Invoice & Posting - Billing & Revenue Post

Overview

The Post screen is used to post eligible entries to the Unanet Journal and optionally to the General Ledger for a selection of projects.  The List tab provides you with a preview of the projected amounts that will be posted for the various categories prior to initiating the post process (in other words, it will attempt to show you what is expected to happen).  A number of click though reporting options are available from the List to display additional details about the underlying data behind the summarized numbers on the list.

You can post at any time as often as you like.  Each post will pick up any new eligible items based on the selection criteria and actuals through date specified.  You can post data for a project while a draft invoice is already in existence, however, the new entries resulting from that post would not be included on any previously created draft invoices.  To include newly posted entries, you would need to remove the draft invoice and recreate it (at which point, any eligible items would be included).

Note: Billing and Revenue posting is project based, it is not influenced by the concept of Invoice Groups.

 

Roles

This screen is available to users having any of the following roles: Administrator, P&R Administrator, Billing Manager (and alternate).  

License

This screen is available with the Project Tracking and Project Portfolio family of Unanet licenses.

 

Topics covered on this help page include:

 

You may also be interested in:

 


Search

Using the Post Search screen, you can refine the list of projects to be included in a billing / revenue post process.  In addition to providing selection criteria to narrow down the list of projects to be included, you will also need to specify the Include Actuals Through Date and Journal Date.

Field Descriptions (click on a link below for additional information):

 


List

The values displayed in the resulting list (and in particular, the values in the Unposted Billings and Unposted Revenue columns) are intended to assist in understanding what impact running the post process will have on each project.   These values will reflect the sum of the projected journal entry transactions that would result from posting a particular project (as if the post had occurred).

Clicking on the view  icon will display a Billing and Revenue Summary popup report for that particular project reflecting a summary of the journal entries as they exist now (prior to performing the post).  

Clicking on any of the values in the Unposted Billings and Unposted Revenue columns will display a Billing and Revenue Details report showing the projected journal entry transaction details that make up the amounts displayed on this List screen.

The user will place a check mark next to each project to be included in the post process and click on the Post  button to initiate the process.  Checking the checkbox at the top of the column will toggle all active checkbox values (checked / unchecked).  Certain checkboxes may be greyed out if that project does not have any unposted billing or revenue data available.

Once the desired checkboxes have been selected, the user will click on the Post button to invoke the post process.

The Post button will only appear if the list contains at least one project having data eligible to be posted.

Note:  If the Suppress Unposted data preview before Billing & Revenue Post  (unanet.billing.post.suppress_preview) property has been enabled, and the Suppress Unposted data preview option selected, this screen will include no detailed rows.  If any projects matching the criteria are eligible for posting, the Post button will be available.
 
When this property has been enabled, the user will have a choice as to whether or not they choose to view the details for the projects to be included in the resulting List (and subsequent Post).  When the option is checked, the resulting List page will contain no details.  Selecting the Post button from the List screen will process the list of projects that match the search criteria.  This option may be useful if your process involves posting many thousands of projects all at once and you have no expectation of reviewing the details presented on the List screen.  This will allow for a quicker posting process in such cases.

Field Descriptions (click on a link below for additional information):

 



General Rules - Post Process

Roles

This process is available to users having any of the following roles: Administrator, P&R Administrator or Billing Manager.   Note If the user is a Billing Manager, the user must have Manager Access for the specific project to be posted.

 

Project Prerequisites

 

General Rules for Posting Organizations and Accounts

 

General Rules for Posting to the General Ledger

 


Standard Billing Type - Post Process

General Order of Posting

 

Project Prerequisites

 

 

Prebilled Labor

Expense

 

Financial Document Expense

 

Time

 

Fixed-Price - Billable

 

Fixed-Price - Scheduled Revenue Recognition

 

Fixed-Price - Percent Complete Revenue Recognition

 

 

The Billing & Revenue Post will consider Post Date when calculating the current posting amounts for the following items that have the current posting amounts calculated as Inception to Date - Previous Postings:  

   
Note that this will allow you to fix incorrect postings or posting in the wrong period by simply rerunning the posting process without needing to unpost the incorrect posting as previously required.

 


CP Billing Type - Post Process

General Order of Posting

 

Project Prerequisites

 

Previously Unposted Time

Previously Unposted Expenses

 

Previously Unposted Document Expenses

 

Recalculation of Previously Posted Time (if recalculating)

 

Recalculation of Previously Posted Expenses (if recalculating)

 

Recalculation of Previously Posted Document Expenses (if recalculating)

 

Application of Fee Caps

 

 


Enforce Funding Caps

General Rules and Order For Processing of Funding Caps

 

Application of Task Funding Caps

 

 

Application of Project Funding Caps

 

 

 


Closed Fiscal Years

 

Posting to Closed Fiscal Year

When posting to or voiding a document from a closed fiscal year, and the document contains details for accounts having account types REVENUE and EXPENSE, where the credits and debits do not cancel each other out (i.e. the delta between the revenues and expenses is not = 0), this process will additionally need to generate an adjustment to the previously recorded RETAINED EARNINGS account for the closed year.  

Note the adjustment will be generated regardless of the existence of the RETAINED EARNINGS account for the year being adjusted.  

The adjusting transaction will have the following attributes:

 

 


Rounding Note

Note that when the post runs, the individual amounts are calculated and rounded at the lowest level.  Using Labor for example, individual time entries will have their hours multiplied by the effective cost rate and the result is rounded and then posted.  As such, it is possible that when accumulating the sum of all posted entries, you may see a difference should you compare that to a total number of hours multiplied by an effective cost rate.


Post Process - Feedback

Once the post is run, the Billing Manager will see feedback written to the screen that will indicate the projects and status of each project included in the post.  Should any unexpected issues be encountered, additional details will be written to the screen for the effected project.  Note that any project that encounters an error during the post, would result in no items being posted.  Other projects within that same run that did not encounter issue would have their data posted.


Billing and Revenue Popup Reports

Billing and Revenue Summary (prior to post)

Clicking on the view  icon on a row in this screen will display a popup version of the Billing and Revenue Summary report for that particular project reflecting a summary of the journal entries as they exist now (prior to performing the post).  

 

Billing and Revenue Projections (as if the post has run)

Clicking on any of the values in the Unposted Billings and Unposted Revenue columns will display a popup version of the Billing and Revenue Details report showing the projected journal entry transaction details that make up the projected amounts displayed on this List screen.  Note the "(Projected)" label appended to the Billing Status field on the report.

In the example below, the Unposted - Unbilled value was clicked and displays projected time and expense actuals that would be included in the post.

 

You'll notice in the legend at the top of these popup reports, that Adjustments and Expenses are each included based on a particular date for comparison.  The dates involved in these comparisons are defined by the Unanet Administrator on the Admin >> Setup >> Posting Options screen.

 


Intercompany Support (Multi-Entity)

If your system has multi-entity accounting enabled (see Setup Multi-Entity), then intercompany billing and revenue will be available for posting. When borrowing organization administrators run the billing and revenue post, the posting process uses the intercompany cost rates and amounts for labor and expense transactions for cost plus and fixed price percent complete calculated on a cost basis.