Part Billings

Work in Progress > Job Postings > Part Billings

Part Billings

You use this program to invoice a customer based on work completed for a non-stocked job or to raise an asset in suspense for a capex requisition line linked to the job (see Asset Capex Items and Assets in Suspense).

At the same time the work in progress value is reduced and can be distributed to General Ledger codes of your choice.

Although you can also use this program to clear out residual work in progress values without invoicing a customer, this should rather be performed using the Job Closure program.

Toolbar and menu

Field

Description

Edit

Change Posting Period

Select this to change the General Ledger period to which to post the transaction entries (see Change posting Period).

Set Transaction Date

Select this to change the date that must be used for the transaction.


	This facility should be used with caution - see Transaction Date.

Options

Preferences

Select this to customize processing by indicating default selections to apply for this program.

Job

Indicate the job for which to part-bill the customer.

You are prompted to process kit issues for the job when the Automatic kit issue of job required preference is enabled.

You can part bill a sub job, however part billing a sub job does not update the master job. If you want to update the master job, then you must issue the sub job to the master job using the Transfer Work in Progress program.

You cannot access this field when the Part Billings program is run from the Billing Schedule Review program.

The job description is displayed alongside the Job field, and Hierarchical job is displayed for hierarchical non-stocked jobs.

Play

Select this to use the Multimedia program to view any multimedia objects assigned to the job.

O/s WIP Value

Select this to indicate the posting period for which you want to clear outstanding work in progress amounts. You can select the current month or the previous two months.

Post

Select this to post entries to General Ledger. All outstanding amounts must be fully distributed before you can use this function. See P&C Distribute COS and Billings.

This function is only enabled if you specified at least one quantity to release.

The WIP Track Lots and Serials program is called from the Part Billings program if you selected the setup option: Require component to parent lot tracking and the non-stocked parent part is defined as lot traceable. This enables you to link the lot numbers of component parts to the parent part.

If the part billing is for a job for a capex requisition line (see Asset Capex Items) then an asset in suspense is created for the requisition line (see Assets in Suspense).

If you selected the option: Create new sales order, then the sales order which is created is numbered according to the Sales order numbering method defined (Set Key Information).

If you selected the option: Create new sales order and against the Order Details you specified that the order must be created in a status of 8, then you are prompted to supply an invoice number if the option: Billing type is set to Post-billing with invoice (Sales Orders Setup) and the option: Auto invoice numbering - order release is set to No (Set Key Information).

If you did not select the option: Same invoice for different customers (Set Key Information) then no duplicate invoice numbers are allowed within the current SYSPRO company. This applies irrespective of both the order and the invoice numbering methods selected.

If you selected the setup option: Print online delivery note with release (Work in Progress Setup) and you have an hierarchical job linked to an hierarchical sales order, then you can generate a delivery note online. You are also given the option to reprint the delivery note if required. The quantity on the delivery note is the current ship quantity (as per the sales order). The amount on the sales order is only reset when you print an invoice. Therefore if you release a quantity of one, but you previously released a quantity of two, then the delivery note is generated for a quantity of three until you issue an invoice for the quantity of two previously released.

Select this to exit the program.

Change posting Period

This screen is displayed when you select the Change Posting Period option from the Edit menu.

Field	Description
Change Posting Period	Select this to use the Change Posting Period program to indicate the General Ledger period to which you want to post the transaction entries.
Close	Select this to return to the previous screen.
Current period
Month	This indicates the period the General Ledger is currently in.
Year	This indicates the year the General Ledger is currently in.

Transaction Date

You use the Set Transaction Date option from the Edit menu to indicate the date that must be used for the transaction.

Transaction Date

The transaction date is used as the journal start date and the inventory movement date.

When the transaction extends over two days (e.g. the processing of the transaction begins before midnight and ends after midnight) then the actual date of posting is used instead of the date on which the program was loaded. In this example, the date after midnight is used as the transaction date.


	Although a number of programs provide the facility to change the date to use for the transaction, we recommend that you exercise caution when setting the transaction date. If you change the transaction date manually, then the entered date is used regardless of the actual date on which the transaction is posted. However, regardless of the date you enter, the transaction is posted to the General Ledger period that matches the period of the module at the time the transaction is posted (i.e. posting to the General Ledger is period-driven, not date-driven). Reports are date-driven, so changes to the transaction date can affect the information included in a report.

The transaction date defaults to the current system date when the Set accounting date to system date option is enabled (Operators).

Transaction Date

Field	Description
OK	Select this to accept the date you entered.
Cancel	Select this to ignore the date entered and to return to the previous field.
Transaction date	Enter the default transaction date to use for the transaction.

Example:

If you post a Part Billing transaction on 14 January 2004, but you set the transaction date to 31 December 2003, then the transaction is posted to the General Ledger period in January. However, if you print the Job Transaction Report for January (01/01/04 to 31/01/04), the transaction is not included on the report.

If you use this option to post additional costs to a job that is already marked as complete, and the date you enter differs from the original completion date for the job, then the system displays the following prompt:

Field	Description
Change the job completion date to the transaction date?
Yes	Select this to change the job completion date to the date you entered using the Set Transaction Date function.
No	Select this to leave the job completion date as the original job completion date.
Cancel	Select this to abort the posting and ignore the transaction.

Part Billings

Field

Description

General

Job

This indicates the job number for which you are processing the part billing.

Job description

This indicates the description assigned to the job number.

Journal

Hierarchical job

This indicates whether the job is hierarchical.

Customer

This indicates the customer assigned to the job.

Customer description

This indicates the customer's name.

Sales order

This indicates the number of the sales order linked to the job.

Sales order status

This indicates the status of the sales order linked to the job. See Sales Order Status Codes.

WIP value

This indicates the work in progress value of the job.

Quantity outstanding

This indicates the quantity still outstanding for the job.

Quantity

Indicate the quantity of the non-stocked item that has been manufactured.

For hierarchical jobs linked to a sales order, you use this field to indicate the quantity by which you want to increase the quantity manufactured for the job. It is the quantity which must be moved from back order to ship on a pre-existing sales order line(s). If an order does not exist, it becomes the quantity ordered and shipped on a new sales order.

You cannot access this field when the Part Billings program is run from the Billing Schedule Review program.

If the job is linked to a sales order and the quantity you enter in this field is greater than the quantity on backorder against the sales order, a warning is displayed. You are given the opportunity to increase the sales order quantity or to leave it as it is. If you select to increase the order quantity, then the order quantity is increased to match the quantity received plus the quantity already shipped. If you select to leave the quantity as is, then the quantity still on back order is added to the quantity to ship.

See Activity considerations in Notes and warnings.

Quantity to bill

This field is displayed only for hierarchical jobs and if a zero quantity was entered at the Quantity field.

It is used to release non-merchandise lines on a sales order (e.g. escalation charges, refunds, etc) which have no bearing on the quantity of the product still to be produced.

WIP value based on

Indicate the source to use for the outstanding WIP value.

Option	Description
Outstanding WIP	Select this to indicate that the outstanding work in progress must be used as the source of the work in progress value.
Original expected costs	Select this to indicate that the original expected costs must be used as the source of the work in progress value.
Actual cost	Select this to indicate that the actual cost must be used as the source of the work in progress value.
Manual entry	Select this to manually enter the WIP material and WIP labor values required.

WIP material value

Indicate the value by which the material portion of work in progress must be reduced.


	Although values are separated into material and labor amounts when reducing the work in progress value, at the time of posting them to General Ledger they are combined and posted as one figure.

This field is only enabled if the WIP value is based on Manual entry.

WIP labor value

Indicate the value by which the labor portion of work in progress must be reduced.

This field is only enabled if the WIP value is based on Manual entry.

Value basis

Indicate the basis for the material/labor values entered.

If the WIP value based on is set to Original expected costs or Actual cost, then the Value basis is set to Unit.

If the WIP value based on is set to Outstanding WIP, then the Value basis is set to Total.

Option	Description
Unit	Select this if the material/labor values entered are based on the unit quantity that has been manufactured.
Total	Select this if the material/labor values entered are based on the total quantity that has been manufactured.

Action

This option is only available if you entered a customer in the Customer field when you created the job (Job Entry). The customer assigned to the job is only validated when a part billing is made.

For hierarchical jobs, the sales order number linked to the job is indicated at the Linked to s/o field. In addition, all the sales order options (i.e. No sales order link, Create new sales order, Update sales order and Append to sales order) are disabled as you can only update the sales order(s) to which the hierarchical job is linked.

You cannot part bill a job linked to a sales order for which a delivery note has already been printed if maintenance of sales orders after the delivery note is printed is denied (Sales Orders Setup).

See Activity considerations in Notes and warnings.

Option

Description

No sales order link

Select this if the job is not linked to a sales order.

Create new sales order

Select this to create a new sales from the job.

Each new sales order contains one or more sales order detail lines, depending on the invoice method selected.

You use the Order Details function to enter the order details.

After creating a new order, you can immediately maintain that sales order and add lines or comments. In addition, all the facilities of Sales Order maintenance are available.

You cannot create a new sales order if:

a negative value was entered at the Quantity field.
the customer assigned to the job is not held on file. If the customer fails a credit check, then the order is optionally placed into suspense.

Update sales order

Select this to ship the part-billed quantity of a previously back-ordered sales order line, so you can deliver the goods and/or invoice the customer.

A job created from a back-ordered sales order normally contains one non-stocked line, with the order quantity being placed into the back order quantity field.

Once you have manufactured a quantity of the finished part and you part-bill the quantity, then the entered part-billing quantity is moved from the back-order quantity to the ship quantity field. You are now able to deliver and/or invoice the goods to the customer. You can also change the order status and unit cost of the non-stocked line.

You can only select this if a back-ordered sales order line exists for the job.

Append to sales order

Select this to add detail lines to an existing sales order. You will not be required to enter any sales order header details.

When appending details lines to an existing order, the program defaults to using the last sales order created for the job.

You cannot append lines to a sales order which is in a status of In process, Cancelled or Complete.

You can append the non-stocked job to the same order it is currently linked to providing there is nothing on backorder or ship for the non-stocked code.

Create a credit note

Select this to process a credit note for a non-stocked item or a hierarchical job. You can also process a negative billing from within the Part Billings program, but processing a credit note is preferable as this creates an audit trail linking the credit note to the original invoice.

You use the Order Details function to enter the credit note details.

This option is normally only enabled when you enter a negative value in the Quantity field. However, you can process a credit note for a zero quantity, provided that there is a link to a sales order with a miscellaneous line, which you can then credit. Note that you process the credit note with a positive value which will be credited.

For both a credit note and a negative billing, the selling price is derived from the sales order price of the sales order created for the job. If the sales order does not exist (e.g. it may have been purged), then the selling price against the job is used.

Any deposits or retentions which require adjusting must be manually adjusted.

You can only create a credit note linked to an original invoice through the Sales Order Entry program. The credit note is linked to the job according to your selection at the preference Update non stocked jobs when creating a credit note (see Preferences).

When you process a credit note from the Part Billings program, the credit note is automatically linked to the job.

When you Create a credit note for a sales order created from a job with the Billing method set to Line details, a warning message is displayed that the job must be manually reversed. Since the job is for the parent item and the sales order contains the allocations, there is no link from the sales order lines back to the job. You can credit the customer, but you must reverse the job manually using Part Billings.

Billing method


	If you set the job to Complete when the option: Calculate and check gross profit is enabled (Work in Progress Setup) then the billing method defaults to Selling price and cannot be changed. This is so that the program can calculate the gross profit.

Option

Description

Progress payment

Select this to generate an order value based on the value of work in progress not yet billed to the customer. This value may be incremented by markup percentages and/or profit percentage as defined against the job.

This method usually creates a non-stocked sales order detail line, where the unit cost is calculated as the value by which work in progress is reduced, divided by the quantity being part billed.

The stock code is defined as the stock code of the job, and the stock description may be entered at the time of entering the sales order details.

It is assumed that the quantity part-billed is the sales order quantity and the quantity to ship.

However, if the quantity being part-billed is zero then a miscellaneous charge line is created instead, where the value of the line is the order value, and the cost of sales is the value by which work in progress is reduced.

Selling price

Select this for the order value to be determined by multiplying the quantity part-billed by an entered selling price. This defaults to the selling price defined against the job.

This method usually creates a non-stocked sales order detail line where the unit cost is calculated as the value by which work in progress is reduced, divided by the quantity being part billed.

The stock code is defined as the stock code of the job, and the stock description may be entered at the time of entering the sales order details.

The assumption is that the quantity part-billed will be the sales order quantity and the quantity to ship.

However, if the quantity being part billed is zero, then a miscellaneous charge line is created instead, where the value of the line is the order value, and the cost of sales is the value by which work in progress is reduced.

Line details

Select this to generate multiple sales order lines. The first line of the order is a comment line describing the job from which was generated the line details.

A detail sales order line is created for each material allocation (attached to the job) still to be billed. The line is treated as a non-stocked, regardless of whether the allocation is for a stocked entry. This prevents the Sales Order Entry program from reducing inventory levels again for the stocked items.

Against the sales order details, you will need to enter a valid product class, commission code and tax details which will be used for each non-stocked item found.

You can only select this method when the option: Calculate and check gross profit is disabled (Work in Progress Setup).

See Restrictions and limits in Notes and warnings

Order details

Select this to append detail lines to an existing sales order (see Sales Order Number) or to assign sales order header information for the part billing if a link to sales order is required (see Order Details).


	When you select to Create new sales order, the non-stocked stock code and description are populated in the Sales Order Details pane. However, when you Append to sales order, the non-stocked stock code and description are not populated, because you are not required to enter any sales order header details; the defaults from the initial sales order created for the job are used.

Additional reference

Enter an additional reference or notation.

The text you enter here is printed on the WIP Part Billings Distribution report and is displayed in the WIP Booked pane of the WIP Query.

Job complete

Select this to indicate that the job is complete.

The program checks that there are no outstanding purchase orders, operations, or material allocations for the job.

When you set a job to complete:

outstanding operations are also set to complete, unless the option: Load levelling required (Work in Progress Setup) is enabled.
all allocations are set to complete and any reserved stock for them is released. This applies when the Reserve stock for confirmed jobs option is enabled (Work in Progress Setup) and stock was reserved for the allocation.

Completed jobs are only purged by the WIP Period End program if there are no outstanding values held against the job.

Lot number

Enter a lot number for the non-stocked item you are part billing.

The lot number must not already exist, unless you are crediting an existing sales order (i.e. the quantity being part billed is negative), in which case the lot number must exist.

For a positive quantity being part billed, this creates a lot number for a non-stocked item. The warehouse code against this lot number is designated as **. In addition, the sales order line created for the non-stocked item is assigned to the lot number entered, so that a subsequent invoice reduces stock on hand of that lot number to zero.

This field is only enabled if:

Automatic lot numbering is not enabled (Set Key Information). If automatic lot numbering is required, then the lot number is generated automatically and you can only access the Concession and Certificate fields.
if a non-zero entry was made at the Quantity field
the finished stock item of the job is a traceable item (Stock Codes).

Concession

Enter a concession number if applicable.

This applies only if a non-zero entry was made at the Quantity field, and the finished stock code of the job is a traceable item (Stock Codes).

Certificate

Enter the certificate number. The certificate number serves to identify the certification of your product to your customer. This number can be printed on your delivery note or invoice to the customer.

This applies only if a non-zero entry was made at the Quantity field, and the finished stock code of the job is a traceable item (Stock Codes).

Session details

Transaction date

This indicates the transaction date to be used for the transaction (see Transaction Date)

Posting period

This indicates the period into which the transaction will be posted.

Sales Order Number

This screen is displayed when you select the Edit option at the Order details field and you selected the Action: Append to sales order. This enables you to indicate the sales order number to which you want to add detail lines.

Field	Description
Continue	Select this to accept the sales order number you entered and to return to the previous screen.
Close	Select this to ignore any entry you made and to return to the previous screen.
Append to sales order
Order number to append	Indicate the order number to which you want to append lines.

Margin Checking

This screen is displayed when you select the Edit option at the Order details field if all of the following are true:

the option: Calculate and check gross profit (Work in Progress Setup) is enabled
the job is set to complete
you selected to create a new sales order

The screen enables you to perform a margin check and does not update any data (i.e. it is used for information purposes only).

Field Description

Continue Select this to perform the margin check.

Close Select this to return to the previous screen.

Costs to date

Material This indicates the current material costs of the job.

Labor This indicates the current labor costs of the job.

Markup percentage

Indicate the markup percentages to add to the cost.

The following warning is displayed if the percentages entered are not within the percentages defined at the option: Calculate and check gross profit (Work in Progress Setup): The gross profit is below/above the acceptable limit. Do you wish to continue?

See Password considerations in Notes and warnings.

The percentages you enter are merely used to recalculate what the selling price and gross profit would be with those percentages.

If these are the percentages you want to use, then you need to enter them in the Sales Order Billing Details pane (i.e. the percentages you enter here are not automatically used).

Material Indicate the markup percentage you want to add to the material cost.

Labor Indicate the markup percentage you want to add to the labor cost.

Details

Selling price This indicates the calculated selling price of the job according to the Markup percentages you entered in the previous fields.

Gross profit

This indicates the calculated gross profit using the Markup percentages entered.

The gross profit is the difference in value between the accumulated costs to date and the selling price of the job.

Order Details

The pane is enabled when you select theEdit option at the Order details field and you selected the Action: Create new sales order.


	The options and field in this pane are enabled when you select the Edit option at the Order details field in the Part Billings pane and create a new sales order.

Field Description

Field	Description
Order Header	Select this to use the SO Header Maintenance program to maintain the sales order header information. If you selected the option: Create new sales order and against the Order status you specified that the order must be created in a status of 8, then you can enter an invoice number against the Order header if: the option: Request when order released from status 4 is set to Invoice (Sales Orders Setup) the option: Auto invoice numbering - order release is set to No or Use delivery note (Set Key Information) the option: Sales order moved to invoice is not selected (Set Key Information)
Maintain This order	This only applies to the Action: Update sales order. Select this to use the Sales Order Entry program to maintain the sales order. The following warning message is displayed by the Sales Order Entry program when you select this option: `"There are one or more jobs attached to this order. Certain maintenance may invalidate these links. Do you wish to continue?"` This field is not enabled if you selected the preference: Apply recommended cost automatically.
Apply Recommended	This option is displayed when you select the Action: Update sales order. Select this to apply the value in the Unit cost - Recommended field to the Unit cost - New field. This field is not enabled if you selected the preference: Apply recommended cost automatically, because the recommended cost will already have been calculated.

Order Header

Select this to use the SO Header Maintenance program to maintain the sales order header information.

If you selected the option: Create new sales order and against the Order status you specified that the order must be created in a status of 8, then you can enter an invoice number against the Order header if:

the option: Request when order released from status 4 is set to Invoice (Sales Orders Setup)
the option: Auto invoice numbering - order release is set to No or Use delivery note (Set Key Information)
the option: Sales order moved to invoice is not selected (Set Key Information)

Maintain This order

This only applies to the Action: Update sales order.

Select this to use the Sales Order Entry program to maintain the sales order.

The following warning message is displayed by the Sales Order Entry program when you select this option: "There are one or more jobs attached to this order. Certain maintenance may invalidate these links. Do you wish to continue?"

This field is not enabled if you selected the preference: Apply recommended cost automatically.

Apply Recommended

This option is displayed when you select the Action: Update sales order.

Select this to apply the value in the Unit cost - Recommended field to the Unit cost - New field.

This field is not enabled if you selected the preference: Apply recommended cost automatically, because the recommended cost will already have been calculated.

Sales Order Details

This pane is displayed if the Billing method is set to Progress payment or Selling price and you selected a sales order link.

Field	Description
General
Customer purchase order	Enter the customer's purchase order reference details if required.
Order status	Select the status to which you want to set the order. See Sales Order Status Codes.
Salesperson	The salesperson assigned to the customer is displayed here as the default. You must specify a valid salesperson before you will be allowed to post the transaction.
Order value	Indicate the amount you want to bill the customer.
Selling price	This indicates the selling price of the finished item as defined against the job (Job Entry).
Customer currency	This indicates the currency of the customer and is displayed for foreign currency customers.
Line details
Stock code	This indicates the code of the item you are billing.
Stock code description	This indicates the description for the code. If the item is non-stocked, then this defaults to the description entered when the job was created, but can be changed here.
Product class	Indicate the product class to use for the billing. A valid product class must be entered before you can post the transaction.
Commission	Assign a commission code to the non-stocked line. You can only access this field if you indicated that commission must be calculated, and that the calculation must use the code held against the price (Sales Orders Setup).
Taxable	Select this to apply tax to the billing.
Tax code	Indicate the tax code to apply. If you are using the EC VAT system, you will have to enter EC information when performing part billings for EC customers.
GST taxable	Select this to apply GST.
GST code	Indicate the GST code to apply.
Credit	These fields are only enabled for credit notes. If you selected option: Ask reason code for new credit note (Sales Orders Setup) then you must enter a reason code.
Credit reason	Indicate the reason code for the credit.
Credit reason description	This is the description of the Credit reason code selected.
Adjust qty on backorder for linked SO	You can process a credit note for an invoice you have not yet printed, by entering a negative Quantity and selecting the Update sales order action. If you select this option, then a new line is created on the original sales order with a credit in the back order quantity field to adjust the quantity on back order. This enables you to correct mistakes made on an hierarchical sales order, by adjusting the original order back to its original state. If you do not select this option, then the original sales order quantity is not reversed and the contract will not be fully billed. For example, if you invoice a quantity of 1 out of a total contract quantity of 5 and then reverse the invoice, Part Billings will not put back the 1 unless this option is selected. This means that the sales order is 20% short and you will only part bill 80% of the original contract. Put another way, if you invoice 0.2 of 1.00, then later discover you need to reverse 0.2, part billings does not put back the 0.2. The consequence is that the sales order is 20% short, or you are only part billing 80% of the original contract. This option is only available when processing a credit for an hierarchical order with a job is linked to a valid and incomplete sales order. If the sales order is complete and a credit note is required, then you first need to set the order to incomplete in Sales orders. This option is not available when you access the Part Billings program by processing a credit note for an hierarchical sales order using the Sales Order Entry program. The back order quantity for the linked sales order would have been adjusted using the SO Sales Order Lines from Reprint program.

Sales Order Billing Details

This pane is displayed if the Billing method is set to Line details and you selected a sales order link.

Field

Description

General

Customer purchase order

Enter the customer's purchase order reference details if required.

Order status

Select the status to which you want to set the order. See Sales Order Status Codes.

Salesperson

The salesperson assigned to the customer is displayed here as the default.

You must specify a valid salesperson before you can post the transaction.

Stocked lines to be valued at

For any selection made here the quantity issued is the quantity not yet billed to the customer and the cost of sales is based on the actual cost of the material issued to the job.

Option	Description
List price	Select this to value material lines at the list price of the item. The value of each material line created is calculated as follows: Stocked items: The quantity issued multiplied by the list price of the item. Non-stocked items: The quantity issued multiplied by the unit cost (as defined against the allocation) marked up by the Material markup % figure.
Markup percentage	Select this to value both stocked and non-stocked lines at the quantity issued multiplied by the unit cost marked up by the entry made at the Markup % field.
Customer price	Select this to value material lines at the price held against the customer. The value of each material line created is calculated as follows: Stocked items: The quantity issued multiplied by the price as determined by normal pricing mechanisms applicable to Sales Order Entry, including line discounts and any pricing contracts in force. Non-stocked items: The quantity issued multiplied by the unit cost (as defined against the allocation) marked up by the Material markup % figure.

Markup percentage

Material

Indicate the material markup percentage to be applied to the line. This defaults to the percentage entered at the time the job was created.

Labor

Indicate the labor markup percentage to be applied to the line. This defaults to the percentage entered at the time the job was created.

Details applied for non-stocked lines

Product class

Indicate the product class to be assigned to the non-stocked line.

You must specify a valid product class before you can post the transaction.

Apply product class to stocked lines

Select this to apply the product class specified for non-stocked lines to stocked lines as well.

Otherwise the product class held against the stock item is used.

Commission

Assign a commission code to the non-stocked line.

You can only access this field if you indicated that commission must be calculated, and that the calculation must use the code held against the price (Sales Orders Setup).

Details applied for operations

Default product class

Indicate the default product class to be assigned to the operation line.

Create details for each operation

Select this to create a miscellaneous charge line for each unbilled operation.

Otherwise a single miscellaneous charge line is created for all unbilled operations.

The lines are created with a default product class of _OTH and the description defaults to your entry made at the preference: Comment text for operations.

Summarize by product class

Select this to summarize all unbilled operations by product class.

The product class defined against each work center used in each operation is used. If this is blank then the default product class is used.

The program creates miscellaneous charge lines for the summarized operations. The description assigned to each charge line will be the product class description. If this is blank or the product class is not found, then this defaults to your entry made at the preference: Comment text for operations.

You can only access this option if you selected the option: Create details for each operation.

Use labor service charges

Select this to apply a labor service charge to the current sales order line.

The service charge code against the work center (Work Centers) is used to determine the charge. If no service charge code is defined against the work center, then the default code defined at the Default labor service charge field (Work in Progress Setup) is used to determine the charge.

This field is only enabled if Labor service charge is set to Prompt operator (Work in Progress Setup). If labor service charges are set to Required, then this field is automatically selected and cannot be deselected.

Refer to Labor Service Charges in Part Billings for additional information.

Additional

Copy narrations attached to labor allocations

Select this to copy labor allocation narrations to a sales order when creating the sales order with the billing method of Line details.

This option is only enabled when you select the options: Create details for each operation or Use labor service charges.

Copy narrations attached to mat allocs

Select this to copy material allocation narrations to a sales order when creating the sales order with a billing method of Line details.

Seq mats with associated labor allocs

This option is only enabled when you select the options:Create details for each operation or Use labor service charges.

If you select this option, then when creating a sales order with the billing method: Line details, the material allocations linked to labor allocations are attached to the sales order after the labor allocations to which they are linked. If materials use offset days, then these materials are inserted before the labor allocation lines.

For example, a job has the following:

Operation 1

Operation 2

Component A uses offset days

Component B is required for Operation 1

Component C is required for Operation 1

Component D is required for Operation 2

Component E is required for Operation 2

If you select to sequence materials with labor allocations, then the sales order lines are created as follows:

1 Component A

2 Miscellaneous operation line 1

3 Component B

4 Component C

5 Miscellaneous operation line 2

6 Component D

7 Component E

Tax details for non-stocked/operations

The tax details entered for non-stocked items applies equally to all operation charge lines created.

Taxable

Select this to apply tax to the billing amount.

Tax code

Indicate the tax code to apply to the billing.

If you are using the EC VAT system, you will have to enter EC information when performing part billings for EC customers.

GST taxable

Select this to apply GST to the billing amount.

GST code

Indicate the GST code to apply to the billing.

Labor Service Charges in Part Billings

Labor service charges are only applied when you create a sales order with the Billing method of Line details.

Before you can process labor service charges from the Part Billings program, you must have done the following:

Defined at least one service charge code for labor using the Service Charges program.
Selected Required or Prompt operator against the setup option: Labor service charge (Work in Progress Setup).
Defined a default service charge code for labor at the Default labor service charge (Work in Progress Setup).
Used the Work Centers program to optionally define a service charge code for labor against one of more work centers
Used the Job Entry program to create a job with at least one operation.

Labor allocations are processed is as follows:

When processing labor allocations to add to a sales order and the option: Use labor service charges is selected then:

For normal allocations, a miscellaneous charge line is created for each labor allocation. This follows the normal rules for processing that type of service charge.
- The charge code is taken from the work centre file/table. If this is not defined, or the work center is not on file, the system default is used.
- The quantity is taken as the labor time units.
  
  The labor time units are calculated as:
  
  Total time issued to date (sum of run time issued, setup time issued, startup time issued and teardown time issued) LESS Total time billed to date.
- The price per unit is taken from the service charge.
- The cost is calculated from the Total labor cost (value issued to date less value billed to date).
  
  Note that usually when quantity is involved, the cost is a unit cost, but in this case it is always the outstanding amount from the allocation.
When processing subcontract allocations and the option: Use labor service charges is selected then a check is made for a charge code on the associated work centre. If there is no charge code, then a charge line is created by applying the markup to cost.

If there is a charge code, then a miscellaneous charge line is created which follows the normal rules for processing that type of service charge.
- The charge code is taken from the work centre file/table.
- The quantity is the quantity completed for the subcontract operation.
  
  This is calculated as:
  
  Total quantity completed less total quantity billed to date. The result is multiplied by the subcontract quantity per if the quantity per is non-zero.
- The price per unit is taken from the service charge.
- The cost is calculated from the Total labor cost (value issued to date less value billed to date).
  
  Note that usually when quantity is involved, the cost is a unit cost, but in this case it is always the outstanding amount from the allocation.

Update Sales order

This pane is displayed when you select the Action - Update sales order.

Field	Description
General
Sales order	This indicates the sales order number you are updating.
Current status	This indicates the current status of the sales order. See Sales Order Status Codes.
New order status	This enables you to indicate the status to which you want to set the sales order.
Unit cost
Recommended	This indicates the recommended unit cost amount. This is based on your selection at the WIP value based on field in the Part Billings pane.
New	You use this field to indicate the new unit cost to use for the billing. By default, the new unit cost is assumed to be the current unit cost plus the unit value of the work in progress to be distributed.

GL Distribution

This editable listview enables you to assign any outstanding WIP value for the job to specific General Ledger codes.

You can also use the listview to change any details for transaction lines that have been entered, or delete the entry.

If you selected the option: Tracking cost only, then the outstanding amount for each head/section is automatically distributed to the ledger code you defined in the Cost ledger code field for that head/section (P&C Maintenance of Job Hierarchies).

When part billing a completed job where additional material or labour has been posted after the job was completed, you need to select the Post function to enable the GL Distribution pane.

Field	Description
Delete	Select this to remove the listview entry currently highlighted.
Apply Undistributed	Select this function to assign the total outstanding amount (displayed in the Undistributed field) to the specified ledger code.
G/L Distribution
Ledger code	Indicate the ledger code against which the amount must be posted. This defaults to the account indicated at the preference: Default G/L distribution account. Your entry here is validated only if the Work in Progress module is integrated to General Ledger in detail or summary (General Ledger Integration). If you are part billing a hierarchical order and a Cost ledger code is defined against the head/section of a hierarchy (P&C Maintenance of Job Hierarchies) then that ledger code is displayed in this field. If the job is for a Capex item, then the General Ledger distribution account defaults to the Asset clearing account defined against the Asset branch/group in the Assets Ledger Interface program when General Ledger integration is enabled. The account indicated at the preference: Default G/L distribution account is ignored.
Description	This indicates the description of the ledger code selected.
WIP ledger code	This indicates the Work in Progress
Amount	You use this field to indicate the amount you want to distribute.
Undistributed amount	This indicates the value that must still be distributed to ledger codes. It is updated for each listview entry added, deleted or changed.

Preferences

You use the Preferences option from the Options menu to customize processing by indicating default selections to apply for this run of the program.

Field	Description
Save	Select this to save your selections against your operator code. Your selections will remain in force until changed.
Close	Select this to save the preferences for the current run of the program only.

Preferences

Field

Description

General

Default WIP value based on

This enables you to indicate the default setting for the option: WIP value based on in the Part Billings pane.

Option	Description
Outstanding WIP	Select this to indicate that the outstanding work in progress must be used as the source of the work in progress value.
Original expected costs	Select this to indicate that the original expected costs must be used as the source of the work in progress value.
Actual cost	Select this to indicate that the actual cost must be used as the source of the work in progress value.

Sales order creation

Default order status

Indicate the order status to use when creating a new sales order.

The following statuses are available:

8 - To invoice
3 - Released back order
4 - In warehouse
S - Suspense

Default billing method

Indicate the preferred billing method to use when creating a new sales order, or appending lines to an existing sales order.

Line detail defaults for SO creation

Default product class for operations

Indicate the product class to use when creating miscellaneous charge lines for operations.

Comment text for operations

You use this field to indicate the text you associated with operation miscellaneous charge lines.

Create details for each operation

Select this to create a miscellaneous charge line for each operation allocated to the job.

Summarize by product class

Set the default setting you require for the option: Summarize by product class in the Sales Order Billing Details screen.

Use labor service charges

Set the default setting you require for the option: Use labor service charges in the Sales Order Billing Details pane.

This preference is only enabled if labor service charges are set to Prompt operator (Work in Progress Setup).

Copy narrations attached to labor allocs

Set the default setting you require for the option: Copy narrations attached to labor allocations in the Sales Order Billing Details pane.

Copy narrations attached to mat allocs

Set the default setting you require for the option: Copy narrations attached to material allocations in the Sales Order Billing Details pane.

Sequence mats with assoc labor allocs

Set the default setting you require for the option: Sequence materials with associated labor allocations in the Sales Order Billing Details pane.

Sales order update

Default order status

Indicate the default status to which an existing sales order must be set when the order is updated.

This preference is applied when you update the sales order but do not use the Order Details pane.


	If an order is in Suspense, then the status cannot be updated using the Part Billings program, irrespective of your selection at this option.

The following options are available:

No default

Select this to leave the sales order in its current status.
8 - To invoice
3 - Released back order
4 - In warehouse
S - Suspense

Apply recommended cost automatically

Select this to apply the recommended cost when updating a sales order as long as the recommended cost is valid.

This preference enables you to apply the recommended cost to the sales order without having to use the Order Details screen. If you select this preference, then the Apply Recommended function and the Unit cost - New field on the Update Sales Order screen are disabled, because the recommended cost will already have been calculated and you cannot change the new cost.

G/L distribution

Default G/L distribution account

Indicate the default ledger account to be used when distributing entries to General Ledger.

This does not apply when processing a job for a Capex item. In that case, your entry here is ignored and the General Ledger distribution account defaults to the Asset Clearing account if General Ledger integration is enabled.

Kit issue

Automatic kit issue of job required

Select this to be able to apply kit issues for outstanding materials and labour to a job for a non-stocked item during the part billing process.

Notes and warnings

GL Analysis considerations

If the GL analysis required option is enabled for a ledger account used in this program (General Ledger Codes or GL Structure Definition) then the Capture GL Analysis Entries program is displayed when you post the transaction, so that you can enter the analysis details. For a sub module transaction, the sub module must also be linked to the General Ledger in Detail at company level (General Ledger Integration) or at ledger account code level (General Ledger Codes or GL Structure Definition). GL analysis entries cannot be entered from sub modules if the sub module is linked to the General Ledger in Summary at company level or at ledger account code level.

Note that the GL analysis required option is ignored for all GL codes which are defined in General Ledger Integration. This applies even when the GL code is manually entered in a posting program. Although GL integration programs may be entered manually, they may also be called automatically by other programs or may be automated, which means that they can never be stopped to allow GL analysis entries to be captured.

If the GL analysis code used does not exist in the GenAnalysisCat table, then a message to this effect is displayed and the program will not prompt for analysis again. The GL journal will be created but not posted until the GL code, GL analysis code and GL journal are corrected.

The Ask Me Later function is only available when the option: Force GL Analysis - GL journal posting is enabled for the sub-module (General Ledger Integration).

General Ledger analysis entries are always distributed in the local currency, regardless of the currency in which the original transaction is processed.

eSignature considerations

Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.

Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the eSignature Setup program.

eSignature Transaction	Description
WIP Part billings	Controls access to the Post function in the Part Billings program.

Activity considerations

Operator access to the following activities within this program can be restricted. You configure this using the Operators program.

Activity

Description

WIP Allow over-receipts for jobs

Controls whether an operator can over-receipt a job using the Job Receipts and Part Billings programs and the WIP job receipts and WIP part billings business objects.

When denied, the operator cannot receipt in a quantity which is greater than the Quantity outstanding or which is greater than the Quantity outstanding less the Quantity in inspection for the job.

SO Maintain sales order after delivery note print

Controls whether an operator can maintain order lines or cancel an order once the delivery note has been printed, or when it is ready to be invoiced.

It also controls whether an operator can maintain detail lines for credit notes, debit notes and billings (i.e. the operator won't be able to add, change or cancel lines or add comments to these order types).

This also includes:

using the WIP Inspection or Job Receipts program to accept an item into stock for a job linked to a sales order for which a delivery note has already been printed.
using the Part Billings program to part bill a job linked to a sales order for which a delivery note has already been printed


	This does not prevent the operator from maintaining the sales order header information. This activity is applicable only if the Maintenance allowed option is enabled at the After delivery note print maintenance field (Sales Orders Setup).

Password considerations

Password access to the following functions in this program may be defined in the Password Definition program. When defined, the password must be entered before you can access the function.

Field	Description
WIP Posting to a previous month	This password restricts access to posting Work in Progress transactions to a previous period (see Multi-period accounting).
WIP Completing a job if outstanding po's/materials/operations	This password restricts access to using the Job ReceiptsJob Closure or Part Billings program to set a job to Complete when there are outstanding materials or operations to be issued to the job, or outstanding purchase orders against the job.
WIP Override on gross profit check in Part Billings	This password restricts access to overriding the gross profit margin check warning in the Part Billings program. This applies when the Calculate and check gross profit option is enabled and the gross profit calculated is higher or lower than the percentages defined (Work in Progress Setup).

Inserting Application Help

You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.

Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.

Open the program for which you want to insert application help into a customized pane.

This functionality is only available for a program that has panes.
Right-click any form field.

You can also click the triangle menu icon that appears in the title area of a pane.
Select Insert Application Help from the context-sensitive menu.

The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.

Removing the Application Help pane

If you no longer want to display application help in a pane for your current program, you can simply remove it.

Select the Close icon in the right-hand corner of the application help pane.
Confirm that you want to delete the pane.