Add a bill manually

Enter the bill header information

Go to Projects and select the appropriate project in the Quick Select section.
On the Project Home page, select Bills in the Procurement section.
Select Actions > Add Manually.
Optionally, update the Project number as needed.
Select the Prime Contract.
Optionally, select the CO # or WO # reference.
In the Coordinated By section, enter the following information:
1. Optionally, update the Issue Date.
  The default value is today's date.
2. Enter the Invoice #.
  This is usually the vendor’s invoice number or reference number.
3. Optionally, select a Bill Type.
4. Enter a Subject.
5. Select the Approved checkbox if the bill has been approved.
  If this option is not selected, the bill will remain in pending status. If the workflow is enabled and a rule applies, the Approved checkbox will be disabled.
In the Vendor Information section, select the Company, Address, and optionally a Contact.
The Company dropdown is populated from the project directory. If a company is not listed, select Add New Company to Project Directory to add the new company information or Add Existing Company to Project Directory to add an existing company while creating the transaction. The added company will be automatically selected when you return to the form.
In the Terms and Payment section, optionally select the Terms and the Payment Due date.

Optional: Set the default values for the bill items

If any bill item fields are left blank, the values specified in this section will be applied.

In the Default Line Item Values section, do the following:
1. Select the Job Cost Code and Tax Code.
2. Update the Resource and Billable Status.
  
  The default resource is M and the default status is Billable.

Optional: Add items manually

In the Bill Items section, do the following for each item:
1. Enter the Item #, Description, and Quantity.
  The item number determines the sorting order.
2. Enter the Unit Price and, optionally, the Units.
3. Optionally, select the Cost Code.
  If a job cost code is not selected, the default cost code specified in the Default Line Item Values section will be used.
4. Optionally, select a Tax code.
  If a tax code is not selected and a default tax code specified in the Default Line Item Values section, the default will be used.
5. Select a Resource.
  This field is used to categorize expenses by material, labor, equipment, subcontractor, and other. If a resource is not selected, the default resource specified in the Default Line Item Values section will be used.
6. Optionally, select one of the following values from the Billable dropdown:
  - Billable: The item can be imported into a prime contract invoice.
  - Unbillable: The item cannot be imported into a prime contract invoice.
  - On Hold: At the time of import, it’s uncertain whether the item can be forwarded to the customer.
  This field is applicable to Cost Plus prime contracts only where expenses can be imported into a prime contract invoice. If the billable status is not specified, the default resource specified in the Default Line Item Values section will be used
Select Save or Save & New.

Optional: Import bill items

In the Bill Items section, select Add / Import Items.
Select one of the following options:
Import labor items from the cost database
1. Select Import Labor Items.
2. In the Filter Information section, select one of the following Rates To Import:
  - Hr. Bill Rate
  - Hr. Cost Rate
  - Daily Bill Rate
  - Daily Cost Rate
  The daily rate equals the hourly rate multiplied by 8.
3. Optionally, enter text in the Search field to filter the results.
4. Select the checkbox next to each labor item that you want to import.
5. Based on the selected rate, enter either hours or days in the Quantity field.
6. Optionally, select a Cost Code for each item being imported.
7. Select the Default Cost Code to use when an imported item does not have one specified.
8. Select Add or Add & Close.
Import equipment items from the cost database
1. Select Import Equipment Items.
2. In the Filter Information section, select one of the following Rates To Import:
  - Hr. Bill Rate
  - Hr. Cost Rate
  - Daily Bill Rate
    The daily rate equals the hourly rate multiplied by 8.
  - Daily Cost Rate
  - Project Hr. Bill Rate
  - Project Hr. Cost Rate
  - Project Daily Bill Rate
  - Project Daily Cost Rate
  - Rental Daily Rate
  - Rental Weekly Rate
  - Rental Monthly Rate
3. Optionally, enter text in the Search field to filter the results.
4. Select the checkbox next to each equipment item that you want to import.
5. Based on the selected rate, enter either hours or days in the Quantity field.
6. Optionally, select a Cost Code for each item being imported.
7. Select the Default Cost Code to use when an imported item does not have one specified.
8. Select Add or Add & Close.
Import work items from the cost database
1. Select Import Work Items.
2. In the Filter Information section, do the following:
  1. Select Text Search or a classification system from the Filter Type dropdown.
  2. If you selected a classification system, select the lookup icon () next to the Filter field to select a classification code to filter the results. Otherwise, enter text in the field.
  3. Select one of the following Rates To Import:
    Total Cost Rate
    Total Sell Rate
    For example, the proposal rate.
    M Cost Rate
    M Sell Rate
    L Base Cost Rate
    L Cost Rate
    For example, the base rate plus the burden cost rate.
    L Sell Rate
    E Base Cost Rate
    E Cost Rate
    For example, the base rate plus the burden cost rate.
    E Sell Rate
    S Cost Rate
    S Sell Rate
    O Cost Rate
    O Sell Rate
  4. Select Filter.
3. Select the checkbox next to each work item that you want to import.
4. For each selected item, enter the Quantity.
5. Optionally, select a Cost Code for each item being imported.
6. Select the Default Cost Code to use when an imported item does not have one specified.
7. Select Add or Add & Close.
Import estimate items
1. Select Import Estimate Items.
2. In the Filter & Rate Information section, do the following:
  1. Select the Estimate number from the dropdown.
  2. Optionally, select the lookup icon () next to the Estimate Cost Code field to select a cost code to filter the results.
  3. Select Filter.
  4. Optionally, select the Exclude Estimate Items tagged in an RFP Package checkbox.
    Awarded RFP packages can be automatically converted into purchase orders (POs) and subcontracts. For this reason, it’s recommended to exclude estimate items that are tagged in awarded RFP packages to avoid duplication
3. Optionally, enter text in the Search field to filter the results.
4. Select the checkbox next to each estimate item that you want to import.
5. Optionally, update the Quantity for each selected item as needed.
6. Optionally, update the Cost Code for each item being imported.
7. Select the Default Cost Code to use when an imported item does not have one specified.
8. Select Add or Add & Close.
Import estimate items grouped and summed by code, description, and unit of measure
1. Select Import Estimate Items Summary.
2. In the Filter & Rate Information section, select the Estimate number from the dropdown.
3. Optionally, enter text in the Search field to filter the results.
4. Select the checkbox next to each item that you want to import.
  Items are grouped and summed based on item code, description, and unit of measure. Because quantities reflect the entire estimate, filtering by cost code is not applicable.
5. Optionally, update the Quantity for each selected item, if needed.
6. Optionally, select the Cost Code for each item being imported.
7. Select the Default Cost Code to use when an imported item does not have one specified.
8. Select Add or Add & Close.
Import anticipated costs
1. Select Import Anticipated Costs.
2. Select the checkbox next to each item that you want to import.
3. Optionally, update the Quantity for each selected item, if needed.
4. Select Add or Add & Close.
Import job cost codes
1. Select Import Job Cost Code.
2. Optionally, enter text in the Search field to filter the results.
3. Select the checkbox next to each cost code that you want to import.
4. Select Add or Add & Close.