Pay item revenue billing in bulk

Revenue billing often includes multiple pay items. For that reason, Control also lets you claim billed quantities and revenue for multiple pay items at a time using the Pay Items register. This is in lieu of using the Billed revenue details slide-out panel to bill one item at a time.

In the Pay Items register you can select the pay items you want to bill in bulk.

In the example below for pay item 11.1, the revenue earned represents the total amount earned to date. Revenue earned is based on the cost items associated with this pay item. As cost items are being claimed, revenue earned is generated. For pay item 11.1, the Revenue earned columns shows $365,924.12 has been earned to date. The Billed revenue column shows that $20,966.00 has been billed thus far. The difference between the revenue earned and the billed revenue is the pending billable revenue which shows under the Pending billable revenue column as $344,958.12. This is the amount that you can bill the customer.

Typically, when it is time to bill a customer, you can select the pay items with positive values in the Pending billable revenue column.

A negative value in the Pending billable quantity or Pending billable revenue fields signifies an over billing to the customer.

When you are ready to bill a customer, select the check box for the pay items. Right-click a selected pay item, and then select Bill multiple pay items.

The New Bill Request register shows a list of billing related fields to potentially be billed to the customer.

The Pending billable quantity and Pending billable revenue columns show zero because their values have been moved to the Billed Revenue and Billed quantity fields, to be billed as part of the overall transaction. The Billed revenue and Billed quantity values in the New bill request register match the Pending billable revenue and Pending billable quantity values in the Pay items tab.

In the New Bill Request, the values in the Billed quantity and Billed revenue fields are the amounts that are to be billed to the customer. The Billed Revenue and Billed Quantity columns show the same amounts that exist in the Pay Item register under the Pending billable quantity and Pending billable revenue columns.

You also have the option to change the Billed Revenue amount in the New Bill Request register. For example, if there's remaining work to be completed, and shows that it is not 100% complete, you can change the Billed revenue to a different amount. Using the example below for Pay item 11.1, you can partially bill the pending billed revenue of $344,958.12. By changing the billed revenue amount to $300,000.00, the remaining $44,958.00 shows under the Pending billable revenue column.

Now, you can see that if you bill for $300,000.00, then you still have $44,958.00 available to bill.

You can assign the bill request to a Cost category and a Cost item. Each billed revenue transaction requires a cost category to be selected. The default value in the Cost category field is Undefined.

In the Notes column, you can select to enter and save any information specific to the bill request. Click the Notes icon in the Notes column to open the form field.

After you select the Submit button in the New Bill Request register, the billed transaction shows in the Billed History tab in the Billed Revenue Details slide-out tab.

In the Pay Items register, the following columns are updated:

Billed revenue
Billed qty
Pending billable revenue
Pending billable qty
Forecast total revenue and Forecast unit revenue (when Cost plus billing method)

Submitting the new bill request also creates new audit log entries in the Pay Item's audit log. The entries include the pay item that was changed, fields that show before and after values, and the user that made the change.

Bill for multiple pay items

On the Pay Items tab, select multiple pay items.
Right-click on a selected pay item, and then select Bill multiple pay itemsfrom the list.

The New Bill Request register opens. You can verify that the billed revenue matches the pending billable revenue in the Pay Item register.

In the Retention tab, you can view any retention amounts from previous transactions, such as retention withheld, released (to date), and amount released, similar to the Retention tab in the Billed revenue details slide-out panel.
In the Billed revenue column, enter the amount to bill. In the following example, half of the forecasted total revenue is billed, and the other half shows in the Pending billable revenue column.
In the Cost category column, you can assign a cost category to the new bill request.
In the Notes column, you can enter a note for each pay item, such as “Billing half the amount the customer now and will bill the other half when job is complete”.
Click Submit.