• You add "TM" application types, which are costs that are user-defined and not generated from an approved transaction.
• For each Billing Code, the cost amounts are shown when the line item is expanded. The costs values that are displayed are based on the job T&M setup settings for each Job.
• Settings indicate whether to include AP, JE, or IN (Inventory) transactions. Also, manual items can be added, and are indicated by the “TM" application code.
• You can add or select a T & M Job that will be used for the AR billing. Select the date range to gather the cost information. The date range defaults to first day of the year, thru the login date.
• The related Cost information will display for each Income Estimate Billing Code. For each Job, Income Estimates have Billing Codes, and the Cost Estimates have the same Billing Codes that relate to each other. Under each Billing Code section, the lines that display can be edited, or the billing status can be changed to: Bill, Later, Never.
• As well as posting cost values to the AR billing detail lines, Markups should be added based on the Job Cost Markups, if any exist for the specific Job.
• You can click the Edit link to see the line's billing data.

Job Tracking must be turned on to see the menu.

The AR Use Retainage option determines whether retainage fields display.

Required setup:

In eFinancials AR setup, for Customer - Terms, AR Accounts, Markup

In eFinancials setup, Company (Simplified Setup) / Entity (Standard Setup) - Expense Codes

In Job Cost setup, for Jobs - Tax

The following fields appear on the page.

Header

Add T & M Billing

Use this button to add a Time and Materials billing..

Include Billings in Approved Batches

Select the box to include these T & M Billings in approved batches.

Grid

NOTE that Filter Buttons in column headers allow you to change what appears in the grid.

T & M Billing ID

The billing ID associated with the T & M Billing.

Click the link to edit the T & M Billing.

Job

The job associated with the T & M Billing. Only one Job is allowed per T & M Billing.

Job Name

The name of the job associated with the T & M Billing.

Billing ID

The billing identification. Click the link to drill to the Billing in eFinancials for this T & M Billing.

Batch ID

The identification of the batch for this T & M Billing.

Date

The Billing (Application) date. Refer to Add/Edit fields, below, for additional information.

Customer ID

The customer identification associated with this T & M Billing.

Customer Name

The customer name associated with this T & M Billing.

Status

The status of this T & M Billing.

Description

The description of the T & M Billing.

Documents

One of the following icons appears in this column:

No documents are currently stored for the T & M Billing. Click the icon to upload documents for the T & M Billing.

At least one document is currently stored for the T & M Billing. Rest your mouse pointer on the icon to see the number of documents stored. Click the icon to view, add, or delete documents.  

For more information, refer to the Documents Tab instructions.

Void

Use the Void iconto void a T & M Billing and all related Billings in eFinancials.

Delete

Use the Delete icon to delete a T & M Billing and all related Billings in eFinancials.

Footer

Company | BatchEntity | Property | Batch (Footer Links)

Make changes using the Footer Links to use the appropriate combination of Company and Batch. The T & M Billings associated with that  batch display in the grid.

Make changes using the Footer Links to select the appropriate combination of Entity, Property, and Batch. The T & M Billings associated with that  batch display in the grid.

Use this section to add or edit T & M Billings. Note that you cannot add or change an T & M Billing for an approved batch.

Note

A red dot indicates a required field or selection.

Header

Job

Click the Lookup icon to display the Select Job pop-up and select a Job ID. Selecting a Job will :

After you select a job, some fields may be hidden based on the settings on the job.

From Date / Thru Date

Enter a date range into the From Date and Thru Date fields.

From Date defaults to the first day of the year.

Thru Date defaults to the login date.

To change the date, click in the field and use the Electronic Calendarto select a date.

Billing ID

The Billing ID, which initially, it defaults to "New."

Description

The description of the billing. Defaults to TM Billing ending mm/dd/yyy where mm/dd/yyyy is the login date. This field is editable.

Grid Fields

Selecting a Job brings up the detail lines in the grid, and may provide the ability to expand the row.

Using the Edit link for each line, you can post Cost values to the AR billing detail lines, and add Markups based on the Job.

NOTES

• Grid fields and column headers are dependent on the Job Setup on the T & M Markups Tab and may or may not include all the fields listed below.

• The fields in the line, and the pop-up that appears when you click the Add button, are identical so they are listed below only once.

• The system updates all columns and fields when all Markups are set on the Job and it is taxable.
• Markup could have its own Tax Code at the Markup Level or the Billing level, although that is not required. There are three types of Markups: Cost Markups, Subtotal Markups, and Billing Markups.

The possible fields are:

Add button

Click the Add button and a pop-up form that is used to add another line. The form contains the same fields as the line, plus the Text Only check box, which only shows on the pop-up form.

Text Only (check box)

This field appears only in the a pop-up form after you click the Add button.

When you check the box, then only the Cost Type, Date, and Description fields appear in the pop-up. The Date and Description fields are editable.

When you click Save, then the fields in the pop-up are enabled to print as a text line on the T&M Billing.

Edit (link)

Click the link to edit the T& M Billing information for this line. The Edit TM Transaction Information pop-up appears.

Because you edit the line using the pop-up, the fields that appear in the pop-up are the same as those in the line. Fields for the line and the pop-up are as follows:

Cost Type

The Cost Type for this line.

Date

The date for this line.

Application

Options are: AP /JE / IV (the source application of the transaction).

ID

The identification for the transaction.

Vendor/Item

The Vendor/Item for this line.

Taxable

Is this Vendor/Item taxable? Options are: Yes/No.

Tax Code

The tax code for the Vendor/Item.

Description

The description from the transaction.

UOM

The Unit of Measure for the line.

Unit Price

The unit price for the line item.

Qty/Hours

The quantity or number of hours for the line.

Billing Amount

The amount being billed for the line.

Cost Markup

The Cost Markup for the line. Refer to the NOTE, above.

Tax Code for Cost Markup

The Tax Code for the Cost Markup.

Subtotal Markup

The Subtotal Markup for the line. Refer to the NOTE, above.

Tax Code

Tax Code from the Subtotal Markup.

Billing Markup

The Billing Markup for the line. Refer to the NOTE, above.

Tax Code

The Tax Code for the Billing Markup.

Cost for Gross Profit

The Cost for Gross Profit for the line.

Billing Status - Bill, Later, or Never:

Bill - Bill in this process

Later - Bill in the next billing process.

Never - Never bill this item. If Never is selected, the transaction is deleted from the database so the line cannot be brought in by the System at another time.

Save

Click the button to save changes to the form.

Note that adding only brings in journal entries that are current.

1. Select eFinancials—Accounts Receivable—Transactions—T & M Billing Entry.
2. Click the Add T & M Billing button.
3. Begin completing the form using the Fields List for help.
4. Once the Job and dates fill in automatically by the system, the Billing Codes ready to be billed, based on the Job Setup,display.
5. Click Save.

Use the field lists for help completing the form.

1. Select eFinancials—Accounts Receivable—Transactions—T & M Billing Entry.

2. Locate the T & M Billing you want to edit using the grid Filter buttons, if necessary, and then click on the link in the T & M Billing ID column.

3. To update or edit billing details for a T & M Billing, expand the Billing Code and click the Edit link for the line

4. Update or Edit the line.

5. Click Save.

Note

An error message will appear if the accounting void date is earlier than the accounting billing date.

1. Select eFinancials—Accounts Receivable—Transactions—T & M Billing Entry.
2. Locate the T & M Billing you want to void . Use the grid Filter buttons to locate the T & M Billing in the grid, if necessary.
3. Click the Void icon for the T & M Billing you want to void. A Delete icon replaces the Void icon.

1. Select eFinancials—Accounts Receivable—Transactions—T & M Billing Entry.
2. Locate the T & M Billing you want to delete. Use the grid Filter buttons to locate the T & M Billing in the grid, if necessary
3. Click the Delete icon for the T & M Billing you want to delete.
4. Click Confirm Delete.

Use the Print T & M Billings menu item in eFinancials.