Billing

caution

This documentation is incomplete.

Budget Header

A cost budget for a project is the expected combined costs of all activities related to material, resources, and "misc. expenditures." You can create multiple cost budgets for the same project for reporting purposes. However, the system uses only the primary cost budget (budget with revision 0) for all costs and revenue calculations.

If you want to use "percentage of completion" revenue recognization, you must also enter an expected revenue from the project in the budget screen.

In summary: the cost budget is the total amount of money you'll need to finish the project, and the revenue budget is the expected earnings from the project before its closure.

To create/view/update the budget, navigate to the "project budget" screen from your dashboard/favorite.

Enter the budget details or other criteria in the search form and click on the search button to view an existing budget.

The system will show you all the budgets if you don't enter any search criteria. If your organization configures any field mandatory for search, you must enter those fields to search budgets.
The application will fetch all the server data and take you to the search result screen. The search result screen looks a bit different on desktop and mobile devices.

If you click on the create a new button, the system will open a simple step form to create a new budget. You can click on the detail right bottom to view all the fields available for the object.

To view the search result in a table format, click on the table icon in the bottom left corner.

To view specific budget details, click on the menu of that record, and click on view/fetch & view.

You can also click on the expand icon against any item on the search result screen to view the budget header details such as description, various cost budget amounts, etc.

The system will fetch all the selected document detail line data. Depending on the device size, the document details are shown either right to the search result screen or on a separate screen.

Material Cost: Expected cost of materials for the project. You record material costs by issuing materials to the project.

Resource Cost: Expected cost of resources for the project. You record resource costs by applying resources to the project.

Misc. Expenditures: Expected cost of miscellaneous expenses for the project. You record miscellaneous expenses by creating expenditure transactions against the project.

Total Cost: A read-only field that shows the sum of all the budget cost amounts in the budget

Scroll left, right, up, and down to view all the details. The document line and details are shown in a separate tab. The default configuration shows fields in various functional groups, such as

• Finance
• Entity
• Reference
• Data
• Control
• Etc

You can configure the application to show which fields should be shown under which group. You can also create new groups as per your business requirements.

All Fields

Sequence	Name	Label	InputType	Field Group
10	vvProjectName	Project Name	defferedSelect	DEFAULT
10	vvProjectNumber	Project Number	defferedSelect	DATA
20	vvTotalCost	Total Cost	InputType.text	FINANCE
30	prjBudgetHeaderId	Prj Budget Header Id	InputType.text	REFERENCE
40	srcEntityName	Src Entity Name	defferedSelect	DEFAULT
50	srcEntityId	Src Entity Id	InputType.text	REFERENCE
60	prjProjectHeaderId	Prj Project Header Id	defferedSelect	REFERENCE
70	prjProjectTaskId	Prj Project Task Id	defferedSelect	REFERENCE
80	versionNumber	Version Number	InputType.number	DATA
90	versionName	Version Name	InputType.textField	DEFAULT
100	versionType	Version Type	InputType.select	CONTROL
110	description	Description	InputType.textField	DEFAULT
120	status	Status	InputType.textField	CONTROL
130	materialCost	Material Cost	InputType.textField	FINANCE
140	resourceCost	Resource Cost	InputType.textField	FINANCE
150	otherCost	Other Cost	InputType.textField	FINANCE
160	revenue	Revenue	InputType.textField	DEFAULT
170	confirmedBy	Confirmed By	InputType.textField	DEFAULT
180	confirmationDate	Confirmation Date	InputType.date	DATE
190	docStatus	Doc Status	InputType.text	CONTROL
200	approvalStatus	Approval Status	InputType.text	CONTROL
5210	createdBy	Created By	InputType.text	REFERENCE
5220	creationDate	Creation Date	InputType.text	REFERENCE
5230	lastUpdatedBy	Last Updated By	InputType.text	REFERENCE
5240	lastUpdateDate	Last Update Date	InputType.text	REFERENCE

Budget Items

You can add budget details in the budget items tab. The budget items are used only for reporting purposes: i.e., to compare the actual cost with the expected cost. The system does not use the budget items for any other purpose.

You can add multiple budget items to each budget header. Each budget item shows a budget amount, expense type, etc.

Navigate to the "budget line" tab to view/add/update budget items.
Click on the add new entity to add a new line. If a line already exists, click on copy entity to copy all the details. You can enable/disable fields allowed to be copied in the menu configuration.

Task Name: Select a task name from the list. The task name is used to identify the task in the budget. While recording expenses, you can also select the task name.

Component Item Number: You can select the component item number from the list for material cost entries.

Resource Name: You can select the resource name from the list for resource cost entries.

Quantity: Expected quantity of the budget item. The value is applicable only for material and resource budget items.

Raw Cost: Expected raw cost of the budget item.

Overhead Cost: Enter an overhead cost for the budget item if you want to track and compare the overhead cost with the actual cost.

Scroll left, right, up, and down view all other fields.

The default configuration shows fields in various functional groups, such as

• Reference
• Control
• Etc

You can configure the application to show which fields should be shown under which group. You can also create new groups as per your business requirements.

Enter all the other fields and click on the save button to save the budget. The app will post all the data to the server and show the messages returned from the server.

All Fields

Sequence	Name	Label	InputType	Field Group
10	vvInvOrgId	Inv Org Id	defferedSelect	REFERENCE
10	vvOrgCode	Org Code	defferedSelect	ENTITY
20	vvTaskName	Task Name	defferedSelect	DEFAULT
30	vvTaskNumber	Task Number	defferedSelect	DATA
40	vvProjectName	Project Name	defferedSelect	DEFAULT
50	vvProjectNumber	Project Number	defferedSelect	DATA
60	vvComponentItemNumber	Component Item Number	defferedSelect	DEFAULT
70	vvUomCode	Uom Code	defferedSelect	DEFAULT
80	vvComponentItemDescription	Component Item Description	defferedSelect	DEFAULT
90	vvResourceName	Resource Name	defferedSelect	DEFAULT
100	vvResourceDescription	Resource Description	defferedSelect	DEFAULT
110	prjBudgetLineId	Prj Budget Line Id	InputType.text	REFERENCE
120	srcEntityName	Src Entity Name	defferedSelect	DEFAULT
130	srcEntityId	Src Entity Id	InputType.text	REFERENCE
140	prjBudgetHeaderId	Prj Budget Header Id	InputType.text	REFERENCE
150	description	Description	InputType.textField	DEFAULT
160	prjProjectActivityId	Prj Project Activity Id	defferedSelect	REFERENCE
170	componentItemIdM	Component Item Id M	defferedSelect	REFERENCE
180	hrResourceId	Hr Resource Id	InputType.text	REFERENCE
190	uomCode	Uom Code	defferedSelect	DEFAULT
200	quantity	Quantity	InputType.textField	DATA
210	rawCost	Raw Cost	InputType.textField	FINANCE
220	revenueQuantity	Revenue Quantity	InputType.textField	DATA
230	revenueAmount	Revenue Amount	InputType.textField	FINANCE
240	overheadCost	Overhead Cost	InputType.textField	FINANCE
290	docStatus	Doc Status	InputType.text	CONTROL
5250	createdBy	Created By	InputType.text	REFERENCE
5260	creationDate	Creation Date	InputType.text	REFERENCE
5270	lastUpdatedBy	Last Updated By	InputType.text	REFERENCE
5280	lastUpdateDate	Last Update Date	InputType.text	REFERENCE

Actions

You can use action buttons to perform the following actions:

Copy: Copy the selected budget to a new budget. The system will create a budget with the same name as the selected budget and will increase the budget revision number by 1 of the highest budget revisions for the same project.

Make Primary Revision: Make the selected budget the primary one. The system will change the budget revision number to 0. The system will throw an error message if a primary budget exists for the project.

Copy To Primary Revision: Copy the selected budget details to the primary budget. The values that are copied :

• Material Cost

• Resource Cost

• Misc. Expenditures

• Revenue

  A cost budget for a project is the expected combined costs of all activities related to material, resources, and "misc. expenditures." You can create multiple cost budgets for the same project for reporting purposes. However, the system uses only the primary cost budget (budget with revision 0) for all costs and revenue calculations.

If you want to use "percentage of completion" revenue recognization, you must also enter an expected revenue from the project in the budget screen.

In summary: the cost budget is the total amount of money you'll need to finish the project, and the revenue budget is the total expected earnings from the project before its closure.

Account Hierarchy

System defaults the accounting on the basis of the account hierarchy. The account hierarchy is defined in the SQL table prj_billing_ac_profile_v.

Billing Document Header

Billing documents record all the data relevant for creating an AR invoice. The document is similar to an AR invoice and can be transferred to AR as an invoice once confirmed.

Each billing document consists of a document header and several items. The document header contains general data such as

• business organization
• customer name
• customer site
• billing date, etc.

The individual document lines specify the service items, unit cost, line amount, etc.

To create/view/update the billing document, navigate to the "billing document" screen from your dashboard/favorite.

Enter the billing document details or other criteria in the search form and click on the search button to view an existing billing document.

The system will show you all the billing documents if you don't enter any search criteria. If your organization configures any field mandatory for search, you must enter those fields to search billing documents.
The application will fetch all the server data and take you to the search result screen. The search result screen looks a bit different on desktop and mobile devices.

If you click on the create a new button, the system will open a simple step form to create a new billing document. You can click on the detail right bottom to view all the fields available for the object.

To view the search result in a table format, click on the table icon in the bottom left corner.

To view specific billing document details, click on the menu of that record, and click on view/fetch & view.

You can also click on the expand icon against any item on the search result screen to view the billing document header details such as description, various billing document amounts, etc.

Business Org: Select a business organization from the list. The system shows only that business org to which you have access. You can either select the business org from the list or enter the business org code. The system will default all the other fields based on the chosen business org. The business org is a mandatory field and can't be changed after the document is saved. If you change the business org, the system will remove the values from all the other fields.

The system will fetch all the selected document detail line data. Depending on the device size, the document details are shown either right to the search result screen or on a separate screen.

Customer Name: Customer name is a mandatory field in the header. Select a customer name from the drop-down list. The system defaults customer number, customer id, etc., from the customer name. You can also enter the customer number, customer id, etc., and the system will default the customer name.

Customer Site Name: Customer site name is also a mandatory field in the header. Select a customer site name from the drop-down list. The system defaults the customer site number, customer site id, etc., from the customer site name. You can also enter the customer site number, customer site id, etc., and the system will default the customer site name. If you select a customer site name before entering a customer name in the header, the system will default the customer name from the selected site name. The system also defaults other information (such as payment terms, document currency, etc.) from the customer site.

Doc Status: A read-only field showing the document's current status. The value is maintained by the system and changed depending on actions and transactions on the record. The system will default the document status to "Draft" for a new document.

Accounting Status: A read-only field showing the current accounting status of the document. The value is maintained by the system and changed depending on actions and transactions on the record. After accounting is completed, the system will change the document status to "accounting_completed." for a new document, the system will default the document status to "not_accounted."

Scroll left, right, up, and down to view all the details. The document line and details are shown in a separate tab. The default configuration shows fields in various functional groups, such as

• Finance
• Entity
• Reference
• Data
• Control
• Etc

You can configure the application to show which fields should be shown under which group. You can also create new groups as per your business requirements.

All Fields

Sequence	Name	Label	InputType	Field Group
10	vvBuOrg	Bu Org	defferedSelect	ENTITY
10	vvBuOrgCode	Bu Org Code	defferedSelect	ENTITY
20	vvCustomerNumber	Customer Number	defferedSelect	DATA
30	vvCustomerName	Customer Name	defferedSelect	ENTITY
40	vvCustomerSiteNumber	Customer Site Number	defferedSelect	DATA
50	vvCustomerSiteName	Customer Site Name	defferedSelect	ENTITY
60	vvBillingDocType	Billing Doc Type	defferedSelect	CONTROL
70	vvPaymentTerm	Payment Term	defferedSelect	FINANCE
80	vvPaymentTermDescription	Payment Term Description	InputType.text	FINANCE
90	vvShipToAddressName	Ship To Address Name	defferedSelect	ENTITY
100	vvShipToAddress	Ship To Address	defferedSelect	ENTITY
110	vvShipToCountry	Ship To Country	defferedSelect	ENTITY
120	vvShipToPostalCode	Ship To Postal Code	defferedSelect	ENTITY
130	vvShipToEmail	Ship To Email	defferedSelect	ENTITY
140	vvShipToPhone	Ship To Phone	defferedSelect	ENTITY
150	vvBillToAddressName	Bill To Address Name	defferedSelect	PLANNING
160	vvBillToAddress	Bill To Address	defferedSelect	PLANNING
170	vvBillToCountry	Bill To Country	defferedSelect	PLANNING
180	vvBillToPostalCode	Bill To Postal Code	defferedSelect	PLANNING
190	vvBillToEmail	Bill To Email	defferedSelect	PLANNING
200	vvBillToPhone	Bill To Phone	defferedSelect	PLANNING
210	vvHeaderAmount	Header Amount	InputType.text	FINANCE
220	vvHeaderTaxAmount	Header Tax Amount	InputType.text	FINANCE
230	vvHeaderDiscountAmount	Header Discount Amount	InputType.text	FINANCE
240	prjBillingDocHeaderId	Prj Billing Doc Header Id	InputType.text	REFERENCE
250	srcEntityName	Src Entity Name	defferedSelect	DEFAULT
260	srcEntityId	Src Entity Id	InputType.text	REFERENCE
270	transactionType	Transaction Type	InputType.select	CONTROL
280	buOrgId	Bu Org Id	defferedSelect	REFERENCE
290	documentType	Document Type	InputType.select	CONTROL
300	transactionNumber	Transaction Number	InputType.textField	DATA
310	docNumber	Doc Number	InputType.textField	DATA
320	arCustomerId	Ar Customer Id	defferedSelect	REFERENCE
330	arCustomerSiteId	Ar Customer Site Id	defferedSelect	REFERENCE
340	hrEmployeeId	Hr Employee Id	defferedSelect	REFERENCE
350	description	Description	InputType.textField	DEFAULT
360	shipToId	Ship To Id	defferedSelect	REFERENCE
370	billToId	Bill To Id	defferedSelect	PLANNING
380	priceListHeaderId	Price List Header Id	InputType.text	REFERENCE
390	prePaymentAmount	Pre Payment Amount	InputType.textField	FINANCE
400	docCurrency	Doc Currency	defferedSelect	FINANCE
410	paymentTermId	Payment Term Id	defferedSelect	REFERENCE
420	paymentTermDate	Payment Term Date	InputType.date	DATE
430	exchangeRateType	Exchange Rate Type	defferedSelect	CONTROL
440	exchangeRate	Exchange Rate	InputType.textField	FINANCE
450	sourceType	Source Type	InputType.select	CONTROL
460	referenceTable	Reference Table	InputType.text	REFERENCE
470	orderReferenceId	Order Reference Id	InputType.text	REFERENCE
490	referenceType	Reference Type	InputType.textField	CONTROL
500	referenceKeyName	Reference Key Name	InputType.text	REFERENCE
510	referenceKeyValue	Reference Key Value	InputType.text	REFERENCE
550	mdmBillingDocTypeId	Mdm Billing Doc Type Id	defferedSelect	CONTROL
560	glAcProfileHeaderId	Gl Ac Profile Header Id	defferedSelect	REFERENCE
570	glPeriodId	Gl Period Id	defferedSelect	REFERENCE
580	revEnabledCb	Rev Enabled Cb	InputType.switchField	DEFAULT
590	revNumber	Rev Number	InputType.number	DATA
5480	docStatus	Doc Status	InputType.text	CONTROL
5520	approvalStatus	Approval Status	InputType.text	CONTROL
5530	accountingStatus	Accounting Status	InputType.text	CONTROL
5540	transferStatus	Transfer Status	InputType.text	CONTROL
5600	createdBy	Created By	InputType.text	REFERENCE
5610	creationDate	Creation Date	InputType.text	REFERENCE
5620	lastUpdatedBy	Last Updated By	InputType.text	REFERENCE
5630	lastUpdateDate	Last Update Date	InputType.text	REFERENCE

Billing Document Items

You can add multiple billing document items to each billing document header. Each item shows a billing document amount, unit price, service item, etc.

You can view/add/update billing document details in the billing document items tab.

Navigate to the "billing document line" tab to view/add/update billing document items.
Click on the add new entity to add a new line. If a line already exists, click on copy entity to copy all the details. You can enable/disable fields allowed to be copied in the menu configuration.

Task Name: Select a task name from the list. The task name is used to identify the task in the billing document. The task is not a mandatory field and is used only for reporting purposes. While recording expenses, you can also select the task name.

Item Number: You can select an item number from the list. Again, this is used only for reporting purposes. You cant use it for deriving accounting details.

Unit Price: Unit price of the item.

Quantity: Quantity of the billing document item. The value is applicable only for material and resource billing document items.

Line Amount: The total line amount. The system calculates the line amount based on the unit price and quantity.

Scroll left, right, up, and down view all other fields.

The default configuration shows fields in various functional groups, such as

• Reference
• Control
• Etc

You can configure the application to show which fields should be shown under which group. You can also create new groups as per your business requirements.

Enter all the other fields and click on the save button to save the billing document. The app will post all the data to the server and show the messages returned from the server.

All Fields

Sequence	Name	Label	InputType	Field Group
10	vvOrgCode	Org Code	defferedSelect	ENTITY
10	vvItemNumber	Item Number	defferedSelect	DEFAULT
20	vvTransactionNumber	Transaction Number	InputType.text	DATA
30	vvSoDocNumber	So Doc Number	InputType.text	DATA
40	vvDocCurrency	Doc Currency	defferedSelect	FINANCE
50	vvExchangeRate	Exchange Rate	InputType.text	FINANCE
60	vvExchangeRateType	Exchange Rate Type	defferedSelect	CONTROL
70	vvBuOrgId	Bu Org Id	defferedSelect	REFERENCE
80	vvUomCode	Uom Code	defferedSelect	DEFAULT
90	vvUomDescription	Uom Description	defferedSelect	DEFAULT
100	vvItemStatus	Item Status	defferedSelect	CONTROL
110	vvShipToAddressName	Ship To Address Name	defferedSelect	ENTITY
120	vvShipToAddress	Ship To Address	defferedSelect	ENTITY
130	vvShipToCountry	Ship To Country	defferedSelect	ENTITY
140	vvShipToPostalCode	Ship To Postal Code	defferedSelect	ENTITY
150	vvShipToEmail	Ship To Email	defferedSelect	ENTITY
160	vvShipToPhone	Ship To Phone	defferedSelect	ENTITY
170	vvBillToAddressName	Bill To Address Name	defferedSelect	PLANNING
180	vvBillToAddress	Bill To Address	defferedSelect	PLANNING
190	vvBillToCountry	Bill To Country	defferedSelect	PLANNING
200	vvBillToPostalCode	Bill To Postal Code	defferedSelect	PLANNING
210	vvBillToEmail	Bill To Email	defferedSelect	PLANNING
220	vvBillToPhone	Bill To Phone	defferedSelect	PLANNING
230	vvDiscountedLinePrice	Discounted Line Price	InputType.text	FINANCE
240	vvTaxCalculationMethod	Tax Calculation Method	defferedSelect	FINANCE
250	vvTaxPercentage	Tax Percentage	defferedSelect	FINANCE
260	vvTaxTaxAmount	Tax Tax Amount	InputType.text	FINANCE
270	vvDiscountName	Discount Name	defferedSelect	FINANCE
280	vvDiscountPercentage	Discount Percentage	defferedSelect	FINANCE
290	vvDiscountAmount	Discount Amount	InputType.text	FINANCE
300	prjBillingDocLineId	Prj Billing Doc Line Id	InputType.text	REFERENCE
310	srcEntityName	Src Entity Name	defferedSelect	DEFAULT
320	srcEntityId	Src Entity Id	InputType.text	REFERENCE
330	prjBillingDocHeaderId	Prj Billing Doc Header Id	InputType.text	REFERENCE
340	lineNumber	Line Number	InputType.number	DATA
350	invOrgId	Inv Org Id	defferedSelect	REFERENCE
360	invItemMasterId	Inv Item Master Id	defferedSelect	REFERENCE
370	itemDescription	Item Description	defferedSelect	DEFAULT
380	lineQuantity	Line Quantity	InputType.textField	DATA
390	priceListHeaderId	Price List Header Id	InputType.text	REFERENCE
400	priceDate	Price Date	InputType.date	DATE
410	unitPrice	Unit Price	InputType.textField	FINANCE
420	lineAmount	Line Amount	InputType.textField	FINANCE
430	taxAmount	Tax Amount	InputType.textField	FINANCE
440	taxCode	Tax Code	defferedSelect	FINANCE
460	referenceDocType	Reference Doc Type	InputType.textField	CONTROL
470	referenceDocNumber	Reference Doc Number	InputType.number	DATA
480	lineOcumentType	Line Ocument Type	InputType.textField	CONTROL
490	lineDescription	Line Description	InputType.textField	DEFAULT
500	uomCode	Uom Code	defferedSelect	DEFAULT
530	discountCode	Discount Code	defferedSelect	FINANCE
540	lineDiscountAmount	Line Discount Amount	InputType.textField	FINANCE
550	shipToId	Ship To Id	defferedSelect	REFERENCE
560	billToId	Bill To Id	defferedSelect	PLANNING
570	lineType	Line Type	InputType.select	CONTROL
580	arAgreementLineId	Ar Agreement Line Id	InputType.text	REFERENCE
590	sdSoDetailId	Sd So Detail Id	defferedSelect	REFERENCE
600	prjProjectTaskId	Prj Project Task Id	defferedSelect	REFERENCE
610	sdSoLineId	Sd So Line Id	defferedSelect	REFERENCE
5450	docStatus	Doc Status	InputType.text	CONTROL
5510	approvalStatus	Approval Status	InputType.text	CONTROL
5520	transferStatus	Transfer Status	InputType.text	CONTROL
5620	createdBy	Created By	InputType.text	REFERENCE
5630	creationDate	Creation Date	InputType.text	REFERENCE
5640	lastUpdatedBy	Last Updated By	InputType.text	REFERENCE
5650	lastUpdateDate	Last Update Date	InputType.text	REFERENCE

Actions

You can use action buttons to perform the following actions:

Copy: Copy the selected billing document to a new billing document. The system will create a billing document with the same number as the selected billing document.

Create Accounting: The system generates the accounting details for the selected billing document using the accounting configuration. You can default accounts from 5 different levels - Business Organization, Project, Project Document Type, Billing Document Type, and Billing Document.

Transfer To AR: Accounted documents can be transferred to AR for further processing using the "Transfer To AR" button. The system will copy all the project billing document information and create an AR invoice.

Accounting

The accounting process in inoERP is quite flexible, and you can configure the system to generate the accounting details for any business process.(Refer to Journals for more details)

Billing Document

Dr UnBilled Receivable @ Invoice Amount 
            Cr Unearned Revenue @ Invoice Amount

AR Invoice

Dr Receivables
            Cr UnBilled Receivable

Project Revenue Recognization

Dr Unearned Revenue
            Cr Revenue 
Dr COGS 
            Cr PWIP/PIP