JB Bill Initialization

JB Bill Initialization creates Job Billing invoices from completed progress/costs (Progress) and/or JC Cost Detail (T&M). Progress and T&M use the same form; Initialize Option controls which JC Contract Item bill types are included. Open it from JB Programs, or File → Initialize Billing on JB Progress Billing.

After init, Progress bills open on JB Progress Billing; T&M bills open on JB T&M Bill Edit.

Before you start

• JC Contract Items have bill type P (Progress), T (T&M), or B (Both) matching the Initialize Option you will use.
• For T&M: template is on the contract in JB Contract Info. Customers on a processing group with no contract use the template assigned to that customer row on the group.
• Initialize by processing group (group required) or contract range (beginning/ending JC Contracts required; same number = one contract). Do not mix Progress and T&M contracts in one processing group.
• Ready for Review is available only when JB Company Parameters Use Review and Approval Workflow is on.

Initialize Option

Option	Includes	Notes
P	Progress (P) only	Percent complete. T&M fields disabled.
B	P and Both (B)	P as percent complete; B as T&M from JC detail. Typical when the contract is Progress but T&M change orders go on AIA. All fields enabled.
X	P and Both, both as Progress	Both treated as percent complete. T&M fields disabled.
T	T&M (T) only	Straight T&M, no AIA. Progress fields disabled.

Steps

1. Open JB Bill Initialization.
2. Set Bill Month (assigned to every bill created; determines which costs initialize).
3. Set Initialize Option (P / B / X / T).
4. Choose Initialize By: Process Group or Contract Range, then enter the group or beginning/ending contract.
5. Optionally check Restrict by Item Bill Group and enter Item Bill Group. For B or T, optionally check Add Separate Invoice Per Item Bill Group.
6. Set Invoice Date (defaults to today).
7. For B or T only, set T&M options:
   • Ticketed Cost Option (also called T&M Field Tickets in About help):
     • Y — approved-ticket cost and non-ticket cost. Tickets use Approval Cutoff Date (blank = all approved). Non-ticket uses the cost-detail date range.
     • N — exclude ticketed cost; Approval Cutoff Date disabled.
     • O — approved tickets only; cost-detail date-range fields disabled.
   • Cost Detail Beginning/Ending Date, Cost Detail Cutoff Month, optional Use Different Labor Cutoff Date + Labor Cutoff Date (disabled when option is O). Dates are the Actual Date posted in JC. Blank = all available costs. If all date fields are filled, detail must meet all of them.
   • Ticket vs non-ticket cutoffs are not mixed: ticket costs follow Approval Cutoff Date so one ticket stays together.
8. Set Change Orders Thru (COs on or before this date).
9. Optionally check Assign Invoice Numbers — sequential from Last Invoice # in JB Company Parameters or AR Company Parameters, depending on Last Invoice Option. If unchecked, assign numbers later on Progress Billing or T&M Bill Edit.
10. For Progress options (not T): optional Beginning/Ending Bill Date — informational only; does not filter data.
11. Optionally check Ready for Review (writes that flag on every bill created; overridable per bill).
12. Click Initialize Bill. Review error reports if prompted, fix issues, and re-run as needed.

What gets created

• Progress bills on JB Progress Billing; T&M bills on JB T&M Bill Edit.
• Processing-group customers without a contract are processed first: header and lines, no JC detail (monthly maintenance / non-job).
• If Invoice Delivery is on and recipients exist on JC Contract Recipients Detail, they are copied to the bill Recipients tab (editable there).
• T&M detail is compiled from JCCD per template into JB files. Ticketed JC detail appears on JB T&M Bill JCDetail By Seq.
• If a field ticket’s customer PO has Separate Inv on JC Contract Master Customer POs, init creates a separate billing and groups that PO’s approved-ticket costs on it.
• Progress percent complete uses the same rules as the JB Contract Progress Worksheet (LS = actual / current estimated or projected cost for Bill Flag Y or C; non-LS = actual units / estimated or projected units for Bill Flag Y-Units). When multiple bills exist in a month, init puts this month’s prior bills in Previous Units / Previous Amount.

Errors and skips

• Wrong bill type for the Initialize Option is not initialized.
• Initialize As $0.00 on JC Contract Items zeros progress units/dollars (for example mobilization overbill items). Ignored when option B processes the item as T&M.
• Unchecked item-bill-group box initializes all groups; checked box only the matching group.
• Error reports JB Bill Contract Errors / JB T&M Error List cover: no customer number; undefined labor or equipment rates; detail in the date range but not on the template; CT/Source with no template sequence; invoice plus previous billings over T&M contract limit; prebill items that may already be invoiced.
• Prebill on T&M Bill Edit bills AP detail before it exists in JC. If the previous bill is Prebill, the next bill in the JC range errors but still generates. To stop the transaction, set status Non-Billable on JB T&M Bill JC Detail for that line sequence.

Notes

• Related: JB Processing Group, JB T&M Templates, JB Contract Info, JB Progress Billing, T&M Bill Edit, JB Interface.