Ledgers & Invoices: Billing Projects

Overview

Billing a project will mark one or more ledger entry lines as billed. A billed ledger entry line will set the invoice number and invoice date. After hours the Ledger Posting process will run to pick up all billed and unbilled projects to update the billed and unbilled receivables object codes in the respective accounts.

Setup Projects Billed As State

Search for the project to setup.
Open the project record.
Change Billed As dropdown to desired state.
Click Save button.

Setting to "As Individual" Notes

Upon Save, the Billed Project number will be set to the Project number.
If project was previously billed "With Master", then all projects with the same master project will be set to billed "As Individual".
If project was previously billed "With Group" and project number is the same as the Billed Project, then all projects with the same Billed Project will be set to billed "As Individual".
If project was previously billed "With Group" and project number is not the same as the Billed Project, then only the project will be set to "As Individual" and Billed Project will be set to Project Number. All others related projects will stay as "With Group".

Setting to "With Master" Notes

Upon Save all projects with the same master account number will...,
- set the Billed As field to "With Master".
- set the Billed Project number will be set to the Master project number.
Only projects with a master account shown can be set to "With Master", an error will display below the dropdown field.

Setting to "With Group" Notes

Upon selecting "With Group" from the dropdown the "Set With Group Projects" dialog will appear.
Complete this dialog by selecting related projects and setting a primary project, then click "Save".
Clicking Cancel in this dialog will close the dialog without saving changes made in the dialog; however, the Billed As field will stay as "With Group" but has not been saved. Clicking the Save button at this point will create a group of one project with the current project as the primary and no related projects.
If previous Billed As state was "With Master" then all projects with the same master project will be added to the related projects list.
You can group any accounts together with or without a master project set, with the exception of projects that are billed "With Master" they will not be available to select.
See Ledgers & Invoices: Set With Group Projects for more details.

Billing a Project

Search for the project to bill.
Open the project record.
Review project information.
Click "Bill" button to initiate process to mark unbilled ledger entry lines billed.
1. If multiple unbilled months are present, a dialog window will appear to select the Bill Month to mark billed thru. For Example selecting "January 2023" would mark December and January billed and February would remain unbilled.
  
  Number of unbilled Ledger Entries before "Select Billing Month" dialog appears.
  Frequency
  Number of unbilled Ledger Entries Monthly > 1 unbilled month
  Quarterly
  > 3 unbilled months
  Semi-Annually
  > 6 unbilled months
  Annual
  > 12 unbilled months
2. Click "Continue" to mark selected ledger entries billed.
Review billed ledger entries and make any adjustments.

The invoice number is the joining of the project number and a three digit sequence of the invoice starting at 1.
The invoice date is set to today's date.
When billing a project with multiple unbilled ledger entry lines, the past month invoiced amounts are set to zero.
When a project is billed "with master" or "with group" the projects with the same Billed Project will be marked billed.
- For these projects, the sum of Billing Month invoiced amounts will be totaled and added to the Billed Project.
- Invoiced Amounts on prior months will be set to zero for related projects.

Un-billing a Project

Search for the project to un-bill.
Open the project record.
Review project information.
Click "Un-bill" button to initiate process to unbill most recent billed projects for an invoice number.
Review unbilled ledger entry lines and make any adjustments.

Un-billing a ledger entry line will not be possible if the invoice has been generated for the corresponding invoice number and/or the "Payment Received" flag has been set. To un-bill the line, you will need to remove the invoice and/or unset the "Payment Received" flag on the respective ledger entry lines
The Invoice Amount for the now unbilled ledger entry lines will be recalculated based on running total of month expenses oldest month end to newest month end.

Recalculating Amount Invoiced

The "Recalculate" button will reset the Invoice Amount column for unbilled projects.
The column is a running total of monthly expenses starting with older months to current month.
The button does not retrieve new month expenses from KFS