This documentation supports the 21.05 version of BMC Helix ITSM: Asset Management. To view an earlier version, select the version from the product version menu.

Generating charge-back invoices

At the end of each period, the financial manager can generate charge-back invoices to send to other departments.

Before you generate the final charge-back invoices, you can generate other reports to check the information. For example, you can run the Unallocated Report to determine whether any costs are not yet allocated to a cost center. You can then make adjustments to the cost centers so that these charges are included in the charge-back invoice. 

Before you begin

In the Manage Costs form, if you have not yet generated charge-back entries for the current period, follow the procedure To generate a list of charge-back entries

To generate charge-back invoices

  1. On the Asset Management console, from the navigation pane, select Functions > Manage Costs.
  2. Click Reports.
  3. In the Cost Management Reports dialog box, select a company.
    If you have not made any changes to charge-back entries for the current period, skip to step 8 to print the invoice. If you have made changes to charge-back entries, select an option from the Generate Option field. These options generate charge-back entries for split cost centers. You can retain or discard any adjustments that you made in the current time period.
    • Preserve Adjustments — Retains any changes that you made to charge-back entries in the current period. This updates the charge-back entries for the current period and retains any adjustments.
    • Remove Adjustments — Discards any changes you made to charge-back entries in the current period. This removes any adjustments for the current period, and regenerates the charge-back entries based on the cost entries for the current period. To generate a record of adjustments before you remove them, generate an Adjustment Report before you select this option.
    • Calculate Split Allocation for Adjustments — Generates charge-back entries based on adjustments to split cost centers.

    Important

    If your charge-back entries include split cost centers, you do not see information about these cost centers in the table. Details about split cost centers appear in the Allocation To and Allocation From rows in the Charge-back Invoice.

  4. Click Generate Costing Entries.
  5. Respond to the confirmation message by clicking OK
    The most recent process that you have run appears at the top of the Process Log table. If an entry appears with a status of Done With Message in the Process Log table, you can view the process messages to get more information. See Viewing and printing process messages.
  6. Click the Step 2: Print Reports tab.
  7. Select options for the invoice.
    • For Period Start Date and Period End Date, specify the dates for the beginning and the end of the period for which you want to print the invoice.
    • If you want the invoice to include information for a specific cost center, specify the name of the cost center. If you want it to include information for all cost centers, leave the Cost Center field blank.
  8. For Report, select Charge-back Invoice.
    You can also generate other reports. For more information, see Generating charge-back reports.

  9. Click Print Report.
  10. In the Enter Values dialog box, for each of the fields in this form, select the value that you want to change. Type the new value in the Enter a Value field. You must complete each field, or the report is not generated.
    • To change the title, click Report Title and type a new name for the invoice.
    • To add a subtitle, click Report Subtitle and type a subtitle for the invoice.
    • To change the currency type used to calculate charge-back costs in this invoice, select a new currency.
    • To change the charge-back percentage used to calculate charge-back costs in this invoice, select a percentage and type a value.
  11. Click OK.
  12. The Report Preview window appears, displaying the invoice you created. 


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