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Financial Management User Guide

v12.1.0

CA Clarity™ Project & Portfolio

Manager

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Contents 5

Contents

Chapter 1: Financial Management Introduction 9

Financial Management Components ............................................................. 9

Financial Management Prerequisites ........................................................... 10

Financial Management Reports ................................................................ 10

Financial Management Jobs ................................................................... 11

Chapter 2: Transaction Processing 13

How Transaction Processing Works ............................................................ 14

Transaction Entries ........................................................................... 15

How to Make Voucher and Resource Types Available for Processing .......................... 15

By Example: Capturing Billable Project Costs ............................................... 16

View Voucher Headers .................................................................... 17

Create Voucher Headers ................................................................... 17

Create New Transactions Entries ........................................................... 18

Edit Transaction Details ................................................................... 19

Delete Transactions ....................................................................... 21

Work-in-Progress ............................................................................. 22

Post Transactions to Work-in Progress ...................................................... 23

Work-in-progress Adjustments ............................................................. 25

Approve or Reject Work-in-progress Adjustments without Reviews ........................... 31

Approve or Reject Work-in-Progress Adjustments with Reviews .............................. 31

Review Processed Transactions ................................................................ 32

Chapter 3: Financial Planning 33

Financial Plans ............................................................................... 33

Financial Plan Types ...................................................................... 34

Financial Planning Prerequisites ............................................................ 34

View Financial Plans ....................................................................... 35

Cost Plans.................................................................................... 35

Create Cost Plans ......................................................................... 36

Add Line Item Detail to Cost Plans ......................................................... 37

Edit Cost Plans ........................................................................... 38

Create the Plan of Record ................................................................. 39

Copy Cost Plans .......................................................................... 39

Populate Cost Plans with Resource Data .................................................... 41

Delete Cost Plans ......................................................................... 42

6 Financial Management User Guide

Benefit Plans ................................................................................. 43

Create Benefit Plans ...................................................................... 43

Add Line Item Detail to Benefit Plans ....................................................... 44

Edit Benefit Plans ......................................................................... 44

Copy Benefit Plans ........................................................................ 45

Associate Benefit Plans with Cost Plans ..................................................... 47

Associate Benefit Plans with Submitted Budgets ............................................ 47

Delete Benefit Plans ....................................................................... 48

Budget Plans ................................................................................. 48

Submit Cost Plans as Budget Plans ......................................................... 48

Approve Submitted Budget Plans .......................................................... 49

Reject Submitted Budget Plans ............................................................ 49

Modify Budget Plans ...................................................................... 50

Display Cost Plans and Budget Views .......................................................... 50

Chapter 4: Chargebacks 51

How Chargebacks Work ....................................................................... 52

Rule Headers and Time-based GL Allocations ............................................... 53

By Example: Sharing Costs ................................................................ 54

How to Set up Chargebacks for Debit and Credit Rules ...................................... 57

Investment Chargebacks ...................................................................... 57

Set Chargeback Options ................................................................... 58

Investment-specific Debit Rules ............................................................ 59

GL Allocations ............................................................................ 61

Delete Debit Rules ........................................................................ 63

Reverse Charges on Transactions .......................................................... 64

Department Invoices .......................................................................... 64

Invoice Prerequisites ...................................................................... 65

How Invoice Approval Works .............................................................. 66

Delegated Invoice Approvals ............................................................... 67

Invoice Aggregation ....................................................................... 68

By Example: Bottomline Charges are the Tops .............................................. 69

Invoice Adjustments ...................................................................... 70

Access Department Invoices ............................................................... 71

View Invoice Details ...................................................................... 71

Submit Department Invoices .............................................................. 73

Lock and Unlock Department Invoices ...................................................... 73

Approve or Reject Department Invoices .................................................... 74

Regenerate Department Invoices .......................................................... 74

Recall Department Invoices ................................................................ 75

Department Recovered Costs .................................................................. 75

By Example: IT Departments Aren't Cost Centers Any More.................................. 76

Contents 7

View Recovery Statement Summaries ...................................................... 77

View Recovery Statement Details .......................................................... 78

Chapter 5: External Billing 79

About External Billing ......................................................................... 79

External Billing Prerequisites ............................................................... 80

Billing Methods and Types ................................................................. 81

Multi-level Billing ......................................................................... 82

Company Profiles ............................................................................. 83

View the List of Companies ................................................................ 84

Create Companies ........................................................................ 84

Edit General Company Information ......................................................... 85

Manage Supplemental Company Information ............................................... 86

Manage Company Financial Properties ...................................................... 87

Manage Company Billing Addresses ........................................................ 89

Edit Company and Postal Addresses ........................................................ 90

Advance Billing ............................................................................... 90

View Projects Available for Advance Billing.................................................. 91

View Advance Billing Schedules ............................................................ 91

Create and Edit Advance Bills .............................................................. 92

Release Advance Bills for Approval ......................................................... 93

View Advance Billing History ............................................................... 94

Delete Advance Billing Line Items .......................................................... 95

Demand Billing ............................................................................... 95

View Projects Available for Demand Billing .................................................. 96

View Demand Billing Notes on Itemized Posted WIP Transactions ........................... 101

View Demand Billing Invoice History for a Project .......................................... 101

View a Summary of Proposed Demand Billings ............................................. 102

View Contract-specific Project Information ................................................. 103

Unlock Bills ................................................................................. 104

Credit Memos ............................................................................... 104

Issue Credit Memo ....................................................................... 105

Approve Billed Transaction or Credit Memo .................................................... 106

Print Billing Invoices and Credit Memos ....................................................... 108

Batch Billing and Printing ..................................................................... 110

Process Batch Billings .................................................................... 111

Print Batch Billing Invoices ............................................................... 113

Chapter 6: Access Rights 115

Financial Management Access Rights .......................................................... 115

Financial Administration Access Rights ........................................................ 119


Chargeback Access Rights .................................................................... 120

Financial Planning Access Rights .............................................................. 120

Index 123


Chapter 1: Financial Management

Introduction

This section contains the following topics:

Financial Management Components (see page 9)

Financial Management Prerequisites (see page 10)

Financial Management Reports (see page 10)

Financial Management Jobs (see page 11)

Financial Management Components

Financial Management includes the following:

■ Financial planning. Financial plans help project managers estimate and

predict future cost requirements for investments or services. The financial

planning tools let project managers' model in detail where cost or revenues

for a specific period might occur and to create the most suitable budget.

■ Transaction processing and WIP adjustments. Transactions capture the total

cost of labor, materials, equipment, and other expenses that are posted to

work-in-progress (WIP) transactions for further financial processing, such as

billing external customers for project costs, or charging internal departments

for services and other investments they have consumed.

WIP Adjustments enable finance managers to change or adjust posted

transactions when external billing or chargeback errors are found.

■ Chargebacks and invoices. Chargebacks represent the inter-account

transfers of investment or service costs to departments. Chargebacks debit

(or charge) departments for their shared cost of investments or services that

were delivered during a specified period of time.

■ External billing and invoices. External billing involves billing customer,

partner, and other external parties for the labor, material, equipment costs

and expenses associated with a project. With external billing, you can

choose from variety of billing methods, review and approve billings, and

print and send customer invoices.

Financial Management Prerequisites


Financial Management Prerequisites

Before you can work with financial management, you must set up the following

at a minimum:

■ Entity. Required for any type of financial processing.

■ Fiscal time periods. Used with financial planning and chargebacks.

■ Financial classes. Used to process transactions or for reporting purposes,

such as resource classes, company classes, WIP classes, investment classes,

and transactions classes.

■ Currencies. Used if multicurrency is implemented.

Note: See the Administration Guide for more information.

Users must also be granted specific access rights to work with any financial

management feature.

Financial Management Reports

The following reports are commonly used for Financial Management:

■ Budget/Forecast Analysis report

■ Customer Invoice report

■ Invoice Register report

■ Pre-Billing Report report

■ Project Analysis and Profitability report

■ Project Snapshot report

■ Project Transactions Inquiry report

■ Revenue Forecast report

■ Transactions Inquiry report

■ WIP Aging by Customer report

■ WIP Summary report

Note: See the Common Features and Personal Options User Guide for more

information.

Financial Management Jobs


Financial Management Jobs

The following jobs are typically used for financial management:

■ Calendar Background Process job

■ Clean User Session job

■ Datamart Extraction job

■ Datamart Rollup - Time Facts and Time Summary job

■ Generate Invoices

■ Import Financial Actuals job

■ Index Contents and Documents for Searches job

■ LDAP - Synchronize New and Changed Users job

■ LDAP - Synchronize Obsolete Users job

■ Post Timesheets job

■ Post Transactions to Financial job

■ Purge Documents job

■ Rate Matrix Extraction job

■ Remove Job Logs and Report Library Entries job

■ Send Calendar Reminders job

■ Time Slicing job

■ Update Hierarchy Data job



Chapter 2: Transaction Processing


How Transaction Processing Works (see page 14)

Transaction Entries (see page 15)

Work-in-Progress (see page 22)

Review Processed Transactions (see page 32)

How Transaction Processing Works


How Transaction Processing Works

Transactions capture the total cost of labor, materials, equipment, and other

expenses that can be billed to customers for projects, or charged back to

departments for services and other investments, such as assets, applications,

and projects. Transactions can be initiated from timesheets, imported from

external systems, or entered manually. Work-in-progress transactions are an

important stage in the accounting process that enables you to adjust and review

transactions before they get invoiced.

Financial Transactions

Financial transactions enable you to capture the total cost of an investment's

materials, equipment, other expenses, and labor if posting to timesheets is not

possible. For example, you can use transactions to post the cost of servers used

for application development and charge the cost to the consuming department

that commissioned the application development project.

All transactions are entered as vouchers and then posted to Work-in-Progress

(WIP) for the transactions to appear on a billing invoice or department invoice.

Work-in-Progress Transactions

Work-in-progress (WIP) is an important, fundamental accounting concept where

all costs on an investment are captured and capitalized. Before transactions can

be processed, they must be posted to WIP.

You can post transactions to WIP, and adjust posted WIP transactions, and

approve or reject WIP adjustments.

The set of WIP tables contain entered transactions that can be subsequently

posted to an accounting system. Post to WIP recognizes negative values when

transactions are posted. Once a transaction has been posted to WIP, it has

passed all validation criteria and is available for billing, invoicing, and posting to

the general ledger (GL).

Detailed records of modifications, adjustments, and billings are logged. You

cannot delete posted WIP transactions, but can change them through the WIP

adjustment process.

Transaction Entries


Transaction Entries

A transaction entry is composed of the following:

■ A voucher header describes transactions and categorizes them by resource

type. You must create a voucher header to create transaction entries.

■ Line items describing the transaction.

You can search for, update, and delete transactions until they are posted to WIP.

Once posted to WIP, transactions entries are no longer available for viewing or

editing.

Transactions are used to bill external customers or to charge departments for the

cost of investments. Transactions entered are not posted to integrated financial

purchasing or payable systems. If you have integrated CA Clarity PPM with

accounting implementation, it is recommended that you enter all purchasing and

payable transactions directly through your financial purchasing or payable

system.

How to Make Voucher and Resource Types Available for Processing

The following voucher types are used to categorize transactions by resource type

for transaction entry:

■ Voucher Other—Allows transactions on labor, materials, and equipment

resource types.

■ Voucher Expense—Allows transactions for the expense resource type.

To make labor, materials, equipment and expense resource types available for

transaction processing, do the following:

1. Create a resource (as needed) for each resource type and financially enable

them.

Note: See the Resource Management User Guide for more information.

2. (Optional) Create a rate and cost matrix for each labor type.

Note: Contact your CA Clarity PPM administrator or see the Administration

Guide for more information.

3. Add the resource as a team member to the investment.

Note: See the Project Management User Guide for more information.

Note: See the Portfolio Management User Guide for more information.

Transaction Entries


By Example: Capturing Billable Project Costs

The Application Development group at INR Financial is developing AutoPay

software for wireless devices for the JJ Johnston Company. This company agreed

to pay for all costs associated with the project, including development time,

PDA's for testing, and travel expenses.

To account for all costs, the project manager added labor, equipment, and travel

resources to the project. Each resource is added by resource type to the project

as a "team member".

Once the project can account for the various resource types and is enabled for

financial processing, transaction entries are created for expenses using Voucher

Expense and for the purchase of PDA's using Voucher Other.

Transaction Entries


View Voucher Headers

On the Transaction Entry page, you can view a list of voucher headers that have

not been posted to WIP, and open them to create, edit, or view a list of

associated transactions. From this page, you can also create new voucher

headers or delete existing ones.

To view voucher headers

1. Select Transaction Entry from the Financial Management menu.

The Transaction Entry page appears.

2. Browse or filter transactions entries as needed.

3. Do any of the following:

■ Create new transaction entries.

■ Create transactions.

■ Edit transaction details.

■ Delete transactions.

4. Post transactions to WIP.

Create Voucher Headers

You must create voucher headers to enter transactions. Voucher headers are

used to categorize transactions based on resource types. For example, you can

create individual voucher headers for labor and for equipment.

To create a voucher header



2. Click New.

The Entry page appears

3. Enter the following information in the General section to create a voucher

header:

Entry Type

Indicates the voucher type:

■ Voucher Other. Create transactions for labor, equipment, or material

resource types.

■ Voucher Expense. Create transactions for expense resource types.

Transaction Entries


Entry Number

Defines a number that is used to track and process the transaction.

Limits: Up to 30 characters

P.O. Number

Defines the purchase order number associated with the transaction.

Vendor

Provides the vendor code of the company or resource that provided the

product or service. For expenses, click the Browse icon to select a vendor

code. The vendor is required for voucher expenses if no resource is

selected in the Incurred By field.

Incurred By

Indicates the resource who incurred the expense. For expenses, click the

Browse icon to select the resource. The incurred by resource is required

for voucher expenses if no vendor is selected.

4. Save or submit to create the voucher header.

5. Create a transaction for the selected voucher header.

6. When all transactions are entered, post them to WIP.

Create New Transactions Entries

You must first create voucher headers before you can create transactions line

items.

To create a new transaction entry



2. Click the Entry Number link to add transactions to the selected voucher

header.

The Entry page appears.

3. Click New.

4. Enter the required information to define the transaction.

5. Submit the transaction.

Transaction Entries


Edit Transaction Details

You can edit the transaction details from the voucher header after you create a

transaction.

To edit transaction details

1. Open the voucher header and browse or filter for transactions, and click the

Entry Number link to edit the transaction.


2. Click the Edit icon to edit the details of the selected transaction.

The Transaction Details page appears.

3. Enter or update the following in the General section as needed.

Transaction Date

Provides the transaction date.

Investment ID

Provides the investment ID for this transaction. Click the Browse icon to

select a value.

Task

Identifies the name of the project or investment.

■ For projects, this field is auto-populated with the name of the project

if at least one team member exists. Otherwise, click the Browse icon

to select a task to associate with this transaction.

■ For other investments and services, this field is auto-populated with

the name of the investment if at least one team member exists.

Charge Code

Identifies the project's charge code.

■ For projects, this field is auto-populated with the project's charge

code if the project is assigned a charge code and the project is

selected as the task associated with the transaction. If a task is

selected that is assigned a different charge code, this field is

auto-populated with the task's charge code. Otherwise, click the

Browse icon to select a charge code.

■ For investments and services, this field is auto-populated with the

investment's charge code if the investment is assigned a charge

code. Otherwise, click the Browse icon to select a charge code.

Transaction Entries


Resource ID

Defines the ID of the resource associated with the transaction. Click the

Browse icon to select the resource ID.

A resource can be a person (labor), equipment, material, or an expense

depending on the resource type whose costs you are processing for this

transaction.

Role

Defines the role when applying a role-base rate or role-based cost to the

transaction. Click the Browse icon to select a role.

Transaction Class

Defines the resource's transaction class. Auto-populated if the resource

is assigned a transaction class. Otherwise, click the Browse icon to select

a transaction class.

Input Type Code

Defines the resource's input type code. Auto-populated if the resource is

assigned an input type. Otherwise, click the Browse icon to select an

input type.

Utility Code 1 and Utility Code 2

Defines custom properties. Available for selection only if your CA Clarity

PPM administrator has created lookup values using Studio.

Note: Contact your CA Clarity PPM administrator or see the Studio

Developer's Guide for more information.

Expense Type

Defines the expense type to determine how the charge is processed. A

capital expense is booked differently than depreciation.

Notes

Defines any additional information about the transaction.

Preserve General Information

Saves the entered values in the General section when you submit and

create a new transaction during the same session. Select this check box

to save entered values.

4. Enter transaction information in the Transaction Data section:

Quantity

Defines the number of units to calculate the total cost. This field accepts

a negative number.

Transaction Entries


Cost

Provides the cost associated with the transaction. If a cost matrix is

associated with the selected investment, or is an entity or system

default, leave this field blank to use the cost defined in the cost matrix.

Otherwise, enter the actual cost associated with the transaction.

If multi-currency is not enabled, the default is the system currency. If

multi-currency is enabled, the default is the billing currency. Select

another currency as needed.

Rate

Provides the billing rate associated with the transaction. If a rate matrix

is associated with the selected investment, or is an entity or system

default, leave this field blank to use the rate defined in the rate matrix.

Otherwise, enter the billing rate associated with the transaction.




Chargeable

Indicates if this transaction represents costs that should be billed to

customers or charged internally to departments. If this option is not

selected, this transaction will not be available for billing or invoicing.

5. Submit the changes.

Delete Transactions

If transactions have not been posted to WIP, you can delete an entire set of

transactions associated with a transaction entry, or delete individual

transactions from a selected voucher header.

To delete a voucher header

1. Select Transaction Entry from Financial Management menu.


2. Browse or filter voucher headers you want to delete.

3. Select the check box next to each voucher header.

4. Click Delete.

The voucher header and their associated transactions are deleted.

You can also delete transactions from the Financial Management menu.

Work-in-Progress


To delete a transaction

1. Select Transaction Entry from Financial Management menu.


2. Browse or filter voucher headers.

3. Select the Entry Number link to view a list of transactions for the selected

voucher header.


4. Select the check box next to each transaction.

5. Click Delete.

The selected transaction is deleted.

Work-in-Progress

Work-in-progress transactions are an important stage in the accounting process

that enables you to adjust and review transactions before they get invoiced.

Work-in-Progress


Post Transactions to Work-in Progress

Transactions available for posting to WIP are not automatically displayed. You

must first search for the transactions you want to post to WIP.

There are two methods of WIP posting available:

■ Full Post—This method lets you select all accumulated transactions within a

specified date range. Perform a full post only when the total number of

transactions is small. During a full post, you can preview all transactions and

decide to continue posting all the transactions.

■ Selective Post—This method lets you filter transactions. During a selective

post, you can limit the selection of transactions based on location, client,

investment, resource, and transaction type. Selective posts are useful when

you want to post a selected batch of transactions, or ones that were not

entered in time for a regularly scheduled post to WIP.

To post transactions to WIP

1. Select Post to WIP from Financial Management menu.

The Post To WIP page appears.

2. Search for the transactions you want to post using the following criteria:

From Date and To Date

Provides a specific date range for posting transactions. Use the date

picker to post transactions within the specified date range.

Note: You must specify a From Date and To Date to return past or future

transactions that are outside the default fiscal period.

Locations

Provides financial locations to associate transactions. Click the Browse

icon to post transactions associated with selected financial locations.

Only locations with pending transactions will appear in the browse list.

Client Codes

Provides client codes for associated transactions. .Click the Browse icon

to select transactions associated with specified client codes.

Projects

Indicates the projects to which transactions are associated. Click the

Browse icon to post transactions associated with selected projects.

Resources

Indicates the resources to which transactions are associated. Click the

Browse icon to post transactions associated with selected resources.

Work-in-Progress


Entry Type

Indicates the transaction entry type. Use this to post transactions based

on the transaction entry.

All

Indicates transactions are posted regardless of entry type.

Imported

Indicates posted transactions were imported from an external

accounting system.

Time

Indicates that posted transactions were generated from timesheets.

Voucher-Expense

Indicates that posted transactions were entered as "Voucher-Expense".

Voucher-Other

Indicates that posted transactions were entered as "Voucher-Other".

Labor

Indicates if labor transactions are posted. Select the check box to post

labor transactions. This selected by default.

Material

Indicates if all material transactions will be included in the post. Select

this check box to include all material transactions in the post.

Default: Selected

Equipment

Indicates if all equipment transactions will be included in the post. Select

this check box to include all equipment transactions in the post.

Default: Selected.

Expense

Indicates if all expense transactions will be included in the post. Select

the check box to include all expense transactions in the post.

Default: Selected

3. Click Apply to filter transactions based on the entered criteria.

All transactions that match the criteria are grouped into a transaction

account, such as "All" for a full post, or "Location" for a selected post based

on location. The total number of entries is displayed. By default, the check

box next to this account is selected.

Work-in-Progress


Do one of the following:

■ Click Post to send the transactions to the WIP stage.

■ Click Recalculate and Post to recalculate the rates and costs if the foreign

exchange rates are modified.

The Recalculate and Post button appears on the Post to WIP page only

when multi-currency is enabled. If the Rate/Cost Matrix has changed

and if you want to recalculate the financial transactions to retrieve a new

rate, make a WIP Adjustment by creating a WIP transfer. Then, select

the Calculate New Rates check box. Transactions use thecurrent rate in

the Rate/Cost Matrix that is associated with the project.

Work-in-progress Adjustments

Transactions posted to WIP are available for WIP adjustments, and for external

billing and department invoicing. With WIP adjustments, you can modify and

correct posted WIP transactions. You can update, reverse, or transfer posted

WIP transactions.

A WIP adjustment ensures that the correct amount is recorded and eligible for

external billing or chargebacks. Posted WIP transactions must meet the following

criteria in order to adjust them:

■ Has been posted to WIP

■ Previous adjustments have been approved or rejected

■ Is not currently in the WIP adjustment process

■ Has not been billed or invoiced

■ Has not been reversed

■ Has not been closed

Note: If any of these criteria are not met for a transaction, it cannot be adjusted.

When you enter a WIP adjustment, a transaction is added that references, not

replaces, the original transaction. This adjustment transaction is placed on hold

and is made unavailable for billing until it is approved or rejected.

WIP adjustments are available for reporting before WIP approval. WIP

adjustments are processed in the natural currency amount. If multi-currency is

enabled, each time a WIP adjustment is entered, the currency amounts are

updated with the exchange rates based on the original transaction date. You can

enter negative values in a WIP adjustment.

Work-in-Progress


Modify Posted Work-in-progress Transactions

You can edit or adjust a posted WIP transaction.

To create a WIP modification

1. Select Create WIP Adjustment from the Financial Management menu.

The Create WIP Adjustment page appears.

2. Search for posted WIP transactions.

You must specify a date range in the From Date and To Date.

3. Click Filter.

Transactions that match the criteria appear.

4. Click the Transaction Date link to edit transaction information.

The Modify WIP Transaction page appears.

5. Modify the following as needed:

Transaction Date

Defines the date of the transaction. Click the Date Picker icon to select a

date.

Investment ID

Associates another investment with the transaction. Click the Browse

icon to select an investment. If you select another investment,

recalculate the rate.

Task

Associates another tasks with the investment. For projects, click the

Browse icon to select a task. Otherwise, this field is auto-populated with

the name of the investment.

Charge Code

Associates another charge code with the transaction. Click the Browse

icon to select a charge code.

Resource ID

Associates another resource with the transaction. Click the Browse icon

to select a resource.

Role

Associates another role with the transaction. Click the Browse icon to

select a role.

Transaction Class

Associates another transaction class with the transaction. Click the

Browse icon to select a transaction class.

Work-in-Progress


Input Type Code

Associates another input type code with the transaction. Click the

Browse icon to an input type code.

Cost Code

Associates another cost code with the transaction. Click the Browse icon

to select a cost code.

Quantity

Adjusts the number of units.

Cost

Adjusts the cost for each unit and select another currency code.

Rate

Adjusts the rate per hour for each unit and select another currency code.

Utility Code 1 and Utility Code 2

Changes the value from customer-defined lookups. Click the Browse icon

to select a value.

Expense Type

Determines how a charged is processed.

Chargeable

Defines if the transaction represents costs you can bill to a customer or

charge back internally to a department. Select this check box to if the

transaction can be charged.

Notes

Provides any additional information about the transaction or

adjustments to the transaction.


The WIP adjustment is on hold until it is approved or rejected.

If multi-currency is enabled and the rate currency code is modified, the

currency amounts associated with the transaction are recalculated with the

modified currency code.

7. Approve or reject the reversed WIP adjustment.

Work-in-Progress


Reverse Posted Work-in-progress Transactions

A reversal cancels the original posted transaction before it is billed to a company.

If multi-currency is enabled, the currency amounts on the WIP reversal are equal

to those on the original transaction.

To create a WIP reversal



2. Search for posted WIP transactions.

You must specify a date range in the From Date and To Date.

3. Click Filter.

Transactions that match the criteria appear.

4. Select the check box next to each transaction you want to reverse, and click

Reverse.

The transaction is ready for WIP approval.

Transfer Work-in-progress Transactions

A transfer allows you to make batch WIP adjustments on selected transactions or

to batch transfer transactions from one project to another.

To enable a transfer, you must filter transactions based on the transaction

details you want to adjust (or transfer). In addition to a date range, you must

filter on at least one of the following transaction details:

■ Investment ID

■ Task

■ Charge Code

■ Resource ID

■ Transaction Class

■ Input Type Code

Work-in-Progress


To create a WIP transfer



2. Filter posted WIP transactions.

You must specify the date range in the From Date and To Date fields, and at

least one of the following: Investment ID, Task, Charge Code, Resource ID,

Transaction Class, or Input Type Code.

Other filter criteria are optional and can be used to further refine your filter,

but will not affect the details you can transfer or adjust.

3. Click Filter.

Transactions that match the criteria display in the list.

4. Select the check box next to each transaction you want to adjust or transfer,

and click Transfer.

The Transfer Transactions page appears.

5. In the Transfer From section, view the following information:

Project

Displays the project for which the transaction was performed.

Task

Displays the task associated with the transaction.

Charge Code

Displays the charge code associated with the transaction.

Input Type Code

Displays the input type code associated with the transaction.

Resource ID

Displays the resource against which the billing is posted.

Transaction Class

Displays the transaction type for the transaction.

The information displayed in this section depends on the filter selection

you made.

6. Enter the following fields as needed:

Override Date

Identifies a new date for the transaction. This field always appears

regardless of the filter selections you make. Use the date picker to select

a date.

Work-in-Progress


Project

Identifies the project or investment to which the transaction will be

transferred. Click the Browse icon to a project (or investment). This field

is displayed only if Investment ID is selected as a transaction detail

filter.

Task

Identifies the task to which the transaction will be transferred. Click the

Browse icon to select a task. This field is displayed if Task or Investment

ID is selected as a transaction detail filter.

Charge Code

Identifies the charge code to which the transaction will be transferred.

Click the Browse icon to select a charge code. This field is displayed only

if Charge Code is selected as a transaction detail filter.

Input Type Code

Identifies the input type code to which the transaction will be

transferred. Click the Browse icon to select an input type code. This field

is displayed only if Input Type Code is selected as a transaction detail

filter.

Resource ID

Identifies the resource to which the transaction will be transferred. Click

the Browse icon to select a resource. This field is displayed only if

Resource ID is selected as a transaction detail filter.

Calculate New Rates

Indicates if the rates will be recalculated. Select this check box to

recalculate the rates. This field always appears regardless of the filter

selections you make.

Transaction Class

Identifies the transaction class to which the transaction will be

transferred. Click the Browse icon to select a transaction class. This field

is displayed only if Transaction Class is selected as a transaction detail

filter.

7. Submit to transfer the transaction.

The Transfer Status page appears. If the transfer was not successful, the

reason for the failure is displayed.

8. Click Continue to return to the previous page.

Work-in-Progress


Approve or Reject Work-in-progress Adjustments without Reviews

All WIP adjustments must be reviewed and either approved or rejected. Often a

second-level reviewer is involved in determining if a WIP adjustment is accurate.

To approve or reject a WIP Adjustment without reviewing details

1. Select Approve WIP Adjustment from the Financial Management menu.

The Approve WIP Adjustment page appears.

2. Browse or filter for specific WIP adjustments as needed to review.

3. Select the check box next to each transaction to approve or reject the

transactions without reviewing the details.

4. Click Approve or Reject.

Approve or Reject Work-in-Progress Adjustments with Reviews

The WIP Adjustment Details page enables you to compare the original

transaction with the adjusted transaction.

To approve or reject a WIP Adjustment with reviews

1. Select Approve WIP Adjustment from the Financial Management menu.

The Approve WIP Adjustment page appears.

2. Browse or filter for specific WIP adjustments as needed to review.


information.

3. Click the Transaction Date to view the details of the selected WIP

Adjustment.

The WIP Adjustment Details page appears.

4. Review the adjustment, and click Approve or Reject.

Review Processed Transactions


Review Processed Transactions

You view all transactions posted to ensure they are posted correctly. If you find

an error, you can reverse the bill or the charges.

To review transactions and reverse charges

1. Select Transactions from the Financial Management menu.

The Transaction List page appears. By default, transactions are filtered by

the current fiscal time period.

2. Filter or browse for the transactions you want to review.

3. Review the transactions.

4. If transactions are incorrect and require adjustments, do one of the

following:

■ Click Reverse Selected Charges.

■ Click Reverse Filtered Charges to reverse charges of all transactions

listed.

The selected transactions indicate that charges were reversed.


Chapter 3: Financial Planning


Financial Plans (see page 33)

Cost Plans (see page 35)

Benefit Plans (see page 43)

Budget Plans (see page 48)

Display Cost Plans and Budget Views (see page 50)

Financial Plans

A financial plan is a tool that helps project managers estimate and predict future

cost requirements for investments or services. The financial planning tools let

project managers to model in detail where cost or revenues for a specific period

might occur and to create the budget most suitable for business needs.

Finance managers set up defaults that define how financial plans can be created

and the financial time periods used. Project managers can create multiple

financial cost plans as estimates for a budget and then submit the most

appropriate cost plan for approval as a budget. Finance managers approve

submitted cost plans.

Financial Plans


Financial Plan Types

The following plans available for financial planning:

■ Cost Plans are cost scenarios used to estimate funding for an investment.

When planning is complete, you can designate a cost plan as the plan of

record (POR) and submit it for approval as the budget plan.

■ Benefit Plans estimate the financial benefit gained by funding an investment.

Benefit plans can be associated with cost plans to calculate financial metrics.

■ Budget Plan is the approved funding for an investment.

As an alternative to creating a cost plan for approval as a budget, you can define

a simple budge using an investment's Properties: Main - Budget page. A simple

budget can be used to compute ROI and NPV.

If you create a cost or benefit plans after a simple budget is defined, the financial

plan data will override the simple budget data and the simple budget fields

become display-only.

You can define simple budgets for the following investment types:

■ Projects.

■ Note: See the Project Management User Guide for more information.

■ Services.

Note: See the IT Service Management User Guide for more information.

■ All other Investments types.


Financial Planning Prerequisites

The following must be set up to build cost plans and benefit plans:

■ An entity must exist.

■ Fiscal time periods must be defined and activated at the entity level.

■ Plan defaults must be defined at the entity level for Group by and Sub-group

by line item groups if you want the defaults to automatically populate a new

plan.

■ The investment or service must exist.

■ Users must have access rights to work with financial planning.

Note: Contact your finance manager or see the Administration Guide for more

information.

Cost Plans


View Financial Plans

Cost plans, benefit plans, and budget plans are created and viewed from the

Financial Plans tab.

The Cost Plans, Benefit Plans, and Budget Plans subtabs are listed under the

Financial Plans tab.

To view financial plans

1. Select a service or investment by doing one of the following:

■ To select a service, click Services from the IT Service Management

menu.

■ To select an investment, select the appropriate investment type from the

Portfolio Management menu.

The investment's list page appears.

2. Click the name of the service or investment.

The investment's properties page appears.

3. Click the Financial Plans tab.

The <Investment> Financial Plans: Cost Plans page appears.

Cost Plans

An effective way to use cost plans is to create a single cost plan, then copy it and

make modifications to create additional cost plans for "what if" scenarios. The

first cost plan created for an investment is automatically designated as the POR,

but you can reassign this status to any plan and submit it for budget approval.

The remaining cost plans can be left in place for reference or future use.

When an investment is added to a portfolio, the financial POR is automatically

attached to all of the portfolio scenarios, ensuring that the investment's costs are

included in the rollup for the portfolio. If you select a different cost plan scenario

as the POR for the investment, the new POR is used in the rollup for the portfolio.

A newly created cost plan shows the selected primary (group by) and secondary

(sub-group by) line item details and the time period. Initially the cost plan

appears in read-only mode. To enter data in the fields, select Edit Mode from the

Actions menu.

Cost Plans


Create Cost Plans

You can create a cost plan from scratch using the following procedure or copy it

from a project template.


Use this procedure to create a cost plan for an investment or service.

To create a cost plan

1. On the Financial Plans tab, click the Cost Plans subtab.


2. Click New.

The Create Cost Plan page appears.

3. Complete the following fields:

Plan Name

Defines the name for the cost plan.

Plan ID

Defines the unique ID for the cost plan.

Period Type

Defines the type of time period by which you want to design the plan.

Select: weekly, semi-monthly, monthly, quarterly, annually, and 13

periods per year. Plan data will display by the period type you select.

Plan Start Period

Defines the start date of the fiscal time period. Click the Browse icon to

select the date.


Plan End Period

Defines the end date of a fiscal time period. Click the Browse icon to

select the date.

Group By

Select whether you want to display data by transaction classes, roles, or

charge codes. Two user-defined selections also appear in the list. If

these have not been defined by the finance manager, they appear as

Utility Code 1 and Utility Code 2.

To group by roles, each staff member must be assigned to a primary or

project role. Primary roles are assigned in the resource's profile. Project

roles can be assigned on the <Investment> Team: Staff page.


Cost Plans


Sub-Group By

Defines the data you want to appear under the Group By data in the

plan. This selection appears as secondary line item information in the

plan grid.

4. Click Submit.

The <Investment> Financial Plans: Cost Plans page appears with the listing

of cost plans.

5. Add line item details.

Add Line Item Detail to Cost Plans

Use the Cost Plan Details page to view a list of line item details for your cost plan.

To view this page, open the cost plan and click the Detail tab.

To add line item detail

1. On the <Investment> Financial Plans: Cost Plans list page, click the name of

the cost plan.

The Cost Plans Details page appears so that you can add specific line items to

the plan.

2. Do one of the following:

If you selected the Group By value without selecting a Sub-Group By

value when you created the cost plan, select the Group By line items you

want from the list and click Add.

The Add Plan By Details page appears.

■ If you selected both Group By and Sub-Group By values when you

created the cost plan, click Add.

The Add Plan By Details page appears. The items listed are determined

by what you selected as the Group By when the cost plan was created.

The selections here appear as labels on the grid of the plan.

■ Select the check boxes of the Group By items you want included in the

cost plan and click Add and Continue.

■ Select the check boxes of the Sub-Group By items you want included in

the cost plan and click Add.

The Cost Plan Details page appears with the Group By and Sub-Group By

details for the time periods selected.

3. Edit the fields on the cost plan to enter detail.

Cost Plans


Edit Cost Plans

Use this procedure to enter data into a cost plan initially or to edit data already

entered in cost plan fields. You can enter positive and negative values in the cost

plan. For example, to track depreciation.

To edit a cost plan

1. Open the investment and click the Financial Plans tab.

The <Investment> Financial Plans: Cost Plans list page appears by default.

2. Click the name of the cost plan.

The Cost Plans Details page appears.

3. Select Edit Mode from the Actions menu.

The fields on the Detail tab change from display-only to edit mode. If you do

not see text entry fields, make sure the correct time period for the plan is

displayed. Use the left and right arrows above the time periods to select the

correct times.

4. Change the plan as needed:

GL Account

Associates a GL Account with each selected group or sub-group.

Units

Defines the number of units.

Cost

Defines the cost.

Revenue

Defines the revenue.

5. Click Save.

Cost Plans


Create the Plan of Record

The plan of record is the cost plan that you intend to use as the budget plan for

an investment or service. Before you submit a cost plan for budget approval, you

must make it the plan of record.

To create a POR


The <Investment> Financial Plans: Cost Plans list page appears.

2. Select the check box next to the plan you want as the plan of record and click

Set as Plan of Record.

A check mark appears in the Plan of Record column for the plan selected.

Copy Cost Plans

Use the following procedure to copy an existing cost plan. You can copy the

entire cost plan and make modifications, or you can copy a portion of the cost

plan. To copy a portion, you can change the start and end periods or you can

scale the values included in the cost plan by a percentage.

To copy a cost plan

1. Open the investment.

The <Investment> Properties: Main - General page appears.

2. Click the Financial Plans tab.

The <Investment>: Financial Plans: Cost Plans page appears.

3. Select the check box next to the cost plan you want to copy and click Copy.

The Copy Cost Plan page appears.

4. Complete the following fields in the New Cost Plan section:

Plan Name

Defines the plan's name. Accept the default name, which is the original

name with a number to indicate the copy, or enter a new name.

Plan ID

Defines a unique ID for the plan.

Description

Defines a description for the plan.

Period Type

Defines the period type, such as monthly or quarterly.

Cost Plans


Plan Start Period

Defines the start date for the time period or range of time periods. Click

the Browse icon to select another plan start time period.

Plan End Period

Defines the end date for the time period or range of time periods. Click

the Browse icon to select another plan end time period.

Group By

Defines the selected primary line item details for the time period.

Sub-Group By

Defines the selected secondary line item details for the time period.

5. Complete the following fields in the Copy Data from Original Cost Plan

section:

Source Plan Name

Defines the plan from which you are copying data.

Start Period

Defines the start time period. Click the Browse icon to select another

start time period.

End Period

Defines the end time period. Click the Browse icon to select another end

time period.

Scale By

Defines the percent by which the copy is scaled. Enter a number value to

indicate how you want the copy scaled.

Example: Enter 75 to see the values for the copy increased by 75

percent of the values for the original.

6. Click Submit.

The cost plan is copied.

Cost Plans


Populate Cost Plans with Resource Data

Use this procedure to create a cost plan that uses current resource allocation or

assignments for the investment or service. Before you can use this option, you

must define or enable the following data:

■ Staffing

■ Financial properties to financially enable staff resources for transaction

processing


■ Charge codes for all tasks

Note: When you create a cost plan for an investment using its resource data, the

plan uses the time duration specified for the investment’s team. The team's time

duration is based on the start and finish date specified on the investment

property page. The rates for the resources in the plan are picked based on the

rate matrix defined for the investment.

Note: Contact your CA Clarity PPM administrator or see the Administration Guide

for more information.

To populate a cost plan with resource data

1. Open the investment, and click the Financial Plans tab.


2. Click New From Resource Plan.

The Cost Plan page appears.

If you have not set up staff for the investment or service on the Team tab,

the New From Resource Plan button does not display.


Plan Name

Defines the name for the cost plan.

Plan ID

Defines the unique ID for the cost plan.

Period Type

Defines the type of time period by which you want to design the plan.

Select from : weekly, semi-monthly, monthly, quarterly, annually, and

13 periods per year. Plan data will display by the period type you select.

Cost Plans


Group By

Determines whether you want to display data by transaction classes,

roles, or charge codes. Two user-defined selections may also appear in

the list. If these have not been defined by the financial manager, they

appear as Utility Code 1 and Utility Code 2.

Note: To group by roles, each staff member must be assigned to a

primary or project role. Primary roles are assigned in the resource's

profile. Project roles can be assigned on the <Investment> Team: Staff

page.


Sub-Group By

Determines the data you want to appear under the Group By data in the

plan. This selection appears as secondary line item information in the

plan grid.

Copy From

Indicates which resource data you want included in the plan. Options:

Allocations or Assignments

Default: Allocations

4. Click Submit.

5. Edit the fields as necessary.

Delete Cost Plans

Use this procedure to delete a cost plan for an investment or service.

You cannot delete the POR.

To delete a cost plan


The <Investment> Financial Plans: Cost Plans list page appears.

2. Select the check box next to the cost plan you want to delete.

3. Click Delete.

Benefit Plans


Benefit Plans

Creating a benefit plan and associating it with a cost plan allows you to calculate

ROI or NPV on an investment or service. Although cost plans can be set up to go

through an approval process to become a formal budget, benefit plans do not

have to be approved. While a benefit plan can be associated with an unlimited

number of cost plans, a cost plan can have only one benefit plan.

Create Benefit Plans

You can create a benefit plan from scratch using the following procedure or copy

it from a project template.


Use this procedure to create a benefit plan to associate with a cost plan.

To create a benefit plan

1. On the Financial Plans tab, click the Benefit Plans subtab.

The <Investment> Financial Plan: Benefit Plans page appears.

2. Click New.

The Create Benefit Plan page appears.


Plan Name

Defines the name for the benefit plan.

Plan ID

Defines the unique identifier for the benefit plan.

Period Type

Defines the time period unit that will appear on the benefit plan. Select a

time period from the drop-down list.

Plan Start Period

Defines the first time period to include in the plan. Click the Browse icon

to select a time period.

Plan End Period

Defines the last time period to include in the plan. Click the Browse icon

to select a time period.

4. Click Submit.


Benefit Plans


Add Line Item Detail to Benefit Plans

Use this procedure to add line item detail to a new benefit plan.

To add line item detail



2. Click the name of the new benefit plan.

The Benefit Plan Details page appears.

3. Click Add.

4. Type the name of the benefit detail in the Detail field.

The name you enter appears as a label in the grid for the benefit plan. Add as

many benefit detail fields as needed.

5. Click Submit.

The grid for the benefit plan appears showing the detail names you entered

and the time periods in read-only mode. You can change the detail fields to

edit mode to enter data.

Edit Benefit Plans

Use this procedure to enter information for a new benefit plan or to edit data in

an existing plan.

To edit a benefit plan



2. Click the name of the benefit plan.

The Benefit Plan Details page appears.

3. Select Edit Mode in the Actions menu.

The fields on the Detail tab change from read-only to edit mode. If you do not

see text entry fields, make sure the correct time period for the plan is

displayed. Use the left and right arrows above the time periods to select the

correct times.

4. Edit the fields and add values as needed for benefit details.

5. Select Display Mode in the Actions menu to return to display mode.

6. Click Save.

Benefit Plans


Copy Benefit Plans

Use the following procedure to copy an existing benefit plan to create a new plan.

You can copy the entire plan or just a portion of it. After copying the plan, you

can modify it. To copy a portion, you can change the start and end periods or you

can scale the values included in the cost plan by a percentage.

When you copy a plan, the New Benefit Plan section of the page displays the

copied plan as is (without any changes). The period type is uneditable. The Plan

Start Period and Plan End Period fields display the start and end plan periods of

the original plan.

To copy a benefit plan



2. Select the check box next to the benefit plan you want to copy and click

Copy.

The Copy Benefit Plan page appears.

3. Complete the following fields in the New Benefit Plan section of the page.

Plan Name

Defines the new name of the copied plan. Enter a new name as desired.

Default: The plan name is the name of the plan from which you are

copying prefixed with "copy of".

Plan ID

Defines a unique ID for the plan.

Plan Start Period

Defines a new start time period to include in the copy. Click the Browse

icon to select a new start time period.

Plan End Period

Defines a new end time period to include in the copy. Click the Browse

icon to select a new end time period.

Scale By

Defines the percentage to scale the copied plan's dollar values by.

Default: 0 indicates that values will not change.

Example: Enter 75 to scale the values from the copied plan, increase by

75 percent from its original. Enter 100 to scale the value to twice the

original.

4. Click Submit.

Benefit Plans


How to Shift and Scale a Plan After Copying

After copying a benefit plan to create a new plan, you can change the Plan Start

Period in the new plan. The start period of the original plan is mapped to the start

period selected for the new plan.

For example, say Q1 Benefit Plan which covers the plan period March 1 to May 31

has benefit values allocated as follows for the different time periods:

■ March 1 to March 30: 100

■ April 1 to Apr 30: 200

■ May 1 to May 31: 300

If you copy Q1 Benefit Plan to create Q2 Benefit Plan B by changing the following

details:

■ Plan Start Period: June 1 to June 30

■ Plan End Period: July 1 to July 31

■ Scale by: 100%

The benefit values copied from Q1 Benefit Plan are allocated to Q2 Benefit Plan

as follows:

■ June 1 to June 30: 200 (original value scaled up by 100%)

■ July 1 to July 31: 400 (original value scaled up by 100%)

■ August 1 to August 30: 0

The benefit amount from March (the first time period in the original plan) gets

allocated to June (the first time period in the new or copied plan). Accordingly,

the value from April is allocated to May. As you entered a scaling value of 100%

when copying, the benefit values from the original plan are doubled in the new

plan. Since the new plan covers only two months, no value is allocated from May

from the original plan to August in the new plan.

Benefit Plans


Associate Benefit Plans with Cost Plans

Use this procedure to associate a benefit plan with a cost plan.

To associate a benefit plan with a cost plan



2. Click the name of the cost plan.

The Cost Plan Details page appears.

3. Click the Properties tab.

The Cost Plan Properties page appears.

4. Click the Browse icon in the Benefit Plan field and select a benefit plan.

5. Click Save.

Associate Benefit Plans with Submitted Budgets

Benefit plans associated with cost plans do not carry over to budgets. To

associate a benefit plan with a budget, you must associate it with the submitted

budget before it is approved. Approved budgets are read-only and cannot be

associated.

To associate a benefit plan with a submitted budget

1. On the Financial Plans tab, click the Budget Plans subtab.

The <Investment> Financial Plans: Budget Plans page appears.

2. Click the name of the submitted budget.

The Budget Details page appears.

3. Click the Properties tab.

The Budget Properties page appears.

4. Click the Browse icon in the Benefit Plan field and select a benefit plan.

5. Click Save.

Budget Plans


Delete Benefit Plans

Use this procedure to delete a benefit plan.

A benefit plan associated with the POR cannot be deleted.

To delete a benefit plan


The <Investment> Financial Plans: Benefit Plans page appears.

2. Select the check box next to the benefit plan or plans you want to delete.

3. Click Delete.

Budget Plans

When a cost plan is approved, it becomes the budget plan for an investment or

service. You can submit a portion of a cost plan for approval by varying the start

and end dates for the submission. Only the portion between the new start and

end dates is submitted for approval.

When a cost plan is approved, it becomes a budget plan with a new version

number. If there is a previous budget, it is saved separately and can be viewed

but not edited.

Submit Cost Plans as Budget Plans

A cost plan must be designated as the POR before you submit it for approval.

To submit a cost plan as a budget plan



2. Select the check box next to the cost plan designated as the POR, and click

Submit for Approval.

The Submit for Approval page appears.


Plan Name

Defines the name of copied plan. Accept the default name, which is the

original cost plan name, or enter a new name. The original name is

retained as read-only in the Plan of Record field.

Budget Plans


Plan ID

Defines unique ID for the plan.

Start Period

Defines the start period to submit a portion of the cost plan rather than

the whole fiscal period. Enter a different start period.

End Period

Defines the end period.

4. Click Submit for Approval.

Approve Submitted Budget Plans

Use this procedure to approve a submitted budget.

To approve a submitted budget plan



2. Click the name of the submitted budget plan you want to approve.


You can edit the fields that appear on the submitted budget. If changes to

the fields are necessary, select Edit Mode from the Actions menu and enter

the changes. Click Save to save any editing changes.

If you plan to associate a benefit plan with budget, you must make the

association before you approve the submitted budget. To associate a benefit

plan, click the Properties tab, then click the Browse icon next to the Benefit

Plan field and select a plan.

3. Click Approve.

Reject Submitted Budget Plans

Use this procedure to reject a submitted budget plan.

To reject a submitted budget



2. Click the name of the submitted budget plan you want to reject.


3. Click Reject.

Display Cost Plans and Budget Views


Modify Budget Plans

You cannot edit an approved budget directly. You must submit a new budget for

approval to replace the old budget.

Display Cost Plans and Budget Views

The following views are available for a cost plan or budget:

■ Self View—This view shows only the data for the selected cost plan or

budget. There is no child data included in the view. The view shows home

currency. This is the only view available for benefit plans.

■ Flat View—This default view shows the same information as the Self View but

the Group By and Sub Group By items are presented in separate columns.

The view can be edited if you have the appropriate access rights.

■ Aggregated View—This view shows the rollup for any child that belongs to a

cost plan or budget in a hierarchy. This view shows home currency.

If a parent investment does not have a budget available (approved or

unapproved), the aggregated budgets of the children investments do not roll

up.

■ Billing Currency View—This view is the same as Self View except it shows the

detail in billing currency.

To select a view

1. On the Financial Plans tab, click the appropriate subtab for a cost plan, a

benefit plan or a budget.

2. Click the name of the plan you want to view.

3. On the Details tab, select the view you want from the Show drop-down.


Chapter 4: Chargebacks

Chargebacks represent the inter-account transfers of investment or service

costs to departments. Chargebacks debit (or charge) departments for their

shared cost of investments or services that were delivered during a specified

period of time. A chargeback represents the debit-side of an accounting system.

A corresponding credit is issued to departments that provide the investment or

service—giving them financial credit for the work they completed.


How Chargebacks Work (see page 52)

Investment Chargebacks (see page 57)

Department Invoices (see page 64)

Department Recovered Costs (see page 75)

How Chargebacks Work



Chargebacks and credits are driven by rules and processed through WIP

transactions. These rules are used during transaction processing to apply

charges or credits appropriately to designated departments. Department

managers can view their charges and credits using the following tools:

■ Department invoices to view and approve charges.

■ Department recovery statements to viewed credits. Available for

departments that manage services.

The following chargeback rules are supported:

■ Investment-specific Debit Rules. A set of investment-specific debit rules that

determines how to debit departments for the cost of investments or services

that were delivered to them during a specified period of time. Allocations

may not always equal 100 percent if some costs are charged to overhead.

Investment or service managers set up debit rules.

■ Standard Debit Rules. A standard set of debit rules that can be used globally

within an entity to charge departments for investment costs.

Note: Contact your finance manager or see the Administration Guide for

more information.

■ Credit Rules. A set of rules that determines which departments are credited

for the cost investments or services delivered during a specified period of

time. Allocations on credit rules must equal 100 percent of the debited costs.


more information.

■ Overhead Rules. A standard set of rules that determines how to charge

remaining costs for a specified period of time.


more information.

When setting up debit rules, you as the investment or service manager can base

charges on standard rules or investment-specific rules.

To work with chargeback rules for your investments, you need certain access

rights. See the following guides for a list of access rights needed to manage

chargeback rules for a specific investment type:






Rule Headers and Time-based GL Allocations

Debit and credit rules are composed of a header and a set of time-based GL

allocations.

Rule Headers

A header uniquely describes the rule and is used during financial processing to

match to transactions. Some examples include:

A debit rule "DB-800" is described as charge code "Expenses" and transaction

code "techSup" and another debit rule "DB-900" is described as charge code

"Expenses" and transaction code "SysMaint".

A credit rule "CR-000" is described as location "Santa Clara" and resource class

"ENG". Another credit rule "CR-111" is described as location "Bournemouth" and

resource class "ENG".

The GL allocation code used to create and identify rules can be configured to

autopopulate.

Note: Contact your CA Clarity PPM administrator or see the Studio Developer's


Time-based GL Allocations

Debit and credit rules are composed of a header and a set of time-based GL

allocations. Time-based allocations determine how much departments are

debited or credited for costs during a time period. Chargeback rules are based on

the following:

■ Full GL Account. Determines the general ledger (GL) account the cost is

charged to and the department responsible for the cost.

■ Fiscal time period. Identifies the time period for the GL allocation.

■ Allocation percentage. Determines the percentage of the total cost debited

or credited to the full GL account.



By Example: Sharing Costs

Retail Banking of INR Financial commissioned the development a mortgage

application whose systems are shared by Retail Self Services and Retail Premier

Accounts. Retail Banking is using the Chargeback feature to allocate costs

incurred by IT for this development project.

This project required expertise from application developers, analysis expertise

from Retail IT technical operators, and technical securities expertise from

Investment Banking IT. Retail Banking IT set up investment-specific debit rules

and credit rules to charge back costs to departments that commissioned the

work and credit those that provided the work.



Crediting Multiple IT Departments for Work Completed

The Retail IT finance manager set up a credit rule to allocate 100 percent credit

among three provider departments:

Retail Application Development is doing the bulk of the development work and is

credited 50 percent for the first three months and 80 percent for the remaining

three months.

Retail Technical Operation is providing consultation at the beginning of the

project and is credited for 25 percent for the first three months, and 10 percent

for the remaining three months.

Investment Banking IT is also providing consultation at the beginning of the

project and is credited for 25 percent for the first three months and 10 percent

for the remaining three months.



Debiting Multiple Business Units for Commissioned Work

The Retail IT project manager for this project set up a debit rule to charge back

50 percent each quarter to the Retail Self Service department and Retail Premier

Accounts department.

With flexible chargeback rules, INR financial can allocate charge costs

appropriately to the departments benefiting from the services IT is providing. It

also enables IT departments to get credit for the work they deliver.

Investment Chargebacks


How to Set up Chargebacks for Debit and Credit Rules

The following must be set up before you can work with chargebacks:

■ An entity must exist with departments, locations, and fiscal time periods.

■ Transaction classes must exist if you plan to use transaction class criteria to

match investments with transactions.


more information.

■ General Ledger (GL) accounts must exist to define time-based GL

allocations.


more information.

■ Team members of investments or services who are referenced in

transactions must be financially enabled. This includes any labor,

equipment, material, and expense resources.

Note: Contact your resource manager or see the Resource Management

User Guide for information.

■ Investments or services must be financially enabled.

■ Charge codes and input codes must exist.


more information.

■ Users must be granted investment allocation rights to manage chargebacks

for all investment or those that they manage. See the following guides:




Note: Two utility codes are also available for additional customer-specific rule

definitions. These options must be configured by your CA Clarity PPM

administrator using Studio before you can use them.

Note: Contact your CA Clarity PPM administrator or see the Studio Developer's



Managing chargebacks from investments involves setting up chargeback options

and if selected as a chargeback option, setting investment-specific debit rules.



Set Chargeback Options

Chargeback options determine how and when charges are generated during

invoicing. You must set up chargeback options to process chargebacks.

Chargeback type determines whether an investment-defined rule or a standard

debit rule is matched to transactions during financial processing.

Bill Expense identifies how costs are booked. It is also used to match with

transactions to determine if investment costs are invoiced. Suppose your

company has a policy to charge back only investments that are considered

capital expenses. Suppose further that you manage e-mail servers. Servers and

other mission-critical hardware are considered by company policy to be

depreciable and are handled differently during transaction processing. Any

capital expense transactions that are processed against your e-mail servers will

be ignored and not charged back.

To set chargeback options

1. Open an investment or service.

The properties page appears.

2. Click the Chargebacks tab.

3. Click the Options subtab.

The Chargebacks: Options page appears.

4. To enable chargebacks, select a chargeback type:

Standard

The investment or service charges the cost back to departments based

on a standard, globally available debit rule. The finance manager or CA

Clarity PPM administrator sets up standard chargeback rules.


Investment

The investment or service charges costs back to departments based on a

debit rule defined specifically for this investment or service. Investment

and service managers set up debit rules for their investments or

services.

Important! You must select a chargeback type to generate invoices for

matched transactions.

5. Select a bill expense type to indicate how costs are accounted for and

whether they are considered for invoicing when transactions are processed:

■ Capital expense

■ Depreciation

6. Save changes.



Investment-specific Debit Rules

Investment-specific debit rules determine how much of the total cost each

consuming department is charged for investments or services.

The amount debited to consumer departments does not need to equal 100

percent of the costs if you charge remaining costs to overhead. Your finance

manager is responsible for setting up any standard, credit, or overhead rules,

and for ensuring that debits and credits equal.


On the Chargebacks page, you can view a list of any debit rules defined for the

investment or service. From this page, you can drill-down and view, add, or

update GL allocations for the selected debit rule.



Create or Edit Investment-specific Debit Rules

Debit rule properties uniquely describe a rule and are used to match transactions

during financial processing. An overhead rule must exist in order to charge any

remaining costs to the full GL account.


information.

To create a debit rule header

1. Open an investment or service.


2. Click the Chargebacks tab, and click the Debit Rules subtab.

The Chargebacks: Debit Rules page appears.

3. Click New.

The Create GL Allocation page appears.

4. Enter the following required information.

■ Allocation Code

■ Status Code

5. Save changes and continue adding the GL account and department

combinations that will be charged for costs.

To edit the properties of a debit rule

1. Open the investment or service.


2. Click the Chargebacks tab and then click the Debit Rules subtab.


3. Click the debit rule's Properties icon to edit its properties.

The GL Allocations Properties: Main page appears.

4. Edit the following properties as needed:

Allocation Code

Defines the unique code used to classify the debit rule for this

investment or service.

Charge Code

Defines the charge code. Click the Browse icon to select a charge code.

Input Type Code

Defines the input type code. Click the Browse icon to select an input type

code.



Transaction Class

Defines the transaction class. Click the Browse icon to select a

transaction class.

Status Code

Indicates if the debit rule is available for chargebacks. Select one of the

following:

■ Active—Indicates that the rule is always considered and may be

matched to a transaction when generating invoices.

■ Inactive—Indicates that the rule is not considered when generating

invoices.

On Hold. The rule may be considered and matched to a transaction if

no active rule can be matched.

Charge Remainder to Overhead

Indicates whether to charge any remaining costs to overhead. Select this

check box to charge any remaining costs to overhead.

5. Submit changes.

GL Allocations

Once you have created debit rules, you can define the GL allocations that

determine how consumer departments are charged for costs. A GL allocation is

composed of a full GL account and a set of allocation rules that represent the

percentage of the allocated cost for a specified time period. A full GL account is

a combination of the natural GL account and department.

For each GL allocation, you can evenly distribute chargeback percentages across

all fiscal time periods, or specify different percentages for each time period. For

example, if your company sets up its fiscal time period on a quarterly basis, you

can specify 100 percent allocation for the first quarter and 50 percent in the

remaining quarters. The remaining costs for the last three quarters can be

charged to another department or to overhead.



Create or Edit GL Allocations

To create or edit a GL allocation



2. Click the Chargebacks tab and then the Debit subtab.

The Chargebacks page appears.

3. Click the GL Allocation Code link to access the rule details.

The GL Allocation Detail List page appears.


■ Add a new GL account. Click New.

The Create GL Allocation Detail page appears.

■ Edit existing allocations. Click the GL Account link.

The GL Allocation Properties: Details page appears.

5. Under the General section:

a. Click the Browse icon to select or change the GL account.

b. Click the Browse icon to select or change a corresponding department.

6. In either the Start or Finish fields, use the date picker to select a period time.

The fiscal time periods available for selection are determined by the entity's

fiscal time period type.

7. Specify the percentage to which charges will be allocated to the GL account

and department combination.

8. Save to continue adding allocations for more time periods.

9. Submit when done.



Remove GL Allocations

You can remove GL allocations from debit rules as long as they are not

referenced elsewhere.

To remove an GL allocation



2. Click the Chargebacks tab and then click the Debit Rules subtab.


3. Click the GL Allocation Code link to edit the allocation details associated with

the rule.

The GL Allocation Detail List page appears.

4. Click the GL Account link to access GL allocation details from the selected GL

account and department combination.

The GL Allocation Properties: Detail page appears.

5. Select the check box next to each allocation time period you want to remove.

6. Click Delete.

Delete Debit Rules

You can delete debit rules if the rule has not been used to process transactions.

To delete a debit rules



2. Click the Chargebacks tab and then the Debit Rules subtab.


3. Select the check box next to each debit rule you want to delete.

4. Click Delete.

5. Click Yes.

Department Invoices


Reverse Charges on Transactions

You can review transactions processed for your investments or services to

ensure they were posted correctly. You can also reverse charges on selected

transactions or on all listed transactions if you find errors that require reversals.

Use the <Investment> Chargebacks: Transactions page to reverse charges on

transactions. To view this page, open the investment or service, click the

Chargebacks tab, and then click the Transactions subtab.

The transactions listed on this page are either charged or reversed. When you

reverse the charges, the allocated charge is removed from department invoices

the next time invoices are generated or when the department manager manually

regenerates an invoice. If the invoice is locked or approved when you reverse the

charges, this change is reflected in future invoices.

To view and reverse charges on transactions



2. Click the Chargebacks tab and then click the Transactions subtab.

The <Investment> Chargebacks: Transactions page appears.

3. In the filter section, browse for and select the fiscal period for which you

want to view or reverse charges on transactions, and click Filter.

4. Review the transactions.

5. If the transactions are incorrect and require reversals, do one of the

following:

■ Select each transaction whose charges you want to reverse and click

Reverse Selected Charges.

■ Click Reverse Filtered Charges to reverse the charges of all of the listed

transactions.

The selected transactions indicate that charges were reversed.

Department Invoices

Each department charged for the cost of delivered investments and services

receives an invoice for each time period. You can view invoices periodically to

monitor charges, make corrections, approve or reject invoices, and manually

regenerate invoices.

The investment or service manager sets up the debit rules that identify the

departments that get charged and the percentage of the cost they are debited.

Department Invoices


Invoice Prerequisites

To receive and submit, approve, or reject an invoice, you must first ensure the

following:

■ A fiscal time period type must be selected for the entity. the fiscal time

period type is used to establish the invoice cycle.


■ Investment-specific debit rules or standard debit rules must exist. For more

information:

Contact the project, investment, or service manager to set up

investment-driven debit rules.

■ Credit rules must exist.


more information.

■ Access rights must be granted to users responsible for viewing, submitting,

and approving or rejecting invoices.


information.

Department Invoices


How Invoice Approval Works

Typically, the finance manager and department manager work together to

approve invoices. The finance manager submits invoices for approval and the

department manager approves or rejects invoices. Department invoice access

rights determine the users who can do invoice-related tasks.

Use your company's policies and best practices to identify the roles responsible

for invoices and to determine cutoff periods for submitting and approving

invoices. The following describes the approval process:

1. The invoice is generated by running the Generate Invoice job, which can be

scheduled to run periodically. When the job is complete, the invoice is

available with a status of "Pro-forma". It is open to receive additional

transactions. The invoice is available for review. The finance manager can

manually regenerate invoices as needed to capture newly added

transactions or adjustments in between scheduled invoice generation runs.

2. Your finance manager submits the invoice for approval. The status changes

to "Submitted" and the invoice becomes locked. No further transactions can

be added. If additional transactions are processed for that time period, they

are added to the next time period's invoice.

3. The department manager can approve or reject the invoice.

■ If approved, the status changes to "Approved". The invoice is complete

and no further actions can be taken.

■ If rejected, the status changes to "Rejected". The finance manager can

adjust or reverse a specific transaction or the entire invoice.

Department Invoices


Delegated Invoice Approvals

Delegated invoice approval enables subdepartments to view and approval their

own invoices. Delegated invoice approval is determined when setting up

departments.


information.

When subdepartments are given delegated invoice approval, invoices are

generated for each subdepartment and the parent department if debit rules exist

and transactions are posted against them. Subdepartment charges are not rolled

up to the parent.

When subdepartments do not have delegated invoice approval, any charges

posted against these subdepartments are rolled up into the invoice of the parent

department.

Parent departments must have delegated invoice approval to delegate invoice

approval to any of their subdepartments. If the top-level parent department

does not set delegated invoice approval, no subdepartment in that branch can

view or approval invoices. All charges are rolled up the top-level parent

department.

Consider the following organizational structure and the effect delegated invoice

approval has on each department:

The Retail Banking business unit

Delegates invoice approval to its two subdepartments, Self-service Banking and

Premier Customer Accounts. An invoice for the Retail Banking business unit is

generated when transactions are posted against the business unit.

The Self-service Banking department

Department Invoices


Does not delegate invoice approval to its two subdepartments, Marketing and

Customer Service. An invoice is generated for the Self-service Banking

department when transactions are posted against it. Any charges posted against

Marketing and Customer Service departments are rolled into the Self-service

Banking invoice. The Self-service Marketing and Customer Service departments

do not receive invoices.

The Premier Customer Accounts department

Delegates invoice approval to its two subdepartments, Marketing and Customer

Service. An invoice is generated for the Premier Customer Accounts department

when transactions are posted against the department. The Premier Accounts

Marketing and Premier Accounts Customer Service departments also receive

their own invoice when transactions are posted against their department.

Invoice Aggregation

Each line item in an invoice shows the aggregate charges of the top-level parent

investment or service in a hierarchy. You can also drill down and view the

detailed charges of the top-level parent and any child investment involved in

transactions during the invoice time period.

Refer to the following documents to learn how to work with charges in

investment or service hierarchies:

■ Note: See the Project Management User Guide for more information.

■ Note: See the IT Service Management User Guide for more information.

■ Note: See the Portfolio Management User Guide for more information.

Department Invoices


By Example: Bottomline Charges are the Tops

The Retail Self-service department at INR Financial manages a product called

Self-service Banking. This product is the top-level parent to several other child

investments, such as the Online Bill Presentment (OBP) system and technical

support. When viewing invoices, department managers will only see the

aggregated charges of the top-level parent. For example, the $4,190.00 for

Self-service Banking represents total charges for any investment in the

hierarchy that were involved in a transaction during the invoice period.

Department managers can view detail charges on each investment in the

hierarchy by clicking the amount or total amount.

Department Invoices


Invoice Adjustments

Occasionally you may see charges that are incorrect and require some kind of

adjustment or reversal. When this occurs, you can reject the invoice and request

an adjustment. The following are examples of adjustments you can request:

■ Change your share in the cost of the investment or service.

Contact the investment or service manager and request an adjustment to

your debit allocation percent.

■ Update the transaction.

Contact your financial manager to create a WIP adjustment and modify the

transaction as needed, such as increasing or decreasing the rate, cost, or

units.

■ Reverse the charges completely.

Contact your investment or service manager, or finance manager to reverse

charges.

Adjustments or reversals to transactions or debit rules trigger adjustments to

other departments sharing in the cost of the investment. For example, if your

allocation percentage is reduced by 5%, other departments pick up those

additional charges. If the total cost is discounted for one transaction, then all

departments sharing the costs also receive an adjustment in their charges.

Any adjustments or reversal made to locked or approved invoices is reflected in

the next unlocked invoice or future invoice.

Department Invoices


Access Department Invoices

Department managers can view a list of invoices generated for their department,

or finance managers can view all generated invoices, and drill-down and view

details and transaction information.

Access Your Department Invoices

Department managers can view their invoices from department invoice pages.

To view a department-specific invoice

1. Select Departments from the Organization menu and click the Department

link to open the department.

2. Click the Invoice tab.

A list of invoices for your department appears. You can view invoice status

and amount.

3. Review invoice details.

Access All Department Invoices

Finance managers can view all chargeback-related invoices from financial

management invoice pages.

1. Click Invoices from the Financial Management menu.

A list of invoices appears. You can view invoice status and amount.

2. Review invoice details.

View Invoice Details

You can view invoice details, prior period adjustments, and the invoice amount.

You can also take actions on invoices, such as approve or reject, depending on

their state.

To view invoice details

1. Open the invoice.

2. Click the Invoice Number link to review invoice details.

Details of the invoice appear on the Invoice Properties page.

3. View the following information:

Investment

Displays the investment from which the charges originated.

Department Invoices


Current Amount

Displays the amount of the charge for the specified time period. Click

this link to view transaction details.

Prior Period Adjustment

Displays he amount of an adjustment that occurred during a previous

time period. If zero, then no prior period adjustments were made. Click

this link to view adjustment details.

Total Amount

Displays the total amount of the charges less adjustments for the

specified time period. Click this link to view transaction details.

Subscription

Indicates whether you have subscribed to a service. A check mark is

displayed if you have subscribed to a service.


■ Click the Amount link or Total Amount link to view transaction details.

■ Click the Prior Period Adjustment link to view prior period adjustment

details.

Key information includes:

Type

Indicates if transaction is a work-in-progress (WIP) or an adjustment.

Amount

Displays the amount of the transaction.

Percentage

Displays the percentage charged to service.

Example: 100%, indicates that the investment is used by one service,

and 50% indicates the investment is shared between two services.

Scaled Amount

Displays the scaled dollar amount based on the percentage charged to

the service.

5. If the invoice is not yet approved, you can do the following (depends on

granted access rights):

■ Submit the invoice.

■ Lock or unlock the invoice.

■ Approve or reject the invoice.

■ Regenerate the invoice.

Department Invoices


Submit Department Invoices

Your finance manager typically submits invoices for approval.

Use the Department Invoice items page to submit an invoice for approval or

rejection. Submitted invoices are automatically locked and have a status of

"Submitted". Submitted invoices can be recalled, approved, or rejected.

To submit a department invoice for approval


2. Click the Invoice Number link to access the invoice details.

3. Click Submit.

Lock and Unlock Department Invoices

Your finance manager typically locks and unlocks invoices.

Use the Department Invoice items page to lock and unlock invoices.

When an invoice is submitted, it is automatically locked. When an invoice is

locked, transactions cannot be added to the invoice. If you have rights to submit

invoices, you can temporarily unlock and regenerate last minute changes.

To lock or unlock a department invoice




■ Click Lock to block updates to the invoice.

■ Click Unlock to open the invoice for updates.

Department Invoices


Approve or Reject Department Invoices

The department manager typically approves or rejects an invoice.

Approved invoices. When an invoice is approved, you cannot recall or take any

other action on the invoice. Any adjustments or reversals made to the invoice

after approval are included with the next unlocked or future invoice.

Rejected invoices. When an invoice is rejected, WIP adjustments or changes to

debits rules can be made to correct charges. Contact your finance manager for

help with WIP adjustments.

To approve or reject a department invoice




■ Click Approve.

The invoice status changes to "Approved".

■ Click Reject.

The invoice status changes to "Rejected".

Regenerate Department Invoices

Invoices are updated continually during scheduled runs of the Generate Invoice

job. However, you can manually update an invoice in between scheduled runs

and view recently added transactions.

If a recalculation affects multiple invoices and all affected invoices are unlocked,

the invoice is updated. Recalculations are ignored if any invoice affected by the

change is locked. If a recalculation is not possible, a message appears letting you

know.

To regenerate a department invoice



The Invoice Properties page appears.

3. Click Regenerate.

A progress bar appears during the regeneration process. When complete,

the recalculated invoice appears.

4. Click the Current Amount or Total Amount link to view transaction details

and see the effects any adjustments had on the invoice.

Department Recovered Costs


Recall Department Invoices

You can change the status of an invoice back to its submitted state by recalling

it.

To recall a department invoice for approval



3. Click Recall.

The invoice status changes to the "Recalled" state.


A recovery statement tells departments how much of their incurred costs can be

recovered from the departments who benefited from services provided. A

recovery statement is similar to a company's income statement—only for

departments.

Incurred costs are charged to the departments that receive services.

Department managers can view their charges from an invoice.

Only departments that provide services can view department recovery

statements. The following must be set up:

■ Services must exist and be associated with the department.


■ At least one department must subscribe to at least one service offered by the

provider department.


information.

■ Debit rules must exist for services. Contact the service manager to create

debit rules for the service.

■ Credit rules must exist.


more information.

■ Users must be granted rights to view recovery statements.


information.

Recovery statement are generated along with invoices during scheduled runs of

the Generate Invoice job.



By Example: IT Departments Aren't Cost Centers Any More

INR Financial offers its business units a wide variety of IT supporting services,

such as email support, desktop support, and network support, that are vital for

each business unit to maintain their lines of business. Each of these departments

are charged for those services. Each department that delivers services receives

credit for work performed.

Approved Invoices Charge Costs to Departments that Benefit from

Services

Department invoices are generated, reviewed, and approved on a quarterly

basis by the departments that benefit from services delivered to them.

Corporate Human Resources has subscribed to several IT services and has

agreed to accept charges for a portion of these services. The Human Resources

department has approved an invoice that totals $7,400.

Charged Costs Translate into Credit for Departments that Deliver

The IT Delivery Services department receives credit for services provided. The

department manager can view incurred costs and credits by viewing the

department recovery statement. This statement shows that some charges were

approved and the department has recovered $7,400 so far. Other department

managers have yet to approve their charges. This appears as recovery variance.



View Recovery Statement Summaries

On a recovery statement you can view a summary of all your incurred costs,

recovered costs, and credits sorted by your services.

To view a recovery statement summary

1. Select Departments from the Portfolio Management menu and click the

Department link to open the department.

2. Click the Recovery Statement tab.

3. Browse or filter recovery information as needed.

A list of investments owned by the department appears with the following

information:

Investment

Displays the name of the investment owned by this department and

offered as a service to other departments.

Type

Indicates if the investment is a service or some other type of investment.

Incurred Cost

Displays the total cost incurred to-date by this investment that was

charged to other departments. Click this value to drill-down to view

transaction details.

Recovered Cost

Displays the total charges approved to-date by departments charged for

this investment. It is the total costs recovered to-date by this

department. Click this value to drill-down and view transaction details.

Recovery Variance

Displays the difference to-date between incurred costs and recovered

costs. It is the total amount this department is expecting to recover.

Credits

Displays the total possible credit this department can receive. Click this

value to drill-down to view transaction details.

Credits Variance

Displays the difference to-date between incurred costs and credit.



View Recovery Statement Details

You can view recovery statement details to view transaction details.

To view recovery statement details

1. Select Departments from the Organization menu and click the Department

link to open the department.

2. Click the Recovery Statement tab.

A list of investments appears.

3. Click any of the following links to view transaction details:

■ Incurred Costs

■ Recovered Costs

■ Credits

A list of the processed transactions affecting this recovery statement

appears.

4. Select the Include Sub-departments check box to view transactions from

sub-departments.

This check box is inactive if sub-departments do not exist.


Investment

Displays the name of the investment from which costs were incurred.

Department

Displays the name of the department who charged for costs.

GL Account

Displays the general ledger account to which credits are posted.

Transaction Date

Displays the date of the transaction.

Amount

Displays the total incurred costs.

Percentage

Displays the GL allocation defined in credit rule by your finance manager.


Chapter 5: External Billing


About External Billing (see page 79)

Company Profiles (see page 83)

Advance Billing (see page 90)

Demand Billing (see page 95)

Unlock Bills (see page 104)

Credit Memos (see page 104)

Approve Billed Transaction or Credit Memo (see page 106)

Print Billing Invoices and Credit Memos (see page 108)

Batch Billing and Printing (see page 110)

About External Billing

External billing is the process of billing customers, partners, and other external

parties for the labor, material, equipment costs and expenses associated with a

project. It also involves approving billed costs and printing invoices.

You can access the external billing from the External Billing menu.

To charge departments for the costs of projects, services, and other

investments, you can process chargebacks.



External Billing Prerequisites

Before you can bill external customers for project costs, the following financial

setup and defaults must be defined:

■ An entity must be defined.


more information.

A department and a location for financially enabling the company must be

defined. The department must be associated with a location.


information.


more information.

■ Work-in-progress (WIP) classes, Investment classes, and Company classes

must exist.


more information.

■ Company profiles for each billable customer must be defined.

■ Projects must be financially enabled.


■ For advance billing, key costs must be defined to bill costs and approve

them. Optionally, tax codes and administrative codes can also be defined in

your rate and cost matrix to account for administrative fees and taxes.


more information.

You must have billing access rights to work with external billing and billing

rights to projects. If you are responsible for approving or rejecting bills, you

must also have billing approval rights for the project.




Billing Methods and Types

The following billings are available:

■ Advance billing lets you issue invoices before project costs are incurred and

anytime during the life of a project.

■ Demand billing lets you bill customers for project costs as they are incurred.

■ Batch billing lets you generate demand billing invoices in batches.

The billing method is determined by the billing type selected when a project is

financially enabled and by the billing process. The following table describes the

billing types.

Type Description Advance

Billing

Demand

Billing

Standard Standard bills let transactions

accumulate over a given cycle.

Standard bill types let you bill resulting

transactions any time during the billing

cycle.

Projects with a standard billing type can

enforce a contract amount. If the

Enforce Contract Amount option is

selected for a project, the project's

billings are checked against the contract

amount. If the billing amount exceeds

the contract amount, an invoice cannot

be generated.

No Yes

Retainer Retainer bills have no predetermined

limit on the final amount. Retainer bill

types are billed as transaction-based or

billed using defined, interim billing

amounts.

Yes Yes

Contract Contract bills have a specified limit on

the final amount. Contract bill types are

billed with defined billing dates and

accounts.

Yes Yes




Multi-level Billing

Multi-level billing lets you organize and consolidate billings and reports into one

billing project. You can send one billing invoice and create reports that includes

all of your relevant projects. Multi-level billing is available with advance billing,

demand billing, and batch billing.

Multi-level billing occurs when a billing hierarchy exists among several projects.

A billing hierarchy is a structure that is formed when a billable project is selected

for a project that is financially enabled. To form a billing hierarchy, all projects in

the billing hierarchy must:

■ Have the same company

■ Have the same billing currency

■ Have the same billing type

■ Have the same bill to company

Not be cyclically dependent. For example, if the InstaCash project is the billing

parent of the Security Upgrade project, then the Security Upgrade project

cannot be the billing parent of the InstaCash project.


With multi-level billing, you can view, bill, and approve all billings from the

top-most billing project. Totals from subordinate projects in the billing hierarchy

can be viewed from the top-level billing project.

For example, suppose that a customer, Ed's of Vermont, is sponsoring several

upgrade projects. A billing hierarchy is formed to consolidate all billings into one

invoice. The billing hierarchy is composed of the following:

Ed's of Vermont System Upgrade Projects (designated as the billing project)

■ Cash Management Migration

■ InstaCash System Upgrade

Each of these projects are retainer billing types. An invoice is generated that

shows the billable amount for each project.

Company Profiles


Company Profiles

Company profiles are used to identify a company's financial profile for external

billing. A company must be active and financially enabled to process billing and

financial transactions.

You can do the following:

■ Create company profiles (see page 84).

■ Edit general company information (see page 85), such as name, type and

status.

■ Manage the financial profile (see page 87) for capturing investment data.

■ Manage billing address information (see page 89).

■ View company-related documents.


information.

■ View audit records.


information.

Company Profiles


View the List of Companies

To view the list of companies

1. Click Companies from the External Billing menu.

The Company List page appears.

2. You can do the following:

■ Browse for the company to view or click the Expand Filter link to display

filter options and filter the list.

■ Create a new company.

■ View or edit company properties.

Create Companies

Use the Create Company page to define companies for billing and financial

processing.

To create a company

1. Click New from the Company List page.

The Create Company page appears.

2. Enter the following required fields.

■ Company Name

■ Company ID

■ Company Type

■ Company Status

3. Submit to create the company.

4. Do the following to further define the company:

■ Provide additional information to identify the company.

■ Set up financial properties. Required to financially enable the company

for billing project costs and financial processing.

■ Provide the company billing address.

Company Profiles


Edit General Company Information

You can create a new company or edit an existing company's general

information, such as name, type, and status. You can also provide optional,

supplemental information, such as external identifiers, affiliates, ticker symbols,

or an account manager.

To edit a company's general information

1. View the company list.

2. Select the Company Name link to edit the company's properties.

The Company Properties: Main - General page appears.

3. Edit information as needed.

Company Name

Defines the company name.

Company ID

Defines a unique company ID. Read-only after the company is created.

Company Type

Defines the type that best describes the company's relationship to your

organization. Select a type from the list.

Company Status

Indicates if the company as "Active" or "Inactive". The company must be

active to enable financials on projects. Select a status from the list.

4. Save changes.

Company Profiles


Manage Supplemental Company Information

You can provide optional, supplemental information, such as external identifiers,

affiliates, ticker symbols, and account manager.

To provide supplemental company information

1. View the list of companies.



3. Click Supplemental from the content menu.

The Company Properties: Main - Supplemental page appears.

4. Enter supplemental information as needed.

External ID

Defines the external ID for the company. This ID can be an ID related to

a system ID at your company.

SIC Code

Defines the company Standard Industrial Classification (SIC) code.

Parent Company

Defines the name of the parent company.

Affiliate Company

Defines the name of the affiliate company.

Division

Defines the division if the company is a division of a parent or affiliate

company.

5. Submit changes.

Company Profiles


Manage Company Financial Properties

You must financially enable a company to make project accounting possible.

Financially enabling a company lets you process project costs and bill them to

the company.

To financially enable a company




3. On the Properties tab, click Financial.

The Company Properties: Financial - General page appears.


Financial Status

Indicates the financial status for the company. Values are "Active" and

"Inactive".

Financial Location

Defines the financial location of the company. Click the Browse icon to

select the location.

Financial Department

Defines the financial department of the company. Click the Browse icon

to select the department.

WIP Class

Defines the work-in-process (WIP) class. The WIP class indicates the

transaction category for the company. Click the Browse icon to select the

WIP class.

Investment Class

Defines the investment class. The investment class is used to categorize

company-related projects. Click the Browse icon to select the

investment class.

Company Class

Defines the company class for the company. Click the Browse icon to

choose the company class.

Batch Cycle

Defines the batch cycle associated to this company. The batch cycle

determines how financial transactions are processed. Click the Browse

icon to select the batch cycle.

Company Profiles


Date Opened

Defines the date the company was financially enabled. Click the Date

Picker icon to select the date.

Invoice Template

Defines the invoice template used when printing external billing

invoices. Click the Browse icon to select the invoice template.

You can create your own invoice template by creating a customized

report.


5. Save changes.

6. Provide the billing address information.

Company Profiles


Manage Company Billing Addresses

You can set up multiple billing addresses if you send bills to different company

locations. Billing codes are used to define the financial properties for new and

existing projects that are associated with the company. For example, as projects

are completed for a branch or subsidiary, you can choose to send bills to the

parent company or to its subsidiaries.

A placeholder billing address profile is created by default using the company

name and ID for the billing company name and billing code, respectively. You

can edit the profile to provide the billing address information.

Important! You must define the financial properties of the company before you

can set up the billing addresses.

To edit billing address of a company


2. Select name of the company.


3. Click Billing Addresses on the content menu.

The Company Properties: Financial - Billing Address page appears.


■ Click New to create a new billing address.

■ Click the Billing Code link to modify an existing billing address.

5. Enter or modify the information as needed:

Billing Code

Defines the billing code assigned to each billing address. Read-only after

the billing address is created.

Billing Company Name

Defines the name of the company for which invoices are generated.

Address (1 - 5)

Defines up to five lines of detailed billing address information.

Attention Name

Defines the name of the person receiving the invoices.

Attention Phone

Defines the phone number of the person receiving the invoices.

6. Submit changes.

Advance Billing


Edit Company and Postal Addresses

You can provide the company address and postal address.

To edit the company and postal addresses



3. On the Properties tab, click the Addresses subtab.

The Company Properties: Addresses page appears.

4. Enter company and postal address information as needed.


Advance Billing

Advance billing enables you to issue invoices before project costs are incurred

and anytime during the life of a project. Advance bills must be generated,

released, and approved before an invoice can be issued.

Advance billing can be processed when projects are financially enabled for

retainer or contract billing types.

Advance billings regardless of the billing type are not generated from

transactions. Advance billings are created periodically based on contract

schedules or entered as an after-the fact invoice.

After-the-fact invoices enable you to track invoice amounts that originated from

an external system. You enter after-the-fact invoices manually by referencing

the original invoice number and the invoiced amount. After-the-fact invoices can

help you do the following:

■ Ensure that billings do not go over the contracted amount for a project by

including past invoices generated from another system.

■ Account for additional, unplanned work for invoices generated from another

system.


Advance Billing


View Projects Available for Advance Billing

On the Advance Billing page, you can view a list of projects with a set of advance

billings that are ready to be billed.

To view all projects eligible for advance billing

1. Select Advance Billing from the External Billing menu.

The Advance Billing page appears.

2. Browse or filter projects.

If you filter on a project that is part of the billing hierarchy, the filter will

return the billing project.

3. Click the Project Code link of selected project to do one of the following:

■ View a summary of advance billings.

■ View advance billing details, create or delete advance billings.

View Advance Billing Schedules

Use the Advance Billing Summary page to view scheduled advances bills for the

selected project.

To view the schedules for advance bills

1. Open a project eligible for advance billing.

A list of scheduled billings appear:

Bill Date

Defines the date the line item was created. Click the Bill Date link to view

details.

Amount

Defines the amount of the line item. All line items displayed are for the

same project and have the same currency.


multi-currency is enabled, the default is the billing currency.

After The Fact

Indicates that this invoice represents an after-the-fact (ATF) manual

invoice originating from an external system.

Invoice Number

Defines the unique invoice number for an AFT invoice.

Advance Billing


Tax Code

Defines the tax code assigned to the invoice.

Administrative Code

Defines the administration code assigned to the invoice.

Notes

Provides additional information about the line item. Click the Notes icon

to view additional information. If there are no notes, this column is

empty.

2. Do the following:

a. Create or edit an advance bill line item.

b. Release and approve advance billings.

c. View history of advance billing invoices.

d. Delete advance billings.

Create and Edit Advance Bills

Use the Advance Billing Details page to create or edit advance billing for a

selected project. Creating advance billings creates a billing schedule and adds

new line items to the advance billings summary for the selected project. You can

also use this page to record an after-the-fact manual invoice.


To create or edit an advance bill

1. Open the project to create or edit advance bills.

The Advance Billing Summary page appears.


■ Click New Row to create a new advance billing line item.

■ Click the Bill Date link to edit the selected line item.

The Advance Billing Details page appears.

3. Enter or edit the following fields:

Bill Date

Defines the bill date that appears on the invoice. Enter a bill date or click

the Date Picker icon to select a bill date.

Advance Billing


Amount

Defines the amount to bill.




After The Fact

Indicates if the line item represents an ATF invoice. Select this check box

if the line item represents an ATF invoice.

Invoice Number

Required if the After The Fact check box is selected. Defines the unique

invoice number. Leave this field blank if this line item is not an ATF

invoice.

Notes

Defines comments concerning the line item.

4. Submit changes.

Release Advance Bills for Approval

To release an advance bill for approval

1. Open the project whose line items you want release and approve.


2. Select the check box next to each line item you want to release for approval.


■ Click Bill to release the advance bill. The bill is ready for approval.

■ Click Bill and Approve to release and approve the advance billing in one

step.

The bill is ready for invoicing.

Advance Billing


View Advance Billing History

Use the Advance Billing Invoice History page to view previously generated and

released advance bills for a selected project. Only advance billing line items that

are released appear on this page.

To view the advance billing history

1. Open the project whose advance billing history you want to view.


2. Click the Invoice History link.

The Advance Billing Invoice History page appears.

3. View the following:

Bill Date

Displays the transaction date associated with the released advance bill.

Amount

Displays the amount and currency associated with the individual line

item previously billed. All line items displayed are from the same project

and have the same currency.



After The Fact

Displays a check mark if the bill was processed as an ATF invoice.

Invoice Number

Displays this number is the unique identifier for the bill. It is either a

system-generated number or the ATF invoice number.

Tax Code

Displays the tax code associated with the released advance bill.

Administrative Code

Displays the administration code associated with the released advance

bill.

Notes

Links to additional information about the bill. Click the Notes icon to view

notes. If there are no notes, this column is empty.

4. Click Back to return to the previous page.

Demand Billing


Delete Advance Billing Line Items

You can delete any advance billing line item (or schedule) before it is billed or

approved.

To delete an advance billing line item

1. Open the project whose advance billing line items you want delete.


2. Select the check box next to each line item you want to delete.

3. Click Delete.

Demand Billing

Demand billing enables you to bill customers for project costs as they are

incurred. Demand billing applies to projects financially enabled for standard,

retainer, and contract billing types.

To generate an invoice, you must make billing decisions by reviewing, billing or

adjusting posted WIP transactions in demand billing for selected projects.

Demand billing displays bills and adjustments, grouped by transaction type, for

posted WIP transactions. Transactions can be viewed at the following levels:

■ Summary level—Allows you to make billing decision on aggregate WIP

transaction totals grouped by transaction type.

■ Detail level—Allows you to make billing decisions on itemized WIP

transactions for a selected transaction type.

If you are consolidating project invoices into one using multi-level billing, options

to enforce the contract amount on individual projects in the billing hierarchy are

allowed and processed appropriately.

If negative invoices are not allowed, the invoice cannot be generated if the net

total is negative.


Demand Billing


View Projects Available for Demand Billing

The Demand Billing page displays a list of projects available for demand billing.

You can filter the list to show only the projects you want to work with. On this

page, you can view key information about the project's bill.

Projects billed as contract or retainer billing types are also available for advance

billing.

To view a project available for demand billing

1. Select Demand Billing from the External Billing menu.

The Demand Billing page appears.

2. Browse or filter the list of projects available for demand billing.



3. Select the check box next the each project you want to evaluate that is billed

to the same customer.

If the check box is inactive and a user's name appears in the Locked By

column, the demand billing for the project is locked.

4. Click Select.

The Demand Billing Summary page appears.

5. Evaluate posted WIP transactions.

Demand Billing


Review Aggregate Totals by Transaction Type

You can evaluate, bill, or adjust the aggregated totals for each transaction type

of selected projects at the demand billing summary level.

The summary level enables you to review aggregate totals for each transaction

type. When you bill or adjust items at the summary level, you are evaluating

aggregate totals from WIP transactions grouped by each resource type, not

individual transactions.

Bills evaluated at the summary level are invoiced by processing transactions that

are posted first. For example, suppose the aggregate total for equipment at the

summary level is $10,000 and you bill $5,000. The earliest posted transactions

are processed first, such as $2,000 posted in May, $2,400, posted in June, and

$600 of a $2,000 transaction posted in July.

To review aggregate totals for a transaction type

1. Open the projects for which you want to bill or adjust the posted WIP

transactions.


2. View the following summary information:

Project

Displays the name of the project.

Category

Displays the transaction type. Values are labor, equipment, material, or

expense. Click the Category link to view details.

Total

Displays the aggregate amount of all posted WIP transactions for the

transaction type.

Remaining

Displays the aggregate amount left to bill of all posted WIP transactions

for the transaction type.

Once a transaction is billed at the detail level, the aggregate billing at the

summary level becomes read-only. You can only bill transactions for that

transaction type at the detail level. Click the Detail icon to access

itemized transactions.

Demand Billing


3. Do any of the following to bill and adjust aggregate totals for each

transaction type:

■ Bill without adjustment.

Click the Bill icon to populate the Bill column with the value from the

Remaining column.

■ Adjust bill to zero.

Click the Adjust icon to populate the Adjust column with the negative

value of Total column. Click the Bill icon. The Bill column is zero.

■ Adjust bill.

Enter a positive or negative value in the Adjust column and click the

Adjust icon to populate the Bill column with the difference between the

values in the Total column and Adjust column.

4. Click Recalculate Invoice Total.

The invoice totals are recalculated.

5. To bill on a date other than today's, enter a date or use the Date Picker to

select another billing date.

If no date is entered, the invoice is billed as of today's date.


■ Click Bill to submit the bill for approval.

The bill must be approved by a user who is responsible for approving bills

before it can be printed and sent to the customer.

■ Click Bill and Approve to submit and approve the bill in one step.

The bill available for invoicing.

Demand Billing


Review Itemized Totals by Transaction Type

You can review, bill, or adjust each posted WIP transaction for a selected

transaction type. For example, you can evaluate the itemized posted WIP

transactions for labor resources.

The detail level enables you to review itemized totals for each transaction type.

View the details if you prefer to evaluate, bill, or adjust itemized transactions.

Once you have billed or adjusted an individual transaction, you cannot bill or

adjust aggregate totals for that transaction type from the Demand Billing

Summary page.

Once you have billed or adjusted individual transactions, you cannot bill or adjust

aggregate totals for that transaction type.

To review itemized totals for a transaction type

1. Open the projects whose WIP transactions you want to bill or adjust.


2. Click the Category link to view itemized transactions for the selected

transaction type.

The Demand Billing Details page appears.

3. View the following transaction details:

Resource

For labor, equipment, and material resource types. Displays the

resource associated with the posted WIP transaction.

Incurred By/Vendor

For expense resource types. Displays the user or vendor who incurred

the expense associated with the posted WIP transaction.

Date

Displays the date when the WIP transaction was posted.

Task

Displays the task associated with the project.

Quantity

For equipment, material, and expense resource types. Displays the

number of units associated with the WIP transaction.

Hours

Displays the billable labor hours.

Demand Billing


Rate

Displays the amount to be billed for each billable unit or hours in the

posted WIP transaction.

Total

Displays the total amount of the posted WIP transaction calculated using

<unit|hours> x rate.

Remaining

Displays the total billing amount left to be billed to the customer for the

posted WIP transactions.

4. Do any of the following to bill and adjust an itemized total for the selected

transaction type:

■ View additional notes about the bill.

■ Bill without adjustment.

Click the Bill icon to populate the Bill column with the value from the

Remaining column.

■ Adjust bill to zero.

a. Click the Adjust icon to populate the Adjust column with the negative

value of Total column.

b. Click the Bill icon.

The Bill column is zero.

■ Adjust bill.

Enter a positive or negative value in the Adjust column and click the

Adjust icon to populate the Bill column with the difference between the

values in the Total column and Adjust column.

5. Click Recalculate Category Total.

The category total is recalculated.

6. Submit to save the changes. The transaction type on the summary page

becomes read-only.

Demand Billing


View Demand Billing Notes on Itemized Posted WIP Transactions

You can view additional bill information from the Demand Billing Details page.

These notes can help you make billing decisions.

The Bill Note page displays the notes entered when the transaction was created.

To view the notes on a posted WIP transaction

1. Open the projects whose demand billing transactions you want to bill or

adjust.



transaction type.


3. Click the Notes icon to the right of the posted WIP transaction.

The Bill Note page appears.

If no notes are attached, the Notes icon cannot be clicked.

View Demand Billing Invoice History for a Project

Use the Invoice History page to view previous invoices for the selected project.

You can view the combined invoice history of all projects included in the billing

hierarchy. If a project is part of a billing hierarchy and has amounts previously

billed for its transactions, they are displayed in the Project column along with the

billing project for the hierarchy.

You can view invoice history at the summary and detail level. Both show different

views of the same information. If a previous billing includes a billing hierarchy

combined with stand-alone projects at the time of billing, all projects are

displayed with their corresponding amounts.

To view the invoice history

1. Open the projects whose demand billing invoices you want to view.


Note: To view detail level invoice history. Click the Category link of a

selected transaction type. The Demand Billing Details page appears.

2. On either the summary page or detail page, click the Invoice History link.

The Invoice History page appears.


Invoice Number

Displays the invoice number for an invoice for the project.

Demand Billing


Invoice Date

Displays the date the bill was invoiced.

Invoice Amount

Displays the amount of billed.

Invoice Total

Displays the amount of the invoice.

Total

Displays the current total of all invoices.

4. Click Close.

View a Summary of Proposed Demand Billings

The Project Recap page lets you view a recap of all projects included in the

proposed billing. Each line item in the recap shows the aggregate transaction

total for each transaction type, including projects in the billing hierarchy.

To view a recap of each transaction type for the project

1. Open the projects whose demand billing transactions you want to view, bill

or adjust.



transaction type.


3. Click the Project Recap link.

The Project Recap page appears.


Category

Displays the transaction type processed for the project.

Project To Date

Displays the total transaction amount to date for the project.

Month To Date

Displays the total transaction amount for the month for the project.

Percentage Complete

Displays the current project percentage complete is calculated using

Project to Date/Budget x 100.

Demand Billing


Variance

Displays the variance value for the project is calculated using Budget -

Project to Date.

Unbilled

Displays the amount not yet billed for a project.

5. Click Close.

View Contract-specific Project Information

Use the Contract Information page to view the contract-specific information for

the project. You view summary contract information and amounts billed to-date

for all projects included in the proposed billing. If a project is part of a billing

hierarchy, only the billing project is displayed because it represents billing

hierarchy in the contract.


To view the contract information for the project

1. Open the projects whose demand billing transactions you want to view, bill

or adjust.



transaction type.


3. Click the Contract Info link.

The Contract Information page appears.


Billing Currency

Displays all line items for the same project and have the same currency.

Contract Number

Displays the unique number assigned to the contract.

Date

Displays the date the contract was submitted.

Amount

Displays the contract amount to be billed.

Notes

Links to additional information about the contract.

Unlock Bills


5. Click Close.

Unlock Bills

Advance and demand billings become locked when you access them for review.

Locking ensures that other users cannot access billings when you are reviewing,

making billing decisions, or preparing bills for invoices. Data integrity to sensitive

billing information is better controlled. A locked billing is inactive and cannot be

accessed it until is unlocked by the person who locked it.

To unlock bills

1. Select Demand Billing from the External Billing menu.

The Demand Billing page appears.

2. Select "Locked" from the Locked Status list box and click Filter.

The list shows only locked bills.

3. Select each locked bill you want to unlock.

4. Click Unlock.

Credit Memos

A credit memo is the reversal of an invoice. Credit memos are applied to

individual invoices to credit customers for work previously billed. They can be

issued when you need to adjust the original invoice. A credit memo can have

negative amount. For example, you can issue a credit memo to refund incorrect

labor charges, overbilling, or incorrect expense billings.

When credit memo is issued, an email is sent to the project manager (or the user

with project approval) indicating that a credit memo was issued. This person

must decide to adjust the balance in the next invoice or send the customer a

check.

Before you can issue a credit memo, the project associated with the invoice must

have a status of "Open" or "Hold."

Credit memos are issued in the same currency as the original invoice. If

multi-currency is enabled and the credited transaction is subsequently WIP

adjusted or transferred to a different project, the re-billed transaction can be

invoiced in a different currency if the billing currency of the new project is

different from the original project.

Before a credit memo is approved, the system verifies that amount has not

exceeded the contract amount if it is enforced for projects with contract or

standard billing types.

Credit Memos


Issue Credit Memo

Use the Issue Credit Memo page to issue a credit memo and reverse the billings

on an invoice.

To issue a credit memo

1. Select Credit Memo from the External Billing menu.

The Issue Credit Memo page appears.

2. Browse or filter for approved invoices.


Invoice Number

Displays the unique number assigned to the invoice.

Client Name

Displays the company associated with the invoice.

Project Name

Displays the project associated with the invoice.

Billing Type

Displays the bill type associated with the project.

Contract Amount Enforced

Indicates that a billing will not be generated if it exceeds the contract

amount.

Amount

Displays the sum of the invoice amount, the Administrative charge, and

tax amount associated with the invoice number.



Bill Date

Displays the date the bill is issued to the customer.

4. Select the invoice you want to reverse. Only one credit memo can be issued

per invoice.


■ Click Issue to issue a credit memo.

The credit memo is available for approval.

■ Click Issue and Approve to issue and approve the credit memo in one

step.

6. Print the credit memo.

Approve Billed Transaction or Credit Memo



Use the Billing Approval page to approve or reject bills or credit memos.

Approving a set of transactions is often a two-step process where bills are first

defined and then approved. Once approved, billed transaction sets can be

printed on an invoice and sent to customers. You can approve or reject bills that

are standard, contract, or retainer billing types.

When a set of transactions is rejected for a particular billing type, the following

occurs:

■ Contract or retainer bill types are available for advance billing, modification,

or invoicing.

■ Credit memos are available for issuing as though they had not been

previously issued.

Before a bill is approved for projects that are contract or standard billing types,

the contract value verified that it does not exceeded when the contract amount

is enforced.

To approve or reject a billed transaction or credit memo

1. Select Billing Approval from the External Billing menu.

The Billing Approval page appears.

2. Browse or filter the list of customers with pending billing or credit memo

approvals.




Client Name

Displays the name of the company associated with a bill or credit memo.

Project Name

Displays the project name associated with a bill or credit memo.

Biller

Displays the ID of the user who submitted the bill or credit memo for

approval.

Bill Type

Displays the bill type or credit memo.

Contract Amount Enforced

Indicates that a billing will not be generated if it exceeds the contract

amount.



Has Billing Subprojects

Indicates that this is the billing project for a billing hierarchy and that the

amount includes totals for other projects in the hierarchy.

Bill Total

Displays the bill total for an invoice or credit memo.

Bill Date

Displays the bill date of an invoice or credit memo.

4. Select the check box next to each company whose billable transactions or

credit memos you want to approve or reject.


■ Click Approve to approve the transactions or credit memos.

The credit memo is available for printing.

■ Click Reject to reject the transactions or credit memos.

Print Billing Invoices and Credit Memos



You can print invoices and credit memos one at a time and deliver them to

customers. Invoices and credit memos are available for printing and delivery

after bills are approved.

You can print invoices or credit memos, you can print the output to a printer or

to a file of your choice.

When you print the invoice or credit memo, the invoice is printed with an official

print date. This date is for collection purposes. For example, the physical invoice

may be generated or printed via printer output or to file a week before the official

print date to allow time for processing and delivery to customers. When printing

the invoice or credit memo, you can change the print date.

Changing the print date does not affect the date when the invoice or credit memo

is printed. They are always printed immediately.

Use the Print Invoice page to print an invoice, or use the Print Credit Memo page

to print a credit memo.

To print an billing invoice or credit memo

1. From the External Billing menu, the Select Print Invoice to print a billing

invoice or select Print Credit Memo to print a credit memo.

The Print Invoice or Print Credit Memo page appears.

2. Browse or filter invoices or credit memos.


Invoice Number

Display the unique number assigned to the invoice or credit memo.

Client Name

Displays the company responsible for the invoice or credit memo.

Project Name

Displays the project associated with the invoice or credit memo.

Client Location

Displays the financial location associated with the invoice or credit

memo.

Has Billing Subprojects

Displays a check mark that indicates the project is the billing project

from which associated projects are billed.



Amount

Displays the amount of the invoice or credit memo.

Invoice Status

Displays the invoice status, which indicates if the invoice or credit memo

is "Printed" or "Unprinted".

Date

Displays the date the invoice or credit memo was approved if the status

is "Unprinted". Displays the date the invoice was printed if the status is

"Printed".

4. Select the invoice or credit memo you want to print.


■ Click Print to print the invoice or credit memo immediately.

The official print date is today's date. A window appears displaying the

invoice or credit memo. You can download, print, or search.

■ Click Set Date and Print to change the official print date displayed on the

invoice or credit memo and then print the invoice or credit memo

immediately.

The Print Date Option window appears.

Enter a print date and click Print.

Batch Billing and Printing



Batch billing automates the billing and approval processes, and batch printing

automates invoicing. Batch printing lets you automate the printing of invoices

generated from batch billing runs to a printer or file.

With batch billing, you can facilitate the processing of large numbers of WIP

transactions. In a single automated step, batch billing can generate a list of

customers or projects based on filter criteria, generate billing decisions, approve

bills, and print invoices.

You can batch bill projects in billing hierarchies for the standard, contract, and

retainer billing types.

For projects that are standard billing type, the proposed bill is checked against

the contract amount if the contract amount is enforced. This check considers

previously approved bills and the current proposed bill. If the current proposed

bill amount exceeds the contract amount, the invoice is not generated.

Otherwise, the bill is generated.

If the net amount of the billing is a negative value, you can choose not to bill.

This option is useful when billing a single project or billing several projects from

a single invoice. If you allow billing of negative invoices, negative invoices are

allowed in the batch billing process.

If you consolidate billings into one invoice, you can form a billing hierarchy using

multi-level billing.

You cannot adjust bills with batch billing.



Process Batch Billings

Use the Generate Batch Billing page to process batch billing. At least one batch

cycle must be defined and assigned to projects targeted for batch billing.

Note: Contact your project manager or see the Project Management User Guide

for information.


information.

To process a batch billing

1. Select Generate Batch Billing from the External Billing menu.

The Generate Batch Billing page appears.

2. Filter posted WIP transactions eligible for batch billing using the following

search parameters:

To Date

Filters invoices whose invoice dates are on or before the specified date.

Enter the date or click the Calendar icon to select a date.

Billing Cycle

Defines the billing cycle. Click the Browse icon to select a billing cycle.

Default: "All" billing cycles.

From Entity

Defines the minimum entity to include in billing decisions. Click the

Browse icon to select the entity.

To Entity

Defines the maximum entity to include in billing decisions. Click the

Browse icon to select the entity.

From Location

Defines the minimum location to include in billing decisions. Click the

Browse icon to select the location.

To Location

Defines the maximum location to include in billing decisions. Click the


From Department

Defines the minimum location to include in billing decisions. Click the




To Department

Defines the maximum department to include in billing decisions. Click

the Browse icon to select the department.

From Client

Defines the minimum customer to include in billing decisions. Click the

Browse icon to select the company.

To Client

Defines the maximum customer to include in billing decisions. Click the

Browse icon to select company.

From Investment Class

Defines the minimum investment class to include in billing decisions.

Click the Browse icon to select the investment class.

To Investment Class

Defines the maximum investment class to include in billing decisions.

Click the Browse icon to select investment class.

Financial Project Type

Defines the billing types that are displays. You can show all billing types,

or select Standard, Contract or Retainer billing types.

3. Select the Automatically Approve When Applicable check box to approve

billing transactions.

4. Select the Consolidate Invoices check box to consolidate invoices for

multiple projects into one invoice for the customer.

5. Select the Allow Negative Invoices check box to generate invoices even if

they have negative totals.

Note: This check box is enabled if financial processing was set up to allow

negative invoices.


more information.


■ Click Selective if you are consolidating invoices.

The Selective Batch Billing page appears. Select the check box next to

each billing you wish to include in the invoice and click Bill.

■ Click Bill to start the automated billing process.

■ Click Bill and Print to start the automated billing process and batch print

invoices.



Print Batch Billing Invoices

Use the Generate Batch Billing page to print batch invoices generated from batch

billing running. You can print output to a printer or to a file.

You must also run the Batch Printing job to print output in batches, which can be

scheduled to run automatically on specified dates and times.

You must set up financial printing options.


information.

To print invoices for a selected batch

1. Select Print Batch Billing from the External Billing menu.

The Print Batch Billing page appears.


■ Enter an invoice date in the Override Invoice Date field or leave blank to

print the current billing date.

■ Click the Browse icon to select the billing run you want to print.

3. Select one of the following print methods:

Use High Speed Printing to Printer

Indicates if the output of batch bills will be sent to a printer. If selected,

enter the following:

■ Content Mode. Select the content mode. Values are Full Transaction

Detail, Employee Summary, or Project Summary.

■ Print Lines Per Page. Set the number of print lines per page. Valid

values are 0 to 100 lines per page.

■ Printer. Select the printer to be used in batch print invoices.

Use High Speed Printing to File

Indicates if the output of batch bills will be sent to a file. If selected,

enter the following:

■ Content Mode. Select the content mode. Values are Full Transaction

Detail, Employee Summary, or Project Summary.

■ Print Lines Per Page. Set the number of print lines per page. Valid

values are 0 to 100.

■ File Name. Click the Browse icon to select the file name to print the

invoices to.



4. Click Print.

5. Run the Batch Printing job to print the specified output.



Chapter 6: Access Rights

You must be granted access rights to work with financial features, such as

processing transactions and work-in-progress, chargebacks, and external

billing. The access rights you are granted depend on the tasks you need to

accomplish.


Financial Management Access Rights (see page 115)

Financial Administration Access Rights (see page 119)

Chargeback Access Rights (see page 120)

Financial Planning Access Rights (see page 120)

Financial Management Access Rights

Users must have the following access rights if they are responsible for processing

and monitoring transactions, managing work-in-progress transactions,

managing external billing, and working with chargeback-related invoices.

Billing - Access

Allows a resource to access all billing projects.

Type: Global

Billing - Approval - All

Allows a resource to approve all billing projects.

Type: Global

Company - Create

Allows a resource to view and edit all companies and to create new

companies. Resources with this access right cannot view documents unless

specific access to the folders or documents is also granted.

Type: Global



Company - Document Manager - Administrate - All

Allows access all documents and forms attached to companies (if other

access rights that provide view capability for companies, such as Company -

View - All, are also granted). Resources with this access right can do the

following:

■ Create new form and document folders

■ Add documents

■ Add forms to folders

■ Attach document templates to forms

■ Delete forms

■ Delete, copy and move documents

■ View document properties, history, versions, permissions and workflows

Type: Global

Company - Document Manager - Read - All

If other access rights that provide view capability for companies, such as

Company - View - All, are also granted, this right allows a resource to:

■ Access all documents and forms associated with companies

■ View document history, versions, and processes

■ Create and initiate new processes for documents

Type: Global

Company - Document Manager - Read / Write / Delete

Allows a resource to access all documents and forms associated with

companies (if other access rights that provide view capability for companies,

such as Company - View - All, are also granted). Resources with this access

right can:

■ Create new form and document folders

■ Add forms to folders

■ Attach document templates to forms

■ Delete forms owned by a resource

■ Create new document folders

■ Add, copy, and delete documents

■ View document history, versions, and workflows

Type: Global



Company - Edit - All

Allows a resource to view and edit the general and supplemental properties

of all companies.

Type: Global

Company - Edit Financial - All

Allows the user to view and edit the financial properties of all companies. The

user must also be granted additional rights for accessing companies,

including the Company - View - All access right.

Type: Global

Financial Maintenance - Financial Management

Allows resources access to Financial Management features. Granting this

access right implies that a license has been purchased for IT Financial

Manager or Project Cost Manager modules.

Type: Global

Financial Maintenance - GL Integration

Allows resources to distribute transactions from CA Clarity PPM to the GL

chart of accounts. This access right also allows resources to post these

transactions to the general ledger.

Type: Global

Financial Process - Approve Billing and Credit Memos

Allows the user to approve or reject billing transactions for which the user

has billing approval rights. This access right also allows the user to print

batch billing.

Type: Global

Financial Process - Approve Credit Memo

Allows the user to approve credit memos.

Type: Global

Financial Process - Approve WIP Adjustments

Allows the user to approve any WIP adjustment.

Type: Global

Financial Process - Billing

Allows the user to create bills using demand billing, batch billing, advance

billing, and re-billing.

Type: Global



Financial Process - Credit Memo

Allows the user to create and print credit memos. The user must also be

granted the Report - Run instance access right to run the Customer Invoice

report.

Type: Global

Financial Process - GL Allocations

Allows a resource to generate and reverse GL allocations.

Type: Global

Financial Process - GL Posting

Allows a resource to post WIP entries to the general ledger.

Type: Global

Financial Process - Print Invoices

Allows the user to print external billing invoices. The user must also be

granted the Report - Run instance access right to run the Customer Invoice

report.

Type: Global

Financial Process - Transaction Entry

Allows the user to enter transactions.

Type: Global

Financial Process - Work in Progress

Allows the user access to Work-in-progress (WIP) and to process WIP for all

transactions.

Type: Global

Financial Process - Setup GL Allocations

Allows resources to globally set up GL allocations. This right also applies to

global debits, credits, and overhead distribution.

Type: Global

Financial Process - Transaction Entry

Allows the user to enter transactions.

Type: Global

Financial Process - Work in Progress

Allows the user access to Work-in-progress (WIP) and to process WIP for all

transactions.

Type: Global

Financial Administration Access Rights


Invoice - Approve and Reject

Allows the user to approve or reject invoices.

Type: Global

Invoice - Lock, Regenerate and Submit for Approval

Allows the user to lock, regenerate, and submit department invoices for

approval.

Type: Global

Invoice - Navigate

Allows the user to access the Issue Invoice page.

Type: Global

Financial Administration Access Rights

Users must be granted the following access rights if they are responsible for

setting up structures using the Administration Tool.

Administration - Access

Allows the user access to the Administration Tool. Required if you are

responsible for setting up the financial structure from the Administration

Tool.

Type: Global

Financial Maintenance - Define Matrix

Allows the user to define cost and rate matrix elements. It also allows the

user to create, edit, and view cost plus codes, administrative method codes,

tax authority codes and tax methods. The user must also be granted the

Administration - Access access right.

Type: Global

Financial Maintenance - Financial Organizational Structure

Allows the user to create, edit, and view financial setup, such entities,

locations, various financial classes, currencies, foreign exchange rates, units

of measure, cost key definitions, vendors, and batch cycle related items. The

user must also be granted the Administration - Access.

Type: Global

Financial Maintenance - Manage Matrix

Allows the user to create, edit, and view cost and rate matrices including,

administrative or tax matrices. The user must also be granted the

Administration - Access access right.

Type: Global

Chargeback Access Rights


Chargeback Access Rights

Users must have the following access rights if they are responsible for managing

chargebacks for any investment type.

<Investment> - Edit Chargebacks Information All

Allows user to edit chargeback rules for all investment types.

Type: Global

<Investment> - View Chargebacks Information

Allows user to view chargeback rules for an investment.

Type: Instance

<Investment> - View Chargebacks Information - All

Allows a resource to access chargebacks for all investments.

Type: Global

Financial Planning Access Rights

Users must have the following access rights if they are responsible for managing

cost, benefit, and budget financial plans for any investment type.

<Investment> - Benefit Plan - Edit

Allows the user to edit the benefit plans for a specific instance of the selected

investment type.

Type: Instance

<Investment> Benefit Plan - Edit All

Allows the user to edit all benefit plans for the specified investment type.

Type: Global

<Investment> - Benefit Plan - View

Allows the user to view the benefit plans for a specific instance of the

selected investment type.

Type: Instance

<Investment> Benefit Plan - View All

Allows the user to view all benefit plans for the specified investment type.

Type: Global



<Investment> - Budget Plan - Approve

Allows the user to approve the budget plans for a specific instance of the


Type: Instance

<Investment> Budget Plan - Approve All

Allows the user to approve all budget plans for the specified investment type.

Type: Global

<Investment> - Budget Plan - Edit

Allows the user to edit the budget plans for a specific instance of the selected

investment type.

Type: Instance

<Investment> Budget Plan - Edit All

Allows the user to edit all budget plans for the specified investment type.

Type: Global

<Investment> - Budget Plan - View

Allows a resource to view the budget plans for a specific instance of the


Type: Instance

<Investment> Budget Plan - View All

Allows the user to view all budget plans for the specified investment type.

Type: Global

<Investment> - Cost Plan - Edit

Allows the user to edit the cost plans for a specific instance of the selected

investment type.

Type: Instance

<Investment> Cost Plan - Edit All

Allows the user to edit all cost plans for the specified investment type.

Type: Global

<Investment> - Cost Plan - View

Allows the user to view the cost plans for a specific instance of the selected

investment type.

Type: Instance



<Investment> Cost Plan - View All

Allows the user to view all cost plans for the specified investment type.

Type: Global

Index 123

Index

A

access rights

chargeback • 120

financial administration • 119

financial management • 115

advance billing

about • 90

approving billed transaction or credit • 106

deleting line items • 95

displaying eligible projects • 91

recording after-the-fact manual invoices • 92

releasing bills for approval • 93

unlocking bills • 104

viewing eligible projects • 91

viewing history • 94

after-the-fact invoices • 90, 92, 94

B

batch billing

about • 110

process • 111

benefit plan

about • 43

adding line item detail • 44

associating with submitted budget • 47

copying • 45

creating • 43

deleting • 48

editing • 44

billing codes, in company addresses • 89

billing subprojects • 106

billing types • 81

budget

about • 48

approving • 49

modifying • 50

rejecting • 49

viewing • 50

C

chargebacks

about • 52

investment-specific debit rules • 60

overhead rules • 52

prerequisites • 57

recovery statements • 52

selecting standard or investment-based rules

• 58

setting options • 58

sharing cost example • 54

companies

about • 83

creating • 84

editing general information • 85

editing postal addresses • 90

editing supplemental information • 86

managing billing addresses • 89

managing financial properties • 87

profiles • 83

viewing list of • 84

company classes • 87

contacting technical support • iii

cost plans

about • 35

associating benefit plans with • 47

copying • 39

creating • 36

deleting • 42

displaying views • 50

editing • 38

populating with resource data • 41

submitting as budget • 48

credit memos

about • 104

issuing • 104

printing • 108

customer support, contacting • iii

D

debit rules

creating • 60

deleting • 63

editing • 60

editing header properties • 60

in chargebacks • 52

default invoice templates • 87

department invoices

about • 64

adjustments and reversals • 70

aggregated charges • 68

approval workflow • 66


approving or rejecting • 74

delegated approval • 67

in chargebacks • 52

locking and unlocking • 73

recalling • 75

regenerating • 74

submitting for approval • 73

viewing • 71

viewing transaction details • 71

department recovery statements

about • 75

viewing details • 78

viewing summaries • 77

departments

departments in company profiles • 87

recovered costs • 75

departments and locations • 87

E

external billing

about • 79

approving billed transactions or credit

memos • 106

billing methods • 81

prerequisities • 80

F

financial status, setting in company profile • 87

finanical plans

displaying • 35

plan of record • 39

prerequisites • 34

types • 34

G

GL allocations

adding account/department to debit rules •

62

allocation percentage • 53

charging to overhead • 60

creating • 62

defining allocation percentage • 62

managing • 61

removing from debit rules • 63

I

input type codes • 60

investment classes • 87

invoices • 64, 108

L

locations, in company profiles • 87

M

multilevel billing, about • 82

O

overhead

charging to • 60

debit rule for • 52

P

plan of record (POR) • 39

postal address • 90

printing • 108

R

rule headers in chargebacks • 53

S

selective post • 23

simple budgets • 34

support, contacting • iii

T

technical support, contacting • iii

transaction processing • 14

transactions

about • 14

about entries • 15

and chargeable costs • 19

creating new entries • 18

creating voucher headers • 17

deleting • 21

editing details • 19

viewing • 17

V

voucher types • 15

W

work-in-progress • 22

adjusting WIP transactions • 26

approve WIP adjustments • 31

correcting posted transactions • 25

creating WIP transfers • 28

posting • 23

Index 125