Baan Project Project Invoicing

Transcription

1 Baa Project Module Procedure UP061A US

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3 Documetiformatio Documet Documet code : UP061A US Documet group : User Documetatio Documet title : Applicatio/Package : Baa Project Editio : A Date : July 1998 Copyright 1998 Baa Developmet B.V. All rights reserved The iformatio i this documet is subject to chage without otice. No part of this documet may be reproduced, stored or trasmitted i ay form or by ay meas, electroic or mechaical, for ay purpose, without the express writte permissio of Baa Developmet B.V. Baa Developmet B.V. assumes o liability for ay damages icurred, directly or idirectly, from ay errors, omissios or discrepacies betwee the software ad the iformatio cotaied i this documet.

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5 Table of cotets 1. The (PIN) module i BaaERP The PIN cocept as applied i BaaERP PIN s fuctioal procedures The modules that are related to PIN The fuctioality of PIN s busiess objects The istallmet-ivoicig procedure To set up istallmets Other optioal sessios The progress-ivoicig procedure To create progress ivoicig Other optioal sessios The cost-plus ivoicig procedure To use cost plus ivoicig Other optioal sessios The uit-rate ivoicig procedure To set up uit-rate ivoicig Other optioal sessios The advace-paymet request procedure To request advace paymets Other optioal sessios The extesio-ivoicig procedure The material fluctuatio-settlemet procedure Price fluctuatio-settlemet procedure The provisioal amout-settlemet procedure Quatity-to-be-Settled procedure The variatios procedure The steps i the variatio procedure 7-11 i

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7 About this documet Read this documet to get a overview of the module s fuctioality ad to lear more about the fuctioal procedures that are related to PIN. You eed o detailed kowledge of the BaaERP software to read this documet. However, you are more likely to uderstad the cotets if you are familiar with: The overall structure of packages, modules, ad sessios withi the BaaERP software The geeral busiess procedures used i everyday busiess practice The basic cocepts of eterprise resource plaig For detailed descriptios of the module s sessios, refer to BaaERP s comprehesive olie Help. To use this documet Read Chapter 1, The (PIN) module i BaaERP, if you wat to kow more about: The PIN cocept as applied i BaaERP PIN fuctioal procedures The modules that are related to PIN The fuctioality of PIN busiess objects Read Chapter 2, The istallmet-ivoicig procedure, if you wat to kow more about: The istallmet-ivoicigprocedure The sessios that are related to istallmet ivoicig Read Chapter 3, The progress-ivoicig procedure, if you wat to kow more about: The progress ivoicig procedure The sessios that are related to progress-ivoicig Read Chapter 4, The cost-plus ivoicig procedure, if you wat to kow more about: The cost-plus ivoicigprocedure The sessios that are related to cost-plus ivoicig Read Chapter 5, The uit rate ivoicig procedure, if you wat to kow more about: The uit-rate ivoicigprocedure The sessios that are related to uit-rate ivoicig 1

8 Read Chapter 6, The advace-paymet requests ivoicig-procedure, if you wat to kow more about: The advace-paymet request ivoicig-procedure The sessios that are related to advace-paymet request ivoicig Read Chapter 7, The extesio-ivoicig procedure, if you wat to kow more about: The extesio-ivoicig procedure The sessios that are related to extesio-ivoicig Acroyms used i this documet ACR Accouts Receivable CI Baa Cetral Ivoicig CPR Cost Price Calculatio ESP Exteral Schedulig Package GLD Geeral Ledger HRS Hours Accoutig ITM Item Maagemet PCS Project Cotrol System PDM Project Data Maagemet PIN PPC-1 Project Progress PPC-2 Project Moitorig PSS-2 Project Plaig PSS-6 Project Requiremets PTC Project Techical Calculatio (Budget) PUR Purchase Cotrol SLI Sales Ivoicig TD Baa Order Maagemet TF Baa Fiace WH Baa Warehousig 2

9 Leged Madatory sessio Optioal sessio Madatory busiess object Optioal busiess object CF PCS PCS Idicates a madatory sessio Idicates a optioal sessio Idicates a madatory busiess object Idicates a optioal busiess object Idicates a package Idicates a module Idicates a module that is described i the module procedure 3

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11 1. The (PIN) module i BaaERP This chapter describes: The PIN cocept as applied i BaaERP PIN fuctioal procedures The modules that are related to PIN The fuctioality of PIN busiess objects 1.1 The PIN cocept as applied i BaaERP Whe you set up ad execute a project, you create budgets, plas ad requiremets. You also moitor the project s progress ad defie the ivoicig method. PIN uses this iformatio to record ad release project ivoice data to Cetral Ivoicig (CI). PIN provides project ivoice details for fixed-price cotracts, cost-plus cotracts ad extesios to fixed-price cotracts. To support these cotracts, you ca eter details for several types of ivoices: Istallmet Progress Paymet Cost Plus Uit Rate Extesio Advace paymets ad holdbacks are provided for each of these ivoice types. Ivoicig ca take place before, durig, ad after the executio of a project. After you record or geerate the ivoice details, you ca trasfer ivoice data to the SLI module i Baa Cetral Ivoicig to: Cofirm ivoices Compose ivoices Prit ivoices. 1-1

12 The (PIN) module i BaaERP Figure 1 shows how the PIN module is positioed i BaaERP. Geeral Data IBD Budget PDM CPR PTC Requiremets PSS-2 PUR WH PCS Plaig ad coordiatio PSS-1 PPC-2 Fiace ad Ivoicig Registratio PPC-1 HRS PIN GLD SLI ACR Figure 1, The PIN module i BaaERP I PIN you record ad admiister ivoice data for SLI. Oce you trasfer the ivoice details to SLI, you modify, fialize ad prit the ivoices. Fially, BaaERP seds the ivoice reveues to the Project Reveue i PDM ad to Baa Fiace. 1-2

13 The (PIN) module i BaaERP Figure 2 shows the flow of data betwee the project modules ad related Baa packages. PDM PSS-2 Project Data PTC PPC-2 PSS-6 PPC-1 PIN TD HRS CI WH TF Figure 2, The flow betwee Project modules ad related Baa packages Although all projects differ, you follow much the same path to reach the ivoicig stage: 1 Set up the master data such as busiess parters, addresses ad the orgaizatio-breakdow structure 2 Defie the project i PDM ad select a ivoicig method 3 Create a charge-breakdow structure i PSS-2 or a elemet structure i PTC 4 Derive cost objects from the project tables ad set up a project budget i PTC 5 Schedule activities, budget lies (materials) i PSS ad ESP 6 Order requiremets or materials i PSS-6. This ivolves iteractio with Baa Warehousig (WH) ad Baa Order Maagemet 7 Admiister the project s costs ad commitmets i PPC ad Hours Accoutig (HRS) 8 Moitor the project s costs ad measure performace i PPC 1-3

14 The (PIN) module i BaaERP 9 Ivoice the project. This ca be a parallel procedure that ca start at the schedulig phase (PSS) whe you request a advace paymet i PIN 10 Release ivoice data from PIN to Cetral Ivoicig (CI) ad trasfer the reveues to the project reveues (PPC-1). The reveues are sed from Baa Project to the Geeral Ledger i Baa Fiace 1.2 PIN s fuctioal procedures Istallmet ivoicig Progress ivoicig Cost-plus ivoicig Uit-rate ivoicig Advace-paymet request Extesio ivoicig You ca select various ivoicig procedures for a project: You ca use time-phased istallmets to ivoice cotracts. These istallmets are partial ivoice amouts that are set to a busiess parter o completio of a elemet, a milestoe or a activity. You assig poits, percetages or a fixed amout, which represet a part of the cotract amout to each istallmet amout. This is a alterative type of istallmet ivoicig. The istallmet amouts are calculated based o the actual progress ad the sales rates of elemets. After recordig the data ad trasfer it to SLI, you sed partial ivoice amouts to a busiess parter. You base the ivoices o the actual quatities used. PIN uses the uit sales-rates or hourly sales-rates to calculate the amouts. I this procedure you base the ivoices o progress ad o the uit rate or sales rates of elemets. If you eed to pay for materials before a project starts, you ca request a prepaymet or a advace. For all ivoice methods, you ca settle the advace amout i the ext ivoices. You ca also ivoice optioally etesios to a cotract. The followig extesio types are supported: Variatios i Work You ca ivoice the variatio i work based o the followig: Amout Budgeted Costs (budget lie s quatity x sales rate) Actual Costs (cost plus) Provisioal Amouts: Quatities-to-be-settled Price ad Material Fluctuatios Holdbacks: A percetage amout that is withheld util the project or a part there of achieves a agreed level of quality or progress. This esures satisfactory completio of the cotract. You defie the holdback percetage i the project defiitio 1-4

15 The (PIN) module i BaaERP 1.3 The modules that are related to PIN Figure 3 shows the modules that are related to PIN PDM PSS-1 PTC GLD PPC-1 PIN SLI ACR Figure 3, The modules that are related to the PIN modules PIN uses data from the followig modules: PDM: Project Data Maagemet supplies details o the method of ivoicig, the busiess parters ad the amout of the cotract. You ca select a ivoicig method to suit a particular busiess parter or market eviromet. PSS: Project Schedulig triggers istallmets whe the plaed milestoes ad activities i PSS are completed. PPC: Project Productio Cotrol provides cost ad progress details for progress ad uit-rate ivoicig. The PPC history also seds details to PIN o the actual costs that are registered. PIN uses this data for cost plus ivoicig. PTC: Project Techical Calculatio provides the sales rates that are used i progress ad uit-rate ivoicig. It also cotais details o the type of ivoicig ad the costs of extesios. PIN also seds ivoice data to: The SLI module: After you record ivoicig details i PIN, you release the data to SLI. You create, cofirm ad prit the ivoices i SLI which the posts the ope etries to ACR, GLD ad posts their related project reveues to the history i PPC. Oce you post a ivoice, SLI seds its status to PIN. 1-5

16 The (PIN) module i BaaERP Figure 4 shows the itegratio of PIN with the SLI module i Baa Cetral Ivoicig. PIN Trasfer Ivoice Lies SLI Post Ivoices Istallmets Advaces Uit rate Cost plus Extesios Holdback Ivoice cofirmed, prited, posted ACR Processig PPC-1 Reveue History GLD Reveues Figure 4, The itegratio of PIN with SLI Master data ad prerequisites The diagram represets the flow of the PIN ivoice lies: The PIN data is trasferred to the SLI module for processig ad postig to the Accouts Receivable (ACR) module i Baa Fiace Reveue from SLI are processed to the Reveue History (tpppc3505m000) sessio i PPC-1 Reveues from PPC are posted to the Geeral Ledger (GLD) module i Baa Fiace For accurate billig to occur, you must defie the followig details i the PDM, PSS, PPC, ad PTC modules: Ivoicig methods Busiess parters by project Cotract amout Activities Milestoes Elemets Budget Costs Progress 1-6

17 The (PIN) module i BaaERP 1.4 The fuctioality of PIN s busiess objects PIN cotais the followig busiess objects: Geeral Ivoicig Data Advace Paymet Requests Istallmets Cost Plus Ivoices Figure 5 shows the mai flow betwee the busiess objects. PDM Geeral Ivoicig Data PSS-1 PTC PPC-1 Advaces Istallmets Cost Plus Ivoices SLI ACR Figure 5, Mai flow betwee the busiess objects i the PIN module Geeral Ivoicig Data I this busiess object, you select the reveue codes for cost plus, uit rate ad extesio ivoicig. You defie the reveue codes i PDM. Advace Paymet Requests You ca set up prepaymets or advaces that are liked to reveue codes i PDM. A advace ca be liked to a istallmet or set up idepedetly. You ca lik the advaces to elemets i the PTC module or charge elemets i the PSS module. 1-7

18 The (PIN) module i BaaERP Istallmets Istallmet ivoicig ivolves periodic ivoicig of partial cotract amouts. You ca lik the istallmets to elemets i the PTC module or charge elemets ad milestoes i the PSS module. Cost Plus If the ivoice method is cost plus, this busiess object collects the cost trasactios ad releases them for ivoicig. Lik to Cetral Ivoicig ad Fiace Ivoices This busiess object itegrates PIN with SLI. It collects the ivoice details from the various ivoicig methods ad trasfers the data to the SLI module i Baa Cetral Ivoicig. The lik to the Baa Cetral Ivoicig ad Baa Fiace ivolves trasferrig the records for advace paymet requests, istallmets, cost plus, uit rate, extesios ad holdback. 1-8

19 2. The istallmet-ivoicig procedure This chapter describes: The istallmet-ivoicigprocedure The sessios that are related to istallmet ivoicig 2.1 To set up istallmets The procedure s results If you defie the ivoicig method as istallmets, you sed partial cotract amouts to the busiess parter at agreed itervals or o completio of certai activities or milestoes. You trasfer the istallmets to the SLI module where the ivoices are composed, prited ad set to the customers. Figure 6 shows the steps i the istallmet-ivoicig procedure. 1 Projects (tppdm6500m000) 2 Busiess Parters by Project (tppdm6501m000) Holdback 4a 3 (tppi4540m000) Istallmets (tppi4551m000) 4 Geerate Istallmets to be Ivoiced (tppi4251m000) 5 Trasfer Project Data to Cetral Ivoicig (tppi4200m000) 6 PPC SLI TF Figure 6, The istallmet-ivoicig procedure 2-1

20 The istallmet-ivoicig procedure Step 1 Step 2 Step 3 Step 4 Step 4a Step 5 The istallmet procedure cosists of the followig steps. Projects (tppdm6500m000) You use this sessio to select the istallmet ivoicig procedure. Select the followig values: Fixed Price i the Agreemet Type field Istallmet i the Ivoicig Method field You ca also specify whether you wat to apply a agreed holdback percetage. Busiess Parters by Project (tppdm6501m000) Use this sessio to select the istallmet type. You ca have a istallmet type based o a Poits Chart, a Percetage Chart or a Fixed Amout. Istallmets (tppi4551m000) You record istallmet details i this sessio. The total sum of the istallmets must equal the fixed-cotract price of the project. You lik the istallmet to: A elemet i PTC A charge elemet i PSS A stadard or project reveue-code i PDM You trigger a istallmet by likig it to: A charge elemet (activity) i PSS A milestoe i PSS A plaed ivoice date Geerate Istallmets to be Ivoiced (tppi4251m000) This optioal sessio also allows you to release a rage of istallmets for ivoicig. The istallmets liked activities or milestoes must be completed. Holdback (tppi4540m000) Use the optioal Holdback (tppi4540m000) sessio to maitai ad release holdback amouts for ivoicig. You set up the holdback percetage i the Projects (tppdm6500m000) sessio. Trasfer Project Data to Cetral Ivoicig (tppi4200m000) Use this sessio to sed the istallmet records to the Sales Ivoicig (SLI) module i Baa Cetral Ivoicig. The istallmets must be set o to be ivoiced i: The Istallmets (tppi4551m000) sessio The optioal Geerate Istallmets to be Ivoiced (tppi4251m000) sessio 2-2

21 The istallmet-ivoicig procedure Step 6 Sales Ivoicig (SLI) ad Project Progress (PPC-1) modules I SLI you ca complete the followig tasks: Globally cofirm future ivoices Check ivoice headers ad lies Compose, prit ad post ivoices to the ACR module i Baa Fiace Parallel to the trasfer of the project data, BaaERP seds the associated reveues to PPC for trasactio processig. 2.2 Other optioal sessios You ca use the followig prit sessios to check the istallmets: The Prit Istallmets (tppi4451m000) sessio The Prit Holdback (tppi4440m000) sessio 2-3

22 The istallmet-ivoicig procedure 2-4

23 3. The progress-ivoicig procedure This chapter describes: The progress-ivoicig procedure The sessios that are related to progress ivoicig 3.1 To create progress ivoicig The procedure s results Progress ivoicig is istallmet ivoicig based o the project s progress. Each istallmet amout reflects the progress to date. The cotract amout is fixed. If 30% of the project is complete at the first istallmet, you sed a ivoice for 30% of the cotract amout to the customer. You create project-ivoice specificatios (calculated istallmet amouts, based o elemet progress ad elemet sales data) ad trasfer the data to Baa Cetral Ivoicig. I the SLI module you cofirm, compose, prit ad the post the ivoices to the customer. 3-1

24 The progress-ivoicig procedure Figure 7 shows the steps i the progress ivoicig procedure. 1 Projects (tppdm6500m000) 2 Elemet Cotract Data (tppi1500m000) 3 Elemet Progress (tpppc1550m000) 4 Create Progress Ivoice Specificatios (tppi1210m000) 5a Holdback (tppi4540m000) 5 Progress Ivoice Specificatios (tppi1510m000) 6 Trasfer Project Data to Cetral Ivoicig (tppi4200m000) 7 PPC SLI TF Figure 7, The progress-ivoicig procedure Step 1 Step 2 The progress-ivoicigprocedure cosists of the followig steps: Projects (tppdm6500m000) You use this sessio to select which progress ivoicig procedure you wat to use. Select the followig values: Fixed Price i the Agreemet Type field Progress Ivoice i the Ivoicig Method field You ca also specify whether you wat to apply a agreed holdback percetage. Elemet Cotract Data (tppi1500m000) Use this sessio to record elemet sales data for the progress istallmet specificatios. 3-2

25 The progress-ivoicig procedure Step 3 Step 4 Step 5 Step 5a Step 6 Step 7 Elemet Progress (tpppc1550m000) You use the Elemet Progress (tpppc1550m000) sessio to record the elemet s progress. Create Progress Ivoice Specificatios (tppi1210m000) You combie the data from steps 2 ad 3 ad create progress istallmets i the Create Progress Ivoice Specificatios (tppi1210m000) sessio. These progress-ivoice specificatios are added to a istallmet. Progress Ivoice Specificatios (tppi1510m000) This optioal display sessio allows you to chage or delete the progress istallmet lies. You caot add ew lies. Holdback (tppi4540m000) Use the optioal Holdback (tppi4540m000) sessio to maitai ad release holdback amouts for ivoicig. You set up the holdback percetage i the Projects (tppdm6500m000) sessio. Trasfer Project Data to Cetral Ivoicig (tppi4200m000) Use this sessio to sed the progress ivoice specificatios to the Sales Ivoicig module i Baa Cetral Ivoicig. Sales Ivoicig (SLI) ad Project Progress (PPC-1) modules I SLI you ca complete the followig tasks: Globally cofirm future ivoices Check ivoice headers ad lies Compose, prit ad post ivoices to the ACR module i Baa Fiace I parallel to the trasfer of the project data, BaaERP seds the associated reveues back to PPC for trasactio processig. 3.2 Other optioal sessios You ca use the followig prit sessios to check the elemet cotract data ad the progress istallmets: The Prit Elemet Cotract Data (tppi1400m000) sessio The Prit Progress Ivoice Specificatios (tppi1410m000) sessio The Prit Holdback (tppi4440m000) sessio The Prit Istallmets (tppi4451m000) sessio 3-3

26 The progress-ivoicig procedure 3-4

27 4. The cost-plus ivoicig procedure This chapter describes: The cost plus ivoicigprocedure The sessios that are related to cost-plus ivoicig 4.1 To use cost plus ivoicig The procedure s results I cost-plus ivoicig there is o fixed cotract price. You base ivoicig o the actual costs plus a mark up of the project. This meas you ivoice the busiess parter as you icur the costs of the project. You release these-cost plus trasactios to Baa Cetral Ivoicig. I the SLI module you cofirm, compose, prit ad the post the ivoices to the customer. 4-1

28 The cost-plus ivoicig procedure Figure 8 shows the steps i the cost plus ivoicig procedure. 1a 1 Projects (tppdm6500m000) Assig to Reveue Codes (tppi0810m000) 2 Commitmets ad Actual Costs (tpppc2811m000) 2a Hours Accoutig Trasactios (tphrs1100m000) 3 Cofirm Commitmets ad Costs (tpppc4811m000) 4 Global Cofirmig (tpppc4200m000) 5 Extesios (tpptc0510m000) Process Trasactios (tpppc4802m000) 5a Holdback (tppi4540m000) Cost Plus Trasactios 6 to be ivoiced 7 (tppi4810m000) Global Release of Cost Plus Trasactios (tppi4257m000) 8 Trasfer Project Data to Cetral Ivoicig (tppi4200m000) 9 PPC SLI TF Figure 8, The cost-plus ivoicig procedure Step 1 The cost-plus ivoicig procedure cosists of the followig steps: Projects (tppdm6500m000) You use this sessio to select the cost plus ivoicig procedure. Select the followig values: Cost Plus i the Agreemet Type field Cost Plus i the Ivoicig Method field You ca also specify whether you wat to apply a agreed holdback percetage. 4-2

29 The cost-plus ivoicig procedure Step 1a Step 2 Step 2a Step 3 Step 4 Step 5 Step 5a Step 6 Assig to Reveue Codes (tppi0810m000) Whe you set up your project, you must defie reveue codes for cost plus ivoicig i the Assig to Reveue Codes (tppi0810m000) browse sessio. You use these codes to post reveues to the Reveue History (tpppc3505m000) sessio. Commitmets ad Actual Costs (tpppc2811m000) Use this sessio to record the costs ad commitmets for: Material Labor Equipmet Subcotractig Sudry Commitmets caot be ivoiced. Hours Accoutig Trasactios (tphrs1500m000) You ca also record the labor hours i this sessio from the Hours Accoutig (HRS) module. These hours are trasferred to the Labor Costs (tpppc2531m000) sessio. Cofirm Commitmets ad Costs (tpppc4811m000) I this sessio you ca cofirm the commitmets ad costs of the project, which you recorded i the Commitmets ad Actual Costs (tpppc2811m000) sessio. Global Cofirmig (tpppc4200m000) You ca globally cofirm costs from the Commitmets ad Actual Costs (tpppc2811m000) sessio i the optioal Global Cofirmig (tpppc4200m000) sessio. Process Trasactios (tpppc4802m000) Use this sessio to post the cofirmed costs to the project history ad to Baa Fiace. You ca release the cost lies for ivoicig i the Cost Plus Trasactios to be Ivoiced (tppi4810m000) sessio, see step 6. Holdback (tppi4540m000) Use the optioal Holdback (tppi4540m000) sessio to maitai ad release holdback amouts for ivoicig. To apply holdback, you must have etered a percetage value i the Holdback percetage field i the Projects (tppdm6500m000) sessio. Cost Plus Trasactios to be Ivoiced (tppi4180m000) Check if the trasactio data has bee trasferred from the Process Trasactios (tpppc4802m000) sessio. You ca the release the cost-plus trasactios for ivoicig i the Cost Plus Trasactios to be Ivoiced (tppi4810m000) sessio. 4-3

30 The cost-plus ivoicig procedure Step 7 Step 8 Step 9 Global Release of Cost Plus Trasactios (tppi4257m000) You ca also globally release a rage of cost-plus trasactios ad their liked extesios, if ay, i this optioal sessio. Trasfer Project Data to Cetral Ivoicig (tppi4200m000) Use this sessio to sed the cost-plus trasactios to the Sales Ivoicig (SLI) module i Baa Cetral Ivoicig. These cost-plus trasactios are related to a project or ca be related to a project extesio. Sales Ivoicig (SLI) ad Project Progress (PPC-1) modules I SLI you ca complete the followig tasks: Globally cofirm future ivoices Check ivoice headers ad lies Compose, prit ad post ivoices to the ACR module i Fiace Parallel to the trasfer of the project data, BaaERP seds the associated reveues to PPC for trasactio processig. 4.2 Other optioal sessios You ca use the followig optioal sessios i the cost-plus ivoicig procedure: The Ivoice Text by Documet (tppi1105m000) sessio You ca modify otes liked to the cost-plus history lies i this sessio. Prit sessios: The Prit Ivoice Text by Documet sessio The Prit Cost Plus Trasactios to be Ivoiced (tppi4457m000) sessio The Prit Reveue Groups (tppi0410m000) sessio 4-4

31 5. The uit-rate ivoicig procedure This chapter describes: The uit-rate ivoicigprocedure The sessios that are related to uit rate ivoicig 5.1 To set up uit-rate ivoicig The procedure s results The elemets progress ad the sales prices per elemet uit determie the ivoice amout. You ivoice whe you complete a uit or a specified umber of uits. You derive the ivoice amout by multiplyig the sales price by the progress of the elemets. The total amout to be ivoiced is variable. You release the uit-rate data to Baa Cetral Ivoicig. I the SLI module you cofirm, compose, prit ad the sed the ivoices to the customer. 5-1

32 The uit-rate ivoicig procedure Figure 9 shows the steps i the uit rate ivoicig procedure. 1 Elemets (tpptc1100m000) 1a Assig Elemets to Reveue Codes (tppi0820m000) 2 Projects (tppdm6500m000) 3 Elemet Progress (tpppc1550m000) 4 Holdback (tppi4540m000) 5 Trasfer Project Data to Cetral Ivoicig (tppi4200m000) 6 7 PPC SLI TF Figure 9, The uit-rate ivoicig procedure Step 1 Step 1a Step 2 The uit rate-ivoicig procedure cosists of the followig steps: Elemets (tpptc1500m000) Use this sessio to maitai the project elemets. You ca eter a value i the Sales Price ad Progress Quatity fields. Select the Use Holdback checkbox to apply holdback to uit rate ivoicig. Assig Elemets to Reveue Codes (tppi0820m000) Whe you set up your project, you must lik reveue codes to the project elemets for uit-rate ivoicig i the Assig Elemets to Reveue Codes (tppi0820m000) sessio. You use these codes to post reveues to the PPC. Projects (tppdm6500m000) Use this sessio to select the uit rate ivoicig procedure. Select the followig values: Cost Plus or Fixed price agreemet i the Agreemet Type field Uit Rate i the Ivoicig Method field You ca also specify whether you wat to apply a agreed holdback percetage. 5-2

33 The uit-rate ivoicig procedure Step 3 Step 4 Step 5 Step 6 Elemet Progress (tpppc1550m000) You record the elemets progress i this sessio. The progress ca be greater tha the registered progress i the Progress Quatity field i the Elemets (tpptc1500m000) sessio. Holdback (tppi4540m000) Use the optioal Holdback (tppi4540m000) sessio to maitai ad release holdback amouts for ivoicig. To apply holdback, you must have: Etered a percetage value i the Holdback percetage field i the Projects (tppdm6500m000) sessio Select the Use Holdback check box i the Elemets (tpptc1100s000) sessio Trasfer Project Data to Cetral Ivoicig (tppi4200m000) This sessio is used to calculate the ivoice amout for uit rate ivoicig ad it is used to sed the calculated ivoice amouts (ad the optioal holdback) to the Sales Ivoicig module i Baa Cetral Ivoicig. Sales Ivoicig (SLI) ad Project Progress (PPC-1) modules I SLI you ca complete the followig tasks: Globally cofirm future ivoices Check ivoice headers ad lies Compose, prit ad post ivoices to the ACR module i Baa Fiace I parallel to the trasfer of the project data, BaaERP seds the associated reveues to PPC for trasactio processig. 5.2 Other optioal sessios You ca use the followig prit sessios to check the uit-rate ivoicig data, istallmets, holdback, ad reveue codes: The Prit Progress Ivoice Specificatios (tppi1410m000) sessio The Prit Istallmets (tppi4451m000) sessio The Prit Holdback (tppi4440m000) sessio The Prit Reveue Codes for Elemet Ivoicig (tppi0420m000) sessio 5-3

34 The uit-rate ivoicig procedure 5-4

35 6. The advace-paymet request procedure This chapter describes: The advace-paymet request procedure The sessios that are related to advace-paymet request ivoicig 6.1 To request advace paymets The procedure s results A advace is a request to pay a agreed amout before the start of a project. For istace, you ca select a project ad request a advace paymet for certai project materials. The advace ca be liked to a istallmet. I case of uit rate ad cost plus ivoices, the advace is settled with the ext ivoice(s). The advace paymet request procedure gives you the opportuity to efficietly maage your cash flow. I the SLI module you cofirm, prit ad the sed the advace paymet ivoices to the customer. Figure 10 shows the steps i the advace-paymet request ivoicig procedure. 1 Advace Paymet 2 Requests (tppi4510m000) Istallmets (tppi4551m000) 3 Trasfer Project data to CI (tppi4200m000) 4 PPC SLI 5 Settled Advace Paymet Request Lies (tppi0511mm000) TF Figure 10, The advace-paymet request procedure Step 1 The advace-paymet request ivoicig procedure cosists of the followig steps: Advace-Paymet Requests (tppi4510m000) You record the amout of the advace i this sessio. The customer must the pay this amout before the project commeces. You ca lik the paymet of a advace to a istallmet. If the ivoicig method is cost plus or uit rate, you settle the advace i the ext ivoice. The Advace Paymet Requests (tppi4510m000) sessio idicates whether a advace is: Ready for ivoicig i the To be Ivoiced check box Posted to the SLI module i the Trasferred to SLI check box Settled i the Advace Settled check box 6-1

36 The advace-paymet request procedure Step 2 Step 3 Step 4 Step 5 You caot apply holdback to advace-paymet requests. Istallmets (tppi4551m000) You ca lik the advace to the ext istallmet ad trasfer it i the ext step to the SLI module. Trasfer Project Data to Cetral Ivoicig (tppi4200m000) Use this sessio to sed the advace paymet requests to the Sales Ivoicig (SLI) module i Baa Cetral Ivoicig. Sales Ivoicig (SLI) ad Project Progress (PPC-1) modules I SLI you ca complete the followig tasks: Globally cofirm future ivoices Check ivoice headers ad lies Compose, prit ad post ivoices to the ACR module i Baa Fiace I parallel to the trasfer of the project data, BaaERP seds the advace data to PPC for processig ad postig to the Geeral Ledger module i Baa Fiace. Settled Advace Paymet Request Lies (tppi0511m000) Oce you prit the advace paymet ivoice i the SLI module, you ca check i this sessio if the busiess parter settled the advace ivoice. 6.2 Other optioal sessios You ca use the followig prit sessios to check records i the advace paymet requests procedure: The Prit Advace Paymet Requests (tppi4410m000) sessio The Prit Settled Advace Paymet Request Lies (tppi0411m000) sessio 6-2

37 7. The extesio-ivoicig procedure This chapter describes: The extesio-ivoicig procedure The sessios related to extesio ivoicig A extesio is a chage i the scope of a project that falls outside the iitial cotract with the busiess parter. There are four types of extesios: Fluctuatio Settlemets Material Fluctuatios Price Fluctuatios Provisioal Amouts Quatities-to-be-Settled Variatios: Fixed Amout Budget Costs Actual Costs 7.1 The material fluctuatio-settlemet procedure Prerequisite You ca settle materials used i project items, such as copper, by takig ito accout the price fluctuatios i the materials. This miimizes your exposure to fluctuatig prices. You must carry out the elemet-progress procedure that is described i the PPC module descriptio, before you ca use the material fluctuatio-settlemet procedure. 7-1

38 The extesio-ivoicig procedure Figure 11 shows the steps i the material fluctuatio-settlemet procedure. 1 Extesios (tpptc0510m000) 2 Material Fluctuatio Idices (tppdm01700m000) 3 Structural Materials to be Settled by Project (tpppc3530m000) 4 Items to be Settled by Elemet (tpppc3532m000) 5 Geerate Material Settlemet Trasactios (tpppc3205m000) 6 Coform Commitmets ad Costs (tpppc4811m000) 7 Process Trasactios (tpppc4802m000) 8 Trasfer Project Data to Cetral Ivoicig (tppi4200m000) Figure 11, The material fluctuatio-settlemet procedure Step 1 Step 2 Step 3 The material fluctuatio-settlemet procedure cosists of the followig steps: Extesios (tpptc0510m000) You must create a extesio with a Actual status ad with the Extesio Type field filed with Fluctuatio Settlemet. Material Fluctuatio Idices (tppdm0170m000) Use this sessio to record idex values for price chages of the structural material i a fluctuatio settlemet. Structural Materials to be Settled by Project (tpppc3530m000) You use this sessio to lik the recorded idices of the structural materials to a project, a elemet ad a extesio. 7-2

39 The extesio-ivoicig procedure Step 4 Step 5 Step 6 Step 7 Step 8 Items to be Settled by Elemet (tpppc3532m000) Use this sessio to view the elemet/structural material lies. You ca also ru the Structural Materials to be Settled by Elemet (tpppc3132m000) details sessio, which liks the elemets with the project, item ad material. This eables you to settle the price variatios i the structural materials ad to show: The coectio betwee the elemets ad the structural materials The percetage of the structural material used i the material ad/or item Geerate Material Settlemet Trasactios (tpppc3205m000) You geerate the material settlemet trasactios based o the material pricefluctuatios. These fluctuatios ca the be ivoiced. BaaERP determies the type of materials to be settled based o the Structural Materials to be Settled by Elemet (tpppc3131m000) sessio. The amout to be settled depeds o the Elemet Progress (tpppc1550m000) sessio ad the Structural Materials to be Settled by Project (tpppc3530m000) sessios. Cofirm Costs ad Commitmets (tpppc4811m000) Use this sessio to cofirm the fluctuatio trasactios. Process Trasactios After cofirmig the fluctuatio trasactios, you process ad post the cofirmed sudry-costs to the Project History ad Baa Fiace to eable ivoicig i PIN. Trasfer Project Data to Cetral Ivoicig I SLI you ca complete the followig tasks: Globally cofirm future ivoices Check ivoice headers ad lies Compose, prit ad post ivoices to the ACR module i Baa Fiace I parallel to the trasfer of the project data, BaaERP seds the advace data to PPC for processig ad postig to the Geeral Ledger module i Baa Fiace. The sessios that are related to the material fluctuatio-settlemets procedure The Prit Material Fluctuatio Idices (tppdm0470m000) sessio The Prit Structural Materials to be Settled by Project (tpppc3430m000) sessio The Prit Structural Materials to be Settled by Elemet (tpppc3432m000) sessio 7-3

40 The extesio-ivoicig procedure 7.2 Price fluctuatio-settlemet procedure You ca settle price ad labor fluctuatios with a percetage of the cotract price based o price idices. This miimizes your exposure to fluctuatig prices. You ivoice the amout based o the registered progress. If you base the fluctuatio settlemets o istallmets, BaaERP calculates the price fluctuatio from the previous ivoice date to the curret date. For the first istallmet BaaERP uses the referece date istead of the previous ivoice date. Prerequisite You must carry out the elemet-progress procedure or the activity-progress procedure that are described i the PPC module descriptio before you ca use the price fluctuatio-settlemet procedure. Figure 12 shows the steps i the price fluctuatio-settlemet procedure. 1 Extesios (tpptc0510m000) 2 Price Fluctuatio Settlemets (tppdm0157m000) 3 Price Fluctuatio Settlemets Idices (tppdm0158m000) 4 Price Fluctuatio Settlemets by Project (tppdm3520m000) 5 Geerate Price Fluctuatio Settlemets Trasactios (tpppc3520m000) 6 Cofirm Sudry Costs (tpppc2590m000) 7 Process Trasactios (tpppc4802m000) 8 Trasfer Project Data to Cetral Ivoicig (tppi4200m000) Figure 12, The price fluctuatio-settlemet procedure 7-4

41 The extesio-ivoicig procedure Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 The price-fluctuatio settlemet procedure cosists of the followig steps. Extesios (tpptc0510m000) You must create a extesio with a Actual status ad with the Extesio Type field filled with Fluctuatio Settlemet. Price Fluctuatio-Settlemets (tppdm0157m000) Use this sessio to maitai the price fluctuatio-settlemets codes. You ca defie the fluctuatio idices for each code i the Price Fluctuatio-Settlemet Idices (tppdm0158m000). Price Fluctuatio-Settlemet Idices (tppdm0158m000) The idices defie the price movemets that you use i price fluctuatiosettlemets. Use this sessio to defie the idex values ad their start dates for each price fluctuatio-settlemet code that you defied i the Price Fluctuatio- Settlemets (tppdm0157m000) sessio. Price Fluctuatio-Settlemets by Project (tpppc3520m000) Use this sessio to lik a price fluctuatio-settlemet code to a project ad the extesio. You must also record a sudry cost-code to which you post the pricefluctuatios costs. This meas you ca settle the price or wage fluctuatios for the project. Geerate Price Fluctuatio-Settlemet Trasactios (tpppc3201m000) You geerate the trasactios of the price fluctuatio-settlemet trasactios based o the data i the Price Fluctuatio-Settlemets by Project (tpppc3520m000) sessio. BaaERP also posts the costs to the sudry cost code recorded i the Price Fluctuatio-Settlemets by Project (tpppc3520m000) sessio. The fluctuatios ca the be cofirmed, processed ad ivoiced i the followig steps. Commitmets (Sudry Costs) (tpppc2590m000) You must cofirm the sudry costs i this sessio. Process Trasactios After you cofirm sudry costs, you process ad post the cofirmed sudrycosts to the project s history ad Baa Fiace to eable ivoicig i PIN, where you trasfer the costs/ivoices to SLI i Baa Cetral Ivoicig. Trasfer Project Data to Cetral Ivoicig (tppi4200m000) I SLI you ca complete the followig tasks: Globally cofirm future ivoices Check ivoice headers ad lies Compose, prit ad post ivoices to the ACR module i Baa Fiace I parallel to the trasfer of the project data, BaaERP seds the advace data to PPC for processig ad postig to the Geeral Ledger module i Baa Fiace. 7-5

42 The extesio-ivoicig procedure 7.3 The provisioal amout-settlemet procedure Note If you are usure of some project prices whe you create a budget, use the provisioal-amout procedure. This settles the differece betwee the provisioal amout i the budget ad the actual cost that is icurred. Use the procedure to register costs to record the actual costs. The activity-progress procedure must be carried out before you use the provisioal-amout procedure. Figure 13 shows the steps i the provisioal amout-settlemet procedure. 1 Extesios (tpptc0510m000) 2 Projects (tppdm6100m000) 3 Commitmets ad Actual Costs (tpppc2811m000) 4 Cofirm Commitmets ad Costs (tpppc4811m000) 5 Process Trasactios (tpppc4802m000) 6 Geerate Provisioal Amout Trasactios (tpppc3210m000) 7 Cofirm Sudry Costs (tpppc2590m000) 8 Process Trasactios (tpppc4802m000) 9 Trasfer Project Data to Cetral Ivoicig (tppi4200m000) Figure 13, The provisioal amout-settlemet procedure 7-6

43 The extesio-ivoicig procedure Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 The provisioal amout-settlemet procedure cosists of the followig steps: Extesios (tpptc0510m000) You must create a extesio with a Actual status ad must fill the Extesio type field with Provisioal Amout. BaaERP liks the costs to this extesio. Projects (tppdm6500m000) You use this sessio to record a sudry cost code to which the differece betwee the provisioal amout i the budget ad the actual cost ca be posted. Commitmets ad Actual Costs (tpppc2811m000) You ca use this overview sessio to maitai the costs i the followig sessios: The Material Costs (tpppc2111m000) sessio The Labor Costs (tpppc2131m000) sessio The Equipmet Costs (tpppc2151m000) sessio The Subcotractig Costs (tpppc2171m000) sessio The Sudry Costs (tpppc2191m000) sessio Cofirm Commitmets ad Costs (tpppc4811m000) Use this sessio to cofirm the costs from the Commitmets ad Actual Costs (tpppc2811m000) overview sessio. Process Trasactios (tpppc4802m000) You post the cofirmed trasactios to: Baa Fiace The project history Project Moitorig (PPC-2) Geerate Provisioal Amout Trasactios (tpppc3210m000) Settlemet of the differece betwee the costs ad the provisioal amout i the budget takes place i this sessio. You create ad post the amout of the differece to the sudry cost-code i the Projects (tppdm6500m000) sessio ad the Sudry Costs (tpppc2191m000) sessio. Cofirm Commitmets ad Costs (tpppc4811m000) or Global Cofirmig (tpppc4200m000) Use this overview sessio to select the Cofirm Commitmets (Sudry Costs) (tpppc4588m000) sessio, which you ca use to cofirm the sudry costs. Alteratively you ca use the Global Cofirmig (tpppc4200m000) sessio to cofirm all the costs, icludig the sudry costs. Process Trasactios (tpppc4802m000) After you cofirm sudry costs, you process ad post the cofirmed sudry costs to the project history ad Baa Fiace to eable ivoicig i the PIN module. 7-7

44 The extesio-ivoicig procedure Step 9 Trasfer Project Data to Cetral Ivoicig (tppi4200m000) PIN trasfers project data to SLI where you ca complete the followig tasks: Globally cofirm future ivoices Check ivoice headers ad lies Compose, prit ad post ivoices to the ACR module i Baa Fiace I parallel to the trasfer of the project data, BaaERP seds the advace data to PPC for processig ad postig to the Geeral Ledger module i Baa Fiace. 7.4 Quatity-to-be-Settled procedure Prerequisite The quatity-to-be-settled procedure eables you to ivoice the differece betwee the budgeted quatity ad the actual quatity for a rage of cost objects. Use this sessio if you maitai a budget ad you are usure about the quatities to be spet. You must carry out the elemet-progress procedure or extesio-progress procedure that is described i the PPC module descriptio before you ca use the quatity-to-be-settled procedure. This is because BaaERP bases the billig o the elemet progress or o the extesio progress. 7-8

45 The extesio-ivoicig procedure Figure 14 shows the steps i the quatity-to-be-settled procedure. 1 Extesios (tpptc ) 2 Elemet Budget (tpptc1810m000) 3 Geerate Cotrol Data (tpptc1230m000) 4 Geerate Trasactios of Quatities to be Settled (tpppc3240m000) 5 Cofirm Commitmets ad Costs (tpppc4811m000) 6 Process Trasactios (tpppc4802m000) 7 Trasfer Project Data to Cetral Ivoicig (tppi4200m000) Figure 14, The quatities-to-be-settled procedure Step 1 Step 2 Step 3 The quatities-to-be-settled procedure cosists of the followig steps: Extesios (tpptc0510m000) You must create a extesio with a Actual status ad fill the extesio type with Quatities to be Settled. BaaERP liks the costs to this extesio. Elemet Budget (tpptc1810m000) Use this sessio to eter budget lies ad to lik the extesio to them. The quatity to be settled is the differece betwee the budgeted quatity ad the actual quatity. Geerate Cotrol Data (tpptc1230m000) Oce the actual budget is complete, you ca geerate the cotrol data of this budget i this sessio. 7-9

46 The extesio-ivoicig procedure Step 4 Step 5 Step 6 Step 7 Geerate Trasactios of Quatities to be Settled (tpppc3240m000) Whe you ru this sessio, you geerate cost trasactios i the followig sessios: The Material Costs (tpppc2111s000) sessio The Labor Costs (tpppc2131s000) sessio The Equipmet Costs (tpppc2151s000) sessio The Subcotractig Costs (tpppc2171s000) sessio The Sudry Costs (tpppc2191s000) sessio BaaERP also updates the quatities to be settled for the various cost types i the subsessios of the Quatities to be Settled (tpppc3840m000) overview sessio. Cofirm Commitmets ad Costs (tpppc4811m000) Use this sessio to cofirm the costs from the Commitmets ad Actual Costs (tpppc2811m000) overview sessio. Process Trasactios (tpppc4802m000) You post the cofirmed trasactios to Baa Fiace, to the project history ad to the Project Moitorig (PPC-2) module i this sessio. This eables efficiet ivoicig of the quatities to be settled i the PIN module. Trasfer Project Data to Cetral Ivoicig (tppi4200m000) PIN trasfers the data to SLI where you ca complete the followig tasks: Globally cofirm future ivoices Check ivoice headers ad lies Compose, prit ad post ivoices to the ACR module i Baa Fiace I parallel to the trasfer of the project data, BaaERP seds the advace data to PPC for processig ad postig to the Geeral Ledger module i Baa Fiace. 7.5 The variatios procedure Variatios ca be work: Which is ot icluded i the budget (additioal work) Parts of work which are caceled Chages i dimesios, Chages i material specificatios (reduced work) This procedure shows how to hadle these variatios. The results of the procedure are geerated ivoices. These ivoices ca be set to the customer. 7-10

47 The extesio-ivoicig procedure 7.6 The steps i the variatio procedure Figure 15 shows the variatio procedure 1 Extesios (tpptc0510m000) 2 Commitmets ad Actual Costs (tpppc2811m000) 3 Cofirm Commitmets ad Costs (tpppc4811m000) 4 Process Trasactios (tpppc4802m000) 5 Trasfer Project Data to Cetral Ivoicig (tppi4200m000) Figure 15, The fuctioal procedure of variatios The variatios procedure starts with the Extesios (tpptc0510m000) sessio. The extesio must be of the Variatio type. Extra costs that are liked to the extesio for the cotract variatios are registered i the sessios: The Material Costs (tpppc2111s000) sessio The Labor Costs (tpppc2131s000) sessio The Equipmet (tpppc2151s000) sessio The Subcotractig (tpppc2171s000) sessio The Sudry Costs (tpppc2191s000) sessio I these sessios the costs must be liked to the extesio ad these costs must be cofirmed i the Cofirm Commitmets ad Costs (tpppc4811m000) sessio or i the Global Cofirmig (tpppc4200m000) sessio. These cofirmed costs are processed to history ad to Baa Fiace through the Process Trasactios (tpppc4802m000) sessio. Processig these costs makes ivoicig of the cotract variatios possible. PIN uses the Trasfer Project Data to Cetral Ivoicig (tppi4200m000) sessio to trasfer the ivoices to the SLI module where you ca complete the followig tasks: Globally cofirm future ivoices Check ivoice headers ad lies Compose, prit ad post ivoices to the ACR module i Baa Fiace 7-11

48 The extesio-ivoicig procedure I parallel to the trasfer of the project data, BaaERP seds the advace data to PPC for processig ad postig to the Geeral Ledger module i Baa Fiace. 7-12