TOOLBOX FUNCTION: TBH-003: Change Job s Bill by Phases Flag

Transcription

1 TOOLBOX FUNCTION: TBH-003: Change Job s Bill by Phases Flag Document Ref: TBH-003 Date: Jun , rev. May Document Version: 0.2 Modules Affected: Earliest available version of COINS: Documentation Updated: Job Status Versions 6 and 7 (7.6c3.8 and 8.7c2.8) An archive of Toolbox documents is available on the COINS Client Center web site at Construction Industry Solutions Corp 6 Airport Park Blvd. Latham, NY 12110

2 CONTENTS 1 Purpose Accessing the Change Bill by Phases Flag Toolbox Function Running the Change Bill by Phases Flag Function Background Select Job to Update If the job is currently set to bill by phase If the job is not set to bill by phase Results of the process Construction Industry Solutions

3 1 Purpose The Toolbox utility described and utilized in this document, Change Bill by Phase Flag, lets you change a job's Bill by Phase option at any time during a job's life. It changes the Bill by Phase flag in the Job File and updates associated records as well. Only run this function upon the recommendation of a COINS representative.. IMPORTANT! This Toolbox program changes important information in your COINS database. You must have a current, verified backup before running the program. Contact COINS USA Support immediately if you suspect that this Toolbox program has not finished. Construction Industry Solutions, Jun , rev. May Page 3 of 10

4 2 Accessing the Change Bill by Phases Flag Toolbox Function Follow these steps to access the Change Bill by Phases Flag function: 1. Select any module from the COINS Master Menu. 2. Select Report Menu from the module menu. 3. Select User-defined Reports from the Report Menu. Figure 1: User-defined Reports prompt User-defined Reports Enter Report Name: tbh003.p Enter tbh003.p at the Enter Report Name prompt. The Licensing Code prompt appears. Figure 2: Licensing Code Enter Licensing Code: XXXX-XXXX-XXXX Enter the authorized license code at the Enter Licensing Code prompt and press [Enter]. The code must be entered in upper and lower case characters, exactly as provided to you when you purchased the Toolbox program. NOTE The licensing code was provided to you when you acquired the Change Bill by Phases program from COINS. 6. A warning screen appears when the licensing code is correctly entered, as shown in Figure 3. It reminds you that you need to back up the database before running the Toolbox program. Enter Y to continue. Construction Industry Solutions, Jun , rev. May Page 4 of 10

5 Figure 3: Warning Message 05/04/05 T O O L B O X SCI(A5)[3.9.05] This program will change the Bill by Phase flag in the Job File. All related Billing Items, Billing Costs, Bills, Recurring Bills, AR Invoices, AR Recurring Invoices, Cash Receipts, JS Billing records and JS Revenue Recognition records will be changed as well. You must have a current, verified data backup before running it. Contact SHAKER Support immediately if you suspect that the program did not finish running. Do you wish to continue? Y Construction Industry Solutions, Jun , rev. May Page 5 of 10

6 3 Running the Change Bill by Phases Flag Function 3.1 Background The Bill by Phase flag is set at the very beginning of the job. When you add a job that uses phases, you decide how to set the Job F/M flag labeled Bill by Phase (Y/N). Y You set this flag to Y if you need to produce separate bills or payment documents for each phase of a job. This requires that billing items by set up by job and by phase in the Billing module. N You set this flag to N if the job uses phases to track job costs but you don t need to produce separate billings for each phase. Under normal circumstances, the system doesn t let you change the Bill by Phase flag in the Job File after items have been entered for the job. This protects the job and billing history. This Toolbox program, when used upon the recommendation of a COINS representative, lets you change the Bill by Phase flag in the Job File for the selected job. It also updates the following related information: Billing Items Billing Costs Bills Recurring Bills A/R Invoices (posted and unposted) A/R Recurring Invoices A/R Cash Receipts (posted and unposted) J/S Billing records (posted and unposted) J/S Revenue Recognition records Job/phase specific Labor Billing Rates Job/phase specific Equipment Billing Rates Job/phase specific Material Billing Rates Job/phase specific Cost Code Quantity Rates 3.2 Select Job to Update Begin by selecting the job that you want to update. Construction Industry Solutions, Jun , rev. May Page 6 of 10

7 Figure 4: Select Job to Update 06/19/01 T O O L B O X 8.7 INTCO/DIV Change Bill by Phase flag on Job* Field Definitions Change Bill by Phase flag on Job Select the job to be updated by entering its Job Number. You may use the Lookup Key to select a job number from the jobs currently active on the system. Note that all jobs, not just ones that use phases, appear in the listing. The system checks the current status of the Bill by Phases flag for the selected job and displays the appropriate confirmation message. 3.3 If the job is currently set to bill by phase If the job s Bill by Phases flag is currently set to Y, the system displays the following confirmation message. The default response is N, to prevent inadvertent changes.. Figure 5: Change Bill by Phase from Y to N 06/19/01 T O O L B O X 8.7 INTCO/DIV Change Bill by Phase flag on Job*: Currently the Bill by Phase flag is Yes, change it to No?: N If Bill by Phases is being changed from Y to N, the Toolbox program finds items related to the job and blanks out the phase information for them. For example: Construction Industry Solutions, Jun , rev. May Page 7 of 10

8 Job Phase Billing Item becomes Job Billing Item Before making any changes, the program checks to see if blanking the phase in the Billing Item File will result in duplicate records. If it determines that duplicate records will be created, the system displays a warning and cancels the change process. Figure 6: Warning about duplicate billing item records 06/19/01 T O O L B O X 8.7 INTCO/DIV WARNING! Blanking the phases makes duplicate records in Billing Item File. Delete all but one of the billing items in each file and then come back to this utility In the case of Job/phase-specific billing rate records (Labor, Equipment, and Material Billing Rates, and Cost Code Quantity Rates), the Toolbox program changes the specific phase to AL. The system checks to see if this change will result in duplicate records. If this is the case, a message appears that is similar to the one shown in Figure 6. The system does not allow more than one billing rate of the same number for different phases on the same job. Construction Industry Solutions, Jun , rev. May Page 8 of 10

9 3.4 If the job is not set to bill by phase If the job s Bill by Phases flag is currently set to N, the system displays the following confirmation message. The default response is N, to prevent inadvertent changes. Figure 7: Change Bill by Phase from N to Y 06/19/01 T O O L B O X 8.7 INTCO/DIV Change Bill by Phase flag on Job*: Currently the Bill by Phase flag is No, change it to Yes?: N If Bill by Phases is being changed from N to Y, the Toolbox program prompts for a phase to use on all of the related records. For example, if you enter 1 as the phase to be used: Job Billing Item becomes Job Phase Billing Item When changing Bill by Phase from N to Y, no changes are made to job-specific billing rate records (Labor, Equipment, and Material Billing Rates, and Cost Code Quantity Rates). Rather than applying the specified phase to each billing rate, the Toolbox program leaves the Phase identifier set to AL. Construction Industry Solutions, Jun , rev. May Page 9 of 10

10 3.5 Results of the process A quick look at the job before and after the change shows that the Job Status module has been updated. Figure 8: Before the change 06/19/01 J/S - Job F/M 8.7 INTCO/DIV Change Job Number* Customer No.* Billing Item Group: Customer's Job #: Billing Type(CP/LS/TM/UP/O/NB): CP Customer's PO: Bill by Phases (Y/N): Y Sales Rep* Auto-create Billing Items (Y/N): Y Default Invoice Type (S/A/U): A Save Time Cards for Default Std. Invoice Format* Billing (Y/N): Y Show Change Order Detail on Print Lump Sum Bill-To Address: Payment Document (Y/N): N Name: GEORGIAN ASSOCIATES Address: 1 ELIAS COURT Address: City: WOODSTOCK State: VT Zip Code: Figure 9: After the change 06/19/01 J/S - Job F/M 8.7 INTCO/DIV Change Job Number* Customer No.* Billing Item Group: Customer's Job #: Billing Type(CP/LS/TM/UP/O/NB): CP Customer's PO: Bill by Phases (Y/N): N Sales Rep* Auto-create Billing Items (Y/N): Y Default Invoice Type (S/A/U): A Save Time Cards for Default Std. Invoice Format* Billing (Y/N): Y Show Change Order Detail on Print Lump Sum Bill-To Address: Payment Document (Y/N): N Name: GEORGIAN ASSOCIATES Address: 1 ELIAS COURT Address: City: WOODSTOCK State: VT Zip Code: Construction Industry Solutions, Jun , rev. May Page 10 of 10