Generating and Processing Billing Events

Before generating billing events:

• Select all financial items in your FinancialForce PSA organization. These include timecards, expense reports, milestones, and miscellaneous adjustments.
• Ensure the Include in Financials checkboxes are selected.
• Ensure the Flagged as Billable checkboxes are selected.
• Ensure the Status fields and checkboxes are set and marked Approved.
• Ensure items are not already related to a billing event item. You can do so by checking the Billed checkbox.

Note

If your administrator has configured PSA to do so, all eligible business records for the entire project hierarchy are shown, not just for the chosen project. The resulting billing event is for the master project in the project hierarchy. This also applies when generating billing events for a specific project on the Project Detail page.

Your administrator must have initialized the billing queue on the PSA Config tab.

Generating Billing Events

The PSA Billing Event Generation tab has a checkbox called Include Prior Periods. Select this checkbox prior to generating billing events, and PSA will generate billing events for past periods, in addition to the time period selected. You can then select the billing event batches to process once they are generated.

Tip

Your administrator can define how far into the past to generate billing events by setting the "maxNumberOfDaysPriorToQuery" configuration option.

To generate billing events:

1. Click the Billing Event Generation tab.
2. If the Region, Practice and Group drop-down lists are displayed and you want to apply further filtering on the selected unit type, select the values you want.
   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 Group and the top-level group in your organization is UK_IT, select that group in the Group drop-down list. The primary unit type is the field is located at the top-left of the Generate Billing Events section of the Billing Events page.
   Note

   

   When you select these options, only projects that are included in the selected values are processed.
3. If required, enter the Account and Project that you want to generate billing events for.
4. If the Period field is displayed, enter the period to which you want to generate billing events for. If the Cutoff field is displayed, enter the date to generate billing events for. When you enter a cutoff date, billing events are generated for time periods that end on or before that date.
5. If the Include Prior Periods checkbox is displayed select it if you also want to generate billing events for periods prior to the one displayed in the Period field.
6. Click Generate.
7. Examine the newly created billing event batches, projects and line items. and process them when you are ready to release the billing events and batches to a financial system. If you do not want to release a billing event or batch to a financial system, see "Removing Billing Events and Batches".

Generating Billing Events on a Project

You can generate billing events for a project on the Project Billing page. The Project Billing page creates a new billing event with the items that you select.

Notes

In earlier versions of PSA, the Project Billing page was provided in the Ad-Hoc Billing extension. This page is now included in PSA.

The Project Billing page does not append to existing billing events. The configuration options appendGeneratedItems and ignoreTimePeriodsWhenAppending in the Billing configuration group have no effect on the Project Billing page.

To generate a billing event for a project:

1. Select the project that you want to generate a billing event for on the Projects tab.
2. Click Project Billing.
3. To filter the billing eligible items:
   1. Deselect the checkboxes for each type of business recordTimecard Split, Expense, Milestone, Miscellaneous Adjustment or Budget that you want to hide.
   2. If you only want billing eligible items for a particular resource, enter the name of the resource in the Resource field or search for it using the Resource lookup.
   3. To display billing eligible items from a particular date range, enter a start date and an end date.
   4. Click Filter.
4. Do one of the following:
   • Select the checkboxes of the billing eligible items that you want to include.
   • Click Select All if you want to include all the billing eligible items that are currently displayed.
5. Click Generate Billing Event.

Processing Billing Events

The Process Billing Events section of the Billing Event Generation tab has a filter which allows you to select a specific transaction category prior to processing the billing eventsA means of generating billing information that can be fed into a financial system You can filter the displayed billing events and batches based on their: timecardA mechanism for logging time against a project or an assignment., milestoneA fixed target, which when achieved, can be billed to the customer for a fixed fee or by logging time against it., expenseA record of expenses incurred by resources assigned to a project or opportunity., miscellaneous adjustmentsA catch-all business record that allows you to correct data entry errors or adjust transactions. or budgetsAn 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.. You can also release billing events on the Billing Events tab.

To process billing events on the Billing Event Generation tab:

1. If you have not already done so, generate the billing events to process using the options described earlier.
2. On the Billing Event Generation tab, select the billing events and batches that you want to process in the Process Billing Events section.
3. Click Release.

   The billing events are processed and are removed from the list shown in the Process Billing Events section.

To release billing events on the Billing Events tab:

1. On the Billing Events tab, select the billing event that you want to release.
   Tip

   

   At this stage you can remove items that you do not want to release. To do this, expand the billing event batch that you want to remove items from using the icon, select the items that you want to remove and click Remove.
2. Click Release.

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