Part Billings

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.

This posts the entries to the General Ledger.

Considerations:

• 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 use the Change Posting Period program to indicate the general ledger period to which you want to post the transaction entries.

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 back order 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.

Indicate the source to use for the outstanding WIP value.

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.

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

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).

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 0 - Order in process, \ Cancelled, * Cancelled or 9 - Complete.

You can append the non-stocked job to the same order it is currently linked to providing there is nothing on back order 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.

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.

Select this to append detail lines to an existing sales order or to assign sales order header information for the part billing if a link to sales order is required.

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 leveling 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.

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).

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 - To invoice, 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)

A valid product class must be entered before you can post the transaction.

If you selected option: Ask reason code for new credit note (Sales Orders Setup) then you must enter a reason code.

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.

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 % amount.

This option doesn't take price groups into consideration, as it uses the main list price of the item.

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 % amount.

Best price considerations

When using the Sales Pricing Engine, the system determines the best price as follows:

• If a pricing contract exists for a customer, then the contract price is applied.

• If no pricing contract exists, the system establishes if any existing trade promotions are applicable and then applies the relevant TPM price.

• If no contract or TPM price exists, then the SO Pricing Best Price Query Business object: SORQPQ business object calculates the best price using the price group, stock code and quantity.

You can view which pricing was applied at the Price group rule and Contract columns within the Sales Order Query program.

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.

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.

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.

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.

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

Select this to remove the listview entry currently highlighted.

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).

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.

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.