Billing Fields

This topic describes the fields on a billing event A means of generating billing information that can be fed into a financial system, billing event batch A group of billing events and billing event item. Also described are the fields and buttons on the Billing Event Generation tab and the Account Billing and Project Billing pages.

Note:

If PSA – Accounting Connector is installed in your, additional fields, actions, and button are available on the Billing Event and Billing Event Item objects. For more information, see Billing Event Fields.

Billing Event Fields

Key:
R – Read-only
* – Mandatory field

Field			Description
Approved			Indicates whether the billing event is approved.
Approver			The person who is to approve the billing event.
Billing Contact			Lookup to the contact record associated with the billing event.
Billing Event Batch			The billing event batch to which the billing event relates.
Billing Event Stage			The stage of the billing event as it moves through the process sequentially from generation (Generated), released to finance (Released), to marked as invoiced (Invoiced). These stages are used in reports.
Budget Remaining			This field will be deprecated in a future release. We recommend you consult the budget's Amount Remaining field instead.
Created By			The person who created the billing event and the time of creation.
Currency	*		Currency for the billing amount.
Customer Reference			Customer purchase order number, copied from the related billing event items. Billing event items are grouped by their Customer Reference field. This means that all the items in a billing event have the same customer reference, or are blank. When a billing event is released to your finance system for invoicing, the customer reference is available to be included on the corresponding invoice if the integration between PSA and your finance system supports this. You cannot edit this field once the billing event is released.
Date			Date of the billing event.
Event Key			Generated key to identify a billing event.
Invoice Date			Date of the invoice associated with the billing event. If the Billing Events Integration is enabled, this field is in the Billing section.
Invoice Number		R	The unique invoice number associated with the billing event. If the Billing Events Integration is enabled, this field is in the Billing section.
Invoiced			Indicates whether the billing event has been invoiced. If the Billing Events Integration is enabled, this field is in the Billing section.
Last Modified By			Person who last modified the invoice and the date on which it was modified.
Name		R	Unique name of the billing event.
Owner			The owner of the event.
Project			The project to which the billing event relates.
Released			Indicates whether the billing event is released. Note: When you have selected the Auto-Cap Billing checkbox in a project, project billing events or billing event batches that exceed the billing cap are not released.
Rounded Summary Amount			The sum of all rounded billing event item amounts using the Salesforce standard rounding precision.
Status			The current status of the billing event.
Summary Amount			The total amount for the billing event.

Billing

This section is only available if you are using the Billing Events Integration. It contains information about the original billing document created for this billing event, and the billing document issued for invoicing.

Key: R – Read-only

Field		Description
Original Billing Document		Lookup to the billing document created for this billing event by the Billing Events Integration. If this billing document is consolidated in Billing Central, the final billing document used to invoice the customer is identified in the Billing Document field.
Billing Document Creation Status		Indicates whether the original billing document was created successfully by the Billing Events Integration.
Billing Document Creation Errors		Contains any errors that occurred when the Billing Events Integration created the original billing document.
Billing Document	R	Lookup to the final billing document used to invoice this billing event. If the Original Billing Document is not consolidated, both fields link to the same billing document. Billing documents with the "Draft" status can be consolidated so this document number might change if further consolidation occurs.
Billing Document Status	R	The status of the document in the Billing Document field. When the status is "Draft" the document can be consolidated in Billing Central. When the status is "Complete" the document is ready to be invoiced to the customer.
Invoice Date		When the document in the Billing Document field is completed, its document date is saved in this field to record the date the billing event was invoiced.
Invoice Number		When the document in the Billing Document field is completed, its number is saved in this field to record the billing document that invoiced the billing event.
Invoiced		When the document in the Billing Document field is completed, this checkbox is selected to indicate that the billing event has been invoiced.

Billing Event Buttons

Button	Description
Clear Billing Data	Allows you to clear billing data and undo the process for business records that have gone through the entire billing cycle The whole billing cycle from creation to Billing Event Release and Invoicing. You can use this button to ensure that affected records are properly updated.
Clone	Creates a copy of the billing event.
Create Billing Document	Creates a draft billing document for the billing event. This button is only available if it has been added to the page layout as instructed when enabling the Billing Events Integration. You can optionally consolidate multiple draft billing documents to improve efficiency when billing accounts.
Delete	Deletes the billing event.
Edit	Makes the editable fields available for editing.
Invoice	Invoices the billing event. This button is only available if the Billing Events Integration is not enabled.
New Billing Event Item	Allows you to create a new billing event item
Recalc	Recalculates the billing information for an unreleased billing event.
Release	Releases the billing event. Note: When you have selected the Auto-Cap Billing checkbox in a project, project billing events or billing event batches that exceed the billing cap are not released.

Billing Event Generation Fields

The following fields arein the Generate Billing events section of the Billing Event Generation tab.

Key:
A – Displayed when PSA is not configured to use flexible billing periods.
B – Displayed when PSA is configured to use flexible billing periods.

Field		Description
Period	A	Allows you to specify the time period A period of time with a start date and an end date to which forecasts, actuals calculations, billing event batches, utilization calculations and region plans belong. for which you want to generate billing events.
Include prior periods	A	Indicates whether billing events will be generated for all periods prior to the one selected.
Region		Allows you to specify the region on which to generate billing events. If your administrator has configured Region as the primary unit type, you can select the Any option when generating billing events. For instance, this allows you to generate billing events for projects where there is no region. Warning: Selecting the Any option could generate more billing events than you want. If you want billing events to be generated using the top-level primary unit type, select that record from the drop-down list. For instance if unitType is set to Region and the top-level region in your organization is Global, select that region in the Region drop-down list.
Practice		Allows you to further filter on the selected unitType when generating billing events. This field is only displayed when your administrator has set the unitTypeFilter configuration option in the Billing configuration group A collection of configuration options contained in the configuration groups tab that defines behavior of a PSA object or feature. to true. If your administrator has configured Practice as the primary unit type, you can select the Any option when generating billing events. For instance, this allows you to generate billing events for projects where there is no practice. Warning: Selecting the Any option could generate more billing events than you want. If you want billing events to be generated using the top-level primary unit type, select that record from the drop-down list. For instance if unitType is set to Practice and the top-level practice in your organization is PracticeA, select that practice in the Practice drop-down list.
Group		Allows you to further filter on the selected unitType when generating billing events. This field is only displayed when your administrator has set the unitTypeFilter configuration option in the Billing configuration group A collection of configuration options contained in the configuration groups tab that defines behavior of a PSA object or feature. to true. If your administrator has configured Group as the primary unit type, you can select the Any option when generating billing events. For instance, this allows you to generate billing events for projects where there is no group.
Account		Allows you to only generate billing events for a specific account In this context, accounts are organizations or people that you conduct business with, such as customers or vendors. Account is a standard Salesforce object. Certinia accounts can be any Account Record Type..
Cutoff	B	Allows you to enter a cut-off date on which to base project and account billing events. Billing events are generated for time periods that end on or before the date you specify.
Project		Allows you to only generate billing events for a particular project.
Include Timecards		Allows you to include or exclude timecard records when generating billing events. The default is set by your system administrator.
Include Expenses		Allows you to include or exclude expense records when generating billing events. The default is set by your system administrator.
Include Budgets		Allows you to include or exclude budget records when generating billing events. The default is set by your system administrator.
Include Milestones		Allows you to include or exclude milestone records when generating billing events. The default is set by your system administrator.
Include Miscellaneous Adjustments		Allows you to include or exclude miscellaneous adjustment records when generating billing events. The default is set by your system administrator.

Process Billing Events

The following fields are in the Process Billing Events section of the Billing Event Generation tab.

Field	Description
Region	Allows you to filter the billing event batches by region A level of hierarchy used in PSA to which other objects belong such as resources, opportunities and projects..
Account	Allows you to filter the billing event batches by account In this context, accounts are organizations or people that you conduct business with, such as customers or vendors. Account is a standard Salesforce object. Certinia accounts can be any Account Record Type..
Pre-Bill	Indicates whether the billing event batches are to be filtered based on whether they are pre-billed.
Time Period	Allows you to filter the billing event batches based on their time period A period of time with a start date and an end date to which forecasts, actuals calculations, billing event batches, utilization calculations and region plans belong..
Category	Allows you to filter billing event batches based on the transaction category to which they belong.

Billing Event Generation Buttons

The following buttons are in the Generate Billing Events section of the Billing Event Generation tab.

Button	Description
Generate	Generates billing event batches for the selected Region, Account Period and Project.
Schedule	Allows you to automatically schedule generation of billing event batches at specific time intervals. Note: If you use this feature, items may not be ready for billing when the billing event generation occurs.

The following buttons are in the Process Billing Events section of the Billing Event Generation tab.

Button	Description
Clear Billing Data	Allows you to clear billing data and undo the process for business records that have gone through the entire billing cycle The whole billing cycle from creation to Billing Event Release and Invoicing. You can use this button to ensure that affected records are properly updated.
Refresh	Refreshes the billing event batches listed based on values set in the filters fields.
Release	Releases the selected billing event batches to the financial system in place. Note: When you have selected the Auto-Cap Billing checkbox in a project, project billing events or billing event batches that exceed the billing cap are not released.
Remove	Removes the selected billing event batches.

Billing Event Batch Fields

The following fields are on a billing event batch.

Field			Description
Account			Account to which the billing event relates.
Currency	*		Currency of the billing event batch.
Group			Group to which the billing event batch relates.
Batch Key			Key used to identify a billing event batch. This field contains the time the billing event batch was generated, account to which the batch relates, currency and time period to which the batch applies.
Name		R	Unique ID of the billing event batch
Owner		R	The owner of the billing event batch.
Practice			Practice to which the billing event batch relates.
Region			Region to which the billing event batch relates.
Released			Indicates whether the billing event batch is released. Note: When you have selected the Auto-Cap Billing checkbox in a project, project billing events or billing event batches that exceed the billing cap are not released.
Summary Amount			The total amount for the billing event batch
Time Period			Time period to which the billing event batch relates.

Business Record Billing Fields

The following fields are on business records, such as Timecard Splits, Expenses, Milestones, Budgets and Miscellaneous Adjustments:

Field	Description
Billing Event	The billing event associated with the billing event item.
Billing Event Status	The status of the billing event associated with the billing event item.
Billing Event Released	Indicates whether the billing event has been released to the financial system in use. Note: When you have selected the Auto-Cap Billing checkbox in a project, project billing events or billing event batches that exceed the billing cap are not released.
Billing Event Invoiced	Indicates whether the billing event item has been invoiced.

Billing Event Item Fields

The following fields are on billing event items:

Field		Description
Allocated Budget		The budget that the related business record is allocated to via its budget allocation. The budget is consumed by the business record's billable amount. For more information about budget consumption, see Track Consumption of Individual Budgets. Warning: Do not edit this field manually.
Amount		Amount of the billing event item.
Billing Document Line Item		Lookup to the billing document line item that bills this billing event item. This field is only available if you are using the Billing Events Integration.
Billing Event		Billing event to which the billing event item applies.
Billing Event Batch		Billing event batch to which the billing event item applies.
Budget		This field will be deprecated in a future release. We recommend using another billable business record to represent pre-billed amounts.
Category		Category of the billing event item. This can be one of the following values: budget An amount used to manage expenditure on customer purchase orders, internal budgets, outbound vendor purchase orders and work orders. A budget must be associated with a project. expense A record of expenses incurred by resources assigned to a project or opportunity. milestone A fixed target, which when achieved, can be billed to the customer for a fixed fee or by logging time against it. miscellaneous adjustment A catch-all business record that allows you to correct data entry errors or adjust transactions. timecard A mechanism for logging time against a project or an assignment..
Customer Reference		Customer purchase order number. This is copied from the budget that the related business record is allocated to. Billing event items are grouped by their Customer Reference field. This means that all the items in a billing event have the same customer reference, or are blank. When a billing event is released to your finance system for invoicing, the customer reference is available to be included on the corresponding invoice if the integration between PSA and your finance system supports this. You cannot edit this field once the billing event is released.
Date		Date of the billing event item
Description		Description of the billing event item.
Expense		Lookup to the expense to which the billing event item relates.
Milestone		Lookup to the milestone to which the billing event item relates.
Miscellaneous Adjustment		Lookup to the miscellaneous adjustment to which the billing event item relates.
Object ID	*	ID of the billable object that the item was generated from.
Product or Service		Lookup to the product or service to which the billing event item relates. If your org is configured to use the Billing Events Integration, when you create a billing document for the billing event and this field is blank, the product "Professional Services" is set in the Product or Service field on the corresponding billing document line item.
Project		Project to which the billing event item relates.
Quantity		Quantity of the expense or timecard hours to be billed.
Rounded Amount		The rounded total amount for the billing event item using the Salesforce standard rounding precision.
Subcategory		Category of the billing event item. For instance, if the billing event item category is Expense, the subcategory shows the type of expense to which the billing event item relates.
Summary		A formula field providing more information about the billing event item. The information varies depending upon the billing event item's category. For expenses, it includes the resource name, expense date, and the expense description. For milestones, it includes the milestone's actual date, amount, and currency. For other categories, it shows the billing event item's description.
Timecard Split		Lookup to the timecard split A whole timecard or part of a timecard. to which the billing event item relates.
Unit Price		Unit price of the item to be billed.

Eligibility for Billing

For an item to be eligible for billing, the following applies:

• Project Account – A project account must be selected.
• Project Exclude from Billing – must be deselected.
• Business record Billing Hold – must be deselected.
• Business record Include In Financials – must be selected.
• Business record Billable – must be selected on timecard splits, expenses, budgets, milestones and miscellaneous adjustments.
• Business record Billed – must be deselected.
• Business record Invoiced – must be deselected.
• Business record – must NOT have an existing billing event item lookup value.
• If your administrator has set the approvalsEnabled configuration option in the Billing configuration group A collection of configuration options contained in the configuration groups tab that defines behavior of a PSA object or feature. to true, the Approved for Billing checkbox on the business record Timecard Split, Expense, Milestone, Miscellaneous Adjustment or Budget must be selected.
• On miscellaneous adjustments, the Transaction Category field must match one of the transaction categories in the PSA miscellaneousAdjustmentCategories option in the Billing configuration group A collection of configuration options contained in the configuration groups tab that defines behavior of a PSA object or feature..

Account and Project Billing Fields

The following fields are on the Account Billing and Project Billing pages.

Key:
R – Read-only
C – The filters shown depend on the configuration options that your administrator has chosen. See Billing Settings.

Field			Description
Account / Project	R		The account or project that you want to generate billing events for.
Currency	R		Currency of the account or project.
Timecards Expenses Milestones Miscellaneous Adjustments Budgets		C	Allows you to filter the billing eligible items displayed.
Resource			Allows to view billing eligible items for an individual resource only.
Start Date End Date			Allows you to restrict the billing eligible items displayed to a particular date range.

The following buttons are on the Account Billing and Project Billing pages.

Button	Description
Filter	Filters the billing eligible items displayed based on your selections.
Clear Filters	Clears any active filters and resets the status of the available filters.
Generate Billing Event	Based on your selections, generates billing events for the account or project.