Project Billing Import Template Field Reference
This field reference lists the fields in all worksheets of the Project Billing Import Template. You can see whether or not each field is required and a description of valid values or other pertinent information.
Billing worksheet
Use the Billing worksheet to set up new billing formats for existing projects.
A project can have multiple billing formats. Billing formats and billing codes are used to define how the invoices will be presented to the customer. Note that a billing format cannot be imported if any of the following are true:
- There is an unposted contract invoice for the selected company, project, billing format, and customer combination.
- You do not have full access to the project's division.
- You are not set up as a project manager for the project.
|
Field |
Required? |
Description |
|---|---|---|
|
Company |
Yes |
Enter the code of the company for the project. Note: You can import data only for companies to which you have full access in ProContractor.
|
|
Project |
Yes |
Enter a code of up to 8 alphanumeric characters to identify the project. |
|
Billing Format |
Yes |
Enter a project billing format. |
|
Customer |
Yes |
Enter the code of the customer for the billing format. |
|
Architect |
Conditional |
If the billing type of the billing format is AIA, enter the code of the customer that identifies the architect. Note: You should also add the architect to the contacts on the project with a contact type of ARCH to ensure that the architect appears on reports.
|
|
AR Revenue Type |
Yes |
Enter the code of the default accounts receivable revenue type for billing lines that will be added. If the billing format type is Progress Billing, AIA, or Unit Billing, only revenue types with a Post To setting of Project Contract Billings can be used. If the billing format type is Project Time and Material, then only revenue types with a Post To setting of Project T and M can be used. |
|
Sales Tax Authority |
Yes |
Enter the code of the default sales tax authority for billing lines that will be added. |
|
Taxable |
Yes |
Indicate whether or not billing lines are taxable.
|
|
Retainage Percent Work Completed |
No |
Enter the default value for the retainage percent for work completed for each billing code. |
|
Retainage Percent Stored Material |
No |
If the billing format is AIA, enter the default value for the retainage percent for stored materials for each billing code. |
|
Default Invoice Through Day |
Yes |
Enter the default invoice through day. The invoice through day is a number between 1 and 31 that sets the day of the month through which the customer will be billed. Note: Entering 31 indicates the last day of the month in months with less than 31 days.
|
|
Round Billings to Nearest Dollar |
No |
Indicate whether or not to round billings to the nearest dollar amount.
|
|
Track Revenue by Project Cost Code |
No |
Indicate whether or not to report revenue at a cost code level rather than a project level.
|
|
Generate Billing Amount from WIP Entries |
No |
Indicate whether or not to use the work in progress (WIP) entries for the project to determine the default billing amount in contract invoice billing.
|
Billing Codes worksheet
Use the Billing Codes worksheet to set up the billing codes for the billing format and customer combination.
|
Field |
Required? |
Description |
|---|---|---|
|
Company |
Yes |
Enter the code of the company for the project. |
|
Project |
Yes |
Enter a code of up to 8 alphanumeric characters to identify the project. |
|
Billing Format |
Yes |
Enter a billing format for the project |
|
Customer |
Yes |
Enter the code of the customer for the billing format. |
|
Billing Code |
Yes |
Enter a billing code in the format defined in the Project Billing Format screen. If the billing code is a ‘header’ level billing code (a level 1 billing code, a level 2 billing code, or a level 3 billing code which has associated level 4 billing codes), then the only fields to complete in the row are Billing Code, Name, and Sort. Header level billing codes must be entered before the lower level billing codes. Note: Billing codes cannot be added, deleted, or modified if there is an unposted contract invoice for the selected company, project, billing format, and customer combination.
|
|
Name |
Yes |
Enter a name for the billing code. |
|
Sort |
No |
Enter the text to use for sorting billing codes when printing invoices. Note: If sort text is not entered, the default sort text is based on the first 20 characters in the Billing Code field in upper case.
|
|
AR Revenue Type |
Yes |
Enter the code of the accounts receivable revenue type for the billing code. |
|
Sales Tax Authority |
Yes |
Enter the code of the sales tax authority to be used for this billing code. |
|
Taxable |
Yes |
Indicate whether or not the billing code is taxable.
|
|
Unit of Measure |
Conditional |
If the billing format is Unit Billing, enter the code for the unit of measure for the billing code. |
|
Original Quantity |
No |
If the billing format is Unit Billing, enter the original quantity for the billing code item. |
|
Original Unit Price |
No |
If the billing format is Unit Billing, enter the original unit price for the billing code item. |
|
Current Quantity |
No |
If the billing format is Unit Billing, enter the current quantity for the billing code item. |
|
Current Unit Price |
No |
If the billing format is Unit Billing, enter the current unit price for the billing code item. |
|
Original Amount |
No |
If the billing format is AIA or Progress Billing, enter the original amount for the billing code. If the billing format is Unit Billing and you didn't enter an original quantity or current quantity, enter the original amount for the billing code. If the billing format is Unit Billing and you entered an original quantity or current quantity, the amount is automatically calculated as follows: |
|
Current Amount |
No |
If the billing format is AIA or Progress Billing, enter the current amount for the billing code. If the billing format is Unit Billing and you didn't enter an original quantity or current quantity, enter the current amount for the billing code. If the billing format is Unit Billing and you entered an original quantity or current quantity, the amount is automatically calculated as follows: |
|
Original Retainage Work Completed |
No |
If the billing format is AIA, enter the original retainage percentage for work complete for the billing code. |
|
Original Retainage Stored Material |
No |
If the billing format is AIA, enter the original retainage percentage for stored materials for the billing code. |
|
Current Retainage Work Completed |
No |
If the billing format is AIA, enter the current retainage percentage for work complete for the billing cod |
|
Current Retainage Stored Material |
No |
If the billing format is AIA,enter the current retainage percentage for stored materials for this billing code. |
Billing Code Tax worksheet
Use the Billing Code Tax worksheet to enter details on the tax authorities for each billing code, including taxable and non-taxable amounts.
If this worksheet is not completed, ProContractor automatically generates the tax for lines from the Billing Codes worksheet worksheet based on the Taxable and Tax Authority values.
|
Field |
Required? |
Description |
|---|---|---|
|
Company |
Yes |
Enter the code of the company for the project. |
|
Project |
Yes |
Enter a code of up to 8 alphanumeric characters to identify the project. |
|
Billing Format |
Yes |
Enter a billing format for the project. |
|
Customer |
Yes |
Enter the code of the customer for the billing format. |
|
Billing Code |
Yes |
Enter a billing code in the format defined in the Project Billing Format screen. |
|
Tax Authority |
Yes |
Enter the code of a tax authority for the billing code item. |
|
Taxable Amount |
No |
Enter the taxable amount of the line item for the tax authority. |
|
Non-Taxable Amount |
No |
Enter the non-taxable amount (Current Amount from the Billing Codes worksheet worksheet - Taxable Amount) of the line item for the tax authority. |
Billing Code Cost Codes worksheet
Use the Billing Code Cost Codes worksheet to enter details on the billing amounts by project cost code. Enter details only if you are tracking revenue by project cost code for the billing format and customer combination and the billing code is a detail level billing code.
You must have full access to the project's division and be set up as a project manager to be able to import billing codes.
|
Field |
Required? |
Description |
|---|---|---|
|
Company |
Yes |
Enter the code for the company for the project. |
|
Project |
Yes |
Enter a code of up to 8 alphanumeric characters to identify the project. |
|
Billing Format |
Yes |
Enter a billing format for the project. |
|
Customer |
Yes |
Enter the code of the customer for the project. |
|
Billing Code |
Yes |
Enter a detail level billing code. |
|
Sub Project |
Conditional |
If a sub project should use the billing amounts associated with the master project, enter the code of the sub project. |
|
Cost Code |
Yes |
Enter a cost code. |
|
Sales Tax Authority |
Yes |
Enter the code for the sales tax authority. |
|
Taxable |
Yes |
Indicate whether or not the cost code is taxable.
|
|
Original Amount |
No |
Enter the original amount for the project cost code. |
|
Current Amount |
No |
Enter the current amount for the project cost code if it is different than the original amount. |
Billing Code Cost Codes Tax worksheet
Use the Billing Code Cost Codes Tax worksheet to enter details on the tax authorities for each billing code/cost code combination, including taxable and non-taxable amounts.
If this worksheet is not completed, ProContractor automatically generates the tax lines for items from the Billing Code Cost Codes worksheet worksheet based on the Taxable and Tax Authority values.
|
Field |
Required? |
Description |
|---|---|---|
|
Company |
Yes |
Enter the code for the company for the project. |
|
Project |
Yes |
Enter a code of up to 8 alphanumeric characters to identify the project. |
|
Billing Format |
Yes |
Enter a billing format for the project. |
|
Customer |
Yes |
Enter the code of the customer for the billing format. |
|
Billing Code |
Yes |
Enter a detail level billing code. |
|
Cost Code |
Yes |
Enter a cost code. |
|
Tax Authority |
Yes |
Enter the code for the sales tax authority. |
|
Taxable Amount |
Yes |
Enter the taxable amount of the line item for the tax authority. |
|
Non-Taxable Amount |
No |
Enter the non-taxable amount (Current Amount from the Billing Code Cost Codes worksheet worksheet - Taxable Amount) of the line item for the tax authority. |
TM Pricing worksheet
For a Time & Material billing format, use the TM Pricing worksheet to specify the customer pricing agreement and flat percentages on the project.
|
Field |
Required? |
Description |
|---|---|---|
|
Company |
Yes |
Enter the code of the company for the project. |
|
Project |
Yes |
Enter a code of up to 8 alphanumeric characters to identify the project. |
|
Billing Format |
Yes |
Enter a billing format for the project. |
|
Customer |
Yes |
Enter the code of the customer for the billing format. |
|
Generate Billing Amount from Project |
No |
Indicate whether or not you want to be able to generate time and material invoices for the billing format. If you choose not to generate time and material invoices for the billing format, you can enter manual invoices instead.
|
|
Customer Classification |
No |
Enter the code for a customer classification. |
|
Use Pricing Agreement From |
No |
If the project is a sub project, enter which project's pricing agreement to use.
|
|
Overhead % Markup |
No |
Enter the percent for overhead markup to apply to the billing. |
|
Profit % Markup |
No |
Enter the percent for profit markup to apply to the billing. |
|
Base Profit On |
No |
Enter the method on which to base profit.
|
|
Calculate Overhead and Profit On |
No |
Indicate how overhead and profit are calculated.
|
TM Include worksheet
For a Time & Material billing format, use the TM Include worksheet to indicate which costs to include in T&M invoices.
|
Field |
Required? |
Description |
|---|---|---|
|
Company |
Yes |
Enter the code of the company for the project. |
|
Project |
Yes |
Enter a code of up to 8 alphanumeric characters to identify the project. |
|
Billing Format |
Yes |
Enter a billing format for the project. |
|
Customer |
Yes |
Enter the code of the customer for the billing format. |
|
TM Project |
Yes |
If the billing project is a master project or a sub project, enter the code of the project to bill from. |
|
All Cost Codes |
No |
Indicate whether or not the row applies to all cost codes for the project billing.
|
|
Cost Code |
Conditional |
If the row does not apply to all cost codes for the project billing, enter the cost code to which the row applies. |
|
Cost Selection |
Yes |
Enter which owner change order costs to include in the billing.
|
|
Owner CO |
Conditional |
If the cost selection is Selected Change Order Cost without Project Cost, enter the code for the owner change order. |
TM Exclude worksheet
For a Time & Material billing format, use the TM Exclude worksheet to exclude specific catalog items from T&M invoices.
|
Field |
Required? |
Description |
|---|---|---|
|
Company |
Yes |
Enter the code of the company for the project. |
|
Project |
Yes |
Enter a code of up to 8 alphanumeric characters to identify the project. |
|
Billing Format |
Yes |
Enter a billing format for the project. |
|
Customer |
Yes |
Enter the code of the customer for the billing format. |
|
Cost Type Category |
No |
Enter the cost type category to exclude from billing. Costs posted to this cost type are excluded from T&M invoices.
|
|
Item Category |
No |
Enter the code for the Item Category screen to exclude from billing. |
|
Item |
No |
Enter the code for the Catalog Item screen to exclude from billing . |
Lien Notice worksheet
Use the Lien Notice worksheet to indicate that ProContractor will create a lien notice record for the project. Each row represents a separate lien notice associated with the project, customer, and billing format.
If this worksheet is not completed but you have set up lien management settings in ProContractor to automatically generate lien notices, ProContractor creates the lien notices automatically.
|
Field |
Required? |
Description |
|---|---|---|
|
Company |
Yes |
Enter the code of the company for the project. |
|
Project |
Yes |
Enter a code of up to 8 alphanumeric characters to identify the project. |
|
Billing Format |
Yes |
Enter the billing format for the project. |
|
Customer |
Yes |
Enter the code of the customer for the billing format. |
|
Lien Notice Number |
Yes |
Enter a code of up to 8 alphanumeric characters as the lien notice number. |
|
Action |
Yes |
Enter the type of lien notice record to create for the project, customer, billing format combination.
|
|
Notice Date |
Yes |
Enter the date the lien notice was received or sent. |
|
Notice Amount |
No |
Enter the amount of the lien notice. |
|
Notice Description |
No |
Enter a description for the lien notice. |
|
Lien Notice Form |
Yes |
Enter the form to use for the lien notice document. You can use the Modify Forms screen to modify the format and layout of the form. |
