Summary

The Additional Billings process is used to apply Small Tool Rate and Admin Fee Rate fees to work orders before final billing. Because this process relies on menu items only applicable to Wisconsin users, Additional Billings will only function properly if WI is selected in the System Setup Window (SS> Utilities> Setup).

The default Small Tool and Admin Fee rates are specified on the respective maintenance windows. Those rates can be overridden on the Settings step of the Additional Billings process. These rates will be used in conjunction with the billing percentage specified in the AR Accounts field on the included work orders. For example, if an Additional Billings batch is processing $1,000 in work order details, but the AR account percentage on the work order is set to 90%, the Small Tools and Admin Fee rates will be calculated against $900 in work order details.

Step by Step

1     Create or edit an Additional Billings batch.

• Select the Additional Billings palette (WO> Additional Billings). This will expand the Additional Billings palette and display the steps of the batch process.
• Modify an existing batch or create a new Additional Billings batch.
  • Select a batch number from the drop-down menu at the top of the Additional Billings palette to select an existing batch.
  • Select New from the Additional Billings batch number drop-down menu to create a new batch. This will open the New Batch window.
  • If there is an open batch in the Additional Billings process, you must delete the existing batch before creating a new batch.
  • Enter a Batch Month and Batch Year. These fields default to the current calendar period and are for reference only. The fiscal period of the transactions in the batch is determined by the Journal Entry Date entered during the Generate step.
  • Click the Generate icon to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
    • You can also manually create a new batch by entering a Batch Number and clicking the Save icon  .
• Highlight the batch in the batch number drop-down menu on the Additional Billings palette and press DELETE to delete a batch. Any uncommitted billings in the batch will be deleted.

2     Specify the Settings for the batch.

• Open the Settings window (WO> Additional Billings> Settings).
• Specify an activity date range for the batch in the Activity Date From and Activity Date To fields.
• Select a Journal Entry Date from the drop-down menu. This field will default to today's date.
  • The Fiscal Period and Fiscal Year fields will populate with the information specified in the Journal Entry Date field.
• The Fee Type drop-down menu is used to specify whether the Additional Billing batch will be used to bill only Small Tool Rates, only Admin Fee Rates or both.
• The Tools Override Rate field is used to override the rate established on the individual Small Tool Rate Maintenance window.
  • Be aware that all work orders included in the batch that already have a Small Tools Rate attached to them will have the existing rate overridden for this batch.
• The Admin Override Rate field is used to override the rate established on the individual Admin Fee Rate Maintenance window.
  • Be aware that all work orders included in the batch that already have an Admin Fee Rate attached to them will have the existing rate overridden for this batch.
• Click the Save icon when complete.

3     Generate the Additional Billings batch.

• The Additional Billings window (WO> Additional Billings> Generate) will display all of the work orders that will be included in the batch.
• Click the Add icon to add a work order to the data grid below. This will open the Select Work Orders window.
  • Check the Selected toggle next to each work order you would like to include in the batch. Use the Select All and Deselect All icons to quickly select multiple work orders.
  • Click the Confirm icon to return the selected work orders to the Additional Billings window.
• Click the Expand button next to a work order to display the work order details.
  • The individual activity line items associated with the work order will all be selected by default. If you would like to remove an activity line item from the additional billings batch, uncheck the toggle in the Selected column.
  • If one of the activity line items has already been billed in an additional billings batch, the Admin Fee Billed or Small Tools Fee Billed toggles will be checked.
• When all of the desired work orders are displayed on the Additional Billings window, click the Confirm icon to continue to the next step.

4     Print the Proof List.

• Open the Proof List window (WO> Additional Billings> Proof List).
• The Proof List will display the WO Number, Reference Number, Activity, Description, Small Tools Eligible, Admin Eligible, Billing %, Small Tools Fee, and Admin Fee. Report totals will be provided for the Small Tools Eligible, Admin Eligible, Small Tools Fee, and Admin Fee columns.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

5     Print the GL Distribution report.

• Open the GL Distribution window (WO> Additional Billings> GL Distribution).
• The GL Distribution report will display the Fund, Account Number, Account Description, Debit Amount, Credit Amount, and transaction Description. The report will also provide fund totals and a grand total.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

6     Print the PM Distribution report.

• Open the PM Distribution window (WO> Additional Billings> PM Distribution).
• The report will display the PM Task, Work Order number, Work Order Description, and Labor, Equipment, Materials, or Services amount for each line item. The report will also provide a total for each LEMS category.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

7     Commit the Additional Billing batch.

• Open the Batch Commit window (WO> Additional Billings> Commit).
• Click the OK button to commit the Additional Billings batch.
• After the batch is completed, a new line item will appear on the Work Order Maintenance window (WO> Work Orders> Work Orders> open a work order> Activity tab> LEMS: O line item).