This article provides a reference for the purpose and functionality of billing header fields.
Billing Header Fields
Proprietary Billing Number: Used to reference an external billing system or legacy billing numbers in the case of data migration.
Posting Status: Used in the approval process if you elect to use one for billings. A billing must have a status of approved to be posted. The default status can be set to "Approved" in the field settings. Once a billing is posted, the status of the field will read as "Posted." A Posted billing cannot be edited. A posted billing can also not be deleted if the accounting period is closed.
Opportunity: This is a reference to the opportunity. It is automatically populated if you use the "create billing from opportunity" function in Accounting Seed.
Customer: Select the company to be billed here.
Shipping Contact: Used to record the Shipping Contact, and is automatically populated from the default set on the Customer Account record, it is editable in case it needs to be changed.
Billing Contact: This is used to record the Billing Contact (the person the Bill is sent to) and is automatically populated from the default set on the Customer Account record, it is editable in case it needs to be changed.
Billing Address Fields: Indicates the address the billing was sent to. A workflow rule may be used to populate these fields automatically from the account, contact or a custom object storing addresses.
Billing Format: Select a billing format. Please see the knowledge article on creating Billing Formats for more information on this. If left blank, the default billing format set in accounting settings will populate when you save the record.
Billing Date: Select the billing date. This defaults to today.
Due Date: This is used to calculate the due date on a billing when you create a new billing record for the customer. The billing due date is calculated by taking the issue date and adding the number of days stored on the "Billing Days Due" field on the account. For example, if your terms are Net 30, and the billing issue date is January 1, then the due date for the billing will be January 30 when you save the record unless you override the due date manually in the billing screen. Please see the Customer & Vendor setup for more information.
Accounting Period: This will default to the accounting period that the billing date belongs to unless overridden by the user.
PO Number: This represents customer's purchase order number. It is used as a reference field.
Billing Cycle Start Date: This is used primarily in time & material billings. It is used to show the range in which products or services were sold.
Billing Cycle End Date: Select the billing cycle end date.
Billing Line Fields
Billing: This should auto-populate with the billing number from the header.
Date: Select the date the product or service was rendered. This is used most often in service billings.
Quantity: The number of units you are billing for.
Rate: Enter the product or service unit price. This allows up to six decimal places.
List Price: Enter the list price of product or service sold. This is used typically in conjunction with the discount field to try and convey to customer that they are getting a good deal.
Transaction: This is a reference to a source transaction when the time and material billing process is used. It should be ignored in a manual billing.
Revenue GL Account: Upon posting, a credit entry will be made to this GL Account and a corresponding debit entry will be made to the AR Control Account set in the Accounting Settings Tab.
Expense GL: Enter expense GL account
Inventory GL: Enter inventory GL account
Product Unit Cost: Enter Until cost for the product.
GL Account Variables 1-4: This is used to record subaccounts of GL account variables on the billing line.
Sales Order Line: This exists only if Accounting Seed ERP is being used. This is a relationship to the Sales Order Line object.
Product: Lookup to Salesforce Products.
Project & Project Task: If this line is associated with a project, then select the project here. Select the project task for the billing line if desired. Project task is the work break down structure for projects, such as: phases, deliverables or roles. Drives Revenue GL Account and GL Account Variables when Posting to the Transaction object if populated.
Employee: Select the employee for the billing line if the service was rendered by an employee.
Time Card Variable 1 and 2: This is used to track additional information on Time Card Lines for services billings when more data is required than Project and Project Task. This is a global variable not specific to a single project.
Comment: This is the comment to display on the billing line if selected to in the billing format.