Why does the Amount to Bill field display zero?

The Amount to Bill field in this tab is populated only if you used the Amount on Hold, Write-Off Amount, or Amount Prev Billed fields. If none of these fields are used, the Amount to Bill field is zero and the Calculate Standard Bills process uses the Transaction Amount field for its computation. The Amount to Bill field is calculated by adding the Amount on Hold, Write-Off Amount, and Amount Prev Billed fields and then subtracting that amount from the Transaction Amount field. After the Amount on Hold, Write-Off Amount, and Amount Prev Billed fields are used, the Amount to Bill field is always populated (even if the amounts in these fields are zeroed out).

What happens when I enter an amount in the Write-Off field?

When you place an amount in the Write-Off Amount field, that amount is not included on the invoice. In the Write-Off Amount field, you can enter any amount up to the amount in the Transaction Amount field. You can remove the amount from the Write-Off Amount column, then recalculate billings, and the amount then displays on the invoice. If you decide that the amount must be permanently written off, enter a reason for the write-off in the Write-Off field in the Reason group box.  Amounts permanently written off remain in the Manage Open Billing Detail screen indefinitely. You must purge the record to remove it from the Manage Open Billing Detail screen.

After you have used the Write-Off Amount field to enter an amount that you want to write off, the Amount to Bill field is used in the calculation of billings. The amount in the Amount to Bill field is calculated by adding the Write-Off Amount, Amount on Hold, and Amount Prev Billed fields and subtracting that amount from the Transaction Amount field. The result is inserted into the Amount to Bill field. If the Transaction Amount and the Write-Off Amount are equal, then the Amount to Bill field is zero. If you never want to bill this amount, delete this record from the Manage Open Billing Detail screen, as extra records such as these will slow down the Calculate Standard Bills process.

What happens when I place an amount on hold?

When you place an amount in the Amount on Hold field, Costpoint calculates the Amount to Bill field and uses it on the Calculate Standard Bills process. Costpoint normally uses the Transaction Amount field in the calculation of billings, but when the Amount on Hold, Amount Prev Billed, or Write-Off Amount fields are populated, Costpoint calculates the Amount to Bill and uses it in the billing calculation. Costpoint calculates the Amount to Bill field by adding the amounts in the Amount on Hold, Amount Prev Billed, and  Write-Off Amount fields and subtracting this total from the Transaction Amount.

Using this calculation, the transaction amount is reduced by the amount that you have placed on hold. The total of the amount placed on hold cannot exceed the transaction amount.

You can take the amount off "hold" status at any time, recalculate the billings, and the amount previously on hold displays on the next billing.

What is Amount Prev Billed?

The Amount Prev Billed field contains the amount of the transaction that has already been included on a previously posted invoice. If this amount is less than the Transaction Amount, the remaining amount of the transaction can be billed unless it is placed on hold or written off. When partial transactions are allowed in billings, the amount that is over the ceiling amount is placed in the Amount Prev Billed field.

How are transactions selected for billing?

Transactions are selected for inclusion in the billings based on the fiscal year, period, and subperiod of the transaction. To calculate bills, you must enter the fiscal year, period, and subperiod for which you want to calculate the bill. Any transaction in the Manage Open Billing Detail screen that has a fiscal year, period, and subperiod that is on or before the fiscal year, period and subperiod entered on the Calculate Standard Bills screen is included in the billings.

What happens after transactions have been included on a bill?

After transactions have been included in a bill and the bill has been posted, they are moved to the Manage Closed Billing Detail screen. During the Post Standard Bills process, all transactions included on a billing are deleted from the Manage Open Billing Detail screen and inserted into the Manage Closed Billing Detail screen. You can then use the Manage Closed Billing Detail screen to run the Reverse Previous Bills process. Use the Manage Closed Billing Detail screen to obtain detailed information about a transaction after it has been billed.