Enter unit transactions on the Manage Unit Usage screen. Think of the Manage Unit Usage screen as a transaction entry screen, similar to the accounts payable voucher entry or timesheet transaction entry screens.

Manage Unit Usage is different, however, from other transaction screens in that the unit posting is used for billing, revenue, and, optionally, unit COGS and warranty expense accruals. Instead of a voucher number or employee and timesheet date, unit usage uses a "document number" as a control mechanism.

Unit usage is always posted to the Maintain Units Usage History tables (UNITS_USAGE_HS, UNITS_USAGE_LN_HS), but you can also have it posted to billings (OPEN_BILLING_DETL) and service centers (ALLOC_BASIS_JNL). If you want the units to be included in billing, you must establish the Manage Project Billing Information screen with a transaction-based formula before posting the units. This enables the Manage Open Billing Detail screen to be populated with the unit transactions.

Posting to a service center updates the Maintain Allocation Journal with a record for the account/organization/project combination. This record is placed in the pool allocation journal and has cost allocated to it during the Compute/Print Pool Rates process. Set up the service center as a "units" basis type with a "manual" calculation of base method.

Before accessing the Manage Unit Usage screen, complete the Configure Billing Settings screen to ensure the units are entered correctly. Complete the Last Usage Document No field so the next sequential document number defaults in when you save the Manage Unit Usage screen. As with other transaction entry screens, you can override the document number. Set up the Units Usage User Defined Field Labels in the Configure Billing Settings screen if you want to use them on the Manage Unit Usage screen. There are two numeric fields, one text field, and one date field available for use.

If you want a specific CLIN to default on the Manage Unit Usage screen, enter it on the Other Info subtask on the Manage Project Billing Information screen. In the Bill Inventory Issues As group box, select the Units option, and enter, or click to select, a CLIN. If you click , the corresponding project(s) for that CLIN are also displayed. The project associated with the CLIN selected then becomes the pricing source for the project entered on the Manage Project Billing Information screen. When you enter units on the Manage Unit Usage screen, the CLIN and Source Project default in when you enter the project. By referencing the pricing information of another project, you can save setup time when establishing your pricing tables.

Also, on the Configure Billing Settings screen, you have the option of indicating whether the unit COGS is billed or incurred. If you select the Billed option, the unit COGS, as well as the optional warranty expense accrual, are recorded when the bill is posted. If you select the Incurred option, these accruals are recorded when the unit usage is posted. Unit COGS and warranty expense accruals are optional. If you do not want to record either of these accruals, do not enter any cost or warranty information on the Project Unit Pricing subtask on the Manage CLIN Information screen (for CLINs) or on the Manage Product Price Catalogs (for catalogs) screen, and do not select any unit COGS, inventory clearing, or warranty accounts on the Set Up Sales Group Abbreviations screen.

You can post either the unit cost or unit usage (price times quantity) to the Manage Open Billing Detail screen to be included on a standard bill. To include the unit cost in a standard bill calculation, you must charge units to an account that has been designated on the Manage Project Account Groups screen with a NON-LABOR Function Code. To include the unit usage in a standard bill calculation, you must charge units to an account that has been designated on the Manage Project Account Groups screen with a UNITS function code. Therefore, using the UNITS Function Code allows you to record both the unit cost and usage to the same account, and to bill only the unit usage. Note that an improper setup of the function codes and unit cost of sales methods can result either in no units being billed or in a duplicate billing that includes both the unit cost and usage. For examples of different setups, please see the "Setup Examples" section later in this topic (Unit Cost Recognition, Unit Warranty Expense Accrual, Default Accounts).

You can use either a CLIN or a catalog on each line of the Manage Unit Usage screen. For a specific project, you cannot enter units used for any item that has been set up with an automatic billing quantity on the Item Linkage subtask on the Manage CLIN Information screen for that project. Following entry, print a Usage Edit Report and make any necessary modifications. When you post the units, the Manage Units Usage History screen is populated with an exact record of the document as it was entered on the Manage Unit Usage screen. For this reason, units are not included on the report when the Post Unit Usage screen is executed. If you want a hard copy of the unit transactions, retain a final copy of the Usage Edit Report.