Project Billing Format Screen Field Reference

General tab

FieldDescription
Billing TypeSelect the billing type for the billing format.
  • AIA – American Institute of Architects billing format
  • Progress Billing
  • Unit Billing
  • Project Time and Material
StatusSelect the status of the billing format.
  • Active - Billing format is available for use and appears in lookup lists.
  • Inactive - Billing format is not available for use and does not appear in lookup lists on other screens. However, it persists in previous selections.
Memo Enter any comments or notes about the billing format.
Billing Code Format - Use these fields to define the billing code format for the billing format. ProContractor allows you to enter billing codes of up to four levels with a total length of up to 18 characters, however no single level can exceed 10 characters. The billing code format fields are disabled if you didn't select Project Time and Material as the billing type.
Billing Code Level LengthEnter the number of characters to be used at each level of the billing code for this billing format. Valid values are between 0 and 10. Unused levels must begin with level 1. (That is, you cannot set level 3 to 0 unless you also set level 1 and level 2 to 0.) For example:
  • The following is NOT valid:
    • Level 1 Length = 2
    • Level 2 Length = 2
    • Level 3 Length = 2
    • Level 4 Length = 0
  • The following IS valid:
    • Level 1 Length = 0
    • Level 2 Length = 0
    • Level 3 Length = 2
    • Level 4 Length = 3
  • The following IS valid:
    • Level 1 Length = 0
    • Level 2 Length = 0
    • Level 3 Length = 0
    • Level 4 Length = 10

      Note that the total length of a billing code cannot exceed 18 characters.

Level DelimiterSelect the delimiter to be used between billing code levels.
  • Dash (-)
  • Dot (.)
  • Space ( )
Sample Billing Code FormatDisplays the billing code format for the billing format. Note that you must press Tab after entering a value in a Billing Code Level Length field or a Level Delimiter field to update the sample billing code format.
Total LengthDisplays the total number of characters in the billing code. The total length of a billing code cannot exceed 18 characters.
Default Formats - Use each field to specify the default form for invoices using that billing format.
Invoice FormatEnter the default invoice form for the billing format or select the default form from a Lookup List.
Continuation FormatThis field is enabled only if the billing type is AIA. In this field, enter the default continuation form for the billing format or select the default form from a Lookup List.
Pending COR FormatThis field is enabled only if the billing type is Progress Billing, Unit Billing, or AIA. In this field, enter the default pending COR form for the billing format or select the default form from a Lookup List.

Project Time and Material tab

The Project Time and Material tab is enabled only if you selected Project Time and Material as the billing type. These settings affect how unbilled costs are consolidated and displayed on the billing tab in time & material invoices.

FieldDescription
Setup sub-tab
Print Overhead and ProfitSelect how overhead and profit are printed on invoices.
  • As part of the unit price – Overhead and profit are included as a part of the unit price.
  • At the end of the invoice, add a line for overhead and a separate line for profit – A separate line for overhead for the entire invoice and separate line for profit for the entire invoice are added at the end of the invoice.
  • At the end of the invoice, add a single line for the combined overhead and profit – A separate line for the combined total of overhead and profit for the entire invoice is added at the end of the invoice.
  • After each cost type category, add a line for overhead and a separate line for profit - A separate line for overhead for the cost type category and a separate line for profit for the cost type category are added after each cost type category. The first row on the Invoice Control tab must be set to Cost Type Category.
  • After each cost type category, add a single line for the combined overhead and profit - A separate line for the combined total of overhead and profit for the cost type category is added after each cost type category. The first row on the Invoice Control tab must be set to Cost Type Category.
Charge Markup on Tax Select the checkbox to calculate markup on sales tax on time & material invoices. Deselect the checkbox to exclude sales tax from markup calculations on time & material invoices.
Cost Type Category grid - The grid lists all cost type categories except burden. Use the grid to specify the markup percentage for each cost type category.
Cost Type CategoryDisplays the code for the cost category.
Cost Type Category NameDisplays the name for the cost category.
Percentage Markup On CostEnter the percent markup on the cost of items in the cost type.
Costs to BillSelect the costs to include in the invoice and to be billed.
  • Posted Cost
Labor Settings
Group Labor By Select the option for displaying labor hours on invoices.
  • Regular, Overtime, and Doubletime Separately
  • Regular Separately; Overtime and Doubletime Grouped
  • Regular, Overtime, and Doubletime Grouped
Labor SubtotalSelect the option for the labor subtotal on invoices.
  • Total Labor - If the Print field for the Labor Cost Type Category is set to Header and Subtotal or Subtotal on the Invoice Control sub-tab, the labor subtotal line on invoices will be the total of all labor regardless of the option selected in the Group Labor By field.
  • Group Labor By Setting - If the Print field for the Labor Cost Type Category is set to Header and Subtotal or Subtotal on the Invoice Control sub-tab, the labor subtotal lines on invoices will be determined based on the option selected in the Group Labor By field.
Invoice Control sub-tab - Use this sub-tab to set the level of detail to appear on time & material invoices that use this billing format.
Invoice Control Field grid - Each row in the grid is information that will be printed on time & material invoices. See Grids for tips on using grids in ProContractor.
FieldSelect the option by which to show costs on invoices.
  • Cost Type Category - Select this option to show costs by cost type categories on invoices. Once you select this option, no other rows can be added to the grid. Select the Print and Include options for each cost type category on the Cost Type Category sub-grid.
  • Cost Code - Select this option to show costs by cost code on invoices.
  • Date - Select this option to show costs by date on invoices.
PrintSelect the level of detail to print on invoices for the option selected in the Field field.
  • Header and Subtotal - Select this option to print a header line and a subtotal line on the invoice for the field.
  • Header Only - Select this option to print a header line on the invoice for the field.
  • Subtotal Only - Select this option to print a subtotal line on the invoice for the field.
  • As Part of the Detail Description - Select this option to print the field with the detail line. For example, if Date is set to As Part of the Detail Description and Cost Code is set to As the Detail Line, Date - Cost Code is printed on the detail line of the invoice.
  • As the Detail Line - Select this option to make the field the detail line for the invoice. If you select this option, you cannot select details below this level.
IncludeIf you selected Cost Code in the Field field, Select what to print on the invoice as the identifier for each cost code line.
  • Code
  • Name
  • Code & Name
Cost Type Category sub-grid - If you selected Cost Type Category in the Invoice Control Field grid, set up how the cost type category information is displayed on invoices.
Cost Type CategoryDisplays the code for the cost category.
Cost Type Category NameDisplays the name for the cost category.
PrintSelect what to print on invoices for the cost type category.
  • Header and Subtotal - Select this option to print a header line and a subtotal line on the invoice for the cost type category.

  • Header Only - Select this option to print a header line on the invoice for the cost type category.

  • Subtotal Only - Select this option to print a subtotal line on the invoice for the cost type category.
  • As Part of The Detail Description - Select this option to print the cost type category with the detail line.
  • As the Detail Line - Select this option to make the cost type category the detail line for the invoice. If you select this option, you cannot select details below this level.
IncludeSelect what to print on the invoice as the identifier for each cost type category line.
  • Code
  • Name
  • Code & Name
Sort/GroupingDisplays a 5-digit numeric value used to sort the cost type categories on invoices. If you want to override the sort for the cost type category, enter a new number.
Tip: You can aggregate cost type category lines on the invoice by setting the same sort value on each line and setting the Print to As the Detail Line.

You may want to leave gaps in your Sort values, such as intervals of ten. This makes it easy to insert or rearrange fields later.

Invoice Control Cost Type Categories Field sub-grid - The grid appears only for cost type categories where the Print field is not set to As the Detail Line. See Grids for tips on using grids in ProContractor.
Cost Type CategoryDisplays the code for the cost category.
Cost Type Category NameDisplays the name for the cost category.
FieldSelect the option for which to show costs for the cost type category.
  • Cost Code - This option is not available if you selected Cost Code in the Invoice Control Field grid.
  • Date - This option is not available if you selected Date in the Invoice Control Field grid.
  • ID Classification
  • ID - Select this option to show costs at a transaction level.
  • Transaction Detail - Select this option to show costs at a transaction detail line level.
PrintSelect what to print on invoices for the field.
  • Header and Subtotal - Select this option to print a header line and a subtotal line on the invoice for the field.
  • Header Only - Select this option to print a header line on the invoice for the field.
  • Subtotal Only - Select this option to print a subtotal line on the invoice for the field.
  • As Part of The Detail Description - Select this option to print the field with the detail line.
  • As the Detail Line - Select this option to make the field the detail line for the invoice.
IncludeSelect what to print on the invoice as the identifier for each cost type category line.
  • Code
  • Name
  • Code & Name
  • Set By Transaction Type - This option is selected automatically when the Field field is ID or Transaction Detail and cannot be changed.
Transaction Type sub-grid - The grid is available only if the Field field in the Invoice Control Cost Type Categories Field sub-grid is set to ID or Transaction Detail.
Transaction TypeDisplays the transaction type based on the selection in the Field field in the Invoice Control Cost Type Categories Field sub-grid.
Invoice Control Transaction Detail Field sub-grid - Use this grid to set transaction details to print on invoices.
FieldDisplays the name of the field associated with the transaction type.
IncludeSelect the checkbox to indicate the field should be included on invoices.
Field Order Displays a 5-digit numeric value used to sort the fields on invoices. If you want to override the sort for the field, enter a new number.
Tip: You may want to leave gaps in your Sort values, such as intervals of ten. This makes it easy to insert or rearrange fields later.