Time + Material - Select Transactions for T+M Billing

You can add or remove billing transactions as long as you have not yet transferred billing data to Accounts Receivable (using Update T+M Billings).

Select or deselect items for billing using Summary Billing Selection and Detail Billing Selection:

  • Summary Billing Selection: Allows you to select or deselect billing transactions by job. You can select transactions for all jobs or specific jobs.

  • Detail Billing Selection: Allows you to select or deselect specific line items on a job for billing.

  1. Select Time + Material > Data Entry > Summary Billing Selection.

    For field descriptions and a sample report, see Summary Billing Selection. Totals shown in the Processing status area of this screen update as you make selections.

  2. For Activity type, choose Select.
  3. Enter a Job number.
  4. Enter a Division, Phase, and Cost type.
  5. Select the date range from which to select transactions:

    • Use From transaction date and Through transaction date fields to select the first and last transaction dates. If you leave From transaction date blank, the system uses the earliest available Time + Material processing date.

    • Use From PR work date and To PR work date if you want to include payroll transactions only.

  6. If you have jobs with no billings but want the system to generate a billing record, select Create billing for jobs with no activity?. This option may be used to notify customers about ongoing projects that had no activity for the billing period.
  7. Enter the Invoice date and G/L date for the invoice, or press Enter to accept the current Time + Material processing dates.
  8. Select the types of transactions to include in the report. Options include:

    • Accounts Payable

    • Equipment

    • General Ledger

    • Inventory

    • Job Cost

    • Payroll

  9. Optionally, click the down arrow in the Processing status area to open the Detail Billing Selection screen.

    For field descriptions and a sample report, see Detail Billing Selection. Totals shown in the Selected for billing area of this screen update as you make selections. You can also access Detail Billing Selection at any time from the Site Map (Time + Material > Data Entry > Detail Billing Selection).

    1. In the Billings-in-Progress Summary window, select a job from the list, and click Detail Billing.
    2. The Job number, Customer, and Billing # prefill based on the selected job. If applicable, select a different Billing #, or leave this field blank to view only those transactions not yet selected for billing.
    3. Select transactions for billing:

      • To include specific transactions, click a transaction in the grid. Then click Select.

      • To include all transactions with a Status of Unselected, click Select All.

      • Use Deselect and Deselect All as needed to remove transactions from the current billing. Deselected transactions may be selected for billing at a later time. If you delete a transaction, it is no longer eligible for billing. Only users with the applicable security access can delete transactions.

    4. Click the check mark in the upper right of the Detail Billing Selection screen to save your selections.
    5. Click OK in the Billings-in-Progress Summary screen.
  10. In the Summary Billing Selection screen, click Continue to add selected transactions to billing.
    Important: If billings go over the Not to exceed amount established in Time + Material - Customize Billing Setup, Labor Rates, and Equipment Rates for a Job, the system provides a warning and automatically generates the Not to Exceed Billing Exceptions Report. You can use the Time + Material - Modify Billing screen to identify specific items, such as add-ons or fees, that may have caused the bill to exceed the set amount.