[JB] Updating Previous Billed Amounts - Manually or Automatically

Updating Previous Billed Amounts in Job Billing

Job Billing tracks previous amounts by carrying forward the last billed amount plus work completed to future bills. If an earlier bill changes, previous amounts on later bills must also be updated. Only amounts that are billed and interfaced will appear in Job Cost reports.

Automatic vs. Manual Updates

1. Automatic Update (Recommended)

   • In JB Company Parameters, check “Automatic Update of Prev Billed and ChgOrder Amounts on Future Bills.”

   • When a bill is changed, the system automatically updates:

     • Previous billed amounts on all future bills

     • Current contract and contract units

     • Progress billings’ ACO additions/deductions

   • Changes to approved change orders will also update future progress billings automatically.

2. Manual Update

   • In JB Company Parameters, uncheck the automatic update option.

   • After changing a billing, go to the previous bill and use the update option from the File menu:

     • Progress Billing: “Update Prev Amts, ACO Adds/Deds on Future Bills”

     • T&M Bill Edit: “Update PrevAmts on Future Bills”

   • The system updates future bills with the new previous amounts, contract totals, and ACO adjustments.

3. Manual Editing

   • If needed, you can manually edit the Previous Amount in the Items tab of JB Progress Billing.

   • Temporarily check “Allow changes to Previous and Contract amounts” in JB Company Parameters.

   • Exit and re-enter the billing form to make changes.

   • Add a test future bill to confirm the update applies correctly.

   • Note: Bills marked for deletion are skipped during updates.

Updating Previous Amounts After Deleting a Bill

1. Using Delete Button (Non-Interfaced Bills)

   • If automatic update is enabled, future bills update automatically.

   • If not, go to the previous bill and manually update future bills.

2. Setting Status to Delete (Interfaced or Closed Bills)

   • Automatic update applies if enabled.

   • If not, manually update future bills from the previous bill.

   • Important: If change orders exist, you must remove them before deleting the bill.