Account
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Enter, or click
to select, the general ledger account number(s) that you want linked to this line on the bill. If you leave this column blank but fill in other columns on a row, all accounts are used for that row.
If you fill out the
Account column only, the program summarizes the costs or hours or units that relate to that account. Note that if you do not select an
Organization for an
Account, you cannot select one for the same
Account for the remaining lines.
See the Processing Information section for more information on how this field works in combination with other fields on this screen.
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Organization
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Enter, or click
to select, the organization(s) that you want linked to the selected account(s) for this line on the bill. You can also leave this field blank to specify all organizations, if other columns on the row are filled. Note that if you do not select an
Organization for an
Account, you cannot select one for the same
Account for the remaining lines.
See the Processing Information section for more information on how this field works in combination with other fields on this screen.
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Fiscal Year
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Enter, or click
to select, a fiscal year to link to the selected billing line. This field is used with the
Pool and
COM Pool? fields to specify burden and cost of money amounts. If you enter a fiscal year, you must update the format at the beginning of each year to include the Pool and COM amounts for the new fiscal year. If you leave the Fiscal Year blank, all fiscal years are included.
See the Processing Information section for more information on how this field works with other fields on this screen.
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Processing Information
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The fields in this table window work with each other to link cost, hours, units, burden, cost of money, and fee information to each of the billing lines from the main screen. As mentioned above, this subtask uses a "less is more" approach; the less information you provide on a given line in this table window, the more billing data that line represents. For example, if you fill in the
Account field but leave
Organization and all other fields blank, all organizations' costs (or hours or units) for the specified account are summed for the selected billing line. If you fill in both the
Account and
Organization fields, only the selected account/org combination's cost/hours/units are included. The following field combinations provide the following outcomes on your bill:
- If you fill out the account and select the check box in the
Fee? field, the program calculates and prints the fee related to the cost of the account.
- If you fill out the account, fiscal year, and pool, the program computes and prints the pool burden that relates to that account for that fiscal year and pool.
- If you fill out the account, fiscal year, and pool, and enter
Y in the
Com Pool? field, the program calculates and prints only the cost of money burden related to that account, pool, and fiscal year.
- If you fill out the account, fiscal year, and pool, and select the check box in the
Fee? field, the program computes and prints only the fee on the burden related to that account and pool and fiscal year.
- If you fill out the
Account and
Organization columns only, the program retrieves the cost (or hours or units) from that account/organization combination.
- If you fill out the
Account,
Organization,
Fiscal Year, and
Pool, the program retrieves the pool burden amount that relates to that account and organization for that fiscal year and pool.
- If you fill out the
Account,
Organization,
Fiscal Year, and
Pool, and enter
Y in the
Com Pool? field, the program retrieves only the cost of money burden related to that account, organization, pool, and fiscal year.
- If you fill out the
Account,
Organization,
Fiscal Year, and
Pool, and select the check box in the
Fee? field, the program calculates only the fee on the burden related to that account, organization, pool, and fiscal year.
- If you fill out the
Account and
Organization, and select the check box in the
Fee? field, the program locates the fee related to the cost of the account and organization.
- If you fill out only the
Fiscal Year and
Pool, the program calculates and prints all account/organization burden for that pool for that fiscal year. Note that if you do not identify the account/organization for a fiscal year and pool on one line, you cannot identify an account/organization for that same pool on any other lines.
- If you fill out only the
Fiscal Year and
Pool, and enter
Y in the
Com Pool? Field, the program retrieves only the cost of money related to that pool and fiscal year for all accounts and organizations. Note that if you do not identify the account/organization for a fiscal year and pool on one line, you cannot identify an account/organization for that same pool on any other lines.
- If you fill out the
Fiscal Year and
Pool, and select the check box in the
Fee? field, the program calculates only the fee related to that pool and fiscal year for all accounts and organizations. Note that if you do not identify the account/organization for a fiscal year and pool on one line, you cannot identify an account/organization for that same pool on any other lines.
- If you charge an account that is NOT mapped to the billing format, a line appears on your bill labeled "Other." A quick way to identify what makes up the "Other" line is to highlight the "Other" line on the Manage Standard Bills screen ("Other" displays in the
Group Description and
Line Description fields) and open the Detail subtask. All transactions that make up the "Other" line are shown in this subtask, and you can then analyze which modifications need to be made to the format. The amounts included in the "Other" line may not have been linked properly to a line in this subtask.
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Examples
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- For a line to include all direct labor: Fill in the direct labor account number, leave everything else blank, and select
N in the
Fee? field.
- If you want a line which includes only direct labor for only organization "1.1": Fill in the direct labor account, fill in organization "1.1," leave the pool information blank, and select
N in the
Fee? field.
- For a line including all direct labor, plus burden: Fill in the first row with the direct labor account, leave the rest of the row blank, and set
Fee to
N. Then, fill in the next row of the table with the direct labor account, fill in the
Fiscal Year,
Pool, and
COM ? fields, and select
N in the
Fee? field.
- To add a line with all direct labor, plus burden, plus fee: Start with the same two rows as in the previous example, and add another two rows. On the first additional row, fill in the account, leave the rest of the fields blank, and set
Fee to
Y. On the second additional row fill in the
Account,
Fiscal Year,
Pool, and
COM ? fields, and select
Y in the
Fee? field.
Note: The less information you fill in on the table window, the more data is summed on the related line of the bill.
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