Prerequisites
To create Billings from Expense Reports, the following conditions must be true:
- The Expense Report status must be Approved.
- The Billable field on the Expense Report Line must be checked.
- The Account field on the Project associated with the Expense Report Line must be populated with the related customer.
- If you are marking up expenses, then this Billing Rate must be set up prior to creating the Billing.
Note: Multi-Currency users can also create Expense Reports in a foreign denominated currency.
Do you want to:
Create Billings from Approved Expense Reports
- Navigate to Accounting Home and under Projects, click Expense Reports.
- Select the Unbilled Expense Reports list view.
- Select the appropriate checkbox on the left for one or more Expense Reports to bill.
- To process the Billings, click Create Billings.
- Enter and/or verify the required fields.
Note: Required fields display with a red asterisk.
- Billing Date: This will default to today’s date and will flow to the Billing Date field of the Billing. This date will determine the accounting period the Billing will be posted to.
- Billing Format: The PDF format related to this billing. This is usually set to the Default Billing Service PDF.
- Billing Cycle Start/End Dates: To show the date range for these Billings.
- Revenue GL Account: If the related Project Task expense GL account has an associated Time and Expense Revenue Conversion GL Account, then that will default here. See Create a New GL Account for further information.
- Expense Markup: If there is an Expense Markup, it will show up on this screen and should be verified. It will be defined in the Billing Rate record for the User, Project, or Project Task.
If Multi-currency is enabled, then
- The Currency assigned to the Billing is inherited from the Expense Report that it was created from.
- The Currency Conversion Rate used in the Billing is driven by the Billing Date on the Create Billings intermediary screen.
- This Currency Conversion Rate is pulled from the Dated Exchange Rates table. The set up is described in the Add Currencies and Exchange Rates article.
- Billings are aggregated on the Currency Dimension.
- The Ledger assigned is inherited from the Expense Report that it was created from.
- Create the Billing in one of two ways:
- Click the Create button to create the Billing record, but not have it post to the Ledger at this time. This is useful if you have an approval process in place for your Billings, or want to merge the resulting Billings with others to the same customer before posting.
- Click the Create & Post button to both create and post the Billing to the Ledger.
- A banner will be displayed when the Billing is successfully created.
Note: If the daily Scheduled Post job has been created in Accounting Settings, all Billings that have a posting status of “Approved” will automatically post based upon the Next Run Date and Preferred Start Time.
When the process completes, the “Success” message displays. Once the Billing has been created, it can be viewed in the Billings list view.
In the example screen below, the Billing Lines display and the posted transactions display below the Billing Lines.
Set Up Expense Markups
- From Accounting Home, click Projects.
- Select the project for adding an expense markup.
- Click New in the Billing Rates related list.
- Enter the following required fields:
Note: Required fields display with a red asterisk.
- Employee: The employee (Salesforce user) that this Billing Rate relates to.
- Project: This will default to the related project.
- Labor Billing Rate: If Time Cards are being billed to a customer, then this should be populated. Otherwise, leave as $0.
- Expense Markup: Enter the percentage of the markup on an Expense Report. For 10%, enter 10.
- Click Save.
Tip: If the Revenue GL Account appears blank in the intermediate screen, this simply means you have not set a value for the "Time and Expense Revenue Conversion" field on the related expense GL Account. This can be done from the GL Account record itself. See Create a New GL Account for further information.
Note: Expense Reports are not posted as they do not generate General Ledger transactions. GL transactions are created from the resulting Billings or Payables generated from the Expense Reports
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- The Scheduled Post job allows you to schedule an unattended background program to execute the automatic postings of records after business hours, overnight, or any desired time.
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- Expense Reports have been implemented for Multi-currency users. Billings created from Expense Reports will inherit the Currency from the Expense Report they were created from.
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