Billing codes (form) (Public sector)

Article
10/09/2018

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

Click Accounts receivable > Setup > Billing codes.

(Optional) Use this form to set up billing codes. A billing code identifies a set of default billing values and rates for a free text invoice line. The values that you define for each billing code are populated automatically when the billing code is selected on a free text invoice line.

Note

This form is available only if the Public Sector configuration key is selected.

Tasks that use this form

Set up billing codes (Public sector)

Set up billing code custom fields (Public sector)

Navigating the form

The following tables provide descriptions for the controls in this form.

Tabs

Tab	Description
Taxes and interest	Enter and view tax and interest setup information for the selected billing code.
Accounting distribution	Enter and view default ledger account distributions for the selected billing code.
Rate	Specify and describe rates for the selected billing code in one or more currencies.
Custom fields	Assign custom billing code fields to the selected billing code.
Project	Specify the project information to display on free text invoices for the selected billing code. Note This tab is available only if Display project-related fields on free text invoices is selected on the Project tab on the Accounts receivable parameters form.

Buttons

Button	Description
New	Create a new billing code.
New version	Create a new version of the selected billing code. Note If you create a new version of a billing code that does not expire, the expiration date of the previous version will be set to the day before the effective date of the new version.
Delete	Delete the selected billing code version. If there is only one version of the billing code, the billing code will be deleted.
Activate	If a future billing code version is selected, the effective date is changed to the current date. If an expired billing code version is selected, the expiration date is changed to the current date. Note This button is only available if an active version does not exist.
Current records	Click the arrow icon to display the following options: Display the records as of - Enter a date and click Apply to view all of the billing codes that were or will be active on the date entered. Display all records - Select this check box and click Apply to view all of the billing code versions for the selected billing code. Note These options are only available if you are viewing current records.
All records	Select Display current to view only active billing code versions. Note This button is only available if you are currently viewing all expired, active, and future versions, or billing codes that are active on a specified date.
Add	Add a new billing code custom field to the billing code or set up a new accounting distribution.
Remove	Remove the selected billing code custom field from the billing code or set up a new accounting distribution. Note You can only remove custom fields that are not assigned to any invoices that are using the selected billing code.
Move up	Move the selected custom billing code field up one row.
Move down	Move the selected custom billing code field down one row.

Fields

Field	Description
Billing Code	Enter a unique code, such as BusLic, for a set of default values that are entered on free text invoice lines where the code is selected. Note You must enter a billing code before you can enter values on the Ledger account tab or the Rate tab.
Description	Enter a brief description of the billing code, such as Business license fees. This description appears on the invoice line next to the billing code, and in the Invoice text field on the printed invoice.
Effective	Enter the date that the billing code version will become active.
Expiration date	Enter the last date that the billing code version will be active.
Item sales tax group	Select the item sales tax group to use on the invoice line where the billing code is selected. For more information, see Set up and use a sales tax group.
Use interest code from billing classification	Select this checkbox to use the interest code specified on the billing classification when calculating interest for this billing code. Note If this checkbox is not selected, and the Interest code is not specified, interest will not be calculated.
Interest code	Select the interest code that will be used to calculate interest for this billing code. This field is not available if the Use interest code from billing classification check box is selected. Note If an Interest code is not selected, and the Use interest code from billing classification check box is not selected, interest will not be calculated.
Reference	Select the interest code to assign to the selected billing code. Note This option is not available if the Use interest code from billing classification checkbox is selected.
Allow changes to ledger accounts	Select this check box to let users change ledger accounts on the invoice line. If there is a project associated with the invoice line, you must also select the Allow the ledger account number to be edited check box on the Project tab in the Accounts receivable parameters form. To change the account, users must have permission to access the Ledger account field on a free text invoice. Note You cannot clear this check box until you select a ledger account for the billing code.
Use line values for unspecified dimensions	If you leave any ledger account dimensions blank, those dimensions will be blank on the account distributions for the free text invoice line, even if you enter dimensions on the line itself. If you do not want the dimensions to be blank, select this check box. When you do this, the dimension values on the free text invoice line will be entered on the account distribution. Note If you leave all account dimensions blank, a single account distribution is created for the free text invoice line. This check box is available only if a software update that contains the functionality has been installed. It allows you to define selected account dimensions on billing codes when one or more dimensions vary by customer.
Percent	Enter a distribution percentage to determine what part of the billing charge is posted to the selected ledger account. By default, the distribution percentage for the first ledger account is 100 percent. If you change the first distribution percentage to be less than 100, each new line receives a default percentage that is equal to 100 minus the sum of the previous percentages. Before you can save the billing code, the distribution percentages must total 100 percent.
Ledger account	Select the ledger account that the billing charge is posted to. By default, the distribution percentage for the first ledger account is 100 percent. If there is a project associated with the invoice line, changing the project changes the Main account on the invoice line and the Ledger account in the Accounting distributions form. To prevent the account from being changed, you must clear either the Allow changes to ledger accounts check box on the Accounting distribution tab of the selected billing code or the Allow the ledger account number to be edited check box in the Accounts receivable parameters form.
Billing code determines	Select whether the calculated billing amount is used for the Amount field or the Unit price field on the invoice line. By default, the Line amount option is selected.
Allow changes on invoice	Select this check box to let users modify the Amount field on the free text invoice line, and the Amount details field on the Invoice lines tab of the Free text invoice form. To change the billing amount, users must have access to the Amount field on a free text invoice. If this check box is cleared, you should open the Billing codes form and verify that the value in the Amount field is accurate. You cannot change this amount later on the invoice line. Note If this check box is selected after the billing code has been used on the Invoice lines tab of the Free text invoice form, you can modify the Amount and Amount details fields on the free text invoice.
Rate type	Select one of the following: Fixed rate - Select this option to enter a fixed rate to charge for the invoice line amount. When this option is selected, the billing amount will not be calculated from a rate script, even if one is entered. Rate script - Select this option to calculate the invoice line amount from the expressions that are in the Script field. If this option is selected, the billing amount will not be determined by the Amount value in the fixed rate table, even if one is entered. Note For more information, see About billing code rate scripts (Public sector).
Currency	Select a currency that can be matched with the currency of the invoice where the billing code is used.
Amount	Enter an amount for the company currency. Only one line can exist for each currency.
Amount details	Enter information that explains the charge that is represented by the billing code, such as pet license renewal. The text in this field appears in the Free text invoice form, when you select a line that has the matching billing code.
Programming language	Select the programming language for the rate script.
Script	Enter the rate script. For more information, see About billing code rate scripts (Public sector).
Advanced editing	(Optional) Select this link to open the development environment where you can edit and debug the script. To use advanced editing, you must have an addition of Visual Studio 2010 installed. Tip Visual Studio 2010 Express is a freely distributed edition of Visual Studio 2010.
Compile	(Optional) Select this link to compile the script and evaluate it for syntax errors. Note If this script has changed, it will be compiled when the record is saved.
Active	Select this check box to activate the selected billing code custom field. Note Only active billing code custom fields can be assigned to free text invoices.
Required	Select this check box to require the user to complete the custom field prior to saving the invoice. Note Only active billing code custom fields with the type set to Text or Date can be required.
Custom field	The name of the custom field.
Type	The custom field type.
Variable name	The variable name that is used in rate scripts.
Project ID	Select the default project to assign to a line on a free text invoice when the selected billing code is used. Note You will not be able to use the billing code after the selected project is set to the Finished stage if the Allow changes check box is cleared. We recommend that you set the expiration date on the billing code so that the billing code expires on the same date that the project finishes.
Allow changes	Select this check box to allow users to change the project on the invoice line and on the Accounting distributions form when the selected billing code is used. When you change the project, if project relations are specified in the Ledger posting setup form, the Main account associated with the line changes to the account associated with the new project. If you have not yet viewed the accounting distribution for the line by opening the Accounting distributions form, changing the project also changes the Ledger account in the Accounting distributions form. To prevent the account from being changed when you change the project, clear either the Allow changes to ledger accounts check box on the Accounting distribution tab of the selected billing code or the Allow the ledger account number to be edited check box in the Accounts receivable parameters form.
Category	Select the default category to assign when the selected billing code is used on free text invoices.
Allow changes	Select this check box to allow users to change the category on the invoice line and on the Accounting distributions form when the selected billing code is used. When you change the category, if category relations are specified in the Ledger posting setup form, the Main account associated with the line changes to the account associated with the new category. If you have not yet viewed the accounting distribution for the line by opening the Accounting distributions form, changing the category also changes the Ledger account in the Accounting distributions form. To prevent the account from being changed when you change the category, clear either the Allow changes to ledger accounts check box on the Accounting distribution tab of the selected billing code or the Allow the ledger account number to be edited check box in the Accounts receivable parameters form.