Mass Billing: Project Time & Materials – Workamajig

This screen is designed to mass generate Client Invoices based on actual approved time and expense transactions entered. This will display a line for each project with a Time and Material billing method that have approved transactions available to be billed as of the To Bill date.

The projects are subdivided by projects with a Billing Schedule to create Advance Bill Invoices and Projects without a billing schedule.

Each Project displays the Project Budget, the total amount previously Invoiced, the current To Bill amount and the Variance.

NOTE: The Invoiced amount is the total of all Revenue invoices and does not include any Advance bill invoices. The Variance amount is calculated as the Budget Amount - (Revenue) Invoiced Amount - To Bill Amount = Variance.

Mass Billing Settings

Click the ...More to set the Mass Billing Settings. This setting determines whether Media Orders (IO/BO) will be included in the T&M billing or billed separately. If checked, the Media Orders will be not included in the Time and Material mass billing and will be billed separately using the Mass Bill Media screen.

NOTE: Based on Security right.

Select Other Options

This screen allows for more specific search options. The system can search by a specific client, a specific GL Company, if applicable, and set the Through Date for unbilled approved transactions. By default, the system displays all projects for all Clients, that have billable transactions or a billing schedule through the To Bill Date.

NOTE: Based on security rights, the system defaults to display all GL Companies.

Click on the … to select additional search options.

Search by Parent Client, Campaign, Office, Project Status and Project Billing Status. Select the transactions that will be included in the search for approved unbilled transactions:

Open Orders Only: If checked, the search will include only current open orders and will not include any closed unbilled orders. This includes all PO’s, IO’s and BO’s and will prebill the orders. Note: If Media is billed separate, this will apply to open PO’s only.
Time: If checked, the search will include any unbilled approved time transactions
Expenses: If checked, the search will include any unbilled approved expenses (vendor invoices, expense reports, misc. costs)
Purchase Orders: If checked, the search will include any approved Purchase Orders. This will prebill the orders.

Generate Invoices

To mass bill, select the projects to be billed and click $ generate. This opens the Billing Options panel to select dates, invoice and line options, and other settings.

Billing Options - allows you to set specific data in the generation of the Client Invoice.

Invoice Date: Invoice Date defaults to Today’s date and can be changed.
Posting Date: Posting Date defaults to Today’s date and can be changed.
Create as Approved: If checked, the Client Invoice will be created as Approved.
One Invoice Per*: Determines how the Client Invoice will be generated: One Invoice per Project, Client or Parent Client
One Line Item Per*: Determines how the Client Invoice lines will be generated:
One Line Item Per Invoice, Project, Service, Service/Item, Billing Item, Billing Item and Item and Project Billing Item and Item.
Group by Project Type and Project: If checked, the Client Invoice will be grouped by Project Type and Project.
Set Project Status to: Allows you to set the Project Status upon generation of the Client Invoice
Bill at % of Actual: Bill at % of Actual defaults to 100% with an option to set any percentage. This will change the Total Amount To Bill, not the actual transactions.
NOTE: The transactions will be considered billed in full regardless of the percentage set. For example, if you set it to 50% it does not mean that the other 50% will be available To Bill later. The actual transactions are not affected; only the Total Amount To Bill.

Click Generate Invoices to create the Client Invoices. Once generated, the Client Invoices can be viewed in the Invoices Listing: Waiting to be Submitted. If the Create as Approved was checked in the Billing Options, then the Client Invoices can be viewed in the Invoices to Print or Email Listing. Both listings can be found on the Today Page.

Per Project Detail

Click on a project line and the Billing screen is displayed to review the details of the unbilled

transactions that are included in the To Bill amount.

By Default, the unbilled approved transactions included in the To Bill amount will be displayed. The date range defaults to All and the transactions are Grouped by Task or by Item. The Transactions can be viewed in Transactions or Summary format.

Transactions format: By Default, the screen displays Transaction Date, Vendor/Person, Quantity, Hours, Gross, WIP in Batch, grouped by Task or Item.
Summary format: By Default, the screen displays 2 sections: Unbilled Amounts and Budget Comparison, grouped by Task or Item.

Unbilled Amounts section includes: Actual Hours/Quantity, Amount to Bill and Selected to Bill, grouped by Task, or Item

Budget Comparison section includes: Budgeted Hours (when grouped by Task), Billed (TM), Budget, Remaining, Gross Remaining

Click on the Existing Invoices in order to view the list of Client Invoices previously billed. The screen displays a listing all client invoices, grouped by Advance Invoices (invoices marked as an Advance Bill invoice) and Revenue Invoices.

Click on the >Invoice to view the invoice lines.

Click on any individual invoice line to open and view the actual invoice.

NOTE: Click on ...more to Refresh the screen or to set the Transactions Grid Settings. This allows you to edit the Project Billing Details Settings and edit the fields displayed under each of the categories.

The screen defaults to display the Unbilled Approved transactions. Click on Unbilled and a menu of categories displays and allows you to toggle between the other transactions on the project.

Unbilled: Displays all unbilled approved transactions.
Unapproved: Displays all unapproved transactions.
Invoiced: Displays all transactions previously invoiced, including the Invoice number.
Marked As Billed: Displays all transactions Marked as Billed
Write-Offs: Displays all transactions that have been written off
On Hold: Displays all transactions that have been placed On Hold
Transferred: Displays all transactions that been transferred out of the project
Adjusted: Displays all transactions that were adjusted in the billing worksheet.

Each view allows transactions to be selected and the status to be updated/changed.

Unbilled Transactions: Select transactions and apply billing actions: Bill, Mark as Billed, Write off, Transfer or Hold.

Unapproved Transactions: This screen allows you to Transfer the selected unapproved transactions.

Invoiced Transactions: This is a view only screen displaying all previously invoiced transactions, including the Invoice number. No additional processing allowed.

Mark as Billed Transactions: This screen displays all transactions currently Marked as Billed. Allows you to mark the transactions as billable.

Write off Transactions: This screen displays all transactions that have been previously written off. Allows you to undo the write-off.

On Hold Transactions: This screen displays all transactions that have been placed On Hold. Allows you to remove the On Hold and returns the transaction to the Unbilled transactions.

Transferred Transactions: This screen displays all transactions that have been transferred out of this project and/or task. Allows you to edit the Transfer date.

Editing Transactions

Through the Today page>Time and Material Mass billing, you have the ability to review and edit the transactions to be billed. Note: Based upon your Security Rights.

By clicking on the project line, the Billing screen displays the unbilled approved transactions. When you click on the transaction line, the system opens the edit screen.

The edit screen allows you to edit the:

Service: Ability to edit the service.
Rate: Ability to edit the billable Rate.
Gross: Ability to edit the Gross amount.
Comments: Ability to add or edit the comments entered.

On this edit screen, you have the ability to split the time transaction. Click on Split Time Entry and the Split Time Entry Screen opens.

This will allow you to enter the number of hours to split from the original time entry and select the Posting Date. The Posting Date will apply to post the transaction to WIP, if applicable.

Generating Advance Bill Invoices

Whether you have a project with a billing schedule set or not, the system allows you to generate Advance bill invoices from the Time and Material>Mass Billing>T&M screen.

Click on the Project line and select the Advance Bill tab. This screen allows you to create an Advance bill invoice. The Advance bill invoice screen displays the Invoice By, the % to Bill, Total to Bill and Through Date.

Click on Existing Invoices in order to see a listing of all existing invoices, grouped by Advance Bill Invoices (invoices marked as an Advance Bill invoice) and Revenue Invoices.

The options for Invoice By are:

One Amount: Allows you to advance bill a single amount either based on % to Bill or Total to Bill amount. Enter either a percentage or a dollar amount.
% of Task: Views the Budget by Task. Select the Tasks to Advance Bill; enter the % to Bill or Total Amount on each task.
% of Service/Item: Views the Budget by Service/Item. Select the Services/Items to Advance Bill; enter the % to Bill or Total Amount on each line.
% of Billing Item: Views the Budget by Billing Item. Select the Billing Items to Advance Bill; enter the % to Bill or Total Amount on each line.

NOTE: The % to Bill defaults to 100%. The Total to Bill amount will display the remainder of the Budget, if applicable. If there is no budget, or no remaining budget available, the Total to Bill will display $0.00.

Billing Options.

Click on the … to display the Billing Options.

Estimates: Allows you to select All Approved Estimates or an individual approved Estimate.
% of Total Estimate: Allows you to select to display a percentage of the total approved Estimates.
% of Remaining Estimate: Or, allows you to select to display a percentage of the total remaining To Bill of approved Estimates.
Estimate Total: Displays the total of the Estimate selected. If All Estimates is selected, it displays the total of all Estimates.
Estimate Remaining to Bill: Displays the total of the Estimate remaining To Bill. If All Estimates is selected, it displays the total remaining of all Estimates To Bill.

Click on … more to edit the Invoice Settings.

The Invoice Settings include the options:

Add top Project Line: Only valid if Invoice By = Percentage of Service / Item or Billing Item. If this is checked, a summary line with the project name will be inserted at the top.
Include service and item details under each task: Only valid if Invoice By = Percentage of Task. If this is checked, the system will create under each task, invoice lines corresponding to services or items on estimates.
Include all selected lines even if 0 dollars: If this option is checked, checked zero lines will be created. If this option is not checked, checked zero lines will not be created.
Group by Billing Item: Only valid if Invoice By = Percentage of Service / Item. Similar to the TM option: One Line Per Billing Item and Item. When creating the invoice lines, expense items are grouped by billing item.

Create an Advance Bill Invoice.

Enter the Invoice By, % to Bill and/or Total to Bill and click on $ create invoice. The invoice screen will display with the ability to review, edit and approve the invoice.

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