[JB] Updating Previous Job Billing Billed Amounts - Manually or Automatically

• Previous amounts on future bills can be updated automatically by the system or manually by the user.
• Job Billing tracks previous amounts on each bill by bringing the last previous amount + work completed forward as previous amount in the new bill.
• If an earlier bill is changed, previous amounts need to change also.

• CAUTION: Only amounts billed and Interfaced will be reflected in Job Cost Reports. User cannot just enter Previously Billed Amount manually and assume it will be reflected on reports as Previously Billed.

Updating Previously JB Billed Amounts - Manually or Automatically.

• A setting in JB Company Parameters will determine how previous amounts on future bills are updated when a bill is changed.
• When you change the values of a billing, whether interfaced, active, or in a closed month, you have the option to either manually update previous billed amounts or have the system update the values automatically (recommended).
• To have the system automatically update previous billed amounts, as well as current contract and contract units, and ACO adds/deducts, you must set the Automatic Update of Prev Billed and ChgOrder Amounts on Future Bills option in JB Company Parameters to Y (checked).
  • When this option is checked and changes are made to a billing, the system automatically updates the previous billed amounts, current contract, and contract units by including the value of the change for the current billing to the previous amounts of all subsequent (future) billings.
  • For Progress Billings, previous change order additions and deductions will be updated when changes are made to approved change order items in the JB Progress Change Order form.
• If you elect to update previous billed amounts manually, you must set the Automatic Update of Prev Billed and ChgOrder Amounts on Future Bills option in JB Company Parameters to N (unchecked).
  • Then, each time you change a billing, you must go to the billing prior to the billing you changed and select the update option from the File menu.
  • In JB Progress Billings, this will be the 'Update Prev Amts, ACO Adds/Deds on Future Bills'
  • In JB T&M Bill Edit, this will be the 'Update PrevAmts on Future Bills' option.
  • As with the automatic update method, the system will update the previous billed amounts, current contract/contract units, and ACO additions/deductions (progress billings) by including the value of the billing you changed to the previous amount of all subsequent billings.
• In a unique situation where the 2 options above do not solve the problem, it is possible to manually edit the Previous Amount in the JB Progress Billing / Items tab.
  • The JB Company Parameters flag to Allow changes to Previous and Contract amounts must be checked temporarily to allow this.
  • After checking the above box, be sure to exit the JB Progress Billing form and re-enter for this change to take effect and allow changes to the Previous Amounts.
  • Once the entry is made, add a future test bill (to be deleted once reviewed) to verify the change is being correctly applied to subsequent billings.  

 NOTE: If the previous billing is flagged for deletion (i.e. the Status is set to 'Delete'), you must go to the next previous billing to perform the manual update of previous amounts. Bills marked for Delete will be skipped during the update process.
 

Updating Previous Amounts after Deleting a Billing:

There are two methods available for deleting billings:

1. Using the Delete button - This function can only be used on billings that have not been interfaced. If you elect to use this option and the 'auto update previous' feature is in use, the system will automatically update the previous amounts for all subsequent billings. If not using 'auto update previous', you must go to the billing prior to the one you deleted, then from that billing use the manual update option (File menu) to update the previous amounts on all subsequent billings.
2. Setting the Status to 'Delete' - This function is used for interfaced or closed-month billings, but can also be used for 'active' billings.
   • When this option is used, previous amounts will be updated automatically (if using the 'auto update previous' feature).
   • However, if not using the 'auto update previous' feature, you must go to the billing prior to the one you have marked as 'Delete', then from that billing, use the manual update option (File menu) to update the previous amounts on all subsequent billings. All subsequent billings that are marked for 'Delete' will be skipped, but the previous amounts for all other future billings will be updated accordingly.

 NOTE: Once you set the status to 'Delete' for a progress billing, the system performs a check for change orders. If change orders exist, a message displays informing you that you cannot delete a bill until the change orders have been removed. When you click OK, you are taken to the JB Progress Bill Change Orders form so that you can remove the change orders from the billing. Once they have been removed, you are brought back to the JB Progress Billing form, where you must reset the status to 'Delete'. If you are not using the 'auto update previous' feature, you will need to update previous amounts manually.