have a status of Active.


Retrieve automatically option

Select this option if you want Advantage to automatically retrieve the entire list (for example, projects, employees, and so on) each time the lookup is opened. Advantage will also automatically update the list each time you change the lookup sort, or when you select/deselect the Active [Projects, Employees, Etc.] Only option.

If you have large lists that take a long time to open (for example, project, employee), you should not use this option.


Project type lookup option

Use this option to limit the number of projects in a lookup by choosing a specific type of project to display: all projects, regular projects only, overhead projects only, or promotional projects only.


Rows

This field appears in the bottom right corner of all lookup lists. It displays the number of values in the lookup list based on the criteria specified.


List of projects, employees, accounts, etc.
List of projects, employees, accounts, and so on

This section displays the projects, employees, accounts, and so on selected by Advantage based on the selection criteria you entered. This list is sorted based on your specification (name, number, and so on) in the top right corner of this lookup list.


OK button

This button appears on all lookup forms. Click on this button when you want to exit the lookup form and view the selected project, employee, account, and so on.


Cancel button

This button appears on all lookup forms. Click on this button when you want to exit the lookup form without selecting a project, employee, account, and so on.


Navigation Buttons

The navigation buttons appear on most forms in Advantage. These buttons let you move from one record to another. Records are sorted by number or by name. The following table reviews your options:

Option	Description
	Brings you to the first record in the table.
	Brings you to the previous record in the table.
	Brings you to the next record in the table.
	Brings you to the last record in the table.


Page breaks for each project

Select this option to print the Unbilled Detail or Unbilled Aging Detail Report with each project starting on a new page.


Print timesheet comments

Select this option to display timesheet comments (if any) for labor transactions included on the Unbilled Detail or Unbilled Aging Detail Reports.


Use Project Reporting Default Terms

Select this checkbox to direct Billing Reporting to use default billing terms when no terms are defined for the project in Billing Terms Maintenance. If this Use Project Reporting Default Terms option is left unselected, Advantage will ignore any billing terms in the Labor and Exp/Con/Unit tabs of Billing Terms Table Maintenance, where Use as Project Reporting Default Terms Only is selected.

The system determines default terms using this sequence:

1.	Project default terms entered in the Labor and Exp/Con/Unit tabs of Billing Terms Table Maintenance. If no terms are entered in the Labor or Exp/Con/Unit tabs, then

2.	Global default terms defined in Utilities/Setup Table Maintenance/Billing/Project Default Reporting Terms.

This feature applies to all projects. To exclude promotional and overhead projects when running reports with this option selected, specify the Regular project type in the Selection tab.


Use as Project Reporting Default Terms Only

Select this option to use the Labor, Expense, Consultant or Unit terms as the project default terms only. When this option is selected, and the Use Project Reporting Default Terms option is unselected, Advantage uses these terms on project reports, but not on billing reports and invoices.

You cannot select this option when defining default billing terms.

Example

To prepare an invoice on a fee-based project, you need the labor and expense amounts incurred on the project, without having them appear on the invoice. You would select Use as Project Reporting Default Terms Only, run the project report, and use its information in arriving at the fee figure you want displayed on the invoice.


Print Project/Task Info

Select this checkbox to display the following additional information on a report:

Compensation	Project Manager
Revenue Type	Client Number
Principal	Job-to-Date Billed

For the Unbilled Detail and Unbilled Detail and Aging report -- if you select this option, and also select Consolidate Tasks, the report’s Job-to-Date billed and Compensation amounts reflect aggregates of all tasks in the project, regardless of activity. To identify the tasks with Job-to-date billed or Compensation activity, you must run the report with the Consolidate Tasks option unselected.


Consolidate tasks

Select this option for the Unbilled Detail or Unbilled Aging Detail Report, to print all information at the project level for projects with tasks.

If you select this option, and also select Print Project/Task Info, the report’s Job-to-Date billed and Compensation amounts reflect aggregates of all tasks in the project, regardless of activity. To identify the tasks with Job-to-date billed or Compensation activity, you must run the report with this Consolidate Tasks option unselected.

You cannot select this option and also select to Sort Based on Task Value. If you have established sorts on task value and you select Consolidate tasks, the sort options are automatically unchecked.


Include Billable Transactions

Select this option to print transactions with a status of Billable on the report.


Include Held Transactions

Select this option to print transactions with a status of Held on the report.


Include Transactions to be Written Off

Select this option to print transactions with a status of Write off on the report.


Include Non-billable transactions

Select this option to print transactions charged to a non-billable labor code or a non-billable account on the report.

Non-billable transactions appear on the Unbilled Detail report at Billing rates with a Status of B and no amount. They appear on the Unbilled Detail report at Cost rates with a Status of B and the amount entered for the transaction. Print the Unbilled Detail report at Cost rates to view the non-billable transactions for a project and their associated amounts.


Billed in a Future Period

Transactions labeled B* have been billed, but in an accounting period that is future relative to the accounting period for which you are running an Unbilled Detail or Unbilled Aging Detail report.

Example

While in accounting period 2/2000, you bill transactions A and B. You have not billed transaction C.

The Unbilled Detail or Unbilled Aging Detail report for accounting period 1/2000 will include all of these transactions, displayed as follows:

•	Transaction C appears as an unbilled transaction

•	Transactions A and B appear as B* transactions, with the footnote "*indicates that the transaction has been billed in future period."


Report Basis

The report basis options are:

•	Billing Amounts – If you select to print the report at billing rates, it omits non-billable transactions.

•	Cost Amounts – If you select to print the report at cost rates, it displays non-billable transactions.

•	Cost and Billing Amounts – If you select to print the Unbilled Detail report at both cost and billing rates, it displays unbilled transaction amounts at cost rates and at billing rates, and omits the Rate column.

The Cost and Billing Amounts option is not available on the Unbilled Aging Detail report.


Run Type

Select the type of run you want to process by clicking on the Draft Invoices or Final Invoices option. Note that draft invoices take significantly less time to produce and are recommended as a first step. This lets you review the totals for each project invoice prior to printing final invoices.

To actually run invoices for your projects, you must click on the Run button at the bottom of this form.


Billing Terms Overrides

From this section of the Batch Billing tab you cab override Billing Terms Table Maintenance settings. If you enter an override in this section, it applies to all projects included in this Batch Billing run. The following options are available:

Outstanding A/R	• Select the Billing Terms option to print outstanding accounts receivable on a project-by-project basis, according to the Print A/R flag on the General tab of Billing Terms Table Maintenance.  • Select the Always Print option to print outstanding accounts receivable for all of the projects included in this Batch Billing run, regardless of the setting on the General tab of Billing Terms Table Maintenance.  • Select the Never Print option to bypass printing outstanding accounts receivable for the projects included in this Batch Billing run, regardless of the setting on the General tab of Billing Terms Table Maintenance.
Billed-to-Date	• Select the Billing Terms option to print billings-to-date on a project-by-project basis, according to the Print Billed-to-Date flag on the General tab of Billing Terms Table Maintenance.  • Select the Always Print option to print billings-to-date for all of the projects included in this Batch Billing run regardless of the setting on the General tab of Billing Terms Table Maintenance.  • Select the Never Print option to bypass printing billings-to-date for the projects included in this Batch Billing run regardless of the setting on the General tab of Billing Terms Table Maintenance.
Billing Backup	• Select the Billing Terms option to print the Billing Backup report on a project-by-project basis, according to the Print Backup Report flag on the General tab of Billing Terms Table Maintenance.  • Select the Always Print option to print the Billing Backup report for all of the projects included in this Batch Billing run regardless of the setting on the General tab of Billing Terms Table Maintenance.  • Select the Never Print option to bypass printing the Billing Backup report for the projects included in this Batch Billing run regardless of the setting on the General tab of Billing Terms Table Maintenance.
Print invoices without current activity	• Select the Billing Terms option to print bills with no current activity on a project-by-project basis, according to the Print bills without current activity flag on the General tab of Billing Terms Table Maintenance.  • Select the Always Print option to print bills with no current activity for all of the projects included in this Batch Billing run regardless of the setting on the General tab of Billing Terms Table Maintenance.  • Select the Never Print option to bypass printing bills with no current activity for the projects included in this Batch Billing run regardless of the setting on the General tab of Billing Terms Table Maintenance.


Include unbilled detail report with each invoice

Select this option to print an Unbilled Detail report along with each invoice in a Batch Billing run. The Unbilled Detail report lists the data that will be billed on the invoice (Total Billable) as well as any transactions that have been held or scheduled to be written off.

Advantage prints the report using the default options you’ve set up in Billing Reporting. To use different options, select Reporting/Billing Reports/Unbilled Detail tab, change the options, and save them as your default options.

The Unbilled Detail report prints:

•	After the invoice in draft billing runs.

•	Before the invoice in final invoice runs.


Bill-thru Date

This optional field lets you specify a cutoff date for transactions to be included in the Unbilled Detail or Unbilled Aging Detail reports. You can run the Unbilled Detail or Unbilled Aging Detail report by filling in only the Bill-thru Period field. If you do enter a date in the Bill-thru Date field, you must enter a period consistent with it in the Bill-thru Period field.

Keep in mind that the Bill-thru Date is typically the user-defined transaction date for labor and expenses. Therefore, by using a bill-thru date, you are relying on the user to always enter the correct transaction date. If the bill-thru date is also your period end date, we suggest using the Bill-thru Period option.

Example

In the Billing system, you run the July 2000 bills, specifying a bill-thru date of June 30. You can now have the Unbilled Detail or Unbilled Aging Detail report display unbilled transactions as of that same date, by entering it in the Bill-thru Date field.


Bill-thru Period

This field lets you specify a cutoff period for transactions to be included in the Unbilled Detail or Unbilled Aging Detail reports. This is a required field. You must enter a month and year in this field to run the Unbilled Detail or Unbilled Aging Detail reports.

If you did enter a date in the optional Bill-thru Date field, the period you enter here must be consistent with that date.

Example

In the Billing system, you run the July 2000 bills, specifying a bill-thru period of "6--2000." You can now have the Unbilled Detail or Unbilled Aging Detail reports display unbilled transactions as of that same period, by entering it in the Bill-thru Period field.


Email Invoices To

Advantage provides you with several options for distributing or reformatting draft or final invoices. All are intended to reduce your billing cycle time and make the draft invoice step more efficient.

To use this feature, select the email invoices to option from the Batch Billing tab of the Batch Billing form. Then choose one of the following options:

Project Manager or Principal	Sends draft or final invoices via email to the project manager or principal associated with the project that is being billed.
Client	Sends draft or final invoices via email to the client associated with the project that is being billed.
RTF Files or Text Files	Lets you create individual .RTF or .TXT files for each invoice.
How does it work?

If you select the Project Manager or Principal option in this field, Advantage:

•	Identifies the project associated with the invoice being generated.

•	Looks in Project Table Maintenance for the project manager/principal associated with this project.

•	Looks in Employee Table Maintenance for the email address of the project manager/principal associated with this project.

•	Uses the e-mail address to send the invoice to the appropriate project manager/principal.

If you select the Client option in this field, Advantage:

•	Identifies the project associated with the invoice being generated.

•	Looks in Project Table Maintenance for the client associated with this project.

•	Looks in Client Table Maintenance for the email address of the client associated with this project.

•	Uses the email address to send the invoice to the appropriate client.

Billing Backup Report and Unbilled Detail Report

If you normally print the Billing Backup report and the Unbilled Detail report along with your invoices, Advantage will e-mail these reports when it e-mails your invoices.

Include Text Message

Enter text in the Text to be included in E-mail message body field, such as a note to project managers reviewing the invoices. This text accompanies the invoices you e-mail.


Use default terms for draft invoices

Select this option if you want Advantage to use the default billing terms specified in Billing Terms Table Maintenance for all projects that do not have billing terms established.


Sorting Batch Billing Invoices

Select his option to control the order in which your invoices are printed during a Batch Billing session.

You can choose to print invoices by project number, project name, client number, principal, project manager, any of the project select codes, or profit center. Typically, you would sort draft invoices by project manager.

See also Controlling the printing of batch bills.


Status

This column displays the status of the transaction. Possible values for this column are:

•	B - Billable transaction

•	H - Held transaction

•	W - Written-off transaction

•	B* - Billed in a future period relative to the accounting period for which the report is run.

Non-billable transactions appear on the Unbilled Detail report at Billing rates with a Status of B and no amount. They appear on the Unbilled Detail report at Cost rates with a Status of B and the amount entered for the transaction. Print the Unbilled Detail report at Cost rates to view the non-billable transactions for a project and their associated amounts.

You can also select individual billing status values for the Unbilled Detail report. For example, you can choose to print Held, Billable, and/or Written-off transactions.


Labor Code/Account

The column displays the labor code to which the labor transaction was posted or the account to which the expense transaction was posted.


Employee/Reference

This column displays the employee number to which the labor transaction applies or the reference number to which the expense transaction applies.


Date

This column displays the date entered for the labor or expense transaction.


Description

This column displays the description entered for the labor or expense transaction. If an additional description is entered, it appears to the right of the first description field. For example, journal entries can have two descriptions.


Hours

This column displays the hours posted by the employee for this labor transaction.

If you select the Break out overtime hours option on the Unbilled Detail tab, the report includes regular, overtime, and total hours.


Rate

This column displays the employee’s rate for this labor transaction. The Unbilled Detail report at cost rates displays the employee’s job cost rate. The Unbilled Detail report at billing rates displays the employee’s billing table rate or the employee’s job cost rate times up to three multipliers.

The Rate column does not appear on the report if you selected the Cost and Billing Amounts report basis.


Billing/Cost Amount

This column displays the extended amount of the labor or expense transaction. Expense amounts will not include tax amounts.


Cost and Billing Amounts

Select this option to display the extended amount of the labor or expense transaction at cost and at billing rates. Expense amounts will not include tax amounts. The Rate column will not appear on the report.

This option is not available for the Unbilled Aging Detail Report.


Job-to-Date Billed

This column displays the job-to-date billed for the project. The amount displayed here also appears as JTD/Total Billed on the Office Earnings report for the project.

If the project has tasks, this column aggregates the amounts for all of the project’s tasks, regardless of activity in specific tasks. To identify the task(s) reflected in the Job-to-Date Billed amount, you must use the Project Detail report.


Compensation

This column displays the compensation for the project. The amount reported here is the sum of entries in the Compensation, Consultant Fee, and Reimbursable Allowance in Project Table Maintenance.

If the project has tasks, this column aggregates the amounts for all of the project’s tasks, regardless of activity in specific tasks. To identify the task(s) reflected in the Compensation amount, you must look at them in Project Table Maintenance.


Project Manager

This column identifies the Project Manager for the project that generated this labor or expense transaction.


Principal

This column identifies the principal at your firm to whom the revenue for this labor or expense transaction is assigned.


Revenue Type

This column displays the revenue type used by the Revenue Generation utility for this project/task/transaction.


Client Number

This column identifies the client by the number assigned to it in Client Table Maintenance.


Tax Code Override

Enter the tax code that you want to use for overriding any standard tax code specified in Billing Terms Table Maintenance for either an expense or labor detail in Interactive Billing. This override only applies to the default entered in the Tax Code 1 field on the Miscellaneous tab of the Billing Terms Table Maintenance screen. You cannot override defaults entered in the Tax Code 2 or Tax Code 3 fields.


Refresh extensions for unbilled transactions ONLY

Select this option if you only want to refresh the billing extensions for transactions that have not yet been billed. That is, transactions with a status of Billable, Held, or Write-off.


Refresh extensions for a range of periods

This option is always selected. Enter the range of periods for which to refresh billing extensions.


Refresh extensions for historical transactions

Select this option to update all transactions of the type HE (Project Expense History) and HL (Project Labor History).  The Refresh utility recalculates each transaction amount according its project’s current billing terms.


Refresh extensions for billing only transactions

Select this option to update the BIED (Billing Expense Detail) and BILD (Billing Labor Detail) tables.  The Refresh utility recalculates the billing extension amount in all types of transactions in these tables, using the project’s current billing terms, including any invoice changes made through Interactive Billing.

The refreshed calculations are captured in any custom reports using these tables.


Print List of Projects Without Billing Terms

The Billing Terms List tab lets you choose one option for generating the Billing Terms List. If you select the option to Print list of projects without billing terms, Advantage prints the Missing Billing Terms List, a list of all projects that have no billing terms. By default, the list includes only regular projects. Use the Selection tab if you want to include overhead projects on the report as well.


Emailing Reports

Advantage lets you e-mail the following reports directly to the appropriate project managers or principals:

•	all project reports.

•	all accounts receivable reports.

•	all billing reports.

You can e-mail reports using either:

•	the Batch Printing tab in Project Reporting, or

•	the report-specific tabs in Project Reporting.

Important!

If you plan to use this feature, make sure that the Email field in Employee Table Maintenance contains a valid e-mail address for each project manager and principal. The e-mail address can be either an Internet address (jsmith@appleandbartlett.com) or a Microsoft Exchange recipient name ("John Smith").

To use the Batch Printing tab:

1.	Select one or more reports.

2.	Select the field labeled Email reports to.

3.	From the drop-down list for that field, select either Project Manager or Principal.

4.	Click on the Mail button at the bottom of the tab.

To use the report-specific tabs:

1.	Select the Batch Printing tab.

2.	Perform steps 2 and 3 above to specify whether project managers or principals should receive reports.

3.	Select the report-specific tab.

4.	Click on the Mail button at the bottom of the tab.

How does it work?

When you e-mail a report, Advantage looks at each of the projects included in the report. Advantage follows these steps:

1.	Looks in Project Table Maintenance to determine the project manager/principal associated with each project.

2.	Compiles a report for each project manager/principal. The report includes all of that person’s projects.

3.	Looks in Employee Table Maintenance for the e-mail address of each project manager/principal.

4.	Uses the e-mail address to mail the report.


Aging Summary

Select this option if you want the Summary Report to show a one line total for each of the sections: labor, consultant, expenses, and units.


Unbilled Summary Report Option

Select this option of you want the summary report to show totals by billing status (billable, held, write-off) for hours, labor, consultant, expenses, and units for each task/project.

A Total column appears to the right of the standard columns.  This Total column shows the total of unbilled labr, consultants, expenses, and units.


Email Batch Invoice List to

Select this option to email the Batch Invoice List to an e-mail address you specify in the field provided. The Batch Invoice List lists all the invoices that were generated during the run, the invoice total, and invoice number for each project processed in the run.

You must select the Include Batch Invoice List option to enable this e-mail option.


Include Batch Invoice List

Select this option to generate a Batch Invoice List at the end of a Batch Billing run. The Batch Invoice List lists all the invoices that were generated during the run, the invoice total, and invoice number for each project processed in the run. Advantage includes a Final Totals line at the end of the report, totaling all invoices.


Printing a Batch Invoice List with a Batch Run

The Batch Invoice List lists all the invoices that were generated during a Batch Billing run, the invoice total and invoice number for each project processed in the run.

You specify whether or not to print the Batch Invoice List at the end of a batch run from the Batch Billing tab of the Batch Billing form. You can also email the list to an email address you specify. See Establishing General Batch Billing Options for a description of the fields on this tab.

The Batch Invoice list also lists exported invoices, to simplify the process of tracking skipped invoices. Exported invoices are listed with the project number associated with the invoice, an invoice number of <exported>, and an invoice balance of 0 (zero).


Sorting Billing Reports on Task Value

You can sort information on your unbilled detail and unbilled aging detail reports by task value. If you select the Sort on task values option for a specific sort, Advantage displays the sort category selected, for example client name, and all associated tasks beneath the category on the report.

If you select Consolidate tasks from the Unbilled Detail tab, you cannot sort on task values. When you Consolidate tasks, all sorting is done at the Project level.


Final Totals

At the end of the Unbilled Detail report, a Final Totals section lists totals for Labor, Consultants, Expenses, and Units, broken out by transaction status (Billable, Held, Write-off).


Running a Billing Database List Report

You can run billing database list reports from any of the Billing Table Maintenance forms, or from the Advantage Reporting menu.

To run a Billing Database List report from a Billing Table Maintenance form:

1.	Open the appropriate Billing Table Maintenance routine.

2.	Click on the Report button in the Table section of the Billing Table Maintenance form. Advantage opens the report in a preview window.

3.	From the preview window you can print the report, or download it to Microsoft Word or Microsoft Excel.

To run a Billing Database List report from the Reporting menu:

1.	Click Reporting, Database Lists, Billing Database Lists from the Advantage main menu.

2.	Select the type of Billing Database List report you want to run. Advantage opens the report in a preview window.

3.	From the preview window you can print the report, or download it to Microsoft Word or Microsoft Excel.


type popup caption here
Text to Be Included in E-mail Message Body

Enter text in the Text to be included in E-mail message body field, such as a note to project managers reviewing the invoices or Batch Invoice List. This text accompanies the invoices, or the Batch Invoice List you e-mail. This option appears only if Email Invoices to or the Email Batch Invoice List to option is selected.


Outstanding AR and Prior Accounting Periods

When billing in a prior accounting period, the invoice balances in the Outstanding Invoices section of the invoice reflect all cash receipts already received, including those that occur in periods after the active accounting period. This allows for the most accurate invoice balances, and the most accurate interest calculations based on these invoice balances.


Billing Rate Table Reports (by project)

Billing rate table reports provide you with a list of projects with associated rate tables that are used in the project’s billing terms calculations. From the Billing Rate Tables tab of the Billing Reporting form (Reporting, Billing), you can print the following billing rate table reports:

Rate Table by Project

Rate Override Billing Table by Project

Rate Category Billing Table by Project

Labor Code Billing Table by Project

Account Override Billing Table by Project

Expense Category Billing Table by Project

Vendor Billing Table by Project


Rate Table by Project

The Rate Table by Project report lists each project with a labor rate table selected for use in the project’s billing terms calculations. The report is sorted by labor rate table, displaying each table number and name, with each associated project number and name listed beneath it.

To access the Rate Table by Project Report:

1.	Select Reporting, Billing from the Advantage main menu.

2.	Click the Billing Rate Tables tab.

3.	Check the Labor Rate Tables option. The Rate table field displays.

4.	Select a table from the Rate table field, to run the report for a specific table only, or select Display All Tables to run the report for all Labor Rate Tables.

5.	Click on the Print, Print Preview, or Submit button to generate this report.


Rate Override Billing Table by Project

The Rate Override Billing Table by Project report lists each project with a labor override table selected for use in the project’s billing terms calculations. The report is sorted by labor override table, displaying each table number and name, with each associated project number and name listed beneath it.

To access the Rate Override Billing Table by Project Report:

1.	Select Reporting, Billing from the Advantage main menu.

2.	Click the Billing Rate Tables tab.

3.	Check the Labor Override Tables option. The Override table field displays.

4.	Select a table from the Override table field, to run the report for a specific table only, or select Display All Tables to run the report for all Labor Override Tables.

5.	Click on the Print, Print Preview, or Submit button to generate this report.


Rate Category Billing Table by Project

The Rate Category Billing Table by Project report lists each project with a labor category table selected for use in the project’s billing terms calculations. The report is sorted by labor category table, displaying each table number and name, with each associated project number and name listed beneath it.

To access the Rate Category Billing Table by Project Report:

1.	Select Reporting, Billing from the Advantage main menu.

2.	Click the Billing Rate Tables tab.

3.	Check the Labor Category Tables option. The Category table field displays.

4.	Select a table from the Category table field, to run the report for a specific table only, or select Display All Tables to run the report for all Labor Category Tables.

5.	Click on the Print, Print Preview, or Submit button to generate this report.


Labor Code Billing Table by Project

The Labor Code Billing Table by Project report lists each project with a labor code table selected for use in the project’s billing terms calculations. The report is sorted by labor code table, displaying each table number and name, with each associated project number and name listed beneath it.

To access the Labor Code Billing Table by Project Report:

1.	Select Reporting, Billing from the Advantage main menu.

2.	Click the Billing Rate Tables tab.

3.	Check the Labor Code Tables option. The Code table field displays.

4.	Select a table from the Code table field, to run the report for a specific table only, or select Display All Tables to run the report for all Labor Code Tables.

5.	Click on the Print, Print Preview, or Submit button to generate this report.


Account Override Billing Table by Project

The Account Override Billing Table by Project report lists each project with an expense account table selected for use in the project’s billing terms calculations. The report is sorted by expense account table, displaying each table number and name, with each associated project number and name listed beneath it.

To access the Account Override Billing Table by Project Report:

1.	Select Reporting, Billing from the Advantage main menu.

2.	Click the Billing Rate Tables tab.

3.	Check the Expense Accounts option. The Account table field displays.

4.	Select a table from the Account table field, to run the report for a specific table only, or select Display All Tables to run the report for all Expense Account Tables.

5.	Click on the Print, Print Preview, or Submit button to generate this report.


Expense Category Billing Table by Project

The Expense Category Billing Table by Project report lists each project with an expense category table selected for use in the project’s billing terms calculations. The report is sorted by expense category table, displaying each table number and name, with each associated project number and name listed beneath it.

To access the Expense Category Billing Table by Project Report:

1.	Select Reporting, Billing from the Advantage main menu.

2.	Click the Billing Rate Tables tab.

3.	Check the Expense Categories option. The Category table field displays.

4.	Select a table from the Category Table field, to run the report for a specific table only, or select Display All Tables to run the report for all Expense Category Tables.

5.	Click on the Print, Print Preview, or Submit button to generate this report.


Vendor Billing Table by Project

The Vendor Billing Table by Project report lists each project with an expenses by vendor table selected for use in the project’s billing terms calculations. The report is sorted by expenses by vendor table, displaying each table number and name, with each associated project number and name listed beneath it.

To access the Vendor Billing Table by Project Report:

1.	Select Reporting, Billing from the Advantage main menu.

2.	Click the Billing Rate Tables tab.

3.	Check the Expenses by Vendor option. The Vendor table displays.

4.	Select a table from the Vendor table field, to run the report for a specific table only, or select Display All Tables to run the report for all Expenses by Vendor Tables.

5.	Click on the Print, Print Preview, or Submit button to generate this report.


Defining Options for the Fee Remaining Report

The Fee Remaining tab of Billing Reporting lets you define and save multiple options for printing the Fee Remaining report.

To define options for the Fee Remaining report:

1.	Select Reporting, Billing Reports from the Advantage main menu. Advantage displays the Billing Reporting form.

2.	Click on the Fee Remaining tab at the top of the Billing Reporting form.

3.	Select the appropriate options for the report:

Exclude Completed Projects/Tasks

Print Project/Task Info

4.	Click on the Print, Print Preview, or Submit button to generate this report.


Fee Remaining Report

Purpose

The Fee Remaining report offers a more consolidated presentation of fees than the Unbilled Detail report. This report deducts the previous fee billing from the total fee for the project or task, to come up with the fee remaining amount.

You may want to review the Fee Remaining report before generating invoices.

See Defining Options for the Fee Remaining Report for option descriptions.

Access

To access the Fee Remaining report, select Reporting, Billing Reports from the Advantage main menu. Advantage displays the Billing Reporting form. Click on the Fee Remaining tab to set up options for running the report.

Contents

For each project or task, the Fee Remaining report shows the project number and name, the task number and name, the names of the principal and supervisor, the job-to-date billed amount, the fee basis (such as lump sum or percentage of construction), the client identifier, and the revenue type.

Columns

Fee	The total monetary amount of the fees charged for the project or task.
Percent Complete	The percentage of the total fee that has already been billed.
Previous Fee	The total amount of fees that have been billed previously.
Fee Remaining	Advantage subtracts the previous fee amount from the total fee amount to get the fee remaining.
Total JTD Billed	The total amount billed, job-to-date, including any historical billing amounts for the project or task.
Fee JTD Billed	All fees billed, job-to-date, including any historical fee billings for the project or task.
Compensation	For the project or task, the sum of: Compensation + Reimbursable Amount + Fee


Exclude Completed Proejcts/Tasks
Exclude Completed Projects/Tasks

Select this option if you do not want completed projects or tasks included in the Fee Remaining report. Note that if you select this option, Advantage considers a project with tasks complete only if all the tasks are completed.


Break Out Overtime Hours

Select this option to separate overtime hours from regular hours on the Unbilled Detail report.

This option is not available if you select the Unbilled Summary Report, Aging Report, or Aging Summary options on the Unbilled Detail tab.

When you select the Break Out Overtime Hours option:

•	Regular, overtime, and total hours are displayed.

•	The Labor Rate column is omitted.

•	Secondary overtime hours are included with overtime hours.


Sort Labor by Date

Select this option to sort items in the Labor section by date, oldest to most recent. The report is sorted by the employee’s last name in the Description column if this option is not selected.


Deleted

Select this option to include deleted items on the report. Deleted items are those labor, expense or unit transaction that are marked to never be billed (deleted) from Interactive Billing.


Hours

This column displays the hours posted by the employee for this labor transaction.


Overview of Advantage Retainage

The Advantage retainage feature lets you "put on hold" a portion of an invoice. Or, to think of it in a different way, retainage is a percentage of billings contractually withheld on the invoice, which will be billed to the client upon the project’s completion. The Advantage Billing module withholds the percentage specified in Billing Terms Table Maintenance on the total billings, or any combination of the six potential components of an invoice: labor, consultants, expenses, fees, units, or add-ons.

In addition to calculating the retainage on the invoice, Advantage posts and tracks it throughout Billing, Accounts Receivable, Project Control, and the General Ledger.

Notes

•	Retainage is a feature of the Billing module, and requires the Billing module to run optimally. However, we have enabled the feature so that non-billing users may also track retainage for their projects. Please see the topic titled Using the Retainage Feature Without the Billing Module for more information on this feature.

•	Once you establish retainage terms for your projects, each time you generate an invoice, the system calculates the retainage amount based on the retainage terms set up on the Misc tab of Billing Terms Table Maintenance. If you have retainage terms set up for a project, retainage will always be calculated and included on the invoices for that project in a separate section titled "Retainage".


Setting Up Retainage - Checklist

When you set up retainage, you enter additional data that Advantage uses to make postings during the Billing process. Advantage then records retainage amounts in a separate account(s).

Billing Retainage Checklist

The following checklist describes the process to perform in order to use retainage. Each step is described later in this section. Print out this page and check off each step as it is completed.

Check When Completed	Step	Where Entered
____________________	Enable the retainage feature	General tab of General System Setup Maintenance
____________________	Set up retainage accounts	Accounts Table Maintenance
____________________	Map your retainage accounts	Invoice Mapping Accounts Maintenance
____________________	Set up retainage terms for a project	Misc tab of Billing Terms Table Maintenance


Enabling the Retainage Feature

You enable the retainage feature in General System Setup Maintenance. From the Advantage main menu, perform the following steps:

1.	Select Utilities, Setup Table Maintenance, General System Setup from the Advantage main menu. The system displays the following form:

2.	Click on the Enable Retainage feature in Billing option.

3.	Click on the Save button to save the changes to General System Setup Maintenance.

4.	Click on the Close button to exit General System Setup Maintenance and return to the Advantage main menu.

5.	Exit Advantage and re-enter to refresh your database. This step ensures that the retainage feature is enabled system-wide.

 Related Topics


Effects of Enabling Retainage

Once the retainage feature is enabled, retainage fields appear in the following areas of Advantage:

•	Billing Terms Table Maintenance – Fields for retainage now appear on the Misc tab of Billing Terms Table Maintenance.

•	Invoice Data Entry – A control total for Retainage appears on the New File form. Also, an additional column appears in Invoice Data Entry for the Retainage amount. Retainage amounts are reflected on the Invoice Transaction List and Posting Log.

•	Cash Receipts Data Entry –Retainage amounts only appear when you actually bill the retainage amount and include it on a final invoice. Then, the retainage is posted to the appropriate A/R account.

•	Interactive Billing – A button, Bill Retainage, appears on the main Interactive Billing form. This feature lets you bill the retainage for the project. Also, on the Final Invoice Accept form, a new column appears for retainage amounts. Retainage amounts always print on the final invoice if the Retainage feature is enabled.

When you bill retainage, the system ‘reclasses’ the retainage amounts to regular accounts receivable amounts. To do this, the system looks to Invoice Mapping Accounts Maintenance and uses the account in the A/R Account field that maps to the Retainage Account(s) containing the amounts being invoiced.

•	Batch Billing – Retainage amounts always print on the final invoice if the Retainage feature is enabled.

•	Reports – Retainage amounts appear on the Accounts Receivable reports, Posting Logs, Transaction Lists, Project reports, and the Invoice Register.


Setting Up Retainage Accounts

You must set up new accounts in Account Table Maintenance in which to store your retainage amounts. Your account setup determines the accounts to which retainage amounts are posted.

We suggest that you set up new accounts for retainage in one of the following ways:

 Set up one retainage account in which to record all retainage for your projects.

 Set up multiple retainage accounts in which to record retainage as applied to a specific section of the invoice.

Note

At least one account must be set up for retainage in Accounts Table Maintenance. For more information, see the topic titled Chart of Accounts Table Maintenance.

After your retainage account(s) are established, you can then reference the account number(s) in Invoice Mapping Accounts Maintenance. For more information on mapping retainage accounts, see the topic titled Mapping Your Retainage Accounts in Invoice Mapping Accounts Maintenance.


Setting Up One Retainage Account to Record Retainage for Your Projects

If you established one accounts receivable account to which all invoice amounts are posted, you should set up one corresponding retainage account to which to post all retainage amounts.

To set up a single retainage account, perform the following steps:

1.	Select Tables, Accounts from the Advantage main menu. Advantage displays the Chart of Accounts Table Maintenance form.

2.	Click on the Add button. Advantage displays a blank Chart of Accounts Maintenance form.

3.	Enter the desired retainage account information. The account should be a receivable account number (e.g., 116.00 - Retainage Receivable).

For more information, see the topic titled Chart of Accounts Table Maintenance.

4.	Click on the Save button to save the new account information. When you save the account, the system remains in Add mode, enabling you to enter additional new accounts. To exit from Add mode, click on the Cancel button.

5.	Click on the Close button to exit Chart of Accounts Table Maintenance.

6.	Select Utilities, Setup Table Maintenance, Invoice Mapping Accounts from the Advantage main menu.

7.	Enter the retainage account created in Step 3 for each Invoice/Accounts Receivable account combination.

 Related Topics


Example - One Retainage Account

Assume that you are posting all invoice amounts to Accounts Receivable account number 111.00 – A/R Clients. You should set up a corresponding Retainage Receivables account number 116.00 – Retainage Receivable. In this case, your invoice accounts would be mapped as follows:

 Related Topics


Setting Up Multiple Retainage Accounts to Record Retainage for Your Projects

If you established multiple accounts receivable accounts to which to post invoice amounts, you may want to set up corresponding retainage accounts.

To set up multiple retainage accounts, perform the following steps:

1.	Select Tables, Accounts from the Advantage main menu. Advantage displays the Chart of Accounts Table Maintenance form.

2.	Click on the Add button. Advantage displays a blank Chart of Accounts Maintenance form.

3.	Enter the first retainage account. The account should be a receivable account (e.g., 116.00 - Retainage Receivable).

For more information, see the topic titled Chart of Accounts Table Maintenance.

4.	Click on the Save button to save the new account information.

When you save the account, the system remains in Add mode, enabling you to enter additional new accounts. Enter the retainage accounts that correspond to your accounts receivable accounts. When finished, click on the Cancel button to exit Add mode.

5.	Click on the Close button to exit Chart of Accounts Table Maintenance.

6.	Select Utilities, Setup Table Maintenance, Invoice Mapping Accounts from the Advantage main menu.

7.	Enter the retainage accounts created in Step 3 and 4 for each Invoice/Accounts Receivable account combination.

 Related Topics


Example - Multiple Retainage Accounts

Assume that you are posting the different invoice amounts to multiple Accounts Receivable accounts. You should set up a corresponding Retainage Receivables accounts as follows:

If you have the following A/R accounts	Set up the following retainage accounts
111.00 – A/R Clients	116.00 – Retainage Receivable
111.01 – A/R Labor	116.01 – Labor Retainage Receivable
111.02 – A/R Expense	116.02 – Expense Retainage Receivable
111.03 – A/R Units	116.03 – Units Retainage Receivable
111.04 – A/R Add-ons	116.04 – Add-ons Retainage Receivable

In this case, your Invoice Mapping Accounts Maintenance form would appear as follows:

 Related Topics


Mapping Your Retainage Accounts in Invoice Mapping Accounts Maintenance

Invoice Mapping Accounts Maintenance lets you set up relationships between your invoice, accounts receivable, and retainage accounts. The retainage account you specify for each invoice account in Invoice Mapping Accounts Maintenance, is a temporary holding account for outstanding retainage amounts. Once it is time to bill retainage for a project, this retainage amount is removed from the temporary account and posted to the A/R receivable account.

To map your retainage accounts, perform the following steps:

1.	Select Utilities, Setup Table Maintenance, Invoice Mapping Accounts from the Advantage main menu. The system displays the Invoice Mapping Accounts form.

2.	Enter the appropriate retainage account for each invoice/accounts receivable account combination in the Retainage Account column.

If you set up one retainage account in Account Table Maintenance, enter this account for each invoice/accounts receivable account combination.

If you set up multiple retainage accounts in Account Table Maintenance, enter the appropriate retainage account for each invoice/accounts receivable account combination.

3.	Click on the Close button to exit Invoice Mapping Accounts Maintenance.

 Related Topics


The Retainage Process

Overall, the retainage process works as follows:


Displaying Retainage on Invoices

Once you set up retainage terms for a project on the Misc tab of Billing Terms Table Maintenance, the system applies these terms to each invoice generated for this project until the limit (if any) is reached.

The system calculates the retainage amount for each section of the invoice to which the retainage terms apply by multiplying the amount specified in the Percent field by the total labor, expense, consultant expense, fee, unit, and/or add-on amount on the invoice for this project.

For example, assume the retainage terms for a project are set up as follows:

Each time you generate an invoice for a project with these terms, the system totals the amounts displayed in the Labor, Expense, Consultant Expense, Fee, and Unit sections of the invoice, and then takes 10% of that amount for retainage. It will continue to do this until the limit of $100,000.00 is reached, or you have billed retainage for the project.

Note

Because the Add-on box is not selected, the system does not apply the retainage percentage to the total add-on amount in the above example.

 Related Topics


Finalizing an Invoice with Retainage

When you have retainage terms entered for a project in Billing Terms Table Maintenance, retainage amounts are withheld from the specified invoice sections until you disable the retainage terms.

After going through the normal billing cycle (reviewing transactions, setting up options, etc.), you finalize your invoices by clicking on the Accept button in Interactive Billing or by clicking on the Final Run button in Batch Billing. For more information on finalizing the invoice, see one of the following topics:

 To Finalize an Invoice with Retainage in Interactive Billing

 To Finalize an Invoice with Retainage in Batch Billing


To Finalize an Invoice with Retainage in Interactive Billing

1.	Click on the Accept button from the main Interactive Billing form. The system displays the Invoice Data Entry form.

2.	Select an existing invoice file or create a new the invoice file in which to include the amounts computed during this session. The system displays the Final Invoice Accept form, for example:

3.	Review the retainage amounts listed in the Retainage column. You should ensure that the amounts agree with the terms you defined on the Misc tab of Billing Terms Table Maintenance.

4.	Click on the Accept button to print the final invoice and include these amounts in the Invoice Data Entry file.


To Finalize an Invoice with Retainage in Batch Billing

1.	Click on the Final Invoices Run Type option on the Batch Billing tab of Batch Billing.

2.	Click on the Run button on the Batch Billing tab of Batch Billing. The system displays the Invoice Data Entry form.

3.	Select an existing invoice file or create a new the invoice file in which to include the amounts computed during this session.

4.	Click on the OK button. The system displays the following message:

Start Final Billing Run. Are you sure you want to proceed?

5.	Click on the Yes button to proceed with the final Batch Billing run. The system prints the invoices included in the run and includes the amounts in the Invoice Data Entry file.

Click on the No button to return to Batch Billing.

Note

When you finalize invoices with retainage in Batch Billing, you do not get to review the retainage amounts for each invoice. Instead, the system prints the invoices for all projects included in the batch. You should either review your retainage invoices through Interactive Billing or run a Draft Batch Billing run prior to finalizing these invoices.


Displaying Retainage Amounts on an Invoice

Regardless of the retainage terms you established on the Misc tab of Billing Terms Table Maintenance, retainage amounts will always appear in the "Retainage" section of the invoice. Click on one of the following topics to see how retainage amounts will appear on your invoices.

 The first time retainage is applied.

 On subsequent invoices.

 After the limit has been reached.


Example - How retainage appears on invoices the first time retainage is applied

The first time you bill retainage, the system displays the invoice as follows:

Retainage
	Current Retainage	517.60 (10.00% of 5,176.00)	(517.60)
	Retainage-to-date	517.60 (Limit 10,000.00)

In the above example, Current Retainage represents the amount of retainage calculated from the current invoice. This amount includes 10% of all the sections to which retainage applies (as specified on the Misc tab of Billing Terms Table Maintenance).

The Retainage-to-date amount is equal to the Current Retainage plus the Prior Retainage. Since this is the first invoice for this project which includes retainage, Prior Retainage is zero and the Retainage-to-date amount is simply equal to the Current Retainage.

 Related Topics


Example - How retainage appears on subsequent invoices

When you generate subsequent invoices for the project that include retainage, the system displays an additional column on the invoice, Prior Retainage, as follows:

Retainage
	Current Retainage	704.20 (10.00% of 7,041.97)	(704.20)
	Prior Retainage	517.60
	Retainage-to-date	1,221.80 (Limit 10,000.00)

In the above example, Current Retainage represents the amount of retainage calculated from the current invoice. This amount includes 10% of all the sections to which retainage applies (as specified on the Misc tab of Billing Terms Table Maintenance).

The Prior Retainage amount is equal to the outstanding retainage amount on all previous invoices generated for this project.

The Retainage-to-date amount is equal to the Current Retainage plus the Prior Retainage. Prior Retainage is $517.60 and Current Retainage is $704.20, so the Retainage-to-date amount is equal to $1,221.80.

 Related Topics


Example - How retainage appears on invoices when the limit has been reached

If you establish a limit for retainage in Billing Terms Table Maintenance, once the limit is reached the system displays the following retainage information on the invoice:

Retainage
	Current Retainage	1,975.81 (10.00% of 23,656.49)	(1,975.81)
	Prior Retainage	8,024.19
	Retainage-to-date	10,000.00 (Limit 10,000.00)

In the above example, Current Retainage represents the amount of retainage calculated from the current invoice that when added to the Prior Retainage, equals the retainage limit. Although Current Retainage should be 2,365.65 (10.00% of 23,656.49), this amount is maximized to 1,975.81. When added to Prior Retainage, the amount equals the limit defined on the Misc tab of Billing Terms Table Maintenance.

The Prior Retainage amount is equal to the outstanding retainage amount on all previous invoices generated for this project.

The Retainage-to-date amount is equal to the Current Retainage plus the Prior Retainage. Once the limit is reached, this column simply displays the limit amount.

Once the limit for retainage is reached, all subsequent invoices only show the retainage-to-date amount as follows:

Retainage
	Retainage-to-date	10,000.00 (Limit 10,000.00)

Both the Current and Prior Retainage columns on the invoice no longer appear because retainage is no longer being applied to this project’s invoices.

 Related Topics


Billing Retainage at the Completion of a Project

Once you reach the point of the project in which retainage may be billed for this project (e.g., at the end of the project or once construction on the project begins), perform the following steps.

To bill retainage for a project:

1.	Select Processing, Billing, Interactive Billing from the Advantage main menu. The system displays the Session Options form for this Interactive Billing Session.

2.	Review/modify session options as desired and click on the OK button. The system displays the main Interactive Billing form.

3.	Enter the project for which to bill retainage in the Project field. You can double-click (or press the <F3> key on your keyboard) in this field to receive a list of projects in your database.

4.	Click on the Bill Retainage button from the main Interactive Billing form. The system displays the Invoice Data Entry form.

5.	Select an existing invoice file or create a new the invoice file in which to include the retainage amounts computed during this session.

Once this is done, the system displays a form, such as the following:

6.	At this point, you can perform one of the following tasks:

•	Highlight all retainage lines and bill retainage for the entire project. To do this, click on the following portion of the form:

Once all the invoices are highlighted, click on the Print Preview button and ensure that the appropriate retainage amount is appearing on the generated statement. If so, click on the Bill button, to generate a statement, which you can send to your client.

•	Or, highlight individual retainage lines and bill a portion of the retainage amounts. To do this, hold down the <Shift> key and click on the first and last invoice in the range in which to bill retainage. Then, click on the Print Preview button and ensure that the appropriate retainage amount is appearing on the generated statement. If so, click on the Bill button, to generate a statement, which you can send to your client.

7.	The system displays a message like the following:

Billing retainage totaling [retainage total] from invoices. Do you want to continue?

8.	Click on the Yes button to print the statement with the total retainage amount. Click on the No button, to return to the Bill Retainage form.

 Related Topics


Steps to Perform After Billing Retainage

This section reviews the steps you need to perform and the steps the system performs, once you bill retainage through Interactive Billing.

1.	Review the invoice data entry file created when you billed retainage through Interactive Billing by selecting the invoice file’s transaction list.

When reviewing this file, note that the retainage amounts are being posted to the accounts receivable accounts associated with the section of the invoice from where the retainage amounts were applied. Click on the Next button to review all of the invoices included in this data entry file.

2.	Review the Transaction List for the file. The Transaction List provides you with a summary of the amounts being posted for each invoice on which a retainage amount was included. Note that the account to which the amount is being posted is the Accounts Receivable Account you defined for the specified invoice section in Invoice Mapping Accounts Maintenance.

3.	Post the invoice data entry file created when you billed retainage through Interactive Billing.

4.	Review the Invoice Posting Log. The Invoice Posting Log displays the retainage amounts posted to the database in the Retainage column of this report. In the General Ledger Posting Summary section, the Invoice Posting Log lists the amounts posted to each retainage and accounts receivable account for this invoice section as established in Invoice Mapping Accounts Maintenance.

5.	When the client sends you a check paying the retainage amount requested, enter a cash receipt for the retainage amount.

6.	Post the cash receipt file.

7.	Run the A/R Ledger, A/R Aged, and desired Project Reports.


Displaying Retainage on Reports

Accounts Receivable

You can select to display retainage amounts on all of the accounts receivable reports. Please review the following topics to review the retainage options you have when generating these reports:

 Aged Accounts Receivable

 Accounts Receivable Ledger

 Accounts Receivable Statement

Project Reports

Retainage amounts appear on the Office Earnings report and in the Financial Analysis section of the Project Progress report. Please review the following topics to review how retainage amounts affect the totals on these reports:

 Office Earnings Report

 Project Progress Report

Invoice Register

A new column, Retainage, appears on the invoice register. This column lists the total retainage by invoice. For more information, see Invoice Register.


Using the Retainage Feature Without the Billing Module

Since the option to enable retainage appears on the General System Setup Maintenance form, you can enter retainage amounts even if you do not have the Billing Module.

To track and include retainage on your invoices manually, perform the following steps:

 Enable the option in System Setup Maintenance.

 Set up accounts for retainage.

 Map your retainage accounts in Invoice Mapping Accounts Maintenance.

 Enter retainage for a project in invoice data entry and post the file.


Entering Retainage Amounts in Invoice Data Entry

You can manually enter retainage amounts in Invoice Data Entry for your invoices. This feature is useful if you want to track retainage amounts, but do not have the Billing module installed.

To enter retainage amounts in Invoice Data Entry, perform the following steps:

1.	Ensure that the retainage feature is enabled, the proper accounts are established, and the accounts are mapped appropriately in Invoice Mapping Accounts Maintenance.

2.	Enter an invoice as usual through Invoice Data Entry. Enter the full amount of the invoice (including the retainage amount).

3.	Enter the retainage amount (as a negative value) in the retainage column of Invoice Data Entry.

4.	Post the Invoice Data Entry file. For more information, see the topic titled Posting Invoices.

Note

Retainage amounts should always be entered as negative values, since the amounts are being withheld from an invoice until you decide to bill them.


Billing Retainage Amounts in Invoice Data Entry

You can manually bill retainage amounts in Invoice data entry.

To bill retainage amounts in Invoice data entry:

1.	Enter an invoice as usual through Invoice Data Entry.

2.	Change the revenue account number to the retainage account number.

3.	Enter the retainage amount (as a positive amount) in the retainage column of Invoice Data Entry.

4.	Post the Invoice Data Entry file. For more information, see Posting Invoices.


Recording Retainers Manually

If you want to record retainers manually, listed below are suggested options.

Option 1: Record retainer as liability

1.	Post a cash receipt to record the retainer when it is received and distribute it to a retainer account, something in the 200 range of accounts (liabilities). The cash receipt will make the following entry (the ** indicates an automatic posting):

Account	Debit	Credit

CR:	Checking Account**	101.00	$100

Retainer Account	222.00	$100.00

Note that the year-to-date General Ledger can assist you in tracking the amounts in the retainer account.

2.	Post the final invoice when the project is completed. If Advantage Billing is installed, the invoice will have to be edited (with the edit invoice in Microsoft Word feature) to reflect the retainer amount that was received and that the full amount is not due. However, when the invoice is accepted, accept it for the original full amount (not the original amount less the retainer). The invoice posting makes the following automatic entry:

Account	Debit	Credit

IN:	Accounts Receivable**	111.00	$500

Billed Fee Revenue	401.00	$500.00

3.	When the payment is received from the client, record it by entering a cash receipt for the original amount of the invoice (not the original amount less the retainer), and distribute it to the accounts receivable account. The cash receipt positing will make the following entry:

Account	Debit	Credit

CR:	Checking Account**	101.00	$500

Accounts Receivable	111.00	$500.00

The above posting removes the invoice from the Accounts Receivable Ledger.

4.	On the same cash receipt form, enter a negative cash receipt for the amount of the retainer, and distribute it to the retainer account. This will clear out the 200 retainer account, and make the following posting.

Account	Debit	Credit

CR:	Retainer Account	222.00	$100

Checking Account**	101.00	$100.00

Option 2: Record cash receipt on Accounts Receivable Ledger

1.	Replace Step 1 in Option 1 as follows:

Post a cash receipt to record the retainer when it is received and distribute it to the Accounts Receivable account, 111. The cash receipt will make the following entry (the ** indicates an automatic posting):

Account	Debit	Credit

CR:	Checking Account**	101.00	$100

Accounts Receivable	111.00	$100.00

This will result in a negative balance on the Accounts Receivable Ledger / Aging report and facilitate the tracking of the retainer. It will, however, continue to be aged on the Aged Accounts Receivable report as any other balance. A "dummy" invoice number, for example 9999, could be used for retainer accounts.

2.	Follow Steps 2 – 4 on Option 1, substituting account number 222.00 with 111.00.


Overview of the Billing Template Editor

The Billing Template Editor lets you create custom invoice templates for your firm. Use this feature to create custom invoice templates for each section of the invoice and assign them to a main invoice template.

There are two versions of the Billing Template Editor, the Professional Edition and the Standard Edition.

•	The Professional version is a full version that allows you the flexibility to make advanced modifications to templates, using Access 2002 or 2003.

•	The Standard version provides an easy to use interface to quickly make most of the minor changes you require to invoice templates.

•	Both versions run on Access 2002 or Access 2003.

There are slight functionality differences between the Professional and Standard Editions, and some limitations in the Standard Edition. Most of the topics listed below provide details about procedures common to both the Professional and Standard Editions, exceptions are noted.  Please refer to the Overview of the Billing Template Editor Standard Edition to learn about the features and limitations specific to the Standard version.

Note that if you created templates in earlier versions of Advantage using the Enhanced Billing Template Editor, you can use your templates in the Billing Template Editor Standard Edition.

What do you want to do?

Accessing the Billing Template Editor

Assigning templates to the Main Invoice template

Restoring default templates (Professional Edition)

Selecting a template

Create a new custom invoice template.

Edit an existing invoice template.

Preview a sample invoice with your changes.

Assigning Templates to the Main Invoice Template

Saving an invoice template  (Professional Edition)

Delete an invoice template.

Export the main custom invoice templates to the Advantage database.

 Related Topics


Accessing the Billing Template Editor
Accessing the Billing Template Editor Professional Edition

Prior to creating/modifying templates, you must connect to the default invoice templates shipped with the Advantage software.

To work with the Billing Template Editor:

1.	Select Programs, Advantage 8.0, Billing Template Editor Professional from the Start menu. Advantage displays the Custom Templates form.

2.	Click on the Edit Billing Templates button to begin using the Billing Template Editor. Advantage displays the Billing Template Maintenance form.

3.	Create, modify, or delete billing templates as desired.

 Note

 Related Topics


Restoring Default Templates

The process below applies to the Billing Template Editor Professional Edition. Please refer to the Restore Default options if you are using the Billing Template Editor Standard Edition.

1.	Select Programs, Advantage 8.0, Billing Template Editor Professional from the Start menu. Advantage displays the Custom Templates form.

2.	Click on the Edit Billing Templates button to begin using the Billing Template Editor. Advantage displays the Billing Template Maintenance form.

3.	Click on the Restore Defaults button.

Advantage prompts you for the location of your default billing templates. For Advantage Version 8.0, templates are stored in the AdvDef80.mdb file. If you installed Advantage software in C:\Adv80, you would enter:

C:\program files\Deltek\advantage\80\advdef80.mdb

at this prompt.

If you decide to move your Advantage database at a later point, you must reconnect to the default invoice templates.


Selecting a Template

When you begin using the Billing Template Editor, the only templates available to you are the Default templates shipped with Advantage.

As you create your own versions of these templates, more options will appear in each of the invoice sections’ drop down lists.

To select a template:

1.	Select Programs, Advantage 8.0, Billing Template Editor (Professional or Standard) from the Start menu. Advantage displays the Custom Templates form.

2.	Click on the Edit Billing Templates button to begin using the Billing Template Editor. Advantage displays the Billing Template Maintenance form.

When you open this form, each field should display the word Default. If not, you must connect to the templates shipped with the Advantage software prior to creating a new custom billing template.

3.	Click on the drop down arrow for the section you want to customize and select the desired template.


Creating a New Billing Template

The Billing Template Editor lets you create new billing templates based on an existing template. In order to create a new custom billing template, you must copy an existing template.

To create a new billing template:

1.	Select Programs, Advantage 8.0, Billing Template Editor (Professional or Standard) from the Start menu. Advantage displays the Custom Templates form.

2.	Click on the Edit Billing Templates button to begin using the Billing Template Editor. Advantage displays the Billing Template Maintenance form.

When you open this form, each field should display the word Default. If not, you must connect to the templates shipped with the Advantage software prior to creating a new custom billing template.

3.	Click in the field of the invoice section to create a new custom invoice template.

4.	Click on the Copy Template button. Advantage displays the Create New Template form.

5.	Enter a name for the new invoice template. Advantage opens the new invoice template.

6.	Edit the template as desired.

 Note


Modifying an Existing Billing Template

To edit an existing billing template:

1.	Select Programs, Advantage 8.0, Billing Template Editor (Professional or Standard) from the Start menu. Advantage displays the Custom Templates form.

2.	Click on the Edit Billing Templates button to begin using the Billing Template Editor. Advantage displays the Billing Template Maintenance form.

3.	Select the template for the invoice section to modify.

4.	Click on the Edit Template button. Advantage opens the billing template.

5.	Edit the template as desired.

 Note


Adding Text to a Billing Template

You can easily add descriptions, labels, comments, and other text to an invoice template. For example, you may want to add labels to your multipliers.

To add text to a template:

1.	Select Programs, Advantage 8.0, Billing Template Editor (Professional or Standard) from the Start menu. Advantage displays the Custom Templates form.

2.	Click on the Edit Billing Templates button to begin using the Billing Template Editor. Advantage displays the Billing Template Maintenance form.

3.	Select the template to which to add text.

4.	Click on the Edit Template button. Advantage opens the billing template.

5.	Click on the text button [image] in the Toolbox. If the Toolbox is not displaying, select View, Toolbox from the main menu.

6.	Click on the area of the template where you want to insert the text.

7.	Type the text you want to appear on the invoice.

8.	Save your work, then exit from the billing template.

9.	Click on the Preview Invoice button to preview the changes.


Changing/Deleting Text on a Billing Template

You can easily change and/or delete the text on an invoice template. For example, you may want to add labels to your multipliers.

To add text to a template:

1.	Select Programs, Advantage 8.0, Billing Template Editor (Professional or Standard) from the Start menu. Advantage displays the Custom Templates form.

2.	Click on the Edit Billing Templates button to begin using the Billing Template Editor. Advantage displays the Billing Template Maintenance form.

3.	Select the template to which to change/delete text.

4.	Click on the Edit Template button. Advantage opens the billing template.

5.	Select the text to change/delete.

6.	Type the modifications to the text or delete the text.

7.	Save your work, then exit from the billing template.

8.	Click on the Preview Invoice button to preview the changes.


Modifying the Layout of a Billing Template

You can modify the layout of your invoice by moving information to the desired location on the invoice template.

To modify the layout of a billing template:

1.	Select Programs, Advantage 8.0, Billing Template Editor (Professional or Standard) from the Start menu. Advantage displays the Custom Templates form.

2.	Click on the Edit Billing Templates button to begin using the Billing Template Editor. Advantage displays the Billing Template Maintenance form.

3.	Select the template to which to modify the layout.

4.	Click on the Edit Template button. Advantage opens the billing template.

5.	Select the text or invoice section to move.

6.	Drag the text or invoice section to move to the desired location.

7.	Save and exit from the billing template.

8.	Click on the Preview Invoice button to preview the changes.


Saving an Invoice Template

The process below applies to the Billing Template Editor Professional Edition. Please refer to the Save Template feature if you are using the Billing Template Editor Standard Edition.

After you finish creating your custom invoice template, you must save it. To save your template, select Save from the File menu. Since you actually assign the sub-template to the main template in three different locations, you must save these templates according to:

•	Units

•	Taxes

•	Interest

•	Accounts Receivable

•	Retainage

•	Billings-to-Date

When saving your custom invoice template, use:

•	The name plus the letters PR for the project footer. For example, billIntPR.

•	The name plus the letters BG for the billing group. For example, billIntBG.

For more information, see Assigning Templates to the Main Invoice Template.


Assigning Templates to the Main Invoice Template

Once you create the custom invoice templates for each section of invoice, you must assign the templates to a main invoice template.

To assign section templates to a main invoice template:

1.	Select Programs, Advantage 8.0, Billing Template Editor (Professional or Standard) from the Start menu. Advantage displays the Custom Templates form.

2.	Click on the Edit Billing Templates button to begin using the Billing Template Editor. Advantage displays the Billing Template Maintenance form.

3.	Select the Main Invoice template to assign section templates or create a new Main Invoice template.

4.	Click on the Edit Template button. Advantage displays the current layout of the Main Invoice template.

5.	In the Detail section of the report layout, locate the section for which you want to assign a different template.

6.	Click on the text and type in the name of the original template to use when calculating the invoice for this section.

7.	In the BillProject Footer section of the report layout, locate the section for which you want to assign a different template.

8.	Click on the text and type in the name of the template, with the PR postscript. See Saving an Invoice Template.

9.	In the Report Footer section of the report layout, locate the section for which you want to assign a different template.

10.	Click on the text and type in the name of the template, with the BG postscript. See Saving an Invoice Template.


Deleting a Custom Billing Template

You can delete a billing template from the Billing Template Editor program by clicking on the Delete Template button. If you delete a billing template after you have exported it to your Advantage database (AdvSQL80.mdb), the system does not remove the template. This routine is useful to delete templates that you have not yet exported to Advantage.

To delete a custom billing template:

1.	Select Programs, Advantage 8.0, Billing Template Editor (Professional or Standard) from the Start menu. Advantage displays the Custom Templates form.

2.	Click on the Edit Billing Templates button to begin using the Billing Template Editor. Advantage displays the Billing Template Maintenance form.

3.	Select the template for the invoice section to delete.

4.	Click on the Delete Template button. Advantage deletes the billing template from the Billing Template Editor.


Previewing Your Custom Billing Templates

To preview template modifications prior to exporting your custom billing templates:

1.	Select Programs, Advantage 8.0, Billing Template Editor (Professional or Standard) from the Start menu. Advantage displays the Custom Templates form.

2.	Click on the Edit Billing Templates button to begin using the Billing Template Editor. Advantage displays the Billing Template Maintenance form.

3.	Select the template to preview.

4.	Click on the Preview Invoice button.

Advantage generates an invoice using the templates specified for each individual section. The system uses a ‘dummy’ project (Project 92005.00 - City Hall) when creating the invoice.


Exporting Your Custom Billing Templates

When you finish creating/modifying the custom billing invoice template, you must export the templates to the Advantage database (AdvSQL80.mdb).

To export a template:

1.	Close the Advantage application if you are using the Billing Template Editor Professional Edition.

If you are using the Billing Template Editor Professional, the Template Editor does not allow you to have Advantage open while exporting templates. If you do not close Advantage before exporting, when you attempt to export, you will receive an error message asking you to close Advantage. You can keep Advantage open if you are using the Billing Template Editor Standard Edition.

2.	Select Programs, Advantage 8.0, Billing Template Editor (Professional or Standard) from the Start menu. Advantage displays the Custom Templates form.

3.	Click on the Edit Billing Templates button to begin using the Billing Template Editor. Advantage displays the Billing Template Maintenance form.

4.	Click on the Export button. Advantage displays the Export Templates form.

5.	Ensure the path listed in the Templates in field is pointing to your Advantage program file (AdvSQL80.mdb).

6.	Select the billing templates that you created or modified.

7.	Click on the Export button. Advantage exports the custom billing templates to Advantage.

 Note


Troubleshooting Billing Template Issues

Changes not appearing on all workstations

Copy the file named AdvsSQL80.mdb into the network drive where your database resides. All changes to billing templates should be made in the network copy of this file. To avoid confusion, you should delete the AdvSQL80.mdb file on your local drive.

Blank screen when editing a template

You may not have the correct version of Microsoft Access. The Billing Template Editor will only work with Microsoft Access 2002 or 2003.

In order to use the Billing Template Editor, you must have a full-use copy of Microsoft Access 2002 or 2003installed on your workstation. Please note that the full-use copy of Microsoft Access 2002 or 2003 only needs to be installed on the workstation upon which you are running the Billing Template Editor. In addition, the Microsoft Access 2002 or 2003 software only needs to be installed once; it does not have to be reinstalled when you install Advantage updates.


Tips on Creating Billing Templates

Before creating a billing template, review this list of tips that will make the process of creating a billing template easier.

•	Lots of new features have been added to Advantage with each new release, to reduce the need for creating custom billing templates. Before beginning, make sure Advantage does not currently include the feature.

•	Making fields invisible can cause problems later, make the text color of these fields white instead.

•	When you move or resize a control, don’t forget to comment out the lines of code to which it references. To get around this, create new labels with new names and make the original’s foreground text white.

•	Never, never delete a control! Make the text white instead.

•	When you are making a system-wide change (for example, changing the default font), don’t forget to change all the subreports as well.

•	If you change the OAR subreport, do not make a copy for BG and PR. You should redo the changes that affect the subreport.

•	If you increase the right margin of a report, Advantage creates a second horizontal page. Be careful not to resize the margin!

•	To make more room for logos and other firm-specific information, make the left and/or right margins smaller.

•	You can move multiple fields at once, by holding down the <Ctrl> key, selecting the individual fields, and moving them to the new location.

•	Use the Format menu options to align fields, make spacing equal between fields, and size fields equally.

•	Review the functions you can use in the Billing Template Editor. They will make the process easier.


Using Functions in Billing Templates

The following functions can be used in the Billing Template Editor. To view any of these functions, select Tools, Options from the main menu. Then, click on the View tab and select the Hidden Objects option in the Show box.

Public Function GetInvoiceTotal() As Double

Returns the invoices grand total. To use, set the control source to:

=GetInvoiceTotal()

Public Function GetSectionTotal(Optional Project, Optional Task, Optional Section, Optional Subsection) As Double

Returns invoice totals by section (for example, L=Labor and C=Consultants). To use, set the control source to:

=GetSectionTotal(BillProject, BillTask, "L")

Public Function GetProjectTotal() As Double

Returns subproject invoice totals for billing groups. To use, set the control source to:

=GetProjectTotal(BillProject)

Public Function GetTaskTotal() As Double

Returns task invoice totals. To use, set the control source to:

=GetTaskTotal(BillProject, BillTask)


Project Client

Required. The name of the client as defined at the Client field in Project Table Maintenance appears for your reference. You cannot change the client in Billing Terms Table Maintenance.

If you are setting up default billing terms for your projects or default billing terms to use when you post data for project reports at billing rates, this field is grayed out. You cannot have a default client for default billing terms.


Use Client Address

This option links the project’s billing address to the client address specified for the project in Project Table Maintenance.

When you select this option, the system:

1.	Looks in Project Table Maintenance for the client number specified for the project.

2.	If it finds a client, it looks for the address code specified for the project.

3.	It displays the corresponding contact/address in the project’s Billing Terms Table Maintenance form.

When you select the Use Client Address option, the Address fields are grayed out and cannot be edited. The address appears for your reference only.


Address Line 1

The system displays the value in the Address 1 field of Client Table Maintenance for the client associated with this project.

If the Use Client Address option is selected for this project, you cannot modify this value. You must modify it in Client Table Maintenance.

If the Use Client Address option is not selected for this project, you can modify the first address line as desired. If you modify the first address line in Billing Terms Table Maintenance, the system will not update Client Table Maintenance with the change.

You cannot enter address lines for default project billing terms or default project reporting billing terms. Address fields cannot have default values.


Address Line 2

The system displays the value in the Address 2 field of Client Table Maintenance for the client associated with this project.

If the Use Client Address option is selected for this project, you cannot modify this value. You must modify it in Client Table Maintenance.

If the Use Client Address option is not selected for this project, you can modify the second address line as desired. If you modify the second address line in Billing Terms Table Maintenance, the system will not update Client Table Maintenance with the change.

You cannot enter address lines for default project billing terms or default project reporting billing terms. Address fields cannot have default values.


Address Line 3

The system displays the value in the Address 3 field of Client Table Maintenance for the client associated with this project.

If the Use Client Address option is selected for this project, you cannot modify this value. You must modify it in Client Table Maintenance.

If the Use Client Address option is not selected for this project, you can modify the third address line as desired. If you modify the third address line in Billing Terms Table Maintenance, the system will not update Client Table Maintenance with the change.

You cannot enter address lines for default project billing terms or default project reporting billing terms. Address fields cannot have default values.


Address Line 4

The system does not automatically display a value in the fourth address field since Client Table Maintenance only records three address lines for each client.

If the Use Client Address option is selected for this project, this line will not contain a value.

If the Use Client Address option is not selected for this project, you can enter an additional fourth address line for the client, if desired.

You cannot enter address lines for default project billing terms or default project reporting billing terms. Address fields cannot have default values.


City/State/ZIP

The system displays the values in the City, State, and Zip fields of Client Table Maintenance for the client associated with this project.

If the Use Client Address option is selected for this project, you cannot modify these values. You must modify them in Client Table Maintenance.

If the Use Client Address option is not selected for this project, you can modify these values as desired. If you modify the city, state, or zip code in Billing Terms Table Maintenance, the system will not update Client Table Maintenance with your changes.

You cannot enter city, state, and zip code information for default project billing terms or default project reporting billing terms. Address fields cannot have default values.


Country

The system displays the value in the Country field of Client Table Maintenance for the client associated with this project.

If the Use Client Address option is selected for this project, you cannot modify this value. You must modify it in Client Table Maintenance.

If the Use Client Address option is not selected for this project, you can modify this value as desired. If you modify the country in Billing Terms Table Maintenance, the system will not update Client Table Maintenance with the change.

You cannot enter a country for default project billing terms or default project reporting billing terms. Address fields cannot have default values.


Description

If you enter a description, it appears in the header section of the invoice below the project number and name. You can enter as many characters as you want. The system wraps long descriptions onto multiple lines on the invoice.


Invoice Template

Required. Select the main invoice template to use when generating the invoice. Advantage includes four standard main invoice templates:

•	Default — The standard invoice template, including a box in the upper left-hand corner containing the word, "Invoice."

•	DefaultNoLeadZeroes — The Default invoice template, where the invoice number displays without leading zeros.

•	NoInvoiceBox — The Default invoice template without the invoice box in the upper left-hand corner.

•	NoInvoiceBoxNoLeadZeroes — The NoInvoiceBox invoice template, where the invoice number displays without leading zeros.

•	ProjectManager —The Default invoice template with two extra fields, a project manager label and the project manager’s last name, which display beneath the project number and invoice number on the right-hand side of the invoice.

•	ProjMgrNoInvoiceBox – The NoInvoiceBox invoice template with two extra fields, a project manager label and the project manager’s last name, which display beneath the project number and invoice number on the right-hand side of the invoice.

Note: The project manager label is the default label shipped with Advantage. Your firm can tailor this label from the Project Manager label field on the General tab of System Setup Table Maintenance. If your firm has tailored this label, the tailored label displays on the invoice when using the ProjectManager or ProjMgrNoInvoiceBox templates.

If you create your own templates using the Billing Template Editor Professional or Standard edition, they also appear in the list of templates in the Invoice Template field, with the version noted in parentheses next to the template name (for example CustomProject (Standard)).

This field is not required if you are entering Default Billing Terms (Utilities, Setup Table Maintenance, Billing, Default Billing Terms).


Print A/R

Select this option to display a list of outstanding accounts receivable in an additional section, Outstanding Invoices, on the invoice.

For more information on this option, see the topic titled Printing Outstanding Accounts Receivable on Invoices.


Print Billed-to-Date

Select this option to print the billed-to-date amounts for this project on the invoice. Advantage prints an additional section, Billings to date, which includes the current, prior, and total amounts billed for each section of the invoice.

For more information on this option, see the topic titled Printing Billed-to-Date Amounts on Invoices.


Print invoices without current activity

This feature is available for printing both draft and final bills in Interactive or Batch Billing.

If you select this option, Advantage prints an invoice for a project without current billings as long as the project has fee terms established and/or outstanding accounts receivable. Use this feature to identify projects for which fee terms have not been properly updated.


Print Backup Report

Select this option to print the Billing Backup report after invoices are generated for this project through Batch or Interactive Billing.

Click here [image] to see an example of the Billing Backup report.


Timesheet Comments on Backup

Select this option to print timesheet comments on the Billing Backup report. This option is only enabled if you select the Print Backup Report option.


Notes

You can enter notes about this project/invoice by clicking on the Notes button. You can enter up to 255 characters of text in this field; the field will wrap as you type. These notes will not appear on the invoice or in Interactive Billing. They are for your reference only.

If you enter notes for a project through Billing Terms Table Maintenance, the system displays this message next to the Notes button:

**Notes on file**


Labor Method

Required. The labor method determines how Advantage extends labor charges on the invoice. There are five different labor methods:

•	No Labor Billing

•	Rate Times Multiplier

•	Rate Table

•	By Category

•	By Labor Code

For descriptions of these methods, see the topic titled Selecting the Project's Labor Method.


Overtime Method

Required. Enter the method to use when extending overtime charges for labor charged to this project. For more information on methods, see the topic titled Billing Overtime Hours


Multipliers

Enter up to three multipliers to apply when extending labor charges on the invoice. If you are using the Rate Times Multiplier method, you should enter at least one multiplier.  Otherwise, the multiplier will default to 1.00 if all three fields are left at 0.00.

If you are using the Rate Table, By Category, or By Labor Code methods, use these fields to enter any additional markup on labor charges for this project.

For more information on entering multipliers in these fields, see the topic titled How Advantage Applies Multipliers.


Overtime Multiplier
Ovt Multiplier

This multiplier is used with the Bill overtime premium at cost method and the Separate overtime with project multiplier method of billing overtime hours.

Enter the multiplier to apply to any standard overtime labor charges on the invoice. The default for this field is zero, meaning that standard overtime hours are not billed to the client.

If you track secondary overtime hours, use the Ovt-2 Multiplier field to mark up these hours.


Rate Table

f you are using the Rate table, By category, or By labor code method for billing labor charges, enter the labor table to use. The labor table stores the rates for the employees/labor codes that should be billed for this project.


Override Table

If you are using the Rate table, By category, or By labor code method for billing labor charges, enter the labor override table to use (if any) when billing labor for this project. The override table stores exceptions to the employee’s rate in the rate table specified. Select None if not using an override table.


First Labor Sort

Advantage lets you control the sort order and grouping of labor charges on an invoice by setting the First Labor Sort. You can sort labor charges in one of the following ways:

•	None

•	By Name

•	By employee type

•	By Category (table must be specified)

•	By Labor Code (table must be specified)

For more information on sorting labor, see the topic titled Sorting Labor Charges on the Invoice.


First Labor Sort Table

If you specify By category or By labor code as the sort method, you must identify the table from which Advantage will retrieve the information needed.

To associate a sort table with the project, simply click on the drop-down arrow in this box and select the desired table.

You may, but are not required to, use the same category or labor code table for sorting that you used to determine the rates.


Second Labor Sort

Advantage lets you control the sort order and grouping of labor charges on an invoice by setting the Second Labor Sort. You can sort labor charges in one of the following ways:

•	None

•	By Name

•	By employee type

•	By Category (table must be specified)

•	By Labor Code (table must be specified)

For more information on sorting labor, see the topic titled Sorting Labor Charges on the Invoice.


Second Labor Sort Table

If you specify By Category or By Labor Code as the sort method, you must identify the table from which Advantage will retrieve the information needed.

To associate a sort table with the project, simply click on the drop-down arrow in this box and select the desired table.

You may, but are not required to, use the same category or labor code table for sorting that you used to determine the rates.


Timesheet Detail

You can select to display or not to display timesheet detail.

If you do not show labor detail, Advantage prints a summary of total labor. This summary is sorted by category if you are using the By Category method, and by labor code if you are using the By Labor Code method; otherwise, it is a one-line summary of total labor.

If you choose to show detail, Advantage enables the following options:

•	Show Comments - Select this option to print timesheet comments. When you select this option, Advantage prints one line for each employee, including the employee name, hours, rate (if the show rates option is selected), and the extended amount. The comments print on an additional line beneath the employee name. If the same comment is entered on multiple lines for an employee, the comments are consolidated into one line on the invoice. Timesheet lines with different comments are displayed as separate lines on the invoice. Therefore, an employee may appear several times on the invoice.

If you are using the By Labor Code method, one line appears for each employee/comment/labor code combination for which he/she has posted time.

Click here [image] to see an invoice showing comments.

•	Show Dates - Select this option to print timesheet dates. When you select this option, Advantage prints one line for each employee, including the employee name, timesheet date, hours, rate (if the show rates option is selected), and the extended amount. If you selected to print timesheet comments, the comments appear on an additional line beneath the employee name.

Click here [image] to see an invoice showing dates.


Show Rates

Select this option to print the labor rate for each employee, category, or labor code on the invoice. Advantage prints one line including the employee or category name, rate, and the extended amount for each employee/category.

You can further show employee timesheet detail by selecting the Timesheet Detail options.

If you are using the By Labor Code method, one line is displayed for each employee, for each labor code to which he/she has posted time.

Click here [image] to see an invoice showing rates.


Show Multipliers

If you check this box, Advantage displays the explicit multipliers (multiplier factors 2 and 3) before the Total Labor line on the invoice. If you do not check this box, Advantage does not display the explicit multipliers. Instead, the amount is included implicitly in the Total Labor line. For more information on labor multipliers, see the topic titled How Advantage Applies Multipliers.

Note that multiplier factor 1 is automatically built into the cost rate, and is therefore included in the employee’s rate on the invoice.

Click here [image] to see an invoice showing labor multipliers.


Show Overtime Multiplier

This option is relevant only if you are using the Bill ovt premium as cost method of billing overtime hours. If you choose this option, Advantage displays the following information before the Total Labor line on the invoice: the standard or secondary overtime multiplier, the premium amount prior to markup, and the premium amount after markup. If you do not select this option, Advantage displays a line for the overtime premium and the fully marked up billing amount, without showing multipliers or premiums.


Flag Overrides

If you check this box, the system places an asterisk on the invoice next to all rates derived/determined from an override table.


Expense Method

Required. The expense method determines how Advantage extends reimbursable expense charges on the invoice. There are four different expense methods:

•	No expense billing

•	By Account

•	By Category

•	By Vendor

For descriptions of these methods, see the topic titled Selecting the Project's Expense Method.


Expense Multiplier

Enter the multiplier to apply to expenses charged to this project.

If you bill expenses for a project, the system determines the multiplier to apply to the expense charges as follows:

1.	If an expense table is specified at the Table field on the Exp/Con/Unit tab of Billing Terms Table Maintenance, the system looks in the Expense Account Table to find the multiplier to apply to the account.

2.	If no expense table is specified at the Table field on the Exp/Con/Unit tab of Billing Terms Table Maintenance, or if the account is not listed in the Expense Account Table, the system applies the multiplier specified at the Multiplier field on the Exp/Con/Unit tab of Billing Terms Table Maintenance.


Expense Table

If you are billing expenses for this project, enter the expense table to use. The expense table stores the multipliers for the accounts/vendors that should be billed for this project.


Show Detail

You can either show reimbursable/consultant expense transaction detail on the invoice or just view a summary of account activity. To display all reimbursable/consultant expense transaction detail (including transaction type, description, transaction date, etc.), select the Show detail option on the Exp/Con/Unit tab of Billing Terms Table Maintenance.

To show only totals for the account, category, or vendor, do not select the Show detail option on the Exp/Con/Unit tab of Billing Terms Table Maintenance.


Show Multiplier

Select this option to display the reimbursable expense and/or consultant expense multiplier on the project’s invoice.

If you are using the same multiplier for both your reimbursable and consultant expenses, the multiplier prints on the total line. If any of the multipliers differ based on Expense Billing tables, the system calculates and prints the transactions according to the multiplier.


Consultant Expense Method

Required. The consultant expense method determines how Advantage extends consultant expense charges on the invoice. There are five different consultant expense methods:

•	No consultant billing

•	By Account

•	By Category

•	By Vendor

•	Bill as expense

For descriptions of these methods, see the topic titled Selecting the Project's Expense Method.


Consultant Expense Multiplier

Enter the multiplier to apply to consultant expenses charged to this project.

If you bill consultant expenses for a project, the system determines the multiplier to apply to the consultant expense charges as follows:

1.	If an expense table is specified at the Table field on the Exp/Con/Unit tab of Billing Terms Table Maintenance, the system looks in the Expense Account Table to find the multiplier to apply to the account.

2.	If no expense table is specified at the Table field on the Exp/Con/Unit tab of Billing Terms Table Maintenance, or if the account is not listed in the Expense Account Table, the system applies the multiplier specified at the Multiplier field on the Exp/Con/Unit tab of Billing Terms Table Maintenance.


Consultant Expense Table

If you are billing consultant expenses for this project, enter the expense table to use. The consultant expense table stores the multipliers for the accounts/vendors that should be billed for this project.


Unit Method

Required. The unit expense method determines how Advantage extends unit expense charges on the invoice. There are two different unit expense methods:

•	No unit billing

•	Bill Units

For descriptions of these methods, see the topic titled Selecting the Project's Unit Method.


Unit Multiplier

You can apply a single multiplier to the unit transactions. Advantage applies this multiplier after the unit quantity is multiplied by the billing rate per unit.

If you want to bill units at their billing rate, enter a 1.0 multiplier on the Exp/Con/Unit tab of Billing Terms Table Maintenance.


Show Unit Detail

You can determine the level of unit detail to display for each unit individually. If you select the option to Show detail on the Exp/Con/Unit tab of Billing Terms Table Maintenance, the level and type of detail for each unit is based on the settings of the following options in Unit Table Maintenance:

Option	Description
Billing line format	If you select Name only, the unit’s name prints on the invoice. If you select Name and detail, the unit name and transaction description entered in data entry print on the invoice. If you select Detail only, the transaction description entered in data entry prints on the invoice.
Consolidate detail on bill	If you select this option, the detail consolidates into one line for the unit. This option is only available if the Name only billing line format option is selected.
Show date on bill	If you select this option, the transaction date appears on each unit detail line.
Show math on bill	If you select this option, the calculation detail (quantity label @ billing rate) prints on the invoice for each unit detail line.
Consolidate posting detail	If you select this option, the transaction detail within each posting run will be consolidated into one line for each unit.

If you do not select the Show detail option on the Exp/Con/Unit tab of Billing Terms Table Maintenance, all unit billing detail is consolidated into one line on the invoice.


Show Unit Multiplier

If you select the Show multiplier option on the Exp/Con/Unit tab of Billing Terms Table Maintenance, the unit multiplier prints on the invoice.

Since Advantage uses the same multiplier for all of the units, the multiplier is calculated and displayed on the total line.


Fee Method

Required. The fee method determines how Advantage extends fees on the invoice. There are six different fee expense methods:

•	No Fee Billing

•	Overall Percent Complete

•	Percent Complete by Phase as Percent of Fee

•	Percent Complete by Phase as Fixed Amount

•	Cumulative Units or Fee

•	Current Units or Fee

For descriptions of these methods, see the topic titled Selecting the Project's Fee Method.

You cannot specify fee options for default project billing terms or default project reporting billing terms. Fee terms cannot have default values.


Fee Basis

Determines how to calculate the fee for a project. Options are:

•	Based on a lump sum amount.

•	Based on a percentage of construction costs.

•	Based on a unit price.


Fee Lump Sum Amount

If you select to base your fees on a lump sum amount, enter the total fee amount in this field.


Estimated Construction

If you select to base your fees on a percentage of construction costs, enter the estimated construction fee in this field.


Fee Percent

If you select to base your fees on a percentage of construction costs, enter the percentage of the estimated construction costs that should be billed to the client this billing cycle. You should update the percentage each billing cycle.


Unit Quantity

If you select to base your fees on units, enter the total number of units in this field.


Unit Price

If you select to base your fees on units, enter the price per unit.


Unit Label

If you select to base your fees on units, enter the label to use for the units.


Overall Percent Complete
Percent Complete

If you are using the Overall Percent Complete fee method, enter the overall percent complete percentage for this project in the Percent Complete field.


Previous Fee Billing

Enter the total prior fee billings for your projects that have fees defined.

This field only appears if you selected the Enter Prior Fee Billing in Billing Terms option in Billing Setup Table Maintenance.


Phase

If you are using the Percent Complete by Phase as Percent of Fee or the Percent Complete by Phase as Fixed Amount fee method, enter the phase sequence number. This determines the order in which phases print on the invoice.

Phases are user-defined billing components for the project.


Phase Name

Enter the name by which to identify this phase of the project, using up to 40 characters of free text.

Phases are user-defined billing components for the project.


Percent Complete

Indicate the percent complete for each phase and the system calculates the fee for each phase.


Fee

Enter the fee amount for this phase of the project. If you add the fees for each phase, the ending value should equal the total fee negotiated for the project.


Billed-to-date

Enter the amount of the fee billed to the client to date.


Enable invoice posting by phase

Select this option to direct the posting of a project’s phase fees without manually adjusting the invoice. You can direct the posting to:

•	The main project, a subproject, or their tasks, if the project is in a billing group, or

•	A project task, if the project has tasks and is not in a billing group.

For details on using this feature, see Using the invoice posting by phase feature.


Project (Phase Fee Posting)

This column displays the number of the main project in a billing group any time you activate phase fee posting for a project in that billing group. The project’s phase fees will be posted to the main project in the billing group.

Tasks, if any, of the main project appear in a drop-down list in the Task column to the right of this Project column.

If you are posting phase fees for a project that is not in a billing group and that has tasks, this Project column is not displayed.


Task (Phase Fee Posting)

This column contains a drop-down list of the tasks for the project. To direct the posting of a project phase fee to a specific task, select the task from the list.

If you are posting phase fees for a project that has tasks and is not in a billing group, the Project column is not displayed.


Add-on Fees

Select this option if you want to specify add-on fees for this project.


Sequence

Assign the add-on fee a sequence number. The system uses this number when sorting the add-ons in the Additional Fees section of the invoice. The sequence number is for reference purposes only and does not appear on the invoice. You must enter a value in this column.


Description

Enter a description for the add-on fee, using up to 40 characters of free text.


Retainer

Select this option to include retainer information on the project’s invoices. The Use Amt option is selected automatically when you select this Retainer option.

Enter the project’s retainer as a negative amount in the Mult/Amt column.


Use Amount
Use Amt

This option lets you enter an amount rather than a percentage in the Mult/Amt field. You use this feature to enter a project retainer or add-on amount.

When this option is selected, the system ignores entries in the labor, consultants, expenses, fees, units and add-on columns.

The Use Amt option is selected automatically when you select the Retainer option.


Mult/Amt

Specify the add-on percentage or amount to apply.

When the Use Amt option is selected, the Mult/Amt field takes an amount rather than a percentage, and the system ignores any entries in the labor, consultants, expenses, fees, units and add-on columns.


Show Multiplier
Show Mult

Select this option if you want the markup percentage to appear in front of the description on the invoice. For example, 30% of Labor Billing.


Add to Labor Charges

Select this option if you want the add-on calculation to be based on labor billings.


Add to Consultant Charges

Select this option if you want the add-on calculation to be based on consultant billings. This only applies if consultant billings are broken out from other reimbursables.


Add to Expense Charges

Select this option if you want the add-on calculation to be based on expense billings. If consultant billings are broken out from other reimbursables, this only applies to other reimbursables.


Add to Fee Charges

Select this option if you want the add-on calculation to be based on fee billings.


Add to Unit Charges

Select this option if you want the add-on calculation to be based on unit billings.


Add to Add-on Charges

Select this option if you want the add-on calculation to be based on the sum of the previous add-ons. Advantage applies the percentage to all add-ons with lower sequence numbers.


Account

Specify the account to which the add-on fee revenue will be posted.


Consolidate Printing

Select this option to consolidate all tasks (do not show labor, expense, and unit charges broken out by task) when printing the invoice.

You cannot enter task terms for default project billing terms or default project reporting billing terms. Task terms are specified on a project-by-project basis.


Task Terms

Select this option to generate the final invoice using the terms established for the individual tasks. If terms are not established for a task, Advantage uses the project’s billing terms.

You cannot enter task terms for default project billing terms or default project reporting billing terms. Task terms are specified on a project-by-project basis.


Task Rollup Grouping

Enter the position of the task number on which you want to rollup billing detail.

For example, if you select position 1, the system combines the detail (based on the terms for the first task) for all tasks that have the same character in position 1. Assume you have the following tasks for a project:

001
002
003
101
102

The system would display two different sections for the task information:

•	Task 0 lists the combined information for tasks 001, 002, and 003. It uses the label and terms specified for the first task that it matches, in this case task 001.

Click here [image] for an explanation of how Advantage determines what terms to use if no terms are specified for the first task.

•	Task 1 lists the combined information for tasks 101 and 102. It uses the label and terms specified for the first task it matches, in this case, task 101.

Click here [image] for an explanation of how Advantage determines what terms to use if no terms are specified for the first task.

You cannot enter task terms for default project billing terms or default project reporting billing terms. Task terms are specified on a project-by-project basis.


Consolidate Post

Select this option to consolidate the posting of all task information when printing the invoice. If you select this option, you must enter the task that will receive the posted invoice amounts.

You cannot enter task terms for default project billing terms or default project reporting billing terms. Task terms are specified on a project-by-project basis.


Task to Post

If you choose to consolidate the posting of task information when printing the invoice, enter the number of the task to which Advantage should post the invoice amounts.

You cannot enter task terms for default project billing terms or default project reporting billing terms. Task terms are specified on a project-by-project basis.


Limit by Task

Select this option to enforce the upset limits for each task. Otherwise, Advantage will enforce the upset limit for the project totals.

You cannot enter task terms for default project billing terms or default project reporting billing terms. Task terms are specified on a project-by-project basis.


Accounts Receivable by Task

Select this option to print outstanding accounts receivable charges on the invoice by task.

You cannot enter task terms for default project billing terms or default project reporting billing terms. Task terms are specified on a project-by-project basis.


Billing-to-Date by Task

Select this option to print the billings-to-date on the invoice by task.

You cannot enter task terms for default project billing terms or default project reporting billing terms. Task terms are specified on a project-by-project basis.


Interest by Task

Select this option to print the interest charges on the invoice by task.

You cannot enter task terms for default project billing terms or default project reporting billing terms. Task terms are specified on a project-by-project basis.


Tax by Task

Select this option to print the sales tax charges on the invoice by task.

You cannot enter task terms for default project billing terms or default project reporting billing terms. Task terms are specified on a project-by-project basis.


Retainage by Task

Select this option to print the retainage amounts on the invoice by task.

You cannot enter task terms for default project billing terms or default project reporting billing terms. Task terms are specified on a project-by-project basis.


Interest

Enter the interest rate charged each period on overdue invoices for this project.


Grace Period

Enter the period after which overdue invoices become subject to interest charges.


Last Invoice

Required, if you are using the Project numbering method for your invoices (as specified in Billing Setup Maintenance). Enter the number of the last invoice generated for this project in the Last Invoice field. You can modify this number at any time. If you leave this field blank, Advantage enters a zero (0) in this field.

This field is not enabled if you selected the Firmwide numbering method for your invoices.


Tax Codes

Enter the codes for up to three taxes to be applied to the various billings on the invoice.


Invoice Footer

You can enter a footer message to print at the end of this project’s invoice. To do this, enter the desired text to print in the Invoice footer field.


Limit Method

The upset limit method determines how Advantage displays upset limits on the invoice. There are five different upset limit methods:

•	No limits

•	Aggregate Limit

•	Individual Limits

•	Print individual limits - Calculate aggregate for sections with limits

•	Print individual limits - Calculate aggregate for all sections

For descriptions of these methods, see the topic titled Selecting the Project's Upset Limit Method.


Labor Limit

Enter the limit up to which labor charges may accrue for this project.


Consultant Limit

Enter the limit up to which consultant expense charges may accrue for this project.


Expense Limit

Enter the limit up to which reimbursable expense charges may accrue for this project.


Unit Limit

Enter the limit up to which unit expense charges may accrue for this project.


Add-on Limit

Enter the limit up to which add-on fee charges may accrue for this project.


Fee Limit

Enter the limit up to which fee charges may accrue for this project.


Retainage

Select this option if you want to specify retainage terms for this project. When you select this option, the system enables the remaining fields in this section.


Percent

Enter the percentage to apply as the retainage amount on the invoice. You can then select the individual sections of the invoice to which you want to apply retainage amounts.

Retainage is usually based on a percent of the entire invoice, often around 10%.


Limit

As with the other sections of the invoice, you can determine whether or not there is a maximum amount of retainage that can be applied to this project.

Enter the maximum dollar amount of retainage that can be generated for this project.


Apply Retainage to Labor Section

Select this option to apply the retainage percentage to the labor section of your invoice.


Apply Retainage to Expense Section

Select this option to apply the retainage percentage to the Reimbursable Expenses section of your invoice.


Apply Retainage to Consultant Section

Select this option to apply the retainage percentage to the consultant expenses section of your invoice.


Apply Retainage to Fee Section

Select this option to apply the retainage percentage to the fee section of your invoice.


Apply Retainage to Unit Section

Select this option to apply the retainage percentage to the unit section of your invoice.


Apply Retainage to Add-on Section

Select this option to apply the retainage percentage to the Add-on Fees section of your invoice.


Fee Invoice Account

Enter the revenue account to which to post amounts for the project’s fee charges. Entering an account number in this field overrides the system-level account for fees and allows you to direct the fee charges for the project to a separate revenue account.

Entering an account number in this field will not change the system-level account; it will only apply to the selected project. If you do not enter an account here, Advantage uses the system-level revenue account for fees as specified in Billing Setup Maintenance.


Labor Invoice Account

Enter the revenue account to which to post amounts for the project’s labor charges. Entering an account number in this field overrides the system-level account for labor and allows you to direct the labor charges for the project to a separate revenue account.

Entering an account number in this field will not change the system-level account; it will only apply to the selected project. If you do not enter an account here, Advantage uses the system-level revenue account for labor as specified in Billing Setup Maintenance.


Consult Invoice Account

Enter the revenue account to which to post amounts for the project’s consultant charges. Entering an account number in this field overrides the system-level account for consultants and allows you to direct the consultant charges for the project to a separate revenue account.

Entering an account number in this field will not change the system-level account; it will only apply to the selected project. If you do not enter an account here, Advantage uses the system-level revenue account for consultants as specified in Billing Setup Maintenance.


Expense Invoice Account

Enter the revenue account to which to post amounts for the project’s expense charges. Entering an account number in this field overrides the system-level account for expenses and allows you to direct the expense charges for the project to a separate revenue account.

Entering an account number in this field will not change the system-level account; it will only apply to the selected project. If you do not enter an account here, Advantage uses the system-level revenue account for expenses as specified in Billing Setup Maintenance.


Unit Invoice Account

Enter the revenue account to which to post amounts for the project’s unit charges. Entering an account number in this field overrides the system-level account for units and allows you to direct the unit charges for the project to a separate revenue account.

Entering an account number in this field will not change the system-level account; it will only apply to the selected project. If you do not enter an account here, Advantage uses the system-level revenue account for units as specified in Billing Setup Maintenance.


Add-on Invoice Account

Enter the revenue account to which to post amounts for the project’s add-on fee charges. Entering an account number in this field overrides the system-level account for add-on fees and allows you to direct the add-on fee charges for the project to a separate revenue account.

Entering an account number in this field will not change the system-level account; it will only apply to the selected project. If you do not enter an account here, Advantage uses the system-level revenue account for add-ons as specified in Billing Setup Maintenance.


Main Project

Required. Specify the main project for this billing group. This project can be any one of the individual projects to bill together.

This project must have billing terms already set up in Billing Terms Table Maintenance.

You can select the project from the Select field or using the Lookup button. See Navigating in Billing Table Maintenance for more information.


Sub-Projects

Specify the sub-projects that make up the billing group. To add sub-projects to your billing group, click in the SubProject column. When you do this, Advantage automatically adds the main project to the list. You can then add any other projects to this list. Note that each project must already exist in Project Table Maintenance before you can add it here.

Notes

•	When you specify sub-projects for a billing group, the projects do not need to have a common numbering format.

•	When adding sub-projects, do not click on the Add button. Doing this will create a new billing group.

•	Double-click in this field to retrieve a list of the available projects in your database.


Consolidate Printing

Select this option to consolidate all subprojects in a billing group when printing the invoice. When you consolidate printing, the main project’s billing terms are used to calculate the invoice. You cannot use Separate billing terms to calculate the invoice.

You must select the Consolidate Printing option if you are posting phase fees for a project that is in a billing group.

If you do not select Consolidate Printing, but select Separate billing terms, Advantage uses the project’s billing terms to calculate the invoice. If no billing terms are specified for the project, no invoice is calculated.

If you select neither Consolidate Printing nor Separate billing terms, Advantage calculates the invoice using the billing terms of the billing group’s main project. If the main project has subprojects or tasks, the invoice displays amounts at those levels.


Separate Terms

Select this option to generate the final invoice using the terms established for the individual projects making up the group. If terms are not established for individual projects, Advantage uses the main project’s billing terms.

This option lists labor and expense amounts for each sub-project on the invoice.


Consolidate Posting

Select this option if you want to consolidate the posting of revenue and accounts receivable invoice amounts to the main project. If you do not select this option, Advantage posts the revenue and accounts receivable amounts to the corresponding projects.


Overal Limit for Group
Overall Limit for Group

Select this option to use the overall upset limit from the main project’s billing terms as the upset limit for the entire group.

If you do not select this option, you can specify upset limits for each project in the billing group. These upset limits must be defined in the sub-project’s billing terms, and are only applied to the specific sub-project.


Print A/R by

To print outstanding accounts receivable charges on the invoice for the entire billing group (i.e., only one outstanding invoice section for the entire invoice), select Group. This option prints outstanding accounts receivable charges at the end of the invoice.

To print outstanding accounts receivable charges on the invoice by project (i.e., each project will display an outstanding invoice section), select Project. This option prints outstanding accounts receivable charges after each project.


Print billed-to-date by

To print billed-to-date amounts on the invoice for the entire billing group (i.e., only one Billings-to-Date section for the entire invoice), select Group. This option prints billed-to-date amounts at the end of the invoice.

To print billed-to-date amounts on the invoice by project (i.e., each project will display a Billings-to-Date section), select Project. This option prints billed-to-date amounts after each project.


Print interest by

To print interest charges on the invoice for the entire billing group (i.e., only one interest amount for the entire invoice), select Group. This option prints interest charges at the end of the invoice.

To print interest charges on the invoice by project (i.e., each project will display an interest amount), select Project. This option prints interest charges after each project.


Print tax by

To print sales tax charges on the invoice for the entire billing group (i.e., only one sales tax amount for the entire invoice), select Group. This option prints tax charges at the end of the invoice.

To print sales tax charges on the invoice by project (i.e., each project will display a sales tax amount), select Project. This option prints tax charges after each project.


Print retainage by

To print retainage amounts on the invoice for the entire billing group (i.e., only one retainage amount for the entire invoice), select Group. This option prints retainage amounts at the end of the invoice.

To print retainage amounts on the invoice by project (i.e., each project will display a retainage amount), select Project. This option prints retainage amounts after each project.


Table Number

Enter a number by which to identify this table, using up to 5 numeric characters. Note that the table number you enter must be between 1 and 32,767.


Table Name

Enter a name for the table. The name appears in place of the table number on all drop-down lists in Billing Terms Table Maintenance.

For example, Table 1 - 1998 Labor Rate Schedule would appear as 1998 Labor Rate Schedule in the drop-down list.


Employee

Enter the desired employee(s) to include in this table. To obtain a list of the employees in your database, double-click in this field.

When you enter an employee number in the Employee field, the employee’s name appears in the Name field for reference. You cannot change the employee name.


Employee Name

When you enter an employee number in the Employee field, the employee’s name appears in this field for reference. You cannot change the employee name.


Category Number

For labor category tables, enter the number by which to identify this category. In Employee Table Maintenance, you can assign employees to billing categories to facilitate labor billing by category.


Description

For Labor Category Tables, enter a name for the category. The category name appears on your invoices when you choose by Category as your labor sorting option (on the Labor tab of Billing Terms Table Maintenance). Each employee is then listed under his respective category.

For Labor Code Tables, enter a description for this category of labor. If you are sorting by labor code, any labor with this labor code will sort under this description.

For Expense Category Tables, enter a name for the category.


Rate

Enter the employee, category, or labor code rate for this billing table.

The rate is used by the system to extend hours on the invoice. The system multiplies the rate by the number of hours an employee charged to the project being billed to obtain the billable amount.

If an additional multiplier is specified on the Labor tab of Billing Terms Table Maintenance, the system applies the multiplier to the previous amount to yield the total billable amount. Multipliers are not typically specified when using a billing table method.


Category Sequence

Enter a number by which to sort categories on the invoice, using up to 5 numeric characters. Note that the number you enter must be between 1 and 32,767.

The category sequence number will not appear on the generated invoice.


Employees in Category

Enter the employees to assign to this category. You can double-click in the Employee field to receive a lookup of employees in your database.

When you enter an employee number in the Employee field, the employee’s name appears in the Name field for reference. You cannot change the employee name.


Labor Code Mask

Define your labor code masks. Fill the mask up to the length of your firm's labor code. For example, if all labor coded with a 2 as the second level should be charged a specific rate, enter ?2??.

Labor code wildcards let Advantage match on specific levels of the labor code. In Advantage, wildcards are denoted by a question mark (?). A question mark indicates to the system that the level can have any value defined.

Note

You should enter labor code masks and wildcards consistently; i.e., you should only define labor code masks for one labor code level. For example, if you define a labor code mask as A???, you should define all other labor code masks according to level one, as B???, C???, D???, etc.

Advantage displays a warning if you enter an inconsistent labor code. If you continue, the system chooses the first match on the labor code. In other words, if you entered two labor code masks, A??? and AC??, and two transactions are coded to labor codes A041 and AC13, the system uses the rate and information entered for labor code mask A??? for both transactions.


Rate Type

The rate type is only used with the Rate Times Multiplier method; the other methods ignore this flag. Although the rate is typically considered a billing rate on the other methods, the system applies any non-zero multipliers.

Specify one of the following rate types if the override table is to be used with a Rate Times Multiplier project:

•	B - Indicates that the rate you entered is a billing rate. The system does not apply multipliers on a Rate Times Multiplier project.

•	C - Indicates that the rate you entered is a cost rate. The system applies any non-zero multipliers.

•	M - Indicates that the rate you entered is the employee's maximum allowable cost rate. The system will use the lesser of the employee's job cost rate (in effect when the transaction was posted) on Rate Times Multiplier projects. The system will ignore the flag on all other methods and will use this as the employee's rate. Any non-zero multipliers will be applied.


Category

If you are using the By Category labor method, you may specify the categories to override. When you override the category, the employee is placed in the override category with the rate specified at the Rate field. If no rate is specified, the system uses the rate assigned to the category. You cannot use this field to override the rate for an entire category.


Account

Enter the account(s) for which you want to apply a specific multiplier. This account can be a reimbursable or direct expense account.

In Expense Category Table Maintenance, with the record selector placed on a specific category, enter the accounts to include in that category. You can enter one or more accounts in each category. If you enter a direct account number, the account becomes billable.


Account Name

When you enter an account number, the name appears in this field for reference purposes. You cannot modify the account name.


Multiplier

Enter the multiplier to apply to the associated account, category, or vendor. Enter 1.0 to bill the account at cost.


Vendor

Enter the vendor number. Double-click in this field to receive a lookup of the vendors in your database.


Vendor Name

When you enter a vendor number, the vendor’s name appears in this field for reference. You cannot modify the vendor name.


Code

Required. Enter a code by which to identify this tax, using up to 3 alphanumeric characters. If your state has more than one sales tax (e.g., each county is different), you might use the first two characters to identify the state and the third to identify the county.

You can select these codes and apply them to individual projects on the Misc tab of Billing Terms Table Maintenance.


Description

Required. Enter a description for this tax code, using up to 40 characters of free text.


Rate

Optional. Enter the rate at which to apply this tax. You do not enter this number as a percentage; if the rate is 5%, simply enter 5 in this field (not .05).


Account

Required. Identify the account that will be credited when this tax is applied during the Accept Invoice process.

The default account number for this field is 401.00, Billed Fee Revenue; however, you can specify any asset, liability, revenue, or other charges account.

If you enter a revenue account, your project revenue appears higher after you post the invoice. If you use a liability account, Advantage does not include the sales tax amount in project billings or revenue figures. When using a liability account, the typical general ledger entry following the invoice posting would be a cash disbursement debiting the Sales Tax Payable account (the account you enter in this field).


Apply to labor billing

Required. Select this option if the tax applies to labor charges.


Apply to consultant billing

Required. Select this option if the tax applies to consultant charges.


Apply to expense billing

Required. Select this option if the tax applies to expense charges.


Apply to fee billing

Required. Select this option if the tax applies to fee charges.


Apply to unit billing

Required. Select this option if the tax applies to unit charges.


Apply to add-on billings

Required. Select this option if the tax applies to add-on charges.


Project

Required. Advantage displays the project number for which you are defining/modifying billing terms. You cannot modify the project number here. To switch projects, click on the Lookup button, or double-click in the Select field to obtain a list of the projects in your database.

If you click on the Add button to define billing terms for a new project, you can enter the project number directly in the Project field or you can double-click in this field to obtain a list of the projects in your database.

When you enter a project number, Advantage automatically displays the project name in the Name field. You cannot modify the project name here.

The Billing Terms Project field is disabled when defining default billing terms or project reporting default terms. Advantage displays the project number as <D> for default terms and <R> or <O> for reporting. These values cannot be modified.


Name

Advantage displays the project name for which you are defining/modifying billing terms. You cannot modify the project name here.


Firm Name

Advantage displays the firm name as entered on the General tab of General System Setup. This field displays for reference purposes only.


Byline

Enter your firm’s byline. The byline prints under the firm name on the first page of your invoices.


Address 1

Enter the first line of your firm’s address, using up to 40 characters of free text.


Address 2

Enter the second line of your firm’s address, using up to 40 characters of free text.


Print Firm Name

Select this option to print your firm’s name on your invoices. You specify the firm name on the General System Setup Maintenance form.

Do not select this option if your invoices print on letterhead or stationery that already has your firm’s name printed.


Print Firm Byline

Select this option to print your firm’s byline, specified at the Byline field.


Print Firm Address

Select this option to print your firm’s address on the first page of your invoices.


Print Project Number

Select this option to print the project number on your invoices.


Print Invoice Number

Select this option to print the invoice number on your invoices.


Combine Project and Invoice

Select this option to print the invoice and project number together. For example, assume you print an invoice for project 92005.00 and the next invoice number is 0000222; Advantage prints 92005.00-0000222.


Print Project Name

Select this option to print the project’s name on the invoices.


Print Invoices with only A/R

Select this option to print an invoice if there are outstanding accounts receivable on file for the project (and no billable detail), and the Print A/R option in the project’s billing terms is selected.

This feature is only used with Batch Billing (both draft and final).


Print Total Now Due

Select this option to display the Total Now Due amount after the Outstanding invoices section of the invoice. This amount represents the amount currently outstanding plus the Total this invoice amount from the current invoice.

If you do not have the Print A/R option selected in the project’s billing terms, this amount will not appear on the project’s invoice.

If you are displaying outstanding accounts receivable by task, the total now due will be listed for each task and not for the total invoice. If you are displaying outstanding accounts receivable by project, the total now due will be listed for the entire invoice.


Address Start (inches)

Required. Enter the number of inches below the standard placement that the address will begin printing. If you enter zero, Advantage does not change the standard address placement.

You can enter a negative number in this field. For example, if you want to move the address up a quarter of an inch, enter -0.25 in this field.


Page 2 Start (inches)

Required. Enter the number of inches below the standard placement that the first line on the second (and subsequent) pages of your invoices will print.

You cannot enter a negative number in this field.


Numbering Method

Required. Enter one of the following options:

•	Firmwide if you are numbering your invoices on a firmwide basis.

•	Project if you are numbering your invoices on a project-by-project basis.


Last Invoice Number

Required. If the Numbering Method is Firmwide, enter the last invoice number used by Advantage.


Invoice Account: Fee

Required. Enter the revenue account number for fee billings. You must enter a revenue account. Note that this account will appear on the Final Invoice Accept form in Interactive and Batch Billing for the appropriate section.


Invoice Account: Labor

Required. Enter the revenue account number for labor billings. You must enter a revenue account. Note that this account will appear on the Final Invoice Accept form in Interactive and Batch Billing for the appropriate section.


Invoice Account: Consult

Required. Enter the revenue account number for consultant expense billings. You must enter a revenue account. Note that this account will appear on the Final Invoice Accept form in Interactive and Batch Billing for the appropriate section.


Invoice Account: Expense

Required. Enter the revenue account number for expense billings. You must enter a revenue account. Note that this account will appear on the Final Invoice Accept form in Interactive and Batch Billing for the appropriate section.


Invoice Account: Unit

Required. Enter the revenue account number for unit billings. You must enter a revenue account. Note that this account will appear on the Final Invoice Accept form in Interactive and Batch Billing for the appropriate section.


Invoice Account: AddOn
Invoice Account: Add-on

Required. Enter the revenue account for add-on fees. You must enter a revenue account. Note that this account will appear on the Final Invoice Accept form in Interactive and Batch Billing for the appropriate section.


Billed-to-Date Label: Fee
Invoice Label: Fee

Enter the label for the fee section of the billings-to-date section of the invoice.


Billed-to-Date Label: Labor
Invoice Label: Labor

Enter the label for the labor section of the billings-to-date section of the invoice.


Billed-to-Date Label: Consult
Invoice Label: Consult

Enter the label for the consultant expense section of the billings-to-date section of the invoice.


Billed-to-Date Label: Expense
Invoice Label: Expense

Enter the label for the expense section of the billings-to-date section of the invoice.


Billed-to-Date Label: Unit
Invoice Label: Unit

Enter the label for the unit section of the billings-to-date section of the invoice.


Billed-to-Date Label: AddOn
Invoice Label: Add-on

Enter the label for the add-ons section of the billings-to-date section of the invoice.


Invoice Label: Tax

The Tax amount is a sum of the entries in the Tax Code fields, in the Miscellaneous tab of Billing Terms Table Maintenance.


Invoice Label: Interest

Use this field to label the Interest field entry, in the Miscellaneous tab of Billing Terms Table Maintenance.


Release Holds Automatically

If you want all Held (H) detail items for a project to be changed automatically to Billable (B) when you accept an invoice, select this option.


Enter Prior Fee in Billing Terms

Select this option to manually enter the prior fee billings-to-date. Otherwise, they are based on actual posted invoice amounts.

See also Updating Previous Fee Billings in Billing Terms.


Include Add-ons when Reporting at Billing Rates

Select this option to include add-on fee charges when calculating billing extensions for project reports at billing rates. This setting lets you include add-ons in the billing extension calculation in postings and the Refresh Billing Extensions utility.


Non-billable Labor Code

Enter the labor code (e.g., A009) or labor code mask (e.g., ???9) that Advantage will consider non-billable. If employees enter this labor code combination on their timesheet, their billing rate for the timesheet line item is 0.

See also Using Wildcards with Labor Codes.


Invoice Footer

Enter a comment to be printed in the footer of the invoice.


Percent of Fee

Indicate the percent of the total fee assigned to each phase and the system calculates the fee for each phase.


Show Fee

Click on the Show Fee button to see the fee calculation for this project. Advantage displays the total fee, total earned, previous fee billing, and current fee billing.


Close

Click on the Close button to close the routine you are currently working in and return to the Advantage main menu. You can close a routine at any time. If you have made any changes and have not yet saved those changes, the system will prompt you to save the changes before closing, or to close without saving the changes.


Save

Click on the Save button to save information in the database. Use this button when adding or modifying records in table maintenance.


Cancel

Click on the Cancel button to cancel the action you are currently performing without making changes to your database. Use this button when you do not want to save additions or changes you have entered in table maintenance.


Task

Enter the task number for which you want to define billing terms. You must define task numbers in Project Table Maintenance.


Select Task

Select the task number whose billing terms you want to view or modify.


From Project

Enter the project number whose billing terms you want to copy. Double-click or press the F3 key in this field to view the Project Lookup form.


Task

Enter the task number whose billing terms you want to copy. This field is only enabled for projects that have tasks.


Copy billing address

Select this option if you want to copy the billing address of the selected project to the billing terms for the new project.


Ovt-2 Multiplier

This multiplier is used with the Bill overtime premium at cost method and the Separate overtime with project multiplier method of billing overtime hours.

Enter the multiplier to apply to any secondary overtime labor charges on the invoice. The default for this field is zero, meaning that secondary overtime hours are not billed to the client.


Enable Billings by Phase on invoice

Select this option to enable the option to display current billings by phase, previous billings by phase, or none, on the invoice. If you select this option, for projects that have a fee method of Pct Complete by phase as percent of fee or as fixed amount, the option Display Phase Billings is enabled on the Fees tab of the Billing Terms form. Users can select current billings by phase, previous billings by phase, or none, to be displayed on the invoice.


Display Phase Billings

The Display Phase Billings options are enabled if Enable Billings by Phase on invoice is selected from Billing Setup and the Billing Terms Fee Method is set to Pct Complete by phase as percent of fee or Pct Complete by phase as fixed amount. If enabled, the following options are available:

•	Current — Display current billings by phase on invoice.

•	Previous — Display previous billings by phase on invoice.

•	None —- Do not display billings by phase on invoice.


Page break invoice between Tasks

Select to insert a page break on an invoice between the current project’s tasks. This option applies to both regular projects with tasks, as well as sub-projects of a billing group with tasks.


Page break invoice between projects

Select to insert a page break between sub-projects of a billing group on an invoice.


Address Code

The address specified for the project associated with the invoice in the Client Address field of Project Table Maintenance. This is the address used if Use Client Address is selected.

You cannot enter an address code for default project billing terms or default project reporting billing terms. Address fields cannot have default values.


Invoice Date

Required. The current date appears by default. Enter the invoice date that Advantage should use for invoices you display or print during this Interactive Billing or Batch Billing session. The invoice date is also posted to the Accounts Receivable Ledger for aging purposes.

The default value for this field is the current date.


Period Start and End Date

Required. Enter the period start and end date to appear on the invoice you will send to the client. These fields default to the current period start and end dates.

These fields are for display purposes only and will not affect the transaction detail appearing on the Labor, Expense, and Unit Detail forms.


Bill-thru Date

Required. Enter a bill-through date if you want Advantage to limit available billable transactions to those posted up to a specific date. When you display the Labor, Expense, and Unit Detail forms, Advantage only includes transactions posted on or before the specified bill-through date. Other items do not appear, but are saved for future billing sessions.

By using this feature, you can prepare invoices for one billing cycle while posting billable transactions for the next cycle. Instead of placing all of the newer transactions on Hold, you can use this field to include only the desired transactions.

Leave this field blank if you want to bill through the end of the period. Some firms use this option if they invoice bi-monthly.

Keep in mind that this date is typically the user-defined transaction date for the labor and expenses. Therefore, by using a bill-thru date, you are relying on the user to always enter the correct date. If your bill-thru date is also your period end date, we suggest that you use the Bill-thru Period option.


 Bill-thru Period

Required. Enter a bill-through period if you want Advantage to limit available billable transactions to those posted before or during a specific period, or any transactions that are unbilled from prior periods. When you display the Labor, Expense, and Unit Detail forms, Advantage only includes transactions that were posted through the specified bill-through period. Other items do not appear, but are saved for future billing sessions.

By using this feature, you can prepare invoices for one billing period while posting billable transactions to another. Instead of placing all of the newer transactions on hold, you can use this field to include only the desired transactions.


Show Non-Billable Transactions

Select this option to display all non-billable transactions on the Labor, Expense, and Unit Detail screens. Advantage will not display these items on the invoice.

By default, all expense/unit charges posted to 500-level accounts and labor charges posted to any labor code except the non-billable labor code will appear on the detail forms. This feature is useful to find items that may have been posted to the wrong account or labor code.

If you select this option, the following transactions appear on the detail screens in Interactive Billing:

•	Any labor posted to a non-billable labor code on the Labor Detail screen.

•	Any expenses posted to a 600-level account on the Expense and Unit Detail screens.

This option is only available during an Interactive Billing session.

Typically, this feature can be used with fee jobs. By displaying non-billable transactions, you can better estimate the fee amount or the fee percent complete. This flag may also help you "catch" any item that was incorrectly posted to a non-fee project. We suggest enabling this feature.


Disable Upset Limits on Final Bills

Select this option to calculate final invoices in Interactive and/or Batch Billing without applying project upset limits. This feature is useful if you are using upset limits to budget your projects, but are not required to bill them in this way.


Show Vendor Invoice on Billing Backup

This option controls the amount of information that appears on the Billing Backup report to describe each accounts payable transaction. The report always includes the voucher number, the date the voucher was recorded, and the vendor name. If you select this option, the report also includes the vendor’s invoice number and invoice date, shown on the same line as the other information.


Show Labor Code on Billing Backup

Select this option to show the labor code associated with each employee labor transaction shown on the billing backup report.


Show Expensekeeper Reason for Expense

Select this option to display the reason for the expense as part of the description on the billing backup report. Advantage retrieves the reason from the Business Reason for Expense field of Expensekeeper.


Final Invoice Printing: Print

Select this option to send final invoices to your printer automatically.


Final Invoice Printing: Print Preview

Select this option to display final invoices on your screen prior to printing them. You can print a hardcopy invoice from Print Preview mode. To do this, select File, Print from the main menu.


Invoice File Name

If you have already gone into the Accept form during this session, Advantage automatically displays the name of the invoice data entry file selected.

Otherwise, when you accept the first invoice in this Interactive Billing session, Advantage prompts you for an Invoice Data Entry file. As you finalize your invoices, Advantage appends invoice amounts to this file.

This field is for reference purposes only and cannot be changed.


Refresh extensions for labor adjustments

Select this option if you only want to refresh the billing extensions for transactions created during a labor adjustment. If zero total hours are entered in a labor adjustment posting the billing extension will not be modified when you refresh billing extensions.


Remaining Retainer

This read-only field displays the amount of the retainer, or advance collected from the client, which is still available to be applied towards a client’s bill. Click the Refresh button to update the amount displayed in this field.


Refresh extensions based on transaction type

Select this option to refresh extensions by transaction type. Options are Labor, Expenses, Units, or All.


Notes about Globally Changing the Billing Template for Project Invoices

•	If the desired billing template does not appear when you click on the drop-down arrow in the Select Template field, you may need to export the template to Advantage.

•	When you use this feature, Advantage assigns the selected template to every project. You can view this change at the Invoice Template field on the General tab of Billing Terms Table Maintenance. You can override this template in the project’s billing terms, if desired.


Notes about Changing Previous Fee Billed on an Invoice

•	These steps also update the Billed-to-Date amounts to include the amount of the original invoice in the fee section.

•	If the account for the negative invoice differs from the positive amount, the Office Earnings report and Accounts Receivable Ledger reflect the shift from reimbursable expense or consultant expense to the Fee column.


Note about Billing Terms Table Maintenance

If you want your project reports to be based on billing amounts, you must enter your billing terms prior to posting amounts to those projects.


Notes about Defining Default Billing Terms for Projects

•	Advantage displays the project number as <D> and the project name as Defaults for new records. These values cannot be modified.

•	If you are entering a group of projects that should have the same or similar billing terms, change the default billing terms to reflect the terms of those projects. Then, add billing terms for each of the projects (Advantage uses the default billing terms you established) and make any additional changes as needed.

•	When defining default billing terms, you cannot specify address information or task billing terms. These billing terms are only allowed on a project-by-project basis.


Example for Setting up Default Billing Terms

Assume you have a set of default billing terms set up for your projects. The default billing terms are based on time and materials projects, since most projects are billed in this way by your firm.

Then, you add Project 92001.00 - Government Center to Billing Terms Table Maintenance. The system performs the following steps:

1.	Looks in Default Billing Terms Setup to see if you have default billing terms set up.

2.	If default billing terms are set up, Advantage copies in the default terms for this project.

If you do not want to use these billing terms because the project has a fee based contract, you can modify these defaults or copy billing terms from another project.


Notes about Defining Billing Terms to Use for Project Reports at Billing Rates

•	If you are running Revenue Generation for projects with method N defined and you select the Use project reporting default terms for revenue method W option, Advantage uses the default project billing terms defined for regular projects (<R> terms). For more information, see the topic titled Running Revenue Generation.

•	For regular projects, Advantage displays the project number as <R> and the project name as Project reporting defaults. In addition, Advantage displays Regular Projects in the Address Line 1 field to indicate that you are entering billing terms for your regular projects. These values cannot be modified.

•	For overhead projects, Advantage displays the project number as <O> and the project name as Project reporting defaults. In addition, Advantage displays Overhead Projects in the Address Line 1 field to indicate that you are entering billing terms for your overhead projects. These values cannot be modified.

•	When defining default billing terms, you cannot specify address information or task billing terms. These billing terms are only allowed on a project-by-project basis.


Notes about Defining Billing Terms for a Project without Tasks

•	The Project/Task button in the header of the Billing Terms Maintenance form is disabled if your project does not contain tasks.

•	If your project does not contain tasks, the options on the Task tab are disabled.


Note about Defining Billing Terms for a Project with Tasks

If you are not consolidating tasks when printing the invoice and you have selected to use task terms, Advantage uses the task terms (if they exist) when generating the invoice. If you do not have task terms defined for a task, Advantage uses the project billing terms for that task when generating the invoice.


Tip on Toggling

To toggle between project and task billing terms, simply click on the Project/Task button in the heading of the form.

•	When you are entering project billing terms, this button appears as Task.

•	When you are entering task billing terms, this button appears as Project.


Tip on Copying Billing Terms from One Project to Another

Create ‘dummy’ projects and billing terms to represent each type of project for which you send an invoice. You can use these ‘dummy’ projects when setting up billing terms for a new project using the Copy button. Some firms have a set of ‘dummy’ projects and terms for each project manager.


Notes about Adding General Billing Terms for a Project

•	If row-level security is established, Billing Terms Table Maintenance displays your project billing terms according to your security workgroup’s access rights.

•	If you need help creating a custom invoice template for your firm, contact your Advantage Support Representative at (617) 492-4410. These invoice templates are created on a time and materials basis by our support staff.

•	If you click on the Report button from Billing Terms Table Maintenance, Advantage generates the Billing Terms List for the current project only. This is useful if you want to review the terms you entered for the project.


Notes about Printing the Billing Backup Report

•	The Billing Backup report does not display fee detail.

•	There is no global option for printing the Billing Backup report. If you want this feature enabled for all of your projects, you must go into the individual project billing terms record and select the Print Backup Report option.


Notes about Billing Overtime Hours

•	You must have the Timesheet detail option selected in order to see overtime charges broken out on the invoice.

•	The employee’s regular rate is derived in one of the following ways; depending on the project’s billing terms:

-	The employee’s job cost rate as defined in Employee Table Maintenance times up to three multipliers as defined in the project’s labor billing terms.

-	A rate from a Rate, Category, or Labor Code table.

-	A rate from an Override table.


Notes about How Overtime Appears when Billing Overtime Premium as Cost

•	In this example, the overtime charges are presented on one-line at the end of the Professional Personnel section. The line represents the total overtime charges for this project, not broken out by employee.

•	The overtime multiplier being used in the above example, is defined at the Ovt field in the project’s billing terms record.

•	The overtime multiplier appears on the invoice because the Show Ovt multiplier option is selected in the project’s billing terms.


Notes about Showing Overtime Hours Separately on the Invoice

•	For overtime hours to appear on a separate line on the invoice, you must select the Timesheet detail option on the Labor tab of Billing Terms Table Maintenance.

•	The overtime charges are printed on a separate line for the employee who charged time to overtime. The line represents the overtime charges entered on the timesheet for the employee. (If the option to Show Dates was not selected in the project’s billing terms, only one line of overtime would appear for each employee.)

•	If you are using the Sep ovt with empl percent method, Advantage uses the overtime percentage specified at the Overtime Pct field in Employee Table Maintenance. Overtime percentages can differ from employee to employee.

•	If you are using the Sep ovt with proj multiplier method, Advantage uses the overtime multiplier specified at the Ovt Multiplier field in the project’s billing terms. Overtime percentages, in this case, can differ from project to project, but must be the same for all employees.


Notes about Billing Overtime Separately with the Employee's Overtime Percent

•	Once you post a timesheet, you can no longer change the percentage at the Overtime Pct field in Employee Table Maintenance.

•	If you insert a labor transaction with overtime hours in Interactive Billing, Advantage applies overtime based on the overtime percentage at the time of the insert. If you change the overtime percentage after the insert, the transaction does not reflect changes.


Notes about Billing Overtime Separately with the Project's Overtime Multiplier

•	Unlike the Billing Overtime Separately with the Employee's Overtime Percent method, you can change the overtime markup after the timesheet file has been posted.

•	If you insert a labor transaction with overtime hours in Interactive Billing, Advantage applies overtime based on the current overtime multiplier. If you change the overtime multiplier after the insert, the transaction reflects the change.


Notes about Establishing Labor Rate Tables

•	To delete a labor rate table, click on the Delete button while you are positioned on the rate table you want to delete.

•	To delete an employee from a table, place the record selector on the appropriate line and press the <Delete> key on your keyboard.

•	To associate a labor rate table with a project, select the desired labor rate table from the drop-down list at the Rate Table field on the Labor tab of Billing Terms Table Maintenance. Note you can only select labor rate tables at the Rate Table field if you are using the Rate Table labor method.


Notes about Establishing Labor Category Tables

•	To delete a category table, click on the Delete button while you are positioned on the category table you want to delete.

•	To delete an employee from a table, place the record selector on the appropriate line and press the <Delete> key on your keyboard.

•	To associate a labor category rate table with a project, simply select the desired labor category rate table from the drop-down list at the Rate Table field on the Labor tab of Billing Terms Table Maintenance. Note that you can only select labor category rate tables at the Rate Table field if you are using the By Category labor method.

•	If you choose to sort your invoice by a labor category rate table (you specified By Category at the First/Second labor sort field in Labor Billing Terms Table Maintenance), you can choose a labor category rate table by which to sort.


Notes about Reassigning Employees to Categories

•	You cannot assign an employee to more than one category.

•	When you place the record selector on a category, Advantage displays the category number over the Employee field. This feature helps to ensure that you are assigning employees to the correct category.


Notes about Establishing Labor Code Tables

•	To delete a labor code rate table, click on the Delete button while you are positioned on the labor code rate table you want to delete.

•	To delete an employee from a table, place the record selector on the appropriate line and press the <Delete> key on your keyboard.

•	To associate a labor code rate table with a project, simply select the desired labor code rate table from the drop-down list at the Rate Table field in Labor Billing Terms Table Maintenance. Note you can only select labor code rate tables at the Rate Table field if you are using the By Labor Code labor method.

•	If you choose to sort your invoice by a labor code rate table (you specified By labor code at the First/Second labor sort field on the Labor tab of Billing Terms Table Maintenance), you can choose a labor code rate table by which to sort.


Note about Using Wildcards with Labor Codes

In Advantage, wildcards are denoted by a question mark (?). A question mark indicates to Advantage that the level can have any value defined.


Notes about Establishing Labor Override Tables

•	If you selected to Flag Overrides on the Labor Billing Terms Table Maintenance form, when Advantage uses a rate from an override table on the invoice, an asterisk (*) appears next to the override rate.

•	To delete a labor override table, click on the Delete button while you are positioned on the labor override table you want to delete.

•	To delete an employee from a table, place the record selector on the appropriate line and press the <Delete> key on your keyboard.

•	To associate a labor override table with a project, simply select the desired override table from the drop-down list at the Override field on the Labor tab of Billing Terms Table Maintenance.


Notes about Sorting Labor Charges on the Invoice

•	This feature lets you bill your project’s one way (e.g., based on rates), but sort and display labor charges in another way (e.g., based on labor codes).

•	If you specify By Category or By Labor Code as the sort method, you must identify the table from which Advantage will retrieve the information needed. To associate a sort table with the project, simply click on the drop-down arrow in this box and select the desired table. You may, but are not required to, use the same category or labor code table for sorting that you used to determine the rates.


Notes about Fee Billing Terms

•	If row-level security is established, Billing Terms Table Maintenance displays your project billing terms according to your security workgroups access rights.

•	The fees section of an invoice appears before your labor, expenses, consultants, and units.

•	You can update fee billing information at any time during bill processing by clicking on the Update Fees button from the main Batch Billing or Interactive Billing form.


Tip on Viewing the Project's Fee

This form is useful if you are modifying the client’s fee and want to see how the changes are going to affect the current fee billing amount on the invoice.


Note about the By Category Method (Expenses)

A typical category could include travel expenses that may account for your airfare, hotel, meals, and ground transportation general ledger accounts.


Note about the By Vendor Method

This method is typically used when billing consultant expenses.


Note about Establishing the Global Table of Accounts

To delete the Global Table of Accounts, click on the Delete button while you are positioned on the table. To remove an account from the table, select the account line (by clicking on the box to the left of the account) and press the <Delete> key on your keyboard.


Notes about Establishing Account Tables

•	To delete an entire table, click on the Delete button while you are positioned on the table. To remove an account from the table, select the account line (by clicking on the box to the left of the account) and press the <Delete> key on your keyboard.

•	To associate an account table with a project, select the by account method and then identify the appropriate account table in the Table field in the expense or consultant section of Billing Terms Table Maintenance.


Notes about Establishing Billing Vendor Tables

•	To delete an entire table, click on the Delete button while you are positioned on the table. To remove a vendor from the table, select the vendor line (by clicking on the box to the left of the account) and press the <Delete> key on your keyboard.

•	To associate a vendor table with a project, select the by vendor method and then identify the appropriate billing vendor table in the Table field in the expense or consultant section of Billing Terms Table Maintenance.


Notes about Establishing Billing Category Tables

•	To delete an entire table, click on the Delete button while you are positioned on the table. To remove a category from a table, select the category line (by clicking on the box to the left of the category) and press the <Delete> key on your keyboard. To remove an account from the table, select the account line (by clicking on the box to the left of the account) and press the <Delete> key on your keyboard.

•	To associate a category table with a project, select the by category method and then identify the appropriate billing category table in the Table field in the expense or consultant section of Billing Terms Table Maintenance.


Note about Expense Multiplier Hierarchy
Note about the Expense Multiplier Hierarchy

The above hierarchy applies to both reimbursable and consultant expenses.


Note about Adding Unit Terms for a Project

If row-level security is established, Billing Terms Table Maintenance displays your project billing terms according to your security workgroups access rights.


Note about Billing Units

When you establish a unit, you can choose to bill it as a unit or as an expense, or not to bill it at all. For more information, see Establishing units.


Notes about Add-on Fee Billing Terms

•	If row-level security is established, Billing Terms Table Maintenance displays your project billing terms according to your security workgroups access rights.

•	You can apply multiple add-ons to the same category. For example, you may have a markup of 15% for Labor and 10% for Labor and Expenses.

•	If you select the Use Amt option, the system ignores entries in the labor, consultants, expenses, fees, units and add-on columns.

•	If you need help creating a custom invoice template for your firm, contact your Advantage Support Representative. These invoice templates are created on a time and materials basis by our support staff.


Note about Applying Retainers on Later Invoices

After accepting an invoice that includes application of a retainer amount, be sure to reopen the Add-ons tab and delete the retainers offset row(s). If part of the retainer remains unapplied, and you plan to apply it on the project’s next invoice, you can retain the row(s), or adjust the Mult/Amt amount.


Note about setting up retainer accounts

While retainers are sometimes treated as accounts receivable, we recommend setting up Retainer accounts as liability accounts, in conformance with generally-accepted accounting principles.


Note about Row-level Security in Billing Terms

If row-level security is established, Billing Terms Table Maintenance displays your project billing terms according to your security workgroups access rights.


Tip on Adding Retainage Terms for a Project

Retainage is usually based on the entire invoice, but it may also be based on specific invoice sections. For example, you may bill the reimbursable and consultant expenses in full when the invoice is issued, however, the remaining invoice sections have a 10% retainage until you complete the project satisfactorily.


Note about Entering a Footer for Your Project's Invoice

If row-level security is established, Billing Terms Table Maintenance displays your project billing terms according to your security workgroups access rights.


Tip on Switching Projects

To switch quickly from one project to another, enter the desired main project number in the Select field. Double-click or press the F3 key to perform a lookup in this field.

Advantage remains on this field until you begin modifying the displayed project information. Thus, you can switch from project to project and review the data displayed without leaving this field.


Notes about Adding a Billing Group

•	If row-level security is established, Billing Groups Table Maintenance displays billing groups according to your security workgroups access rights.

•	You can specify tasks for any of the projects in a billing group. However, the invoice can be lengthy and complicated if you have several projects with tasks on a single invoice. To reduce this confusion, Deltek recommends that the projects in your billing groups do not contain tasks.

•	If you do specify tasks for your sub-projects, you can enter separate billing terms by task as well as for each project in the group. Again, this will cause the invoice to be lengthy and complicated and is not recommended.

•	Print the Billing Groups List to receive a list of all the billing groups defined in your firm.


Notes about Performing a Billing Group Lookup

•	This type of lookup can be accessed from the Lookup button on the Billing Group Table Maintenance form.

•	If the Retrieve Automatically option is not selected, a Retrieve button appears next to the Find Next button. In addition, the navigation buttons are not available when scrolling from project to project if this option is not selected.

•	If you resize the Project Lookup window, Advantage retains the size of the lookup window for the next time you access the lookup, during an Advantage session. Also, Advantage will remember the value that you last selected from the lookup list.


Notes about Interactive Billing Processing

•	Most firms use Batch Billing to print their draft invoices. Then, use Interactive Billing to make necessary changes. After changes have been made to the projects, Batch Billing is used to generate the final invoices.

•	If row-level security is established, Interactive Billing only lets you select projects according to your security workgroups access rights.

•	You should review the sample invoices to understand the different formats used by Advantage. You can perform many formatting changes in the project’s Billing Terms, Billing Setup, or using the Billing Template Editor. Take the time to understand your formatting needs prior to beginning your billing cycle.

•	It is useful to review the Unbilled Detail report and draft invoices prior to producing final bills. You can modify billing detail in Interactive Billing, if needed.


Note about Defining Options for a Billing Session

When you select Interactive Billing, Advantage automatically opens the Options form. You should review the options prior to beginning your Interactive Billing session.


Notes about Selecting a Project

•	If row-level security is established, Interactive Billing only lets you select projects according to your security workgroups access rights.

•	After selecting a project, you may want to print a draft invoice for review, or you can export the invoice to Microsoft Word for review.

•	If you select a project with tasks, you must specify the task prior to modifying labor, expense, and unit detail, and/or accepting the invoice. Otherwise, you can specify the task for which to view detail in the Detail form.

•	If you select a project that is part of a billing group, the main project for the billing terms, as well as the project from which the selected project receives its billing terms, appears underneath the Project field.

•	If no billing terms are defined for the project, Advantage uses and displays the global billing terms defined in Billing Setup Table Maintenance; a warning appears in the lower left corner of the Interactive Billing screen.

•	You can only generate invoices for projects that have billing terms defined.


Notes about Detail Options

•	If row-level security is established, Interactive Billing only lets you select projects according to your security workgroups access rights.

•	The Unbilled Detail report shows all unbilled transactions and their current billing status.

•	The Unbilled Aging Detail report shows all unbilled transactions, aged by increments you define.

•	You can hold, write-off, modify, or bill all or any part of a detail transaction line.

•	When you insert, modify, or write-off a transaction, Advantage does not make an entry to your General Ledger and Project reports.


Notes about the Billing Detail Forms

•	You can sort the Detail form by any column heading. To do this, select the column to sort on and click on the appropriate sort button.

-	 - Sort ascending.

-	 - Sort descending.

•	You can change the status of a transaction at any time and it will automatically be reflected on the invoice.

•	If you are not billing units for this project, or if this project was not setup up to bill units at the time of posting, the units do not appear on this form. The billable status for units is determined at the time of posting. If desired, you can insert the unit through Interactive Billing.


Tip on Reviewing Outstanding Detail for Projects

In the Windows environment, you can have multiple windows open at any one time. To review outstanding detail for projects that have billing terms defined, open the Labor, Expense, and Unit Detail forms, resize the forms if necessary, and scroll through your projects one by one. This feature enables you to review the outstanding detail for your projects easily and effectively.


Notes about Viewing Outstanding Billable Transaction Detail

•	You cannot modify any information in View mode. This information is for reference purposes only and can be used to verify that the existing information (entered in your table maintenance and data entry routines) still applies to the transaction.

•	If you are viewing a labor detail line, Advantage displays the timesheet line that contains the charge.

•	If you are viewing an expense detail line, Advantage displays the expense record line that contains the charge. Expenses are any charges that are not entered through a timesheet or through unit data entry (e.g., cash receipts, accounts/payable vouchers, invoices, etc.).

•	If you are viewing a unit detail line, Advantage displays the unit record that contains the charge.


Notes about Making Transactions Billable

•	You can bill either the entire amount or a portion of the amount by changing the hours for the employee. If you bill a portion of the amount, Advantage creates a new line on the detail screen with the amount to bill. The original transaction line decreases by the amount marked as billable.

•	You can highlight a group of transaction detail line items and change the billable status for all the selected transactions. To do this, drag the mouse over the transactions whose status you want to change, and then click on the appropriate button (Bill, Hold, or Write-off).


Notes about Placing a Transaction on Hold

•	You can put on hold either the entire amount or a portion of the amount. If you place a portion of the amount on hold, Advantage creates a new line on the detail screen with the amount to hold. The original transaction line decreases by the amount marked as Held.

•	Held transactions are not deleted after you accept the final invoice.

•	If you select the Release Holds option in Billing Setup Maintenance, Advantage releases all held transactions after you accept a final invoice.

•	You can place a group of transaction detail line items on hold. To do this, drag the mouse over the transactions whose status you want to change, and then click on the Hold button.


Notes about Writing Off a Transaction

•	You can write off either the entire amount or a portion of the amount. If you write off a portion of the amount, Advantage creates a new line on the detail screen with the amount to write off. The original transaction line decreases by the amount marked as written off.

•	If you write off a transaction, the transaction does not affect your project reports or your general ledger; it simply removes the transaction from the Billing system.

•	You can write-off a group of transaction detail line items. To do this, drag the mouse over the transactions whose status you want to change, and then click on the Write-off button.


Note about Inserting Transactions
Notes about Inserting Transactions

•	An inserted transaction does not post to the Project Control or Accounting applications. It only adds the detail to the invoice to be billed.

•	When you insert a transaction for billing purposes, you should later use the Suppress Billing flag to post the cost-only transaction so that the transaction appears in your general ledger and on project reports. Or, you can write-off the transaction during the next bill processing cycle.

•	If the unit is meant to replace an existing labor or expense transaction, be sure to write-off that transaction.

•	If you insert labor detail, when you enter the labor transaction remember to write it off on the Labor Detail form so you do not bill it twice.

•	When transferring from or to projects/tasks that are dormant or purged, Vision displays a warning message informing you of the project/task status.

•	When transferring inserted items, Vision displays a warning message alerting you that you are about to transfer an item that has been created by a billing insert.


Tip on Modifying Existing Billing Transactions

With the Modify feature, you can change/correct comments without having to export the invoice to Microsoft Word.


Notes about Modifying Existing Billing Transactions

•	The Modify feature does not effect your General Ledger or Project Reports. This feature is for billing purposes only.

•	Use the Transfer option to change the hours, amount, project, employee, labor code, account, or amount from the original transaction.


Notes about Transferring Billing Transactions

•	If row-level security is established, Interactive Billing only lets you transfer detail to projects according to your security workgroups access rights.

•	The transfer feature uses current billing terms and cost rates when transferring detail.

•	When you exit the Interactive Billing session, Advantage notifies you of the posting sequence number used in posting the transfer(s). You should print and review that posting log.

•	Click on the Cancel button to exit the Transfer form.


Notes about Transferring/Reclassifying Labor Transactions

•	If row-level security is established, Interactive Billing only lets you transfer detail to projects according to your security workgroups access rights.

•	Transfers are reflected in your General Ledger and on your Project Reports.

•	The transfer feature uses the current cost and billing rates to transfer the labor detail. If these rates are not desired, use the Labor Adjustment data entry form to modify them.

•	When transferring from or to projects/tasks that are dormant or purged, Vision displays a warning message informing you of the project/task status.

•	When transferring inserted items, Vision displays a warning message alerting you that you are about to transfer an item that has been created by a billing insert.


Notes about the Labor Transfer Posting Log

•	If you use cash-basis reporting and are posting timecards as cash-basis, Advantage generates a cash-basis General Ledger posting log as well.

•	You can print multiple Labor Transfer posting logs when reprinting the posting logs from the Reporting, Posting Logs menu.

−	To select multiple, sequential posting logs, hold down the <Shift> key and click on the first and last posting logs in the range to print.

−	To select multiple, non-sequential posting logs, hold down the <Ctrl> key and click on the individual posting logs to print.

•	You can print the posting log by selecting the Reporting, Posting Logs, Billing Transfers, Labor Transfers from the Advantage main menu. Then, select the posting log generated by the transfer.


Notes about Transferring/Reclassifying Expense Transactions

•	If row-level security is established, Interactive Billing only lets you transfer detail to projects according to your security workgroups access rights.

•	Transfers are reflected in your General Ledger and on your Project Reports.

•	The transfer feature uses the current cost and billing rates to transfer the expense detail. If these rates are not desired, change the rates to the desired rates prior to performing the transfer.

•	Advantage doesn’t generate cash-basis postings for A/P disbursements.  If you want to transfer the cash-basis amount, manually create a cash only journal entry.

•	When transferring from or to projects/tasks that are dormant or purged, Vision displays a warning message informing you of the project/task status.

•	When transferring inserted items, Vision displays a warning message alerting you that you are about to transfer an item that has been created by a billing insert.


Notes about the Expense Transfer Posting Log

•	Advantage only generates a cash-basis General Ledger posting log if cash is involved. If an item has been paid, you may need to enter a cash-only journal entry to move the expense, if the transfer changed the account number.

•	You can print multiple Expense Transfer posting logs when reprinting the posting logs from the Reporting, Posting Logs menu.

−	To select multiple, sequential posting logs, hold down the <Shift> key and click on the first and last posting logs in the range to print.

−	To select multiple, non-sequential posting logs, hold down the <Ctrl> key and click on the individual posting logs to print.

•	You can print the posting log by selecting the Reporting, Posting Logs, Billing Transfers, Expense Transfers from the Advantage main menu. Then, select the posting log generated by the transfer.


Notes about Transferring/Reclassifying Unit Transactions

•	If row-level security is established, Interactive Billing only lets you transfer detail to projects according to your security workgroups access rights.

•	You can perform a full or partial transfer of unit detail to another project or account.

•	Transfers are reflected in your General Ledger and on your Project Reports.

•	The transfer feature uses the current cost and billing rates to transfer the unit detail. If these rates are not desired, change the rates to the desired rates prior to performing the transfer.

•	When transferring from or to projects/tasks that are dormant or purged, Vision displays a warning message informing you of the project/task status.

•	When transferring inserted items, Vision displays a warning message alerting you that you are about to transfer an item that has been created by a billing insert.


Notes about the Unit Transfer Posting Log

•	For cost per unit rates, the debit account is the account specified at the Regular Account field (for regular projects) or Overhead Account field (for overhead and promotional projects) in Unit Table Maintenance. This account appears as the default value in the Account field in unit data entry. You can override this account.

The credit account is the account specified at the Credit Account field in Unit Table Maintenance.

•	You can print multiple Unit Transfer posting logs when reprinting the posting logs from the Reporting, Posting Logs menu.

−	To select multiple, sequential posting logs, hold down the <Shift> key and click on the first and last posting logs in the range to print.

−	To select multiple, non-sequential posting logs, hold down the <Ctrl> key and click on the individual posting logs to print.

•	You can print the posting log by selecting the Reporting, Posting Logs, Billing Transfers, Unit Transfers from the Advantage main menu. Then, select the posting log generated by the transfer.


Notes about Transferring Transaction Detail Between Projects

•	If row-level security is established, Interactive Billing only lets you transfer detail to projects according to your security workgroups access rights.

•	Advantage posts a file when you close out of the Interactive Billing session. This file contains adjustments to the original transaction as well as information to update the project information stored in the tables in your database.

•	When transferring from or to projects/tasks that are dormant or purged, Vision displays a warning message informing you of the project/task status.

•	When transferring inserted items, Vision displays a warning message alerting you that you are about to transfer an item that has been created by a billing insert.


Note about Reclassifying Transaction Detail Within a Project

Advantage posts a file when you close out of the Interactive Billing session. This file contains adjustments to the original transaction as well as information to update the project information stored in the tables in your database.


Note about Displaying/Printing a Draft Invoice

You can print a hardcopy invoice from Print Preview mode by selecting File, Print from the main menu.


Note about Using the Export Invoice to Microsoft Word Feature

It may be more time consuming to generate the invoice in Microsoft Word than by using the invoice template on file.


Notes about Exporting the Invoice to Microsoft Word

•	The Publish It With MS Word button [image] on the standard Microsoft Access Toolbar also lets you export the invoice to Microsoft Word. However, this option requires that you first click on the Print Preview button [image] from the main Interactive Billing form. Then, with the invoice appearing on the screen, you can click on this button to export the invoice to Microsoft Word.

If you export an invoice to Microsoft Word in the manner described above, Advantage does not recognize the invoice as an invoice generated through Interactive Billing and you do not have access to the features in the Word document section of the Interactive Billing form.

To edit the invoice using the Microsoft Word Editor included with the Advantage software, you must click on the Export Invoice to Microsoft Word [image] button on the main Interactive Billing form.

•	Advantage keeps Microsoft Word minimized on your toolbar until you click on the Edit in Word button or you manually maximize the application.


Notes about Editing the Invoice in Microsoft Word

•	The invoice number has not yet been assigned to the invoice.

•	If you change the amounts in Word, you must also change the totals to be posted to each revenue account on the Accept screen.

•	If you exit a billing session without accepting the invoice, Advantage prompts you to use the edited copy the next time you select this project.


Note about Assigning an Invoice Number to an Invoice in Microsoft Word

When you assign an invoice number through Microsoft Word, Advantage uses the next invoice number for the project if you are using the project-by-project invoice numbering method (as defined in Billing Setup Maintenance). Or, Advantage uses the next invoice number available for the firm if you are using the firmwide invoice numbering method.


Note about Accepting an Invoice Edited Through Microsoft Word

Invoices on File will store your edited copy of the accepted invoice.


Notes about the Accept Invoice Process

•	If you use the Project Control application without the Accounting application, the Accept option does not create invoice transaction files for future posting (as it does with the Project Control and Accounting applications). However, the Accept process is still important because it increments the invoice number, updates billed-to-date amounts, and marks detail as billed.

•	We recommend reviewing the Batch Billing help topics as well. It is often useful to modify billing detail using Interactive Billing, but produce final invoices using Batch Billing.


Note about Inserting an Invoice Transaction

You can modify the revenue account on the Final Invoice Accept screen by double-clicking in the Account column for the desired section. You may choose to do this if your firm records many different fee revenue accounts.


Note about Accepting the Final Invoice

When you accept the final invoice, the billed-to-date amounts reflect the updated amounts. However, these amounts are not permanent until you post the invoice data entry file.


Note about Posting the Invoice File

The standard entry in an invoice posting is a debit to accounts receivable and a credit to revenue. If revenue generation is enabled, Advantage makes additional entries.


Notes about Reprinting a Final Invoice

•	This feature may be useful if you misplaced the final invoice or have a printer jam. In addition, this feature is useful if the client requests an additional copy of the invoice. This feature eliminates the need to print multiple copies of your invoices or photocopying invoices before sending them to clients.

•	You cannot print preview invoices that were edited in Microsoft Word. To view this invoice, you must either print it to the printer, or open it in Microsoft Word. All invoices edited in Microsoft Word are saved in the SavedInvoices directory (located beneath the program directory).

•	Invoices on file are stored in the AdvBiWk.mdb file.


Notes about Deleting a Final Invoice

•	You can use this feature to clean up the Invoices on File for the project. Deleting an invoice here, does not effect the General Ledger or any billed-to-date amounts. If you delete an invoice on file, you can no longer reprint or void the invoice. Therefore, we do not recommend deleting invoices on file.

•	We recommend saving invoices on file for several months after the period in which they were created.


Notes about Voiding a Final Invoice

•	Once you create a final invoice, an invoice number is assigned. When you void the invoice, the invoice number cannot be reused.

•	Any labor, expense, or unit detail modified after the final invoice was generated, but before you void the invoice, is not affected by the void.

•	When you void an invoice, Advantage does not restore any transactions that were written off during that invoice period. Since written-off detail is not associated with a specific invoice it is not available to be billed when you void an invoice.


Note about Batch Billing Processing

If row-level security is established, Batch Billing only lets you bill projects according to your security workgroups access rights.


Notes about General Batch Billing Steps

•	If row-level security is established, Batch Billing only lets you bill projects according to your security workgroups access rights.

•	Prior to running Batch Billing, you can review your session options. To do this, simply click on the Options button.

•	You do not have to fill in all of the fields on the Batch Billing selection screen; enter values in only those fields that apply to the invoices you want to generate.

•	Batch Billing processes and prints a final invoice for all projects that meet the criteria specified. Advantage does not require you to interact with this process after beginning the Batch Billing session. You should make a backup of your database prior to processing draft final invoices.


Notes about Establishing General Batch Billing Options

•	If row-level security is established, Batch Billing only lets you bill projects according to your security workgroups access rights.

•	Batch draft invoicing will use the project’s default billing terms (D) for project’s without billing terms; batch final invoicing will not use these terms.


Notes about Emailing and Sending Invoices

•	If there is no address specified in the Email field for the specified employee or client, Advantage sends the invoice to a .RTF file. This file is created in the "DraftInvoices" subdirectory of the directory in which you installed the Advantage software.

•	If you select the (Text files) or the (RTF files) option, Advantage creates the invoice (in either Rich Text Format or a text file) in the "DraftInvoices" subdirectory of the directory in which you installed the Advantage software.

RTF files can be modified using Microsoft Word. Text files can be modified using a text editor such as Notepad or WordPad. If you want more formatting flexibility in the output file, sent the invoices to an RTF output file and make any formatting changes using Microsoft Word.

•	This step can significantly reduce you billing cycle time by making the draft invoice step more efficient.


Note about Establishing Batch Billing Selection Criteria

If row-level security is established, Batch Billing only lets you bill projects according to your security workgroups access rights.


Note about Entering a Specific Value to Select Only One Project

If row-level security is established, Batch Billing only lets you bill projects according to your security workgroups access rights.


Notes about Entering Fixed Project Selection Criteria

•	If row-level security is established, Batch Billing only lets you bill projects according to your security workgroups access rights.

•	The red X at the end of each category line clears the selection criteria entered in that field. For more information, see Clearing Selection Criteria.


Note about Selecting Specific Profit Center and Sort/Select Values

If row-level security is established, Batch Billing only lets you bill projects according to your security workgroups access rights.


Note about Selecting Specific Projects

If row-level security is established, Batch Billing only lets you bill projects according to your security workgroups access rights.


Note about Selecting a List of Projects

If row-level security is established, Batch Billing only lets you bill projects according to your security workgroups access rights.


Note about Entering a Wild Card Value to Select a Group of Projects

If row-level security is established, Batch Billing only lets you bill projects according to your security workgroups access rights.


Notes about Updating Fees for Your Projects

•	If you click on the Update Fees button from Batch Billing, Advantage displays the Fee Updates form. Use the Select field to enter the project number for which to enter fees, or use the record counter at the bottom of the form to scroll through the projects. If you double-click in the Select field, Advantage provides you with a lookup of all of the projects that have fee terms defined.

•	If you click on the Update Fees button from Interactive Billing, Advantage retrieves the fee terms for the current project only. You cannot access the fee terms of any other project.

•	If row-level security is established, Interactive and Batch Billing only let you update fees for projects according to your security workgroup’s access rights.


Notes about Processing Batch Bills

•	Advantage completes the processing and printing of the invoice before continuing on to the next project.

•	If the project is set up with interest terms and there is no current billable detail, Advantage creates an invoice calculating the interest on the outstanding accounts receivable.

•	Advantage creates a draft invoice for a project with no current detail if the Print in Draft Runs option is selected in the project’s billing terms.

•	We do not recommend canceling a Batch Billing session.


Note about Establishing Sort Criteria for the Unbilled Detail Report

If row-level security is established, Advantage only displays projects on the Unbilled Detail report according to your security workgroup’s access rights.


Note about Defining Options for the Unbilled Detail Report

If row-level security is established, Advantage only displays projects on the Unbilled Detail report according to your security workgroup’s access rights.


Notes about the Unbilled Detail Report

•	The Unbilled Detail report does not print projects for which billing terms have not been defined. In addition, projects with only fee terms defined will not print on this report.

•	If row-level security is established, Advantage only displays projects on the Unbilled Detail report according to your security workgroup’s access rights.


Note about Defining Options for the Billing Terms List

If row-level security is established, Advantage only displays projects on the Billing Terms List report according to your security workgroup’s access rights.


Notes about the Billing Terms List

•	If row-level security is established, Advantage only displays projects on the Billing Terms List report according to your security workgroup’s access rights.


Notes about Row-level security in Billing Terms Table Maintenance

•	When adding billing terms for your projects/tasks, you can only add billing terms to which your security workgroup will have access. You can enter billing terms for tasks that do not conform to your security setup if you have access to the main project. For example, if row-level security is set up by the Project Manager, you can only enter billing terms for projects and tasks to which your security workgroup has access.

•	Lookups for adding, selecting, or copying billing terms in Billing Terms Table Maintenance will only display the projects to which your workgroup has access.

•	When row-level security is implemented, you can not scroll from one project’s billing terms record to another using the record counter. The record counter is still available when viewing tasks for a project’s billing terms.


Notes about Row-level security in Billing Groups Table Maintenance

•	When adding projects/tasks, you can only add projects to which your security workgroup will have access. For example, if row-level security is set up by the Project Manager, you can only add projects and tasks for those project managers to which your security workgroup has access.

•	When row-level security is implemented, you can not scroll from one project record to another using the record counter. The record counter is still available when viewing tasks for a project.


Note about Row-level security in Interactive and Batch Billing

Lookups for the billing group and the project selection fields will only display the projects to which your workgroup has access to include in billing groups.


Notes about Using the Project Lookup List

•	You can access this type of lookup from the Project field on all forms.

•	To access a lookup of projects, double-click or press the <F3> key in the Project field. In Project Table Maintenance and Billing Terms Table Maintenance, you can also click on the Lookup button.

•	If the Retrieve Automatically option is not selected, a Retrieve button appears next to the Find Next button. In addition, if this option is not selected, the navigation buttons are not available for scrolling from project to project on the Project Table Maintenance or Billing Terms Table Maintenance forms.


Example for Billing the Overtime Premium as a Cost

The following factors contribute to the overtime premium multiplier calculation:

Factor	Value
Employee’s cost rate in Employee Table Maintenance	$40.33
Overtime percentage in Employee Table Maintenance	150%
Employee’s billing rate in Billing Terms Table Maintenance	$70.00 per hour
Overtime Multiplier in Billing Terms Table Maintenance	1.5
Regular Hours (Timesheet Posting)	15
Overtime Hours (Timesheet Posting)	3

The calculation is then performed as follows:

Description	Calculation
Overtime Cost	= Cost Rate * Overtime % from Employee Table = $40.33 * 150% = $60.50
Overtime Premium/Hour	= Overtime Cost - Regular Cost Rate = $60.50 - $40.33 = $20.17
Initial Billing Calculation	= Total Hours * Billing Rate = 18 * $70.00 = $1,260.00
Calculation of Overtime Premium	= (Ovt Hours * Ovt Premium/Hour) * Ovt Premium Multiplier = (3 * $20.17) * 1.5 = $90.77
Total Billing Amount for Employee	= Initial Billing Calculation + Overtime Premium = $1,260.00 + $ 90.77 = $1,350.77


Example for Billing Overtime using the Employee's Overtime Percent - Rate Times Multiplier Method

The following example shows how Advantage calculates overtime for the Bill Overtime Separately with the Employee's Overtime Percent method when using the Rate Times Multiplier labor billing method.

The following factors contribute to the calculation of hours on the invoice:

Factor	Value
Employee’s cost rate in Employee Table Maintenance	$40.33
Overtime percentage in Employee Table Maintenance	150%
Multiplier 1	1.3
Multiplier 2	1.7
Regular Hours (Timesheet Posting)	15

The calculation is then performed as follows:

Description	Calculation
Regular Cost Rate	= Cost Rate * Multiplier 1 = $40.33 * 1.3 = $52.43
Overtime Cost Rate	= Regular Cost Rate * Overtime % from Employee Table = $52.43 * 150% = $78.65
Extended Regular and Overtime Charges	= (Reg Cost Rate * Reg Hours) + (Ovt Cost Rate * Ovt Hours) = ($52.43 * 15) + ($78.65 * 3) = $786.45 + 235.95 = $1,022.40
Total Billing Amount for Employee	= Extended Regular and Overtime Charges * Multiplier 2 = $1,022.40 * 1.7 = $1,738.08

In the above example, the employee’s regular and overtime cost rates are based on the Job Cost Rate (as defined in Employee Table Maintenance) and a markup of this amount as specified in the first multiplier field on the Labor tab of Billing Terms Table Maintenance for this project. Any additional multipliers are applied to the labor total.

The following example shows how Advantage calculates overtime for the Bill Overtime Separately with the Employee's Overtime Percent method when using the Rate Times Multiplier labor billing method.

If you have an additional employee (with a different overtime percentage) charging time to the same project, you may have a calculation like the following:

Factor	Value
Employee’s cost rate in Employee Table Maintenance	$40.33
Overtime percentage in Employee Table Maintenance	180%
Multiplier 1	1.3
Multiplier 2	1.7
Regular Hours (Timesheet Posting)	15
Overtime Hours (Timesheet Posting)	3

The calculation is then performed as follows:

Description	Calculation
Regular Cost Rate	= Cost Rate * Multiplier 1 = $40.33 * 1.3 = $52.43
Overtime Cost Rate	= Regular Cost Rate * Overtime % from Employee Table = $52.43 * 180% = $94.37
Extended Regular and Overtime Charges	= (Reg Cost Rate * Reg Hours) + (Ovt Cost Rate * Ovt Hours) = ($52.43 * 15) + ($94.37 * 3) = $786.45 + 283.12 = $1,069.57
Total Billing Amount for Employee	= Extended Regular and Overtime Charges * Multiplier 2 = $1,069.57 * 1.7 = $1,818.27


Example for Billing Overtime using the Employee's Overtime Percent - Rate Table Method

The following example shows how Advantage calculates overtime for the Bill Overtime Separately with the Employee's Overtime Percent method when using a rate table labor billing method.

The following factors contribute to the calculation of hours on the invoice:

Factor	Value
Employee’s billing rate from Billing Rate Table	$70.00 per hour
Overtime percentage in Employee Table Maintenance	150%
Regular Hours (Timesheet Posting)	15
Overtime Hours (Timesheet Posting)	3

The calculation is then performed as follows:

Description	Calculation
Overtime Rate	= Billing Rate * Overtime % from Employee Table = $70.00 * 150% = $105.00
Extended Regular and Overtime Charges	= (Reg Rate * Reg Hours) + (Ovt Rate * Ovt Hours) = ($70.00 * 15) + ($105.00 * 3) = $1,050.00 + 315.00 = $1,365.00

In the above example, the employee’s regular and overtime cost rates are based on the rate specified in the table specified at the Rate table field on the Labor tab of Billing Terms Table Maintenance. If an override table is specified for the project, and the employee has an override rate in the table, Advantage uses this rate to calculate regular and overtime charges.

Although this example does not apply additional multipliers, they may be specified for rate table methods. See Example - Rate Times Multiplier Method for more information on how Advantage applies multipliers to overtime charges.


Example for Billing Overtime using the Project's Overtime Multiplier - Rate Times Multiplier Method

The following example shows how Advantage calculates overtime for the Bill Overtime Using Project's Overtime Multiplier method when using the Rate Times Multiplier labor billing method.

The following factors contribute to the calculation of hours on the invoice:

Factor	Value
Employee’s cost rate in Employee Table Maintenance	$40.33
Overtime Multiplier in Billing Terms Table Maintenance	1.5
Multiplier 1	1.3
Multiplier 2	1.7
Regular Hours (Timesheet Posting)	15
Overtime Hours (Timesheet Posting)	3

The calculation is then performed as follows:

Description	Calculation
Regular Cost Rate	= Cost Rate * Multiplier 1 = $40.33 * 1.3 = $52.43
Overtime Cost Rate	= Regular Cost Rate * Overtime Multiplier from Billing Terms = $52.43 * 1.5 = $78.65
Extended Regular and Overtime Charges	= (Reg Cost Rate * Reg Hours) + (Ovt Cost Rate * Ovt Hours) = ($52.43 * 15) + ($78.65 * 3) = $786.45 + 235.95 = $1,022.40
Total Billing Amount for Employee	= Extended Regular and Overtime Charges * Multiplier 2 = $1,022.40 * 1.7 = $1,738.08

In the above example, the employee’s regular and overtime cost rates are based on the Job Cost Rate (as defined in Employee Table Maintenance) and a markup of this amount as specified in the first multiplier field on the Labor tab of Billing Terms Table Maintenance for this project. Any additional multipliers are applied to the labor total.


Example for Billing Overtime using the Project's Overtime Multiplier - Rate Table Method

The following example shows how Advantage calculates overtime for the Bill Overtime Using Project's Overtime Multiplier method when using a rate table labor billing method.

The following factors contribute to the calculation of hours on the invoice:

Factor	Value
Employee’s billing rate from Billing Rate Table	$70.00 per hour
Overtime Multiplier in Billing Terms Table Maintenance	1.5
Regular Hours (Timesheet Posting)	15
Overtime Hours (Timesheet Posting)	3

The calculation is then performed as follows:

Description	Calculation
Overtime Rate	= Billing Rate * Overtime Multiplier in Billing Terms Table Maintenance = $70.00 * 1.5 = $105.00
Extended Regular and Overtime Charges	= (Reg Rate * Reg Hours) + (Ovt Rate * Ovt Hours) = ($70.00 * 15) + ($105.00 * 3) = $1,050.00 + 315.00 = $1,365.00

In the above example, the employee’s regular and overtime cost rates are based on the rate specified in the table specified at the Rate table field on the Labor tab of Billing Terms Table Maintenance. If an override table is specified for the project, and the employee has an override rate in the table, Advantage uses this rate to calculate regular and overtime charges.

Although this example does not apply additional multipliers, they may be specified for rate table methods. See Example - Rate Times Multiplier Method for more information on how Advantage applies multipliers to overtime charges.


Note about Accessing the Billing Template Editor

The first time you access the Billing Template Editor and click on the Edit Billing Templates button, all template fields will be blank. In order to begin using the Billing Template Editor, you must restore default templates.


Note about Creating a New Billing Template

If you are editing the default template, you should make a copy of the template, naming the copy original. You could use this template if you have to start over and do not want to restore the defaults.


Note about Modifying an Existing Billing Template

If you only have one invoice format in your firm and you don’t want to create a new billing template, you may want to edit the default template.


Note about Exporting Your Custom Billing Templates

You must export the templates you created prior to being able to select them in Advantage.


Tip on Saving Batch Billing Settings

You can change your default batch billing settings at any time. To do this, access the batch billing settings to make your default and click on the Save Settings button. The system displays the batch billing settings in the Description field. Select the Save as default settings option and then click on the OK button.


Overview of the Billing Template Editor Standard Edition

The Advantage Billing Template Editor is available in both a Professional and a Standard Edition. The Standard Edition functionality differs slightly from the Professional Edition.

In the Billing Template Editor Standard Edition, you click on a Save Template button to store your new or updated templates in the Advantage database. You do not need to export your templates to each individual workstation, as with the Professional Edition.

When you open the Billing Template Editor Standard Edition, a notice reminds you that its functionality differs from that of the Billing Template Editor Professional Edition. The Billing Template Editor Standard Edition Help provides details on this functionality.

Note that if you created templates in earlier versions of Advantage using the Enhanced Billing Template Editor, you can use your templates in the Billing Template Editor Standard Edition.

What do you want to do?

Learn more about the Billing Template Editor Standard Edition.

Determine whether you should use the Standard Edition.

Access the Billing Template Editor Standard Edition.

Utilize the Save Template feature.

Utilize the Restore Default option.

 Note


Note About the Billing Template Standard Edition

Just like the Billing Template Editor Professional Edition, the Standard version has the functionality to let you edit, copy, and delete a template, preview an invoice, and close out of a billing template editing session.


Standard Edition Features

There are two major features in the Billing Template Editor Standard Edition that differ from the Professional Edition: The Save Template Button and the Restore Defaults option.

The Save Template button	The Save Template button replaces the Export button in the Billing Template Maintenance form. Instead of exporting the edited template to the Advantage application, the Billing Template Editor Standard Edition saves your changes by storing them in the Advantage database. For projects that use the saved template, the Advantage application will load the settings of these changes during a print or print preview operation of a billing session.
The Restore Default option	The Restore Default button gives you the option to restore your defaults to the whole template or, if you wish, to just individual reports. In the Billing Template Editor Professional Edition, you restore each template individually. Modifying the templates saves you time because you do not have to completely recreate new ones with each default restoration.
Please see sections titled Utilizing the Save Template and Utilizing the Restore Default, respectively, to learn how these features are used while creating and editing billing templates.


Who Should Use the Billing Template Editor Standard Edition?

Both the Standard and Professional versions of the Billing Template Editor run on Access 2002 or 2003. Though functionality differs slightly between the Standard and Professional Editions, the main reason to use one or the other depends on the degree to which you wish to manipulate templates. The Standard Edition gives you an easy to use interface to quickly make most of the minor changes you will need to make to modify your template. The Professional Edition gives you more flexibility to make more advanced changes using Access 2002/2003.

Limitations in the Billing Template Editor Standard Edition

There are some minor template limitations that you should be aware of when using the Billing Template Editor Standard Edition:

•	You cannot change a template’s margins.

•	You cannot change a template’s width.

•	You can only create four types of control into any template: Label; Text Box; Image, and Line.

•	You are limited to 4 labels and textboxes for each section on all templates, as well as 1 line and 1 image for each section on the main template.


Accessing the Billing Template Editor Standard Edition

Just like the Billing Template Editor Professional Edition, when using the Standard Edition, you must connect to the default invoice template shipped with the Advantage software.

To work with the Billing Template Editor:

1.	Select Programs, Advantage 8.0, Billing Template Editor Standard Edition from the Start menu. Advantage displays the Custom Template form.

2.	Click on the Edit Billing Templates button to begin using the Billing Template Editor. Advantage displays the Billing Template Maintenance form.

3.	Create, modify, or delete billing templates as desired.

 Note


Note about Accessing the Billing Template Editor Standard Edition

You can also access the Billing Template Editor Standard Edition by logging on to Access 2002 or 2003 and then selecting AdvBil80_Std.mdb.


Utilizing the Save Template Feature

Just as you would in the Billing Template Editor Professional Edition, after you have previewed your new or modified template, you must then transfer this template into Advantage. Instead of exporting your template, however, you will now utilize the new Save button to store this information in the Advantage database.

To save your template in Advantage:

1.	After you have created or edited your billing templates, press the Save button. The Save Templates form appears.

2.	In the Link File field, use your Browse… button to enter the desired location of your template.

3.	Select the Custom Template that you wish to convert into a Saved Template, and then press the Save>> button. Your templates will now appear in the table called Saved Templates, located on the right side of the form.

4.	Press the Close button.

 Tip


Tips for Utilizing the Save Template Feature

•	Run Advantage simultaneously with the Billing Template Editor Standard Edition, so that you can test your template without exiting Advantage.

•	Click the Save Template button before previewing your new templates. This will ensure that your changes are processed correctly.


Utilizing the Restore Defaults Option

The Restore Defaults button gives you the option to restore your defaults to the whole template or, if you wish, restore your defaults to individual reports.

To restore defaults to the whole template:

1.	In the Billing Template Maintenance form, press the Restore Defaults button. A prompt appears, asking if you would like to restore the default template and all of its subreports.

2.	Select the Yes to All button. Your defaults will be restored.

To restore defaults to individual reports:

1.	In the Billing Template Maintenance form, press the Restore Defaults button. A prompt appears, asking if you would like to restore the default template and all of its subreports.

2.	Select the Yes button. You will be prompted to the individual defaults.

3.	Click either the Yes or No button at each prompt, depending on whether or not you wish to restore the default in question.

 Tip


Tip About the Restore Default Option
Tip About the Restore Defaults Option

Restoring an entire template at once is a very time-consuming process. It is recommended that you modify your templates as you go along.