Hi Rick
Thankx for the additional explanation - the process you are following is now
clearer to me. I am going to presume that the Accounting Method is set to
"When Billed".
For a "When Billed" project the billing process will credit WIP and debit
COS. To achieve that you "sell" the cost category lines at a selling price of
zero - that causes the "More Info" window to have zero values as that window
is essentially a summary of the sales values. Perhaps you could process 1
Billing document per financial period and tick all the relevant cost category
lines instead of multiple Billing documents. (If you are billing the cost
category lines at zero how are you actually raising your revenue - by means
of a Fee?)
Now as to why you are having those errors - I've only been able to duplicate
your error if I manually edited the entries in the Distribution window. If
I ticked a cost category in the "Time and Materials Billing" window and sold
it at zero the system correctly built up a credit to WIP and a debit to COS
with no errors (I was billing a Timesheet cost category).
I'm back to my suggestion that I numbered (2) to isolate the problem cost
categories and try to bill them at zero.
The Misc Log is ideal to move costs off or onto a project, but you sound
like you need the acutal costs associated with the cost categories to be
moved to the COS so you would need to bill the cost categories.
If this still doesn't sort you out please post again and I'll keep on
trying. Maybe someone else in this very helpful community could also have
some suggestions for you.
Regards
Sheila
Post by RickSheila - instead of me relaying i have the response written out so it is not
miscommunicated from me - see below. Thanks
- the "More Info" should be $0 with no values - the invoice is for $0. I am
trying to invoice the Costs to remove them from WIP and transfer to Cost of
Goods. I am not doing anything in the Distributions Window. There are no
"Fees" income - I am invoicing from the "Billings" screen and changing the
amounts in that screen to $0 so that there is no revenue billed. We were
told that this was the only way to move the costs from WIP to COGS after the
project had been invoiced to the customer. The Misc. Log idea is of interest
to me if this would achieve the same purpose and I don't have to issue all
those $0 invoices. Are there any restrictions on this function?
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Rick - IT Guy
Post by SheilaHi Rick
You are in the PA Billing screen and you have not done any billing lines but
you are trying to edit the Distribution screen. When in there you are
adding 2 lines and on the one lne you are using the type COGS and on the
other line you are using the type WIP. If I've understood that then it will
explain why you have a zero value in the 'More Info' button. The system will
not accept that entry - abandon trying to make that work as that is the wrong
screen to achieve what you need.
My suggestion is that you create a Misc Log specifically for this type of
transaction and you point the 'Contra Account' to the GL account that you
want to debit with the costs. Capture the Misc Log with a negative qty
(most important) - this will cause a credit on your project and thereby a
credit to the WIP account and it will debit the account that you set up in
the Misc Log - you are able to edit that account via the Distributions
button. You should not edit any values while in the Distributions window.
I hope that helps.
Regards
Sheila
Post by RickHI Sheila,
Thanks for your replies. I have some more info as to what the acountant is
trying to do in this window. Apparently in version 8 it was possible to do
these tasks. What is trying to be done is to transfer the remaining costs
out of WIP into COGS account. The way it was done in 8 was to make it a $0
total (as its already invoiced/billed) and then in the distribution window
transfer the amounts to COG. Is there a different way of doing that now or a
better method? Thanks
--
Rick - IT Guy
Post by SheilaHi again Rick
..mmm... a few basics for you.
A user should not be trying to enter any values or GL accounts in the
Billing Distribution window - the system should be building up that
information from wherever it has been instructed to find the GL accounts
(there are a few places where that can be defined and the online manual can
help you with that). The values in the 'More Info' window are a summary of
the values of the billing document and should tie up to the values in the
Distribution window. It does not make sense that you have values in the
Distribution window but a zero in the 'More Info' window (unless a user is
trying to build the Distribution window details and that will never work).
I suggest that you try my option no 2 and post your results so I can try to
assist further.
Regards
Sheila
Post by RickHey
Sorry I should have probably added this at the beginning but the 'more info'
shows at total of $0 as I am assuming it has been invoiced. The distribution
however shows an amount as they are trying to put it to the correct GL
accounts. Is there a better way to be doing this? Thanks
--
Rick - IT Guy
Post by SheilaHi again
If you click on the 'More Info' button - are the values in there all hanging
together? Have you been able to successfully bill these cost categories on
another billing document?
If the answer to the above is Yes then I would suggest that you try to
de-bug the problem as follows: (1) remove the attempt to bill these cost
categories in this billing document (2) create a new billing document where
all you do is try to bill the problem cost categories - hopefully it will
become easier to establish what the system is unhappy with.
Regards
Sheila
Post by RickThanks for the response - yes we have hit the default button but it hasnt
changed the amounts or anything if that is what was expected. No change.
Thanks
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Rick - IT Guy
Post by SheilaHi Rick
Have you tried clicking on the 'Default or Delete' buttons in the Billing
Distribution window to cause the system to rebuild the entries?
Regards
Sheila
Post by RickWe are getting an error when trying to do a project billing entry that the
COGS/WIP does not equal the actual amount. From what I can tell they should
and do but I am no expert :) The report this is coming out on in the Billing
Entry Edit list and we are on version 10 sp 2. I am not sure what else to
check as the project is open and cost categories exist but i am getting this
with 2 entries. We have put plenty of transactions through that have worked
but there are 2 that are stuck with this error. Any ideas? Thanks
As a note we did upgrade to version 10 about a month and a half ago (from 8
sp 5) and this entry was all created in version 10 so it did not exist before
the upgrade if that makes a difference.
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Rick - IT Guy