Bill the Sale - ERRM

 This option is located under the Job Cost icon. 

• When a Sale is billed there is a Debit to A/R and a Credit to A/R Unbilled.

• The purpose of the Bill the Sale feature is that it gives the opportunity to begin the collection cycle. You can bill the sale way in advance. This creates a Balance Sheet non-event. We have a debit to an asset (AR) and a credit to an asset (AR unbilled).
• The payment date must be on or before the bill date.
• For example, there are times when a bill needs to be prepared for work not yet completed in order for the payment to be received in a timely manner. In other cases, a bill must be submitted to a contractor by the 15th of one month in order to ensure payment within 30 days of that original bill date.  For either scenario, this function adds the billed amount to A/R and this amount shows up in all reports as money that needs to be collected.  The offsetting entry is booked to A/R Un-Billed and will be reversed when the sale is Booked. 
• Once an order has been billed, RFMS will "lock" the line total. This is because the journal entries have been made. Adding and deleting Zero-Total Lines is permitted after Billing as these will not affect the amount Billed. Information such as quantity or style can also be edited on existing lines, but the line total will remain the same.
• Changing the order without un-billing the order will result in the journal not balancing with subsidiary reports: Accounts Receivable and Unbilled Accounts Receivable. The following message will appear if an attempt is made to change once an order has been billed:  This Order is in a Billed status. Please unbill this order before making any changes.

   

  The only way to change a line total/or delete a line is by un-billing the order

   

  Disabled Options for a Billed not Booked Order

  If an order is billed but not booked or job costed then the following options within the order will be grayed out. In order for the user to make these changes, UN-Billing the order is required.

   

  • Line Total
  • Bundle
  • Export
  • Split Lines
  • Combine
  • Move
  • Credit Memo/Add on
  • Append lines to the order from an estimate.
  • Additional commissions may be entered until the order has been job costed.
  • Lines with a total cannot be added or deleted.