Add items to a bill schedule through the Billing Items window

Items cannot be added to approved or posted bill schedules. They may only be added to bill schedules with the status of Pending.

Items added through the Billing Items window must be added to a Bill Schedule in order to be billed to the customer.

Add items directly from the Billing Items window

1. Select Bill Items from the Accounts Receivable menu, and the Billing Items list window opens.

2. Click the Add button at the bottom of the window, and the Billing Items window opens.

3. Complete the fields as described.

   • Transaction Type: Select Charges or Credits.

   • Category: Select from the list.

   • Schedule: Required field. Select from the list.

   • Event/Job: Select from the available event/jobs for the schedule's category, if any.

   • Create Separate Invoice for this item: Checking this box causes the system to create a separate invoice for this item from other items on the bill schedule.

   • Item ID:
     If adding a recurring bill item, select it from this list, and the item description, unit cost, and unit basis will default to the values from the recurring item. They may be changed.
     If not adding a recurring bill item, leave this field blank.

   • Description: Required field. Enter a description, or change the default value if desired.

   • Quantity: Enter a numeric value with up to 4 decimal places.

   • Unit Cost: Enter a cost per unit, or change the default value if desired.

   • Unit Basis: Select from the pull-down list. The items in this list are set in Accounts Receivable Configuration.

   • Amount: This field is calculated based on the quantity & unit cost.
     Note: Once this field is calculated, a distribution line is created allocating the total amount to the default revenue account from the category.

   • Show cost and quantity on Invoice: Check this box to show the unit cost & quantity for this item on the invoice.

4. Add, edit, or delete detail lines in the Account Code grid if needed. The total of detail amounts must equal the bill item amount.

   • To edit the amount of a detail line, click the sequence number, edit the amount in the popup window, and click Save.

   • To edit the account & amount of a detail line, check the box by the sequence number & click the Edit button below the grid. Then enter a new account number and change the amount, if needed, and click Save.

   • To add a detail line, click the Add button below the grid, enter the information in the popup, and click Save.

   • To delete a detail line, check the box beside the line you want to delete, and click the Delete button below the grid. Click Yes when asked to confirm.

5. Complete the remaining fields.

   • Customer Name: Select the customer who will be invoiced for this item.

   • A/R Debit Account: Defaults from the Category. Edit as needed.

   • Customer Reference: Use this field as needed for information like the customer's PO number.

6. Click Save & Add New to add another item to the schedule OR click Save if finished adding items.

Once items are added to the bill schedule, the schedule must be validated & approved before it can be posted and invoices can be printed. Click here for instructions on approving the schedule.

Go to Validate/approve a bill schedule

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