The Billing Item Source frame allows you to define who to bill and the sources of the revenue and expense accounts for each Billing Item for a particular Billing Code.
To edit the Billing Item Source information, enter a Billing Code or double click in the field to select one from the list of values (LOV). Press tab or enter to load the Billing Item list.
Department to Bill
The Department to Bill column determines whose billing report the charge will be applied. The choices are: Don't Bill, Using Department, Owning Department, and Chargebacks. See the Billing Charge Back frame for more information about the 'Chargebacks' option.
The Don't Bill option is a way to avoid billing charges altogether for an item that is to be billed for some billing codes but not others, such as REPL FUND.
Revenue and Expense Account Source
M5 refers to the Direct Account that receives the billed money the "Revenue Account" and the account that pays the money the "Expense Account". Typically, the revenue account is the credit side of the transaction where the expense account is the debit side.
Accounts are completely optional. Even if no accounts are setup, the transaction will still bill. Failure to setup an account will never prevent a transaction from billing.
This frame tells M5 where to find a given account number for a given billing item transaction.
Don't Bill - Transaction is "billed" but the account is left blank. This is an option for both revenue and expense accounts.
Using Department - The account comes from the unit's using department. Usually, this option is used for the expense account, but can be used for the revenue account.
Owning Department - The account comes from the unit's owning department. Usually, this option works best for the revenue account, but can be used for the expense account.
Unit, then Using Department - First, M5 will look to see if the unit has its own account defined. If the unit does not have an account, then the unit's using department account will be used.
Unit, then Owning Department - First, M5 will look to see if the unit has its own account defined. If the unit does not have an account, then the unit's owning department account will be used.
Maint. Location's Owning Department - Because revenue from work order transactions might flow to the owner of a maintenance Location providing the work, a location is assigned an owning department. If this option is chosen, the account will come from that department. This option is only available for revenue accounts.
Employee's Department - The revenue from labor transactions might flow to the employee's owning department. This option is only available for revenue accounts.
Inv. Location's Owning Department - Like maintenance charges, the revenue from part or fuel transactions might flow to the inventory location providing the parts or fuel. This option is only available for revenue accounts.
Chargebacks - The account will come from the owning department unless the transaction matches the Job Reason or System/Component listed on the Billing Charge Back frame. This is only available for expense accounts.
Billing Application User Training Guide
Last Update: 06/16/2016
NOTE: To view a list of System Flags and Role Privileges that may impact this screen, hover over the screen title in M5 to display the bubble help/tooltip. At the bottom of the bubble help/tool tip, there is a Settings hyperlink. Click that hyperlink to display the list of flags and privileges.
Additional training and technical documents on this subject may be available in the Resource Files area.