Billing plans are used to help forecast future monthly invoicing and profit.
If you have Revenue Recognition switched on then it is also possible to plan for your recognised amount within your billing plans.
How your billing plans operate is determined at company level by the settings there.
They can be setup to operate at job and/or phase level though a single job can never have billing plans at both levels. Below are notes on phase level billing plans, though they can be applied to job level too.
If phase level billing plans are generated the will be rolled up and displayed at job level. Job level billing plans only appear, and are reported on, at job level.
Auto billing plans:
If this is set up to be automated at company level then a single item plan is automatically generated whenever a job is created. This ensures all jobs get a billing plan – even small jobs that would not normally be subject to a revenue plan.
Auto plans can be changed to manual plans and vice versa.
New billing plans:
When a new billing plan is generated the company setting options are used as default, but these can be amended. Billing plans have four sections within them which are outlined below.
A Fixed date can be selected and chosen from the calendar, which will then remain no matter what other dates are amended on the job phase. Alternatively, Relative date can be selected where you can then choose from various options to use your billing plan date to be relative to:
You can then insert the number of months (+/-12) that you wish the relativity to be. Selecting this option means the date of the billing plan will automatically update relative to that date being amended.
In this section you can enter the percentage this plan makes up of your overall total.
The planned value can be manually entered if Manual planned value is selected. Alternatively if Synchronised planned value with quote is selected this field is locked and updates according to your quote.
Depending on how your system is set you may see an Est PO costs column which will automatically pull the the costs from any purchase estimate cost fields, it is then from this the estimate gross profit is calculated. Alternatively, you may see the heading Notional costs which initially has a zero figure but is free for you to enter your expected costs from which the estimated gross profit is calculated:
If you are using revenue recognition you will get an additional field within the planned values section for this:
This gives information on what has been invoiced within the billing plan period, any linked invoices and if they were generated from the billing plan.
This section contains two free text fields for you to enter any comments or details. If invoicing base on billing plans this information will appear on the invoice in the relevant fields.
Invoicing from the billing plan:
From the billing plan tab, as well as new ones being generated or existing ones deleted, it is possible to invoice from a billing plan:
This will open up a draft invoice based either your billing plan text or quote depending on which option you select.
Invoicing from the billing plan with RR:
Once you have generated your invoice based from the BP, from within the phase allocation tab you can clicking the ‘Auto’ button to allocate revenue - only part of the billed value has been recognized (as defined in the billing plan). The rest of the income has been deferred.
Reporting on your billing plans:
You can use the data view to view projected billings or run the billing plan export from the standard reports section.