The unit billing feature allows invoices to the client to be based on units rather than time.
Configuration
The unit billing feature will be configurable via the Project tasks. Users will also need to set up unit billing at a project and project level, with the option to select the calculation method from a predefined set of formulas. Depending on the setup, an automated process will generate fee journals with fees calculated from approved time transactions.
Project parameter screen
User definable parameters are available under Organisational units > Project parameters.
Project Operations > Settings > parameters > Default organisation entity > Project parameter tab
| Fields | Description |
| Activate Unit billing | Enable/disable the unit billing feature at Project parameters |
| Method of calculation | The options available are:
|
| Reference quantity | Define max number of hours per unit to calculate unit billing quantity. |
| Rounding | Define rounding up value to apply for the calculated Unit billing quantity. |
Project specific parameters
Project specific parameters are available in the Projects area, to enable/disable Unit Billing at a Project level. Once feature is enabled, related tabs and buttons will become visible.
Projects area > Projects under Projects group
| Fields | Description |
| Activate Unit billing | Enable/disable the unit billing feature at Project level. |
| Method of calculation | Values will be defaulted from Project parameters |
| Reference quantity | Values will be defaulted from Project parameters |
| Rounding | Values will be defaulted from Project parameters |
| UB period start date | Standard date format. Start date should be on Monday |
| UB period end date | Standard date format. End date should be on Sunday |
Units tab
Tasks are automatically moved to Units tab and remaining configurations will be defined at Units tab level.
| Task ID | Defaulted from Tasks |
| Project task name | Defaulted from Tasks |
| Billing method | Defaulted from Project > summary tab > Billing group |
| Fee category | List all transaction categories |
| Original qty | Define the original qty for each activity |
| Revised qty | Sum of revised qty under timesheet period tab for each task |
| Invoiced qty | Sum of Invoiced qty under timesheet period tab for each task |
| Pending invoice qty | Sum of Invoiced qty under timesheet period tab for each task |
| Remaining qty to invoice | Original qty-Invoiced qty |
| Sales price | Define the sales price for each activity |
| Period | Below are the options available - Day - Timesheet |
| Closed | Yes/No Check box to close or open specific activity |
Time entry
A Unit billing qty field has been introduced on the time entry form and unit billing qty will be calculated using the combination of billing method, period and duration.
Edit time entry form
The “unit billing qty” field is also visible on the edit time entry form and, similarly, the unit billing quantity will be recalculated using the same combination of billing method, period and duration.
Time entry approval form
Once time entry is submitted, the billing type field will default to non-chargeable for each unit billing time entry line in the approval form. Unit billing, billing method and period fields are read-only fields for information only.
Projects area > Approvals under My work group
Timesheet UB period tab
This screen is used to convert recorded hours into quantities for the relevant lines. The user will be able to change the calculated amount if they wish. The top menu bar contains three UB specific buttons, as follows:
# Generate UB period: This creates new periods for each “leaf” task for each week in the period specified by the UB period start and end dates.
# Calculate UB qty: This calculates a unit billing quantity for the approved timelines relating to each “leaf” task.
# Create UB Fee: This will generate and post a Fee journal based on calculated or Revised unit billing quantities of the tasks.
| Start date | Period start date for respective task |
| End date | Period end date for respective task |
| Project | Defaults from Units tab |
| Task ID | Defaults from Units tab |
| Project Task | Defaults from Units tab |
| Billing period | Defaults from Units tab |
| Period | Defaults from Units tab |
| UB qty | Based on approved timelines UB qty will be calculated for each task in specific period |
| Revised qty | Text field |
| Pending invoice qty | Fee lines are confirmed and yet to invoice |
| Invoiced qty | Invoiced fee lines qty |
Note: Tasks where the UB or revised qty have been calculated but do not have equivalent fee journals will be highlighted in red.
Unit Billing Periods Form
The Unit billing periods form is used to view Unit billing timesheet period records for all projects.
Projects area > Unit billing periods under My work group
Customer integration
The fields indicated in the screenshot below are usually available in evergreen: Finance. They have now been added to the Accounting tab of the “Account” record in evergreen:Operations because when evergreen:Finance is integrated with evergreen:Operations, that data will no longer be accessible there.
Sales > Customers under customers group
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