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Setting Up JB T&M Templates

JB T&M Template Setup defines templates used to build time-and-material invoices: which costs are included, the order detail is stored in JB files, how lines summarize and sort, and markups/add-ons. Templates can be per customer/contract or shared across contracts. Assign the template on JB Contract Info.

Before you start​

  • Review Viewpoint standard templates (STD ACTDT, STD CONT, STD PHASE, STD SEQ). Copy them with JB T&M Template Copy before changing cost types or markups — standard templates cannot be edited in place.
  • JC Cost Types exist (use Initialize All Cost Types on this form, then trim).
  • If you bill by labor category: JB T&M Labor Categories and matching labor/burden cost types.
  • Earn/liability restrictions use HQ Earn Types and HQ Liability Types.
  • Material price options use HQ Materials; location price needs IN and/or MS active.
  • Equipment Rates per Time Unit needs EM revenue codes with Hours/Time Unit set.
  • Flat amounts can come from the contract’s T&M flat billing amount on JB Contract Info, or original/current contract amounts.
  • Misc sequences use AR misc distribution codes.
  • Contracts must include any Contract Item named on the template, or initialization skips those sequences.

Steps​

  1. Open JB T&M Template Setup (JB Programs; help path is Costs and Contracts → Job Billing → Billing → T&M Billing).

  2. Prefer copying a standard or existing template (JB T&M Template Copy), then open the copy here. Or enter a new Template (up to 10 characters) and Description (up to 30).

  3. On the header Info area, set:

    • Sort Order — how invoice detail is grouped: Actual Date, Posting Date, Contract Item, Job/Phase, Phase, or Template Sequence. Job/Phase stores invoices by contract/job/phase; otherwise storage is at contract level. Template Sequence prints only sequences that have detail.
    • Labor / Equipment / Matl Rate Effective Date — optional. When set, actual dates before the date use the old rate; on or after use the new rate. Blank means only the new rate is used. Shortcuts: T/t = today, MMDD, +/+n, -/-n.
    • Include PO Receipts (default off) — checked: initialization includes POs received and expensed to a job but not yet invoiced (JC Trans Type PO). Unchecked: invoice those through AP Transaction Entry.
    • Labor Categories / Equipment Categories / Material Categories — when checked, sort/summarize by category and require a matching category cost type on Cost Types. Labor applies to PR-source sequences; equipment to EM; material to AP, IN, JC, or MS.
    • Labor Rate Option — Cost (actual JC labor dollars; category rates not used for dollars; Allow Labor Rate Overrides disabled) or Rates (amounts from JB T&M Template Labor Rates; overrides allowed when checked).
    • Allow Labor Rate Overrides — only when Labor Rate Option is Rates. Opens JB T&M Template Labor Override from the Labor Rate Overrides tab (double-click a row).
    • Equipment Rate Option — Cost (JCCD ActualCost), Rates per Hour, or Rates per Time Unit. Under Cost, categories only sort/summarize. Hour and time-unit options use JB T&M Template Equipment Rates (R-Equip Rate or C-Actual Cost on the rate line). Time unit converts hours using the revenue code’s Hours/Time Unit.

  4. There is no Material Rate Option on this form. Material billing price is the sequence Price Option. Material rate overrides are a separate JB Programs form.

  5. Build the sequence grid (calc/print order). For each line set Sequence (1–999999999), Type, Description (up to 60), optional Group # (same group must share the same Type), source flags, and calc fields as needed:

    TypeRole
    S-SourceBillable amount from JC costs for selected sources (AP, EM, IN, JC, MS, PR) and cost types
    A-AmountFlat amount not from those sources; use Flat Amt Opt
    D-Detailed Add-onsPercent/fixed markup, tax, retainage, or discount calculated and printed per basis detail
    T-Total Add-onsSame calc once on the invoice total of specified sources
    M-MiscellaneousLike a total add-on; writes misc distributions; does not print or change invoice amount
    N-No BillSource/CT/category combo is non-billable; never prints; billing status always 2

  6. For Source (and similar) sequences, set sources, optional Category (only when Use Categories is on; mixed sources on one sequence block category entry), Sum Option, Sort Level, PR Earn/Liab Option and types, material Price Option, and markup fields as applicable.

  7. On Cost Types (bottom of the form), Initialize All Cost Types, then delete extras. Matching labor/equipment/material category cost types are required when those category flags are on.

  8. For add-on sequences, maintain the basis grid (sequences before the add-on that this add-on applies to) and the “add-ons this sequence is subject to” grid.

  9. Double-click Labor Rates / Labor Rate Overrides tabs to open the child rate forms. Equipment and material rates are separate JB Programs forms (equipment rates, material rates).

  10. Save. Delete a template only with Delete or Edit > Delete, and only if no open contract uses it.

Sequence field notes (high level)​

  • Sum Option / Sort Level — summarization and detail order. Use full detail (option 1) when no summary level is fine enough. Sort Level must not be finer than what Sum Option actually summarized. Summary levels are not used for N, A, T-Total Addon, or D-Detail. PR labor can add 100 to a sum option to also split by effective-date rate. Press F1 on the field for the full level tables (PR, material, AP, EM variants).
  • Earn/Liab Option (PR) — E / L / B / A-All, or blank (only JC detail with neither earn nor liability type). A-All plus a blank earn/liability on another sequence causes a multiple-sequence warning and the transaction is not placed.
  • Price Option (material) — C-Actual Price (JCCD unit cost), P-Std Price (HQ Materials standard, else actual), L-Location Price (IN/MS stocked location price; else actual; needs IN and/or MS).
  • Markup Option — includes N-No Markup, S-Rate, R-Retainage, D-Discounts, T-Taxes, U-Rate per Unit, H-Rate per Hour (detail add-on only), X-Retainage Tax. Amount sequences can only use N. Tax liability on intercompany bills stays with the AR company (JC Company Parameters when AR company ≠ JC/JB company).
  • Contract Item — Amount sequences, or Total Addon with Rate/Taxes. Item must exist on every contract using the template. Blank Amount posts to contract item #1; Amount with an item that has no JC phase posts nothing. Total tax with mixed tax codes fails init (fix codes, then repull bills).
  • Flat Amt Opt — O-Orig Cont Amt (Bill Type T items), C-Curr Cont Amt, F-Flat Bill Amt (contract T&M flat amount), A-Addon Amt (use Addon Amt field).

Notes​