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Overview
The Billing Tab establishes Billing terms, Billing addresses(Remit to & Bill to), Late Charges, Retainer, Retainage, and Billing groups/Invoicing.
Field Descriptions
Below are field descriptions for the Billing Tab.
Billing Terms
| • | Net Days - Number of days added to the Invoice Date (Sales Journal) to calculate the Due Date (Sales Journal). |
Remit-To-Address
| • | Attention - Attention line for remit to address. Appears on system invoice designs as the Attention item. |
Retainage
| • | Description - A portion of the agreed upon contract that is deliberately withheld until the work is substantially complete to assure that the client will satisfy its obligations and complete a construction project. |
| • | Max - Maximum amount of retainage to be withheld. |
| • | Percentage - Percentage of labor revenue to withhold as retainage. |
Retainage Inclusions
| • | Hourly - Labor charged against this project is included in the retainage amount. |
| • | Fixed Fee - Fixed Fee Billings against this project are included in the retainage amount. |
| • | OCC - Out of Contract Consulting (Sub-consultant charges) against this project is included in the retainage amount. |
| • | ODC - Other Direct Charges (Expense) charges against this project is included in the retainage amount. |
Retainer
| • | Apply Current Amount - Amount of retainer to be applied on next invoice. When invoiced, this amount is automatically reduced by amount that was applied. |
Billing Group
| • | Billing Group - Billing groups are items that can be used for filtered runs or batches of automated invoices. Billing groups are commonly used as a separate group for each week of a month. You could then assign projects to a group and that way process invoices throughout the month. A User Defined Field. The Billing Group list is managed under Administration>List Management>Billing Groups. |
Invoicing
| • | Main Invoice - Main invoice design assigned to the Project. |
Note - When "Separate Expense Invoice" is checked, this label of this box changes to "Labor Invoice". At that point an Invoice design must have the Style attribute of "Labor Only" selected, on the Invoice Design, for the invoice design to show in this drop-down. More on Invoice Designs
| • | Separate Expense Invoice - When checked, the Expense Invoice cell will activate. This will allow for a project to run an invoice for expenses separately from invoices that include labor and Fixed Fees. |
| • | Expense Invoice - Invoice designs must have the Style attribute of "Expense Only" selected, on the Invoice Design, for the invoice design to show in this drop-down. More on Invoice Designs |
| • | Invoice Group - The Invoice Group allows for Projects to be invoiced as one invoice. When used, cover sheets can be designed to summarize individual project billings. More on Invoice Groups |
| • | PO Number - When filled out this will override the client PO Number in invoicing. |
Late Charge
| • | Description - While late charges can be manually entered into the system and appear on A/R reports, they are not automatically calculated and booked. The following two fields are part of A/R reports and can be used to customize the reports by the user. |
| • | Type - Designates the type of Late charge to be calculated. Choices are "Percentage of Balance Due" and "Flat Amount". |
| • | Amount - The amount of late charge to be added or percentage to calculate. Depends on the "Type" selected. |
Bill-To Address
| • | Use Client's Bill-To - When checked, no address will appear here in the project set-up, but client's default bill-to address will be used in invoicing. |
| • | Use Custom Bill-To - When checked, an address that is different from the client's default bill-to address can be entered here and used when generating invoices for this project. |
| • | Use Custom Bill-To Drop-down - After selecting Use Custom Bill-To, select dropdown to fill in the client's default bill-to address. You may then modify it, as needed, for this particular project. For example, you could enter a different contact person while using the rest of the default address for this project’s invoices. |
Custom Bill-To Address
| • | Attention - Bill-To Attention. You can type in a custom or use the look-up to select from Firm Contacts. |
| • | Street 1 - Address line 1 |
| • | Street 2 - Address line 2 |
| • | Street 3 - Address line 3 |
| • | Street 4 - Address line 4 |
Invoice Comments
| • | Invoice Comments - Text that can optionally appear on an invoice, typically on the first page invoice header section. This text will appear and can be edited in the "Invoice Comments" located in the header of PA Bill Review. More on PA Bill Review |
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