Client Site PM Billings Tab

This tab enables you to create/maintain a billing schedule; PM invoices for this Client Site will be based on this schedule. The billing schedule may be entered manually or generated from Master Contract.

This tab also support the Rental Billing of Assets.

Most users employ the 'PM Invoice' work order functionality for purpose of billing PM’s in advance thru the Service Invoice module. This enables "service" jobs to be used on the Client Site Billing Schedule.  When Create PM Billings is run for Jobs that are flagged as Service Compute, and the Registry Create PM Billing Work Order Invoice entry has been made, the system will generate a PM Invoice Work Order. This Work Order will be set to Invoice Ready, with an invoice amount on the Other tab corresponding to the Bill Amount on this line. Once this Work Order has been generated, it will be billed and posted via the Start Compute Service Invoice function.


The PM Billing Schedule should now be used as the one-and-only source for PM Billing information.  Although Master Contract entries continue to generated to this tab, contract changes, credit memos, revised billing, etc should be managed from this tab. The ability to enter both positive and negative contract amounts provides the user with means to do so.

Common Lines Invoice (taxable and non-taxable components)

This enhancement allows 'common' lines to be included on a single PM Invoice so that taxable and non-taxable components can be handled appropriately. Lines are considered 'common' when they have the same values for these fields:

Client Site Id, Billing Schedule Date, Job Id, Cost Code, Billing Item, Payment Alias

This allows common PM Billing lines with different Job Cost Categories to appear on the same PM Work Order Invoice with both taxable and non-taxable components. The Job Cost Category is accessed via the Magnify button.

Site and Job Validations:

If the Site is not Active, a PM Billing entry will not be created. In addition, if the Job’s (in the PM Billing schedule) has a Job Date Closed that precedes the Billing Date, a PM Invoice will not be created.

Validation Rules for Line Changes

The system looks at whether a line has been invoiced or had PM Earnings posted when determining what changes the user is allowed to make to the line:

a. If the line has been invoiced or have earnings posted, the Bill Date may NOT be changed. The OK to Renew field may be changed by the user regardless of the status of either of these fields.

b. If the line has been invoiced but not had earnings posted, changes are only allowed to the Amount Earned, GL Debit account, and OK to Renew fields.

c. If the line has had earnings posted but has not been invoiced, changes are only allowed to the Amount Billed, GL Credit account, and the OK to Renew fields.

Important: If the Client is No Longer a PM Customer
Click Client Site PM Billing Tips for details on how to handle existing billings and prevent future ones.

Important Fields:

Renewable Billings: Renewable Earnings:
These display-only field show the running total of the Amount to Invoice and Amount Earned of all lines marked as 'Ok to Renew'.

Date: (date format mmddyyyy)
Enter the billing date for this item directly or double-click on this field (or press Alt-F7) to access the Calendar viewer to do so. To enter today's date, simply press Spacebar.

Amt to Bill: Amt to Earn:
The Amount to Bill field indicates the billing amount for this time period. The Amount to Earn would be completed if you are amortizing the Amount to Bill on this (or a previous) line.

These fields both allow entry of negative values to allow the effective reverse of errors/changes in billing and amortization by adding a new line (with the appropriate negative values). After running Compute PM billing, the user should then print the negative dollar invoice (it will use the Client Site PM Billing line as the ‘source journal’). Note that validation prevents the entry of both positive and negative contract amounts on the same line. The entry of negative amounts is denied on lines flagged as 'renewable'.

When the Start PM Billing function is run, negative Amt to Earn (amortization) lines will result in a GL Journal entry with a negative debit to the accrued expenses account (the GL Debit account) and a negative credit to the sales accrued (the GL Credit account).

Foreign Currency Processing:
If this is a foreign customer, these fields must be entered in terms of the foreign revenue the customer will be billed in.

GL Acnt:  GL Acnt:

If Amortizing the Amount Earned on a Billing Schedule.

The first GL Account is the Income (sales or revenue) account where the Amount Earned will post. This Account will be credited with the Amount Earned when the Start Create PM Invoice function is run.

The second GL Account is the Liability (unearned income) account where the Amount Billed will post. This Account will be credited with the Amount Billed when PM invoices are generated, printed, and posted.

Note, both accounts are required on each line (unless the applicable registry entries have been made in sys-ffv-global-setting to provide the defaults). Amortized amounts will post with the ending date of the corresponding accounting period.

The GL Journal entries generated by this function will have a header Transaction Description of "pm accrual entries". The detail transaction description will be of the form "client site id:" followed by the actual client site id.

If Not Amortizing the Amount Earned on a billing schedule.

The first GL Account is the Income (sales or revenue) account where the Amount Billed will post. This Account will be credited with the Amount Billed when PM invoices are generated, printed, and posted. The second GL Account field should not be completed.

Job Id: Cost Code: Billing Item:
These fields are required for PM Billing and for Amortization entries.

Ok to Renew:
Any line(s) flagged as OK to Renew will be copied when the Renew Service Contracts function is run. During the Renew Service Contract processing, the new line will then be flagged as Ok to Renew; the older line that was used as a template will have the Ok to Renew field blanked.

Invoice Description: (40 character)
This optional field enables you to enter a brief description of this billing to appear on the invoice; it will be written to the Revenue Adjustment tab of PM Invoice type work order. The extended Invoice Description (accessed by clicking the Magnify button) allows for a more detailed description.

PM Inv No:
This display-only field will be filled in by the system when a line has been Invoiced by running the Generate PM Invoice function on the Folders Invoicing tab (When this function is run, the Computed Thru date in the PM Job record specified in the Client Site will also be set to the Bill Date specified to ensure that future billings for this Job are computed correctly.). Lines that have been invoiced cannot be deleted.

Invoice Status
This field comes from the Invoice Master record (if available):

When the PM Invoice No. field is blank, the Invoice Status is blank.
When a valid PM Invoice Id is shown, the Invoice Status comes from the associated Invoice Master record.
If the PM Invoice Id cannot be found in the Invoice Master table, the Invoice Status displays 'unknown'.

GLJ Trx Id:
This display-only field lists the GL Transaction Id of amortized lines that have been posted to GL.

If the line's amortization amount (Amt to Earn) is zero, the GLJ Trx Id displays 'n/a'.

When the line has an Earn amount but the posted-to-gl flag is false, the Trx Id display is blank.

If the system fails to find a qualifying transaction, the Trx Id display reads 'unknown'.

If multiple amortizations for the same accounting period have been made for the same job, only the most recent GLJ Transaction will be listed. If this is the case, the GLJ Transaction will be followed by an asterisk, indicated that multiple transactions exist.

Posted to GL?
This display-only field will be filled in by the system when a PM Accrual entry has been made. Posted lines may not be deleted.

Click the Magnify Button to Access the following fields.

Invoice Description Extended
This field allows for a more detailed Invoice Description.  If completed, this field is written to the Invoice Description of Work Performed during the creation of PM Invoice-type work orders. Note that the older Invoice Description on the PM line is still written to the Revenue Adjustment line as in previous releases.

This field was expanded from 400 to 3000 characters in Version 8.1 to match the WO's Work Performed field.  When creating new Billing Schedule lines from Master Contracts, the system now sets the line's Extended Description to the associated Billing Item's Invoice Description.


Work Order Id:
If a PM Invoice Work Order was generated to bill this line, its Id will be displayed in this field.

GL Income:
GL Accrual:

These fields correspond to the first and second GL Accounts discussed above.

PM Master Contract
The PM Master Schedule (Master Contract) function may be used to maintain both Billing and Scheduling records for your service agreements.

Things to Check if a PM Accrual Did Not Post

- The Client Site is not Active; accruals will not be posted for Credit Hold Sites.

- The Job Date closed is less than the Effective Date on the accrual line.

- Both GL Accounts are completed. If you are using Master Contracts, the GL Accounts for revenues and accruals must be filled in on the detail view, on the Adv Bill tab in Master Contract for each of the lines created.   Or the registry entry must be in place to default in the accounts on the line from sys-viewer-vmstrcntrct.

- The Closing Date of the Accounting Period of the Accrual must be between the Begin and End date of the Job.

- The invoice that was billed out and is being accrued may not have been posted.

Job Cost Category Id:
In some States certain Preventive Maintenances are taxable while others are not taxable. If completed, this field overrides the default Cost Category derived from the  sys-start-scrtepmbllng registry's Cost Category option can be overridden with the value on the Site Billing Schedule line.   This will allow the user full control to make the Billing taxable or non-taxable as needed.

This field also enables a single PM Invoice to be generated with taxable and non-taxable components. To do so, create 2 lines with the following fields entered identically, but with different Job Cost Categories to define the taxable and non-taxable elements: Billing Schedule Date, Job Id, Cost Code, Billing Item

Tip: Invoice Description

You may wish to edit the Invoice Description to better indicate the taxable/non-taxable (material/labor) components of the invoice).

This field supports enhanced filtering provided by the Cost Code's Job Cost Category Usage Filter. Cost Categories are validated (relative to Cost Codes) during data entry upon leaving the Cost Category Id field.  The full relationship is validated again when leaving a child line or saving a record.

Asset Id:
Completing this field indicates that this is a Rental Billing for the specified Asset. If this field is completed:

This line will be eligible for Start Create Rental Billing

This line will be ignored by Start Create PM Billing