Skip to content
logo Knowledgebase

My costs are not being sent to Billing because settings in AP, EQ, JC, or PR are not set correctly

Created on  | Last modified on 

Summary

Costs are not sending to Billing from other modules.

Description

Cause

Applications are not setup properly to send costs to the Billing module.

Resolution

Verify that the costs were sent to Billing:

  1. From the Billing reports menu, select Cost Based, Work in-progress, and select the Unbilled file.
  2. Located the entries on the report and verify that they have a WIP ID.

If the WIP ID is blank, see the table below. If the WIP ID is populated, the cost was sent to billing. Generate your WIP again and review the journal for the following:

Components for costs that are sent to Billing:

You can specify whether Accounts Payable, Equipment Cost, Job Cost, and Payroll send costs to Billing. When it generates a cost-based invoice, Billing looks to the locations below for authorization to bill costs. When you post entries from these applications, if the system finds a clear Send cost to Billing check box, the search for authorization to bill costs stops and that particular cost entry is not sent to Billing.

Component Path to verify component setup Setup required to send costs to Billing Action taken if check box is clear Action taken if check box is selected Notes
Standard Item Billing, Setup, Standard Items Select the Send cost to Billing check box. No cost sent to Billing. Continue to verify transaction components. If the cost entry does not include standard items, go to the next row.
Standard Category

Job Cost, Setup, Standard Category

 

 

Job Cost, File, Company Settings, JC Settings, Post & Interface, Job Cost Interface Settings

Select the Send Cost to Billing check box.

 

 

In the Billing row, select the Create entries check box.

 No cost sent to Billing. Continue to verify transaction components. If you do not use Categories, go to next row.
Cost Code

Job Cost, Setup, Cost Codes, Contract Info

 

 

Job Cost, File, Company Settings, JC Settings, Post & Interface, Job Cost Interface Settings

Select the Send Cost to Billing check box.

 

 

In the Billing row, select the Create entries check box.

 No cost sent to Billing. Continue to verify transaction components. The cost code cannot be a group cost code. The transaction must include both the job and the cost code.

Select the Send Cost to Billing check box on Standard Cost Codes to reduce setup time.
Contract Item Contracts, File, Open Contract. Select the Contract then click OK. Select the Contract Item, then select the Billing tab. Select the Send cost to Billing check box. No cost sent to Billing. Cost is sent to Billing. A link must exist between the transaction and the contract item. If no contract item is linked to that specific job and cost code combination, the cost remains in the New.blt file and rejects during Generate Work-In-Progress with the message "Contract Unknown".

The transaction must include the commitment item and the contract item, if you intend to bill commitments.

If the cost entries were created in Payroll:

  • Verify that the items were set to distribute to Billing in the individual Setup windows (Pays, Fringes and Taxes).
  • Also confirm that Create Entries to Billing is turned on by going to PR Settings, Post & Interface, Payroll Interface Settings.

If the cost entries were created in Accounts Payable:

  • Verify that Create Entries to Billing is turned on by going to AP Settings, Post & Interface, Accounts Payable Interface Settings.

Note: Quick bill job costs are not sent to Billing (Job Cost, Setup, Jobs, Billing Info, Billing Method, Use Quick Bill). For further detail, refer to the Billing Help topic: "Send cost to Billing detail."

DocLink: How do I get my missing costs from other applications into Billing so I can bill them?

Need more help?

Chat now